Agenda and minutes

An apology for absence was received from Councillor L Keeble.

Due to the ongoing Covid restrictions, there will not be a Mayor Making Ceremony this year however this item will be the election of a Mayor of Fareham for the municipal year 2021/22.

On the Council being invited to submit nominations for the election of Mayor, it was proposed by Councillor S D T Woodward and seconded by Councillor Mrs L E Clubley “that Councillor Mrs P M Bryant be elected Mayor of Fareham for the municipal year 2021/22”.  On the nomination being put to the meeting it was declared CARRIED unanimously.

RESOLVED that Councillor Mrs P M Bryant be elected Mayor of Fareham for the municipal year 2021/22.

The Mayor thanked the Council for her election. 

The Mayor named Councillor Mrs Louise Clubley as her Mayoress for the year and informed Members that Father Roger Jackson would be her Chaplain for the year. 

The Mayor further announced that the Mayor’s charity appeal would this year be in support of 1350 Squadron Air training Corps, Fareport Talking News and The Rowan’s Hospice.

Due to the ongoing Covid restrictions, there will not be a Mayor Making Ceremony this year however this item will be the election of a Deputy Mayor of Fareham for the municipal year 2021/22 in accordance with Standing Order 1.2.

On the Council being invited to submit nominations for the election of Deputy Mayor of Fareham for the municipal year 2021/22, it was proposed by Councillor S D T Woodward and seconded by Councillor T M Cartwright, MBE “that Councillor M J Ford, JP be elected Deputy Mayor of Fareham for the municipal year 2021/22”.  On the nomination being put to the meeting, it was declared CARRIED unanimously.

RESOLVED that Councillor M J Ford, JP be elected Deputy Mayor of Fareham for the municipal year 2021/22.

The Deputy Mayor made the statutory Declaration of Acceptance of office and named his wife, Mrs Anne Ford, as the Deputy Mayoress for the year.

To confirm as a correct record the minutes of the Council Meeting held on 22 April 2021.

RESOLVED that the Mayor be authorised to sign as a correct record the minutes of the meeting of the Council held on 22 April 2021.

The Mayor welcomed new Members to their first meeting and also welcomed everyone back to the Chamber for this socially distanced Annual Council meeting.

The Mayor thanked Councillor Woodward for proposing her nomination as Mayor and Councillor Mrs Clubley for seconding the proposition to continue as Mayor for a third year. 

The Mayor stated that to serve the Borough of Fareham and its residents is a great honour and when she became Deputy Mayor in May 2018 for the 2^nd time, little did any of us know that it would be the start of a 4 year period in Mayoral service  

The Mayor announced that it is a very rewarding year and as we have all lived in different ways over the past 14 months – remote working, not meeting colleagues and officers in person and for most, spending long periods at home, it has given us all time to reflect and appreciate our own surroundings.

The Mayor stated that the Mayoralty is unique.  It is totally non-political but serving the Borough visiting businesses, schools, shops and care homes and supporting various groups across the Borough and beyond.  It is a pleasure meeting volunteers to thank them, as we are lucky to have so many volunteers who give their time so freely.

The Mayor stated that she considers it a great privilege and an honour to be the First Citizen of her home town and that during the next 12 months the Mayor and Mayoress will continue to serve the Borough with dignity and pride, within any restrictions.  The Mayor also hopes that guidelines will allow fundraising events to take place and the Mayor will keep Members updated of events.

The Mayor concluded her announcements by sending her, and the best wishes of everyone at the Council, to Councillor Leslie Keeble who has been unwell in hospital.   The Mayor advised Members that Councillor Keeble has been grateful for the cards and letters which have been sent and that she has today written to Councillor Keeble on behalf of everyone sending best wishes.

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 elect a Member of the Council to be the Executive Leader in accordance with Standing Order 1.3.  Members are reminded that the Council’s Constitution provides that the term of the Executive Leader shall be 4 years however due to the pandemic the Annual Council was suspended in 2020.  Therefore this election of Executive Leader will be for a three year period.  

The Council was invited to elect a member of the Council to be the Executive Leader in accordance with Standing order 1.3 of the Council’s Constitution.

Members were reminded that the Council’s Constitution provides that the term of the Executive Leader shall be 4 years.  However due to the pandemic the Annual Council was suspended in 2020 and therefore this election for Executive Leader will be for a three-year period.

It was proposed by Councillor T M Cartwright, MBE and duly seconded by Councillor Mrs Walker “that Councillor S D T Woodward be confirmed as Executive Leader of the Council” for a three-year term, starting from the municipal year 2021/22.  On the proposal being put to the meeting, it was agreed.

RESOLVED that Councillor S D T Woodward be appointed as the Executive Leader for a three-year term from 2021/22 to the end of the 2024/25 municipal year.

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

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

The Mayor congratulated Councillor Woodward on his appointment as Executive Leader.

The Executive Leader confirmed the appointment of five Members to form the Executive.

The Executive Leader thanked the Council for his election again as Leader. The Executive Leader stated that as we enter our 23^rd year of our administration at the Council, he was delighted in the increase number who voted for the administration - now up to 55% of the Electors in Fareham and he thanked the 20,374 residents who took effort to come and vote.

The Executive Leader stated there were a number of priorities looking forward and starting with housing, Members have received the Planning and Development Scrutiny Panel Agenda and associated documents for the Draft Local Plan and he is sure that many Members will have significant questions.

The Executive Leader stated that another priority as Welborne, although it’s taken a while to get to its current position. 

Daedalus is another priority for this administration and to look to the future to see more jobs and activity there is why there has been the creation of the new Daedalus Scrutiny Panel to look at how the site will develop.

The Executive Leader stated that another priority is climate change, not only for the Council but also for residents and wider and the newly created Climate Change Scrutiny Panel will look at the Council’s Carbon Strategy. 

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 the appointments.

Members were 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 was invited to advise the Council of the appointments.

The Council was duly advised that the Executive Leader would be appointing Councillors I J Bastable, F W Birkett, T M Cartwright, MBE, S D Martin and Mrs S Walker to serve as Executive Members for 2021/22.

He also advised that Councillor T M Cartwright, MBE would be appointed as the Deputy Executive Leader.

In accordance with Standing Order 1.5, the Executive Leader is invited to determine the separate areas of responsibility to be allocated to the Executive Members for the coming year.  Members are advised that following the Executive Leader’s decision, the following are the areas of responsibility:-

·         Housing;

·         Leisure and Community;

·         Streetscene;

·         Health and Public Protection;

·         Planning and Development; and

·         Policy and Resources

The Executive Leader is invited to confirm the areas of responsibility for 2021/22.  Members are reminded that the allocation of these portfolios to the Executive Member is a matter for the Executive Leader.

The Council was 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 Council was duly advised that the Executive Leader had allocated responsibilities for the municipal year 2021/22 as follows:

Housing – Councillor F W Birkett

Health and Public Protection – Councillor TM Cartwright, MBE

Leisure and Community – Councillor Mrs S Walker

Planning and Development – Councillor S D Martin

Policy and Resources – Councillor S D T Woodward

Streetscene – Councillor I J Bastable

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 Head of Democratic Services, providing calculations for political balance relating to the allocation of seats on committees and panels for the municipal year 2021/22.

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. Minority groups are invited to appoint opposition spokesmen to each of the Executive portfolios.

Appendix B was tabled at the meeting setting out the proposals for appointments to seats.

The Executive Leader advised Council of an amendment on the tabled item in respect of the Audit and Governance Committee.  Councillor S D Martin should be showing as Vice-Chairman with Councillor N R Gregory as a Member of the Committee.

RESOLVED that, subject to the amendment above in respect of the Audit and Governance Committee, the Council approves:

(a)  the committee functions and number of seats on each committee for the municipal year 2021/22, as listed at paragraphs 9 and 10 of the report;

(b)  the allocation of seats to political groups for the municipal year 2021/22 as set out in Appendix A to the report;

(c)  the nominations of the political groups to seats on committees, deputies and spokesmen, for the municipal year 2021/22, as set of in Appendix B to the report attached to these minutes as a Tabled item)

(d)  the appointment of a Chairman and Vice-Chairman for each committee for the municipal year 2021/22, as set out in Appendix B to the report; and

(e)  delegation to the Monitoring officer to make and amendments necessary to the Constitution to reflect changes regarding the Appeals Committee, subject to the agreement of (a).

Members are reminded that at the meeting of the Council held on 25 July 2019 a resolution was passed to appoint Mr Andrew Day as the Designated Independent person for Fareham Borough Council with effect from 26 July 2019 for a term of 3 years.

Members were reminded that at the meeting of the Council held on 25 July 2019 a resolution was passed to appoint Mr Andrew Day as the Designated Independent Person for Fareham Borough Council with effect from 26 July 2019 for a term of 3 years.

RESOLVED that the above be noted.

Standing Order 1.9 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 considered a report by the Head of Democratic Services on the appointments to be made to outside bodies for the 2021/22 municipal year and also received guidance on the duties and responsibilities of Members when acting as an Appointee to an outside body.

Appendix C to the report was tabled at the meeting outlining the proposed appointments to be made.

In respect of number 33 on the tabled Appendix C, Councillor R H Price proposed that Councillor Mrs J Kelly be appointed as Trustee to the Portchester Community Centre Ltd.  Having been duly seconded by Councillor J Forrest, this was LOST with six voting in favour, 23 voting against and 1 abstention.

In respect of item 37 on the tabled Appendix C, the Project Integra Strategic Board, the Executive Leader advised the Council that this should be amended to reflect the Appointed Representative as the Executive Member for Streetscene, Councillor I J Bastable.

In respect of number 38 on the tabled Appendix C, Councillor R H Price proposed that Councillor J Forrest be appointed as Representative to the Public Transport Representative.  Having been duly seconded by Councillor Mrs J Kelly, this was LOST with six voting in favour, 23 voting against and 1 abstention.

Subject to the amendment at number 37 on the tabled Appendix C, the Council RESOLVED that:

(a)  representatives for 2021/22 be appointed to the organisations as set out in the tabled Appendix C to the report; and

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

This item will consider expressions of interest for a Governor to the Corporation of Barton Peveril Sixth Form College, Eastleigh.

Expressions of interest, together with the submission of a CV and short letter of interest will be forwarded to the corporation of the college who will appoint someone to the Board.

The new Governor would be an independent Governor, acting as an independent.  They will not represent the Council and can leave at any point.  It would then remain a decision of the corporation as to whether to ask the Borough Council for another recommendation at that time.

Following nomination by Councillor S D T Woodward and having been duly seconded by Councillor T M Cartwright, it was AGREED that Councillor S Pankhurst be nominated to be put forward as an expression of interest for the position of Governor to the Corporation of Barton Peveril Sixth Form College.

The Council will be invited to consider a report by the Head of Democratic Services which presents an updated schedule of Council and Committee meeting dates for the 2021/22 municipal year, taking into account the inclusion of the two new Scrutiny Panels.

The Council received a report by the Head of Democratic Services inviting the Members to determine the updated Schedule of Council and Committee meeting dates for the 2021/22 municipal year as a result of changes to some of the scheduled meeting dates and to include additional dates following the introduction of the two new Scrutiny Panels.

RESOLVED that Council:

(a)  notes the changes to some meetings dates as set out in paragraphs 3(i)- (v) of the report; and

(b)  approves the updated proposed schedule of Council, Committee and Panel meetings for the municipal year 2021/22 as set out at Appendix A to the report.

There were no Executive Leader announcements made at this meeting.

Executive Member for Health and Public Protection

Traffic Regulation Order – Coastal Car Park Charging

The Executive Member for Health and Public Protection advised the Council that the consultation regarding the proposed Traffic Regulation Order in respect of coastal car park charging has now ended, and he has had the opportunity to review all comments received.

A detailed report outlining the consultation comments and proposed changes to the draft traffic regulation order will be presented to the Executive on Monday 07 June.

In addition to this, the Executive Member for Health and Public Protection confirmed that new payment machines have been ordered, and a delivery date is yet to be confirmed.

