Agenda, decisions and minutes

To record the names of apologies given.

Apologies were received as noted above.

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.

There were no changes to the membership of Cabinet bodies to be made.

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.

Councillor Tod declared a personal (but not prejudicial) interest in respect of various agenda items due to his role as a County Councillor.

– 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 Cabinet Member’s introduction and any questions from Cabinet Members).

NB members of the public are required to register with Democratic Services three clear working days before the meeting (contact: democracy@winchester.gov.uk or 01962 848 264). 

There were no questions asked or statements made.

RESOLVED

            That the minutes of the previous meeting held on 15 November 2022 be agreed as a correct record.

Councillor Tod announced adjustments to the Cabinet Member responsibilities as follows:

Councillor Becker (Cabinet Member for Inclusion & Engagement) role to be extended to include responsibility for: grants; community development; health and sport; and open space.

Councillor Ferguson (Cabinet Member for Community & Housing) role to retain responsibility for community and housing, including support for Ukrainian refugees and tackling the cost of living crisis.

Councillor Tod also announced the successful council bid to the Office of the Police and Crime Commissioner for grant funding for three mobile CCTV cameras.

On behalf of Councillor Porter, the Leader reminded that the deadline for submission of comments on the current Local Plan consultation was midnight on 14 December 2022.

Councillor Gordon-Smith reported on the re-launch of the “Your Winchester” app which had been redesigned to make it more user friendly.

Councillor Thompson announced that the council had received the £1m previously promised under the UK shared prosperity scheme.  It was intended that the funds would be spent on projects across the district.

1.     That the Council Plan 2020 to 2025: December 2022 update is recommended for adoption by Full Council.*

2.     That the 2023 strategic key performance indicators (KPIs) are adopted to measure progress against the Council Plan 2020 to 2025: December 2022 update, from 1 April 2023.

NB recommendations to full council are not subject to call-in.

Councillor Tod introduced the report and highlighted the key elements of the refresh as set out in paragraph 10.3 of the report.

At the invitation of the Leader, Councillor Wallace addressed Cabinet as summarised briefly below.

He advised that his comments related to the strategic key performance indicators (KPIs) and believed that these were not adequate to ensure the “greener faster” goal was achieved.  He emphasised that the council’s own Carbon Roadmap, considered at Health and Environment Policy Committee on 6 December 2022, had highlighted that current actions were not sufficient to meet the carbon neutrality by 2030 goal.  He acknowledged that the council had limited direct responsibility for travel and transport but reducing carbon emissions was a key element and KPIs could be used as a means to encourage change.

Councillor Tod and Councillor Learney responded to the comments made, including emphasising that KPIs were not the only method used to monitor progress and that the carbon neutrality targets would be closely monitored and action would be taken to ensure they were achieved.

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

RECOMMENDED (TO COUNCIL):

That the Council Plan 2020 to 2025: December 2022 update be adopted.

RESOLVED:

That the 2023 strategic key performance indicators (KPIs) be adopted to measure progress against the Council Plan 2020 to 2025: December 2022 update, from 1 April 2023.

1.    That the business case proposal be noted and the principle be supported of establishing a wholly council owned local housing company for housing purposes to:

a.    Lease from the council and manage suitable residential council properties held in the Housing Revenue Account (HRA) and the General Fund as identified on a case-by-case basis, subject to a supportive business case.

b.    Provide high quality energy efficient council owned housing as rented homes as an alternative to the council’s current housing offer to households who struggle to rent privately and access council and other affordable housing options.

c.    Take advantage of an early opportunity to lease from the council and manage one block of 41 units of accommodation currently being developed at Winnall.

2.    That the Corporate Head of Housing be authorised to develop detailed proposals that will be brought back to Cabinet for consideration. To include the strategic and financial business case, governance arrangements, director appointments and specific company conditions.

3.    That it be agreed that the proposals in report CAB3366 supersede the housing company investment and development model set out in CAB3139 (HSG) and CAB3160.

4.    That the Corporate Head of Asset Management be authorised to make a non-material amendment submission to the Local Planning Authority to change the description of development to delete reference to sub-market rent in relation to the accommodation currently being developed at Winnall.

Councillor Ferguson introduced the report and emphasised the key aim to address the shortage of good quality affordable homes to privately rent in the Winchester district which also offered good security of tenure.

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

She welcomed the report, highlighting the importance of ensuring there was a mixture of tenures across the district.  She queried whether in terms of future governance arrangements, it would be possible to have a wide representation of councillors on the governance body?  She also requested clarification of the relationship between Housing Revenue Account (HRA) and General Fund (GF) owned properties.

Councillor Ferguson noted the request for cross party membership of the governance body for future consideration.  The Corporate Head of Housing and the Housing Strategy and Development Manager responded to the query relating to HRA/GF properties.

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

RESOLVED:

1.           That the business case proposal be noted and the principle be supported of establishing a wholly council owned local housing company for housing purposes to:

a.           Lease from the council and manage suitable residential council properties held in the Housing Revenue Account (HRA) and the General Fund as identified on a case-by-case basis, subject to a supportive business case.

b.           Provide high quality energy efficient council owned housing as rented homes as an alternative to the council’s current housing offer to households who struggle to rent privately and access council and other affordable housing options.

c.           Take advantage of an early opportunity to lease from the council and manage one block of 41 units of accommodation currently being developed at Winnall.

2.           That the Corporate Head of Housing be authorised to develop detailed proposals that will be brought back to Cabinet for consideration. To include the strategic and financial business case, governance arrangements, director appointments and specific company conditions.

3.           That it be agreed that the proposals in report CAB3366 supersede the housing company investment and development model set out in CAB3139 (HSG) and CAB3160.

