Agenda and minutes

The meeting will commence with a short service of prayers.

The meeting opened with prayers led by the Mayor’s Chaplain, Reverend Susan Allman of St Peter’s Church, Titchfield.

Apologies for absence were received from Councillors Mrs M E Ellerton, J M Englefield, M J Ford, Mrs K K Trott and P J Whittle, JP.

To confirm as a correct record the minutes of the Council Meeting held on 25 July 2013.

RESOLVED that the Mayor be authorised to sign as a correct record the minutes of the meeting of the Council held on 25 July 2013.

The Mayor was delighted to share with Members the correspondence received from Kensington Palace, following her letter of congratulations sent after the arrival of the Royal baby.

The letter reads:

“The Duke and Duchess of Cambridge have asked me to write and thank you very much for the kind letter you sent on behalf of the residents of Fareham Borough to Their Royal Highnesses on the occasion of the birth of their son, Prince George.

Their Royal Highnesses have been overwhelmed by the incredibly kind messages they have received and the Royal couple, their parents and families are so thrilled at this special time.

The Duke and Duchess would have me send you their warmest thanks and best wishes.”

The Mayor passed on greetings from the Mayor of Vannes, Councillor David Robo, following the recent twinning visit.

The Mayor reported that the work of the charity committee had continued over the summer recess and that two successful tea parties and a trip to Windsor Castle were enjoyed.

The Mayor confirmed that the next charity event would be the Last Night of The Proms concert at Ferneham Hall on Saturday 12 October.

The Mayor reminded Members that the Annual Remembrance Day parade and service will be held on Sunday10th November at Holy Trinity Church, West Street.

The Executive Leader referred to invitations from Hallam Land recently sent to a number of Members to view an exhibition about the development of the countryside and strategic gap between Fareham Town and Stubbington/Titchfield.

The Executive Leader confirmed that he had met Hallam Land twice, at their request, and had advised them that the land is identified in the local plan as countryside and strategic gap.  The Planning Committee will make a decision on the issue of development of that land should an application be submitted. The Executive Leader had also advised the company that the rationale for developing Welborne was to ensure that the countryside and strategic gap between our town and our villages would not need to be filled with housing.

Vanguard Project

The Executive Member for Public Protection provided an update on the work of the Vanguard project.

He reminded Members that the Council had agreed to look at the way services are delivered to customers, using the systems thinking method, with the support of Vanguard Consultancy.

He confirmed that a team of senior officers, has been working with Vanguard looking in depth at the work of Housing, Building Maintenance, Streetscene and Benefits, from the point of view of the customers of those services.

The senior officer team has observed that customers are dealt with politely and courteously, and that customers appreciate this.  However, too often the customers’ needs are not met and if they are, it can take a long time.  This means that customers have to make unnecessary contact with the Council a number of times, therefore wasting everybody’s time. Ultimately this waste costs the Council money.

The Executive Member for Public Protection explained that in common with other public and private sector organisations the Council has, over a long period of time, designed the way it works based on what was thought to be best for our customers.  This includes focusing on the wrong performance measures, silo working, unnecessary bureaucracy, and IT systems that hinder rather than help.

From the work completed to date, it is clear that there is significant scope for improvement throughout all Council services, if we focus on delivering what matters to the customer.

The Executive Member for Public Protection stated that he and the Chief Executive Officer had been following progress, and feel confident that the work should proceed to the next stage.  This will be to work with groups of employees to understand and redesign services to meet customer needs.

Textile Recycling

The Executive Member for Streetscene advised Members that there will be a textile display at the Council Connect stand in Fareham Shopping Centre between 10:00am and 2:00pm on 2 December 2013. Streetscene employees will be present to answer questions about textile banks and the recycling of materials. The Executive Member for Streetscene and the Director of Streetscene will also be in attendance.

To receive any declarations of interest from members in accordance with Standing Orders and the Council’s Code of Conduct and disclosures of advice or directions received from Group Leaders of Political Groups, in accordance with the Council’s Constitution.

There were no declarations of interest given at this meeting.

To receive any petitions presented by a member of the Council.

Note: any petition so presented will be dealt with in accordance with the Council’s petition scheme.

