Agenda and minutes

An apology of absence was received from Councillor Mrs Bryant.

To confirm as a correct record the minutes of the Scrutiny Board meeting held on 22 March 2018.

RESOLVED that the minutes of the Scrutiny Board meeting held on 22 March 2018 be confirmed and signed as a correct record.

The Chairman explained to members of the Scrutiny Board and members of the public the purpose of the meeting and how it was going to be run.

It was explained that the agenda for this meeting includes an item to consider a compliant about the way a petition has been handled.

The Council’s Petition Scheme includes a provision for the Scrutiny Board to be asked to conduct a review of the steps taken by the Council in handling a petition, if the Lead Petitioner feels that the petition has not been dealt with appropriately.

A complaint was received on 21 February 2018, asking for the Scrutiny Board to conduct such a review about the handling of the petition to stop the building of 1500 new homes in Warsash, Locks Heath, Park Gate and Titchfield Common.

The Chairman confirmed that to begin with Mrs Megginson would be invited, as the lead petitioner to make her deputation to present the reasons for her complaint.

The Chairman will then invite the Head of Democratic Services to present her report and to explain how the advice was obtained as to how the petition should be handled.

Members of the Scrutiny Board will then be able to ask any questions to clarify matters raised by the deputation or in the officer’s report.

The Director of Planning and Regulation and the Monitoring Officer are also on hand to answer any questions.

The Chairman informed the Board that Director of Finance and Resources have been asked to intervene at any point in the meeting where he feels the Board may be straying into matters outside the terms of the petition review.

Members were reminded that they should keep in mind that they weren’t here to discuss the merits of the petition itself and whether or not we agree with what the petition is asking the Council to consider.

The Chairman confirmed that the Scrutiny Board can only determine if the petition has been handled appropriately, and that;

The options open to members are either:

(a)  agree that the steps taken by the Council in response to the submitted petition were correct; or

(b)  to determine if any or all of the reasons given for the complaint should be upheld.

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 made at this meeting.

To receive any deputations of which notice has been lodged.

The Board received a deputation from Mrs H Megginson in respect of item 6 – Petition Complaint Review.

Mrs Megginson was thanked for her deputation.

To consider a report by the Head of Democratic Services asking the Scrutiny Board to review the steps taken by the Council in dealing with a petition.

The Board received the deputation referred to in Minute 5 above.

The Board considered a report by the Head of Democratic Services on a review of a complaint received regarding the handling of a petition.

The report outlined the details of the complaint and steps that have been taken by the Democratic Services department from the very start of the receipt of the petition.

Members asked questions of the Head of Democratic Services, the Director of Planning and Regulation and the Monitoring Officer to clarify points raised in both the report and the deputation that was received.

The Chairman confirmed that having discussed the points raised in the complaint regarding the handling of the petition, the Scrutiny Board now had to consider its options as set out in the report, that being either:

(a)  agree that the steps taken by the Council in response to the submitted petition were correct; or

(b)  to determine if any or all of the reasons given for the complaint should be upheld in which case the Scrutiny Board may use any of its powers to deal with the matter, including instigating an investigation, making recommendations to the Executive or arranging for the matter to be considered at a meeting of the Council.

A motion was proposed and seconded to agree that the steps taken by the Council in response to the submitted petition were correct, and was voted on and CARRIED.

(Voting: 8 in favour; 1 against)

RESOLVED that the Scrutiny Board agree that the steps taken in response to the submitted petition were correct, and therefore no further action is required.

To consider a report by the Director of Finance and Resources which invites members to review the Board’s work programme for 2018/19.

The Board considered a report by the Director of Finance and Resources which reviewed the Board’s work programme for 2018/19.

Members were asked to note the revisions to the work programme as outlined in paragraph 2 of the report.

RESOLVED that the Board agree the work programme for 2018/19.

To receive the minutes of the Policy Development and Review Panels held since 1^st March 2018.

The Board was asked to receive the minutes of the Policy Development and Review Panels held since 1 March 2018.

The Chairman of the Leisure and Community Policy Development and Review Panel, Councillor Mrs C L A Hockley was invited to present the minutes of the meeting held on 7 March 2018.

It was AGREED the minutes be received.

The Chairman of the Planning and Development Policy Development and Review Panel, Councillor P J Davies was invited to present the minutes of the meeting held on 13 March 2018.

It was AGREED that the minutes be received.

The Chairman of the Streetscene Policy Development and Review Panel, Councillor Miss T G Harper, was invited to present the minutes of the meeting held on 26 March 2018.

It was AGREED that the minutes be received.

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 5 March 2018 and 9 April 2018. (This will also include any decisions taken by individual Executive members during the same time period.)

The Chairman invited members to indicate if they wish 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.