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Agenda, decisions and minutes

Venue: Microsoft Teams Virtual Meeting. View directions

Contact: Democratic Services 

Link: View the Meeting here

Items
No. Item

1.

Apologies for Absence

Minutes:

There were no apologies given for this meeting.

2.

Minutes pdf icon PDF 271 KB

To confirm as a correct record the minutes of the meeting of the Executive held on 07 September 2020.

Minutes:

RESOLVED that the minutes of the meeting of the Executive held on 07 September 2020 be confirmed and signed as a correct record.

3.

Executive Leader's Announcements

Minutes:

The Executive Leader made the following announcements.

 

Test and Trace Support Payments

 

On the 20 September, the Government announced a new financial support package that would be introduced for working people on low incomes.  Individuals could be eligible for a £500 payment if they told by NHS Test and Trace to self-isolate, and it is clear that by doing so they would lose income.

The support is applicable with effect from 28th September, and Councils were asked to administer the scheme within 2 weeks of the start date (i.e. from today, 12th October).

 

The funding for the scheme in Fareham is £54,000, and the Executive Leader was pleased to advise Members that the system is up and running from today.

 

So far, 4 enquiries have been received, and those who are eligible for the support will receive the £500 payment within 3 days.

 

The Executive Leader put forward his thanks to officers who have worked extremely hard to design and implement the Support Payment system in a very short space of time.

 

COVID Business Grants

 

During the height of lockdown, the Council worked tirelessly to support local businesses, and part of our efforts were in administering three business grant schemes.  They were the “Small Business Grants” scheme, the “Retail, Hospitality and Leisure Grants” scheme and finally, the “LA Discretionary Business Grants” scheme.

 

These packages of support came to an end on 30 September, and the Executive Leader thought it would therefore be appropriate to advise Members how well the Council did.  In doing so he was able to advise Members that the Council:

 

·         received 2,329 requests for support, across the three schemes

·         paid £10,000 to 1,087 businesses under the SBG scheme

·         paid up to £25,000 to 401 businesses under the RHLG scheme; and

·         paid up to £10,000 to 150 businesses under the Discretionary scheme.

 

In total, this amounted to nearly £20m of support to Fareham businesses (£19,804,000), and the Executive Leader confirmed that every pound of funding that was at the discretion of this Council to allocate, was paid out to businesses in the borough.  None will be returned to the Government. (£1,019,000).

 

The Executive Leader thanked the Officers involved in this significant piece of work, which has undoubtedly helped to save businesses and jobs in the borough.

 

4.

Declarations of Interest

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

Minutes:

There were no declarations of interest made at this meeting.

5.

Petitions

Minutes:

There were no petitions submitted at this meeting.

6.

Deputations

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

Minutes:

The Executive received a deputation from Mr Gareth Jones in respect of item 9(1) – Review of the Garden Waste Collection Service.

7.

References from Other Committees

To receive any references from the committees or panels held.

Minutes:

Streetscene Scrutiny Panel – 24 September 2020

 

Minute 6 – Review of Garden Waste Collection Service

 

The Panel received a presentation by the Head of Streetscene on the Review of the Garden Waste Collection Service and were given the opportunity to comment on the draft report that will be considered by the Executive at its meeting scheduled to take place on 12 October 2020.  A copy of the presentation is attached to these minutes as Appendix A.

 

At the invitation of the Chairman, Councillor S Cunningham addressed the Panel on this item.

 

At the invitation of the Chairman, Councillor S D Martin, Executive Member for Streetscene, also addressed the meeting on this item.

 

Members discussed the report at length and acknowledged that the Council has had to take action to secure new revenue streams to assist with the funding gap that will arise as a result of a recent decision by Hampshire County Council to no longer allow Fareham Borough Council to recover costs for material recycling.

 

Members felt very strongly that the marketing campaign to launch this service will be a key tool in ensuring residents understand that this service is currently a free service that is not covered by Council tax payments, and to explain why it has become necessary to consider implementing a charge for the collection of garden waste.

 

Members discussed the proposed cost of the service and felt that when compared to some other Council’s, it appears to be quite expensive.  However, Officer explanations were accepted that the costings have been calculated by benchmarking against a group of Councils with a similar size and demographic to Fareham to ensure that comparisons are relevant.  In addition, comparison costs with other Council’s should be made based on the likely charges in the 22/23 municipal year rather than current rates as this is when it is proposed that the service be implemented.  Members acknowledged that whilst people may regret the necessity to charge, they are likely to accept it and welcome what will ultimately be an improved service in terms of capacity and handling.  

 

Members put forward concerns that some residents may not be able to afford to purchase a subscription or may not have space to store a bin.  Officers acknowledged that there will be a need to consider whether some residents will need support through the transition period and explained that residents will be able to share a subscription with neighbours, family or friends.  In addition, the marketing campaign will highlight the very successful scheme that is being run by Hampshire County Council that encourages people to home compost.

 

Members discussed home composting in detail including the merits of combined food and garden waste composting bins and considered whether it would be worth promoting this type of receptacle now. However, it was felt that the significantly higher unit cost for this type of composting bin is prohibitive.

 

Members raised concerns that composting could have a significant impact on the Council’s recycling target.  It was felt, however, that this would be offset by the significant benefits to the environment and a reduction in the carbon footprint.  It was agreed that the Panel would recommend that the following paragraph be added to the Executive report as an additional recommendation:

 

“Fareham Borough Council will work with Hampshire County Council to further promote home composting of garden and food waste.”

 

Members raised concern that if residents did not take up the service, this could result in garden waste being disposed of as general household waste.  This would also then have a potential impact on the Council reaching its recycling target. Officers explained that there was no evidence put forward during research carried out with other Council’s to suggest that the volume of residual household waste would increase as a result of implementing charges.

 

Members queried whether it might be possible to provide residents with a choice of available bin sizes. Officers explained that the cost saving for a smaller sized bin is so small that it is unlikely that residents would want to take up this option.

 

Members discussed who would be responsible for replacing broken bins and also whether a subscription would be transferrable in the event of people moving to a new house.  Officers confirmed that the current policy for replacing the bin free of charge will continue to apply and that if moving to a new house within the Borough, the subscription could be transferred. Refunds on subscriptions would not be offered as the cost to administer this would be expensive.

 

RESOLVED that the Panel recommends that the following additional recommendation be added to the draft Executive report for consideration at the meeting scheduled to take place on 12 October 2020.

 

“Fareham Borough Council will work with Hampshire County Council to further promote home composting of garden and food waste.”

 

This item is listed at Agenda item 9(1) of the agenda.

 

Planning & Development Scrutiny Panel – 1st October 2020

 

Minute 7 – Publication (Regulation 19) Local Plan

 

The Panel received a report on the Publication (Regulation 19) Local Plan from the Head of Planning Strategy and Economic Development.

 

At the invitation of the Chairman, the Panel received a representation from Councillor R Price, JP during this item.

 

Members were asked to email any grammatical errors in the documents to officers to collate so that the discussion at tonight’s meeting could focus on the substantive part of the documents.

 

Members were taken through the covering report including Annex 1, the Executive report to be scrutinised by the Panel. Members inquired about the consultation and raised concerns regarding the challenge of Officers not being able to hold CAT meetings throughout the Borough to inform residents. Officers explained that sophisticated virtual software had been purchased to allow officers to communicate with public through the consultation process via a web-based platform. Many residents do not have access to any internet-based technology and although the Covid-19 pandemic has brought about an increase in online activity there are still residents who would not be able to access the website. As with previous consultations a dedicated Fareham Today will be delivered to every household to allow everyone to understand that the Local Plan consultation has begun and how they can have their say.

 

The Head of Planning Strategy and Economic Development then directed Members to the numerous technical Appendices within the Local Plan document and asked for comments and questions where appropriate.

 

Members requested, during discussions on Appendix C - Sustainability Appraisal, that the Executive is asked to consider: -

 

    i.    the inclusion of specific text to strengthen policies to provide a clear expectation to developers/planning applicants that developments, whether residential or commercial, should provide the opportunity to upskill and train people.

 

The Head of Planning Strategy and Economic Development then invited questions, comments or amendments from Members on each chapter of Appendix A - Draft text of the Publication (Regulation 19) Local Plan in turn.

 

When discussing Chapter 4, a proposal was raised to move forward to the next chapter of Appendix A over concerns that discussions regarding specific development sites could result in Members being predetermined at future Planning Committee meetings.

 

Upon being seconded the proposal was voted on and declared LOST.

 

Members discussed each chapter at length and agreed to ask the Executive to consider: -

 

   ii.   that on  Appendix A – page 53-54, paragraph 4.20, the list of Housing Allocation Policies to include ** denoting sites that are new and as yet to be decided by the Planning Committee to make it easier for residents to see this from the list of sites rather than going through each site in turn;

 

  iii.   that references to the Daedalus Airfield to be changed to Solent Airport to allow consistency across Council documents;

 

 iv.   whether it would be appropriate to add reference to a specific geographic zone around Solent Airport, within which housing proposals should be required to have a Noise Assessment to understand the potential impacts on future residents from the flight path;

 

  v.    reference to Policy TIN1 in Policy E5 should refer to all forms of transport, not just car parking;

 

 vi.   to include a policy statement, where appropriate, about the airport itself, including a statement along the lines of ‘unless it can be demonstrated that such uses are no longer financially viable’ (such as in Policy E6)

 

vii.   that a survey of hedgerows on potential development sites to be carried out in order to strengthen their protection in line with Policy NE6;

 

viii.   that the ramifications of excepting Policy TIN2a as it is.

 

RESOLVED that Members of the Planning and Development Scrutiny Panel considered the contents of the report and ask the Executive to consider: -

 

    i.   within Appendix C - Sustainability Appraisal, the inclusion of specific text to strengthen policies to provide a clear expectation to developers/planning applicants that developments, whether residential or commercial, should provide the opportunity to upskill and train people.

 

   ii.   that on  Appendix A – page 53-54, paragraph 4.20, the list of Housing Allocation Policies to include ** denoting sites that are new and as yet to be decided by the Planning Committee to make it easier for residents to see this from the list of sites rather than going through each site in turn;

 

  iii.   that references to the Daedalus Airfield to be changed to Solent Airport to allow consistency across Council documents;

 

 iv.   whether it would be appropriate to add reference to a specific geographic zone around Solent Airport, within which housing proposals should be required to have a Noise Assessment to understand the potential impacts on future residents from the flight path;

 

  v.    reference to Policy TIN1 in Policy E5 should refer to all forms of transport, not just car parking;

 

 vi.   to include a policy statement, where appropriate, about the airport itself, including a statement along the lines of ‘unless it can be demonstrated that such uses are no longer financially viable’ (such as in Policy E6)

 

vii.   that a survey of hedgerows on potential development sites to be carried out in order to strengthen their protection in line with Policy NE6; and

 

  viii.    the ramifications of excepting Policy TIN2a as it is.

 

This item is listed at Item 10(1) of the agenda

 

Policy & Resources Scrutiny Panel – 8th October 2020

 

Minute 6 – The Council’s Carbon Footprint in 2019/20

 

The Panel considered a report by the Director of Planning and Regeneration on the Council Services Carbon Footprint.

 

At the invitation of the Chairman, Councillor Martin, Executive Member for Streetscene addressed the Panel on this item.

 

Members discussed this item at length and made a variety suggestions,

Councillor Keeble asked whether the Council’s housing stock could benefit from one of the Government’s schemes for reducing carbon emissions, and if the Council could advertise these schemes to the wider borough.

 

Councillor Kelly asked for clarification on the carbon footprint of producing papers for Committee meetings.

 

Councillor Mrs Bayford put forward a suggestion that the Mayor’s car could be changed to an electric car, and whether any of the Council vehicle fleet could be replaced with electric vehicles as and when they come up for replacement.

 

Members were advised that, following approval of this Executive report, the focus will be production of carbon reduction plan for the Council’s services which will cover the Council’s housing stock. There will also be work undertake with the wider borough through the Greening Scheme.

 

RESOLVED that the Panel recommendations to the Executive at its meeting on 12 October 2020 that:

 

(a)   the Panel’s comments/suggestions above are taken into account when considering this report; and

 

(b)   the details set out in Appendix A of its report and that it is used as the basis for the preparation of the Council’s Carbon Reduction Plan.

 

This item is listed at Item 11(3) of the agenda.

 

Minute 7 - The Revised Medium -Term Finance Strategy

 

The Panel considered a report by the Deputy Chief Executive Officer on the revised Medium-Term Finance Strategy for the period of 2020/21 through to 2024/25.

 

RESOLVED that the Panel recommends to the Executive at its meeting on 12 October 2020 that it approves the Medium-Term Finance Strategy for the period 2020/21 to 2024/25 as set out in Appendix A of the report.

 

This item is listed at Item 11(1) of the agenda.

8.

Leisure and Community

8(1)

Naming of New Arts and Entertainment Venue - Results pdf icon PDF 114 KB

A report by the Director of Leisure and Community.

Minutes:

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

 

 RESOLVED that, having considered the public consultation results when deciding upon the name of the new Arts and Entertainment venue, the preferred name for the venue is Fareham Live.

8(2)

Covid-19 Special Grants Programme pdf icon PDF 111 KB

A report by the Director of Leisure and Community.

Minutes:

RESOLVED that the Executive approves the establishment of a Covid-19 Special Grant Programme for the financial year 2020/21.

9.

Streetscene

9(1)

Review of the Garden Waste Collection Service pdf icon PDF 109 KB

A report by the Head of Streetscene.

Additional documents:

Minutes:

The Executive received a deputation in respect of this item from Mr Gareth Jones.

 

This item was brought forward on the agenda.

 

At the invitation of the Executive Leader, Councillors L Keeble and R H Price, JP addressed the Executive on this item.

 

The comments of the Streetscene Scrutiny Panel were taken into account in considering this item.

 

RESOLVED that the Executive agrees that:

 

(a)  the introduction of a new chargeable garden waste scheme, commencing on 01 February 2022, be approved;

 

(b)  an annual subscription of £50 for a 140-litre and £60 for a 240-litre wheeled bin be approved;

 

(c)  a bin purchase charge of £32 for a 140-litre and £34 for a 240-litre wheeled bin be approved;

 

(d)  a 50% early bird discount for a bin purchase be offered in year 1 of the scheme;

 

(e)  a budget of £296,400 for the procurement and delivery of wheeled bins, a marketing campaign and temporary administration support be approved; and

 

(f)   the Council will work with Hampshire County Council to further promote home composting of garden and food waste.

10.

Planning and Development

10(1)

Publication (Regulation 19) Local Plan pdf icon PDF 141 KB

A report by the Director of Planning & Regeneration.

Additional documents:

Minutes:

A tabled item was presented in respect of this item to provide details of a number of proposed changes to Appendix A, the draft text of the Publication Local Plan, and one change to Appendix B, the Policies Map, in order to address matters highlighted by the Planning and Development Scrutiny Panel.  In addition, details of a small number of proposed changes to Appendix A are provided which either correct errors or reflect changes necessary in light of recent information.  A copy of the tabled item is attached to these minutes as Annex A.

 

The comments of the Planning and Development Scrutiny Panel were taken into account when considering this item.

 

RESOLVED that the Executive endorses and recommends to Council for approval:

 

(a)  that the Publication Local Plan, as set out at Appendix A and B to the report, incorporating the tabled item proposals, as appended to these minutes (Annex A), be published for a six-week period of public consultation, together with supporting documents included at Appendix C to G and listed as background papers;

 

(b)  that the Director of Planning and Regeneration, following consultation with the Executive Member for Planning and Development, be authorised to make any necessary minor amendments to the documents, prior to publication, provided these do not change the overall direction, shape or emphasis of the document and do not raise any significant new issues prior to the document being submitted to the Secretary of State;

 

(c)  that the Director of Planning and Regeneration, following consultation with the Executive Member for Planning and Development, be authorised, following the completion of the consultation period, to submit the Publication Local Plan to the Secretary of State (together with any necessary minor modifications or that are required to ensure legal compliance and/or ‘soundness’); and

 

(d)  that the Publication Local Plan be a material consideration to be afforded due weight in the determination of planning applications.

10(2)

Government consultation on White Paper 'Planning for the Future' pdf icon PDF 207 KB

A report by the Director of Planning and Regeneration.

Minutes:

RESOLVED that, having considered the content of the report, the Executive:-

 

(a)  approves the suggested approach to the Council’s response; and

 

(b)  delegates authority for the final consultation response to the Director of Planning and Regeneration, following consultation with the Executive Member for Planning and Development.

11.

Policy and Resources

11(1)

Financial Forecast for Medium Term Finance Strategy pdf icon PDF 253 KB

A report by the Deputy Chief Executive Officer.

Minutes:

At the invitation of the Executive Leader, Councillor L Keeble addressed the Executive on this item.

 

The comments of the Policy and Resources Scrutiny Panel were taken into account in considering this item.

 

RESOLVED that the Executive approves the Medium-Term Finance Strategy for the period 2020/21 to 2024/25, as set out at Appendix A to the report;

11(2)

Pay Policy pdf icon PDF 93 KB

A report by the Chief Executive Officer.

Additional documents:

Minutes:

RESOLVED that the Executive:

 

(a)  agrees to submit the updated Pay Policy to the Council for approval; and

 

(b)  recommends that the Council approves the new Recruitment and Retention Policy – Pension Scheme Compensation Policy.

11(3)

Council Services Carbon Footprint pdf icon PDF 244 KB

A report by the Director of Planning and Regeneration.

Additional documents:

Minutes:

The comments of the Policy and Resources Scrutiny Panel were taken into account in considering this item.

 

RESOLVED that the Executive agrees that the Fareham Borough Council Services Carbon Footprint Calculation Report 2019/20 set out in Appendix A is used as the basis for the preparation of the Council’s Carbon Reduction Plan.

 

 




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