Agenda and minutes

Venue: Hurstwood Room, Public Service Plaza, Civic Centre Road, Havant, Hampshire PO9 2AX. View directions

Contact: Penny Milne  Democratic Services Team Leader

Items
No. Item

166.

Apologies for Absence

To receive and record any apologies for absence.

Minutes:

Apologies were received from Councillors Davis, Pike, Rees and D Smith.

167.

Declarations of Interests

To receive any declarations of interests from Members.

Minutes:

There were no declarations of interest.

168.

Minutes pdf icon PDF 114 KB

To confirm the minutes of the last meeting held on 21 February 2018.

Minutes:

Proposed by Councillor Keast and seconded by Councillor K Smith, it was

 

RESOLVED that the minutes of the meeting of the Council held on 21 February were approved as a correct record.

169.

Charter for Elected Member Development

The Mayor to receive a formal presentation of the Charter Award from Councillor Richard Burrett, Deputy Leader of West Sussex County Council and a Member of South East Employers Executive Committee.

Minutes:

On behalf of the Council the Mayor received formal presentation of the Charter for Elected Member Development awarded to the Council by South East Employers.  The presentation was given by Councillor Richard Burrett, Deputy Leader of West Sussex County Council and a member of South East Employers’ Executive Committee.

 

Having received the award, the Mayor thanked Councillor Burrett for taking the time to attend the meeting and address the Council.

170.

Park Community School and Tuppenny Barn Organics pdf icon PDF 4 MB

The Council to receive a joint presentation from Steven Cross, Head Chef at Park Community School and Maggie Haynes of Tuppenny Barn Organics, on their work to promote healthy eating among young people in the Borough.

Minutes:

The Council received a presentation from Steven Cross of Park Community School and Maggie Haynes of Tuppenny Barn Organics, on their work to promote healthy eating among young people in the Borough, working with local business and volunteer groups.

 

Councillors were given an opportunity to ask questions following the presentation, which is published on the Council’s website alongside these minutes.

 

The Mayor thanked both Mr Cross and Ms Haynes for their interesting and informative presentation.

171.

Mayor's Report pdf icon PDF 36 KB

To be circulated separately.

Minutes:

There were no questions in connection with the Mayor’s published report to Council.

172.

Public Questions under Standing Order 13.4(f)

To receive questions from, and provide answers to, the public, provided they have been submitted in accordance with the requirements of Standing Order 13.4(f).

Minutes:

There were no public questions.

173.

Committee Recommendations

To consider the following recommendation to Council arising from the meeting of the Governance and Audit Committee held on 14 March 2018:

 

https://havantintranet.moderngov.co.uk/ieListDocuments.aspx?CId=338&MId=10394&$LO$=1

 

(A)         Corporate Surveillance Policy and Procedure

 

RECOMMENDED to Council that the amended Corporate Surveillance Policy be adopted, subject to the following amendment on page 4 of the report to the Governance and Audit Committee on 14 March 2018:

‘Tom Horwood, Executive Director’ be updated to read ‘Gill Kneller, Executive Director’.

 

(B)         Amendments to the Constitution

 

RECOMMENDED that the Council amends Standing Orders 1.11 and 6.14 of the Constitution as follows:

 

Standing Order 1.11

 

Every member of the Council must within twenty eight days from the start of each municipal year sign a declaration on a form supplied by the Democratic Services Team, that she or he has read and understood the Council’s latest version of the Constitution.

  

Standing Order 6.14

  

Every member of the Council must within twenty eight days from being appointed to a Committee, Sub-Committee or Board sign a declaration on a form supplied by the Democratic Services Team, that he or she has read and understood the terms of reference for each committee, sub-committee or board he or she has been appointed to. A failure to comply with this standing order will be considered as a breach of the adopted Councillor’s Code of Conduct. 

 

* amendments shown in bold

Minutes:

(A)       Corporate Surveillance Policy and Procedure

 

Councillor K Smith presented a recommendation arising from the meeting of the Governance and Audit Committee held on 14 March 2018.