4.           That the Corporate Head of Asset Management be authorised to make a non-material amendment submission to the Local Planning Authority to change the description of development to delete reference to sub-market rent in relation to the accommodation currently being developed at Winnall.

1.     That the Winchester City Council Tree Strategy be approved as set out in in Appendix 1 of report CAB3351.

2.     That the budget overspend estimate of £34,347 for tree works in 2022/23 to be funded from the General Fund be noted.

3.     That the additional budget requirement of £66,784 for tree works from 2023/24 onwards to be funded from the General Fund be noted.

4.     That the additional budget requirement of £33,729 plus inflation for the Tree Surveyor post from 2024/25 be noted.

Councillor Learney introduced the report which set out proposals for future management of the district’s tree stock together with the budget implications.  She advised that the report had been considered at Winchester Town Forum on 9 November 2022 where the relevant recommendations were approved.

At the invitation of the Leader, Councillor Wallace addressed Cabinet as summarised briefly below.

He welcomed the Strategy as an important and useful document for the future management of trees.  However, he believed the council should also develop a strategy regarding planting of new trees, emphasising their importance in mitigating the impact of a changing climate.  This should include new trees planted by the council itself, together with new trees over which the council had an influence over (for example, those planted as part of a planning application).

Councillor Learney, the Natural Environment and Recreation Team Manager and the Principal Tree Officer responded to the comments made including emphasising the priority to maintain existing tree stock and advising that new tree planting was covered by other council strategies.

The Natural Environment Team and Recreation Team Manager and the Principal Tree Officer responded to a number of questions from Cabinet Members on the council’s management of trees in its district, the various challenges being faced and the proposed actions to mitigate these.

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

RESOLVED:

1.            That the Winchester City Council Tree Strategy be approved as set out in in Appendix 1 of the report.

2.            That the budget overspend estimate of £34,347 for tree works in 2022/23 to be funded from the General Fund be noted.

3.            That the additional budget requirement of £66,784 for tree works from 2023/24 onwards to be funded from the General Fund be noted.

4.            That the additional budget requirement of £33,729 plus inflation for the Tree Surveyor post from 2024/25 be noted.

That budget and expenditure for a capital grant of £100,000 be approved, to be funded from the Winchester City Council District CIL receipts, for the public realm improvements associated with the construction of a new surgery and primary healthcare facility on Upper Brook Street, Winchester.*

NB – not classed as a key decision and therefore not subject to call-in

Councillor Tod introduced the report on behalf of Councillor Porter and outlined the proposal to use CIL funds for public realm works in connection with the new surgery.

At the invitation of the Leader, Councillors Horrill and Wallace addressed Cabinet as summarised briefly below.

Councillor Horrill

She emphasised the length of time since the original proposals for the building of a new surgery were agreed.  She expressed concern that it appeared that the council was in the position of having to agree the proposed CIL funding to ensure the development proceeded.

Councillor Wallace

He supported the requirement for the new surgery to be developed but also expressed some concern about whether the use of CIL funding was appropriate in the circumstances.

Councillor Tod and the Strategic Director responded to the comments made, including clarifying the reasons for the CIL funding and emphasising that it would be towards improvements to the public realm around the development itself.

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

RESOLVED:

That budget and expenditure for a capital grant of £100,000 be approved, to be funded from the Winchester City Council District CIL receipts, for the public realm improvements associated with the construction of a new surgery and primary healthcare facility on Upper Brook Street, Winchester.

1.     That a new monitoring service contractor be appointed for a period of 5 years, subject to the existing budget of £240,000 for 23/24. 

2.     That authority be delegated to the Head of Programme Place and the Service Lead for Legal, in consultation with the Cabinet Member for the Climate Emergency, to finalise the tender documentation and associated documents; and enter into a contract.

3.     That a procurement process be undertaken in accordance with the Council’s Contract Procedure Rules and Public Contract Regulations 2015 (PCR2015).

4.     That the evaluation criteria model be agreed, as set out at paragraph 11.13 of report CAB3368.

Councillor Learney introduced the report and highlighted its link to the pride in place commitment within the refreshed Council Plan discussed earlier in the meeting.

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

She welcomed the continued provision of CCTV monitoring but queried why the ideas regarding working with other local authorities referred to in the report had not been pursued further?

Councillor Learney and the Head of Programme – Place responded to comments made, including confirming that the contract would retain flexibility to work with partner organisations in the future, should that prove practicable.

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

RESOLVED:

1.        That a new monitoring service contractor be appointed for a period of 5 years, subject to the existing budget of £240,000 for 23/24. 

2.        That authority be delegated to the Head of Programme Place and the Service Lead for Legal, in consultation with the Cabinet Member for the Climate Emergency, to finalise the tender documentation and associated documents; and enter into a contract.

3.        That a procurement process be undertaken in accordance with the Council’s Contract Procedure Rules and Public Contract Regulations 2015 (PCR2015).

4.        That the evaluation criteria model be agreed, as set out at paragraph 11.13 of the report.

That the progress achieved during Q2 of 2022/23 be noted and the contents of report CAB3367 be endorsed.

Councillor Tod introduced the report, noting that it had been considered previously at the Performance Panel (minutes contained as appendix 5 to the report) and The Scrutiny Committee on 23 November 2022.

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

She welcomed the acknowledgment of the scrutiny undertaken by the Performance Panel and asked whether Cabinet would consider requests to include additional performance indicators that the Panel would find useful in future quarterly reports.

Councillor Tod responded to comments made, emphasising that the intention was to focus on key performance indicators but that specific suggestions would be considered.

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

RESOLVED:

That the progress achieved during Q2 of 2022/23 be noted and the contents of the report be endorsed.

RESOLVED:

That the list of future items as set out in the Forward Plan for January 2023 be noted.