Agenda and minutes

To receive and record any apologies for absence

There were no apologies for absence.

To confirm the minutes of the meeting of the Cabinet held on 18 November 2015 and the extraordinary meeting held on 20 January 2016.

The minutes of the Cabinet meetings held on 18 November 2015 and 20 January 2016 were approved as a correct record.

To consider any matters arising from the minutes of the last meeting.

There were no matters arising from the minutes of the last meetings.

To receive and record any declarations of interest.

There were no declarations of interests from any of the members present.

There were no matters the Chairman wished to report.

To note the following Minutes and Delegated Decisions:

(1)          Minutes of the meeting of the Portchester Crematorium Joint Management Committee held on 14 December 2015.

(2)          Annual Monitoring Report;

http://havant.moderngov.co.uk/documents/s14948/Enclosure%20for%202015%20Annual%20Monitoring%20Report.pdf

(3)          Government Consultation on CIL;

(4)          Representation on Outside Bodies – Leigh Park Community Association Management Committee; and

(5)          Proposed TRO in Rest-a-Wyle Avenue and Kings Road.

RESOLVED that the following minutes and delegated decisions be noted:

(1)          Minutes of the meeting of the Portchester Crematorium Joint Management Committee held on 14 December 2015;

(2)          Annual Monitoring Report;

(3)          Government consultation on CIL;

(4)          Representation on Outside Bodies – Leigh Park Community Association Management Committee;

(5)          Proposed TRO in Rest-a-Wyle Avenue and Kings Road.

With regard to (4) above, Cabinet was advised that, since the delegated decision had been taken, the Association has been dissolved and that this appointment was no longer required.

The Cabinet considered a report and recommendations from the Scrutiny Board setting out guidance for Councillors on managing risks when working alone.

RESOLVED that the draft Councillor Lone Working Procedure be circulated to all members and be included in the Councillor Induction Pack.

The Leader presented the draft Budget strategy for 2016/17 for onward recommendation to full Council.  The Leader invited Councillor Jackie Branson as Chairman of the Scrutiny Board to join the meeting and present the findings and recommendations of the Budget Scrutiny Panel arising from its recent scrutiny review of the budget proposals.

The Budget Scrutiny Panel had requested responses from the Deputy Leader in relation to a number of questions set out in their report and an assurance was given that full written responses would be circulated to the Panel members following the meeting.

(A)         RECOMMENDED to Full Council:

(1)          The proposed Revenue & Capital budgets for 2016/17. The proposed revenue budget will maintain the Council tax Band D charge at the current rate of £192.78;

(2)          The Treasury Management Strategy & Prudential Indicators, movements in specific reserves and the General Fund, and the Prices for Services; and

(B)         RESOLVED that, on the basis that the current contract for CCTV shall not expire until 1 June 2016, Cabinet invites Scrutiny to consider the alternative options available, for both provision and funding, and report back to Cabinet by 1 April 2016.

Councillor Briggs presented a report seeking approval for the release of Capital funding to allow for the procurement of new parking meters across the Borough.

RESOLVED that the full amount of funding £201,168 is released to allow the procurement of parking meters as set out in Option 4 set out in the report.

Councillor Guest presented a report setting out the outcome of the Supplementary Planning Document (SPD) consultation which, on adoption, would replace the current  Residential Parking and Cycle Provision SPD which was adopted on 22 March 2010 and the Non-Residential Parking Standards in the Local Plan (Core Strategy).

Cabinet members debated the proposals, however significant concern was expressed that the standards for parking provision set out in the report could not be considered as adequate and Cabinet was therefore minded not to recommend the draft SPD to Council for approval.

RESOLVED that the Parking Supplementary Planning Document be not recommended to Council for approval.

Councillor Guest presented a report setting out a draft Energy Strategy for onward recommendation to Council for approval.

RECOMMENDED to full Council that

(1)          the Energy Strategy for Havant set out in Appendix 1 to the report be approved and;

(2)               the Next Steps highlighted in section 4.4 of the report be agreed.

The Cabinet is asked to consider whether to pass a resolution excluding the public from the meeting during consideration of any of the items on the agenda.  If members wish to do so then this could be achieved by passing the following resolution. 