 

Proposed by Councillor K Smith and seconded by Councillor G Shimbart, it was

 

RESOLVED that the Corporate Surveillance Policy and Procedure be approved with an amendment to page 4 of the report to the Governance and Audit Committee on 14 March 2018 as follows:

 

“Tom Horwood, Executive Director” be updated to read “Gill Kneller, Executive Director”

 

(B)       Amendments to the Constitution

 

Councillor K Smith presented a recommendation arising from the meeting of the Governance and Audit Committee held on 14 March 2018.

 

Proposed by Councillor K Smith and seconded by Councillor Buckley, it was

 

RECOMMENDED that the Standing Orders be amended as follows:

 

Standing Order 1.11

 

Every member of the Council must within twenty-eight days from the start of each municipal year sign a declaration on a form supplied by the Democratic Services Team, that she or he has read and understood the Council’s latest version of the Constitution.

 

Standing Order 6.14

 

Every member of the Council must within twenty-eight days from being appointed to a Committee, Sub-Committee or Board sign a declaration on a form supplied by the Democratic Services Team, that he or she has read and understood the terms of reference for each Committee, Sub-Committee or Board he or she has been appointed to.  A failure to comply with this standing order will be considered as a breach of the adopted Councillors’ Code of Conduct.

 

*amendments shown in bold

 

As an amendment, it was proposed by Councillor Briggs and seconded by Councillor Cheshire that:

 

The words ‘and understood’ be removed from the proposed amendment to Standing Order 1.11.

 

Having taken a vote, the Mayor declared the amendment CARRIED.  The Mayor then put the substantive proposition, proposed by Councillor Briggs and seconded by Councillor Cheshire, it was

 

RESOLVED that the Council’s Standing Orders be amended as follows:

 

Standing Order 1.11

 

Every member of the Council must within twenty eight days from the start of each municipal year sign a declaration on a form supplied by the Democratic Services Team, that she or he has read the Council’s latest version of the Constitution.

 

Standing Order 6.14

 

Every member of the Council must within twenty eight days from being appointed to a Committee, Sub-Committee or Board sign a declaration on a form supplied by the Democratic Services Team, that he or she has read and understood the terms of reference for each Committee, Sub-Committee or Board he or she has been appointed to.  A failure to comply with this standing order will be considered as a breach of the adopted Councillors’ Code of Conduct.

174.

Leader's Report pdf icon PDF 48 KB

To be circulated separately.

Minutes:

In addition to presenting his published report, Councillor Cheshire took the opportunity to thank the following Councillors, who would not be standing for re-election in May 2018, for their contribution in their various roles:

 

Councillor Lance Quantrill, Bondfields Ward, 2016 to 2018

Councillor David Smith, Bedhampton Ward, 2013 to 2018

Councillor Faith Ponsonby, Battins Ward, 2006 to 2018

Councillor Mike Fairhurst, Barncroft Ward, 2006 to 2018

Former Councillor Andy Lenaghan, Hayling West Ward, 2003 to 2018

Councillor Gwen Blackett, Purbrook Ward, 1974 to 2018

 

In recognition of Councillor Mrs Blackett’s exceptional contribution over a period of 44 years, the Mayor thanked her and presented a bouquet of flowers on behalf of the Council.

175.

Cabinet Lead Reports pdf icon PDF 469 KB

To be circulated separately.

Additional documents:

Minutes:

In addition to her published report, Councillor Bowerman reported that the new councillor induction programme had been agreed by the Councillor Development Panel and encouraged all councillors to attend the various sessions.

 

In addition to her published report, Councillor Turner reported that Citizens Advice Havant had recently secured a commission to provide advice services over an 18 month period.  The new approach to delivering advice services would ensure value for money and better access for customers.

 

Councillor Guest gave a verbal update on current priorities within his portfolio, including an update on the new Local Plan public consultation.

176.

Cabinet Leads and Chairmen's Question Time

(i)                the Leader and Cabinet Leads to answer questions on matters within their respective reports.

