Agenda, decisions and minutes

To record the names of apologies given.

Apologies were received from Councillor Murphy.

To give consideration to the approval of alternative arrangements for appointments to bodies set up by Cabinet or external bodies, or the making or terminating of such appointments.

St John’s Winchester Charity - Nomination to Director/Trustee

The Council is entitled to nominate one Trustee/Director to the Charity’s Board of Trustees.  The Council has received a request from the Charity that Cllr Learney be nominated to the Charity’s Board. 

St John’s Winchester Charity had contacted the Council requesting that Councillor Learney be nominated to the Charity’s Board with immediate effect, following the resignation of the former nominee, Ian Tait.  The Council was entitled to nominate one Trustee/Director for an initial term of office of three years.

Ian Tait addressed Cabinet during public participation as a former Council nominated trustee to the Charity.  Whilst not speaking on behalf of the Charity, he believed the appointment of Councillor Learney would be welcomed and would offer an opportunity for closer partnership working with the Council.

RESOLVED:

That Councillor Learney be nominated as the Council’s trustee to the St John’s Winchester Charity board (until February 2023).

To receive any disclosure of interests from Members and Officers in matters to be discussed.

Note: Councillors are reminded of their obligations to declare disclosable pecuniary interests, personal and/or prejudicial interests in accordance with legislation and the Council’s Code of Conduct.

Councillors Tod and Porter declared personal (but not prejudicial) interests in respect of various reports due to their roles as County Councillors.

With regard to report CAB3206, Councillors Porter and Weir also stated that they both had electric cars.

Note: Councillors wishing to speak about a particular agenda item are requested to advise the Democratic Services Officer before the meeting.  Councillors will normally be invited by the Chairman to speak during the appropriate item (after the Portfolio Holder’s introduction, questions from Cabinet Members and public participation).

Councillors Brook and Horrill were invited to make their representations under the relevant agenda item(s).

RESOLVED:

            That the minutes of the previous meeting held 22 January 2020, less exempt minute, be approved and adopted.

– to note the names of members of the public wishing to speak on general matters affecting the District or on agenda items (in the case of the latter, representations will normally be received at the time of the agenda item, after the Portfolio Holder’s introduction and any questions from Cabinet Members).

Ian Tait spoke regarding agenda item 2, as summarised above.

Patrick Davies also addressed Cabinet and his comments are briefly summarised below.

Requested clarification of the relationship between the Hampshire Cultural Trust and the Council, particularly regarding the Trust’s proposal to charge for entry to City Museums.  With regard to Station Approach, queried the status of the Project Board and whether papers relating to Board meetings were publically available.

The Chief Executive stated that the Council had both board and observer members on the Hampshire Cultural Trust Board.  The decision on whether to introduce charges for museum entry was the responsibility of the Trust.  With regard to Station Approach, there was a Project Board which included a Cabinet Member (in line with other Council major projects).  The Project Boards were an internal Council meeting and papers were not publically available.  Any decisions made would be fed into the usual Council decision making process as required.

The Leader and Cabinet members made a number of announcements as summarised briefly below.

Councillor Thompson

An advisory group on the Local Plan would be established, to be chaired by Councillor Porter and include two other Cabinet Members (Councillors Thompson and Weir) together with cross party membership.

The Council’s tree planting programme had begun and good progress was being achieved.

Due to her recent illness, Councillor Murphy would step down as a Cabinet Member with immediate effect.  In her place, Councillor Tod would continue to lead of traffic, parking and waste whilst Councillor Thompson would lead on tackling the climate emergency.  On behalf of Cabinet, Councillor Thompson thanked Councillor Murphy for her previous work as Cabinet Member and wished her all the best in her recovery.

Councillor Porter

Welcomed Adrian Fox as the Council’s new Strategic Planning Manager.

Councillor Learney

The Council had received an additional £75k of government funding to supplement its work with partner organisations in tackling rough sleeping.

