Agenda and minutes

Prior to the commencement of the meeting, the Mayor announced that it would be appropriate to hold a moment of reflection following the recent death of His Royal Highness The Prince Philip, Duke of Edinburgh and invited Members to join her in paying tribute to the many years of devout service to her Majesty The Queen and to the Country, given freely by Prince Philip.

An apology for absence was received from Councillor S Cunningham.

To confirm as a correct record the minutes of the Council Meeting held on 26 February 2021.

RESOLVED that the Mayor be authorised to sign as a correct record the Minutes of the Council meeting held on 26 February 2021.

During her announcement, the Mayor reflected that over the past year during the Covid pandemic we have all faced many challenges. Loved ones have been lost, and the extended isolation from families and friends together with the strain placed on key workers has affected all of us, but we must also remember the positives, the incredible acts of kindness, the helpers and heroes who have emerged from all walks of life, and how together we adapted to a new normal.

The Mayor announced that, along with the Mayoress, she has continued to attend engagements, albeit mostly via Zoom and Teams.  On Friday 2^nd April, they attended the Annual Good Friday Walk of Witness. This was a virtual event held via zoom, organised by the Christians Together in Fareham and led by the Parish of Holy Trinity with St Columbia.  It was also a great pleasure to attend Ghandi’s Takeaway in Anju Crescent on Monday 19th April, when Abu kindly donated the evenings takings to the Mayor’s Charities and Cancer Research UK.  A handsome £500 has been paid into the Charity Account

Following the sad news of the death of His Royal Highness, Prince Philip, the Mayor informed members that she sent condolences on behalf of the Borough and has received a charming acknowledgment from the Prince’s Private Secretary.

The Mayor announced that this was the final meeting of this extended municipal year in what has been the most extraordinary challenge for Council and Committee meetings as we were all forced to embrace the new skills needed to hold virtual meetings. The Mayor went on to pay tribute to all officers and members involved who have worked hard to ensure that democratic decision making has continued seamlessly during the pandemic.

The Mayor stated that whilst we are all eager to get back to the Council Chamber, we must continue to support the efforts to control the spread of the virus and for this reason, she has agreed that the date of the Annual Council meeting be moved to Thursday 20^th May at 2:30pm.

Finally, to those Members standing for re-election on May 6^th, the Mayor wished them good luck in their wards and County Divisions; and to Councillors Butts and Cunningham, who were not standing again in Fareham, wished them both well in their future endeavors and thanked them for their service to this Council.

The Executive Leader expressed his thanks for the tremendous support the Borough has received from officers of the Council throughout the Pandemic.

The Executive Leader stated that it felt a long time since members were together at a Council meeting but whilst many members have been sheltering at home and conducting meetings from home, many council officers have been undertaking their duties around the Borough, most particularly those with hands on roles such as refuse collection, grounds maintenance and looking after Council homes, sheltered housing and all of the other work that has gone on on the front line. The Executive Leader therefore felt that it was appropriate to pay tribute to the amazing work that has been carried out in members’ names on behalf of the residents of the Borough of Fareham.

Health and Public Protection

Hampshire Clinical Commissioning Group (CCG)

Councillor T M Cartwright MBE, Executive Member for Health and Public Protection, announced that at the meeting of the local Patient Group last week, it was announced that the New Hampshire, Southampton and Isle of Wight CCG went live on the 1^st April following the merger of all the Hampshire and Isle of Wight CCG’s except Portsmouth. The point was made at the announcement that they would continue to work very closely with the Portsmouth CCG, but it was important for the new organisation to retain a focus on the local arrangements and continue to maintain and further strengthen local partnerships across the Fareham and Gosport area. Councillor Cartwright commented that he was surprised at the lack of consultation on this issue and will be bringing this up at the next Community Liaison Group next week and that one area that seems to be lacking is how the democratic process fits into this new arrangement.

QA Hospital

Councillor Cartwright announced that he has been informed that Mark Cubbon, the Chief Executive has left the hospital to take on a national role with NHS England/Improvement, overseeing the delivery of the long-term plan as Deputy Chief Operation Officer for the NHS.  He has accepted the role on a two-year secondment basis and left the Hospital on the 23^rd March taking on his new role the following week. During his secondment, Penny Emerit, Deputy Chief Executive, has agreed to take up the role as Chief Executive and, along with the existing Senior Leadership Team, will continue to prioritise continuity and progressive leadership at the Hospital.  Once the COVID-19 situation has eased, Councillor Cartwright will be meeting Penny sometime in the future.

Police and Crime Panel

Councillor Cartwright announced that he has been informed that a meeting will be held as soon as possible after the May Elections to meet the new Police Crime Commissioner.  The purpose of this meeting is to find out the new Commissioner’s views on policing, partnership working etc.  Councillor Cartwright commented that it is hoped that the new Commissioner will continue to work on the established relationship within the Commissioner’s Office rather than re-inventing the wheel, as happened previously.

