Agenda and minutes

Cabinet
Thursday, 12th October, 2017 5.00 pm

Venue: Council Chamber, Penns Place, Petersfield, GU31 4EX. View directions

Contact: Penny Milne  Democratic Services Team Leader - 023 9244 6234

Items
No. Item

46.

Apologies for Absence

To receive apologies for absence.

Minutes:

Apologies were received from Councillor Costigan.

47.

Chairman's Announcements

To receive any matters the Chairman wishes to report since the last meeting of the Cabinet.

Minutes:

There were no matters the Chairman wished to report.

48.

Minutes pdf icon PDF 66 KB

To approve the minutes of the meeting of the Cabinet held on 7 September 2017.

Minutes:

The minutes of the meeting of the Cabinet held on 7 September 2017 were approved as a correct record.

49.

Declarations of Interest

To receive and record any declarations of interest from members present in respect of any of the various matters on the agenda for this meeting.

Minutes:

There were no declarations of interest from any of the members present.

50.

Urgent Matters pdf icon PDF 51 KB

To note the following urgent decision taken in accordance with the Council’s Standing Orders and reported to the Cabinet for information:

 

(1)  Standing Order 46 – Special Urgent Matters – Civica System Hosting Arrangements.

 

(Note: This decision was not subject to call-in and was communicated to the Chairman of the Governance, Audit and Scrutiny Committee on 28 September 2017.

 

The financial information included in this decision is not for publication under Paragraph 3 of Part 1 of Schedule 12A (as amended) of the Local Government Act 1972.  Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information). The Cabinet will need to resolve to exclude the Press and Public if members wish to discuss the financial implications of the decision at the meeting).

Minutes:

RESOLVED that the following Urgent Decision, taken under Standing Order 46, be noted:

 

(1)   Civica System Hosting Arrangements.

51.

Pricing Strategy and Prices Schedule pdf icon PDF 69 KB

The Cabinet to note changes to the Prices Schedule made by the Leader and to consider a new Draft Pricing Strategy.

Additional documents:

Minutes:

The Deputy Leader presented a report to Cabinet seeking approval for the implementation of a Pricing Strategy as a critical component in the creation of a financially sustainable, commercially focused Council.  The report also included, as an Appendix, the Pricing Schedule for 2017/18 approved by the Leader as an Executive Decision within the provisions of the Council’s Constitution.

 

Cabinet members agreed with a suggestion that the final sentence in paragraph 2.7 of the Pricing Strategy be amended to read “This will be achieved through the development and application of a Triple Bottom Line (TBL) of People, Place and Profit.

 

RESOLVED that

 

(1)          The Pricing Strategy as set out in Appendix 1 to the report be approved subject to an amendment to the final sentence in paragraph 2.7 of the Strategy so as to read “This will be achieved through the development and application of a Triple Bottom Line (TBL) of People, Place and Profit.”; and

 

(2)               The Pricing Schedule and price changes, approved by the Leader under an executive decision taken on 26 September 2017, and set out in Appendix 2 to the report, be noted.

52.

Procedure for Monitoring and Spend of s106 Monies across the District and in Whitehill and Bordon pdf icon PDF 109 KB

The Cabinet to consider a proposed process by which non-specific s106 funds from development are to be distributed to local projects.

Additional documents:

Minutes:

The Deputy Leader presented a report to Cabinet seeking approval for a process by which non-specific s106 funds from development could be distributed to local projects.  The report provided information on the value of the s106 funds, the method by which project proposals would be submitted and assessed and the decision thresholds to approve project funding.

 

Cabinet was reassured that where consultations with Ward Councillors were to be undertaken, the officers would ensure that this would extend to Councillors representing adjacent Wards where appropriate.  Clarification was also given in that the proposed process would not be applicable to funds pledged to the Whitehill and Bordon Community Trust.

 

RESOLVED that the following proposed delegation and decision making thresholds be approved for s106 funding:

 

(1)          The appropriate Head of Service to have  a delegation in the Council’s Constitution of spend for s106 for the District, currently resting District-wide with the Head of Communities/Community Infrastructure;

(2)          Spend on proposals of £50,000 and over to go to the Council’s Cabinet for a decision (in consultation with the relevant Portfolio Holder, the relevant Ward Councillors, a Director and Council Teams);

(3)          Spend on proposals from £10,000 up to and including £49,999 thresholds be delegated to the appropriate Head of Service – in consultation with the relevant Portfolio Holder, the relevant District Ward Councillors and Council Teams.  If the appropriate Head of Service cannot make a decision, the decision to be delegated up to a Director; and

(4)               Spend on proposals up to and including £9,999 be delegated to the relevant Council Officers (in the Communities, Planning and Whitehill & Bordon Teams) – in consultation with the appropriate Head of Service (if the appropriate Head of Service cannot be consulted, the consultation to be delegated up to a Director), the relevant Portfolio Holder, the relevant District Ward Councillors and Council Teams.

53.

Gifts and Hospitality Policy for Councillors pdf icon PDF 55 KB

The Cabinet to consider a revised procedure for the acceptance of gifts and hospitality by Councillors.

Additional documents:

Minutes:

Councillor Butler presented a report to Cabinet setting out an updated policy on Councillors receiving gifts and hospitality.  The new policy reflected Government guidance in relation to the 2010 Bribery Act and was set in the context of the increasingly commercial environment in which local authorities now operated.

 

The new policy was intended to give clarity to Councillors as to when gifts and/or hospitality may be accepted and where, in doing so, there would be a benefit to the Council.

 

All Councillors were to be reminded of the need to declare all gifts and hospitality in line with the procedures set out in the report and to seek advice from the Monitoring Officer in any case of doubt.

 

RESOLVED that the updated Gifts and Hospitality Policy for Councillors be approved and adopted.

54.

Complaints and Vexatious Complaints Policy and Procedure pdf icon PDF 54 KB

The Cabinet to consider an updated policy and procedure for dealing with complaints and vexatious complaints.

Additional documents:

Minutes:

Councillor Butler presented a report to Cabinet setting out an updated Complaints policy, incorporating vexatious complaints.  The new policy reflected consultations with the Local Government Ombudsman and sought to reduce the amount of officer time spent dealing with excessive and/or unreasonable complaints.

 

The Monitoring Officer confirmed that the policy would remain under review to ensure that it remained current.  The policy offered protection equally to both staff and Councillors where there was a risk to them caused by unreasonable behaviour and that this would be clearly stated in the document as part of the ongoing review.

 

Cabinet was also reassured that cases of sustained harassment of Councillors or staff by members of the public would be reported to the Police and legal action considered.

 

The Monitoring Officer clarified that the complaints policy would not apply to Freedom of Information requests, which were required to be to be dealt with on a case by case basis, however the Cabinet would be given an opportunity to review its policy and procedures in relation to FoI requests.

 

RESOLVED that the updated Complaints and Vexatious Complaints policy and procedure be approved and adopted.