Councillor Tod

The Council’s parking payment system contractor had a programme of planting trees as part of their work offsetting carbon emissions and have organised a planting event at Hambledon Primary School which Councillors Tod and Cutler would be attending.

Councillor Prince

The Council had introduced a new “Crowd Funding” scheme to enable organisations and small businesses to secure additional funding.

A)   That the actions and feedback from The Scrutiny Committee as set out in Appendix 1 to report CAB3228 be noted.

B)   That Cabinet recommend that Council:

1.            Approve the medium term financial strategyas set out in report CAB3211.

2.            Agree the General Fund Budget for 2020/21, updated forecast for 2019/20, and the summary as shown in Appendix A of report CAB3211.

3.            Support the investment proposals set out in section 17 of report CAB3211, including:

a.    £50,000 per annum to fund additional parking enforcement officers;

b.    An annual provision of £350,000 to the parking reserve to fund additional park and ride initiatives and support investment in other transport and public transport related services;

c.    £247,000 to implement a full survey of all council trees and fund associated remedial works (net impact of £84,000 on the general fund, with the remaining costs met from Winchester Town Account and the Housing Revenue Account for trees within the control of those budgets);

d.    One off provision of £105,000 to support feasibility studies and building survey work for the central Winchester regeneration project;

e.    That £750,000, funded from the transitional reserve, be approved to fund the implementation of the Carbon Neutrality Action Plan with further details of specific proposals to be reported to Cabinet in June 2020;

f.     That one-off provision of £500,000, funded from the transitional reserve be made to support the transformation proposals set out in the medium term financial strategy, with specific proposals to be reported to cabinet later in 2020.

4.            Approve the savings proposals set out in section 18 of report CAB3211, including:

a.    The implementation of an enhanced garden waste service from February 2021, with further details on the proposal including the charging arrangements being reported to Cabinet in June 2020;

b.    The closure of public conveniences at Middlebrook St and Worthy Lane, Winchester.

5.            Approve the proposals for changes to parking charges, as set out in section 19 of report CAB3211:

a.    Parking charges (with the exception of (Park and Ride charges) be increased by 3% (rounded to the nearest 10p);

b.    That a “flat rate” charge of £2 be introduced on Sundays in all “central” car parks, the access to which all fall within the City’s Air Quality Management Area. These include:

                            i.  The Brooks

                          ii.  Middlebrook St

                         iii.  Colebrook St

                         iv.  Friarsgate

                          v.  Guildhall Yard

                         vi.  Jewry St

                        vii.  Cossack Lane

                      viii.  Upper Brook St

                         ix.  St Peters St

                          x.  Tower St

                         xi.  Gladstone St

c.    That weekday charging period for the “central” Air Quality Management Area car parks be extended to 7pm for a pilot 6 month period;

d.    That daily Park and Ride charges be increased by 50p;

e.    That discounted parking charges for weekly and monthly season tickets at Cattle market and Worthy lane car parks be removed;

f.     That a revised Parking Investment programme be brought back to Cabinet by September 2020 with detailed proposals for additional investment in transport related services;

g.    That all parking related changes  ...  view the full decision text for item 8.

Councillor Cutler introduced the report which set out a balanced budget for the following two financial years.  He outlined the key proposals in the report which had been amended to take account of consultation responses.

At the invitation of the Leader, Councillors Brook and Horrill addressed the meeting as summarised briefly below.

Councillor Brook

Highlighted the actions and feedback on the proposals by the Scrutiny Committee held 5 February, including closure of public conveniences.  Believed that the Council was unduly relying on proposed increases to both council tax and other charges to balance the budget.

Councillor Horrill

Concurred with comments made by Councillor Brook regarding increases in council tax and charges and believed that there were better alternative proposals available.  Disappointed regarding perceived lack of progress on various council projects, including central Winchester regeneration and the Movement Strategy.

