Agenda and draft minutes

To note the names of apologies given and deputy members who are attending the meeting in place of appointed members.

Apologies for the meeting were noted as above.

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.

Councillor Wallace declared a non-pecuniary interest concerning items upon the agenda that may be related to his role as a County Councillor.

The Chairperson requested an update regarding the committee's previous discussion concerning fly-tipping. Councillor Cutler responded that he had received a detailed analysis from officers which was planned to be included as an appendix to the next quarterly performance report. Councillor Cutler offered to forward this information to the committee ahead of the report's publication. The Chairperson agreed and noted that the committee could then decide if further action was needed at its next meeting.

That the minutes of the meeting be signed as a correct record.

RESOLVED:

That the minutes of the previous meeting held on 4 September 2024 be approved and adopted.

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

Members of the public and visiting councillors may speak at the committee, provided they have registered to speak three working days in advance.  Please complete this form (https://forms.office.com/r/Y87tufaV6G ) by 5pm Tuesday, 8 October 2024 or call (01962) 848 264 to register to speak and for further details.

Janet Berry and Emma Back addressed the committee regarding the agenda item: Bar End Depot, Bar End Road, Winchester - Disposal (less exempt appendices) and a summary of their contributions were captured within the agenda item below.

RECOMMENDATION:

It is recommended that the committee scrutinise and comment on the proposals within the attached cabinet report, ref CAB3447 which is to be considered by cabinet at its meeting on the 15 October 2024.

NOTE

This report contains exempt appendices (appendix 3, 4 and 5), if members wish to discuss any part of these exempt papers, then the procedure under agenda item 6a applies.

Councillor Martin Tod, Leader and Cabinet Member for Asset Management introduced the report, ref CAB3447 which set out proposals for the Bar End Depot, Bar End Road, Winchester - Disposal, (available here). The introduction included the following points.

1.    The site had been listed for disposal for some time to enable its redevelopment and after a thorough and rigorous process, the Council now had a preferred bidder.

2.    The report outlined the planning, policy, public engagement, marketing, and bidder selection process undertaken.

3.    Moving the project to the next stage would deliver real benefits for the immediate area and the wider district. The redevelopment would end the blight of the depot site. It would bring new housing, including new affordable housing, a much-wanted convenience store, better pedestrian routes, and a new state-of-the-art care home.

4.    The Highcliffe Community Plan had indicated that having a shopping facility was the highest priority out of a list of 22 factors that would most improve the area.

5.    Councillor Tod was joined by Simon Hendy, Strategic Director, and Geoff Coe, Corporate Head of Asset Management, to take questions and answer any queries about the proposals.

Janet Berry on behalf of Highcliffe Community Forum for Action addressed the committee. She emphasised that she felt that the depot proposal did not fully respond to the Highcliffe Community Plan, which prioritised a community-run hub, shop, and activities for residents. She requested the publication of the full results from the depot consultations and inquired about the planned review of the Design Framework in 2023.

Emma Back addressed the committee, and provided the historic context to the depot redevelopment. She highlighted that initial plans included community facilities complementing the sport and leisure park, but these had been lost in the current development which focused on residential healthcare and a shop. She urged the committee to consider how the development would serve the wider neighbourhood and manage access and parking, particularly for the convenience store and leisure centre users.

The committee was asked to scrutinise and comment on the proposals within the attached cabinet report, ref CAB3447, which was to be considered by cabinet at its meeting on the 15th October 2024.

The committee proceeded to ask questions and debate the report and after agreeing to move into private session (in accordance with the procedure set out on the agenda under item 6a) also considered the content of the exempt appendices contained under agenda item 6a. A number of questions were asked including the following:

1.          A question was asked whether the proposed development aligned with the Regulation 19 allocation for the site.

2.          Further clarification was sought on whether the proposal was considered mixed-use, given that it included senior living units, a care home, affordable housing apartments, and a convenience store, but lacked other facilities.

3.          Clarification was requested on the safeguards in place to prevent developers from altering the agreed terms due to viability concerns, particularly in relation to room sizes  ...  view the full minutes text for item 6.

RECOMMENDATION:

The Scrutiny Committee is asked to consider the priorities in the current Council Plan and review and comment on the direction of the new Council Plan, including the vision, themes and priorities.

The Chairperson advised that the scrutiny committee was given the opportunity to review this topic now and again at its November meeting. However, with only three weeks apart and noting that the item had already been presented to both policy committees, the Chair proposed to have the item tabled at this meeting only.

Councillor Martin Tod, Leader and Cabinet Member for Asset Management, introduced the report which set out proposals for the Council Plan 2025-30. The introduction included the following points:

1.    The cabinet was keen to gather input from across the council for the Council Plan 2025-2030.

2.    Discussions had been held with parish councils, Winchester Business Improvement District (BID), and policy committees.

3.    The views of the Scrutiny Committee were now being sought and Councillor Tod welcomed questions, feedback, and insights to consider while developing the proposed Council Plan further.

Simon Howson, Senior Policy and Programme Manager, provided a further introduction which included the following points:

1.    That the current Council Plan, adopted in January 2020, was in its final year, ending on 31 March 2025, providing an opportunity to review outcomes and set new priorities for the council and district.

2.    The new priorities should be evidence-based, incorporating results from the recent resident survey, young people's views, parish councils, businesses, and staff engagement.

3.    The new Council Plan would cover the period up to 31 March 2030 and support the council in delivering a balanced budget, aligning closely with the Medium-Term Financial Strategy and budget considerations.

4.    It was essential that the Council Plan was affordable and reflected in the upcoming budget to be presented in February.

5.    The current Council Plan priorities and enhanced practices were set out, including tackling the climate emergency, homes for all, living well, vibrant local economy, your services your voice, cost of living, greener faster, pride in place, and listening better.

6.    Engagement activities undertaken included liaison with parish councils, resident and young person surveys, presentations to policy committees, engagement with Winchester BID and the voluntary sector, and the Scrutiny Committee meeting.

7.    The draft plan would be considered by Cabinet on 11 December, with a recommendation for adoption by Council in January 2025.

8.    Key questions were posed to the committee about changes in service demand since 2020 and anticipated changes over the next five years, inviting feedback to inform the development of the next Council Plan.

The Scrutiny Committee was asked to consider the priorities in the current Council Plan and review and comment on the direction of the new Council Plan, including the vision, themes, and priorities.

The committee proceeded to ask questions and debate the report. In summary, the following matters were raised.

1. A question was raised about making Key Performance Indicators (KPIs) clear and understandable, using language that residents could easily comprehend.
2. Concerns were expressed about how the council could support communities with the restoration or establishment of community centres.
3. A suggestion was made to support community centres in improving heating facilities to help achieve climate  ...  view the full minutes text for item 7.

The current forward plan of key decisions for the period November 2024 to January  2025 is attached to this agenda.

RESOLVED

1.    That the latest Forward Plan of Key Decisions be noted.

The latest version of the committee work programme is attached.

RESOLVED:

That the latest version of the work programme (which can be found here https://democracy.winchester.gov.uk/mgPlansHome.aspx?bcr=1 ) be noted.