That the public be excluded from the meeting during consideration of the items headed and numbered as below because:

(a)       it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during that item there would be disclosure to them of exempt information of the descriptions specified in paragraphs of Part 1 of Schedule 12A (as amended) of the Local Government Act 1972 shown against the heading in question; and

(b)       in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Item 13 – Environmental Health Delivery Model (paragraph 3)

Item 14 – 5 Councils’ Corporate Services Contract Procurement – Contract Award Report (paragraph 3)

Item 15 – 5 Councils’ Corporate Services Procurement – Inter-Authority Agreement (paragraph 3)

RESOLVED that the press and the public be excluded from the meeting during the consideration of the following items as:-

(i)        it was likely, in view of the nature of the business to be transacted, or the nature of the proceedings, that if members of the public were present during that item there would be disclosure to them of exempt information as specified in paragraph 3 of Part I of Schedule 12A (as amended) to the Local Government Act 1972; and

(ii)       in all circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

The reports to be considered were exempt under Paragraph 3 – Information

relating to the financial affairs or business affairs of any particular person

(including the Authority holding that information).

(This item was taken in camera)

Councillor Briggs presented an exempt report setting out the proposed delivery model for Environmental Health where East Hampshire District Council and Havant Borough Council form a joint Venture to deliver Environmental Health functions for both Councils.

RESOLVED that

(1)          Havant Borough Council works towards a Joint Venture with East Hampshire District Council to deliver the Environmental Health function for both Councils;

(2)          the current service restructure creates a shared leadership team with a shared Service Manager and shared Team Leaders.  Below Team Leader staff will remain direct employees of each Council to reflect demand within that Council’s boundaries;

(3)          Havant Borough Council uses the £14,422 savings released from the proposed Team Leader structure to offset the cost of investing in staff; and

(4)               Havant Borough Council increases the Environmental Health salary budget by £11,060 in order to address identified service deficiencies.

(This item was taken in camera)

Councillor Fairhurst presented an exempt report setting out the outcome of the Corporate Services Tendering exercise and recommending award of the contracts.  The report also outlined the proposed joint arrangements for the management of the contracts.  Cabinet was asked to approve the finalisation of a new Inter-Authority Agreement for the life of the new contract and to recommend to full Council the constitutional changes necessary to introduce a new Joint Committee and Joint Overview and Scrutiny Committee.

Councillor Jackie Branson as Chairman of the Scrutiny Board was invited to join the meeting and present the findings and recommendations of the Scrutiny Panel arising from its recent scrutiny review of the 5 Councils  proposals, which sought an assurance that the Panel would continue to be consulted on the proposals prior to entering into the contract.

(A)         RESOLVED that Cabinet:

(1)          Agrees the award of Lot 1 and Lot 2 services on the following basis:

(i)            Designates Capita as the preferred bidder for Lot 1 of the 5 Councils new joint corporate services contract commencing 1 October 2017 and delegates authority to the Chief Executive to implement the services as set out in paragraph 4.3.1, including the option of an earlier start date for some or all of the services, if this offers best value to the Council;

(ii)          Designates Vinci as the preferred bidder for Lot 2 of the 5 Councils new joint corporate services contract commencing 1 October 2017 and delegates authority to the Chief Executive to implement the services as set out in paragraph 4.4.1 including the option of an earlier start date for some or all of the services, if this offers best value to the Council;

(iii)         Authorises the Chief Executive in consultation with the Cabinet Lead for Marketing & Development, to agree final terms and complete the new corporate services contract documents and authorises the Monitoring Officer to enter into the contracts and any other necessary agreements;

(iv)         Agrees to enter into an Inter-Authority Agreement with the four partner councils substantially in the form attached (Appendix 1 to the Cabinet report) and delegates to the Chief Executive authority to finalise the terms of the agreement and to enter into the agreement;

(v)          Agrees to the establishment of a joint client team, based on the principles established (Appendix 2 to the Cabinet report), and to delegate authority to the Chief Executive, in consultation with the Cabinet Lead for Marketing & Development, to seek any minor changes to the Inter-Authority Agreement as necessary and the Monitoring Officer be delegated to sign the agreement on behalf of the Council; and

(vi)         Agrees that the 5 Districts Procurement Scrutiny Panel is consulted before commencement dates for the contracts for Lots 1 and 2 are agreed with the successful bidders.

(B)         RECOMMENDED to full Council that the following be approved:

(1)          To establish a Joint Committee in accordance with the details outlined in Appendix 3 to the Cabinet report and to delegate authority to the Chief Executive,  ...  view the full minutes text for item 222.

To be circulated separately.

(This item was taken in camera)

RESOLVED as set out in the restricted minute.