Cabinet Members responded to the comments made.  The actions and feedback from The Scrutiny Committee held 5 February, as outlined in Appendix 1 of report CAB3228, were also noted.  This included support for the proposal that the provision of 24 hour public conveniences facilities be investigated further.

Cabinet agreed the following recommendations to Council and resolution for the reasons set out above and outlined in the report.

1.            That delegated authority be given to the Corporate Head of Housing, in consultation with the Strategic Director (Services) and the Cabinet Member for Housing and Asset Management, to make adjustments to the overall Maintenance, Improvement and Renewal programme as set out in Appendix 3 to the report CAB3214.

That Cabinet recommend that Council;

2.            Approve the 2020/21 Housing Revenue Account budget and final forecast for 2019/20, as detailed in Appendices 1 and 2 to report CAB3214.

3.            Approve a rent increase in 2020/21 in accordance with the Government’s national rent standard (September CPI + 1%) resulting in an average rent increase of 2.7%.

4.            Approve capital expenditure in 2020/21 of £9.1m for the Maintenance, Improvement and Renewal programme as detailed in Appendix 3 of report CAB3214, in accordance with Financial Procedure Rule 6.4

5.            Approve capital expenditure in 2020/21 of £26.91m for the New Build programme as detailed in Appendix 4 of report CAB3214, in accordance with Financial Procedure Rule 6.4.

6.            Approve funding for the HRA Capital Programme, as detailed in Appendix 5 of report CAB3214, including the additional borrowing requirement.

7.            Approve the HRA Financial Plan operating account extract, including annual working balances, as detailed in Appendix 6 of report CAB3214.

The Leader invited the two TACT representatives present, Monica Gill and David Fawcitt, to the table to take part in the discussion on this item.

Councillor Learney introduced the report and highlighted the key proposals contained therein.  She noted that the proposals had been considered by The Scrutiny Committee on 5 February who had no comments for Cabinet.

Monica Gill (TACT) confirmed that the proposed budget had been discussed with TACT members who were in support.

At the invitation of the Leader, Councillor Horrill addressed the meeting as summarised briefly below.

Supported the proposed budget and the proposals outlined in the report, including for fire improvements, tackling climate change and community projects.   Reiterated comments made previously regarding the lack of a wider forum for discussion of the proposals.

Cabinet agreed the following recommendations to Council for the reasons set out above and outlined in the report.

RESOLVED:

7.         That delegated authority be given to the Corporate Head of Housing, in consultation with the Strategic Director (Services) and the Cabinet Member for Housing and Asset Management, to make adjustments to the overall Maintenance, Improvement and Renewal programme as set out in Appendix 3 to the report.

That Cabinet recommends to Council:

1.            The Capital Programme and Capital Programme Financing (Appendices A and B to report CAB3209) be approved.

2.            The Minimum Revenue Provision (MRP) Policy Statement (Appendix E of report CAB3209) be approved.

3.            The Prudential indicators detailed in the report CAB3209 and its appendices be approved.

4.            To note that the Council may need to increase its external borrowing in 2020/21 subject to delivery of the proposed capital programme.

That Cabinet

5.            Approves IMT equipment and software expenditure (£125,000 in 2020/21) under Financial Procedure Rule 7.4 as detailed in paragraph 11.8.6 of report CAB3209.

6.            Notes the requirement to ensure Members have the right knowledge and skills to undertake their governance role.

Councillor Cutler introduced the report which set out the Council’s capital spending programme and highlighted that the principles which underpin this to deliver the Council Strategy were shown at paragraph 11.1.2.  The proposals had been considered by The Scrutiny Committee on 5 February who had no comments for Cabinet.

At the invitation of the Leader, Councillor Horrill addressed the meeting as summarised briefly below.

Believed that the Strategy lacked inspiration and aspiration and did not provide for economic growth.  Supported proposed investments in the sports pavilions but disappointed regarding lack of provision of additional sports courts in the southern parishes.

