Agenda and minutes

The meeting will commence with a short service of prayers.

Following the meeting being opened with prayers led by the Mayor’s Chaplin, Father Roger Jackson, the Mayor extended a warm welcome to all guests at this annual meeting of the Council and went on to announce the Citizens of Honour for 2022.

There will be a presentation of awards for the Citizen of Honour and the Young Citizen of Honour.

The Mayor presented the Citizen of Honour badge to Mike Homer and the Young Citizen of Honour badge to Grace Flatman.

Apologies for absence were received from Councillors J M Englefield, N Gregory and Mrs K Mandry.

To elect the Mayor of Fareham for the municipal year 2022/23.  (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 S D T Woodward and seconded by Councillor S D Martin“that Councillor M J Ford, JP be elected Mayor of Fareham for the municipal year 2022/23”.  On the nomination being put to the meeting it was declared CARRIED unanimously.

RESOLVED that Councillor M J Ford, JP be elected Mayor of Fareham for the municipal year 2022/23.

After Councillor Ford 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.

COUNCILLOR M J FORD, JP, MAYOR IN THE CHAIR

The Mayor thanked the Council for his election. He informed Members that Reverends Mike and Nicky-Sue Terry would be his chaplains for the year.  He further announced that the Mayor’s charity appeal would this year be in support of Gosport & Fareham Inshore Rescue Service and the Warsash Sea Cadets.

The Mayor named his wife, Anne Ford, as his Mayoress for the year and invested her with the chain of office.

To elect the Deputy Mayor for the Municipal Year 2022/23 in accordance with Standing Order 1.2.2.

On the Council being invited to submit nominations for the election of Deputy Mayor of Fareham for the municipal year 2022/23, it was proposed by Councillor S D T Woodward and seconded by Councillor S D Martin “that Councillor F W Birkett be elected Deputy Mayor of Fareham for the municipal year 2022/23”.  On the nomination being put to the meeting, it was declared CARRIED unanimously.

RESOLVED that Councillor F W Birkett be elected Deputy Mayor of Fareham for the municipal year 2022/23.

The Deputy Mayor named Lisa Birkett as the Deputy Mayoress for the year.

It was proposed by Councillor S D T Woodward and seconded by Councillor S D Martin “that the best thanks of the Council be accorded to Councillor Mrs P M Bryant and Councillor Mrs L E Clubley for their services as Mayor and Mayoress 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 Mrs P M Bryant and Councillor Mrs L E Clubley for their services as Mayor and Mayoress during the past municipal year.

Councillor Mrs Bryant replied to the vote of thanks and expressed her appreciation of the support she had been given throughout her term of office.  The Mayor then presented Councillor Mrs Bryant with her Past Mayor’s badge and Councillor Mrs Clubley with her Past Mayoress badge.

To present the Mayor’s Cadet for 2022/23 with the badge of service.

The Mayor presented his Mayor’s Cadet for 2022/23, James Praine from Warsash Sea Cadets,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 S D Martin “that this meeting now adjourn and resume at 3pm in the Council Chamber in the Civic Offices, Fareham”.

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

Apologies for absence were received from Councillor J M Englefield and N Gregory.

To confirm as a correct record the minutes of the Council Meeting held on 21 April 2022.

RESOLVED that the Mayor be authorised to sign as a correct record the minutes of the meeting of the Council held on 21 April 2022.

The Mayor reminded Members that Reverends Mike & Nick-Sue Terry would be his Chaplains for the year.

The Mayor also reminded Members that the charities he had chosen to support for his Mayoral year were the Gosport and Fareham Inshore Rescue Service and the Warsash Sea Cadets.

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.

Members are reminded that at the annual meeting in May 2021, Councillor S D T Woodward was elected to be the Executive Leader for a term of 3 years from 2021/22 to the end of the 2024/25 municipal year.

