NOTICE OF MEETING Meeting

Transcription

NOTICE OF MEETING
Meeting:
Cabinet
Date and Time:
Thursday, 3 April 2014 at 7pm
Place:
Council Chamber, Civic Offices, Fleet
Telephone Enquiries to:
01252 774141 (Mrs G Chapman)
[email protected]
Members:
Crookes (Chairman), Burchfield, Crampton,
Evans, Glen, Kennett, Kinnell, Parker
G Bonner
Chief Executive
CIVIC OFFICES, HARLINGTON WAY
FLEET, HAMPSHIRE GU51 4AE
AGENDA
COPIES OF THIS AGENDA ARE AVAILABLE IN LARGE PRINT
AND BRAILLE ON REQUEST
1
MINUTES OF PREVIOUS MEETING
The Minutes of the meeting of 6 March 2014 are attached to be confirmed and
signed as a correct record. Paper A
2
APOLOGIES FOR ABSENCE
3
CHAIRMAN’S ANNOUNCEMENTS
4
DECLARATIONS OF INTEREST
To declare disclosable pecuniary or any other interests.
1
5
PUBLIC PARTICIPATION (ITEMS PERTAINING TO THE AGENDA)
6
LEISURE CENTRE WORKING GROUP
To note the minutes of the meeting of 17 March 2014. Paper B
7
SERVICE PLANS 2014-15
To approve the Service Plans for 2014/15, as set out in Appendix 1. Paper C
RECOMMENDATION
That the 2014/15 Service Plans as set out in Appendix 1 be approved.
8
BUSINESS RATE RELIEFS AND DISCRETIONARY COUNCIL TAX
REDUCTIONS
To seek approval for the Business Rates Retail Relief and Flooding Relief Schemes. To
seek approval for the granting of discretionary Council Tax Discounts to
householders affected by flooding. Paper D
RECOMMENDATION
That Cabinet agrees to:
9
1
Approve the introduction of the Discretionary Business Rates Retail Relief
scheme as shown in Appendix 1.
2
Approve the operation of a Discretionary Business Rates Flooding Relief
scheme in accordance with the Government’s published guidance, with
applications determined by the Leader following a recommendation by the
Head of Finance.
3
Approve the award of discretionary discounts to Council Taxpayers who
have suffered exceptional hardship or misfortune due to flooding, with
Head of Finance.
FOOD SAFETY SERVICE PLAN
The Council is obliged to produce both food safety and health and safety service
plans. This report details the plan for the current financial year which requires formal
adoption. Paper E
RECOMMENDATION to Council
Cabinet is requested to recommend to full Council that the Food and Health &
Safety Service Plan 2014-15 (FHSSP) be approved.
2
10
RELEASE OF FUNDING FOR PROVISION OF ARTIFICIAL TURF
FOOTBALL PITCH
To agree the release of funding towards the construction of football facilities in Fleet.
Paper F
RECOMMENDATION
To agree to release to Hampshire County Council the sum of £179,250 plus accrued
interest for the construction of an artificial turf football pitch at Calthorpe Park
School.
11
RELEASE OF S106 FUNDING TO HOOK PARISH COUNCIL
To agree the release of S106 funding towards football pitch improvements in Hook.
Paper G
RECOMMENDATION
To agree the release of £89,000 of S106 funding.
12
GREEN LANE CAR PARK
To consider offers and agree terms for the sale of Green Lane Car Park, Blackwater.
Paper H
RECOMMENDATION
1
That offer A for the purchase of Green Lane Car Park, Blackwater, as detailed
in confidential Appendix B is accepted, subject to the condition given in
paragraph 9.1 of confidential Appendix B.
2
That the Cabinet Members for Environment and Health and Housing are
jointly delegated authority to agree acceptance of offer B without the need
for further Cabinet approval, in the event that either:
1.
2.
the sale is not completed within six weeks from the date of acceptance
of the offer
or offer A is withdrawn.
3
That the proceeds from the sale of Green Lane Car Park, Blackwater are ring
fenced and used to fund the provision of affordable housing, prioritising areas
of the district affected by the Special Protection Area (SPA), including the
Blackwater area.
4
That the Cabinet Member for Environment and the Cabinet Member for
Health and Housing are jointly delegated authority to agree any minor
amendments to the terms for the sale of Green Lane Car Park should this be
required.
3
13
CABINET WORK PROGRAMME
The Cabinet Work Programme is attached for consideration and amendment.
Paper I
Date of Despatch: 25 March 2014
4
PAPER B
Hart District Council
Leisure Centre Working Group (LCWG)
Minutes of meeting 17 March 2014, CR1 7.30pm
In attendance; Bennison (chair) Kinnell, Oliver, Neighbour
Officers: Bonner (GB), Hughes (PH), Westby (CAW)
Strategic Leisure: Rachel Fowler (RF)
No
1
2.
3.
4.
Item
Apologies
Cllr Crookes
Operator Philosophy Discussion
Members confirmed they do not want a purely commercial
operator.
Members confirmed they would like to set some prices to
encourage participation, and focus subsidy, but do not want to
control all prices. It was agreed concessions should be linked to
the new benefit system.
Members confirmed they would like the 365 Membership system
retained, but that new prices would be required for the new
facility.
Pay and play access should be retained as at present.
Programming – Members confirmed that all existing user
groups/clubs should be consulted prior to the new facility
opening, to confirm their usage requirements, and develop a new
programme, which may change existing times and levels of use.
Timeline
Members were advised of the revised timeline, which now takes
into account the Council’s decision-making process, and the
requirements of purdah, around election time.
The go/no go decision of the new leisure centre facility mix and
financing will be taken to Full Council in July 2014.
Action
All to note
All to note
All to note
Squash report requirements
All to note
Members received the report covering future squash court
provision. It was explained that levels of use, as evidenced are
low, and are focussed on evenings, which means the courts tend
to be empty during the day. There are other squash courts in the
district, which can be used, although at peak times there is less
1
PAPER B
capacity. Members confirmed they would like the existing squash
clubs to be helped to find alternative courts, but that neither
squash courts nor squash courts with moveable walls would be
included in the new leisure facility as from a revenue generation
perspective, squash courts will not generate the same level of
income as a studio.
5.
Facility Mix report including water space requirements
All to note
The facility mix options paper was discussed; Members confirmed
that neither squash courts, nor an outside high ropes course
would be included. They confirmed their keenness to incorporate
a climbing wall. They also confirmed they are keen to look at the
3 pool tank option; however they would like the option of a 6 lane
x 25m pool to be included, instead of the proposed 4 lane x 25m
tank.
It was agreed that the impact of these two additional lanes would
be considered in terms of both capital cost and revenue
generation.
Further work is being undertaken on the capital costs and
revenue impact of the various facility mix options identified; an
updated report will be brought to the next LCWG meeting.
6.
7.
Minutes of this meeting to be circulated to LCWG and reported
to Cabinet in April
Date of next meeting 29 April 2014
2
PH/ CAW
All to note
PAPER C
CABINET
DATE OF MEETING
3 APRIL 2014
TITLE OF REPORT
SERVICE PLANS 2014/15
Report of
Corporate Director
Cabinet Member:
Councillor Kenneth Crookes, Leader
1.
PURPOSE OF REPORT
To approve the Service Plans for 2014/15, as set out in Appendix 1.
2.
OFFICER RECOMMENDATION
That the 2014/15 Service Plans as set out in Appendix 1 be approved.
3.
BACKGROUND
Service Plans set out the key actions each service will undertake during the coming
year to deliver the Council’s objectives and priorities, as well as core services.
Service Plans this year have been realigned to the organisational structure (which has
changed over the last year) as illustrated in Appendix 2. They also integrate Actions,
Key Performance Indicators (KPIs) and Risks to ensure a joined up approach to
service planning.
Identified Risks and KPIs have been mapped, where relevant, to the actions that are
being planned allowing risks to be monitored alongside the actions being taken.
The Service Plans are also aligned with the new Corporate Plan that began in January
2014 allowing us to demonstrate how individual actions undertaken in the Service
Plans feed in to corporate aims of the Council. Members will be aware of the
Corporate Plan – Implementation Plan, which was presented to Cabinet on 9 January
2014, and shows the links between the Corporate Plan and Service Plans.
The service plans proposed have been developed in conjunction with members,
through consultation at the relevant Service Boards and have been considered by
Overview and Scrutiny Committee.
Overview and Scrutiny made the following comments:
ETS1404(2) – Implement programme of cleaning street signs – The
Committee asked what were the measures of success.
LS1403 – Create an activity programme for 26-35 year olds - The Committee
queried why this age group had been selected for promotional activity?
1
PAPER C
Councillors queried where Planning Policy was located on the structure chart
shown and asked that this be reflected.
In response to these comments:
ETS1404(2) is now clarified in Appendix 1
LS1403 – Research shows that 26-35 is the age group where once regularly
active male and females, begin to depart from regular activity. This is due to
factors around young families, demands on personal finances and career /
households responsibilities. Additionally it is a time where some young
women suffer a loss of personal confidence. Without a concerted effort to
keep men and women engaged they will gradually become less fit and this will
create adverse impacts on both their health and their general well being.
The structure chart has been amended.
4.
POLICY IMPLICATIONS
Service Plans and the Service Planning process form a key part of the Council’s
existing performance management framework.
5.
FINANCIAL IMPLICATIONS
There are no specific financial implications in this report. However, the Draft Service
Plans are linked to the agreed budget for 2014/15.
6.
MANAGEMENT OF RISK
If the Council does not adopt Service Plans with clear targets and tasks that are
aligned with its budgets, there is a risk that it will fail to deliver its objectives and
priorities.
7.
CONCLUSIONS
Cabinet is requested to consider the 2014/15 Service Plans for approval.
Contact Details:
Patricia Hughes, Ext 4450, [email protected]
APPENDICES
Appendix 1 - Service Plans for 2014/15
Appendix 2 - Organisational structure chart
2
PAPER C
Appendix 1 - Service Plans for 2014/15
Contents:
Environmental and Technical Services – page 3
Housing Services – page 6
Corporate Services – page 9
Leisure Services – page 17
Regulatory Services – page 20
Environmental and Technical Services – Actions
Action
Due Date
Milestone
Milestone Due
Service
Change
Policy
Change
EIA
Required
Yes
No
No
No
No
No
No
No
No
Introduce textile collection banks in agreed locations. 31-May-2014
Agree communications programme aimed at reducing
contamination of recycling and increased participation 30-Jun-2014
in recycling.
ETS1401 Increase recycling rates by
1% a year
ETS1402 Flood Alleviation Scheme –
North Warnborough
ETS1403 Flood Alleviation Scheme –
Hartley Wintney
31-Mar-2015
31-Oct-2014
Seek Cabinet approval to ban recycled materials from
residual waste.
Number of residents subscribed to garden waste
service to be 7500.
31-Oct-2014
Working with HCC to explore opportunities to
recycle new materials through the bring ban system.
31-Mar-2015
Construct flood relief channel to protect properties
in North Warnborough
31-Oct-2014
1. Obtain EA approval for works and secure
funding.
31-Mar-2015 2.
3.
4.
3
31-Jul-2014
31-Jul-2014
Complete design and tender works.
31-Oct-2014
Appoint contractor and supervise works.
31-Jan-2015
Works complete
31-Mar-2015
PAPER C
Action
ETS1404 Development of Streets and
Grounds Maintenance Service
Due Date
Milestone
1. Implement HCC agency for weed control on
the highway.
01-Apr-2014
2. Implement a monthly programme of cleaning
street signs. Number of signs cleaned per month will
be reportable for Service Board.
01-Apr-2014
31-Mar-2015 3. Increase number of grass cuts during peak
growing season May/June.
4.
Install on street recycling bins in 12 locations.
5. Work with parish councils to identify joint
working opportunities for streets and grounds
maintenance.
ETS1405 In partnership with parish
councils, review provision of bus
shelters by July 2014
31-Jul-2014 1.
Review options and agree way forward
Agree priorities for Fleet.
ETS1406 Implement within 12 months
Deliver agreed scheme for Odiham.
any traffic management and / or
31-Mar-2015 Deliver agreed scheme for Hook.
parking schemes agreed with parish
Work with other Parish Council’s to identify and
councils
deliver initiatives.
1. Identify opportunities.
ETS1407 Develop On line access to
ETS services
31-Mar-2015
30-Apr-2014
Service
Change
Policy
Change
EIA
Required
Yes
No
No
No
No
No
No
No
No
No
No
No
No
No
No
31-Mar-2015
31-Mar-2015
30-Apr-2014
31-Jul-2014
31-Oct-2014
31-Mar-2015
31-Mar-2015
31-Jul-2014
2. Agree programme and budget for implementation.
31-Oct-2014
3. Deliver initiatives in accordance with agreed
programme.
31-Mar-2015
Allocate officer time as necessary to support project
Integra initiatives, and take a proactive role in the
ETS1409 Deliver Project Integra action
31-Mar-2015 partnership.
plan with agreed timescales
Attend all Project Integra strategy officer and board
meetings.
4
Milestone Due
31-Mar-2015
31-Mar-2015
PAPER C
Action
Due Date
ETS1415 Offer subsidised 1 year car
parking for startup businesses
31-Mar-2015
Milestone
Review progress with Economic Development
Officer
Milestone Due
Service
Change
Policy
Change
EIA
Required
30-Jun-2014
Yes
No
No
Environmental and Technical Services – KPIs
ID
KPI
Service Board
O&S
WLI1 Number of missed bin collections per 100,000 collections and as a percentage
Y
Y
ETS1 Number of missed household waste collections per 100,000 collections – Household Waste
Y
ETS2 Number of missed household waste collections per 100,000 collections – Dry Recycling
Y
ETS3 Number of missed household waste collections per 100,000 collections – Glass
Y
ETS4 Number of missed household waste collections per 100,000 collections – Garden Waste
Y
ETS5 Percentage of total waste collected – Household Waste
Y
Y
ETS6 Percentage of total waste collected – Dry Recycling
Y
Y
ETS7 Percentage of total waste collected – Glass
Y
Y
ETS8 Percentage of total waste collected – Garden Waste
Y
Y
T12 Number of Fly Tips reported
Y
T13 Number of Fly Tip Enforcement Actions
Y
Environmental and Technical Services – Risks
Title
Impact
Likelihood
ETS05 Fire, Vandalism, Theft of vehicles or Unable to use equipment or vehicles due to theft, fire or
equipment or vehicles
vandalism therefore reduction in service provision
Marginal
Low
ETS13 Performance of Waste Service
Marginal
Significant
Negligible
Possible
ETS17 Fraud and Corruption
Risk
Risk of Financial loss or loss of reputation due to fraud and
or corruption. Areas covered include:
Misuse/Loss of Assets, Financial Loss - Through financial
payments / cash handling, Misuse of Information/ data,
5
Status
Action
Links
PAPER C
Corrupt and Unethical behaviour
Housing Services – Actions
Action
Due Date
Milestone
Milestone Due
Service
Change
Policy
Change
EIA
Required
No
Yes
Yes
No
No
No
HS1401a - Develop partnership working to
support intelligence gathering, consultation and
31-Dec-2014
partner engagement while enabling resources to be
effectively targeted
HS1401 Renew Hart's Housing
Strategy
HS1401b Publish new Housing Strategy
incorporating private sector housing and tenancy
31-Dec-2014 strategies
31-Dec-2014
Carry out consultation with stakeholders and
customers to consult on the draft document
15-Nov-2014
Take to O&S
30-Nov-2014
Cabinet Approval
31-Dec-2014
Combine and Publish overarching Housing Strategy 31-Dec-2014
HS1402 Deliver 300 affordable homes
within Local Plan targets
