Agenda, decisions and minutes

There were no apologies for absence given for this meeting.

To confirm as a correct record the minutes of the meeting of the Executive held on 07 October 2019.

RESOLVED that the minutes of the meeting of the Executive held on 07 October 2019 be confirmed and signed as a correct record.

Solent Local Enterprise Partnership – Growth Forum

The Executive Leader announced that during February 2019, the Solent Local Enterprise Partnership published a new Assurance Framework which establishes the policies, processes and systems to it works.

In supporting the new structure, the Solent LEP is seeking to convene a meeting of the Solent Growth Forum in early December.  Under revised Terms of Reference, the Forum is intended to provide a scrutiny panel for the work of the Solent LEP.

The Executive Leader stated that the Solent LEP has asked Local Authorities to nominate a representative as a member of that group and, as the Growth Forum may meet before the next Full Council meeting in December where Appointments are formally approved, he is able to appoint a spokesman to attend until such time as the formal appointment is agreed by the Council. 

The Executive Leader announced that whilst that spokesman will not have any voting rights, they will be able to represent the Council and he was pleased to announce that Councillor Tom Davies will be that spokesman.

May 2020 – Mayor Making Ceremony

The Executive Leader announced that as Members will be aware, Ferneham Hall will close after this season’s pantomime and will therefore be unavailable for the Mayor Making ceremony in May 2020. The Mayor’s Office has conducted a review of potential alternative sites across the Borough and the Leader was delighted to announce that the newly opened Waypoint Church (formerly known as Locks Heath Free Church) has been selected as the most suitable venue.

The new site includes a spacious lobby area which boasts a coffee shop and a purpose built auditorium. Although the different venue will present some challenges and necessary changes to the normal format, it is anticipated that the tradition and high standard of Fareham’s Mayor Making ceremony will be maintained and will enable us to enjoy the facilities that the Waypoint Church has to offer.

The Executive Leader stated that the afternoon Annual General Meeting of the Council will still be held in the Council Chamber and further details and invitations will be sent out from the Mayor’s Office in the New Year.

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

Councillor S D T Woodward declared a personal interest in respect of item 8(1) – Community Funding - Portchester Bowling Club as he was involved in the decision made by Hampshire County Council to award a similar grant to Portchester Bowling Club.

There were no petitions submitted at this meeting.

To receive any deputations, of which notice has been lodged.

There were no deputations made at this meeting.

To receive any references from the committees or panels held.

Leisure & Community Scrutiny Panel – 21 October 2019

Minute 7:  Award of Contract – Leisure Centre Operator Contract

The Panel considered a report by the Director of Leisure and Community on the Award of Contract of the Leisure Centre Operator.

The Panel noted the recent changes in borrowing costs that has affected Local Government.  Officers are currently investigating options for alternative borrowing methods that may be available to the Council.  They will also revisit the capital fund to see if there are any capital savings that can be made elsewhere.

RESOLVED that the Panel recommends the contents of the report for the endorsement to the Executive when it considers this item at its meeting on 4 November 2019.

This item is listed at Agenda item 10(1) for consideration by the Executive.

Policy & Resources Scrutiny Panel – 23 October 2019

Minute 6: Council Tax Discounts and Exemptions

The Panel considered a report by the Deputy Chief Executive Officer on the proposed changes to the Council’s discretionary Council Tax discounts, exemptions, reliefs and premiums policy.

The Local Taxation and Corporate Debt Manager tabled an item which set out the amendments to the report that had taken place since its publication.

Member attention was drawn to the amendments made to the recommendation since it was published.

At the invitation of the Chairman, Councillor S D T Woodward, Executive Member for Policy and Resources addressed the Panel on this item.

RESOLVED that the Policy and Resources Scrutiny Panel asks the Executive to note their endorsement of the following recommendations, when it considers this item at it meeting on 4 November 2019:

(a)   approve the latest discretionary reductions and premiums set out in Appendix A:

• to remove the discount currently allowed on empty and unoccupied properties which have been vacant for less than 1 month, so that no discount is given (Class C);

·      to remove the discount currently allowed on empty and unoccupied properties undergoing or requiring major works to make them habitable, so that no discount is given (Class D);

•   to implement 100% to 300% Long Term Empty property premiums for properties which have been unoccupied and unfurnished for more than 24 months; and

b)    agree the approach for the proposed policy for up to 100% of the Council Tax for properties occupied by Care Leavers under 25 years of age, to be considered as irrecoverable.

