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 Janet Trevithick from St Peter’s Church in Titchfield.

Apologies for absence were received from Councillors Mrs M Ellerton, D L Steadman and D M Whittingham.

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

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

The Mayor advised that in accordance with recently set legislation, members of the public and press were able to audio and video record all meetings held in public by Fareham Borough Council. 

He confirmed that there had been no requests to film any part of this meeting.

The Mayor was sorry to advise Members of the serious illness of former Councillor Eric Dunn, who is very unwell with leukaemia and in intensive care. Eric’s wife passed away last month and her funeral was held last Friday. The Mayor extended his best wishes to the family at this difficult time.

The Mayor announced that his next charity event would be the Last Night of the Proms concert at Ferneham Hall on Saturday 25 October from 7:30pm. Tickets are available from the box office at £10 and £8 for concessions.

There will also be a charity lunch at Portchester Parish Hall on Sunday 23rd November at 12 noon. Tickets are £10.

And in preparation for the festive season there will be a Christmas Concert with Spinnaker Brass at Holy Rood Church on Saturday 6 December at 7:30pm. Tickets are on sale at £7.50.

The Mayor confirmed that his charity Tea Parties would continue with a talk by John Gregory on the Victorians at Westbury Manor on Thursday 6 November and on 4 December there will be a Christmas Flower arranging talk by Flowers by Lucy of West Street, Fareham.  Tickets for the Tea Parties are £4.00 on the door.

Commercial Property Investments

The Executive Leader provided an update on the investments that the Council has made as part of its Commercial Property Investment Acquisition Strategy.

The Council has now purchased four properties to maximise value for money by achieving a good return on investment and a regular income stream.

The properties, tenants and purchase prices are:

Clifton House Segensworth - Sauflon (contact lens manufacturer) - £1,700,000

122-134 Seaside, Eastbourne – Sainsburys - £825,000

86-88 Mitcham Lane, Streatham – Sainsburys - £1,300,000

83 St Thomas’ Street, Weymouth – Specsavers - £810,000

The total is £4.6 million with an investment income return of £352,000 per annum or 7.6% which is favourable when compared to the current base rate of 0.5%. A further two transactions are in progress, for a combined value of £3.3 million which should generate a similarly good yield leading to a total return of around 7% on £8 million of investments.

Quay Street Roundabout

The Executive Leader announced that he had received a briefing from the Hampshire County Council Executive Member for Economy, Transport and Environment which provided an update on the actions being taken by the County Council in their role as the Highway Authority, regarding the state of Quay Street roundabout.

The Executive Leader confirmed that Tesco is responsible for the roundabout and are therefore responsible for the mess which has been created by outstanding works to the lighting and landscaping.

Tesco has now received a notice from Hampshire County Council’s legal team requesting that it urgently completes the outstanding works and that failure to do so would result in the calling in of the bond with the financial provisions of the Section 106 Agreement being enacted.

Tesco is now in direct dialogue with the County Council and it is hoped that a quick resolution will be found.

Hampshire Police and Crime Panel Meeting

The Executive Member for Public Protection reported that he had attended the Hampshire Police & Crime Panel meeting on the 3rd October where he had the opportunity to question not only the Police and Crime Commissioner Simon Hayes, but also the Chief Constable of Hampshire Constabulary.

The main items on the Agenda were the Operational Change Programme and monitoring of the Police and Crime Plan.

On the Operational Change Programme, the Committee were unhappy about two points:

·         The re-organisation of the districts – for Fareham, there is a newly appointed Chief Inspector who is on maternity leave until May 2015; there are only two Safer Neighbourhood Beat Sergeants – one of which is coming from Winchester - and a change of PCSO’s.  No account appears to have been made of experience; it seems it was just a geographical selection – ie, officers who live locally.

The Chief Constable’s view on these changes was that “they are all professional officers and will cope”.

·         The Panel were unhappy with the progress on the Estates Plan with no movement forward and no communication with either the Police or the Public.

On the Monitoring Report, the Executive Member for Public Protection questioned the Commissioner on his plan for improved partnership and data sharing and analysis. He advised that in Fareham, like many other districts, monthly Community Tasking Coordinating Group (CTCG) meetings have had to be scrapped because no data analysis from the Constabulary is available.  The Commissioner seemed rather surprised at this situation.

In the future, as a result of meetings with the Police, the Community Safety Partnership Manager and the Executive Member for Public Protection intend to merge the Anti-Social Behaviour Panel and CTCG which will discuss victim/offender/location, and focus on tactical issues.  These meetings will take place on the last Thursday of every month, and in addition, Community Safety will attend an operational meeting every Monday morning to feed in Fareham Borough Council’s updates and tasks.

Access All Areas

The Executive Member for Public Protection reminded Members that the Access All Areas project took place over three weeks during July and August.  It was hugely successful with 2,025 young people registered (double the number from last year), and there was a 12% reduction in anti-social behaviour when compared to the same period last year.

Highlights of the event included the many community clubs and groups who took part and provided free activities; supermarkets Asda, Sainsbury’s, Tesco and Waitrose who provided free food, and water; Stagecoach and First Bus who provided free travel during the period of the summer activities; the Police and Crime Commissioner provided funding for the events, and young people from 19 families involved with Fareham’s Supporting Families programme taking part.  The Executive Member for Public Protection thanked all those who took part and also congratulated Fareham’s Community Safety Team who worked tirelessly on the project to make it such a success.

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

There were no declarations of interest made 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.

There were no petitions presented at this meeting.

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.

RESOLVED that the minutes of the Executive meeting held on 1 September 2014 be received.

RESOLVED that the Schedule of Individual Executive Member Decisions and Officer Delegated Decisions be received.

To receive, consider and answer questions on reports and recommendations of the meeting of the Scrutiny Board held on 25^th September.

RESOLVED that the minutes of the Scrutiny Board held on 25 September 2014 be received.

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 meeting held on Thursday, 17 July 2014 of Health and Housing Policy Development and Review Panel be received.

RESOLVED that the minutes of meeting held on Thursday, 11 September 2014 of Health and Housing Policy Development and Review Panel be received.

RESOLVED that the minutes of the meeting held on Tuesday, 22 July 2014 of Public Protection Policy Development and Review Panel be received.

RESOLVED that the minutes of the meeting held on Tuesday, 9 September 2014 of Public Protection Policy Development and Review Panel be received.

RESOLVED that the minutes of meeting held on Wednesday, 23 July 2014 of Leisure and Community Policy Development and Review Panel be received.

RESOLVED that the minutes of the meeting held on Wednesday, 3 September 2014 of Leisure and Community Policy Development and Review Panel be received.

RESOLVED that the minutes of the meeting held on Wednesday, 30 July 2014 of Planning Committee be received.

RESOLVED that the minutes of meeting held on Wednesday, 27 August 2014 of Planning Committee be received.

RESOLVED that the minutes of the meeting held on Tuesday, 2 September 2014 of Planning and Development Policy Development and Review Panel be received.

RESOVLED that the minutes of meeting held on Thursday, 4 September 2014 of Streetscene Policy Development and Review Panel be received.

RESOLVED that the minutes of the meeting held on Tuesday, 16 September 2014 of Licensing and Regulatory Affairs Committee be received.

The recommendations of the Audit and Governance Committee contained in minute 6 of 22 September 2014 regarding the proposed updates to Standing Orders following the Openness of Local Government Bodies Regulations 2014 were dealt with at agenda item 16.

RESOLVED that the minutes of the meeting held on Monday, 22 September 2014 of Audit and Governance Committee be received.

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

Questions by Councillor C J Wood

1.         What action is the Executive Member taking to complete the Salterns Cycle Track and will a completed track have a tarmac surface please?

Response by the Executive Member for Leisure and Community:

1.         The Council is currently unable to complete the Salterns Cycle Track as the land is in private ownership and the land owners have not given their consent for the cycle track to pass across their land. Officers and Ward Councillors are continuing their dialogue with the land owners and hope the landowners will give their consent and approval in the near future. The cycle track is designated as a rural cycle path and is constructed in accordance with the specification for rural cycle paths approved by Hampshire County Council and Sustrans. There are currently no plans to provide a tarmac surface.

Questions by Councillor C J Wood:

2.         Will the Executive Member please ensure that football goalposts are available to use in Stubbington and Hill Head during the summer months next year?”

Response by the Executive Member for Leisure and Community:

2.         It is standard practice to remove goal posts each year at the end of the football season (i.e. the end of May) to allow for the pitches, particularly the goal mouths, to be reseeded and repaired in preparation for the following season. In addition, goal posts are removed from a number of sites to enable cricket wickets and outfields to be set out and used throughout the summer months. New football pitches are marked out and the goal posts positioned for the start of the new football season (usually by the beginning of September).. 

Questions by Councillor P J Davies:

3.         Housing transfer policy.

a)        Would the Leader not agree that there is inflexibility for existing tenants to go on the waiting list and thus bid for properties, if they wish to or need to move for compelling ‘social reasons’ and that the advice to go onto Homeswapper is not really the answer?

b)        Would the Leader confirm that tenancies at Collingwood Court will be open to existing tenants and that those who are downsizing from 2 or 3 bed Council houses, will have a priority, so more family homes will be available for re-allocation?

Response by the Executive Member for Health and Housing:

3.         a)      I do agree that our current Allocations Policy does not help existing tenants that are deemed to be adequately housed (e.g. the property is of a suitable size to meet the needs of the applicant) to join the waiting list and bid for properties if they wish to move.

However, with over 1300 households currently on the waiting list and less than 200 vacancies arising per annum, we are only able to help those in the greatest need (i.e. those who are not adequately housed, those who are overcrowded or under occupying, and those with significant health problems and or physical disabilities). Allowing applicants who are adequately housed to join the waiting list and wish to move for social reasons would serve no useful purpose. It would give applicants false hope, raise their expectations, but they will always be out bid by those in greater need. It would also increase the waiting list significantly and increase the time spent by officers administering an already overloaded system. Without a significant increase in the supply of affordable housing, I regret we are unlikely to be able to meet the needs of all the residents that are currently registered on our waiting list for some considerable time.

The answer lies in the simple fact that the Council and our housing association partners need to build more homes in Fareham.

However, I would agree it is important that we need to keep our Allocations Policy under regular review and members will recall that we have reviewed the policy on a number of occasions with the input of a Members working group.

Members will also be aware that we will shortly be commencing a review of our Housing Services with the help of Vanguard. This intervention will include a review of our Allocations Policy and procedures with the aim of finding out if there is a better way of helping our residents and a more efficient way of allocating affordable housing. I look forward to sharing the results of this intervention with you in due course.  

b)       I can confirm that priority will be given to those residents that were displaced by the demolition of Collingwood House to return to the new sheltered housing scheme known as Collingwood Court. Priority will be given to allocating the remaining vacancies to applicants who have an urgent medical or physical need for such accommodation and or those tenants who are seeking to down size and thus release family sized homes for re-allocation.

Questions by Councillor P J Davies:

4.         Bus passengers

a)    Bus Shelters

i)       Would the Leader inform me on the progress of the bus shelter review across the whole Borough?

ii)      Is it possible to relocate the now redundant bus shelter on the north side of Hillson Drive, near to the Highlands Road junction to a new location at the bus stop on the east side of Hill Park Road?

b)    Bus Stops

i)       Would the Leader agree that it creates a problem if a private vehicle parks adjacent to a bus stop, as passengers have to walk into the road and for those with mobility issues, it creates a difficulty as SLF buses can lower the floor to kerb level but not to road level?

ii)      Would the Leader agree that bus stops where parking is a problem, should be marked out with yellow road markings?

iii)    Would the Leader agree that the parking problems at the bus stop near 77 Hillson Drive and near the fish and chip shop in Fareham Park Road requires immediate ‘bus stop’ road markings?

Response by the Executive Member for Planning and Development:

4.         Bus passengers

a)    Bus Shelters

Bus shelters will be considered, as part of a review of Public Transport, at the Planning and Development Policy Development and Review Panel meeting in November.

As part of the review exercise it is hoped to develop a decision framework which provides a rationale for where to locate or re-locate bus shelters within the Borough, taking account of such factors as levels of patronage at stops and suitability in terms of street scene and public realm. Once this framework has been approved we are likely to be in a position to assess individual requests.

b)    Bus Stops

The parking of private vehicles at bus stops is a problem and may represent a potential safety concern for passengers who may have to walk into the road to access a bus.

The provision exists to mark out bus stops with a thick solid yellow line; however it is not always appropriate to do this. Drivers generally only park at bus stops if they perceive that a better alternative is not available; which suggests that there is already pressure on parking where this happens. Where parking is under pressure, the introduction of prohibitive markings tends to lead to the parking re-appearing elsewhere rather than disappearing altogether.

Therefore, bus stop markings may be considered where parking causes the potential for safety concerns for bus operators and their passengers. There would be a minimum required kerb length of 18 metres to allow buses to manoeuvre in and out of the marked bay.

At 77 Hillson Drive the bus stop is adjacent to a kerbed verge, but if Cllr Davies as the Ward Member for this area would like a bus stop clearway to be marked here, then it could be considered although it may be prudent to inform the residents of the adjacent houses first. This could be marked to apply 8am-6pm Mondays to Saturdays, it is suggested that outside these times this area is likely to be of greater benefit for parking for residents and their visitors than for bus passengers.

To the northwest of the fish and chip shop in Fareham Park Road, protecting the (south-eastbound) bus stop here would involve the displacement of two cars which are regularly parked there. This location is between two dropped kerbs. The same considerations and comments apply as at Hillson Drive.

The views of Hampshire County Council and the bus operator(s) should be sought in addition to those of Fareham Borough Council.

Questions by Councillor Mrs K Trott

5.         Bearing in mind, one of this Council’s stated priorities is,” to support a balanced housing market so that residents of Fareham have access to good quality housing that is affordable, within their means and offers a choice of tenures.” Would the Executive member agree with me that the sale of council homes through the Right to Buy scheme has adversely impacted, and continues to impact, on that priority as it is an inefficient use of public funds, which continues to lose valuable social rented homes, especially family homes?

Response by the Executive Member for Health and Housing:

5.         Over the last ten years the Council has sold 102 homes under the Right to Buy Scheme.

          Whilst it is a fact that the Council has lost these homes from our social housing stock, these homes were already occupied with tenants that we can assume were very happy with their homes and hence chose to buy them. Therefore, it is very unlikely that these homes would have become vacant and available for reletting in the foreseeable future.

          The Right to Buy Scheme has been very successful in helping people who previously could only aspire to own a home to buy their own home and improve it as they wished. Nationally the Right to Buy policy has helped to deliver mixed communities and transform the monolithic council estates of old.

          Under the current Right To Buy Scheme the Coalition Government has pledged that for every house sold a  new Affordable Rented home will be built.

          Since 2012 the Council is able to keep a proportion of the Right to Buy receipts to help fund the provision of new affordable homes. Since 2012 the Council has used the receipts to help buy 5 homes on the open market, and has plans to build 100 new homes for affordable over the next 2 years.

Questions by Councillor P Whittle, JP

6.            What is the total full cost to date of the work associated with the Vanguard project?

What is this cost breakdown in terms of:

- Costs paid to the consultants

- Other external expenses (eg. Venue hire, expenses, materials, printing, etc)

- Total number of days and hours taken by Council staff working on the project

- Opportunity cost of the time spent by Council staff (converted from salary plus on-cost as above) for the resource commitment of working on the project

What proportion of the Council services (as a % of total work areas and total staff) have to date been converted to the Vanguard system of operation?

What % is the objective?

What is the estimate of time, resources and costs in the above categories to complete the project and by what date for the remaining % of activity?"                       

Verbal Response by the Executive Leader:

6.         The total full cost to date of the work associated with the Vanguard project is £241,280.

The amount paid to Vanguard so far is £241,280.

Other external expenses is Nil.

No detailed time recording has been kept as there is no value to be gained from it.  The work that employees are carrying out whilst working with Vanguard is simply the same work, but carried out in a different way.  They remain in their respective day jobs.

The only exception to this is one Head of Service, Mark Bowler – Head of Leisure and Community, who is referred to as a Trainee Vanguardian.  Mark works with the intervention teams for three days per week, learning how to manage interventions to ensure that the Vanguard method is sustainable within the organisation, once the Vanguard consultant has ceased his term of appointment.

Firstly, adopting the Vanguard Method of systems thinking, changing the way the Council works is not a project, but a cultural change.  It is therefore not measured in time, or opportunity cost, but results.

In relation to the time that Mark Bowler is spending learning about the Vanguard method, three days of his time equates to £925.00 per week, incl on costs.

The objective is to work through all council services, applying the Vanguard method to all processes and procedures.

The proportion of council services which have been involved in a Vanguard intervention to date has not been specifically calculated, as certain parts of services have been involved in some cases, rather than whole parts.  Ie the planning application process has been subject to a Vanguard intervention, not all of the Planning service, whereas all of the Benefits team are now working in the same way following a Vanguard intervention.

As previously mentioned in response to an earlier question, this is not a project, but an on-going commitment to best meet the needs of our customers.  Because of this, there will be no end or completion date, but a constant, on-going review of service delivery.

To receive any Motions of which notice has been given.

I propose that Fareham Borough Council agrees to ban the culling of badgers on Fareham Borough Council owned land now and in the future, including any land that the Council later acquires. This is in response to the start of a second year of badger culling in parts of Gloucestershire and Somerset and follows Hampshire County Council’s decision not to allow badger culling to take place on any County owned or leased land. I believe that there is insufficient evidence to support the scientific claims that a cull of badgers is the answer to eradicating Bovine TB from the countryside.

“I propose that Fareham Borough Council agrees to ban the culling of badgers on Fareham Borough Council owned land now and in the future, including any land that the Council later acquires. This is in response to the start of a second year of badger culling in parts of Gloucestershire and Somerset and follows Hampshire County Council’s decision not to allow badger culling to take place on any County owned or leased land. I believe that there is insufficient evidence to support the scientific claims that a cull of badgers is the answer to eradicating Bovine TB from the countryside.”

Having been duly seconded by Councillor T J Howard and debated, the motion was declared CARRIED with 24 Members voting in favour, no Members voting against and 4 Members abstaining.

I propose that the Council agrees to recommend to the Independent Review Panel when it is next convened, to consider abolishing any Internet Rental Allowance.

“I propose that the Council agrees to recommend to the Independent Review Panel when it is next convened, to consider abolishing any Internet Rental Allowance.”

The motion was not seconded and therefore in accordance with Standing Order 19.1, the motion fell.

I propose that this Council agrees to waive the political proportionality calculations and ensures that each Councillor sits on a similar number of committees.

“I propose that this Council agrees to waive the political proportionality calculations and ensures that each Councillor sits on a similar number of committees.”

The Mayor advised that as this motion would be dealt with at agenda item 17 – Allocation of Seats to Committees.

A report by the Director of Finance and Resources.

The Council considered a report on the annual review of the Corporate Strategy 2011-2017.

Councillor P J Davies proposed an amendment to the strategy document by adding the following corporate priority under the heading Protect and Enhance the Environment:

3c) The Council will seek to improve Public Transport and encourage the provision of cycle and walkways so residents can have a real choice in the way they wish to travel.

Having been duly seconded by Councillor T G Knight and debated, the amendment was declared CARRIED with 25 Members voting in favour, no Members voting against and 3 Members abstaining.

Councillor P J Davies also proposed an amendment to corporate priority 12) by deleting the words after “Modernise and improve sheltered accommodation across the Borough”.

The amendment was declared CARRIED with many Members voting in favour and no Members voting against.

RESOLVED that the Council accepts the amendments to the strategy document, as set out in paragraph 12 of the report, along with the amendments proposed by Councillor P J Davies.

A report by the Monitoring Officer.