HS1402a Contribute to the LDF process
31-Mar-2015
HS1402b Ensure affordable housing on
development sites is maximised
31-Mar-2015
HS1402c Monitor the impact of the introduction of
31-Mar-2015
CIL on affordable housing delivery
31-Mar-2015 HS1402d Investigate local ‘buy back’ scheme and
purchase homes on the open market to be used as
affordable housing
6
31-Mar-2015
HS1402e Review Hart owned land and provide
recommendations on potential development sites
31-Mar-2015
Eversley – 100% 30 Sept 2014
30-Sep-2014
PAPER C
Action
HS1403 Deliver 2 housing rural
exception sites
HS1404 Prevent potentially homeless
families actually becoming homeless
HS1405 Work with Prevention and
Intervention team at County to review
Due Date
31-Mar-2015
31-Mar-2015
31-Mar-2015
7
Milestone
Milestone Due
Lismoyne House – 100% AH - 12 units SeptDec2014
31-Dec-2014
Wickham Ct – 100% AH - 41 units Sept-Dec 2014
31-Dec-2014
56 High Street, Odiham – 25% - 5 units - 2015/16
31-Mar-2015
Dilly Lane – Phase 2 – 40% AH 30 units in 2014/15
31-Mar-2015
Hatchwood, Odiham – 40% AH - 36 units
delivering 2014/15 and 2015/16
31-Mar-2015
Larmer Close – 100% AH - 2 units in 2014/15
31-Mar-2015
QEB phases 1 & 2 – 30% AH, delivering over the
next 5 years - 52 units from Aug 2014 – March
2015
31-Mar-2015
Rotherwick – 6 units 2014/15
31-Mar-2015
Sandhurst Rd, Yateley - 5% - 8 units delivering jan
2015 onwards
31-Mar-2015
The Lea – 100% AH - 2 units in 2014/15
31-Mar-2015
HS1403a Eversley site completion
30-Sep-2014
HS1403b Rotherwick site completion
31-Mar-2015
HS1404a Publish new Preventing Homelessness
Strategy
31-Jul-2014
HS1404b Implement new Allocations Policy for
Hart
31-Jul-2014
HS1404c Develop and implement a new Landlord
Offer for PRS landlords
31-Mar-2015
HS1404d Work in partnership to raise awareness
of impacts of welfare reforms
31-Mar-2015
Review progress
30-Jun-2014
Service
Change
Policy
Change
EIA
Required
No
No
No
No
Yes
Yes
No
No
No
PAPER C
Action
Due Date
Milestone
Milestone Due
Service
Change
Policy
Change
EIA
Required
No
No
No
a section of support services
(Supporting People)
HS1406 Reduce fuel poverty by
assisting at least 750 homes to secure
grant funding for improved insulation
HS106e Work with ECO partner to improve
energy efficiency
31-Mar-2015
HS1406a Implement HECA Plan
31-Mar-2015
HS1406b Continue to promote the handy person
31-Mar-2015 service
31-Mar-2015
HS1406c Continue to assist in the local HCC/NHS
falls prevention initiative
31-Mar-2015
HS1406d Take part in the HCC Collective
Switching initiative
31-Mar-2015
Housing Services – KPIs
ID
KPI
Service Board
O&S
H1
Average time (in days) taken to decide whether to accept people as homeless
Y
Y
H3
Average no of days taken to register housing applications
Y
Y
H7c
Preventing Homelessness - Percentage of housing advice cases where homelessness prevented
Y
Y
H8
% of private sector housing grant budgets actually spent (DFG) (Values are cumulative)
Y
Y
Y
Y
NI 155 Number of affordable homes delivered (gross)
Housing Services – Risks
Impact
Likelihood
Action
Links
Increased housing needs in the district.
Marginal
Possible
HS1404
HS1402
Increasing Use of Bed and Breakfast accommodation
and lack of suitable alternative accommodation.
Significant
Significant
Title
Risk
HS01 Increased Housing Needs
HS03 Use of Temporary Accommodation
8
Status
PAPER C
HS05 Failure to meet demand for Disabled
facilities Grants
Failure to meet the demand for Disabled Facilities
Grants due to funding restrictions
Marginal
Possible
HS06 Recovery of Rent Deposit Loans
Unable to recover a high enough percentage of rent
deposit loans
Marginal
Significant
HS10 Closure of one of the gypsy sites in Hart
due to lease running out.
Risk is that one gypsy site will close without suitable
alternative provision be made.
Significant
Possible
HS11 Failure to maximise investment in new
affordable housing
Increasing pressure on development finance means that
the level of affordable housing is now frequently
challenged on viability grounds.
Significant
Possible
HS13 Risk of Fraud and Corruption
Risk of Financial loss or loss of reputation due to fraud
and or corruption. Areas covered include:
Misuse/Loss of Assets
Financial Loss
Misuse of Information
Marginal
Low
HS1402
HS1403
Corporate Services – Actions
Action
CS1401 Keep any necessary increases
in council tax levels to the minimum Prepare budget for 2015/16 financial
year
CS1402 Maintain current levels of
funding to voluntary sector
Due Date
31-Mar-2015
Milestone
Review of larger contracts
30-Apr-2014
Draft medium term financial strategy
31-Aug-2014
Zero base budgeting paper
30-Sep-2014
Fees and charges paper
31-Oct-2014
Final draft of budget for approval
30-Nov-2014
Overview and Scrutiny
31-Jan-2015
Cabinet approval
28-Feb-2015
Full Council
31-Mar-2015
Analyse existing SLAs used by HCC for basis of
31-Mar-2015 review
Create SLAs between HDC and other
9
Milestone Due
30-Jun-2014
31-Mar-2015
Service
Change
Policy
Change
EIA
Required
No
No
No
No
No
No
PAPER C
Action
Due Date
Milestone
Service
Change
Policy
Change
EIA
Required
No
No
No
No
No
No
No
No
No
No
No
No
Yes
Yes
No
No
No
No
30-Jun-2014
Yes
No
No
30-Jun-2014
No
No
No
Milestone Due
organisations
CS1403 Run 2 'Hart for Business'
events a year
CS1404 Engage fully with Enterprise
M3 Local Enterprise Partnership (LEP)
31-Mar-2015
Hold first event
31-Oct-2014
Hold second event
31-Mar-2014
Prepare for first event
31-Jul-2014
Prepare for second event
31-Jan2014
31-Mar-2015 Review action progress
Agree final action plan
CS1405 Deliver Health and Wellbeing
action plan targets within agreed
timescales
31-Mar-2015 Implement plan
CS1406 Deliver Older Persons action
plan targets within agreed timescales
31-Mar-2015
CS1408 Obtain Code of Connection
approval
30-Sep-2014
31-Mar-2015
Finalise action plan
30-Sep-2014
Implement action plan
31-Mar-2015
31-Mar-2015 Implement additional modules - talent management
/ personal development
31-Jul-2014
31-Mar-2015
Phase II - Review 2012 assessment
30-Jun-2014
Phase I - Implement initial security
recommendations
31-Oct-2014
31-Mar-2015 Phase III - Update IT Security Policy with initial
recommendations
30-Nov-2014
Phase V - Annual IT Health Check
28-Feb-2015
Phase VI - Annual reaccreditation
31-Mar-2015
CS1409 Develop sharepoint
infrastructure
CS1410 Enable 100% of services to be
accessed through the website
31-Mar-2015
10
31-May-2014
Monitor and Evaluate
Implement rostering for leisure services
CS1407 Deliver role out of CoreHR
30-Jun-2014
Set phase 2 website development action
programme
PAPER C
Action
CS1411 Review of CRM
CS1412 Roll out of web-based
performance management software
Due Date
31-Mar-2015
Milestone
Review of current CRM provision
30-Apr-2014
Scope a fit for purpose solution
31-Oct-2014
Revise current system or source alternative
solution
31-Mar-2015
Provide staff training on web-based version of
31-Mar-2015 Covalent
Support roll out of web-based roll out of Covalent
Review current contract register
CS1413 Develop contract register
31-Mar-2015 Publish updated register online
Bring on further contracts as they are created
CS1414 Review of Capita contracts
CS1415 Roll out of HDC
Apprenticeship scheme
ES1401 Implement Individual Elector
Registration
Milestone Due
Establish legal position on extending contracts
31-Mar-2015 Establish if it is in the Council's best interest to
continue with the current provider
Agree SLA with provider
31-Mar-2015 Agree training programme
31-Jul-2014
Policy
Change
EIA
Required
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Yes
Yes
No
31-Jul-2014
30-Apr-2014
30-Jun-2014
31-Mar-2015
31-Oct-2014
31-Mar-2015
31-May-2014
31-May-2014
Host one corporate internship over the summer
30-Sep-2014
Finish Testing and implementation of new EMS
server
01-Apr-2014
Transition of old non verified application process
to new verified application process ( online - new
forms )
10-Jun-2014
01-Dec-2014 Receipt of matched data from DWP
03-Jul-2014
Local Data Matching
08-Jul-2014
Transfer existing registers to DWP
26-Jul-2014
11
Service
Change
New Format HEF and ITR mailing
08-Aug-2014
Door to Door Canvassing
01-Nov-2014
PAPER C
Action
ES1402 Deliver Combined EPE District - Parish elections
ES1403 Planning for 2015 UK General
Election
Due Date
25-Nov-2014
31-Mar-2015
Milestone
Milestone Due
Register Publication
01-Dec-2014
Hold meeting for Party Agents and Individual
Candidates
02-Apr-2014
Publish Notice of election
11-Apr-2014
Issue Pollcards
14-Apr-2014
Issue Postal Votes
30-Apr-2014
Polling Day
22-May-2014
Review lessons learnt from 2014 EPE elections
10-Dec-2014
Produce plan for 2015 based on 2014.
31-Dec-2014
Review EH scanning procedures
BS1401 Increase efficiency of the
Business Support Service
Increase the number of services with online
31-Mar-2015 payment facilities
Reduce paper usage and support other services to
do the same
Review relationship with main contact centre
BS1402 Strengthen business continuity
31-Mar-2015
Cross skill team to ensure service availability in all
areas
Service
Change
Policy
Change
EIA
Required
No
No
No
No
No
No
Yes
No
No
No
No
No
Yes
No
No
Yes
No
No
No
No
No
30-Jul-2014
31-Mar-2015
31-Mar-2015
30-Jul-2014
31-Mar-2015
Ensure staffing levels can sustain supported services 31-Mar-2015
Clarify business model of business support unit
31-Jul-2014
BS1403 Full-scale review of the
Business Support Unit to align with
customer and service needs
31-Mar-2015 Review SLA agreements with internal services
31-Dec-2014
Develop strategic approach to service delivery
31-Oct-2014
BS1404 Explore additional
opportunities to support services
31-Mar-2015
Offer third parties support including ACAS, CAB
30-Sep-2014
Offer other internal services support options
31-Mar-2015
SNH1401 Reduce anti-social behaviour
Agree Partnership Project Plan across the three
31-Mar-2015
by 10%, and violence associated with
authorities
12
30-Apr-2014
PAPER C
Action
Due Date
the night-time economy by 8%
Milestone
Implement Partnership Project Plan
Milestone Due
Service
Change
Policy
Change
EIA
Required
31-Mar-2015
Corporate Services – KPIs
ID
Service Board
O&S
CS-KPIQuality of Customer Service Call Handling - % score from monitoring sample
1
Y
Y
CS-KPI% of telephone calls answered by Contact Centre in 15 seconds
3a
Y
Y
CS-KPI% of calls to Contact Centre answered within 30 seconds
3b
Y
Y
CS-KPI% Garden Waste invoices sent out accurately and on time
4
Y
Y
FI-BV8 % of undisputed invoices paid on time (old BVPI8)
Y
FI-KPIAccounts closed within statutory deadline (Annual)
1
Y
FI-KPICompletion of Revenue and Capital Budgets on time (Annual)
2
Y
FI-KPIProvision of budget monitoring information on time
3
Y
FI-KPINumber of non-trivial errors in statements of accounts (Annual)
4
Y
FI-KPI% of undisputed invoices received by Capita and paid promptly
5
Y
FI-SI-3 % of statutory returns completed within stated timescale and with unqualified opinion.
Y
HR-
KPI
Working Days (per FTE) Lost Due to Sickness Absence (Cumulative)
13
Y
PAPER C
BV12
HR% accuracy in gross and net pay calculations for all payrolls
KPI-1
Y
Y
HR- % of cases not dealt with by HR front office and which are not treated as HRP work requests that are dealt with in 3
KPI-1b working days
Y
Y
HRDBS applications sent to the DBS within 1 working day
KPI-1c
Y
Y
HR% First point of contact resolution for basic HR and payroll enquires and transactions
KPI-2b
Y
Y
HR% Complex HR queries resolved within 10 working days
KPI-4
Y
Y
HR-SI-1 % of Payroll errors investigated and a resolution identified within 48 hours
Y
HR-SI-4 % of equality monitoring reports produced on time
Y
HR-SI-7
% of requests for redundancy, early retirement, pension estimates from managers/employees actioned within 5 working
days.
Y
HR-SI- % Job evaluation and job grading outcomes delivered to requesting managers within 10 days of receipt of valid
10
information
Y
HR-SI% availability of transaction and advisory service.
12
Y
IA-KPI% of High Risk Audit Recommendations Implemented
1
Y
Y
IA-KPIPercentage of Audit Plan completed during the year
2
Y
Y
IA-KPIPercentage of Audits carried out within time allocation
3
Y
Y
IT-KPI% registered controllable incidents resolved at first point of contact
1
Y
Y
IT-KPI% Priority 1 incidents fixed within 4 working hours
2
Y
Y
IT-KPI- % Priority 2 incidents fixed within 8 working hours
Y
Y
14
PAPER C
3
IT-KPI% Priority 3 incidents fixed within 5 working days
4
Y
Y
IT-KPI% uptime of key systems
5
Y
Y
PD7
Percentage of electoral registration form 'A's' returned to the Council
Y
RB-BV9 % of Council Tax collected
Y
Y
RBPercentage of Non-domestic Rates Collected
BV10
Y
Y
RB-F1 % of benefit assessments calculated correctly (new and change in circumstances)
Y
Y
RB-F2 % of new benefit claims decided within 14 days
Y
Y
RB-F3 % of new claims outstanding after 50 days
Y
Y
RB-F11 % of council tax collected electronically (DD + Internet)
Y
Y
RB-F12 Time taken to process Housing Benefit/Council Tax Benefit new claims.
Y
Y
RB-F13 Time taken to process Housing Benefit/Council Tax Benefit changes of circumstances.
Y
Y
SNH1 % Reduction in Antisocial Behaviour across Safer North Hampshire area
Y
Y
SNH2 % Reduction in violence against the person offences with injury across Safer North Hampshire area
Y
Y
SNH3 Number of Domestic Abuse incidents - domestic crimes
Y
Y
SNH4 Number of Domestic Abuse incidents - Violence against the person
Y
Y
SNH5 Number of LGBT Domestic Abuse reports
Y
Y
SNH6 Drug Offences
Y
Y
Corporate Services – Risks
Impact
Likelihood
Action
Links
Unable to provide call centre service to customers
Critical
Possible
CS1408
Level of resource available to provide cash office
Marginal
Possible
CS1414
Title
Risk
CS01 Loss of Connection to Southampton
CS02 Level of cover in reception area
15
Status
PAPER C
reception and contact centre
CS03 Quality of Service (internal and external
customers)
Ability to maintain high customer expectations, good
customer survey results, knowledge of Hart
FI10 Statutory Returns/Statements of Accounts Statutory returns such as Housing Ben Subsidy and
being Qualified by External Audit
NNDR Claims being qualified
Significant
Low
Marginal
Possible
FI11 Risk of Fraud
Risk of Fraud not being detected
Follow up of NFI Data Matches
Significant
Possible
FI13 PCI Compliance
Risk of credit card processing facilities being withdrawn
and customer credit card details not being held securely.
Significant
Possible
FI16 Continuity of Service
Resource issues within Capita due to staff turnover
Marginal
Possible
BS1401
HR02 Accuracy of Employee Data
Information held on employees is not accurate
Marginal
Possible
CS1406
HR03 Compliance with all employee related
legislation
Breach of legislation
Significant
Low
CS1406
HR05 Provision of an effective payroll function
value for money not achieved for payroll
Significant
Possible
CS1406
HR10 Risk of Fraud and Corruption
Financial Loss
Marginal
Possible
IT02 Interruptions to Council Systems
Loss of IT for a period of time.
Critical
High
IT03 Unauthorised Access to the Network
Hacking
Significant
Possible
IT05 Disaster Recovery
No effective Disaster Recovery arrangement in place
Significant
Possible
IT09 Fraud and Corruption
Financial Loss
Significant
Possible
16
PAPER C
IT10 Public Service Network Assessment
Unable to retain secure a connection to other public
sector agencies
Significant
Significant
Leisure Services – Actions
Action
Due Date
Milestone
Adoption of project plan and philosophy of use
LS1401 Build a replacement for the
Hart Leisure Centre
LS1402 Upgrade Frogmore Leisure
Centre
LS1403 Create an activity programme
for the 26 – 35 year olds
LS1404 Create an activity programme
for overweight under 11’s
LS1405 To develop a revised
accessible activity programme for the
ageing and disadvantaged
Enter into framework procurement process and
31-Mar-2015 develop specification.
Agree core facility mix.
31-Dec-2014
30-Nov-2014
31-Mar-2015
01-Jul-2014
Policy
Change
EIA
Required
Yes
No
No
No
No
No
Yes
No
No
Yes
No
No
Yes
No
No
01-Oct-2014