This item is listed at Agenda item 9(2) for consideration by the Executive

Minute item 7: Corporate Strategy and Local Service Agreements Review

The Panel considered a report by the Deputy Chief Executive Officer on an annual review of the Council’s Corporate Strategy and Local Service Agreements.

The Panel requested that the following changes be made:

Page 45 of the report under the heading of Strong, Safe and Inclusive and Healthy Communities on the last bullet point the word ‘intimated’ be changed to ‘intimidated’; and

The bullet point on page 86 of the report pack which read “Develop long term plans aimed at bringing the Ashcroft Arts Centre and Ferneham Hall together into a new and exciting single arts and entertainment venue;” be removed from the Local Service Agreements as this is no longer part of the Council’s Corporate Strategy.

RESOLVED that, subject to the amendments listed above, the Panel recommends the Corporate Strategy and Local Service Agreements report to the Executive for endorsement, when it considers this item at its meeting on 4 November 2019.

This item is listed at Agenda item 9(1) for consideration by the Executive.

A report by the Director of Leisure and Community.

Councillor S D T Woodward declared a personal interest in respect of this item as he was involved in the decision made by Hampshire County Council to award a similar grant to Portchester Bowling Club.

The Executive Member for Leisure and Community proposed the deletion of recommendation (b) of the report as planning permission has already been granted. 

RESOLVED that the Executive:

(a)  considered offering a matched funding grant of up to £20,000 to Portchester Bowling Club, to extend their Clubhouse at Westlands Grove, Portchester;

(b)  agrees the award specifically for the plans and costs provided as part of this funding application; and

(c)  agrees the award of the funding subject to Portchester Bowling Club providing written acknowledgement of both a successful application to the Hampshire County Council Community Building Fund for £20,000 to match Fareham Borough Council’s contribution and Bowls England’s approval of an interest-free loan to the Club.

A report by the Director of Leisure and Community.

At the invitation of the Executive Leader, Councillor R H Price, JP addressed the Executive on this item.

Amendments to Pages 53 and 55 of the agenda pack were tabled at the meeting to highlight two minor changes to the wording in the Local Service Agreements 2018-2019 document.

RESOLVED that the Executive:

(a)  recommends to the Council the amendments to the strategy document, as set out in paragraph 8 of the report along with the minor amendments to the wording in the Local Service Agreement 2018-2019 document as highlighted in the tabled items and the inclusion of the date last reviewed on the front page of the strategy; and

(b)  notes the Council’s performance for the 2018/19 financial year.

A report by the Deputy Chief Executive Officer.

RESOLVED that the Executive:

(a)   agrees the approach for the proposed policy for up to 100% of the Council Tax for properties occupied by Care Leavers under 25 years of age, to be considered as irrecoverable; and

(b)   approves the latest discretionary reductions and premiums set out in Appendix A for:

(i)     0% discount for properties which are unoccupied and unfurnished for less than 2 years (Class C)

(ii)    0% discount for properties requiring major works to render them habitable (Class D)

(iii)   100% to 300% Long Term Empty property premiums for properties which have been unoccupied and unfurnished for more than 24 months

A report by the Deputy Chief Executive Officer.

RESOLVED that the Executive notes the Finance Monitoring Report 2019-20.

A report by Deputy Chief Executive Officer.

RESOLVED that the Executive notes the Treasury Management and Capital Monitoring Report for 2019/20.

To consider whether it is in the public interest to exclude the public and representatives of the Press from the remainder of the meeting on the grounds that the matters to be dealt with involve the likely disclosure of exempt information, as defined in Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972.

RESOLVED that the public and representatives of the press be excluded from the remainder of the meeting on the grounds that the matters to be dealt with involve the likely disclosure of exempt information, as defined in Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972.

A report by the Director of Leisure and Community.

RESOLVED that the contract for the management of Fareham and Holly Hill Leisure Centres be awarded to the tender submitted by the contractor ranked 1^st (as set out in the confidential Appendix A to this report) being the most advantageous tender received.