 

(ii)           Chairmen to answer questions on their minutes since the last Council meeting

Minutes:

The Cabinet Leads took questions from Councillors on their published reports and the Committee Chairmen on their respective minutes.

177.

Questions Under Standing Order 23 pdf icon PDF 45 KB

To receive questions from Councillors in accordance with the requirements of Standing Order 23.4(a).

Minutes:

(1)          From Councillor Francis to Councillor Bowerman

 

As Councillors representing residents in our wards, it has always been the practice that, when difficulties arose, we would have a quick word and advice from our officers and usually problems could be quickly resolved. With the new regime of reporting to Customer Services these links and the Councillor role are being eroded.

 

In response to messages all I get is a report number and the assurance that the matter will be looked into.  There seems to be no acknowledgement of our responsibilities.

 

Are you concerned that the role of Councillor, with responsibility to care for our residents and wards, is rapidly disappearing?

 

Do you have a plan to create a less impersonal system?

 

Response:

 

Thank you for the question regarding Councillors representing residents and the reporting links to Customer Services.

 

To be clear, there is no new regime. Councillors can and do, speak with officers to relay issues, give feedback or look for help in answering residents’ queries i.e. signposting.

 

The important link with Customer Services is when there is a request for service or complaint, that this is captured and sent on to the correct team, so the interaction is not lost and the service can respond and complete the work.

 

The role of the Councillor continues to be important in helping our residents resolve questions and understand the complex structures of Local Government.

 

(2)          From Councillor Francis to Councillor Bains

 

"Serving You” has been an important and appreciated source of information for our residents.

 

There are questions that arise from the proposal, accepted by the Cabinet, that in future it is to be financed by outside advertising.

 

As this is a Havant Borough production are there to be careful editorial principals about the kind and prominence of the advertisements published?

 

Is there some policy to ensure that the advertisements do not get in the way of the Borough news that we want the public to see?

 

Would we be seen to be recommending or guaranteeing products advertised?

 

Has this matter been thoroughly investigated and rules set?

 

Response:

 

Serving You magazine already carries advertising from 'like-minded' and partner organisations such as PCC, Horizon Leisure and the Police, Fire, etc.

 

The HBC Advertising Policy will ensure that the type and content of future adverts will remain principled. It contains a list of the prohibited types of material and content.

 

The spaces available for adverts will fit in with the magazines template and design grid which means that they are restricted to standard sizes (quarter, half and full page). These mostly take up what are considered to be less prominent page positions, for example: left hand pages, and page bottoms, etc.

 

Adverts will also look noticeably different from the magazine brand style and will be easily identified as advertising by the reader. The graphic design team will also ensure that there will be a clear visual distinction between our content and adverts using colours, graphics and corporate style. This consistent approach will  ...  view the full minutes text for item 177.

178.

Urgent Questions Under Standing Order 23

To receive urgent questions from Councillors submitted in accordance with the requirements of Standing Order 23.4(b).

Minutes:

There were no urgent questions.

 

179.

Notices of Motion

To consider any Motions received in accordance with Standing Order 14.

Minutes:

There were no notices of motion.

180.

Acceptance of Minutes pdf icon PDF 104 KB

The Council to receive the following minutes of Committees held since the last meeting of the Council:

 

Development Management Committee – 22 February 2018

Cabinet – 14 March 2018

Governance and Audit Committee – 14 March 2018

 

Additional documents:

Minutes:

Proposed by Councillor Branson and seconded by Councillor Wilson, it was

 

RESOLVED that the minutes of committees held since the last meeting of the council be received.

Councillor Cheshire

Councillor Buckley was given an opportunity to thank Councillor Cheshire for his contribution as a highly effective Councillor since his election in 2006.  In particular, Councillor Buckley referred to Councillor Cheshire’s proactive efforts to engage with all members of the Council in his role as Leader since 2014 and to encourage members, in their various roles, to become actively involved in taking forward the Council’s strategic priorities.  On behalf of the Council, Councillor Buckley wished Councillor a long and happy retirement.