Agenda, decisions and minutes

There were no apologies given for this meeting.

To confirm as a correct record the minutes of the meeting of the Executive held on 06 February 2023.

RESOLVED that the minutes of the meeting of the Executive held on 06 February 2023 be confirmed and signed as a correct record.

There were no Executive Leader announcements.

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

Councillor SDT Woodward declared a non-Pecuniary Interest in relation to item 10(1) – Proposed Changes to Dog Control Public Spaces Protection Order as he is the Council appointed representative and Chairman of the Partnership for South Hampshire Joint Committee which oversees the work of Bird Aware Solent. Councillor Woodward remained in the room and took part in the debate and decision.

Councillor SD Martin declared a Personal Interest in relation to item 11(3) – Provision of Tree Maintenance Services within the Borough of Fareham as he has previously employed the services of one of the companies listed in the framework for work at his property. Councillor Martin remained in the room and took part in the debate and decision.

There were no petitions submitted at this meeting.

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

Deputations were received in respect of item 10(1) on the agenda from Shona Jenkins, Dog Initiatives Officer, and Thomas Marceau, Coastal Bird Project Monitoring Officer, both from Bird Aware Solent.

A report by the Director of Leisure and Community.

At the agreement of the Chairman this item was brought forward on the agenda.

Councillor S D T Woodward declared a non-Pecuniary Interest in this item as he is the Council appointed representative and Chairman of the Partnership for South Hampshire Joint Committee which oversees the work of Bird Aware Solent. Councillor Woodward remained in the room and took part in the debate and decision.

Deputations were received in respect of this item from Shona Jenkins, Dog Initiatives Officer and Thomas Marceau, Coastal Bird Project Monitoring Officer.

RESOLVED that the Executive agrees that:

(a)  officers consult on the proposed amendment to the Dog Control PSPO to include an additional dog exclusion area at Hill Head; and

(b)  delegated authority be given to the Executive Member for Health and Public Protection to authorise the making of a PSPO to include this dog exclusion area following consultation.

To receive any references from the committees or panels held.

Leisure & Community Scrutiny Panel – 28 February 2023

Minute 6 – 50^th Anniversary of the Borough of Fareham

The Panel received a report along with supporting presentation from the Communications Manager on the outline proposals for the 50^th Anniversary of the Borough. These proposals are to be considered by the Executive on the 06 March 2023. A copy of the presentation is appended to these Minutes.

The Communications Manager provided an overview of the proposals with associated costs and explained that the events will be launched at the Christmas Lights switch on later this year.

The Panel agreed that the proposals outlined in the report show good value for money, allowing the Council to mark the occasion with a series of activities throughout 2024 with marginal funding required.

The Panel asked that officers investigate the ceremonial logo being added to the pennant on the Mayor’s car and the flag pole at the entrance to the Civic Offices. It was also suggested that it be considered for the sand pit to be located within Fareham shopping centre to provide better security for the asset and allow it to be used in bad weather.

It is RECOMMENDED that the Leisure and Community Scrutiny Panel: 

(a)   notes the contents of the Executive report attached at Appendix 1 and the supporting presentation; and

(b)  asks the Executive to consider their comments above, in relation to Appendix 1 at   their meeting on the 06 March 2023.

This was considered at item 8(2) on the agenda.

Minute 7 – Citizens Advice Fareham Service Level Agreement

The Panel received a report from the Leisure and Community Manager reviewing the existing Service Level Agreement (SLA) between Fareham Borough Council and Citizen Advice Fareham. The Executive on the 06 March 2023 will be asked to agree a new 3 year SLA and funding arrangements commencing the 1 April 2023.

The Panel discussed the report at length and asked questions for clarification from officers. Members also queried aspects of the services provided by Citizens Advice Fareham to gain a better understanding of the support offered to residents that will be funded by the new SLA.

RESOLVED that the Leisure and Community Scrutiny Panel:

(a)  notes the contents of the Executive report attached at Appendix 1; and

(b)   asks the Executive to consider their comments above, in relation to Appendix 1 at their meeting on the 06 March 2023.

This was considered at item 8(1) on the agenda.

Planning & Development Scrutiny Panel – 22 February 2023

Minute 6 – Community Infrastructure Levy Consultation

The Panel received a report by the Head of Planning Strategy and Economic Development on the Community Infrastructure Levy (CIL) Review, which is to be considered by the Executive on the 06 March 2023 to approve the consultation on proposed new CIL charges.