The recommendations of the Audit and Governance Committee contained in minute 6 of 22 September 2014 regarding the proposed updates to Standing Orders following the Openness of Local Government Bodies Regulations 2014 were taken into account in determining this item.

RESOLVED that the Council approves:

(a)          the updates to Part Four of the Constitution - Standing Orders with Respect to Meetings, as detailed in paragraph 8 of the report;

(b)          the protocol on the recording of public meetings, as set out in appendix A to the report; and

(c)          that the Monitoring Officer be delegated authority to update the protocol to meet operational needs.

A report by the Chief Executive Officer.

The Council was advised of the calculation of political balance for appointments to committees following the recent changes to political group membership. The Council was 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 10 October 2014.

The Mayor referred to the Motion submitted under Standing Order 15 from Councillor C J Wood: “I propose that this Council agrees to waive the political proportionality calculations and ensures that each Councillor sits on a similar number of committees.”

The motion was not seconded and therefore in accordance with Standing Order 19.1, the motion fell.

RESOLVED that the Council approves:

(a)       the allocation of seats, as set out in Appendix A for the remainder of the municipal year 2014-15; and

(b)       the nominations of the political groups to seats on committees, along with the nominations of deputies and the appointment of a Chairman and Vice-Chairman  for each committee for the remainder of the municipal year 2014-15, as set out in Appendix B to these minutes.

A report by the Head of Democratic Services.

RESOLVED that Council approves the schedule of Council and other meetings for the municipal year 2015-16, as set out at Appendix A to the report.

This charity body was set up to manage and run the new Portchester Community Centre following the award of the lease to Portchester Community School.

Members are asked to review the appointment made at Annual Council on 25^th May 2014.

The Council was asked to review the appointment to this charity body, set up to manage and run the new Portchester Community Centre following the award of the lease to Portchester Community School.

RESOLVED that Councillors N J Walker and G Fazackarley be appointed as nominated members to join the management board of trustees of Portchester Community Centre Ltd for the remainder of the 2014/15 municipal year.

The community hall managed by the Association is located at the boundary of Portsmouth and Fareham and a number of users are from the Portchester area.  Meetings of the committee take place at about 6-weekly intervals at the hall.  The committee currently comprises local residents, representatives of the scouting movement and a representative of Portsmouth City Council

Members are asked to review the made at Annual Council on 25^th May 2014.

The Council was asked to review the appointment to this committee.

RESOLVED that Councillor G Fazackarley be appointed as a representative to attend the West Paulsgrove Scout and Community Association for the remainder of the 2014/15 municipal year.

The role of the FBC representative is to attend meetings of FARGO (Fareham and Gosport Bus Panel) and HCC Transport Fora for Fareham and Gosport, to liase with bus and train companies on matters relating to public transport and to attend Bus Users UK meetings in South Hampshire.

Members are asked to review the appointment made at Annual Council on 25^th May 2014.

The Council was asked to review the appointment to this outside body.

RESOLVED that Councillor P J Davies be appointed as a representative to attend meetings of FARGO (Fareham and Gosport Bus Panel) and HCC Transport Fora for Fareham and Gosport, and that Councillor G Fazackarley be appointed as the deputy.

The Moving On Project is a charity working in Fareham and Gosport, to provide help for young people aged 11-25, to improve their lives. They offer confidential, discrete support, including free counselling and mentoring to local young people.

They are based at the X-perience Youth Centre, Fareham and also offer counselling in Gosport. In addition to the counselling and mentoring services, the Moving on Project co-delivers 6 weekly drop-in health and wellbeing sessions in a number of local youth centers.

Members are asked to appoint a representative from October 2014.

The Council was asked to appoint a representative to this charity body, set up to provide help for young people aged 11-25, to improve their lives in Fareham and Gosport. They offer confidential, discrete support, including free counseling and mentoring to local young people.

They are based at the X-perience Youth Centre, Fareham and also offer counseling in Gosport. In addition to the counseling and mentoring services, the Moving on Project co-delivers 6 weekly drop-in health and wellbeing sessions in a number of local youth centers.

RESOLVED that Councillor G Fazackarley be appointed as a representative with Councillor S Pankhurst being appointed as a deputy.