Agenda and minutes

To receive any apologies for absence

Apologies for absence were received from Councillors Fairhurst, Hughes, Rees and K Smith.

To receive any declarations of interests.

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

To confirm the minutes of the last meeting held on 17 February 2016

The minutes of the meeting of the Council held on 17 February 2016 were agreed 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 meeting.

There were no questions in relation to the Mayor’s published report.

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).

There were no public questions.

RECOMMENDED to full Council that, in accordance with section 151 of the Local Government Act 1972, Mr Simon Little be appointed as the Council’s Chief Finance Officer.

Proposed by Councillor Cheshire and seconded by Councillor G Shimbart it was:

RESOLVED that Mr Simon Little be appointed as the Council’s Chief Finance Officer in accordance with section 151 of the Local Government Act 1972.

The Council to note the following appointments made by the Leader of the Council:

(1)          Councillor Narinder Bains to replace Councillor Mike Fairhurst as Cabinet Lead for Marketing and Development.  This appointment took effect on 3 March 2016; and

(2)          Councillor Lance Quantrill appointed to the Licensing Committee and the Environment and Neighbourhood Quality Scrutiny Panel. These appointments took effect on 4 March 2016.

The Council noted the following appointments made by the Leader of the Council:

(1)       Councillor Narinder Bains replaced Councillor Mike Fairhurst as Cabinet Lead for Marketing and Development, with effect from 3 March 2016; and

(2)       Councillor Lance Quantrill appointed to the Licensing Committee and the Environment and Neighbourhood Quality Scrutiny Panel with effect from 4 March 2016.

Councillor Wilson presented a report and recommendation to Council setting out proposed changes to the criteria for conferring the title of Honorary Alderman.

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

RESOLVED that the criteria for appointing Honorary Aldermen, agreed by the Council on 13 December 2006, be amended and approved as follows:

            (1)       any former Councillor considered for appointment to the Aldermanic Bench must have served for a minimum of eight years;

            (2)       subject to (1) above, any former Councillor nominated must have given outstanding service to the Council over and above a Councillor's normal duties; (which normal duties are defined in the Council’s Constitution at Article 2.3 (a)).  In particular they must have:

                        (a)       been a Chairman for at least two years of a principal member-level body, that being of the Cabinet, the Overview and Scrutiny Board, the Regulatory Committees, and other such Committees established from time to time; or

                        (b)       a member of the Cabinet for at least three years; or

                        (c)        Mayor of the Borough; and/or

                        (d)       given other outstanding service to the Borough.

There were no matters the Leader wished to add to his published report.

Circulated separately.

Councillor Guest provided a verbal update to Council on the following key current issues within his Economy, Planning and Built Environment Portfolio:

·         New Next outlet in the Solent Road retail park to be opened on 28 April and the new Marks and Spencer store expected to open at the end of June;

·         Marketing of the former Marconi site in Waterlooville to begin with a focus on attracting a leisure use for the site;

·         New retail outlets in Havant Town Centre recently opened with a new restaurant in North Street attracting a high level of custom; and

·         Further details with regard to the re-development of the North East quadrant of Market Parade to be reported back to Council following submission of detailed planning application in due course.

There were no further matters the Cabinet Leads wished to add to their published reports.

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

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

The Cabinet Leads answered questions from members in relation to their reports to Council.  There were no questions for the Committee Chairmen.

To consider the following report and recommendations arising from the Scrutiny Board meeting held on 29 March 2016:

The Council considered the following recommendation arising from the meeting of the Scrutiny Board held on 29 March 2016.

The Scrutiny Board report is attached.

RECOMMENDED to full Council that the Councillors’ Allowances Scheme be amended as follows:

“Havant Borough Council

Councillor Allowances 2016-2020

A Councillor may only receive 1 SRA at a time

No more than 50% of the number of Councillors can receive an SRA

Joint HR Committee Chairman and Vice Chairman rotates annually with EHDC.

*Leaders of any political group, other than the ruling group, compromising two or more members to receive a Special Responsibility Allowance based upon the following formula:

Prior to the next programmed independent review, annual consideration of minor allowance changes will take into account any pay changes applied to staff salaries.