Councillor Cutler responded to comments made emphasising that items would not be included in the programme before a proper financial appraisal had been undertaken.

Cabinet agreed to the following recommendations to Council and resolutions for the reasons set out above and outlined in the report.

RESOLVED:

5.         That IMT equipment and software expenditure (£125,000 in 2020/21) be approved under Financial Procedure Rule 7.4 as detailed in paragraph 11.8.6 of the report.

6.         That the requirement to ensure Members have the right knowledge and skills to undertake their governance role be noted.

That Cabinet recommends to Council:

1.            The Treasury Management Strategy Statement which includes the Annual Treasury Investment Strategy for 2020/21 (and the remainder of 2019/20) is approved.

2.            Authority is delegated to the Section 151 Officer to manage the Council’s high yielding investments portfolio and long term borrowing according to the Treasury Management Strategy Statement as appropriate.

3.            Authority is delegated to the Section 151 Officer, who in turn delegates to Hampshire County Council’s Director of Corporate Resources, as agreed in the Service Level Agreement, to manage all Council investments (other than the high yield portfolio) and short term borrowing according to the Treasury Management Strategy Statement as appropriate.

Councillor Cutler introduced the report and stated that a representative from Hampshire County Council Investments team was present to answer any detailed questions.

Cabinet agreed to the following recommendations to Council for the reasons set out above and outlined in the report.

1.    That capital expenditure of £120,000 utilising the capital budget allocated in the Capital Programme (CAB3209) be approved for the installation of an electric vehicle charging network in accordance with option 3 set out in report CAB3206.

2.    That authority be delegated to the Service Lead: Legal to award and enter into a contract with JoJu Charging, a subsidiary of JoJu Ltd, using the Hampshire County Council (HCC) ‘Framework Agreement for the Provision of Electric Vehicle Charging Points’ and associated legal agreements such as a lease.

3.    That proposals to extend the network of electric vehicle charging points to serve the Park and Ride sites, the new leisure centre, tenants living in the Council’s own property portfolio over the next year be supported (subject to financial appraisal), and to work with Hampshire County Council in delivering an on street charging infrastructure by 2021/22 as part of the Winchester Movement Strategy.

Councillor Porter introduced the report and stated that two members of the JoJu Ltd team were present to answer any questions if required.

At the invitation of the Leader, Councillor Brook addressed the meeting to thank the Cabinet Member for the inclusion of Denmead in the proposals.

Cabinet agreed to the following for the reasons set out above and outlined in the report.

RESOLVED:

1.         That capital expenditure of £120,000 utilising the capital budget allocated in the Capital Programme (CAB3209) be approved for the installation of an electric vehicle charging network in accordance with option 3 as set out in the report.

2.         That authority be delegated to the Service Lead: Legal authority to award and enter into a contract with JoJu Charging, a subsidiary of JoJu Ltd, using the Hampshire County Council (HCC) ‘Framework Agreement for the Provision of Electric Vehicle Charging Points’ and associated legal agreements such as a lease.

3.         That proposals to extend the network of electric vehicle charging points to serve the Park and Ride sites, the new leisure centre, tenants living in the Council’s own property portfolio over the next year be supported (subject to financial appraisal), and to work with Hampshire County Council in delivering an on street charging infrastructure by 2021/22 as part of the Winchester Movement Strategy.

1.    That the actions and feedback from The Scrutiny Committee as set out in Appendix 1 to report CAB3228 be noted.

2.    That the progress achieved during the third quarter of 2019/20 be noted and the contents of the report CAB3222 be noted.

Councillor Tod introduced the report and stated that it was intended to update the format for the Quarter 4 report to reflect the new Council Plan and priorities.

At the invitation of the Leader, Councillor Horrill addressed the meeting as summarised briefly below.

Drew attention to a number of outstanding issues as outlined in the monitoring updates.  Requested assurances that custom build housing initiatives would be included in the Local Plan.  Disagreed that projects such as Station Approach and central Winchester regeneration were on track.