31-Mar-2015
Develop action plan in conjunction with LS1401
30-Jun-2014
Draft proposals for publication in Autumn 2014
31-Dec-2014
Market research
01-May-2014
Develop action plan
01-Jun-2014
Implement
01-Jul-2014
Review
01-Oct-2014
Market research
01-Sep-2014
Develop action plan
01-Nov-2014
Implement
01-Feb-2015
Review
31-Mar-2015
Review
01-May-2014
Implement
Service
Change
01-Apr-2014
Agree delivery agreement with preferred operator
30-Sep-2014 Develop programme/Market
17
Milestone Due
01-Jun-2014
01-Aug-2014
PAPER C
Action
Due Date
LS1406 Adopt Edenbrook Country
Park (ECP)
31-Dec-2014
LS1407 Implement a Site management
plan for Edenbrook Country Park
31-Oct-2014
LS1408 Plan Capital Works
Programme - ECP
31-Mar-2015
LS1409 Complete Fleet Pond
restoration project stage 4 and initiate
stage 5
31-Mar-2015
LS1410 Implement a Fleet Pond Visitor
Strategy
31-Mar-2015
LS1411 Achieve Green Flag status for
Fleet Pond
31-Mar-2015
Milestone
Milestone Due
To agree snagging items with the developer
30-Sep-2014
Agree a date for adoption
31-Dec-2014
Initiate discussions with developer
01-May-2014
Complete and commence implementation
31-Jul-2014
Initiate design of visitor centre and associated
elements
31-Aug-2014
Complete design
01-Dec-2014
Commence tender process
31-Mar-2015
Stage 4 completion
31-May-2014
Stage 5 initiation
30-Nov-2014
Commence implementation
30-Apr-2014
Complete phase 1
31-Mar-2015
Produce action plan
31-Oct-2014
Implement action plan and mitigation measures
31-Mar-2015
Adoption subject to triggers in S106 agreement
30-Apr-2014
LS1412 Complete adoption of QE2
Fields at Dilly Lane Hartley Wintney
31-Mar-2015 Produce maze installation plan
LS1413 Cricket Hill Pond LNR
(Yateley)
31-Mar-2015
LS1414 Biodiversity Action Plan
01-Sep-2014 Complete yr2 report
LS1415 Hazeley Heath Grazing
31-Mar-2015
31-Oct-2014
Install maze following adoption of site
28-Feb-2015
Determine project viability.
30-Sep-2014
Develop plan and identify funding opportunities.
30-Nov-2014
01-Aug-2014
Complete year 5
31-Oct-2014
Analysis of trial
31-Mar-2015
Service
Change
Policy
Change
EIA
Required
No
No
No
No
No
No
No
No
No
No
No
No
No
Yes
Yes
No
No
No
No
No
No
No
No
No
No
No
No
No
No
No
Leisure Services – KPIs
ID
KPI
Service
18
O&S
PAPER C
Board
LS1
Edenbrook Leisure Centre - Number of days ahead / behind project timetable
Y
LS2
Edenbrook Visitor Centre - Number of days ahead / behind project timetable
Y
LS3
Fleet Pond Restoration - Number of days ahead / behind project timetable
Y
LS4
Other Projects - Overall number of days ahead / behind project timetable
Y
LS5
Summary of Projects status - Number of days ahead / behind project timetable
LS6
Net operating cost per visitor - Hart Leisure Centre
Y
Y
LS7
Net operating cost per visitor - Frogmore Leisure Centre
Y
Y
LS8
Percent satisfied / very satisfied - HLC
Y
LS9
Percent satisfied / very satisfied - FLC
Y
LS10
Number of Green Flags held and percent re-awarded annually (eg 4, 100%)
Y
Y
Leisure Services - Risks
Title
Risk
Status
Impact
Likelihood
Action
Links
LS1401
LE06 Hitches Lane S106 Agreement
Unable to fulfil Leisure Strategy 2007 - 2017
Significant
Low
LS1406
LS1408
LE12 Edenbrook Leisure Centre
Delivery of Project on time and within budget
Marginal
Low
LS02 Failure of Aging Pool Plant
Closure of Pool, loss of income, health and safety issues
Critical
Possible
LS04 Asset Management
Unable to fully fund maintenance plan for Leisure
Centres
Critical
Possible
LS05 Income Targets
Unable to meet budget targets
Significant
Low
LS09 Fraud and Corruption
Financial Loss
Marginal
Possible
19
LS1401
LS1401
PAPER C
LS10 Edenbrook Countryside Park
Developer does not provide the Countryside Park as
expected
Significant
Low
LS1406
LS11 Fleet Pond Dredging
Contractor unable to complete works
Significant
Low
LS1409
Regulatory Services – Actions
Action
Due Date
Milestone
Milestone Due
Service
Change
Policy
Change
EIA
Required
EHL1401 Food Safety Enforcement
Service Plan
30-Apr-2014
A draft to be produced by 30-Apr-2014
30-Apr-2014
No
No
No
EHL1402 Health and Safety
Enforcement Service Plan
01-May-2014
A draft to be produced by 01-May-2014
01-May-2014
No
No
No
Barking dogs
31-May-2014
No
No
No
No
No
No
No
No
No
EHL1403 Undertake events and
publicity in conjunction with Noise
Action Week 2014
31-Mar-2015 Housing Associations
EHL1404 Offer 50 free health and
safety training places to businesses
each year
01-Jun-2014
EHL1405 Undertake events and
publicity in conjunction with National
Food Safety Week
31-May-2014
TENS & Licensed premises
31-May-2014
To offer free bite-size training to all businesses in
Hart on health & safety
01-Jun-2014
To promote National Food Safety Week 2014
31-Jul-2014
31-Mar-2015 To support local food bank charities by promoting
the service and encouraging individual and business
contributions.
31-Jul-2014
EHL1406 To undertake free
workshops on food hygiene topics to
local businesses
01-Mar-2015
To offer a free E.Coli workshop to all food
premises in Hart
01-Mar-2015
No
No
No
EHL1407 Over 55’s mens cookery
classes
31-Mar-2015
To deliver two programmes of cookery classes to
the over 55’s within the District.
31-Mar-2015
No
No
No
EHL1408 Assist 10 employers a year
31-Mar-2015 Deliver the Workplace Wellbeing Charter and
31-Mar-2015
No
No
No
20
PAPER C
Action
Due Date
to achieve Workplace Wellbeing
Charter status
EHL1409 Reduce dog fouling in
monitored areas by 40% a year
EHL1410 Deliver the award for
excellence for food businesses scheme
EHL1411 Blackbushe Market traders
project
Milestone
Milestone Due
Service
Change
Policy
Change
EIA
Required
No
No
No
Yes
No
No
No
No
No
seek to further promote and expand the scheme in
Hampshire
31-Mar-2015
31-Mar-2015
31-Mar-2015
Continuation of dog fouling and littering campaign
31-Mar-2015
Deliver a campaign to encourage responsible dog
ownership
31-Mar-2015
Encourage patrolling in Parish Council owned land
31-Mar-2015
Work in conjunction with the Police on dog
attacks
31-Mar-2015
Development of a scheme, excellence criteria and
implementation subject to FSA approval.
31-Mar-2015
Closer liaison with market authority to ensure
closer regulation of new and existing food vendors
31-Mar-2015
Further gas safety checks with designated gas safety
31-Mar-2015
engineer
Sampling regime to ensure good standards of
hygiene
31-Mar-2015
Ongoing. Two food safety and one health & safety
newsletter per annum to be produced
31-Mar-2015
No
No
No
EHL1412 Produce seasonal food safety
and health & safety newsletters for
food business operators within Hart
31-Mar-2015
EHL1413 Scrap metal Dealers
31-Mar-2015 Scoping of action
30-Apr-2014
No
No
No
EHL1414 Collaborative working Licensing
31-Mar-2015 Scoping of action
30-Apr-2014
Yes
Yes
No
EHL1417 Community organisation
training programme
To continue to provide affordable training
31-Mar-2015 programmes in food hygiene to non-profit making
charitable organisations.
31-Mar-2015
No
No
No
EHL1418 ERDMS & Enterprise
To consider the benefit of Enterprise as a caseload
31-Mar-2015 monitoring solution for the service
To work with the BSU to deliver ERDMS.
Yes
No
No
21
31-Mar-2015
31-Mar-2015
PAPER C
Action
Due Date
Milestone
Prepare options for consultation
Milestone Due
Policy
Change
EIA
Required
No
Yes
Yes
No
No
No
Yes
Yes
No
Yes
Yes
Yes
No
Yes
No
31-May-2014
PS1401 Complete and adopt the Local
Plan in 2015 and use it to steer
development to the right places
31-Mar-2015 Publish draft plan
PS1402 Indentify potential rural
exception sites through the SHLAA
process and local communities
30-Jun-2014
PS1403 Institute a system of design
awards for all new development
Draft system for Design Awards
31-Mar-2015 Planning Committee Agreement on Design Awards
terms
31-Jul-2014
Completion of consultation on draft plan
Service
Change
31-Dec-2014
31-Mar-2015
30-Sep-2014
PS1404 Produce an infrastructure
schedule to identify and meet
community infrastructure needs
Prepare a draft infrastructure schedule
30-Jun-2014
31-Mar-2015
Adopt CIL
31-Mar-2015
PS1405 Support local community led
improvement initiatives in town and
village centres including Fleet Future
Ensure officers are able to offer active support to
31-Mar-2015 communities
Provide advice for local communities
PS1406 Offer appropriate support to
town and parish councils developing
Neighbourhood Plans
30-Jun-2014
No
No
No
PS1407 Invest money from the
Community Infrastructure Levy in local
projects, including traffic and transport
improvement
30-Jun-2014
No
No
No
31-Mar-2015
31-Mar-2015
Regulatory Services – KPIs
ID
KPI
Service Board
EHL01
% of food safety inspection that should have been carried out that were carried out for high risk premises
Y
EHL02
% Unfit food complaints to be responded to within 1 working day.
Y
EHL03
% of Health & safety inspections that should have been carried out that were carried out for ‘high risk’ premises
Y
22
O&S
PAPER C
EHL04
% serious accidents responded to within 1 working day
Y
EHL05
% of infectious diseases complaints responded to within three working days
Y
EHL06
% of public health complaints responded to within 1 working day
Y
EHL07
% of noise complaints responded to within 3 working days
Y
EHL08
% of animal welfare inspections undertaken within the period which were due for inspection
Y
EHL09
% of Food Premises Categorised under Food Hygiene Rating Scheme
Y
EHL10
Percentage of total number of licensed premises visited to carry out licensing checks in a year
Y
EHL11
Number of multi-agency premises visits carried out
Y
EHL12
% of enforcement actions on premises which require a licence to trade responded to within 3 working days
Y
EHL13
Enforcement checks to identify infringements in licensed vehicles
Y
EHL14
New licence applications determined within 5 working days
Y
EHL15
Reduce dog fouling in monitored areas by 40% a year
Y
EHL16
Assist 10 employers a year to achieve Workplace Wellbeing Charter status
Y
EHL17
Offer 50 free health and safety training places to businesses each year
Y
EHL20
% of key inspections carried out in time
Y
EHL21
% of incident responses carried out in prescribed time
Y
NI 157b
Processing of planning applications: Minor applications
Y
Y
NI 157c
Processing of planning applications: Other applications
Y
Y
NI 157a
Processing of planning applications: Major applications
Y
Y
Regulatory Services - Risks
Impact
Likelihood
Action
Links
Reduction or loss of suitably qualified staff to undertake
statutory inspections
Marginal
Possible
EHL1402
potential of cost implications that are not budgeted for
Marginal
Significant
PS1401
Title
Risk
RS01 Statutory Inspections
RS02 Unwanted Developments/Planning
Appeals
23
Status
PAPER C
RS03 Not Meeting Development Control
Targets
Failure to meet PI Targets
Marginal
Significant
PS1405
RS04 Local Development Framework
Failure to meet agreed programme for adoption
Significant
Significant
PS1401
RS05 Building Control Resilience
Unable to provide an effective Building Control Service
Marginal
Possible
RS06 Licensing Resilience
Unable to provide an effective licensing service
Marginal
Significant
EHL1414
RS07 Workplace Wellbeing Charter
Unable to achieve target number of charters
Marginal
Possible
EHL1408
RS08 Fraud and Corruption
Financial Loss
Marginal
Possible
24
PAPER C
Appendix 2 - Organisational structure chart
Based on November 2013 revisions
25
PAPER D
CABINET
DATE OF MEETING:
3 APRIL 2014
TITLE OF REPORT:
BUSINESS RATE RELIEFS AND DISCRETIONARY
COUNCIL TAX REDUCTIONS
Report of:
Head of Finance
Cabinet Member:
Councillor Crookes, Leader of the Council
1
PURPOSE OF REPORT
1.1
To seek approval for the Business Rates Retail Relief and Flooding Relief Schemes. To
seek approval for the granting of discretionary Council Tax Discounts to
householders affected by flooding.
2
2.1
That Cabinet agrees to:
2.1.1
Approve the introduction of the Discretionary Business Rates Retail Relief
scheme as shown in Appendix 1.
2.1.2
Approve the operation of a Discretionary Business Rates Flooding Relief
scheme in accordance with the Government’s published guidance, with
Head of Finance.
2.1.3
Approve the award of discretionary discounts to Council Taxpayers who have
suffered exceptional hardship or misfortune due to flooding, with applications
determined by the Leader following a recommendation by the Head of
Finance.
3
BACKGROUND INFORMATION
3.1
In the Autumn Statement, the Government announced that it will provide rates relief
of up to £1,000 to all occupied retail properties with a rateable value of £50,000 or
less in each of the years 2014-15 and 2015-16. The Department for Communities and
Local Government (DCLG) has now published guidance to Local Authorities on how
the scheme will operate.
3.2
The DCLG guidance document advises that the Government will not be amending
the Business Rates legislation. Rather, they expect Councils to use their existing
discretionary rate relief powers introduced by the Localism Act 2011 (which
amended the Local Government Finance Act 1988) to devise a local scheme to
deliver this retail relief initiative.
3.3
The DCLG have confirmed that they will fully reimburse Councils for the actual cost
of the retail relief provided that it is granted in accordance with the DCLG guidance.
1
PAPER D
3.4
On 20 February, the Government published, separately, the DCLG Flood Support
Scheme document which provides guidance on the assistance that can be given to
both Business Rate and Council Tax payers. The Government will reimburse
Councils that use their discretionary powers to grant relief to flooded properties in
line with their guidance document.
4
BUSINESS RATES DISCRETIONARY RETAIL RELIEF SCHEME
4.1
The Government expects that the properties to benefit from the relief will be
occupied business rates premises with a rateable value of £50,000 or less that are
wholly or mainly used as shops, restaurants, cafes and drinking establishments.
4.2
The guidance provides further details of the types of properties that the Government
would consider being included in the relief scheme and also specifies those that it
would see as being excluded from the scheme. It is for the Council to adopt a local
scheme and decide when to grant relief under Section 47 of the Local Government
Finance Act 1988, as amended.
4.3
The guidance sets out in detail how the relief should be calculated and how it should
interact with other existing types of rate relief such as mandatory Charitable Relief
and Small Business Rates Relief.
4.4
Although under Section 47 of the Local Government Finance Act the Council could
grant relief to a wider range of premises or to a higher value than included in the
guidance, the DCLG has made it clear that the Government would not fund such
relief and therefore the cost of any additional relief would have to be met by the
Council.
4.5
A proposed scheme document is attached in Appendix 1. This scheme aligns to the
DCLG guidance and the cost of the relief granted under this scheme would be
eligible for reimbursement from the Government.
5
BUSINESS RATES FLOODING RELIEF SCHEME
5.1
The Government will fund 100% rate relief for three months for properties that
meet the following criteria:
For any day between 1 December 2013 and 31 March 2014:
i) the property has been flooded in whole or in part as a result of adverse weather
conditions; and
ii) on that day, as a result of the flooding at the property, the business activity
undertaken at the property was adversely affected; and
iii) the rateable value of the property on that day was less than £10 million
5.2
The guidance also sets out how the relief should be calculated, how it interacts with
other types of rate relief and some administrative rules around empty properties and
changes to the ratepayer.
5.3
It will be for the Council to decide when to grant relief under Section 47 of the Local
Government Finance Act 1988, as amended. It is proposed that applications for
2
PAPER D
Business Rates flooding relief are determined by the Leader, following a
recommendation by the Head of Finance, with due regard to the Government’s
published guidance.
5.4
In addition, the Council is asking for expressions of interest from residents who
believe they may be eligible for the government’s “Repair and Renew Grant”. This
will provide a grant of up to £5000 (inc VAT) to fund additional flood resilience/
resistance measures for homes and businesses that have been flooded between
1 December 2013 and 31 March 2014.
6
AWARD OF COUNCIL TAX DISCOUNTS DUE TO FLOODING
6.1
Under Council Tax regulations (Section 13A subsection 1(c) of the Local
Government Finance Act 1992 as amended by the Local Government Finance Act
2012), the Council has the power to reduce liability for Council Tax in respect of
individual cases or classes of cases that it may determine.
6.2
Whilst the cost of any reduction will initially fall on the Council, the Government will
reimburse Councils at least 3 month’s Council Tax for householders who have been
affected by floods that took place between 1st December 2013 and 31st March 2014.
6.3
It is proposed that reductions are agreed where taxpayers have suffered exceptional
hardship or misfortune due to the flooding that took place between 1st December
2013 and 31st March 2014. Applications under this legislation would be determined by
the Leader following a recommendation by the Head of Finance.
7
7.1
The Government will meet the cost of any business rate relief granted in accordance
with their guidance by paying separate grants to the Council under section 31 of the
Local Government Act 2003.
7.2
The Retail Rate Relief scheme will incur additional administrative costs such as
software, printing, postage and staff time but these will not be covered by the section
31 grant. The current estimate is around £8,500, £5,000 of this being Civica software
costs. At present, the DCLG have not indicated that there will be any new burdens
funding to cover implementation and running costs.
7.3
With regard to relief for flooding, for Council Tax the software costs have been
quoted as £5,250 and they are likely to be of a similar value for Rates relief. The
reimbursement details have yet to be issued by the DCLG but it is quite likely that
the software costs will not be covered. Government funding will be available to cover
awards of Rates and Council Tax relief for 3 months.
8
ACTION
8.1
Subject to Cabinet’s approval of this report, details of the reliefs and reductions will
be made available on the Council’s website. Where it is possible to identify
properties that are likely to qualify, ratepayers and taxpayers will be contacted and
invited to apply.
3
PAPER D
Contact: Tony Higgins, Head of Finance, x4207, [email protected]
APPENDICES
Appendix 1 – Retail Rate Relief Scheme
4
PAPER D
Appendix 1
HART DISTRICT COUNCIL
BUSINESS RATES – DISCRETIONARY RETAIL RATE RELIEF SCHEME
2014/15 and 2015/16
Title of scheme
1.
This scheme will be known as the Business Rates - Discretionary Retail Rate Relief
scheme and will apply for the financial years 2014/15 and 2015/16 only.
2.
The scheme is made within the powers conferred under Section 47 of the Local
Government Finance Act 1988 (as amended by the Localism Act 2011)
Properties which will benefit from relief
3.
Properties that will benefit from the relief will be occupied properties with a
rateable value of £50,000 or less, that are wholly or mainly being used as shops,
restaurants, cafes and drinking establishments.
4.
The Council consider shops, restaurants, cafes and drinking establishments to mean:
i. Properties that are being used for the sale of goods to visiting members of the
public:
For example
Shops (such as: florist, bakers, butchers, grocers, greengrocers, jewellers, stationers,
off licence, chemists, newsagents, hardware stores, supermarkets, etc)
Charity shops
Opticians
Post offices
Furnishing shops/ display rooms (such as: carpet shops, double glazing, garage doors)
Car/ caravan show rooms
Second hand car lots
Markets
Petrol stations
Garden centres
Art galleries (where art is for sale/hire)
ii. Properties that are being used for the provision of the following services to
visiting members of the public:
For example
Hair and beauty services (such as: hair dressers, nail bars, beauty salons, tanning
shops, etc)
Shoe repairs/ key cutting
Travel agents
5
PAPER D
Appendix 1
Ticket offices e.g. for theatre
Dry cleaners
Launderettes
PC/ TV/ domestic appliance repair
Funeral directors
Photo processing
DVD/ video rentals
Tool hire
Car hire
iii. Properties that are being used for the sale of food and/ or drink to visiting
members of the public:
For example
Restaurants
Takeaways
Sandwich shops
Coffee shops
Pubs
Bars
5.
To qualify for the relief the property should be wholly or mainly being used as a
shop, restaurant, cafe or drinking establishment. This is a test on use rather than
occupation. Therefore, properties which are occupied, but not wholly or mainly used
for the qualifying purpose, will not qualify for the relief.
6.
The list set out above is not intended to be exhaustive. It is intended to be a guide as
to the types of uses that the Council considers for the purpose of this scheme to be
retail.
7.
The Council may require the ratepayer to complete an application form to proceed
with their claim for relief.
Properties which will NOT benefit from relief
8.
The list below sets out the types of uses that the Council does not consider to be
retail for the purposes of relief in this scheme;
i. Properties that are being used for the provision of the following services to
visiting members of the public:
Financial services (e.g. banks, building societies, cash points, bureau de change, payday
lenders, betting shops, pawn brokers)
Other services (e.g. estate agents, letting agents, employment agencies)
Medical services (e.g. vets, dentists, doctors, osteopaths, chiropractors)
Professional services (e.g. solicitors, accountants, insurance agents/ financial advisers,
tutors)
Post office sorting office
6
PAPER D
Appendix 1
ii. Properties that are not reasonably accessible to visiting members of the
public
Amount of relief
9.
The total amount of relief available for each property for each of the years under this
scheme is £1,000. The amount does not vary with rateable value and there is no
taper. There is no relief available under this scheme for properties with a rateable
value of more than £50,000.
10.
The eligibility for the relief and the relief itself will be assessed and calculated on a
daily basis. The following formula will be used to determine the amount of relief to
be granted for a particular property in the financial year:
Amount of relief to be granted = £1000 x A/B
Where:
A is the number of days in the financial year that the property is eligible for relief; and
B is the number of days in the financial year
The relief will be applied against the net bill after all other reliefs have been taken off.
11.
Where an application is made for types of property that are not specified in
paragraphs 4 and 8 above, the award of retail relief will be determined by the Leader
following a recommendation by the Head of Finance.
12.
The relief will be applied on a day to day basis using the formula set out above. A
new property created as a result of a split or merger during the financial year, or
where there is a change of use, will be considered afresh for the relief on that day.
13.
Where the net rate liability for the day after all other reliefs but before retail relief is
less than the retail relief, the maximum amount of retail relief will be no more than
the value of the net rate liability. This will be calculated ignoring any prior year
adjustments in liabilities which fall to be liable on the day.
14.
Ratepayers that occupy more than one property will be entitled to relief for each of
their eligible properties, subject to State Aid de minimis limits.
15.
Qualifying occupied retail properties will receive the relief in each of the years 1
April 2014 to 31 March 2015 and 1 April 2015 to 31 March 2016
State Aid
16.
Retail relief awarded under this scheme is likely to amount to State Aid. However,
the relief will be State Aid compliant where it is provided in accordance with the de
minimis regulations. These regulations allow an organisation to cumulatively receive
up to €200,000 of de minimis aid in a three year period consisting of the current
financial year and the two previous financial years.
7
17.
PAPER D
Appendix 1
To establish whether the ratepayer is eligible to receive de minimis state aid they
must declare the full amount of de minimis state aid which they have already been
granted during the previous two years and the current year.
18.
Any assistance a ratepayer has received, or are due to receive, from a public body
may be a de minimis state aid. This could be any aid, grant or support from central,
regional, devolved governments or agencies or a local council.
19.
The following is not a comprehensive list of all possible forms of aid. However, it
should give an indication of common forms of aid;
Examples of possible aid:
- State grants;
- Interest rate relief;
- Tax relief; Tax credits; Tax exemptions;
- State guarantees or holdings;
- State provision of goods or services on preferential terms;
- Direct subsidies;
- Preferential interest rates;
- Guarantees of loans on especially favourable terms;
- Acquisition of land or buildings either gratuitously or on favourable terms;
- Provision of goods and services on preferential terms;
- Indemnities against operating losses;
- Reimbursement of costs in the event of success;
- State guarantees, whether direct or indirect, to credit operations preferential re-discount
rates;
- Dividend guarantees;
- Preferential public ordering;
- Reduction of, or exemption from, charges or taxes, including accelerated depreciation and
the reduction of social contributions;
- Deferred collection of fiscal or social contributions;
- Assistance financed by special levies;
- Capital transfers;
- Certain State holdings in the capital of undertakings.
20.
Ratepayers should have received a letter informing them if they were given assistance
under the de minimis regulations. Ratepayers who are not sure whether any public
assistance they have received is de minimis aid, should contact the body which
granted the assistance to clarify this. Then provide the council with information about
all forms of public assistance under €200,000 they have received in the last three
years.
21.
Information on State Aid can be found by visiting: https://www.gov.uk/state-aid
8
PAPER E
CABINET
DATE OF MEETING:
3 APRIL 2014
TITLE OF REPORT:
FOOD AND HEALTH & SAFETY SERVICE PLAN
2014-15
Report of:
Head of Regulatory Services
Cabinet member:
Councillor John Kennett, Community Safety &
Environmental Health
1
PURPOSE OF REPORT
1.1
plans. This report details the plan for the current financial year which requires
formal adoption.
2
2.1
Cabinet is requested to recommend to full Council that the Food and Health &
Safety Service Plan 2014-15 (FHSSP) be approved.
3
BACKGROUND
3.1
The FHSSP has been prepared in accordance with the Food Standards Agency
Framework Agreement (2000) and Section 18 of the Health and Safety at Work etc
Act 1974 which requires Local Authorities (LAs) to make ‘adequate arrangements
for enforcement’.
3.2
The FHSSP has combined the service plans for food safety and health & safety to
simplify the approval process
3.3
The FHSSP demonstrates the Council’s commitment to improve food safety and
health & safety throughout the District.
3.4
The Environmental Health Service which is now located within the Regulatory
Services Department discharges the Council’s duty to enforce food safety and
health & safety legislation. The Commercial Section of Environmental Health carries
out planned inspections to ensure premises comply with relevant legislation, and
takes appropriate enforcement as necessary.
3.5
Although the legislation is worded in terms of enforcement, Hart District Council
aims to engage constructively with businesses to advise them of their obligations
and assist them in complying.
1
PAPER E
4
CONSIDERATIONS
4.1
The FHSSP combines two of the plans and strategies recommended by the
Secretary of State to form part of each local authority’s policy framework.
4.2
The Council’s Constitution reserves the approval of the FHSSP to full Council after
consultation with Cabinet and any other relevant body. Such a plan, approved by
Cabinet, not only commits the Council to its outlined priorities, but, also acts as a
way of measuring its performance.
4.3
Central government and the Health & Safety Executive (HSE) hold default powers
where local authorities fail to effectively undertake their food safety or health &
safety service.
4.4
The functions outlined in the FHSSP are statutory and the range of possible
approaches is prescribed by Regulations and Statutory guidance.
5
5.1
It is anticipated that the service will be achieved within the proposed budget for
2014/15 unless unforseen constraints upon the service impact on budgets or officer
time.
6
ACTION
6.1
Cabinet is requested to recommend to full Council the approved Food and Health &
Safety Service Plan 2014-15 in Appendix 1.
6.2
Adequate provision for food and health & safety law enforcement is a legal
obligation.
Contact Details:
Nick Steevens, x4296, [email protected]
APPENDICES
Appendix 1 – Food and Health & Safety Service Plan 2014-15
Appendix A – Environmental Health & Licensing Structure 2014
Appendix B - H&S Intervention plan 2014-15
2
PAPER E
Appendix 1
HART DISTRICT COUNCIL
FOOD SAFETY AND HEALTH & SAFETY SERVICE
PLAN 2014-2015
FOOD SAFETY AND HEALTH & SAFETY SERVICE PLAN 2014-2015
Subject
Page
Background
3
Food Safety Service Plan
7
Food Safety Intervention Programme
10
Health & Safety Service Plan
15
Health & Safety Intervention Programme
17
2
BACKGROUND
1.1
Profile of the Local Authority
Population:
Area:
91200 (Mid-2010 Population estimate)
83 sq.miles
53,156 acres
21,500 hectares
1.1.1
Hart District was formed in 1974 by the combination of Fleet Urban and Hartley
Wintney Rural District Councils.
1.1.2
The District lies in the north-east corner of Hampshire and is approximately 83 square
miles in extent. The overall impression is that the District is rural, with a varied
landscape made up of woodland, heathland common and arable land. The urban areas
are concentrated in the north-east and east of the District around Yateley, Blackwater
and Fleet. Hook is a recently expanded village on the western boundary.
1.1.3
The rest of the District’s settlements are villages, particularly notable for their
historically and architecturally important buildings. There are 32 Conservation Areas and
nearly 1,000 listed buildings in the District,
1.1.4
From Hart’s northern boundary with Berkshire, the land rises to the North Downs in
the south of the District. Three small rivers cross the area flowing northwards into the
River Thames, one of these, the Blackwater, forming part of the boundary with Surrey
and Berkshire. The Whitewater flows from the western side into the River Hart, from
which the District takes its name.
1.1.5
The Basingstoke Canal winds through the southern half of Hart and after extensive
restoration is now a popular recreation asset.
1.2
Structure of the Food Safety and Health & Safety Service
1.2.1
The Food Safety and Health & Safety service is a function of Environmental Health &
Licensing. Environmental Health & Licensing now forms part of the Regulatory Services
Department following a restructure in November 2013. The Head of Regulatory
Services is responsible for service delivery. A Senior Environmental Health Officer, A
Senior Environmental Health Technical Officer and two Environmental Health Technical
Officers carry out the enforcement of Food Safety and Health & Safety. An
organisational chart is shown in Appendix A.
1.2.2
The Environmental Health & Licensing Service also carries out:

Pollution and Nuisance Complaints including the provision of a weekend out of
hours noise service

Infectious Disease Control

Community Burials and maintenance of closed graveyards
3





Licensing of piercing, acupuncture, tattooing, hairdressing, riding establishments,
pet shops and animal boarding establishments.
Pest Control service
Dog Warden service
Taxi licensing
The sale of alcohol and other licensable activities
1.3
Aims and Objectives
1.3.1
The primary objective of the Environmental Health & Licensing Service is: ‘To protect
the health, safety and welfare of the community through education and
effective regulation.’
The Environmental Health & Licensing Service is fully committed to supporting local
business and residents by providing advice and information but will also not hesitate to
take formal action where there is a risk to the health, safety or welfare of individuals or
groups within the district.
1.4
Links to Hart’s Key Strategies and Plans
1.4.1
The Environmental Health & Licensing Service links into the Hart Sustainable
Community Strategy by assisting in the Strategic Priorities of:
An Environmentally Conscious Community and a Sustainable District
The Service ensures that it educates and informs it’s residents on matters relating to the
local environment ranging from dog fouling to awareness of noise nuisance. The service
actively carries out talks to local community groups on these topics and regularly
provides information through a variety of media including the local press and social
media.
Making Hart one of the safest districts in the south east
The service does this by reacting quickly, effectively and proportionately to complaints of
all types from food safety, health & safety through to nuisance and licensing. The service
actively promotes the national Food Hygiene Rating Scheme (FHRS) which aims to
inform residents the levels of food hygiene found during routine inspections.
Additionally, the service seeks to ensure the health, safety and welfare of people living,
working or visiting the District through the enforcement of health and safety law and
investigation of workplace accidents.
Being a beacon of good health
The Service enforces food hygiene legislation in all premises where food is offered for
sale. The Service improves the health and wellbeing of consumers within the district by
ensuring that the food provided by caterers, distributors and retailers is safe. In addition
to this the service seeks to advise on other health-related matters such as salt and
saturated fat reduction and special dietary requirements during routine inspections. In
4
recent months the Service has sought funding for three initiatives directly relating to
health and wellbeing:
1.
The Workplace Wellbeing Charter
The Service successfully bid for £15,000 of funding to promote the Charter in the
Hampshire region;
2.
Healthy Eating award
Hart has bid for funding from the Public Health District and Wellbeing grant
funding stream to design and implement a healthy eating award scheme for the
Hampshire District and Borough Councils;
3.
Over 55’s Mens Cookery Classes
Due to the success of the courses which have been run in the current financial
year, Hart has sought funding for a joint venture with Rushmoor Borough Council
to continue the scheme during 2014/15.
1.4.2
The service also contributes to the Key Themes in the Corporate Plan by:
Environment: Protect and enhance our natural and built environment
The service has made a commitment to educe dog fouling in monitored areas by 40% a
year. The service has adopted the use of overt monitoring to deter dog fouling and
identify owners who do not pick up after their dogs.
Additionally the service also responds to planning consultations where there may be an
issue relating to environmental concerns such as contaminated land, noise disturbance,
odour or other factors. The service also deals with filthy and verminous premises,
unsecure buildings and other environmental matters.
Keep Hart a Clean and Attractive Place to Live and Work
The Corporate Plan states that the service will assist 10 employers a year to achieve
Workplace Wellbeing Charter status. The service also strives to ensure safe and clean
workplaces through it’s enforcement role.
Economy: Help Businesses to Establish & Grow
The service is committed to offering 50 free health & safety training places to businesses
each year. In 2013/14 the service provided in excess of this number to local businesses.
The service also provides free advice and support to businesses on a one-to-one basis
on all environmental health related matters.
Communities: Work with partners to keep Hart healthy and safe
The Environmental Health & Licensing Service actively participates in groups such as the
Community Task & Charge Group and the Safety Advisory Group to deal with antisocial behaviour and to support large-scale events within the district.
5
Continue to provide good quality, great value, services
The service is committed to continual examination of it’s services to ensure they are
cost effective and efficient whilst ensuring a good level of service to it’s customers.
1.5
Key Performance Indicators (KPI’s)
Hart’s Performance Indicators contains performance targets for Food Safety and Health
& Safety are as follows:
PI No.
EHL01
EHL02
EHL03
EHL04
EHL05
EHL09
Description
% of food safety inspection that should have been carried out
that were carried out for high risk premises
% Unfit food complaints to be responded to within 1
working day.
% of Health & safety inspections that should have been
carried out that were carried out for ‘high risk’ premises
% serious accidents responded to within 1 working day
% of infectious diseases complaints responded to within
three working days
% of Food Premises Categorised under Food Hygiene Rating
Scheme
Target
100%
100%
100%
100%
100%
100%
1.6
Capacity and cost of service
1.6.1
The health & safety and food safety elements of Environmental Health are closely linked.
It is estimated that 30% of the resources of the department’s commercial cost centre
are utilised in undertaking health and safety activities, 50% food safety and the remainder
allocated to other responsibilities such as public health and animal welfare licensing. The
budget for commercial environmental health excluding recharges is shown below:
Table 6 – Commercial cost centre budget (P215)
2012/13
Actuals
2013/14
Budget
2014/15
Budget
£146,299
£145,329
£138,585
1.6.2
The reduction in budget is due to the apportionment for staffing within this cost centre
being slightly reduced.
1.6.3
The determination of staff resource allows not only for the basic inspection/revisit
activity to be carried out, but also a flexible approach to other areas such as training,
seminars and other proactive work.
6
2.1 Legal status of the service:
2.1.1
Two members of the team (Head of Regulatory Services and Senior Environmental
Health Officer) are authorised to carry out the full set of food safety interventions. Two
further officers are able to undertake routine food hygiene work, with the exception of
seizure and detention of food and the service of Hygiene Prohibition Notices, which
order a food business, operation or process to cease with immediate effect.
2.2
The scope of the Food Safety Service
Includes:

Inspections of food premises to ensure compliance with legal requirements

Examination and sampling of foodstuffs for food safety

Investigation of complaints about food

Investigation of complaints about food premises

Follow up of food alerts/incidents within Hart DC area

Advice to the public and local businesses about food safety

Training of food handlers (to level 2 food hygiene)