The Principal Planner (Strategy) Pete Drake presented the report to the Panel and began by providing an overview of CIL, outlining the purpose of the charges, and what the funds are used for across the Borough. Pete also explained what the charges are currently and the reason for the review. Members asked a number of questions for clarity to provide greater understanding of the charge which is levied to new development.

Members queried the cumulative impact of the raised levy, alongside a number of other charges and fees levied on new development, on the potential for an increase in house prices in the Borough. Officers reassured Members that the

consultants have carried out in depth viability studies to ensure the fees are

affordable and that the charges are in line with neighbouring authorities. It was recognised that there are many factors affecting the eventual cost of the house, not least the price paid for the land, which is a commercial consideration and not a matter for the planning authority.

The next step, once approved by the Executive on the 06 March 2023, is for the Council to run a consultation in the Spring. The results of which will determine if any amendments are required before the schedule is sent to an independent examination.

RESOLVED that the Planning and Development Scrutiny Panel: 

(a)  notes the contents of the Executive report at appendix 1; and

(b)  asks the Executive to consider their comments above relating to appendix 1 at the 06 March 2023 Executive meeting.

This was considered at item 11(1) on the agenda.

Minute 7 – Planning Obligations SPD Review

The Panel received a report by the Head of Planning Strategy and Economic Development on a Review of the Planning Obligations Supplementary Planning Document (SPD). Consultation on the revised document is required before the Council adopts it, with Executive approval to be sought at their meeting on the 06 March 2023.

The Principal Planner (Strategy) Pete Drake presented the report to the Panel providing the background as to why the review of the Planning Obligations (SPD) had been carried out, explaining that this is linked to the Local Plan process. The Local Plan outlines how the borough’s housing and employment targets will be met and sets out the scale and type of infrastructure required to support the planned growth.

Members discussed at length the potential challenges faced by the proposal to increase the maintenance contributions for a period of 50 years. Concerns were raised that an increasing number of developers may opt for management companies instead of transferring land to the Council, meaning that the Council would have no control over this these assets (such as open space, play areas and playing pitches) which could potentially bring about problems for residents who use those areas. Officers explained the difficulties in striking a balance to ensure public open spaces are maintained to a standard to which residents of the Borough are accustomed and adopting land from developers which comes at a cost. It is hoped that the increase in the charges applied to land being transferred to the Council would alleviate the potential financial liability being at a detriment to the Council in the long term but will also remain a viable option for developers.

Members of the panel also queried the figures on in table 1 of the Executive report at Appendix 1. Officers advised the amounts increased as multiples as the years increased. For example, the 40-year fees were double the 20 year fees. It was pointed out that the figures in the table were not correct and Officers agreed to check and amend these before publication of the Executive report.

RESOLVED that the Planning and Development Scrutiny Panel: -

(a)     notes the contents of the Executive report at appendix 1; and

(b)   asks the Executive to consider their comments above relating to appendix 1   at the 06 March 2023 Executive meeting.

This was considered at item 11(2) on the agenda.

A report by the Director of Leisure and Community.

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

At the invitation of the Executive Leader, Councillor D J Hamilton addressed the Executive on this item.  During his address, Councillor Hamilton confirmed that he wished to address details contained within confidential Appendix A.

RESOLVED that in accordance with the Local Government Act 1972, the Public and Press be excluded from the discussion on the confidential details of this item, as the Executive considers that it is not in the public interest to consider the matters in public on the grounds that they will involve the disclosure of exempt information, as defined in Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act.

The Executive moved back into public session for the final debate and decision.

RESOLVED that the Executive approves:

(a)  a new 3-year Service Level Agreement for £120,000 per annum from 01 April 2023; and

(b)  that an additional amount of £15,000 per annum be provided for 3 years as project funding to assist with the impact of the Covid 19 pandemic and the current cost of living crisis.

A report by the Director of Leisure and Community.

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

At the invitation of the Executive Leader, Councillor Mrs K K Trott addressed the Executive on this item.

RESOLVED that the Executive agrees:

(a)  the proposals, as outlined in the report, to celebrate the 50^th anniversary of Fareham being established as a Borough;

(b)  officers’ proposals to reallocate some of the existing communications budget to support these activities;

(c)  either a special 50^th anniversary engraving is added to an existing link on the Mayoral chain or a special 50^th anniversary link is; and

(d)  to create a 50^th anniversary pennant for the Mayor’s car.

A report by the Director of Leisure and Community.

At the invitation of the Executive Leader, Councillor Mrs K K Trott addressed the Executive on this item.

In presenting this item, the Executive Portfolio holder for Leisure and Community, Councillor Mrs S Walker, explained that she was recommending that the suggested community event hosted by the Council be removed in light of the current financial pressures facing the Council and that this would result in the total costs for the King’s Coronation being reduced from £43,000 to £13,000.

RESOLVED that the Executive agrees that:

(a)  the Council promotes how residents can hold their own street parties and get involved with the national initiatives, the Big Lunch and The Big Help Out over the Coronation weekend;

(b)  commemorative mugs are available to order from Fareham Borough Council at a cost of £4 each;

(c)  a bespoke, commemorative seat is installed at The Queen Elizabeth II Platinum Jubilee Park;

(d)  The King’s Cypher is engraved into a diamond shaped area of external brickwork on the Fareham Live building; and

(e)  a special Coronation link is added to the Mayoral chain.

A report by the Head of Streetscene.

RESOLVED that the Executive:

(a)  agrees the delivery of a five-year Asset Management Plan for the Streetscene public buildings and infrastructure as set out in the Executive Briefing Paper; and

(b)  approves the funding required to complete the works in the Streetscene Asset Management Plan, as detailed in paragraph 25 of the Executive Briefing Paper.

A report by the Director of Planning and Regeneration.

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

RESOLVED that the Executive recommends that the Council:

(a)  approves the Community Infrastructure Levy Draft Charging Schedule as set out in Appendix A to the report for public consultation for a period of 6 weeks;

(b)  agrees that the Director of Planning and Regeneration be authorised to make any necessary minor amendments, following consultation with the Executive Member for Planning and Development, and delegates to him the authority to submit the draft Charging Schedule for Examination; and

(c)  delegates to the Director of Planning and Regeneration, following consultation with the Executive Member for Planning and Development the authority to procure and appoint an independent examiner to conduct the examination on the draft Charging Schedule.

A report by the Director of Planning and Regeneration.

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

At the invitation of the Executive Leader, Councillor Mrs K K Trott addressed the Executive on this item

RESOLVED that the Executive:

(a)  approves the Draft Planning Obligations Supplementary Planning Document, as set out at Appendix A to the report, for public consultation; and

(b)  delegates authority to the Director of Planning and Regeneration, following consultation with the Executive Member for Planning and Development, to make any minor amendments to the document following consideration by the Executive, prior to consultation.

A report by the Director of Planning and Regeneration.

Councillor S D Martin declared a Personal Interest for this item as he has previously employed the services of one of the companies listed in the framework for work at his property.  Councillor Martin remained in the room and took part in the debate and decision.

RESOLVED that the Executive:

(a)  agrees to award the Framework to the top 8 scoring tenderers, as set out in the Confidential Appendix A to the report; and

(b)  notes that the increased cost of the suppliers is likely to require an increase in the annual Tree Management budget of between £23,380 and £37,120, which will need to be considered during the next budget setting process.

A report by the Head of Democratic Services.

RESOLVED that the Executive agrees:

(a)  to continue the partnership arrangements for the Southampton and Fareham Legal Services Partnership for a further period of 10 years, with an option to extend the partnership for another 5 years;

(b)  to note that the partnership has been extended to include Havant Borough Council and is therefore referred to as the Southampton, Fareham and Havant Legal Partnership; and

(c)  to delegate authority to the Chief Executive Officer following consultation with the Executive Leader to enter into such arrangements as are necessary and on such terms as are reasonable.

A report by the Head of Democratic Services.

RESOLVED that the Executive agrees that:

(a)  no more than two candidates are selected from the nominations attached to the report to be formally recognised as Citizens of Honour 2023;

(b)  no more than one candidate be selected from the nominations attached to the report as Young Citizen of Honour (under 18); and

(c)  subject to (a) and (b) above, candidates 6 and 11 be selected to receive the annual Citizen of Honour and candidate 1 be selected to receive the Young Citizen of Honour Awards for 2023.

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 in accordance with the Local Government Act 1972, the Public and Press be excluded from the remainder of the meeting, as the Executive considers that it is not in the public interest to consider the matters in public on the grounds that they will involve the disclosure of exempt information, as defined in Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act.

A report by the Deputy Chief Executive Officer.

RESOLVED that the Executive agrees that the debts listed in the confidential Appendix A to the report be written off as irrecoverable.