The new Police and Crime Commissioner

The Executive Member for Health and Public Protection announced that following the recent Elections, Donna Jones made her Declaration of Acceptance of Office on Thursday 13 May 2021.  After taking the Oath, the Commissioner then met the Chief Constable, Olivia Pinkney.  Reflecting on the meeting, Donna said over the last year she had been listening to our communities, and her first action was to put the key concerns that were raised with her to the Chief Constable. 

People have told her that they don’t feel as safe as they used to; that they want to see more Police Officers, and that when they do report crime, they would like feedback.  She went through her proposals to tackle these with the Chief Constable, and outlined her priorities to recruit 600 more police officers, remove red tape and bureaucracy so officers can spend more time on patrol, and also she would like a review of 101 and 999 services so when people do report a crime, they get feedback.

The Police and Crime Panel, of which the Executive Member for Health and Public Protection sits on, are due to meet with Donna in June so it will be interesting to learn of her further plans for the coming 4 years.

Executive Member for Leisure and Community

Queen Elizabeth II Platinum Jubilee and 40^th Anniversary of the Falklands War

The Executive Member for Leisure and Community advised the Council that plans are currently being made regarding how Fareham might commemorate both the Queen’s Platinum Jubilee and the 40^th anniversary of the Falklands War next year.

The Executive Member for Leisure and Community announced that a combined event is likely to take place in May 2022, details of which will be outlined in a report to the Executive later this year.

This is likely to include a Freedom March by HMS Collingwood and a planting scheme, to include trees, in a location within Fareham Town Centre.

The Executive Member for Leisure and Community stated she will advise Council further when a firm plan has been compiled.

Executive Member for Streetscene

The Executive Member for Streetscene announced that he wanted to reassure dog owners that the herbicides used by the Council in some locations to reduce unwanted vegetation are rigorously tested and regulated.

The Executive Member for Streetscene stated that the Council have used the same product called Nomix Dual, which contains glyphosate, for many years. It is a sealed and ready-to-use formulation and, as such, there is no risk of spillages, while the delivery system allows for extremely accurate application and virtually eliminates spray and run-off. The solution is a non-irritant and far less potent than herbicides used in domestic homes and, once dried onto plants, becomes untraceable.

The Executive Member for Streetscene stated that the Chemical Regulation Division (CRD), responsible for all pesticide products in the UK, have analysed all available information and deemed the product safe to use and that it poses very little risk to operators, public, the environment or animals. The product is used sparingly, in small quantities and only where it is needed. An animal would have to ingest a very large quantity of the product in its liquid form to become unwell. The Executive Member for Streetscene urged residents to treat misinformation online with caution.

Executive Member for Planning and Development

The Executive Member for Planning and Development announced that, subject to Council approval on 10 June, a wide ranging consultation on the revised publication version of the Local Plan is scheduled to take place between 18 June and 30 July where residents and interested parties can view an online exhibition on the Council’s website, outlining the main amendments to publication version of the Local Plan consulted on last year, alongside details of what they can comment on and how.

The Executive Member for Planning and Development stated there will be a number of public exhibitions and CAT meetings across the Borough, dependent on restrictions in place, and a dedicated phone line will be in place for those unable to attend an exhibition with planning officers on hand to answer questions. 

The Executive Member for Planning and Development advised the meeting that legally the Council is only required to publish the Local Plan in a local newspaper, however the Council feels this is insufficient.  The consultation, after Council approval, will have a press release and a copy of Fareham Today will be sent to all homes across the Borough.  This publication will be sent by second class post to avoid non-delivery issues experienced last time. 

The Executive Member for Planning and Development stated there will be regular promotions throughout the campaign both on social media and on bus stop posters as well as on the Council Connect in the shopping centre, on the forty-three notice boards across the Borough and, if covid restrictions permit, copies of the special edition of Fareham Today will be placed in libraries and community centres across the Borough.

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 answer questions pursuant to Standing Order 2.12 for this meeting.

There were no questions submitted at this meeting.

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.

There were no motions submitted at this meeting.

Standing Order 1.8 requires the Council to establish or confirm the plans and strategies which are to comprise the Council’s overall 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 2021/22 as comprising those plans and strategies identified in the table below:

RESOLVED that the Policy Framework for 2021/22 be confirmed as comprising those plans and strategies identified in the table below: