Agenda and draft minutes

An apology of absence was received from Councillor F L Burgess.

To confirm as a correct record the minutes of the meeting of the Policy and Resources Scrutiny Panel meeting held on 12 February 2025.

RESOLVED that the minutes of the Policy and Resources Scrutiny Panel meeting held on 12 February 2025 be confirmed and signed as a correct record.

There were no Chairman’s announcements made at this meeting.

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 or Political Groups, in accordance with the Council’s Constitution.

There were no declarations of interest made at this meeting.

To receive any deputations of which notice has been lodged.

There were no deputations made at this meeting.

To consider a report by the Assistant Director (Democracy) on an Update to the Council’s Unreasonable Behaviour Policy.

The Panel considered a report by the Assistant Director (Democracy) which provided an update to the Council’s Unreasonable Behaviour Policy. The report proposes a change to managing the process when consideration is being given to applying this policy. This is to provide clarity for customers by setting expectations for behaviour when interacting with the Council, outlining some instances of non-tolerated behaviour and it also provides officers with a clear route when escalating unreasonable complainant behaviour.

Councillor D Wiltshire asked what provisions are in place to help and protect those customers with mental health issues who could find it difficult to engage with the Council and Officers and as a result may find themselves being treated under the unreasonable behaviour policy. The Assistant Director (Democracy) reassured the Panel that the purpose of the policy was not to prevent individuals from contacting the council but to assist those who may struggle to engage effectively. Measures will be put in place to assist these individuals such as appoint an advocate to act on their behalf and working with other agencies to ensure that they receive the support needed. She also clarified that the purpose of the policy was to ensure that the Council has a consistent approach to dealing with challenging customers and that there was a centralised department for managing this.

RESOLVED that the Panel: -

(i)            notes the content of the draft Unreasonable Complainant Behaviour Policy; and

(ii)          recommends that the Executive endorse the policy at its meeting on 2 April 2025.

To consider a report by the Assistant Director (Democracy) on Recognising and Celebrating Diversity.

The Panel considered a report by the Assistant Director (Democracy) on recognising and celebrating diversity.

Members were reminded of the motion that was presented to the Panel at its meeting on 21 Oct 2024, to show support for LGBTQ+ people, and the subsequent agreed project at the Council meeting on 12 December to “ensure that services are accessible to all members of our community and staff by recognising and celebrating diversity, promoting inclusion, and by providing systems and structures that allow for equity of opportunities and access”.

Members did not have any questions or further suggestions on the report, but commended officers for their hard work and progress made since the motion was brought to the Panel previously. They expressed their support of the proposed calendar of campaigns, and acknowledged the work undertaken on the Council’s systems to date, noting that this was going to be a longer term piece of work due to the nature of many of the current systems used within the authority.

RESOLVED that the Panel note the content of the report.

To consider any items of business dealt with by the Executive since the last meeting of the Panel, that falls under the remit of the Policy and Resources Portfolio. This will include any decisions taken by individual members during the same time period.

The Panel considered the Executive items of business which falls under the remit of the Policy and Resources Portfolio, including Executive Member decisions and Officer delegated decisions, that have taken place since the last meeting of the Panel on 12 February 2025.

RESOLVED that the public and representatives of the press be excluded from the meeting for item 8(1) - CONFIDENTIAL - Fareham Shopping Centre Asset Management Initiatives, on the grounds that the matter to be dealt with will involve the likely disclosure of exempt information as defined in Paragraph 3, Part 1, of Schedule 12A of the Local Government Act 1972.

Councillor D Wiltshire asked questions of officers in respect of this decision.

The Panel resolved to move back into public session at the end of this item.

No comments were received.

No comments were received.

No comments were received.  

No comments were received.

No comments were received.

No comments were received.

There were no comments received.

No comments were received.

No comments were received.

To provide an opportunity for Members to consider the scrutiny priorities for the Policy and Resources Panel.

The Assistant Chief Executive Officer addressed the Panel on this item and updated them on some of the proposed items for the new municipal year.

Members were invited to put forward any further suggestions that they may have for the 2025/26 priorities plan.

Councillor Hamilton enquired about an update on the Civic Offices, which he had previously requested. The Assistant Director (Finance and ICT) confirmed that this is a piece of work identified as part of the Opportunities Plan and that it would be brought to this Panel in the future, however there is no clarity yet on when this may be.

The Chairman enquired about the recent Opportunities Plan review and enquired as to when some detailed feedback would be provided. The Assistant Director (Finance and ICT) confirmed that work is still being undertaken to finalise the next version of the Opportunities Plan but the outcomes of this will be discussed with Members when appropriate.

Councillor Miss Harper enquired as to whether devolution feeds into this portfolio and whether updates will be provided at future meetings. The Assistant Director (Democracy) informed the Panel that following the report to the Executive on 20 March 2025, the Council will need to develop plans for the next steps of the process. It is unknown at present when any information will be able to be provided and to which Panel’s this will be taken to.