Enforcement action where serious or prolonged breaches of food hygiene
legislation are found
2.3
Demands on the Food Safety Service
2.3.1
We have the following premises within the area:
Premises Type
Broker
Bakery
B&B/Hotel
Butchers
Cafe
Canteen
Caterer
Chemist
Childminder
Consumer Services
Farm Shop
Fishmonger
Greengrocer
Game Larder
Hall
Hospital
Leisure
Manufacturer
Number
2
2
18
7
34
23
112
11
128
3
5
1
2
1
33
2
20
2
7
Market Stall
Mobile
Newsagent
Nursery
Producers
Pub
Residential Homes
Restaurants
Retailer
School
Social/Sports Club
Supermarket
Takeaway
Wholesaler
TOTAL
6
45
11
25
3
61
20
55
48
44
16
26
37
7
810
This amounts to an increase of one commercial food premises over the last 12 months.
Category
A
(inspection every 6 months)
B
(inspection every year)
C
(inspection every 18 months)
D
(inspection every 2 years)
E
(alternative intervention)
TOTAL
Number
3
47
310
42
408
810
The category of a premises can vary according to the standards found at the time of the
inspection, the nature of the food produced and the number and type of customers it
serves. For example, those with extremely poor hygiene standards or those serving a
large number of people classified as a vulnerable group could be inspected every 6 to 12
months. Typically Category C premises are restaurants and caterers with acceptable
standards of hygiene, Category D would be retail premises and Category E would be
lower-risk premises such as childminders and home bakers where a physical inspection
of the food operation is discretionary and a telephone survey or written questionnaire
would be more appropriate.
2.4
Enforcement Policy
2.4.1
Hart DC has signed up to the Central and Local Government Enforcement Concordat in
addition to its own Enforcement Policy which covers all HDC enforcement functions.
8
2.4.2
In July 2013 the Regulators Code was launched. The code requires regulators to:
carry out their activities in a way that supports those they regulate to comply and
grow;
provide simple and straightforward ways to engage with those they regulate and hear
their views;
base their regulatory activities on risk
share information about compliance and risk
ensure clear information, guidance and advice is available to help those they regulate
meet their responsibilities to comply
ensure that their approach to their regulatory activities is transparent
2.4.3
The introduction of the Deregulation Bill which may come into force as early as April
2014 means that enforcing authorities will have to consider how their actions impact a
business economically. The duty to have ‘regard to economic growth’ must be
incorporated into the decision making process when considering enforcement action.
Regulators will have to ensure that their activities are as time and cost-efficient as
possible and that they do not hamper a business unnecessarily. Any interventions have to
be proportionate to a businesses size and sympathetic to a businesses environment and
economic life cycle.
2.4.4
A revised enforcement policy is currently being developed which incorporates all aspects
of the Regulatory Services Department including Development Control, Licensing and
Environmental Health functions.
Food Safety Activity in 2013/14
3.1
In 2013/14 the Food Safety Service made the following achievements:
100% of high-risk inspections due were undertaken within the financial year.
Achieved a 100% compliance with the response times for Performance Indicator PI
EH3 – unfit food complaints responded to within 1 working day.
Undertook enforcement action which amounted to 363 report of visits, 299 written
warnings, 8 Hygiene Improvement Notices, 8 informal letters, 4 voluntary closures,
and 1 Simple Caution.
2 food safety newsletters were also distributed to all food businesses within the
district.
81 people were trained to Chartered Institute of Environmental Health (CIEH) Level
2 in food hygiene for caterers including 50 people who were trained at a significantly
discounted rate for voluntary groups through our work with Hart Voluntary Action.
9
A further 23 people were trained in general food safety matters through our bitesized training programme. 11 delegates were trained in cross-contamination and
control of E.Coli at a local restaurant and a further 12 Learning Support Assistants
from a local Infant School were trained in the essentials of food hygiene to assist
them in teaching basic cookery skills to pupils.
Undertook 194 food, water, swab and environmental samples to verify that food
hygiene practices were robust and did not present a risk of harm to consumers
Food Safety Intervention program for 2014/15
4.1
Inspections
In 2014/15 Hart District Council will need to routinely inspect 271 commercial food
premises plus an estimated 40 new businesses which register or have changed
proprietorship. On average about 20% of inspections require one or more revisits to
check compliance with matters raised at the original inspection. This figure does not
include visits that will arise as a result of complaints or legal intervention.
4.1.1
A breakdown of the routine inspections due in 2014/15 can be seen below:
Category
A
B
C
D
E
SUBTOTAL
Plus new premises
Plus Blackbushe (Cat. Cs)
TOTAL
Number
1
43
201
26
149
420
60
20
500
(est)
(est)
4.1.2
Taking into account the Category E premises, the number of inspections due in 2014/15
has increased by 17 over the previous year. The actual inspection numbers can vary
because of the historic pattern of inspections, changes in the nature or ownership of a
business which will result in a re-inspection, the re-rating of a premises following a
request for a re-rating to allow a premises to change its rating on the FHRS website.
4.1.3
The Food and Safety service currently approve a meat products manufacturer and a
meat processing plant which require more stringent enforcement than typical food
premises. The service also has responsibility for inspections at Blackbushe Sunday
Market which has approximately 30 mobile food outlets, mostly within risk category C.
4.1.4
Typically, 20% of the inspections will generate a revisit. Those premises who repeatedly
fail to comply with food safety legislation may receive numerous revisits and formal
action such as formal notices, simple cautions or prosecution. At the time of writing a
10
total of 179 revisits were made in 2013/14 to ensure that standards of food hygiene
were being maintained. This is exceptionally high in comparison to previous years and is
due to revisits being conducted as part of a sampling visit and the impact that requests
for re-ratings under the national Food Hygiene Rating Scheme (nFHRS) has had on the
service.
4.1.5
In 2013/14 65 inspections were carried out where a new business had registered or a
business had changed ownership, prompting a new premises registration visit.
4.1.6
The risk-based inspection approach in accordance with the FSA Food Law Code of
Practice ensures that food premises servicing vulnerable groups of society (e.g. the very
young or old), or where conditions are below standard are given a priority for
inspections.
4.2
Food Complaints
4.2.1
An Environmental Health Standard Procedure exists for Investigation of Food
Complaints. Staff members are aware of these procedures and are monitored in
accordance with our monitoring procedure to ensure they are followed.
4.2.2
The value of investigating such complaints in identifying actual or potential hazards is
recognized and a high priority given accordingly. The performance indicators for the
food safety service ensure the complaint will be actioned within either 24 hours or 3
days from receipt, depending on the nature of the complaint.
4.2.3
Numbers of food complaints for the last 5 years: To date in 2013/14 we have received
61 complaints which is an increase on last year.
2009/10
2010/11
2011/12
2012/13
2013/14
Average
102
61
65
40
61
66
4.2.4
Where companies involved are unable to provide a satisfactory defence that they take all
reasonable precautions and exercise all due diligence to prevent such a complaint arising,
a range of actions will be considered in accordance with the Enforcement Policy.
4.3
Primary Authority Principle
4.3.1 The Environmental Health Department supports the Primary Authority principle which
came into effect in April 2009. Primary Authority gives companies the right to form a
statutory partnership with a single local authority, which then provides robust and
reliable advice for other councils to take into account when carrying out inspections or
dealing with non-compliance.
11
4.3.2
Such an arrangement allows for guidance to be given on food safety matters by one local
authority (the ‘Primary’ authority) and overcomes the potential problem of
inconsistencies in advice when a firm operates in several local authority areas.
4.3.3
In January 2013 Cabinet gave approval for the Council to enter in to Primary Authority
agreements with businesses and delegated the decision to the portfolio holder for
Community Safety, Licensing and Environmental Health in consultation with the Head of
Regulatory Services. The Environmental Health Department has agreed to enter into a
Primary Authority Agreement with British Car Auctions for both Food Safety and Health
& Safety. The agreement will result in Hart being the primary contact for any
enforcement enquiries that other enforcing authorities across the country may have.
4.4
Advice to business
4.4.1
Hart’s Enforcement Policy (including the Food Safety Enforcement Policy) concentrates
on achieving compliance with legal requirements by informal methods. Formal action is
reserved for the most difficult cases. Giving advice to food business proprietors and staff
is a mainstay of this approach, and includes the following actions:
Advice given during programmed or other inspections
Advice visits on request from the proprietor
Following complaints from the public
Distribution of leaflets, newsletters or other guidance notes
Putting on training courses, such as the Chartered Institute of Environmental
Health Level 2 Food Hygiene Course
As a result of consultations from the planning or building control processes
The Hampshire Workplace Wellbeing Charter
4.4.2
In any one year it is likely that in excess of 50 changes in ownership for food businesses
will be registered with the Council, each requiring informal advice and support together
with a primary inspection within 28 days. To date an additional 65 new food businesses
were added to the food safety service database in 2013/14.
4.5
Food Inspection and Sampling
4.5.1
Sampling is seen by this department as a vital tool to verify the effectiveness of food
safety within a food business.
4.5.2
Hart belongs to the Health Protection Agency Food, Water and Environmental
Microbiology Services Food Sampling Group East, which comprises of representatives of
Environmental Health departments from local authorities in the Hampshire region. The
group co-ordinates a food-sampling programme which is then carried out by all group
members. The use of swab sampling and food sampling as a means of verifying food
safety practices and procedures has been increasingly used to good effect over recent
years. Sampling in this manner and has identified numerous issues involving inadequate
cleaning techniques and food being produced which was deemed to be unfit for
12
consumption due to microbiological contamination. The Environmental Health
department recognizes sampling as an extremely effective inspection tool.
4.5.3
In 2013/14 194 samples were taken. These consisted of 44 food, 53 water and 97
environmental swabs. Of the food samples, 13 were taken as a direct results of food
complaints, 4 following allegations of food poisoning, 57 as part of a national survey and
120 due to local intelligence.
4.6
Control and Investigation of Outbreaks and Food Related Infectious Disease
4.6.1
Food borne disease is a major cause of illness in the UK and imposes a significant burden
on individuals, healthcare services and the economy. It is estimated that each year in the
UK around 1 million people suffer a food related illness, which leads to 20,000 people
receiving hospital treatment and 500 deaths each year from food borne disease.
The cost to the economy of food borne disease is estimated to be in the order of £1.5
billion per annum, due to loss of production, health care costs and damage to business.
This does not include the costs of major incidents and food scares.
4.6.2
At present (mid-March 2014) there have been 143 cases of food poisoning in the current
financial year which required investigation by this department. This is an increase of 33
over the previous year, but it is important to recognise that this level is artificially low as
many cases of food-borne illness remain unreported.
4.6.3
These incidents are given the highest priority, with a 1 day response time as our target.
It is expected that all Environmental Health staff would be called upon to assist in the
event of a large-scale investigation where needed. Other work would be put on hold
during the investigation period.
4.6.4
To date 21 complaints directly alleging food poisoning suffered following consuming food
from a premises within the district were also received which involved varying degrees of
investigations. This is higher than the 16 cases received in the previous year. Often the
illness experienced is either not caused by the suspected premises or the link cannot be
substantiated.
4.7
Food Safety Incidents
4.7.1
The Food Standards Agency issues Food Alerts which are received via email. The two
categories of Food Alerts are ‘For Information’ and ‘For Action’.
4.7.2
In 2013/2014 to date 43 Food Alerts were received, which is an increase from the 32
received in the previous year.
4.7.3
The Food Law Code of Practice provides guidance for actions to be taken following such
incidents, and we follow this procedure. Action is then taken according to the type of
alert received and the Code of Practice.
13
4.7.4
Where a response is necessary, this has absolute priority. It may necessitate contacting
or in some cases, visiting premises where relevant food is likely to be on sale and can
therefore have a significant impact on resources.
14
HEALTH & SAFETY SERVICE PLAN
5.
Legal status of the service:
5.1
The work undertaken is a statutory function under the Health and Safety at Work, etc
Act 1974. Specifically:
Section18(2) – The Secretary of State may by regulations (a) make local authorities
responsible for the enforcement of the relevant statutory provisions to such extent
as may be prescribed. Such prescription is contained in the Health and Safety
(Enforcing Authority) Regulations 1998.
Section 18(4) – It shall be the duty of every local authority (a) to make adequate
arrangements for the enforcement within their area of the relevant statutory
provisions to the extent that they are by any of those provisions or by regulations
under subsection (2) above made responsible for their enforcement: and (b) to
perform the duty imposed on them by the preceding paragraph and any other
functions conferred on them by any of the relevant statutory provisions accordance
with such guidance as the Executive may give them.
5.2
Service Scope
We are responsible for enforcing the Health and Safety at Work etc. Act 1974 in
businesses including warehouses, catering establishments, consumer services and leisure,
offices and shops. These businesses are defined by the Health and Safety (Enforcing
Authority) Regulations 1998.
5.3
Service Objectives
There are approximately 1478 businesses for which the Council has enforcement
responsibility which is an increase of 114 over last year. The Health and Safety Executive
has issued guidance that classifies businesses according to the risk that they present as a
result of their work activities, with category A being the highest and C the lowest. The
numbers of businesses within Hart in these risk categories are as follows:
Table 1
Risk Category
A (High Risk)
B1 (Medium Risk 1)
B2 (Medium Risk 2)
C (Low Risk)
Unrated premises
TOTAL
Number
12
47
84
1180
41
1478
The break down of risk categories by business type is as follows:
15
Table 2
Premises Category
Retail
Wholesale
Offices
Catering, Restaurants and Bars
Hotels, campsites and other short stay accommodation
Residential Care Homes
Leisure and Cultural Services
Consumer Services
Other Premises (Not classified above)
TOTAL
Number
364
40
349
316
23
20
100
201
65
1478
5.3.1
The total number of businesses within Hart fluctuates annually. The significant jump in
premises within the last 12 months is due to the work of the Economic Prosperity
Officer in identifying businesses that had not previously notified the council that they had
commenced trading. The maintenance of the commercial premises database used by
Environmental Health is extremely time intensive. The work to ensure the database is up
to date will continue throughout 2014/15.
5.4
Priorities and planning
The National Enforcement Environment
5.4.1
A Tri-ennial independent review of the function, form and governance of the Health and
Safety Executive (HSE) was produced in January 2014. As part of the revue the
relationship between the two H&S enforcing authorities (the HSE and Local Authorities)
was considered. The report summarised that:
The HSE should actively review Local Authority annual returns on their inspection
and advisory activities;
That the National Local Authority Enforcement Code is reviewed in 2014 in the
light of experience to identify areas for change and amendment;
That the HSE’s Local Authority Liaison Groups should be strengthened and
maintained and that HSE’s role in those Groups should be to provide expert
professional guidance, constructive challenge and leadership;
That Local Authorities and the HSE continue to work together in partnership to
ensure value for money.
5.4.2
The recommendations made by the review are thoroughly supported by the Health &
Safety service at Hart. Liaison with the HSE over recent years has declined due to
resource issues at the Executive. This has resulted in difficulties referring complaints to
the HSE or seeking expert opinion on a technical matter.
16
6.
Health & Safety Intervention Plan 2014-15
6.1
Premises Inspection
6.1.1
To ensure compliance with national inspection guidance only the highest risk premises
(Category A) will be routinely inspected. As in previous years inspections will
concentrate on the management of health and safety in the business, known hazards and
matters of evident concern. During each and every inspection we seek to improve
employer and employee understanding of health & safety to bring about an improvement
in standards. The service provides free advice and support to business, particularly small
and micro-sized businesses during inspections and following service requests.
6.1.2
The number of planned health and safety inspections we aim to carry out in 2014-2015 is
as follows:
Table 3 Number of inspections planned for 2014-2015
Risk category of premises
A
(inspections every year)
No. of programmed health and
safety inspections to be carried out
4
New premises inspections
(estimated)
80
Project-based interventions
(estimated)
300
Total
384
6.1.3
Routine inspections are automatically generated by the environmental health database.
Revisits to check on compliance with schedules of work issued at routine inspections,
project work and during reactive investigations are important in securing compliance
with legislation and the attainment of good standards. Where serious health and safety
contraventions are identified we have powers to prohibit the use of a particular working
practice or piece of equipment being used, or require remedial works by issuing an
improvement notice. Where notices are served revisits are carried out to follow up
compliance.
6.2
Unplanned interventions
6.2.1
In addition to routine inspections a number of unplanned interventions will be carried
out through the effective use of local knowledge about the type of business, poor
performers and rogue employers. New premises and those that are known to have
17
changed ownership will also be identified and visited to ensure they are compliant with
health & safety legislation and are provided with information to assist them in ensuring
the health, safety and welfare of their employees and any other person who may be
affected by their business.
6.2.2
Since the revised guidance into priority planning was introduced, all Category B and C
premises do not form part of the formal inspection programme. However, any premises
may be visited as a result of planned enforcement initiatives and reactive work provided
there is reasonable justification to do so. Category B premises are not normally deemed
suitable for proactive inspection but other interventions should be considered. Category
C premises should be dealt with using non-inspection intervention methods such as
mailshots, leafleting or newsletters, unless they fall within the scope of an intervention
programme due to the nature of the business or because a specific hazard (e.g. the
presence of asbestos) exists.
6.2.3
Priority will be given to interventions that form part of locally led initiatives and national
campaigns to reduce accidents, ill health and sickness absence. Other interventions that
may be used include mail shot / questionnaires, accident report monitoring, telephone
advice and self-inspection/assessment packs.
6.2.4
The key projects for 2014-15 are listed in Appendix B and are based on local and
national initiatives. Local initiatives are identified using information provided by
environmental health staff or other agencies in the local area or through accident and
service request data informing the service of significant hazards or risks. Agreement on
emerging regional issues are also discussed at a County level and included into the work
plan where they are deemed relevant to Hart.
6.3
Health and Safety Service Requests
6.3.1
On occasion we are informed of unsafe working practices, poor workplace welfare
arrangements, and poor public safety arrangements. We aim to respond to all service
requests within three working days. The type and level of response will be dependent
upon the seriousness of the complaint.
Table 4 - Number of health and safety service requests received per annum
Year
2009-10
2010-11
2011-12
2012-13
2013-14
Average
No. of requests received
46
60
36
30
33
41
18
6.5
Investigation of Workplace Accidents, Ill-Health and Dangerous Occurrences
Notifications
6.5.1
All incidents reported to the department in accordance with the Reporting of Injuries,
Diseases and Dangerous Occurrences (RIDDOR) 1995 are subjected to a standard
assessment to establish whether they warrant detailed investigation.
6.5.2
The level of response will vary depending on an assessment of the seriousness of the
notification but it may include:
Provision of suitable information and advice to prevent recurrences.
Interviewing injured parties, witnesses, other employees and employers.
Visiting the premises concerned where the incident occurred.