Planning and Development

Fareham Quay & Alton Grove to Cador Drive Option Appraisal & Outline Design - Funding Announcement – 21^st April 2021

Councillor Martin, Executive Member for Planning and Development was pleased to announce that following a meeting of the Environment Agency Regional Flood and Coastal Committee (RFCC) on the 21^st April, Fareham Borough Council has been successful in securing over £450k of funding from the Environment Agency to undertake a comprehensive study to understand how to reduce flood risk and protect coastal landfill at Fareham Quay and Cador Drive frontages.  Through working with officers from Coastal Partners and with support from Hampshire County Council, who sit on the Regional Flood and Coastal Committee (RFCC), Fareham made an application for Local Levy funding to develop the study. Fareham Borough Council has contributed £30,000 and has secured £457,500.

Although the funds have been secured in principle, officers from Coastal Partners will be required to take the business case through the Environment Agency assurance process in order to release funds and so the work will not commence until 2022 and will proceed over an 18-24 month period.

The Executive Member was delighted to confirm that this has been approved and stated that the Chairman of the RFCC is encouraging us to start as soon as practicable, in order to help him make a strong case to government for additional capital funding to resolve the national issue protecting coastal landfill sites.

The project will develop options to reduce the risk of flooding to 49 properties present day and 400 properties at risk of flooding from a 1/100 flood event over the next 100 years. Equally important, the study will also develop options to protect the former coastal landfill sites in Fareham from erosion and leaching into the internationally designated Portsmouth Harbour thus protecting important habitats and wildlife.

The project will identify options which will:

Reduce flood and erosion risk impacts to life and property

Address historic coastal landfill issues

Address long term and ongoing health and safety risks

Support sustainable investment compare to reactive, piece meal unsustainable maintenance

Improve recreation and access

Improve mental health and well-being

Provide opportunity for place making, public realm and regeneration and growth

The Executive Member explained that Fareham Quay & Alton Grove to Cador Drive are two separate locations but share similar issues such as former coastal landfill, flooding and erosion risk and similar asset life and condition. As they are situated very close together (3km) and in the same coastal environment, they are being treated as one project. This will achieve a significant cost saving of over £160k and will cover a 270-metre stretch of seawall which will achieve the benefits referred to above.

These sections of coastline are covered by the Fareham Borough Council adopted North Solent Shoreline Management Plan (2010). The management policy for this area is to "Hold the Line".  The sites also sit within the Fareham Borough Council adopted River Hamble to Portchester Coastal Strategy, approved by the Environment Agency in 2015.

This study is the next step in the Flood & Coastal Erosion Risk management process. No funding has yet been secured to date for the detailed design and construction, but the Council  will explore this as part of the project and match funding using Community Infrastructure Levy and/or the Public Works Loan Board will also be considered as part of the funding mechanism.

The Executive Member stated that this is a significant project and was delighted to be able to announce it to the Council.

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 & Officer decisions are appended.

It was noted that at the meeting of the Executive held on 01 March 2021, Members of the Executive had expressed support for the proposal put forward by Councillor P Davies in respect of item 8(3) – Fareham Housing Regeneration Strategy, that in progressing the re-development of Menin House, officers approach Hampshire County Council to discuss the possibility of purchasing land to the south and west of the site in order to maximise the site’s potential by using any land that can be acquired for car parking and green space provision.

RESOLVED that the minutes of the meeting of the Executive held on Monday 01 March 2021 be received.

RESOLVED that the minutes of the meeting of the Executive held on Monday 12 April 2021 be received.

RESOLVED that the Schedule of Individual Executive Member and Officer Delegated Decisions 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 the meeting of the Planning Committee held on Wednesday, 27 January 2021 be received.

RESOLVED that the minutes of the meeting of the Planning Committee held on Wednesday 17 February 2021 be received.

RESOLVED that the minutes of the meeting of the Planning Committee held on Wednesday 03 March 2021 be received.

RESOLVED that the minutes of the meeting of the Planning Committee held on Wednesday 17 March 2021 be received.

RESOLVED that:

(a)  the minutes of the meeting of the Audit and Governance Committee held on Monday 15 March 2021 be received; and

(b)  the recommendation in respect of item 11 be dealt with at item 14 of the agenda.

RESOLVED that:

(a)  the minutes of the meeting of the Licensing and Regulatory Affairs Committee held on Tuesday 30 March 2021 be received; and

(b)  the recommendation in respect of item 8 be dealt with at item 14 of the agenda.

To receive, consider and answer questions on reports and recommendations of the meetings of the Scrutiny Panels.

RESOLVED that the minutes of the meeting of the Planning and Development Scrutiny Panel held on Wednesday 24 February 2021 be received.

RESOLVED that the minutes of the meeting of the Policy and Resources Scrutiny Panel held on Tuesday 02 March 2021 be received.

RESOLVED that the minutes of the meeting of the Leisure and Community Scrutiny Panel held on Wednesday 10 March 2021 be received.

RESOLVED that the minutes of the meeting of the Health and Public Protection Scrutiny Panel held on Tuesday 23 March 2021 be received.

RESOLVED that the minutes of the meeting of the Housing Scrutiny Panel held on Thursday 25 March 2021 be received.

To answer questions pursuant to Standing Order 2.12 for this meeting.