Members were reminded that at the Annual Meeting of the Council in May 2021, Councillor S D T Woodward was elected to be the Executive Leader for a term of 3 years from 2021/22 to the end of the 2024/25 municipal year.  The Mayor advised that this should read 2023/24 as that is when all terms of office will expire in lieu of the all-out election in May 2024 following the pending boundary review.

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 would be invited to advise the Council on his appointment of two or more (but no more than nine) members to form the Executive.

The Council was duly advised that the Executive Leader would be appointing five other members to form the Executive to work alongside him.  He also advised that Councillor S D Martin would be appointed as the Deputy Executive Leader.

RESOLVED that the above decision be noted.

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 following the resolution of the Council on 16 December 2010, the Executive Leader would be invited to advise the Council of his appointment of other Executive Members, consequent to his decision at Item 11(2) above.

The Council was duly advised that the Executive Leader would be appointing Councillors I J Bastable, Miss J Bull, Mrs C L A Hockley, S D Martin and Mrs S M Walker as Executive Members for 2022/23.

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 following 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;

·         Policy and Resources.

The Executive Leader is invited to confirm the areas of responsibility for 2022/23.  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 would be allocating responsibilities to the Executive portfolios for the municipal year 2022/23 as follows:

Health and Public Protection – Councillor Miss J Bull

Planning and Development – Councillor S D Martin

Streetscene – Councillor I J Bastable

Leisure and Community – Councillor Mrs S Walker

Housing – Councillor Mrs C L A Hockley

Policy and Resources – Councillor S D T Woodward

RESOLVED that the above decision be noted.

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 the political balance relating to the allocation of seats on committees and panels for the municipal year 2022/23.

The report asked 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 groups were invited to appoint opposition spokesmen to each of the Executive portfolios.

Appendix A Allocation of Seats to Committees and Appendix B Committee Nomination Schedule were tabled at the meeting for consideration.

RESOLVED that the Council approves:

(a)  the committee functions and number of seats on each committee for the municipal year 2022/23, as listed at paragraph 8, 9 and 10 of the report;

(b)  the allocation of seats to political groups, for the municipal year 2022/23, as set out in the tabled Appendix A to the report;

(c)  the nominations of the political groups to seats on committees, deputies and spokesmen, for the municipal year 2022/23, as set out in the tabled Appendix B to the report; and

(d)  the appointment of a Chairman and Vice-Chairman for each committee for the municipal year 2022/23 as set out in the tabled Appendix B to the report.

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 was reminded that it was required by Standing Order 1.9 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 by the Head of Democratic Services 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.  

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

The Executive Leader advised that the Moving On Project (no 50 at tabled Appendix C) no longer requires the Council to appoint a representative and it was therefore AGREED that this body be deleted from the Schedule.

In respect of the Outside Body nomination for Portchester Parish Hall Board of Trustees at number 33 on the tabled Appendix C, Councillor Mrs K K Trott proposed that Councillor Mrs C Bainbridge be appointed to this Outside Body as her understanding was that Councillor Mrs S M Walker was unable to sit due to being a paid member of the Portchester Parish Hall Board of Trustees.  Having been seconded by Councillor P M Nother, clarification was provided from Councillor Mrs S Walker who indicated that she was no longer in that paid role. 

In light of this clarification, Councillor Mrs K K Trott withdrew her proposal.

RESOLVED that the Council:

(a)  notes those Outside Bodies that have not met within the 2021/22 municipal year, or no longer require the Council to make an appointment, and agrees that they be deleted from the Schedule;

(b)  agrees the addition to the Schedule of any new Outside Bodies to which an appointment needs to be made for the 2022/23 municipal year;

(c)  appoints the representatives for the 2022/23 municipal year to the organisations as set out in the tabled Appendix C to the report; and

(d)  notes the guidance to Members on their duties and responsibilities as appointees to Outside Bodies.

There were no Executive Leader announcements.

There were no Executive Member announcements.

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 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 2022/23 as comprising those plans and strategies identified in the table below:

RESOLVED that the policy framework for 2022/23 be confirmed as comprising those plans and strategies identified in the table below: