Agenda and minutes

Apologies for absence were received from Councillor N R Gregory.

Following the meeting being opened with prayers led by the Mayor’s Chaplain, Father John Cooke, the Mayor extended a warm welcome to the guests at this annual meeting of the Council and went on to announce the Citizens of Honour for 2014.  She presented badges to Maria Lennan, Vicki Hollins, Les Ballard and Linda Phear. Callum Ashworth, Brandon Draper and Harvey Young were announced as the Young Citizens of the Year and the HMS Collingwood Cup was presented to Leading Physical Trainer Vicky Jarvis.

To elect the Mayor of Fareham for the municipal year 2014/15.  (The order of proceedings to be observed is set out in the programme, which will be available at the meeting).

On the Council being invited to submit nominations for the election of Mayor, it was proposed by Councillor P W Whittle, JP and seconded by Councillor S D T Woodward "that Councillor David Norris be elected Mayor of Fareham for the municipal year 2014/15."  On the motion being put to the meeting it was declared CARRIED unanimously. 

RESOLVED that Councillor David Norris be elected Mayor of Fareham for the municipal year 2014/15.

After Councillor Norris had received the personal congratulations of The Mayor, he retired from the meeting to be robed and upon his return signed the statutory declaration of acceptance of office.

The Mayor thanked the Council for his election. He informed members that Reverend Ian Meredith would be his Chaplain for the year and that he had asked Mrs June Haye to co-ordinate an ecumenical chaplaincy for the year. He also announced that the Mayor’s charity appeal would this year be in support of the Rowan’s Hospice and Stubbington Ark.

The Mayor then went on to name his wife, Mrs Pamela Norris, as Mayoress for the year and invested her with the chain of office.

To elect the Deputy Mayor for the municipal year 2014/15 in accordance with Standing Order 2.2.

On the Council being invited to submit nominations for the election of Deputy Mayor of Fareham for the municipal year 2014/15, it was proposed by Councillor S D T Woodward and seconded by Councillor T M Cartwright "that Councillor Michael Ford, JP be elected Deputy Mayor of Fareham for the municipal year 2014/15".  On the nomination being put to the meeting, it was declared CARRIED unanimously.

RESOLVED that Councillor Michael Ford, JP be elected Deputy Mayor of Fareham for the municipal year 2014/15.

After receiving the personal congratulations of the Mayor, Councillor Ford, JP signed the statutory declaration of acceptance of office and thanked the Council for his election.  He announced that his wife, Mrs Anne Ford, would be the Deputy Mayoress.  The Mayor then invested the Deputy Mayor and Deputy Mayoress with their chains of office.

It was proposed by Councillor S D T Woodward and seconded by Councillor K D Evans "that the best thanks of the Council be accorded to Councillor Susan Bayford and Councillor Brian Bayford for their services as Mayor and Mayor’s Consort during the past municipal year".  On being put to the meeting the motion was declared CARRIED unanimously.

RESOLVED that the best thanks of the Council be accorded to Councillor Susan Bayford and Councillor Brian Bayford for their services as Mayor and Mayor’s Consort during the past municipal year.

Councillor Susan Bayford replied to the vote of thanks and expressed her appreciation of the support she had been given throughout her year of office.  The Mayor then presented Councillor Susan Bayford with her Past Mayor's badge and Councillor Brian Bayford with his Past Mayor's Consort badge.

To present the Mayor’s Cadet for 2014/15 with the badge of service.

The Mayor presented his Mayor’s Cadet for 2014/15, Cadet Corporal Matthew Charter of 9 Platoon HMS Collingwood Army Cadet Force with his badge of service.

The meeting will re-convene in the Council Chamber, Civic Offices, Fareham. 

It was proposed by Councillor S D T Woodward and seconded by Councillor T M Cartwright "that this meeting now adjourn and resume at 2.30pm in the Council Chamber in the Civic Offices, Fareham". 

On being put to the meeting, the proposition was declared CARRIED unanimously.

As the Annual Meeting of the Council reconvened, the Mayor notified members with sadness that former Councillor Bob Munden had died recently. Bob served on the Council from 1991 to 1995 and from 1998 to 2002.  During this time, he was the chairman of the Health and Environment Committee and of the Licensing Sub-Committee. He also served on the Leisure Services and Policy and Resources committees.

The Mayor invited members of the Council and members of the public to join him in a minute’s silence, as a mark of respect.

Apologies for absence for the afternoon session were received from Councillor N R Gregory.

To confirm as a correct record the minutes of the Council Meeting held on 24 April 2014.

RESOLVED that the Mayor be authorised to sign as a correct record the minutes of the meeting of the Council held on 24 April 2014.

The Mayor reminded members that Reverend Ian Meredith would be his chaplain and that he had asked Mrs June Haye to co-ordinate the chaplaincy for the year.

The Mayor also reminded members that his charity appeal would support the Rowan’s Hospice and the Stubbington Ark.

The Mayor announced that the charity launch would take place on Sunday 22 June at the Parish Hall, Assheton Court, Portchester from 12 noon and that the first charity event would be a tea party in the Parlour on Thursday 12th June at 2:30pm with a talk by Mardi Marsh about her new book. This would be followed by a cheese and wine evening on Friday 13th June at Wallington Village Hall from 7:30pm with tickets priced at £10.

To receive any declarations of interest from members in accordance with Standing Orders and the Council’s Code of Conduct.

Councillor T G Knight declared a non-pecuniary interest for item 18, Appointments to Outside Bodies as he is a relative of a representative appointed to the Earl of Southampton Trust (number 4 of Appendix A to the report). Councillor Knight left the meeting for this item and took no part in the discussion.

At the annual meeting in May 2012, Councillor S D T Woodward was elected to be the Executive Leader for a term of 4 years.  In accordance with Standing Order 3.1, members are asked to confirm the appointment for this next municipal year.

RESOLVED that the Council noted that Councillor S D T Woodward had been appointed as the Executive Leader in 2012 for the period 2012 - 2016.

Members are reminded that following the resolution of the Council on 16 December 2010, the Executive Leader is invited to advise the Council of his appointment of two or more (but no more than nine) members to form the Executive.

The Council was advised that the Executive Leader would be appointing five other members to form the Executive to work alongside himself. He also advised that Councillor T M Cartwright would be appointed as the Deputy Executive Leader.

Members are reminded that the Executive Leader is responsible for determining the areas of Executive responsibility and for allocating the portfolios to the Executive members appointed.  The Executive Leader is invited to advise the Council of his appointments.

The Council was advised that the Executive Leader would be appointing Councillors B Bayford, T M Cartwright, K D Evans, Mrs C L A Hockley and L Keeble to serve as Executive Members for 2014/15.

In accordance with Standing Order 5.1, the Executive Leader is invited to determine the separate areas of responsibility to be allocated to the Executive Members for the forthcoming year.  Members are reminded that Appendix 5 to Part 1 of the Council’s Constitution currently provides for the following areas of responsibility:-

·               Leisure and Community;

·               Planning and Development;

·               Policy and Resources;

·               Public Protection;

·               Health and Housing; and

·               Streetscene.

The Executive Leader is invited to confirm the areas of responsibility for 2014/15.  Members are reminded that the allocation of these portfolios to the Executive Members is a matter for the Executive Leader.

The Council was advised that the Executive Leader would be allocating responsibilities to the Executive portfolios for the Municipal Year 2013/14, as follows:-

Planning and Development - Councillor K D Evans;

Leisure and Community - Councillor Mrs C L A Hockley;

Health and Housing - Councillor B Bayford;

Public Protection - Councillor T M Cartwright;

Streetscene - Councillor L Keeble; and

Policy and Resources - Councillor S D T Woodward.

In accordance with its Standing Orders, the Council is invited to consider a report on the appointment of committees and the allocation of seats following the nominations of political groups.

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 municipal year 2014/15.

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 committee functions and number of seats on each committee for the municipal year 2014/15, as listed at paragraphs 5, 6 and 7 of the report;

(b)       the allocation of seats to political groups for the municipal year 2014/15, as shown in Appendix A attached to these minutes;

(c)       the nominations of the political groups to seats on committees, deputies and spokesmen, for the municipal year 2014/15, as shown in Appendix B attached to these minutes; and

(d)       the appointment of a Chairman and Vice-Chairman  for each committee for the municipal year 2014/15, as shown in Appendix B attached to these minutes.

The Council is reminded that it has established Community Action Teams throughout the Borough and has determined that a ward Councillor shall be appointed as Chairman of each of the CATs, except where the Mayor is appointed to be Chairman for his/her own ward area CAT.  The Council is therefore invited to appoint a Chairman for each of the following:-

·           Western Wards Community Action Team (comprising Locks Heath, Park Gate, Sarisbury and Warsash wards);

·           Crofton Community Action Team (comprising Stubbington and Hill Head wards);

·           Titchfield Community Action Team (comprising Titchfield and Titchfield Common wards); and

·           Fareham Town Community Action Team (comprising Fareham East, Fareham North, Fareham North-West, Fareham South and Fareham West wards)

Having determined at item 2 to elect the Mayor of Fareham, the Council is now asked to confirm that the Chairman for Portchester Community Action Team (comprising the Portchester East and Portchester West wards) will be Councillor D J Norris for 2014/15.

The Council was reminded that it had established Community Action Teams (CATs) throughout the Borough and was invited to appoint chairmen for each of the areas.

In considering the appointment to Fareham Town Community Action Team, an amendment was proposed that Councillor Mrs K K Trott be appointed chairman. On being put to the meeting, the amendment was declared LOST, 5 members voting in favour and 21 voting against.

It was proposed by the Executive Leader that the following CAT chairmen be appointed:

Portchester Community Action Team – Councillor D J Norris;

Crofton Community Action Team – Councillor A Mandry;

Titchfield Community Action Team – Councillor T Harper;

Western Wards Community Action Team – Councillor M J Ford; and

Fareham Town Community Action Team – Councillor T J Howard.

Having been duly seconded, it was RESOLVED that the proposal be agreed.

The Council is reminded that the Localism Act 2011 implemented significant changes to the Standards regime which required the Council to put in place new arrangements to deal with matters of ethics, probity and Members conduct.

At its meeting in June 2012, the Council appointed Mr David Basson and Mrs Mary Kilbride as the Council`s two Designated Independent Persons for the purposes of consideration, investigation and hearing of complaints under the Members Code of Conduct as required under section 28(7) of the Localism Act 2011.

The Council is recommended to confirm Mr David Basson and Mrs Mary Kilbride as the Council`s two Designated Independent Persons for this next municipal year.

The Council was reminded that the Localism Act implemented significant  changes to the Standards regime and that at its meeting in June 2012, the Council appointed Mr David Basson and Mrs Mary Kilbride as the Council`s two Designated Independent Persons, as required under section 28(7) of the Localism Act 2011.

RESOLVED that Mr David Basson and Mrs Mary Kilbride be confirmed as the Council`s two Designated Independent Persons for the municipal year 2014/15.

Standing Order 10 requires the Council to make appointments to outside bodies, other than appointments which are required by law to be made by the Executive.  Appended to this agenda is a report scheduling the appointments to be made.

The Council was reminded that it was required by Standing Order 10 to make appointments to outside bodies, other than those appointments which were required by law to be made by the Executive.  Council therefore considered the report of the Director of Finance and Resources on the appointments to be made and also received guidance on the duties and responsibilities of members when acting as an appointee to an outside body.

The Executive Leader advised that a number of deletions would also be made as the outside body either no longer existed or had not met for some time.

Councillor T G Knight declared a non-pecuniary interest for this item as he is a relative of a representative appointed to the Earl of Southampton Trust (no.4 of the attached Appendix). Councillor Knight left the meeting for the discussion of the appointment to this outside body and took no part in the discussion.

In considering the appointments to the Fareham/Vannes Twinning Committee (no.6), it was AGREED that the description of the purpose of the organisation be amended to show that the committee meets monthly.

In considering the appointments to the Fareham Welfare Trust (no.9), it was AGREED that the description of the purpose of the organisation be amended to show that it is for persons living in the Old Fareham Parish area. It was also AGREED that the appointment of Councillor Mrs S Pankhurst continue for another four year term, ending in June 2018.

In considering the appointments to the Children and Young People’s Partnership (no.15), it was AGREED that the title should be amended to “Local Children’s Partnership”.

In considering the appointments to the Randal Cremer Trust (no.17), it was AGREED that Councillor Mrs K Mandry be appointed as Trustee for 2014/15.

In considering the appointments to the William Price Charitable Trust (no.21), it was AGREED that the description of the purpose of the organisation be amended to show that it is for schools in the Old Fareham Parish area.

In considering the appointments to the Crofton Community Association Management Committee (no.24), it was AGREED that the title should be amended to “Crofton Community Association”.

In considering the appointments to RELATE Portsmouth and District (no.40) and RELATE Solent (no. 41), it was AGREED that Councillor Mrs S Pankhurst be appointed as Representative for 2014/15.

In considering the appointments to the River Hamble Harbour Management Committee (no.42), it was AGREED that the description of the purpose of the organisation be amended to show that the committee “delegates day to day decision making to the Harbour Master.”

In considering the appointments to the West Paulsgrove Scout and Community Association (no.48), it was proposed that Councillor G Fazackarley be appointed as the representative. On the proposal being put to the meeting it was declared LOST, 6 members voting in favour and 22 voting against. A further proposal was made that Councillor Miss S Bell be appointed as the representative for 2014/15. On being put to the meeting, the proposition was CARRIED, 22 members voting in favour and 6 voting against.

In considering the appointments to the Daedalus Strategy Group (no.50), it was proposed that Councillor C J Wood be appointed as the representative. Following a debate on this item and in accordance with Standing Order 24.4 a recorded vote was requested. On being put to the meeting it was declared LOST, 1 member voting in favour (Councillor C J Wood), 27 members voting against (Councillors B Bayford, Mrs S Bayford, Miss S Bell, J V Bryant, Mrs P M Bryant, T M Cartwright, P J Davies, Mrs M E Ellerton, K D Evans, G Fazackarley, M J Ford, JP, Miss T Harper, Mrs C L A Hockley, T J Howard, L Keeble, T G Knight, A Mandry, Mrs K Mandry, Mrs S Pankhurst, R H Price, JP, D L Steadman, D C S Swanbrow, Mrs K K Trott, N J Walker, D M Whittingham, P W Whittle, JP and S D T Woodward) and 1 member abstaining (Councillor J M Englefield).

In considering the appointments to the Local Government Association Coastal Issues Special Interest Group (no.55), it was proposed that Councillor Mrs K K Trott be appointed as the representative for 2014/15. On the proposal being put to the meeting it was declared LOST, 4 members voting in favour, 23 voting against and 1 member abstaining. A further proposal was made that Councillor A Mandry be appointed as the deputy representative for 2014/15. On being put to the meeting, the proposition was CARRIED, many members voting in favour and no member voting against.

In considering the appointments to the Public Transport Representative (no.57), it was AGREED that the description of the purpose of the organisation be updated in consultation with Councillor P J Davies. It was also AGREED that Councillor A Mandry be appointed as the deputy representative for 2014/15.

In considering the appointments to the Community Safety Partnership (no.60) it was AGREED that Councillor Mrs K Mandry be appointed in place of Councillor A Mandry for 2014/15.

In considering the appointments to the Sub-group meetings: Community Tasking and Coordinating Group (no.61), it was AGREED that Councillor T M Cartwright be appointed for 2014/15.

In considering the appointments to the Police and Crime Panel (no.69) it was AGREED that Councillor T M Cartwright be appointed representative and that Mrs K Mandry be appointed deputy representative for 2014/15.

In considering the appointments to the Highlands Hub Management Committee (no.70) it was AGREED that Councillor Mrs C L A Hockley be appointed representative for 2014/15.

In considering the appointments to the County Strategy Group for Crime and Disorder (tabled as no.75) it was AGREED that Councillor T M Cartwright be appointed representative for 2014/15.

Subject to the amendments agreed as listed above, the Council RESOLVED that:

(a)       representatives for 2014/15 be appointed to the organisations as set out in the appendix to the report;

(b)       the outside bodies that have not met within the municipal year be deleted (Nos. 51 and 52.); and

(c)       the guidance to members on their duties and responsibilities as appointees to outside bodies be noted.

The Executive Leader placed on record his appreciation and commiseration to former Councillor Jim Forrest who lost his seat at last week’s local election.

There were no Executive Members’ Announcements 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 562 signatures was presented by Councillor L Keeble entitled “Petition against development on land between Longfield Avenue, Rowans Way and Stubbington following the Hallam Land planning application.

The Mayor advised Councillor Keeble 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. 

The minutes of the meeting of the Executive held on 7 April 2014 were presented to the Council.

RESOLVED that the minutes of the Executive meeting held on 7 April 2014 be received.

Note : the following recommendations are to be determined:

Minute 11(1) – Community Safety Strategy – the Council is recommended to approve the Strategy.

Minute 11(2) – Food Safety Plan – the Council is recommended to approve the Plan.

The minutes of the meeting of the Executive held on 12 May 2014 were presented to the Council.

RESOLVED that:

(a)       the minutes of the Executive meeting held on 12 May 2014 be received;

(b)       the recommendation of the Executive contained in minute 10(1): Community Safety Strategy – be accepted and the strategy be approved; and

(c)       the recommendation of the Executive contained in minute 11(2): Food Safety Plan - be accepted and the strategy be approved.

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

RESOLVED that the minutes of the meeting of the Planning Committee held on 23 April 2014 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.

(1)   Notice of motion received 16 May 2014 by Councillor N Gregory:

I, Councillor Nick Gregory, would like this council to give consideration to this motion; my motion is to request that all members support a change in the format of the “Fareham Today” booklet that this Council finances.

I am requesting that support is given to the allocation of one page or half page in this booklet to be used to pass information on about Police activities / crime within the Borough, contact details etc.

We as a council invite local Police sergeants to our CATs meetings to feed this information across; however we also have many residents who do not attend these meetings due to illness, being housebound or disabled.  

Ensuring that this council is fully meeting its commitments to equality and diversity, I feel that essential information of this sort should be promoted by us through our “Fareham Today” booklet.

This is not about money and who is paying for it, it’s about our moral obligation as a council and elected Council members to do whatever we can, using whatever resources we have to ensure that our residents are empowered with good quality information to make all our communities safer.

The motion submitted by Councillor N R Gregory, as included in the Council agenda, was removed at the request of Councillor Gregory as he had submitted his apologies for absence for this meeting.

Standing Order 9 requires the Council to establish or confirm the plans and strategies which are to comprise the Council’s overall policy framework within which the Executive will operate during the coming year.  The Council’s Constitution sets out the major plans and strategies reserved to the Council for approval.  The Council is therefore invited to confirm the policy framework for 2014/15 as comprising those plans and strategies identified in the table below:

The Council was reminded that Standing Order 9 required it to establish or confirm the plans and strategies which were to comprise the Council’s overall policy framework within which the Executive would operate during the coming year.  Members were reminded that the Council’s Constitution set out the major plans and strategies reserved to the Council for approval. 

RESOLVED that the policy framework for 2014/15 be confirmed as comprising those plans and strategies identified in the table below:

The Council is asked to approve the change of the scheduled meeting of the Housing Tenancy Board from 14^th July to 28^th July.

RESOLVED that the date for the meeting of the Housing Tenancy Board in July be changed from 14 July 2014 to 28 July 2014.