Instigating appropriate enforcement action where breaches of law are found.
6.5.3
From April 2012 the trigger point under RIDDOR to report an accident which results in
an individual being unable to work changed from three to seven days. It was thought that
this would result in a reduction in the number of accidents reported to the health &
safety service in comparison to 2011/12, which has not been the case.
Table 5 - Number of accidents, ill-health and dangerous occurrence
notifications received per annum
2008/09
2009/10
2010/11
2011/12
2012/13
2013/14
All accident, Ill-Health and
Dangerous Occurrence
notifications
113
95
76
69
61
77
Number of Major
accidents
16
10
11
14
11
4
6.5.4
During every intervention it is the aim of the Environmental Health Department to make
an improvement in standards and improve the health and safety knowledge and
understanding of employees and employers.
6.5.5
Performance against the work plan for 2013-14 is indicated in Table 7 below:
19
Table 7: Synopsis of health and safety service delivery and performance 20132014
Intervention
How did we do?
Inspection of category A premises
Premises previously identified as highest risk
based upon previous interventions and for
which inspection is an appropriate intervention
type
Approximately 3 inspections
20 Health & Safety inspections were undertaken in
premises that were either due for inspection
according to their risk rating or because of ‘matters
of evident concern’ raised during complaints or
other visits.
In addition to this 17 additional new businesses
were inspected for health & safety during the
financial year.
Reactive intervention –
(a) incident and ill health
investigation
(b) Dealing with issues of concern
and complaints
Customer complaints, RIDDOR reports,
adverse insurance inspection reports, local
database interrogation, risk rating history,
Police referrals, intelligence from other
enforcing authorities, evidence from food
safety inspections
Approximately 110 interventions
65 interventions relating to accidents took place in
2013/14 with a further 42 visits generated by
complaints or requests for advice.
Asbestos interventions
Bundling of asbestos awareness into routine
food hygiene inspections where deemed
relevant and specifically in businesses where
there is a greater prevalence of asbestos based
materials e.g public houses
Estimated number of visits - 50
Bulk LPG tank gas safety
A national initiative following leaks and
explosion from perished underground
pipework in older bulk LPG installations. This
project will run continue to run in 2013-14 as
the department becomes aware of new and
existing gas installations.
20 recorded asbestos interventions took place
during 2013/14. In order to reduce the amount of
time an inspector was present within a business, it
was agreed that asbestos interventions would only
take place in public houses and other similar
premises types where it was likely that asbestos
would be present.
4 Bulk LPG inspections have been carried out in
response to a direct referrals from
20
Gas and electrical safety in catering
establishments
To ensure that gas and electrical installations in
catering establishments are properly
maintained and inspected by a competent
person as required by legislation.
Health & Safety Training
To establish the demand for free H&S training
in relevant topics to businesses in the district.
Estimated number of courses – 2 to 4
Legionella
To ensure that hotels, B&Bs and other
commercial residential accommodations is
complaint with current legionella legislation
and code of practice.
This work is based on both national and
locally-identified priorities.
Estimated number of interventions: 20
Hampshire Workplace Wellbeing
Charter
The Workplace Wellbeing Charter is a
framework which provides a holistic approach
to health and wellbeing in the workplace
(leadership, managing absence, mental health
and well-being, physical activity, health and
safety and tobacco, drugs and alcohol, and
healthy eating). It therefore directly supports
the NHS and HSE initiatives and Council
objectives locally.
Target: 10 workplaces to be signed up to
complete the Charter submission by
March 2014
Inspectors raised this matter in all commercial food
premises due for an inspection in 2013/14. This
amounted to in excess of 260 commercial food
premises. Of those premises a combined total of 72
Gas & Electricity interventions took place where
further action was required by the business
operator (17 electricity and 55 gas)
44 People were trained in 4 separate training events
towards the end of 2013/14.
31 designated visits took place to determine the
level of control premises had over legionella in
water systems. The focus of the inspections was
hotels, B&B’s, and residential care settings where
there was the greatest risk of proliferation and
dispersal of Legionella bacteria.
The Charter was launched in June 2013 and at that
stage there was significant interest in the Charter
from new businesses and those that had previously
been a recipient of the Hart Healthy Workplace
Award. Unfortunately interest in the Charter has
dropped significantly with only a handful of
businesses now committed to obtaining Charter
status and to date, not submissions have been
received.
In order to increase the level of interest funding of
£15,000 has been successfully obtained to re-launch
and publicise the Charter across Hampshire from
the Public Health District and Wellbeing grant
funding stream.
21
Health & Safety Newsletter
As part of the departmental commitment to
provide accessible information, advice and
training to businesses within Hart, the service
will produce and distribute an annual health &
safety newsletter to all businesses where Hart
has a responsibility for the enforcement of
health & safety.
Approximately 2500 premises received the health &
safety newsletter as part of the Hart for Business
publication in 2013/14.
Target: all businesses enforced by Hart
for health & safety to receive an enewsletter.
22
Environmental Health & Licensing Structure Chart
Nick Steevens
4296
David King
Principal Licensing Officer
4277
Neil Hince
Senior Environmental Health Officer
4280
Environmental protection
Contaminated land
Air quality monitoring
Jason Hedge
Senior Environmental Health Officer
4292
Food Safety
H&S in food premises
Food sampling liaison
Commercial nuisance
Paul Beaumont
Corporate Health & Safety Advisor
(Part-time Mon-Wed)
4084
Keith Burbidge
Licensing Enforcement Officer
4291
Jackie Priestman
Environmental Health Technical Officer
4276
Commercial nuisance
Environmental Protection
Public Health
Food safety
Nicola Ramsey
Senior Environmental Health Technical
Officer
4282
Food safety
H&S in food premises
Infectious diseases
Animal welfare licensing
Lynn Byfield
Dog Warden
4250
Stray dogs
Dog fouling
Barking dog complaints
Dog on dog attacks
Angela Semowo
Technical Support Officer
4496
James Hucklesby
4223
Environmental Protection
Contaminated Land
Nuisance
Joe Fullbrook
4287
Health & Safety
Private water supplies & water sampling
Drainage
Jazmine Green
Dog Warden Assistant
4237
Amy Tedder
Licensing Apprentice
4284
Saffron Knight
4279
Residential nuisance
Filthy & verminous premises
Community Burials
Drainage
PAPER E
Appendix B
Health & Safety Intervention Plan 2014-15
Intervention
Inspection of category A premises
Rationale for intervention
Premises previously identified as highest risk based upon previous
interventions and for which inspection is an appropriate intervention
type
Approximately 4 inspections
Reactive intervention –
(a) incident and ill health investigation
(b) Dealing with issues of concern and complaints
Customer complaints, RIDDOR reports, adverse insurance inspection
reports, local database interrogation, risk rating history, Police
referrals, intelligence from other enforcing authorities, evidence from
food safety inspections
Identifying the immediate and underlying causes of, and
remedying, matters of evident concern and poor
performance. Learning and applying the lessons to prevent
recurrence.
Encouraging duty holders to be active and ensuring
concerns and complaints from stakeholders are dealt with
appropriately.
Identifying the immediate and underlying causes of, and
remedying, matters of evident concern and poor
performance. Learning and applying the lessons to prevent
recurrence.
Encouraging duty holders to be active and ensuring
concerns and complaints from stakeholders are dealt with
appropriately
Approximately 80 interventions
Public Safety in Commercial Premises
The identification of uneven, slippery or unsafe walkways and floor
surfaces in commercial premises throughout the District
With the increasingly aging population in Hart the local
accident data is showing an increasing trend of slip and trip
accidents in predominantly retail establishments requires an
additional proactive focus.
The project will seek to encourage commercial premises to
which the public have regular and frequent access to
thoroughly and regularly assess their premises for slip and
trip hazards. The project will focus predominantly on retail
and catering establishments.
1
PAPER E
Appendix B
Bulk LPG tank gas safety
Originally a national initiative following leaks and explosion from
perished underground pipework in older bulk LPG installations, this
project is being expanded to include bulk LPG installations not
previously identified by the HSE.
The implications of a bulk LPG explosion are significant.
When liquefied petroleum gas (LPG) is stored and used
correctly it is a safe fuel, however, when it is inot the results
can be catastrophic. In May 2004 a gas leak from a corroded
buried pipe led to an accumulation of gas in the cellar of a
basement of a Glasgow plastics factory. This resulted in an
explosion which caused the collapse of the factory killing
nine people and injuring 33, some of them critically.
Blackbushe Market Traders Project
To secure compliance with food safety and health & safety legislation
in transient mobile food vendors trading within the district
Estimated number of premises - 20
The project will seek to ensure closer liaison with the
market authority to ensure effective regulation of new and
existing food vendors. The project will include further gas
safety checks with a designated gas safety engineer.
Warehousing, Distribution, Builders & Timber Merchants
As part of the National list of priorities for proactive intervention these
business types will be inspected in order to prevent fatalities and injuries
resulting from falls from height and collisions which could cause
amputation and crushing injuries.
This work is determined based on national accident
statistics for these specific business types. A list of premises
will be developed and a proactive inspection regime put in
place.
Health & Safety Training
To offer free H&S training in relevant topics to businesses in the
district.
Requirement of the Corporate Plan to offer 50 free places
2
Small and Medium enterprises often have very little access
to expert advice and training due to the structure of the
organisations and budgetary constraints.
The service will determine the level of demand for bitesized free seminars within the District and deliver courses
based on that demand.
PAPER E
Appendix B
This work is based on national evidence and statistics that
demonstrates a lack of suitable ventilation and/or unsafe
appliances in commercial catering establishments.
Carbon Monoxide – Solid Fuels
Commercial catering premises using solid fuel cooking equipment
Estimated number of interventions: 10
Officers will identify premises suing solid fuel cooking
equipment during routine food safety interventions and
address matters of evident concern and non-compliance
with health & safety legislation where health is put at risk.
Hampshire Workplace Wellbeing Charter
The Workplace Wellbeing Charter is a framework which provides a
holistic approach to health and wellbeing in the workplace (leadership,
managing absence, mental health and well-being, physical activity,
health and safety and tobacco, drugs and alcohol, and healthy eating). It
therefore directly supports the NHS and HSE initiatives and Council
objectives locally.
The Hampshire Workplace Wellbeing Charter (WWC) was
launched in June 2013.
The WWC has been developed by the Department of
Health and is an evidence-based, piloted, fully evaluated, and
nationally recognised award.
Target: Corporate Plan - Assist 10 employers a year to
achieve Workplace Wellbeing Charter status
Health & Safety Newsletter
As part of the departmental commitment to provide accessible
information, advice and training to businesses within Hart, the service
will produce and distribute an annual health & safety newsletter to all
businesses where Hart has a responsibility for the enforcement of
health & safety.
Target: all businesses enforced by Hart for health & safety to
receive an e-newsletter.
3
Providing simple and topical advice to businesses acts as a
means of preventing accidents and ill-health in the
workplace by educating and informing dutyholders and
employees.
The health & safety newsletter will be distributed
electronically to significantly reduce the costs associated
with printing and postage.
PAPER F
CABINET
DATE OF MEETING:
3 APRIL 2014
TITLE OF REPORT:
RELEASE OF FUNDING FOR PROVISION OF
ARTIFICIAL TURF FOOTBALL PITCH
Report Of:
Head of Leisure and Environmental Promotion
Cabinet Member:
Councillor Sara Kinnell, Leisure
1
PURPOSE OF REPORT
1.1
To agree the release of funding towards the construction of football facilities in
Fleet.
2
2.1
To agree to release to Hampshire County Council the sum of £179,250 plus
accrued interest for the construction of an artificial turf football pitch at Calthorpe
Park School, Fleet.
3
BACKGROUND
3.1
In June 2008 the Hart District Council (HDC) agreed to transfer a parcel of land, a
football pitch at The Key Elvetham Heath, to Hampshire County Council (HCC) to
enable the expansion of the adjacent school. HCC deposited a sum of money with
HDC specifically for the construction of an alternative pitch either at Hitches lane in
Fleet or an alternative site within three miles of Fleet town Centre. The agreement
between the parties was time banded such that if the funds were not expended on
football facilities by a given date HDC would be required to return the funds and
any accrued interest to HCC. The final date for project completion is 17th August
2015. HDC intended to construct the new pitch at land on Hitches Lane.
3.2
In May 2013 it became apparent that construction before the 17th August 2015
could not be guaranteed. In June 2013 HDC invited expressions of interest from
parties who might want to use these funds to construct the facilities specified in the
agreement between HCC and HDC( Appendix 1) The intention was to work to a
deadline such that if an applicant was successful in a bid for the funding but
subsequently could not match the timetable for construction there would be
sufficient time for HDC to offer the option to an alternative party. However despite
the receipt of expressions of interest the deadline of 30th November 2013 passed
without the receipt of a formal application from any party.
4
CONSIDERATIONS
4.1
The application form had been created in a manner that clearly identified the criteria
relating to the football facilities and required the applicant to provide sufficient detail
to enable a reasoned assessment of the applicants ability to meet the required
outcomes and any additional added value within the specific timeframe.
1
PAPER F
4.2
In December 2013 Hampshire County Council concluded its plans for the expansion
of Calthorpe Park School and submitted an expression of interest along with an
outline application for the funding. A formal completed application form followed in
January 2014. In March 2014 Fleet Town Council submitted an application for a
smaller facility than the HCC application. As both applications met the minimum
size criteria they both qualified for assessment. Appendix 2 table 2.1 compares the
two applications against the issues and against each other.
5
5.1
The Head of Finance has confirmed that the funding is contained within the HDC
capital receipts. The funds held by HDC relate to a contribution specifically
collected for the purpose of construction of football facilities in Fleet and Cabinet
approval of release of the funds is required
6
MANAGEMENT OF RISK
6.1
Members will see that Table 2.1 provides information from both applicants. The
major areas of risk are identified by the symbol “R”.
6.2
Each application offers a different facility mix and certainty of project achievement.
The fact that the FTC application does not have planning permission is of major
concern as is the fact that if its bid is successful and it then fails to comply with the
time table for whatever reason the facilities would not be constructed and the
funding would have to be returned to HCC.
7
CONCLUSION
7.1
The applications offer two distinct possibilities The route of least risk and most
certainty is the option presented by Hampshire County Council.
Contact Details:
[email protected], x4076
APPENDICES
Appendix 1 Expressions of Interest and Application Form
Appendix 2 Table 2.1 Comparison of applications for football funding
BACKGROUND PAPERS
Correspondence with Hampshire County Council / Calthorpe Park school
Correspondence with Fleet Town Council
2
PAPER F
Appendix 1
Leisure and Environmental Promotion department
Civic Offices, Fleet, Hampshire, GU51 4AE
www.hart.gov.uk
19th June 2013 V3
1.
OPPORTUNITY FOR A FINANCIAL CONTRIBUTION TOWARDS
FOOTBALL FACILITIES
1.1
Hart District Council (HDC) is seeking expressions of interest and applications from
Parish Councils, Town Councils and Schools in relation to the provision of football
facilities within three miles of the Fleet town centre. The HDC is in a position to
make a financial contribution of £179,250 towards the construction of new football
facilities which will be an addition to existing football pitches. In this instance the
definition of football facilities is specific. i.e.
“The provision of open space and either:
(a) An adult grass football pitch to Football Association standard with a minimum dimension
of 106m x 71m
OR
(b) a five-a-side floodlit artificial turf football pitch to Football Association standard with a
minimum dimension of 40m x 20m and a minimum of a 3G Football Association standard
playing surface”.
1.2
The funding period is limited by external caveats which Hart DC has no
control over. As a result the project must to be completed by no later
than 30th April 2015 and the football facilities must be within three miles
of Fleet town centre (defined for these purposes as Ghurkha Square). See
attached map.
2.
APPLICATION AND ASSESSMENT
2.1
REGISTRATION OF INTEREST AND APPLICATION
The enquiries and registration period will be open to interested parties from 8th July
to 18th August 2013 and parties should confirm their interest by writing to the Head
of Leisure and Environmental Promotion, Carl Westby, at [email protected].
Organisations subsequently wishing to apply for the funding must do so formally by
completing and submitting the electronic APPLICATION below to
[email protected] by no later than midday on the 30th November 2013.
Applications received after this deadline will not be accepted.
3
PAPER F
Appendix 1
2.2
REVIEW PERIOD
All formal applications will be considered by a panel of Members and officers on the
basis of the information submitted. An assessment period of 1st -20th December 2013
will be used to identify the most suitable bid(s).
2.3
NOTIFICATION PERIOD
The successful applicant will be notified by no later than 3rd January 2014. The
successful applicant will be required to accept the offer and enter into a delivery
agreement by 3rd February 2014. If the applicant is unable to do so then the offer
will be withdrawn and redirected to the next most suitable applicant.
2.4
ADDITIONAL INFORMATION
The time frame for completion of the project is specific as the availability of the
funding is directly related to a project completion date of 30th April 2015.
Accordingly the review of each application will include an analysis of the proposed
procurement process, the “milestone” delivery dates and the overall time-frame. To
assist with this analysis a Gant chart or similar should be submitted with the
application.
If your bid is successful you will be required to enter into a delivery contract
(para2.3) which will incorporate the project milestones contained in your submission.
You should be clear that if at any stage of the project you fail to deliver as per the
agreed milestone dates you will run the risk of the funding offer being withdrawn and
redirected to an alternative applicant. NB. HDC will not be responsible for any
financial or other commitment entered into by the applicant.
HDC is not in a position to underwrite any financial or other commitments that the
applicant chooses to enter into.
H DC will only release funds up to the actual cost of the project and in any case no
more than the fixed sum of £179250 plus any interest that may or may not have been
accrued during the project period.
3.
APPLICATION FORM
3.1
In order to comply with the terms required for the release of the financial
contribution you must comply with the definition of football facilities at Para 1.1
3.2
The expectation is that the successful organisation will provide a transparent
auditable value for money project which will demonstrate facility provision for a
cross section of users.
3.3
The application form is comprehensive. The responses will enable us to carry out a
balanced comparison and assessment of all applications so you must provide an
answer to all questions. An incomplete application will be a disadvantage.
4
Q1.
PAPER F
Appendix 1
Please supply the name and contact details of the Delivery Organisation and its
nominated project contact
A.1
Q2.
Please supply the name and address of the proposed project location and what it is
presently described as (e.g. agricultural land, public open space, restricted non public
space, school playing field). If required can you provide proof that you are presently
either the site owner or in possession of a long term lease on the site?
A.2
Q3.
Project description. i.e. what is it that you propose to deliver?
A.3
Q4.
The grant is for a specific sum of £179250 towards construction costs. Do you have
confirmed funds to meet any additional costs that would be incurred should your bid
be successful?
A.4
Q5.
Do you have any evidence to support the need for the project? If so please note here
or attach as appendix A5
A.5
Q6.
Do you have planning permission for the project?
A6.
If you do not have planning permission prior to submission of this application and
you are subsequently successful in your funding bid to HDC you will be required to
obtain planning permission within 14 weeks of the offer being made to you. Failure to
do so will result in the offer being withdrawn and redirected to the next most
suitable applicant.
Q7.
Have you consulted Sport England on your proposal? If so please attach the response
as appendix A7
A.7
Q8.
Ignoring Q6 and Q7 have you identified any other actual or perceived restrictions on
the use of this location for the project? (e.g. restrictive covenants, operating periods,
community objections, contamination). If so please list them and attach the mitigation
plans where appropriate as appendix A8
A.8
Q9.
Added value is an important aspect of the application process. Please list all of the
existing relevant built facilities (e.g. usable changing rooms) or sports pitches/courts
5
PAPER F
Appendix 1
presently at the location and how you intend to enhance or remove any if your bid is
successful. NB. Further details may be requested as part of the assessment process
A.9
Q10. If there are any other confirmed sports or play or associated projects for this
location that you are intending to deliver either before or in parallel with this football
project please provide details and any supporting information
A10
Q11. It is important to understand that the reason for the existence of the funding is the
requirement to increase the total number of football pitches in the area by one. Can
you confirm that this project will achieve this and will not be used as an opportunity
to refurbish existing facilities/ reinstate unused facilities/ replace any other sporting
facilities within any sites for which you are responsible
A.11
Q12. Please append your business plan (as appendix A12) to identify as a minimum:
A12.1 The estimated total capital cost of the project and the confirmed/proposed funding
sources
A12.2. The estimated annual revenue income /expenditure relating to the first three years of
operational life including lifecycle costs. (To ensure parity please assume that the life
of the artificial grass carpet is eight years). Do include the central admin/central
support costs, any capital equipment repayments/leasing charges and any direct
capital charges that will be allocated to this revenue budget).
A12.3. The pricing strategy to be adopted during the first three years of the project life
A12.4. The proposed operational period(s) and the security arrangements outside of those
specific times. Be aware that planning conditions could restrict operations
A12.5. The direct and indirect staffing resources and admin services to be used to manage
the facility once it is operational
A12.6. If you are intending to produce a football development plan please attach it.
Q13. Please describe the procurement process and timescale that you intend to follow to
deliver the project if your bid is successful. Attach a Gant chart or similar referred to
at para 2.4 as appendix A13
A13
Q14. If you have any other relevant information or evidence that you wish to submit
please note it below or attach as appendix A14.
A14.
6
PAPER F
Appendix 2
Table 2. 1 Comparison of applications for Football funding
No
Issue
1
Conforms to
minimum
requirement of 40m
x 20m
3G turf
Site ownership
2
Hampshire County
Council (HCC) /
Calthorpe School
Yes.
Fleet Town Council
97.5m x 61m
3G artificial turf
61m x43m
3G artificial turf
Owned freehold by H CC
Owned freehold by FTC
Yes
3
Project costs
identified
Yes
Yes
4
Additional funds
confirmed
Approved by HCC Executive
Member October 2013
Approved by Fleet Town
Council March 2014
5
Evidence of need
Sport England Market
Segmentation Tool.
FTC has identified that 30
teams presently play outside
the parish area due to the
lack of facilities.
Sport England Facility
Planning Model
HCC Childrens Services ;
demand model for pupil
curriculum requirements
6
Planning permission
R
7
R
Actual or perceived
restrictions on the
location
Petition received from a local
football club.
FTC states that a recent
consultation resulted in 73%
of 720 respondents
supporting the proposal and
that this is statistically
accurate to within 5% of the
population
Application granted
08.01.2014
Not applied for at date of
report production 19.0.14.
(ref 13/02411/hccrg3)
Stated intention is to apply by
no later than 21.04.14
All planning conditions
enacted.
Planning conditions not yet
determined
No other issues identified
No other issues identified
7
PAPER F
Appendix 2
8
Additional
improvements to
allied facilities
(added value)
What other
confirmed sports,
play or associated
facilities are
intended to be
constructed in
parallel with or post
this project
On site changing rooms
recently refurbished
On site changing rooms
recently refurbished
Parallel construction of :
1 x 9 v 9 natural turf
football pitch
1 x Multi Use Games Area (
size unknown) .
No confirmed additional
facilities facilities. A
“development plan” is under
consideration for this park
with support from a friends
group
10
Will the project
result in an increase
in the number of
football pitches
Yes
Yes
11
Has a 3 year viable
business plan been
submitted
Yes
Yes
12
Is the business plan
supported by a
pricing strategy
Yes. Year 1 -3 fixed.
Subsequent years to match
supply/ demand
Yes. Year 1 -3 fixed.
Subsequent years to be
dictated by similar local
facilities
13
What are the
proposed
operational periods
Under the terms of the
planning consent and as a
result of localised
consultation where (S) =
school and (C) = community
the following has been
confirmed.
As planning permission has
not yet been determined
these may be the subject of
amendment but the following
are proposed where ( C ) =
community
9
Term Time
(S) Mon – Fri 09.00 – 16.30
( C ) Mon – Fri 16.30 – 21.30
School Holidays
( C ) Mon – Fri 09.00 – 21.30
Term time and school
holidays
( C ) Sat 09.00 – 19.45
(C ) Sun 09.00 – 17.45
15
Staffing availability
Admin and bookings - Yes
Sports coaching – Yes
8
Term time and school
holidays
( C ) Mon – Fri 17.00 – 21.00
( C ) Sat 09.00 – 21.00
( C ) Sun 09.00 – 21.00
Admin and bookings – Yes
Sports coaching - Yes
PAPER F
Appendix 2
16
On line booking
Yes
facilities
Ref section 12.6 of
A suitable plan has been
the application form. submitted
“If you are
intending to produce
a football
development plan
please attach it
Yes
18
Procurement
process
A recognised process has
been used to appoint the
main contractor.
A project time table has been
submitted
19
Will the project be
completed by 17th
Aug 2015
No. Estimated completion
date is October 2105
A consultant/advisor has been
appointed and will assist with
the procurement using a
recognised process.
A project time table has been
submitted
Proposed completion date is
Oct 2014 but planning
permission has not been
granted so this date us
unlikely to be met
17
R
20
R
A plan has not been
submitted. The FTC intention
is to produce a plan which
will follow the format
required by the Football
Association National Game
Plan
If planning permission is
granted by no later than Jan
2015 applicants state the
project could be completed
by 17th August 2015.
If the project is not
completed by 17th
Aug 2015 will Hart
District Council be
required to return
the funding to Hants
County Council
No
Yes
R = Main areas of risk
9
PAPER G
CABINET
DATE OF MEETING:
3 APRIL 2014
TITLE OF REPORT:
RELEASE OF S106 FUNDING TO HOOK PARISH
COUNCIL
Report Of:
Head of Leisure and Environmental Promotion
Cabinet Member:
Councillor Sara Kinnell, Leisure
1
PURPOSE OF REPORT
1.1
To agree the release of S106 funding towards football pitch improvements in Hook.
2
2.1
To agree the release of £89,000 of S106 funding.
3
BACKGROUND
3.1
Hook Parish Council (HPC) manages a variety of sports pitches within its parish. For
some time now demand for football has been growing among the younger members
of the community and the utilisation of the existing pitches has consequently
reached its optimum capacity. The HPC discussed the issue with the various
stakeholders and the Hampshire Football Association and came to the conclusion
that only two options were viable:
a) construct additional pitches at a location yet to be determined; and
b) improve the drainage at King George V Playing Fields such that the site could
become a multi sports site.
3.2
HPC commissioned a feasibility study to determine how to improve the King Gorge
V Playing Fields and at what cost. HPC subsequently accepted the recommendations
and submitted an application to Hart District Council for S106 funding to fund its
chosen approach.
4
CONSIDERATIONS
4.1
Whilst the pitches are the responsibility of HPC the delivery of football as a sport is
via a number of local not for profit voluntary clubs; these clubs cannot afford to fund
improvements to public playing pitches. The proposed use of the funding would
match the HDC aim of enabling the HPC to assist voluntary sports clubs to deliver
activities for the local community whilst achieving an objective contained within the
Hook Parish Plan.
4.2
The submission by HPC is comprehensive and clearly meets the criteria relating to
the use of S106 funds. HPC has requested that should the application for funding be
successful the drawdown would be in accordance with the series of staged payment
dates contained in the construction contract.
1
PAPER G
5
5.1
The Head of Finance confirms that the funding is contained within the parish
element of S106 contributions collected for use in the geographical parish of Hook.
6
MANAGEMENT OF RISK
6.1
HPC has submitted a copy of the feasibility study and the estimated project fees.
The responsibility for management of the project sits with HPC and funds will be
released in stages only upon proof of project stage completion.
7
CONCLUSION
7.1
The release of S106 funding for this project would support the improvement of
football facilities in Hook.
Contact Details:
[email protected], x4076
APPENDICES
Nil
BACKGROUND PAPERS:
Correspondence with Hook Parish Council
Feasibility Study for Hook Parish Council
Report to Capital Board; March 2013
2
PAPER H
CABINET
DATE OF MEETING:
3 APRIL 2014
TITLE OF REPORT:
GREEN LANE CAR PARK, BLACKWATER
Report of:
Head of Technical and Environmental Services and
Head of Housing Services
Cabinet member:
Councillor Jonathan Glen, Environment, and
Councillor Dr Anne Crampton, Health and Housing
1
PURPOSE OF REPORT
1.1
To consider offers and agree terms for the sale of Green Lane Car Park,
Blackwater.
2
2.1
That offer A for the purchase of Green Lane Car Park, Blackwater, as detailed in
confidential Appendix B is accepted, subject to the condition given in paragraph 9.1
of confidential Appendix B.
2.2
That the Cabinet Members for Environment and Health and Housing are jointly
delegated authority to agree acceptance of offer B without the need for further
Cabinet approval, in the event that either:
1.
2.
the sale is not completed within six weeks from the date of acceptance of
the offer.
2.3
fenced and used to fund the provision of affordable housing, prioritising areas of the
district affected by the Special Protection Area (SPA), including the Blackwater area.
2.4
That the Cabinet Member for Environment and the Cabinet Member for Health and
Housing are jointly delegated authority to agree any minor amendments to the
terms for the sale of Green Lane Car Park should this be required.
3
BACKGROUND
3.1
Green Lane car park was closed in 2002. Since then the Council has been exploring
the possibility of developing the site for affordable housing. This has not been
implemented for the reasons outlined in exempt Appendix C.
3.2
The site comprises approximately 0.35 acres (including part of the access road but
not including 1 Green Lane which adjoins the site on the north west boundary) see
location plan at Appendix A.
1
PAPER H
3.3
In July 2013, the Council’s Capital Board agreed that the former car park site at
Green Lane, Blackwater should be marketed. As a result the Council has received
the offers detailed in exempt Appendix B.
3.4
Offers to purchase Green Lane Car park were considered by Cabinet in March
2014. A decision on acceptance of these offers was, however, deferred to allow
officers to seek clarification on the terms.
4
CONSIDERATIONS
4.1
In 2009 the Council’s Cabinet was presented with a petition asking for Green Lane
Car Park to be reopened to provide public car parking. As a consequence the
Council appointed consultants to carry out a study and make recommendations on
the need for future parking provision in Blackwater. The study concluded that there
is no shortage of parking in Blackwater and that it is not necessary to reopen Green
Lane Car Park.
4.2
Both District Council Ward Members have been consulted on the proposal to sell
Green Lane car park and have indicated that they will be present at Cabinet when
this report is discussed.
4.3
There are few opportunities for providing affordable housing in the Blackwater area
of the district due to the Special Protection Area (SPA). Efforts have been made to
resolve the issues relating to the development of this site. Despite efforts since 2002
to achieve a development, it is now apparent that affordable housing can be
delivered by adopting a more cost effective and productive means. This would use
the sale proceeds generated from the site in a targeted way.
4.4
The Head of Housing is working with Sentinel Housing Association to develop a
scheme that will facilitate the purchase of properties from the open market. These
properties will be let as affordable housing. It is proposed that the capital receipt
from the sale of the car park be used to fund an Existing Satisfactory Purchase
Scheme, and the refurbishment of 1 Green Lane to bring it back into use as
affordable housing.
4.5
The Head of Housing is also working with Sentinel Housing Association to get a
quote for the costs of refurbishing 1 Green Lane to bring it up to the Decent
Homes Standard. Sentinel has quoted £73k for the works. This would enable 1
Green Lane to be brought back into use as family sized affordable housing.
5
5.1
Valuation advice on the car park site is attached at exempt Appendix C.
5.2
This report recommends that the proceeds from the sale of Green Lane Car Park
are ring fenced and used to fund affordable housing.
6
ACTION
6.1
If the recommendations of this report are agreed then the Council’s legal service
will be instructed to complete the sale of Green Lane Car Park.
2
PAPER H
Contact Details:
John Elson – Head of Technical and Environmental Services/ Extension 4491 / e-mail:
[email protected]
Phil Turner – Head of Housing Services / Extension 4420 / email: [email protected]
APPENDICES
Appendix A – Location plan of Green Lane Car Park
CONFIDENTIAL APPENDICES
Appendix B – Summary and comparison of offers received.
Appendix C – Valuation and Marketing Advice
Background Papers:
Cabinet Report – Petition to re-open Green Lane Car Park, Blackwater, October 2009
Cabinet Report – Green Lane Car Park. Blackwater, March 2014
3
Green Lane
Car Park Site
Blackwater
SITE PLAN
2
E
ub
lS
a
St
38
44
36
34
32
18
PH
Shelter
TCBs
61.0m
19
se
1
PH
ta
ub S
El S
62.8m
2
M
Hou
anor
20
PO
12
14
16
1
House
64.6m
37
29
Blackwater
14
10
OO
BR
9
M
11
2
7
1
13
12
2
1
NE
R
N
16
EW
Pond
O
AD
Spring
GR
EE
N
13
LA
Spring
9
St
a
30
25
El
S
ub
27
41
1:1,250
0 3 6 12 18 24 30
Metres
This map is based on Ordnance Survey material with the permission of Ordnance Survey on behalf
of the Controller of Her Majesty's Stationery Office © Crown copyright. Unauthorised reproduction
infringes Crown copyright and may lead to prosecution or civil proceedings. No Further copies may be made.
Hart District Council 100019202.
Civic Offices
Harlington Way
Fleet, Hampshire
GU51 4AE
CABINET
KEY DECISIONS/ WORK PROGRAMME AND EXECUTIVE DECISIONS MADE
April 2014
Cabinet is required to publish its Key Decisions and forward work programme to inform the public of issues on which it intends to make policy or
decisions. The Overview and Scrutiny Committee also notes the Programme, which is subject to regular revision.
Report Title
Ref
(Note 1)
Outline/Reason for
Report/Comments
Original
Due
Date
Revised
Due
Date
Key
Decision
Y?
Cabinet
Member
(Note 2)
Service
(Note 3)
KC
TS&EM
Green Lane Car Park
July 11
Report on future options
Service Plans
Annual
Service Plans 2014/15
April 14
April 14
Food Safety Service Plan
Annual
For approval
April 14
JK
EH
Fleet Football Facilities
Mar 14
For approval
April 14
SK
L&EP
Release of S106 Funding to Hook
Parish Council
Mar 14
For approval
April 14
SK
L&EP
Business Rate Relief and Flooding
Relief Schemes
Mar 14
For approval
April 14
KC
F
Business Rate Reliefs and
Discretionary Council Tax
Reductions
Mar 14
For approval
April 14
KC
F
Textile Banks
Nov 13
Proposal
Jan 14
JG
TS&EM
Equality Policy
Mar 14
For approval - Revised Corporate
Equality Policy And Meeting The Public
Sector Equality Duty
May 14
KC
CD
Community Safety Partnership
Merger
Dec 13
Report
April 14
JK
CS
Revenue and Capital Outturn
2013/14
Annual
Report on outturn
July 14
KC
F
May14
July 14
PAPER I
1
All
Report Title
Ref
(Note 1)
Outline/Reason for
Report/Comments
Outside Bodies
Annual
To confirm representatives on Outside
Bodies
Treasury Management Progress
Twice
Yearly
Edenbrook Country Park
Management Plan
Cabinet
Member
(Note 2)
Service
(Note 3)
July 14
KC
CX
Outturn and Report
July 14
Nov 14
KC
F
Sept 13
For approval
Feb 14
SK
L&EP
Economic Development
Twice
Yearly
Progress Report
July 14
Nov 14
KC
CX
Victoria Road Car Park – Pay on
Exit
Council Tax Support Scheme
Jan 14
Update from Task and Finish Group
July 14
JG/GE
TS&EM
July 14
KC
F
Quarterly monitoring
Aug 14
KC
F
KC
F
Quarterly Budget Monitoring
Feb 14
Quarterly
Original
Due
Date
Revised
Due
Date
July 14
Key
Decision
Y?
Y
Y
Setting the Council Tax Base
Annual
Report
Nov 14
Mar 14
Jan 15
Treasury Management Strategy
Annual
Update
Feb 15
KC
F
2014/15 Revenue Budget, Capital
Programme and Council Tax
Proposals
Leisure Centre Operation
Annual
Approval. Recommendation to Council. Feb 15
KC
F
SK
L&EP
April/May
15
2
Y
Notes:
1 Date added to Programme
2 Cabinet Members:
KC
Crookes
JG
Glen
3 Service:
CX
Chief Executive
CS
Community Safety
F
Finance
SLS
Shared Legal Services
BB
JK
Burchfield
Kennett
AC
SK
Crampton
Kinnell
GE
SP
Evans
Parker
CD
HS
DS
MO
Corporate Director
Housing Services
Democratic Services
Monitoring Officer
P&ER
L&EP
TS &EM
EH
Planning and Environmental Regulation
Leisure and Environmental Promotion
Technical Services and Environmental Maintenance
Environmental Health
EXECUTIVE DECISIONS - None
PAPER I
3
CABINET
Date and Time:
3 April 2014 at 7pm
Place:
Council Chambers, Civic Offices
Present:
COUNCILLORS
Crookes (Chairman)
Crampton, Evans, Glen, Kennett, Kinnell, Parker
In attendance: Councillors Collett, Neighbour, Oliver, Morris, Wheale
Officers:
Geoff Bonner
Patricia Hughes
Tony Higgins
Nick Steevens
John Elson
Lorraine Pallas
128
Chief Executive
Corporate Director
Head of Finance
Head of Environment and Technical Services
Capita
MINUTES OF PREVIOUS MEETING
The Minutes of the meeting of 6 March 2014 were confirmed and signed as a correct
record.
129
APOLOGIES FOR ABSENCE
Apologies had been received from Councillor Burchfield.
130
CHAIRMAN’S ANNOUNCEMENTS
The Chairman announced that item 10 on the Agenda, Release of Funding for
Provision of Artificial Turf Football Pitch, would be taken after item 6, to facilitate
public participation.
131
DECLARATIONS OF INTEREST
Councillor Glen declared an interest in item 10 on the Agenda (see above) as a
Hampshire County Councillor and announced his intention to abstain from this
resolution.
132
PUBLIC PARTICIPATION (ITEMS PERTAINING TO THE AGENDA)
Members of the public and Fleet Town Council attended to participate in the
discussion. See Minute 134 below.
CAB.34
133
LEISURE CENTRE WORKING GROUP
The minutes of the meeting of 17 March 2014 were noted.
134
RELEASE OF FUNDING FOR PROVISION OF ARTIFICIAL TURF
FOOTBALL PITCH
Cabinet were asked to agree the release of funding towards the construction of
football facilities in Fleet. Members of Fleet Town Council and the public attended to
participate in the discussion.
Discussion centred around:
Deadline dates for the bids
S106 agreements
Proposed pitch larger than originally proposed
Hours of availability of the pitch to the community
Effect on properties, highway and potential vandalism at Ancells should the
pitch be located there
The Fleet Town Council public consultation
After deliberation Members agreed to the resolution as proposed.
RESOLVED
That the release to Hampshire County Council the sum of £179,250 plus accrued
interest for the construction of an artificial turf football pitch at Calthorpe Park
School be agreed.
135
SERVICE PLANS 2014-15
Members were asked to approve the Service Plans for 2014/15, as set out in
Appendix 1. A correction on page 17 – replacement HLC, core facility mix, should
read July14 – was noted.
RESOLVED
That the 2014/15 Service Plans be approved.
136
BUSINESS RATE RELIEFS AND DISCRETIONARY COUNCIL TAX
REDUCTIONS
Approval was sought for the Business Rates Retail Relief and Flooding Relief
Schemes, and for the granting of discretionary Council Tax Discounts to
householders affected by flooding.
RESOLVED
1
That the introduction of the Discretionary Business Rates Retail Relief
scheme as shown in Appendix 1be approved.
CAB.35
137
2
That the operation of a Discretionary Business Rates Flooding Relief scheme
in accordance with the Government’s published guidance, with applications
Finance be approved.
3
That the award of discretionary discounts to Council Taxpayers who have
suffered exceptional hardship or misfortune due to flooding, with applications
Finance be approved.
plans. The report detailed the plan for the current financial year which required
formal adoption by Council.
That the Food and Health & Safety Service Plan 2014-15 (FHSSP) be approved.
138
RELEASE OF S106 FUNDING TO HOOK PARISH COUNCIL
Cabinet were asked to agree the release of S106 funding towards football pitch
improvements in Hook.
RESOLVED
That the release of £89,000 of S106 funding be agreed.
139
GREEN LANE CAR PARK
Members were asked to consider offers and agree terms for the sale of Green Lane
Car Park, Blackwater.
RESOLVED
1
That offer A for the purchase of Green Lane Car Park, Blackwater, as detailed
in confidential Appendix B is accepted, subject to the condition given in
paragraph 9.1 of confidential Appendix B.
2
That the Cabinet Members for Environment and Health and Housing are
jointly delegated authority to agree acceptance of offer B without the need
for further Cabinet approval, in the event that either:
1.
2.
3
the sale is not completed within six weeks from the date of acceptance
of the offer
fenced and used to fund the provision of affordable housing, prioritising areas
CAB.36
of the district affected by the Special Protection Area (SPA), including the
Blackwater area.
4
140
That the Cabinet Member for Environment and the Cabinet Member for
Health and Housing are jointly delegated authority to agree any minor
amendments to the terms for the sale of Green Lane Car Park should this be
required.
CABINET WORK PROGRAMME
The Cabinet Work Programme was considered and amended.
The meeting closed at 8.15 pm
CAB.37

NOTICE OF MEETING Meeting

Transcription

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