Agenda and minutes

The Overview and Scrutiny Committee - DISCONTINUED - Monday, 25th February, 2019 6.30 pm

Venue: Walton Suite, Guildhall, Winchester

Contact: Claire Buchanan, Senior Democratic Services Officer  Tel: 01962 848 438 Email:

No. Item


Disclosures of Interests

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.      


If you require advice, please contact the appropriate Democratic Services Officer, prior to the meeting.


Councillors Stallard and Tod declared a personal (but not prejudicial interest) in respect of Report OS222 (Annual Emergency Planning Report) due to their role as County Councillors having previously been involved in discussions.


In addition, Councillor Stallard stated that in her role as County Councillor, her portfolio included responsibility for Emergency Planning.



Minutes pdf icon PDF 68 KB

Minutes of the meeting held on 28 January 2019 and the additional meeting held on 4 February 2019 (less exempt minute)

Additional documents:




            That the minutes of meeting held 28 January 2019 and the additional meeting held on 4 February 2019 (less exempt minute) be approved and adopted.



To note the Scrutiny Work Programme for 2018/19 and the Forward Plan for March 2019 pdf icon PDF 54 KB

Additional documents:


During discussion, a Member raised a request for a watching brief to be in place             regarding Brexit matters as and when they arise.


In response, the Chief Executive provided an update of how local authorities were engaged in the current Brexit programme and it was noted that information had been provided from the Government with a checklist, which had since been duly completed by the Council and a National Group formed to work with the Ministry of Housing, Communities and Local Government (MHCLG) representatives whereby Council’s fed into debate and discussion on live issues.


In conclusion, the Chief Executive clarified that the Council’s Executive Leadership Board met on a weekly basis with a standing agenda item to review all information in respect of Brexit to respond accordingly.





                        That the Scrutiny Work Programme for 2018/19 and Forward Plan for March 2019, be noted.



Public Participation

To receive and note questions asked and statements made from members of the public on matters which fall within the remit of the Committee


No comments or questions were made during public participation.



Asset Management Plan 2016/2021 pdf icon PDF 125 KB

Additional documents:


(Report OS223 refers)


Councillor Miller introduced the Report which had come forward at the request of the Committee in order for the latest progress made with the Asset Management Plan to be reviewed.


The Report provided a review in respect of the Council’s assets, the latest progress with the Council’s major projects, the refurbishment of the Tourist Information Centre and the Civic Offices, the replacement Surgery proposals and the Bishops Waltham Depot. 


The Corporate Head of Asset Management reported that there had been a significant improvement with the Council’s commitment to reducing Carbon emissions by 20% by 2020 and that this target had now been achieved by adopting a variety of new energy saving measures including energy efficient lighting at Council buildings, car parks etc.  Together with the Portfolio Holder, Councillor Miller, they responded to detailed questions.  In summary, the following matters were raised by the Committee:


(i)         An enquiry into what was good practice in terms of property investment     between retail and industrial.  In response, the Corporate Head of             Asset Management advised that the Council’s portfolio was reasonably    balanced at present.


(ii)        The Committee welcomed the Council’s intent to invest in smaller   industrial units, particularly in the southern parishes, to enable greater            employment opportunity for residents to work where they live in the       future;


(iii)       Carbon reduction target – The Corporate Head of Asset Management         reported that, although the current target had been achieved, work was           on going to introduce energy saving measures wherever possible. Technology was advancing and in the Council’s case pay back on PV      had reduced and would be installed on the Civic Offices, the Deport,      the new car park on the Vaultex site and the Leisure Centre in due      course.  Furthermore, additional resource had been identified to have a          particular focus on environmental matters


            The Committee suggested external benchmarking versus good        achievable examples from other local authorities as a way forward to          progress any future carbon reduction target.


(iv)       The Guildhall – It was noted that the Council had invested heavily in         the Guildhall with the installation of a new boiler and lagging to valves.         Furthermore, double glazing was to be installed to areas of the West     Wing offices which would considerably improve insulation in this area.     However, glazing proposals to main areas of the Guildhall had been    refused by English Heritage so opportunities for improvements to            insulation in these particular areas where single glazing remained       present would prove limited;


(v)        Replacement Surgery (Upper Brook Street) – The Corporate Head of          Asset Management             reported that works had commenced on site in order to make a material start on the development before the planning             consent expired at the end of March 2019.Planning officers had      confirmed that they were satisfied that the works being undertaken        would constitute a material start on the development;


(vi)       Abbey House – Abbey House was a Grade II Listed Building and the          Council was responsible for maintaining the structure to comply with         listed building obligations.  Some essential works would be  ...  view the full minutes text for item 5.


Annual Emergency Planning Report pdf icon PDF 94 KB


(Report OS222 refers)


Councillor Godfrey introduced the Report which set out the significant review of the emergency planning procedure, the changes that had taken place and provided an annual update on the work undertaken by the Council in respect of emergency planning over the past year.  In addition, the report also highlighted the review of the work carried out by the Council in meeting its responsibilities under the Civil Contingencies Act 2004 (CCA) and an update on flood alleviation works.


Councillor Godfrey, together with officers present, responded to detailed questions in respect of Brexit.  It was noted that the annual Member briefing on Emergency Planning was to be arranged for November 2019 and Members were encouraged to attend in order to be briefed on roles and responsibilities should an emergency occur in their Ward. 


At the conclusion of questions and debate, the Committee thanked officers and welcomed the reassurance the report provided regarding emergency planning.





                        That the report be noted and no matters of significance be     raised with the Portfolio Holder.



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






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.






Description of

Exempt Information






Exempt Minute of the additional meeting held on 4 February 2019 







Information relating to the financial or business affairs of any particular person (including the authority holding that information). (Para 3 Schedule 12A refers)





Exempt Minute of the additional meeting held on 4 February 2019




That the exempt minute of the additional meeting held on 4 February 2019, be approved and adopted.



Registering to speak at this meeting:

The information below relates to the majority of meetings of the council but please note that different rules do apply for registering to speak at meetings of Full Council, Licensing Sub Committees, Planning Committees, Open Forums, and the Standards Hearing and Human Resources Sub Committees and the Appointments Panel. Further information can be obtained using the contact details above.

Members of the public may speak at this meeting, provided they have registered to speak three working days in advance. Please contact Democratic Services via or (01962) 848 264 to register to speak and for further details - which can also be found on the individual meeting agenda front sheets.


The Overview and Scrutiny Committee - DISCONTINUED on Monday, 25th February, 2019, 6.30 pm{sidenav}{content}