A petition of approximately 335 signatures was presented by Councillor J S Forrest. The petition called upon Fareham Borough Council to “stand firm on its policy of strategic gaps to prevent over-development and to protect the open countryside between Stubbington and Fareham”.

The Mayor advised Councillor Forrest that the petition would be dealt with in accordance with the Council’s petition scheme.

To receive any deputations of which notice has been given.

There were no deputations given at this meeting.

To receive, consider and answer questions on reports and recommendations of the Executive.  Minutes of the meetings of the Executive and a schedule of individual Executive member decisions are appended.

Note:- the following recommendations are to be determined:

·         Minute 11(1) – Annual Review of the Corporate Strategy 2011/2017 – the Executive recommends to Council the amendments to the strategy document, as set out in paragraph 44 of the report.

NB. This matter is to be considered at item 17

The minutes of the meeting of the Executive held on 2 September 2013 were presented to the Council, together with a schedule of decisions made by individual Executive Members. 

RESOLVED that:-

(a)       the minutes of the Executive meeting held on 2 September 2013 be received; and

(b)       the recommendation of the Executive contained in minute 11(1): Annual Review of the Corporate Strategy 2011/2017 – the Executive recommends to Council the amendments to the strategy document, as set out in paragraph 44 of the report be noted as this item would be dealt with under item 18 of the Council agenda.

RESOLVED that the schedule of decisions made by individual Executive Members be received.

To receive, consider and answer questions on reports and recommendations of the meeting of the Scrutiny Board held on 26 September 2013.

The minutes of the meeting of the Scrutiny Board held on 26 September 2013 were presented to the meeting.

RESOLVED that the minutes of the Scrutiny Board meeting held on 26 September 2013 be received.

To receive the minutes of the following Committees and to consider and answer questions on any reports and recommendations made.

The minutes of the following Committee meetings were presented to Council:-

RESOLVED that the minutes of the meeting of the Planning Committee held on 17 July 2013 be received.

RESOLVED that the minutes of the meeting of the Planning Committee held on 14 August 2013 be received.

RESOLVED that the minutes of the meeting of the Planning Committee held on 11 September 2013 be received.

RESOLVED that the minutes of the meeting of the Planning Committee held on 24 September 2013 be received.

RESOLVED that the minutes of the meeting of the Strategic Planning and Environment Policy Development and Review Panel held on 16 July 2013 be received.

RESOLVED that the minutes of the meeting of the Strategic Planning and Environment Policy Development and Review Panel held on 3 September 2013 be received.

RESOLVED that the minutes of the meeting of the Leisure and Community Policy Development and Review Panel held on 24 July 2013 be received.

RESOLVED that the minutes of the meeting of the Leisure and Community Policy Development and Review Panel held on 4 September 2013 be received.

RESOLVED that the minutes of the meeting of the Streetscene Policy Development and Review Panel held on 5 September 2013 be received.

RESOLVED that the minutes of the meeting of the Public Protection Policy Development and Review Panel held on 23 July 2013 be received.

RESOLVED that the minutes of the meeting of the Public Protection Policy Development and Review Panel held on 10 September 2013 be received.

RESOLVED that the minutes of the meeting of the Health and Housing Policy Development and Review Panel held on 18 July 2013 be received.

RESOLVED that the minutes of the meeting of the Health and Housing Policy Development and Review Panel held on 12 September 2013 be received.

RESOLVED that the minutes of the meeting of the Licensing and Regulatory Affairs Committee held on 17 September 2013 be received.

RESOLVED that the minutes of the meeting of the Audit and Governance Committee held on 23 September 2013 be received.

To answer questions pursuant to Standing Order 17.2 for this meeting.

There were no questions submitted for this meeting.

Members will be informed, prior to the meeting, of any motion duly notified in accordance with Standing Order 15 but received after print and dispatch of the agenda.

There were no motions submitted for this meeting.

To consider a report by the Chief Executive Officer on the calculation of political balance for appointments to committees following the recent changes to political group membership.

The Council is asked to appoint the nominations of the political groups to committees and also to appoint the role of Chairman and Vice-Chairman for each committee. Such appointments will take effect from 11 October 2013.

The Council received a report by the Chief Executive Officer, providing the calculations for political balance relating to the allocation of seats on committees and panels for the remainder of the municipal year 2013/14, following the recent changes to political groups.

