Agenda and minutes

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.

a)    Cabinet (Housing) Committee – Councillor Izard to replace Councillor Scott as non-voting invited representative.

In addition to the proposed change to the Cabinet (Housing) Committee notified on the agenda, the Chairman stated that there were proposed changes to the membership of Cabinet (Central Winchester Regeneration) Committee and Cabinet (Station Approach) Committee.  These were agreed as set out in the resolution below.

The Chairman also advised that there were a number of other outstanding changes to Member representation on external organisation appointments and these were agreed as set out in the resolution below.  With regard to the appointment to the Winchester Housing Trust, the Chairman emphasised that the Chairman of the Trust had requested that Ian Tait (former councillor) remain as the representative and there was precedent for other non-councillors to remain as appointees.

RESOLVED:

            1.         That the following changes to Cabinet Committee appointments be made:

a)    Cabinet (Housing) Committee – Councillor Izard to replace Councillor Scott as non-voting invited representative;

b)    Cabinet (Central Winchester Regeneration) Committee – Councillor Ashton to replace Councillor Humby as a Committee Member;

c)    Cabinet (Station Approach) Committee – Councillor Warwick to replace Councillor Humby as a Committee Member.

            2.         That the following changes to appointments to external bodies be made for the period as stated:

a)    Winchester Housing Trust (until May 2020) – Ian Tait (Director) and Councillor Rutter (observer)

b)    Southampton International Airport Committee (until May 2019) – Councillor Humby to be removed as a deputy (as he is on the Committee as a County Council appointee);

c)    Winchester Sports Stadium Committee (until May 2019) – Councillor McLean to replace Councillor Stallard

d)    Winchester Welfare Charities (until May 2022) – Councillor McLean

RESOLVED:

            That the minutes of the previous meeting held on 20 June 2018 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).

There no questions asked or statements made.

Portfolio Holders made a number of announcements as summarised below:

·         A positive response had been received at a recent meeting with representatives from sporting groups where the feedback on the proposals for the new Leisure Centre from various national sporting bodies and Sports England had been shared.   All consultation responses received so far on the proposals for the new Centre, together with the Council’s response, were available via the Council’s website - http://www.winchester.gov.uk/projects/5740/replacement-leisure-centre-project.

·         Over 50 people had attended a recent consultation event on the King George V playing fields proposals.  Consultation proposals were also available online via the Council’s website - http://www.winchester.gov.uk/projects/consultation

·         Hilliers Haven (the new open space area next to Hilliers Way public car park) had been selected as a finalist for the Council for the Protection of Rural England (CPRE) Countryside Award 2018.

The Leader also announced her intention to establish a new Informal Policy Group (IPG) to consider the redevelopment of the River Park Leisure Centre area once the new Centre was open.  The IPG would be chaired by Councillor Burns and include cross-party membership, including representation from the Winchester Town Forum.  Further details on its membership and remit would be submitted to a future Cabinet meeting.

Councillor Brook introduced the report and highlighted key elements of its

content.

At the invitation of the Chairman, Councillors Evans and Thompson addressed Cabinet as summarised below.

Councillor Evans

·         A request that Ward Councillors be notified of any communications with parish councils in their area;

·         A request that the consultation period be extended to the end of September as many parish councils did not meet over the August period;

·         Concern that recruitment of additional staff required had not taken place before now and a request that those employed have a good knowledge of the local district;

·         With reference to paragraph 11.11, a desire that the Council, through its PUSH representation, would robustly resist any attempts for Winchester to take on any of neighbouring local authorities housing requirements.

·         A suggestion that the new Plan move away from the use of market towns as a definition to avoid burdening existing market towns with even more housing requirement;

·         Concern that the proposals for the new Plan could lead to additional speculative planning applications from developers.

Councillor Thompson

·         Welcomed the opportunity to revise the current Local Plan;

·         Highlighted particular issue in Winchester Town and its immediate surroundings of the requirement for additional purpose built student accommodation.  The number of properties being converted into Houses in Multiple Occupation (HMOs) was increasing in Winchester which could have a significant impact on the surrounding area.  It was essential that the Council engaged with the Universities to ascertain their plans and to make suitable sites available for student accommodation.

The Chairman requested that Officers be reminded of the importance of ensuring that Ward Councillors were notified when a parish communication was issued (with regard to this specific consultation, it was noted that all Members had been notified via the weekly Democratic Services bulletin).

The Head of Strategic Planning confirmed that there was a confirmed five year supply of land in the current Plan which would assist the Council in refusing speculative planning applications that did not accord with the current Plan.

The Head of Strategic Planning suggested that rather than further extend the consultation period as requested, any parish councils who might have difficulty making the deadline proposed contact the Council and allowances would be made.  Councillor Brook highlighted that this was standard practice and she would ensure all Councillors were aware in order that they could advise parish councils in their area accordingly.

As the Council’s representative on PUSH, the Chairman gave assurances that she would defend the Council’s position.