Cabinet Members responded to the comments made.  The actions and feedback from The Scrutiny Committee held 5 February, as outlined in Appendix 1 of report CAB3228, were also noted.

Cabinet agreed to the following for the reasons set out above and outlined in the report.

RESOLVED:

1.         That the progress achieved during the third quarter of 2019/20 be noted and the contents of the report be endorsed.

2.         That the actions and feedback from The Scrutiny Committee as set out in Appendix 1 to report CAB3228 be noted.

That Cabinet note the agreed actions attached at Appendix 1 of report CAB3228.

Cabinet noted that the above report had not been made available within the statutory deadline.  The Leader agreed to accept the item onto the agenda as matters requiring urgent consideration in order that the comments could be considered alongside relevant reports for decision at this meeting.

Cabinet noted that the actions and feedback from Scrutiny Committee had been considered under the relevant agenda items, as minuted above.

Cabinet agreed to the following for the reasons set out above and outlined in the report.

RESOLVED:

That the actions and feedback attached at Appendix 1 of the report be noted.

That the contents of the minute extract from Winchester Town Forum held 23 January 2020 be noted and the recommendations for Cabinet therein be agreed as set out below:

a)              The North Walls Pavilion Project be included within the Capital Programme for 2020/21and that Council procures the construction of the replacement pavilion at North Walls Recreation Ground in accordance with the design and specification brought forward by the Pavilion Project Group and approve expenditure up to £800,000.

b)              The proposal to release Town CIL funding to support the £295,000 contribution to the project costs be approved.

c)              The Corporate Head of Asset Management be authorised to seek tenders for the construction of the North Walls Pavilion in accordance with the specification prepared by the Pavilion Project group and the Council’s Contract Procedure rules.

Cabinet noted that the above report had not been made available within the statutory deadline.  The Leader agreed to accept the item onto the agenda as matters requiring urgent consideration in order that the decision on funding for the North Walls pavilion could be made without delay.

Councillor Learney introduced the report and stated that the Town Forum was very supportive of the pavilion project.  Cabinet noted that the Town Forum recommendations should be amended to clarify that it referred to Town CIL funding.

Councillor Learney responded to questions regarding likely future use of the pavilion and confirmed that if the cost of construction exceeded £800,000, the proposals and options as set out in report WTF278 would be revisited.

Cabinet agreed to the following for the reasons set out above and outlined in the report.

RESOLVED:

            That the recommendations of the Town Forum be agreed, as set out below:

1.         That the North Walls Pavilion Project be included within the Capital Programme for 2020/21and that Council procures the construction of the replacement pavilion at North Walls Recreation Ground in accordance with the design and specification brought forward by the Pavilion Project Group and approve expenditure up to £800,000.

2.         That the proposal to release Town Forum CIL funding to support the £295,000 contribution to the project costs be approved.

3.         That the Corporate Head of Asset Management be authorised to seek tenders for the construction of the North Walls Pavilion in accordance with the specification prepared by the Pavilion Project group and the Council’s Contract Procedure rules.

RESOLVED

That the list of future items, as set out in the Forward Plan for March 2020, be noted.

To consider whether in all the circumstances of the case the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

(i)            To pass a resolution that the public be excluded from the meeting during the consideration of the following items of business because it is likely that, if members of the public were present, there would be disclosure to them of ‘exempt information’ as defined by Section 100 (I) and Schedule 12A to the Local Government Act 1972.

RESOLVED:

1.         That in all the circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

2.         That the public be excluded from the meeting during the consideration of the following items of business because it is likely that, if members of the public were present, there would be disclosure to them of ‘exempt information’ as defined by Section 100I and Schedule 12A to the Local Government Act 1972.

RESOLVED:

            That the exempt minute of the previous meeting held on 22 January 2020 be approved and adopted.