Additional Allowances

Mileage: To be maintained in line with the HMRC rate, currently 45p per mile. Passenger and cycle rates set at 5p per passenger and 20p per mile respectively. Claims to be made within six months of the date of travel. Claims may only be made to cover travelling costs incurred whilst carrying out approved council duties as a councillor. This does not include ward business or political activities, such as attending group meetings.

Taxi/Rail: There is a presumption in the scheme that, where practicable, councillors will pre-book rail journeys for council business via the council. Where this is not practicable, then a valid receipt/train ticket must be presented, along with reason for that journey.

Child care: up to £8.75 per hour.

Dependent relative care: up to the hourly rate for approved care providers within Hampshire County Council (currently £14.20 in 2015).

Claims for carers allowances must be accompanied with a receipt stating the date, hours worked and cost. Claims may only be made to cover the carer costs incurred whilst carrying out approved council duties as a councillor, such as attending council meetings.

Subsistence (meal) allowances: The council does not make subsistence allowances available for approved duties within the district. Maximum claims for meals to be maintained in line with the rates that can be claimed by officers, currently (2015):

· Breakfast = £5.73

· Lunch = £7.92

· Meal = £9.80

There is a presumption in the subsistence scheme that, where practicable, councillors will pre-book meals and accommodation through the council. Where this is not practicable, then the above subsistence rates are the maximum reimbursements, up to a maximum of £43 per day, including incidental subsistence costs.

This scheme was adopted by Havant Borough Council, after considering recommendations from the Independent Remuneration Panel, on 17 February 2016.

Under current legislation a new scheme must  ...  view the full agenda text for item 95a

Councillor Branson presented a recommendation from the Scrutiny Board setting out proposed amendments to the Councillors Allowances scheme.

Proposed by Councillor Branson and seconded by Councillor Wade it was:

RESOLVED that the Councillors’ Allowances be amended and adopted as follows:

“Havant Borough Council - Councillor Allowances 2016-2020

A Councillor may only receive 1 SRA at a time

No more than 50% of the number of Councillors can receive an SRA

Joint HR Committee Chairman and Vice Chairman rotates annually with EHDC.

*Leaders of any political group, other than the ruling group, compromising two or more members to receive a Special Responsibility Allowance based upon the following formula:

Prior to the next programmed independent review, annual consideration of minor allowance changes will take into account any pay changes applied to staff salaries.

Additional Allowances

Mileage: To be maintained in line with the HMRC rate, currently 45p per mile. Passenger and cycle rates set at 5p per passenger and 20p per mile respectively. Claims to be made within six months of the date of travel. Claims may only be made to cover travelling costs incurred whilst carrying out approved council duties as a councillor. This does not include ward business or political activities, such as attending group meetings.

Taxi/Rail: There is a presumption in the scheme that, where practicable, councillors will pre-book rail journeys for council business via the council. Where this is not practicable, then a valid receipt/train ticket must be presented, along with reason for that journey.

Child care: up to £8.75 per hour.

Dependent relative care: up to the hourly rate for approved care providers within Hampshire County Council (currently £14.20 in 2015).

Claims for carers allowances must be accompanied with a receipt stating the date, hours worked and cost. Claims may only be made to cover the carer costs incurred whilst carrying out approved council duties as a councillor, such as attending council meetings.

Subsistence (meal) allowances: The council does not make subsistence allowances available for approved duties within the district. Maximum claims for meals to be maintained in line with the rates that can be claimed by officers, currently (2015):

· Breakfast = £5.73

· Lunch = £7.92

· Meal = £9.80

There is a presumption in the subsistence scheme that, where practicable, councillors will pre-book meals and accommodation through the council. Where this is not practicable, then the above subsistence rates are the maximum reimbursements, up to a maximum of £43 per day, including incidental subsistence costs.

This scheme was adopted by  ...  view the full minutes text for item 95a

To consider the following Notice of Motion proposed by Councillor J Perry and seconded by Councillor G Kerrin, submitted in accordance with standing order 14.

“Due to the negative impact that EU directives such as the agency working time directive and EU procurement rules have on the ability and cost of Havant Borough Council to fulfil its obligations, this council agrees that Britain would be better off outside the European Union.”

The Council received the following Motion from Councillor John Perry submitted under standing order 14:

“Due to the negative impact that EU directives such as the agency working time directive and EU procurement rules have on the ability and cost of Havant Borough Council to fulfil its obligations, this council agrees that Britain would be better off outside the European Union.”

Councillor Perry presented his Motion to the Council.

Significant concern was expressed by members present about the appropriateness of the Motion, given that the mandate for elected Councillors to represent the views of local residents in this instance had been removed by the Government’s decision to call a referendum on the matter, thereby giving individual voters a direct right to express their own opinion.  This view was supported by the majority of members present.

The Mayor adjourned the meeting from 5.50pm to 6.05pm to take advice from the Monitoring Officer.

Following the adjournment, and proposed by Councillor Briggs and seconded by Councillor Gibb-Gray under procedural standing order 19.1 (Motions without Notice at Council with no further discussion), it was:

RESOLVED that this item be withdrawn from the agenda.

Questions to be received in writing not later than 48 hours before the meeting.

Notice of the following questions was given in accordance with standing order 23.4 and responses were provided as set out below:

1.         Councillor Cousins to Councillor Guest:

With the development of various sites by Portsmouth City Council can Cllr Guest please give an update with the situation regarding the Riders allotment site?

2.         Councillor Guest provided an update on negotiations with Portsmouth City Council with a view to potentially surrendering the lease of the land in questions whilst seeking to realise some value for the Council.

3.         Councillor Cousins to Councillor Weeks:

With reference to the list of grants recently circulated to all Councillors with the Related Party Disclosures declaration, can the portfolio holder explain the criteria for which these grants are given? Would the portfolio holder agree these criteria should be advertised, at least to Councillors, so that they may be aware and advise any likely organisations in their wards who may be eligible to apply?

Councillor Weeks responded that she had requested an explanatory briefing note from the officers that she would be happy to circulate to all members of the Council.

4.         Councillor Ponsonby to Councillor Weeks:

In view of the likelihood that the regular Cops and Coffee drop-in shop will not be returning to the Leigh Park Shopping Centre, despite its acknowledged success and imitation in other areas, will the Portfolio holder be writing to the new Chief Constable (whose commitment is to community policing) to ask her to find a way of reinstating it?

Councillor Weeks responded that she had contacted the Police and Crime Commissioner who had confirmed that his estates officers would be looking at alternative accommodation and Councillor Weeks undertook to keep Councillors informed on progress.

5.         Councillor Ponsonby to Councillor Weeks:

There is concern that rents for some shops in Greywell Shopping precinct have been raised by 50%, which is going to affect their viability.   Could the portfolio holder contact the owners, Sinclair Clark, to discuss the situation?

Councillor Weeks responded that she had contacted Nigel Watson of Matthews and Goodman who had rejected the claim and would be happy for members of the Council to contact him directly to discuss their concerns.

6.         Councillor Ponsonby to Councillor Briggs:

Is there any progress in taking action against the owners of advertising trailers and lorries who are taking up parking spaces on streets and in laybys, thus preventing residents and others being able to park there?   I almost wrote a letter of congratulation to traffic management when one that had been in an Emsworth layby at last disappeared, only to have another one come back a day or two later.

Councillor Briggs confirmed that he was proactively looking at various options for resolving this issue.

Urgent questions to be received in writing not later than 2 hours prior to the start of the meeting 

There were no urgent questions.

To receive the minutes of Committees held since the last meeting of the Council:

Scrutiny Board held on 23 February 2016

Development Management Committee held on 25 February 2016

Governance and Audit Committee held on 2 March 2016

Cabinet held on 16 March 2016

Development Management Committee held on 17 March 2016

Scrutiny Board held on 22 March 2016

Licensing Committee held on 23 March 2016

Scrutiny Board held on 29 March 2016

The minutes of committees held since the last meeting of the Council were received.

At the conclusion of the meeting, the Leader welcomed Councillor Lance Quantrill, recently elected member for Bondfields ward, to the Council.

The Leader also expressed, on behalf of the Council, his appreciation to Councillors Gibb-Gray, Heard and Pierce-Jones, who had all decided not to stand for re-election in May, for their varied and outstanding contribution to the work of the Council in recent years and the Leader took the opportunity to wish them well for the future.