Agenda and draft minutes

To receive any apologies for absence.

Apologies for absence were received from Councillors Bowdell, Denton and Shimbart.

To receive any declarations of interests from Members.

Declarations of Interest were received from Councillors Coates and Turner regarding question 3 of item 11 – Questions received under Standing Order 27.4.1 in respect of The Heart of Hayling Boxing Academy whereby Councillor Coates is a member, and Councillor Turner is a trustee.

Under consultation with the Monitoring Officer the Councillors were permitted to remain in the meeting during that item.

To confirm the minutes of the last meeting of the Council held on 20 September 2023 as a true record.

The minutes of the last meeting of the Council held on 20 September 2023 were approved as a correct record.

For Council to receive and have opportunity to ask questions on the Mayor’s report.

The Mayor had nothing further to add to her published report and there were no questions from members present.

To deal with any public questions or address submitted in accordance with the requirements of Standing Orders 27.5 or 28, which is to deal with public questions or address notified no later than 12 noon three working days before the meeting.

There were 3 questions received from the public under the provision of this standing order.

Mr Comlay addressed Council to ask his questions.

Councillor Rennie on behalf of Councillor Bowdell, responded to the questions within the meeting.

A list of all questions and answers are attached to the minutes for reference.

To consider any recommended minutes from the Cabinet and any of the Boards or Committees.

1.       Audit and Finance Committee on Monday, 30th October 2023

Audit Committee Annual Report

2.       Licensing Committee on Thursday, 19th October 2023

Adoption of Street Trading Provisions – Local Government (Miscellaneous Provisions) Act 1982

3.       Licensing Committee on Thursday, 19th October 2023

Street Trading Policy

4.       Cabinet on Wednesday, 8th November, 2023

Town Twinning

5.       Cabinet on Wednesday, 8th November, 2023

Strategic services commissioning – resources to implement

6.       Cabinet on Wednesday, 8th November, 2023

The Update of Capital Strategy

There were 6 Cabinet / Board / Committee recommendations for Council to consider at this meeting.  The Mayor further highlighted to members that Council had supplementary papers for the sixth matter to be considered.

(1)        Audit Committees Annual Report

Councillor Diamond, as Chairman of the committee, introduced the item and recommendations to Council arising from the meeting of Audit and Finance Committee held on 30 October 2023, giving an account of the Committee’s performance in relation to the terms of reference and the effectiveness of the Committee in meeting its’ purpose and in doing so provide assurance to the Council on the adequacy of the risk management framework and the internal control environment.

It was proposed by Councillor Diamond and seconded by Councillor Rason that the recommendation made by the Audit and Finance Committee be approved.

Members considered the options set out in the report and following a vote, Council RESOLVED to note the submitted Audit and Finance Committee Annual Report 2022/2023.

(2)        The Adoption of Street Trading Provisions – Local Government (Miscellaneous Provisions) Act 1982

Councillor Payter, as Chairman of the committee, introduced the item and recommendation to Council arising from the meeting of Licensing Committee held on 19 October 2023 seeking approval to adopt the provisions of Part III and Schedule 4 of the Local Government (Miscellaneous Provisions) Act 1982.

It was proposed by Councillor Payter and seconded by Councillor Keast that the recommendation made by the Licensing Committee be approved.

Members considered the options set out in the report and following debate and a vote, Council

RESOLVED to

adopt the of provisions of Part III and scheduled 4 of the Local Government (Miscellaneous Provisions) Act 1982 (“the act”) for Havant Borough Council administrative area and designate consent streets.

(3)        Street Trading Policy

Councillor Payter, as Chairman of the Licensing Committee, introduced the item and recommendations to Council arising from the meeting of the Licensing Committee held on 19 October 2023.  The report detailed how the Council will exercise its functions under Part III and Schedule 4 of the Local Government (Miscellaneous Provisions) Act 1982.

It was proposed by Councillor Payter and seconded by Councillor Keast that the recommendations made by the Licensing Committee be approved.

Members considered the options set out in the report and following debate and a vote, Council

RESOLVED

a)      to adopt the Street Trading Policy

b)      to delegate the power to make any minor amendments to the Street Trading Policy to the Executive Head of Place in consultation with the Cabinet Lead.

(4)        Town Twinning

Councillor Rennie, as Chairman of Cabinet, introduced this item and recommendations to Council arising from the meeting of Cabinet held on 08 November 2023.  The report outlines some shared attributes that Yavoriv Raion council has with Havant Borough ie its military background and both being similarly sized councils.

It was proposed by Councillor Rennie and seconded by Councillor Lloyd that the recommendation made by Cabinet be approved.

Members considered the options set out in the  ...  view the full minutes text for item 56.

Councillor Rennie, as Chairman of Cabinet, introduced this item seeking support to provide opportuity for business owners to apply for small grants that will allow them to convert vacant shop units within the Park Parade/Greywell Shopping area.

It was proposed by Councillor Rennie and seconded by Councillor Weeks that the recommendations outlined in the report be approved.

Members considered the options set out in the report and following debate and a vote, Council

RESOLVED to

1    approve the use of up to £170,000 of the Council’s Regeneration reserve to offer capital grants to businesses who wish to set up or expand in the Greywell shopping centre, and to administer the Leigh Park Vacant Shop Scheme.

2.   authorise the Section 151 Officer to amend the capital programme to approve the use of £170,000 of the Council’s Regeneration reserves for the Leigh Park Vacant Shop Scheme.

For Council to receive and have opportunity to ask questions on the Leader’s report.

There was nothing further the Leader wished to add to his published report.

The Mayor provided Councillors an opportunity to ask questions of the Leader on his report, which were duly responded to within the meeting.

For Council to receive and have opportunity to ask questions on the Cabinet Lead’s reports.

Council considered the published Cabinet Lead reports.

In addition to her published report, Councillor Lloyd provided an update on her published report in relation to the excellent customer service provided by NORSE in response to recent issues.

Councillor Lloyd pledged to investigate with officers, if the air quality outside of Warblington School could be tested in response to a question raised by Councillor Munday.

In addition to her report, Councillor Robinson updated in relation to the refurbishment of Spencer’s Field which has now started and anticipated to complete in approximately 3 weeks.

The Mayor provided Councillors an opportunity to ask questions of the Cabinet Leads on their reports under standing order 27.1, which were responded to within the meeting.

To receive questions from Councillors in accordance with the requirements of Standing Order 27.4.1.

There were 9 questions received from Councillors under the provision of this standing order and a summary of the questions raised and responses given is attached an as appendix to the minutes of this meeting.

Councillors were provided opportunity to ask any supplementary questions within the meeting, which were duly responded to.

Councillor Lloyd confirmed a response would be provided in writing in response to Councillor Munday’s question regarding the widening of an entrance gate at South Leigh.

To receive urgent questions from Councillors submitted in accordance with the requirements of Standing Order 27.4.2.

There were no urgent questions received from Councillors under the provision of this standing order.

To deal with any motions from Councillors received by 12 noon, at least six clear working days before the meeting in accordance with standing order 14.1.

1.       Making Space – Cabinet - 08 November 2023

RESOLVED that Cabinet recommends to Council to:

a.   Decline funding for Making Space but reiterate the offer to support the organisation with assistance in kind.

b.   Recommend to Making Space that they bid for funding direct from the South Western Railways funding for local communities, and other funding bodies. Reiterate the offer to support the organisation with assistance in kind, including supporting the application process if necessary.

2.       Net Zero Homes

3.       Support for Community Pharmacies

There were 3 notices of motion published for Council to consider at this meeting, the first motion was proposed by Councillor Redsull and seconded by Councillor Philippa Gray at the meeting of Councill on 20 September 2023, and which was subsequently referred to Cabinet for consideration due to the potential budget implications.

1         Making Space

Cabinet considered the motion at their meeting of 08 November 2023 and Councillor Robinson, as relevant Cabinet Lead, introduced a report which set out the reasons for the resolution that was made by Cabinet at that meeting.

It was proposed by Councillor Robinson and seconded by Councillor Payter that the recommendations made by Cabinet be approved.

Members considered the options set out in the report and following debate and a vote in which there were 6 against and 1 abstention, Council

RESOLVED to

(a)    decline funding for Making Space but reiterate the offer to support the organisation with assistance in kind.

(b)    recommend to Making Space that they bid for funding direct from the South Western Railways funding for local communities, and other funding bodies. Reiterate the offer to support the organisation with assistance in kind, including supporting the application process if necessary.

2         Net Zero Homes

The Council considered the published motion regarding Net Zero Homes proposed by Councillor Lloyd and seconded by Councillor Keast.  Following debate and a vote, Council

RESOLVED to

1.       support the further collection of evidence regarding the feasibility and viability of low carbon design and energy efficient buildings, through the use of renewable technologies such as:

                             i.         solar energy

                           ii.         air- and ground-source heat

                          iii.         grey water harvesting

                         iv.         wall and roof insulation

                           v.         orientation of buildings within layout plans

2.   support the Local Plan pursuing as aspirational a policy approach as feasibly possible to addressing climate change mitigation and adaptation, using the evidence base, which will stand up to any challenge from the development industry, and

3.   request that the Cabinet Lead for Planning and Climate Change write to government asking that the National Planning Policy Framework be updated in this regard.

3         Support for Community Pharmacies

The third and final motion seeking support for community pharmacies was withdrawn by the proposer in accordance with Standing Order 14.9.

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

1.       Planning Committee on Thursday, 21st September 2023

2.       Shareholder Sub Committee on Wednesday, 27th September 2023

3.       Human Resources Committee on Wednesday, 4th October 2023

4.       Licensing Committee on Thursday, 19th October 2023

5.       Audit and Finance Committee on Monday, 30th October 2023

Proposed by Councillor Keast and seconded by Councillor Kennett, it was

RESOLVED that the minutes of the Committees held since the last meeting of Council be received.

In accordance with Standing Order 63.3, Council are provided with details of any decision taken as a matter of urgency.

There were no special urgency decisions for consideration by Council for this meeting.