The report asks the Council to confirm the functions and appointment of committee seats as well as the role of Chairman and Vice-Chairman for each committee. The minority group is invited to appoint opposition spokesmen to each of the Executive portfolios.

RESOLVED that the Council approves:

(a)       the allocation of seats to political groups (as set out in Appendix A to the report) for the remainder of the municipal year 2013/14; and

(b)       the nominations of the political groups to seats on committees, along with the deputies and the appointment of Chairman and Vice-Chairman  for each committee for the remainder of the municipal year 2013/14, as shown in Appendix B to these minutes.

Following the passing of the Local Elections (Ordinary Day of Elections in 2014) Order 2013, the Council is informed that the date of the local elections in 2014 will be Thursday 22 May.

The Council is therefore asked to:

(a)       agree that the date of the Annual Meeting will be Thursday 29 May 2014; and

(b)       note that the municipal year 2013/14 will be extended to run up until the date of the Annual Meeting.

RESOLVED that:

(a)       the date of the next Annual Meeting shall be Thursday 29 May 2014; and

(b)       the municipal year 2013/14 will be extended to run up until the date of the Annual Meeting.

The Corporate Strategy provides a clear focus on the most important issues that need to be addressed for 2011 – 2017. This annual review is an opportunity to consider progress being made in delivering the corporate priorities and to assess the impact of any other influences on the Council's services and initiatives.

The Council is asked to approve the updated Corporate Strategy, as at Appendix A.

In considering further amendments to the wording and presentation of the strategy, it was proposed that the Executive Leader be delegated authority to make amendments in response to issues raised by Councillor R H Price, JP regarding additions to the section on Protect and Enhance the Environment under the heading Our Priorities for Improvement.  

RESOLVED that

(a)       the Council accepts the amendments to the Corporate Strategy 2011-2017, as set out in paragraph 44 of the report; and

(b)       the Council delegates authority to the Executive Leader, in consultation with the Director of Strategic Planning and Environment, to make changes to the wording of the section on Protect and Enhance the Environment under the heading Our Priorities for Improvement.  

To consider whether it is in the public interest to exclude the public and representatives of the Press from the remainder of the meeting on the grounds that the matters to be dealt with involve the likely disclosure of exempt information, as defined in Paragraph 1 of Part 1 of Schedule 12A of the Local Government Act 1972.

RESOLVED that the public and representatives of the press be excluded from the remainder of the meeting in accordance with Section 100A(4) of the Local Government Act 1972 as the Council considers that it is not in the public interest to consider the matters in public on the grounds that they will involve the disclosure of exempt information as defined in Paragraph 1 of Part 1 of Schedule 12A of the Act.

To consider a report by the Head of Personnel and Development.

The Council is asked to approve changes to some of the terms and conditions for the senior management team of Fareham Borough Council.

The Council received a report by the Head of Personnel and Development proposing changes to some of the terms and conditions for the senior management team of Fareham Borough Council. The report includes proposals to award a 1% pay increase to senior managers in line with the rest of the Council’s workforce; to change terms and conditions enabling all employees to claim mileage when on Council business; and to change the salary range of the Chief Executive Officer in accordance with the recommendations of an independent review.

RESOLVED that the Council approves:

(a)       that employees on Joint Negotiating Committee (JNC) conditions be awarded a 1% pay increase for 2013/14 in line with all other employees on National Joint Council (NJC) conditions (voting: unanimous);

(b)       that employees on JNC conditions be entitled to claim business mileage at the same rate as those employees on NJC conditions with effect from 1 October 2013 (voting: unanimous); 

(c)       that having taken account of the independent review, the Chief Executive Officer’s salary range be approved as set out in paragraph 50 of the report at Appendix B with effect from 1 October 2013 (voting: 20 in favour; 4 against);

(d)       the updated Pay Policy statements for 2013-14 and for 2014-15, as set out in Appendices C and D to the report, which reflect the above recommendations, should they be agreed (voting 22 in favour; 2 against); and

(e)       that this report, including the appendices and the minute of the decision be no longer treated as exempt information and be open for public inspection, if all recommendations are agreed (voting: unanimous).