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Agenda and minutes

Operations and Place Shaping Board - Tuesday, 16th October, 2018 5.00 pm

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

Contact: Mark Gregory  Democratic Services Officer

Items
No. Item

11.

Apologies

To receive and record apologies for absence.

 

Minutes:

Apologies for absence were received from Councillors Raines and Thomas.

12.

Minutes pdf icon PDF 47 KB

To approve the minutes of the meeting of the Operations and Place Shaping Board held on 4 September 2018.

Minutes:

The Minutes of the meeting of the Operations and Place Making Board held on 4 September 2018 were agreed as a correct record and signed by the Chairman.

13.

Matters Arising

Minutes:

There were no matters arising.

14.

Declarations of Interest

To receive and record any declarations of Interests from members present in respect of any of the various matters on the agenda for this meeting.

 

Minutes:

There were no declarations of interests.

15.

Work Programme pdf icon PDF 64 KB

To review the Work Programme for 2018/19.

 

Additional documents:

Minutes:

The Board considered a revised work programme, which incorporated the issues discussed at the meeting of the Board on 4 September 2018.

 

The Board noted that submitted revised work programme also included a challenge session with the Southern Water Authority to discuss the recent incidents of effluence being discharged into Langstone Harbour. The Board was advised that it was hoped that a separate session on the same topic could also be arranged with the Environment Agency.

 

RESOLVED that the work programme as set as an Appendix A to these minutes be agreed.

16.

Exclusion of Press and Public

The Board 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.  Members are not required to pass the resolution but the Monitoring Officer recommends this as to the items set out below.

 

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

           

“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 items 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

 

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

 

Item  9                 Regeneration Policy
(Paragraph 3)

 

Paragraph 3        Information relating to the financial or business affairs of any particular person (including the authority holding that information)

 

Item  10               Civic Plaza Car Park
(Paragraph 3)

 

Paragraph 3        Information relating to the financial or business affairs of any particular person (including the authority holding that information)”

Minutes:

RESOLVED that the public be excluded from the meeting during consideration of the minute headed and numbered as below because:

 

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 this minute 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

 

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

 

Minute 19 – Regeneration Strategy and Civic Plaza Car Park (Paragraph 3)

 

17.

Scrutiny Panel Updates

To receive verbal updates from Councillors Buckley and Lloyd on the work of the Local Plan Scrutiny Panel and the Parking Review Scrutiny Panel respectively.

Minutes:

Councillors Lloyd and Buckley updated the Board on the work of the Parking Review Scrutiny Panel and the Local Plan Panel respectively.

 

18.

Community Trigger pdf icon PDF 46 KB

To explore any outstanding issues arising from the Scrutiny Review on the Community Trigger held in 2017.

Additional documents:

Minutes:

The Board considered progress made in delivering the recommendations of the Board’s review of the Community Trigger process (“the review”). Questions received prior to the meeting and responses to these questions as set out as Appendix B to these minutes. The Enforcement Manager and Community Safety Manager answered any questions raised at the meeting.

 

In response to questions raised by Members the Board was advised that:

 

(a)          the single point of contact for the community trigger across the county was Hampshire Police using the 101 service; the police would then contact the relevant local council by email;

 

(b)          in the past two years there had been 8 community triggers initiated across the whole of Hampshire;

 

(c)          the shortcomings of the case discussed in the review was that the police operators were not aware of the community trigger process. Since the review, the police had instigated a new training course and were now analysing calls to the 101 Service to identify potential community triggers. Due to the low volume of community trigger cases there was always a risk that an operator would forget that the process existed;

 

(d)          the current system was considered by the Partners of the Havant Locality Board as an improvement to the previous system;

 

(e)          a Councillor would need written consent from a resident to act on his or her behalf throughout the process;               

 

(f)           the Havant Locality Board met quarterly and the Partnership Action Group (PAG) bimonthly;

 

(g)          the PAG enabled organisations to better share information to reduce the impact of a problem. The new PAG system was considered a more efficient and effective system; and

 

(h)         Councillors considering activating a Community Trigger were recommended to contact the Neighbourhood Quality team first.

 

 

In view of concerns raised about the operation of the 101 Service, the officers agreed to arrange for Councillor Patrick to visit the police control room.

 

The Officers also agreed to investigate the converting the current Councillor Induction Course for the Community Trigger into a e-learning course for all Councillors.

 

The Board was pleased to note that all the recommendations of the review had been delivered. However, there was still concern that the division of roles and responsibilities within the scheme was unclear. It was therefore  

 

RESOLVED that the officers be requested to submit a report to a future meeting of the Board outlining the roles and responsibilities for each stage of the Community Trigger process.

 

19.

Regeneration Strategy and Civic Plaza Car Park

Minutes:

(This minute was taken in camera)

 

The Board was given the opportunity to have an input into the proposed Regeneration Strategy and comment on the proposals for the Civic Plaza Car Park before they were submitted to the Cabinet.

 

The Deputy Leader of the Council and Cabinet Lead for Finance and Regeneration, the Director Operations and Place Shaping, the Head of Regeneration (South) and the Head of Planning were invited to join the meeting and answer any questions in relation to the strategy.

 

The discussion highlighted the need for:

 

(a)          the lifetime of the strategy to be aligned with the Local Plan;

 

(b)          a wide publication of the strategy as soon as possible,

 

(c)          and a communication strategy to communicate the regeneration strategy properly; and

 

(d)          a briefing paper outlining what the strategy does and doesn’t do.

 

The Board noted that provision would be made for ongoing scrutiny of the strategy by the Board or its Panel.

 

RESOLVED that a further meeting of the Board be held to consider the strategy after it has been submitted to Cabinet and before submission to Council for approval.