Questions by Councillor P J Davies:

1.    Is the Executive Member for Housing aware, that within Fareham North West, there are three council blocks of flats, each containing 12 one bed flats and 12 bedsits and that there are intermittent social problems in these blocks of flats, so can he assure me that the CCTV cameras on each, as advertised, are still active and the footage is looked at, when relevant?

2.    Does the Executive Member for Housing consider that the bedsits in these blocks provide the kind of accommodation appropriate to the 21^st century in Fareham and that regeneration is urgent and can he indicate when this will start at one of these blocks (Menin House)?

3.    Is the Executive Member for Housing aware that the ‘bin areas’ in these three blocks of flats and bedsits, are frequently used as an informal tip and that the cost of a refuse vehicle making special journeys to clear the ‘bin areas’ is charged to the Housing Revenue Account and thus tenants’ rents?

4.    Would the Executive Member for Housing agree that this would be an appropriate use of the CCTV cameras to try and discover the tenants involved in illegal tipping so they could be charged directly, rather than a charge on all tenants?

Responses by the Executive Member for Housing:

1.  I can give full assurance that the CCTV at each of the blocks to which Councillor Davies is referring is in full working order and footage is reviewed when incidents are reported.

2.  In March we adopted the Fareham Housing Regeneration Strategy and in that we recognise that some Council homes are not to a standard that we are happy with.  Some properties, like Menin House, will suit redevelopment whereas others will have to be addressed as part of our ongoing upgrades and maintenance programme.  We would welcome a solution to Menin House sooner rather than later but we also have to recognise that these flats are currently peoples’ homes.  It is only right that we take the time to work with those occupants to ensure the process is as painless as possible for them, whilst also ensuring the replacement properties are well designed and financially feasible.  I am hopeful that Officers will be able to prepare and submit a planning application for Menin House during this financial year.

3.  Dumping of excess rubbish in our bin stores across the Borough has unfortunately become more prevalent during the pandemic and when reported, the Housing Team has arranged for Streetscene colleagues to attend and clear the area.  Where individuals are identified, they are invoiced for the costs incurred, however where identification is not possible, Councillor Davies’ assertion that these costs are recharged to the Housing Revenue Account is correct.  I can assure Councillor Davies that the Housing Team regularly reminds tenants and leaseholders of their responsibilities to dispose of rubbish in the proper manner through a variety of communication methods.

4.  I can assure Councillor Davies that the CCTV footage is used for this purpose, indeed very recently an individual who fly-tipped a large quantity of waste in the bin area was identified using the CCTV and has been sent a bill for the costs incurred by the Council to remove it.

Members will be informed, prior to the meeting, of any motion duly notified in accordance with Standing Order 2.6 but received after print and dispatch of the agenda.

To receive an update on the Motion presented to Council on 21 February 2020 by Councillor R H Price, JP:

“I propose that Fareham Borough Council resolves to take the following action regarding Fireworks:

1.    to encourage all public firework displays within the local authority boundaries to be advertised in advance of the event, allowing residents to take precautions for their animals and vulnerable people.

2.    to actively promote a public awareness campaign about the impact of fireworks on animal welfare, vulnerable people and the environment – including the precautions that can be taken to mitigate risk.

3.    to encourage local suppliers of fireworks to stock ‘quieter’ fireworks for public & private display.

4.    to commit to using fireworks for its own events that are below the proposed maximum noise level of 90dB and are deemed environmentally friendly.

5.    to encourage the use of 'quieter' fireworks at public events.

6.    To write to the UK government urging them to introduce legislation to limit the maximum noise level of fireworks to 90dB for those sold to the public for private displays.  This letter to be copied to the Local Government Association asking for their support to obtain this legislative change.

7.    Also write to Hampshire County Council as the relevant licensing Authority asking them to request that legislation be reviewed.”

The Head of Democratic Services provided an update on the motion presented by Councillor R H Price, JP at the Council meeting held on 17December 2020.

The Head of Democratic Services advised Members that following the letter that was sent on behalf of the Council, the Executive Member for Health and Public Protection has received a letter from Paul Scully, MP thanking the Council for the work it is seeking to carry out and providing the Council with further information.

A report by the Head of Democratic Services.

RESOLVED that the Council endorses the proposed Work Programmes for all the Committee meetings scheduled for the next municipal year as set out in Appendix A to the report.

To make any changes in appointments to the seats on committees in accordance with the wishes of political groups.  Such appointments will take effect from 23 April 2021.

The Head of Democratic Services provided Members with an update to the political balance of the Council, advising that as of the end of March this year, the political balance of the Council was Conservative with 67.74%, Liberal Democrats 12.9% and Independent members 19.35%.

The change of group membership by a Councillor would ordinarily trigger a re-allocation of seats to committees via a report to Council. However, as no further committee meetings were scheduled to be held in the current municipal year, the Head of Democratic Services confirmed that verbal agreement had been received from each of the Group Leaders that they were content to wait until the Annual Council meeting on 20 May before considering re-allocating the seats to committees.  A report will therefore be prepared, and Group Leaders consulted, after the results of the local Borough elections are known.