With regard to student accommodation, Councillor Brook confirmed that the Council would adopt a holistic approach and take necessary steps once further information was available (for example, the mandatory licensing of HMOs would provide additional details).

The Head of Strategic Planning responded to Cabinet Members’ questions as summarised below:

·         the review of the Community Intrastructure Levy (CIL) Charging Schedule would examine discrepancies between areas under the Council’s Local Plan and those under the Plan for the South Downs National Park. 

·         the “statements of common ground” requirements applied  ...  view the full minutes text for item 5.

Councillor Ashton introduced the report and noted that the contents had been discussed at The Overview and Scrutiny Committee on 9 July 2018.  He emphasised that the input of that Committee over the previous year had been useful in shaping and refining the contents of the report.

At the invitation of the Chairman, Councillor Thompson addressed Cabinet and reiterated a number of the comments raised at The Overview and Scrutiny Committee, as summarised below:

·         The importance of ensuring Ward Councillors and Winchester Town Forum members were kept informed about matters that impacted on their areas.

·         Specifically, she requested that the Town Forum and public would be consulted about the proposals for the replacement of the security bollards in Winchester High Street.  In addition, regular updates should be provided on progress on the proposals regarding St Maurice’s Covert.

Cabinet noted that these comments had been raised at The Overview and Scrutiny Committee and a response had been given by the relevant Portfolio Holder(s) present.

In response to questions, Councillor Ashton explained that the current red status of the aim in relation to the use of a strategic asset purchase scheme (Appendix 1 of the report) was because of the necessarily cautious approach adopted by the Council to procuring assets for investment.

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

            RESOLVED:

1.         That the progress achieved during the final quarter of 2017/18 be noted and the contents of the Report be endorsed.

2.         That the transfers to/from the Major Investment Reserve and other earmarked reserves be agreed and the closing balances at 31 March 2018 be noted (as set out in Appendix 2 of the report).

3.         That the brought forward General Fund capital budgets totalling £835,000 be approved, as set out in Appendix 4 of the report.

4.         That supplementary estimates and expenditure for the following capital projects be approved, as set out in Appendix 4 of the report:

a)                  Disabled Facilities Grants - £100,000

b)    Security bollards - £75,000

c)                  Virtual Permit software (car parks) - £44,000 (including staff costs of £24,000 that can be capitalised)

Councillor Ashton introduced the report and highlighted key challenges as set out in the report.  He also drew Members’ attention to £1.1m of savings achieved, reoccurring annually.

At the invitation of the Chairman, Councillor Prince addressed Cabinet and in summary raised the following points:

·         A request for a graph indicating the cumulative impact of predicted deficits;

·         A plan to mitigate the impact of the predicted deficits should be in place and clearly defined by September 2018.

·         The financial impact of the various major projects underway should be clearly defined.

In response, Councillor Ashton advised that paragraph 11.9 of the report set out the impact on the revenue budget of major projects. 

In response to Cabinet Members’ questions, Councillor Ashton stated that the reason for the significant difference between the best and worst revenue projections (graph at Paragraph 11.6 of the report) was the large amount of uncertainty currently facing local authorities in general.  This included potential changes to Business Rates and the New Homes Bonus.  As a consequence, it was not considered helpful at this time to produce an action list to address the savings required for a “worst case scenario”.

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

RESOLVED:

            That the report be noted.

Councillor Godfrey introduced the report and emphasised that the updates would make the reception area more welcoming and also enable the Council to rent office space to a partner organisation.  He advised that a further £35,000 was required for the refurbishments than that which had been approved via a Portfolio Holder Decision Notice (PHD778).  Cabinet agreed that an additional recommendation be approved to enable this (as set out in Resolution 3 below).

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

RESOLVED:

1.         That it be approved in principle to close the cash office and transform this space so it available for other organisations.

2.         That additional funding of £23,000 be approved for interim ‘floorwalker’ staff to ensure a smooth transition of service.

3.         That additional funding of £35,000 be approved for refurbishment of the reception area.

Councillor Ashton introduced the report and responded to Members’ questions thereon.

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

RESOLVED:

            That the Annual Treasury Outturn Report 2017/18 be noted.

Councillor Godfrey introduced the report and responded to Members’ questions thereon.

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

RESOLVED:

That the Risk Management Policy for 2018, the Risk Appetite Statement for 2018/19 and the Corporate Risk Register be approved.

Councillor Godfrey introduced the report and responded to Members’ questions thereon.

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

RESOLVED:

That the recommendations from the Performance Reporting Informal Scrutiny Group be approved as set out in the Action Plan in Appendix 1 of the report.

RESOLVED:

            That the minutes of the Cabinet (Housing) Committee held 4 July 2018 be received (as attached as Appendix A to the minutes).

RESOLVED:

            That the list of future items, as set out in the Forward Plan for August 2018, be noted.

(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.

Item                                                                       Para No. of Schedule 12a

to the Act giving description of

exempt information giving rise

to the exclusion of the public

EXEMPT BUSINESS

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 contents of the exempt appendix be noted.