Agenda and minutes

There were no apologies for absence.

To confirm as a correct record the minutes of the Scrutiny Board meeting held on 25 September 2014, subject to the amendment of the list of those present by the insertion of ‘Councillor’ by the names of the Chairman and Vice-Chairman and the inclusion of ‘Councillor T M Cartwright, MBE – Executive Member for Public Protection; and Councillor L Keeble – Executive Member for Streetscene’ under those also present.

It was AGREED that, subject to the amendment of the list of those present by the insertion of ‘Councillor’ by the names of the Chairman and Vice-Chairman and the inclusion of ‘Councillor T M Cartwright, MBE – Executive Member for Public Protection; and Councillor L Keeble - Executive Member for Streetscene’ under those also present, the minutes of the meeting of the Scrutiny Board held on 25 September 2014 be confirmed and signed as a correct record.

The Chairman made an announcement concerning a change to the work programme (minute 8(a) below refers).

To receive any declarations of interest from members in accordance with Standing Orders and the Council’s Code of Conduct and disclosures of advice or directions received from Group Leaders or Political Groups, in accordance with the Council’s Constitution.

There were no declarations of interest or disclosures of advice or directions made at this meeting.

To receive any deputations of which notice has been lodged.

There were no deputations made at this meeting.

To consider a report by the Director of Finance and Resources on Portchester Crematorium operational activity.

The Board considered a report by the Director of Finance and Resources on Portchester Crematorium operational activity. The Chairman welcomed James Clark, the Manager and Registrar of Portchester Crematorium and John Haskell, the Clerk to the Portchester Crematorium Joint Committee, to the meeting, who, together with the Director of Finance and Resources, presented the report and answered members’ questions thereon.  

It was AGREED that:-

(a)          the Manager and Registrar and the Clerk to the Joint Committee be thanked for the report and for attending and answering members’ questions; and

(b)           the report be noted.

To consider a report by the Director of Finance and Resources on the Community Action Team Review.

The Board considered a report by the Director of Finance and Resources on the proposed Community Action Team (CAT) Review.

At the invitation of the Chairman, Councillor N R Gregory addressed the Board during the consideration of this item.

The Head of Corporate Services presented the report and answered members’ questions thereon.

It was AGREED that the Executive be advised of the Board’s views on the proposed community action team review, as shown in Appendix B to the report, as follows:-

(a)          the role of the Chairmen of Community Action Teams should be consistent, with a local connection, as is observed with the existing arrangements;

(b)          the role of chairing Community Action Team meetings should be separated from the role of Councillors answering questions related to policy, or officers answering technical questions;

(c)          the principle of ‘hot topic’ meetings was supported;  

(d)          there should be a cyclical meeting for general business raised by residents and residents’ associations in the year that the CAT was not due to receive the Leader of the Council’s biennial presentation;

(e)          the principle of not continuing the police presence at meetings, unless for a specific police-related hot topic, be supported;

(f)           the principle of the biennial ‘Meet the Leader’ sessions be supported;

(g)          the principle of ten CAT areas be supported, but meetings should be publicised to wider areas when relevant to the topic for discussion;

(h)          publicity should be wide and broad enough to encourage wider attendance, particularly for Meet the Leader meetings so residents have the opportunity to attend these meetings more frequently;

(i)            the idea of multiple meetings in a community for a single topic, to maximise the opportunity to engage with local residents, be supported;

(j)            the Special Responsibility Allowance payable to members for being CAT Chairmen should be removed.

To consider a report by the Director of Finance and Resources which invites members to review the Board’s work programme for 2014/15.

The Board considered a report by the Director of Finance and Resources on the Board’s work programme for 2014/15.

It was AGREED that:-

(a)          the decision to move ‘Presentation by, and questioning of, the Executive Member for Planning and Development’ from 20 November 2014 to 22 January 2015 be endorsed;

(b)          the programme items as set out in Appendix A to the report be confirmed;

(c)          the progress on actions since the last meeting, as set out in Appendix B to the report, be noted; and

(d)          the Chairman of the Public Protection Policy Development and Review Panel be requested to consider whether the Panel should investigate with the Police and Crime Commissioner for Hampshire the issue of the under recording of crime by the police as reported in recent articles in the national press.

If requested by a member, to consider any item of business dealt with by the Executive, since the last meeting of the Board. The relevant Executive meetings are 6 October 2014 and 3 November 2014. (This will also include any decisions taken by individual Executive members during the same time period.)

The Chairman invited members to indicate if they wished to consider any other item of business dealt with by the Executive since the last meeting of the Board. There were no other items of Executive business considered.