Agenda and minutes

To receive and record any apologies for absence.

Apologies for absence were received from Councillor Bowerman.

To receive and record any declarations of interest.

There were no declarations of interests relating to matters on the agenda.

To confirm the minutes of the last meeting held on 21 September 2022.

The minutes of the meeting held on 21 September 2022 were approved as a true record.

The Leader had no matters he wished to raise at this meeting.

There are none.

There were no recommendations arising from the Overview and Scrutiny Committee for this meeting.

The Leader informed Cabinet that Item 8 and 9 on the published agenda would be considered before moving back to Item 7.

RECOMMENDED that the following minutes be noted:

(1)    Portchester Crematorium Joint Committee on Monday, 26th September, 2022

RESOLVED that the minutes of the Portchester Crematorium Joint Management Committee meeting held on Monday 26 September 2022 be noted.

The Monitoring Officer clarified that the matters contained in the report submitted to Cabinet for this meeting formed part of a report due to be considered at Standards Committee to recommend any changes to Full Council for decision. 

The Monitoring Officer clarified that it would be appropriate for the Leader to attend Standards Committee to convey Cabinet’s support to these recommendations.

A motion proposed by Councillor Satchwell and seconded by Councillor Rennie to support the recommendations set out in the submitted report was agreed.  It was therefore

RESOLVED that Cabinet supported:

1.     That the Havant Borough Council Constitution total value of new work in one year threshold of £50K as referred to in HBC Constitution Part 3 Section G G143 Financial Rules be changed to £250K.

2.     That the Executive Head for the Coastal Service is authorised to enter into contracts under which the Coastal Service Team in compliance with the Coastal Service’s Business Development Gateway process, to undertake work for third parties up to an income value of £100,000 per year in compliance with the Coastal Service’s Business Development Gateway.

3.     That the Executive Head for the Coastal Service is authorised to enter into contracts under which Civic Engineering Landscape Team (CELT) in compliance with the Coastal Service’s Business Development Gateway process, undertake work for third parties up to a value of £100,000 per year.

4.     That the Executive Head for the Coastal Service in consultation with the Coastal Cabinet Lead for Planning, Hayling Seafront and Coastal Management (Coastal Partners) and the CELT Cabinet Lead for Levelling-Up, the Cabinet Lead for Finance and Section 151 Officer is authorised to enter into contracts under which the Coastal Service Team and the Civil Engineering and Landscape Team  (CELT), in compliance with the Coastal Service’s Business Development Gateway process, undertake work for third parties over a value of up to £100,000 per year up to a limit of £250,000.

5.     Third party agreements greater than £250,000 will be forwarded to Cabinet for review and decision.

6.     Should the Executive Head for the Coastal Service, Coastal Cabinet Lead for Planning, Hayling Seafront and Coastal Management (Coastal Partners) or CELT Cabinet Lead for Levelling-Up or the Cabinet Lead for Finance or Section 151 Officer consider the work related to the third party of high risk then this will be deferred to Cabinet for decision.

A motion proposed by Councillor Denton and seconded by Councillor Satchwell to note the recommendation set out in the submitted report was approved.  It was therefore

RESOLVED that Cabinet note the existence of the Scheme. 

Members thanked officers and the Budget Working Group for their diligent work in this matter.  Cabinet were reassured in respect to the financial future of the Council with a healthy budget position forecast for the next 5 years.

A motion proposed by Councillor Denton and seconded by Councillor Rennie to agree the recommendations as set out in the published report was approved.  It was therefore

RESOLVED that Council be recommended to adopt the updated Medium Term Financial Strategy 2022-2026.

Cabinet agreed to consider this item in open session, papers for which were published on the council website.

The Section151 Officer confirmed that the payments outlined in the report were included in the budget and were paid up front by those Councils that were first to join the contract and as such made initial payments.

The Section151 Officer further confirmed that the Council’s contributions year on year are known and is confident that there should be no further payments of this type for the remainder of the contract.

A motion proposed by Councillor Pike seconded by Councillor Denton it was

RESOLVED that:

a.      Cabinet notes and endorses the minor alteration to the proportion of the size of 32.81% contribution to the Capita 5 Councils contract and agrees the approach to the ‘truing up’ mechanisms, making payment as set out in paragraph 4.4 and 4.6.

b.      Cabinet approves the streamlined governance approach, reflective of the size of the contract, to enable effective oversight and management of the contract which includes all the changes set out in paragraph 5.3 including the annual meeting of the Joint Committee, providing budgetary and contractual oversight, and continuing the spirit of partnership working, whilst keeping members informed of contract performance.

c.       Cabinet delegates to the Chief Executive in consultation with the Cabinet Lead to complete the updated inter authority agreement based on the principles set out in this paper.