Agenda and minutes

Council
Thursday, 21st July, 2016 6.30 pm

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

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

Items
No. Item

33.

Prayers

Minutes:

The Chairman opened the meeting with a short prayer.

34.

Chairman's Announcements

Minutes:

The Chairman reported that items 15 and 16 had been withdrawn from the agenda.

35.

Apologies for Absence

To receive and record any apologies for absence.

Minutes:

Apologies for absence were received from Councillors Carew, Cowper, Drew, Hill,  Noble, Orme, Pienaar, Saunders, Shepherd and Thomas.

36.

Declarations of Interest

To receive and record any declarations of interests 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.

37.

Confirmation of Previous Minutes

To confirm the minutes of the meeting of the Council held on 9 June 2016, circulated separately

Minutes:

The minutes of the meeting of the Council held on 9 June 2016.

38.

Public Question Time (Standing Order 13.4(f)(i))

To deal with any public questions notified at least two clear working days before the meeting.

Minutes:

There were no public questions.

39.

Appointments to Outside Organisations

The Council is requested to consider the following nominations for appointments to outside organisations:

 

  1. Enterprise M3 LEP Leader’s Board – Councillor F Cowper to replace Councillor R Saunders;

  2. Whitehill and Bordon Information Exchange – Councillor S Pond (in addition to Councillors G Watts and M Smith)

Minutes:

Proposed by Councillor Millard and seconded by Councillor Phillips, it was

 

RESOLVED that the following appointments be confirmed:

 

(1)  Enterprise M3 LEP Leader’s Board – Councillor F Cowper to replace Councillor R Saunders;

(2)  Whitehill and Bordon Information Exchange – Councillor S Pond (in addition to Councillors G Watts and M Smith).

40.

Committee Recommendations

To consider the following recommendation to Council arising from the meetings of the Overview & Scrutiny Committee and Governance & Audit Committee held on 14 July 2016.  The agendas and reports for these meetings can be viewed through the following links:

 

https://easthantsintranet.moderngov.co.uk/documents/g1969/Public%20reports%20pack%2014th-Jul-2016%2018.30%20Governance%20and%20Audit%20Committee.pdf?T=10

 

https://easthantsintranet.moderngov.co.uk/documents/g1973/Agenda%20frontsheet%2014th-Jul-2016%2019.30%20Overview%20Scrutiny%20Committee.pdf?T=0

 

RECOMMENDED TO COUNCIL that:

 

1.            the draft constitutional amendments be ADOPTED and a new Governance, Audit & Scrutiny Committee be  established, replacing the Governance & Audit Committee and the Overview & Scrutiny Committee; and

 

2.            the current membership of the Governance & Audit Committee and the Overview & Scrutiny Committee be APPOINTED as the 14 members of the Governance, Audit and Scrutiny Committee as follows:

 

Cllr A Williams – Chairman

Cllr I Thomas – Vice-Chairman

Cllr J Abdey

Cllr R Ayer

Cllr B Bentley

Cllr K Carter

Cllr G Hill

Cllr M Kendall

Cllr M Johnson

Cllr Y Parker Smith

Cllr R Saunders

Cllr T Spencer

Cllr M Smith

Cllr A Waterhouse

Minutes:

Councillor Williams presented a joint recommendation to Council arising from the meetings of the Governance & Audit and Overview & Scrutiny Committees held on 14 July seeking approval for the creation of a new Governance, Audit & Scrutiny Committee and the associated required amendments to the Council’s Constitution.

 

Proposed by Councillor Williams and seconded by Councillor Butler, it was:

 

RESOLVED that:

 

(1)          The draft constitutional amendments be approved and a new Governance, Audit & Scrutiny Committee be  established, replacing the Governance and Audit Committee and the Overview and Scrutiny Committee; and

(2)          the current membership of the Governance & Audit Committee and the Overview & Scrutiny Committee be appointed as the 14 members of the Governance, Audit and Scrutiny Committee, as set out below:

Membership of Governance, Audit and Scrutiny Committee

Cllr A Williams – Chairman

Cllr I Thomas – Vice-Chairman

Cllr J Abdey

Cllr R Ayer

Cllr B Bentley

Cllr K Carter

Cllr G Hill

Cllr M Kendall

Cllr M Johnson

Cllr Y Parker Smith

Cllr R Saunders

Cllr T Spencer

Cllr M Smith

Cllr A Waterhouse

41.

Annual Report from the Overview and Scrutiny Committee Chairman pdf icon PDF 27 KB

Minutes:

Councillor Williams presented his annual report to Council as Chairman of the Overview & Scrutiny Committee.

 

In response to Cllr David Evans, Cllr Williams confirmed that, as Chairman of the new Governance, Audit and Scrutiny Committee he would be working with the officers and his colleagues on the new Committee to put together a work programme based on the forward plan of key decisions coming forward to Cabinet together with the corporate and service business plans going forward.

 

RESOLVED that the Annual Report from the Chairman of the Overview & Scrutiny be noted.

42.

Cabinet Portfolio Reports pdf icon PDF 94 KB

To consider any questions on the Cabinet Portfolio Reports.

 

Questions in respect of matters not contained in the Reports must be received by the Democratic Services Team Leader up to 48 hours before the meeting.

 

(NB a maximum of twenty minutes is allocated for this item of business)

Minutes:

The Cabinet Portfolio Holders presented and took questions from Councillors in connection with their published reports.

 

In response to Councillor Parker Smith, the Deputy Leader confirmed that assistance to Councillors would continue to be provided under the new IT contract.

 

In response to Councillor D Evans, Councillor Millard confirmed that he had been disappointed with the attendance by Councillors at the recent waste contract workshop and would be running further, mandatory, sessions to ensure that the views of all members would be captured.

 

As Assistant Portfolio Holder to Councillor Shepherd, and in his absence, Councillor Schillemore was pleased to report George Hollingbery’s appointment as Parliamentary Private Secretary to the new Prime Minister.

 

In response to Councillor Parker Smith, Councillor Millard gave a reassurance that discussions with the Police in respect of their move into Penns Place were unaffected by the slight delay due to asbestos removal works.  Councillor Millard also gave an assurance to Councillor Moon that the works were being undertaken in strict accordance with legal requirements and that an asbestos register was in place.

 

In response to Councillors Joy and Watts, and in the Leader’s absence, Councillor Millard confirmed that Councillors would be briefed with regard to the ongoing devolution proposals, including the Council’s position with regard to the forthcoming consultations by Hampshire County Council.

 

In response to Councillor Williams, Councillor Glass agreed to provide an update to Councillors on options for marketing the Molson Coors site for redevelopment once this information was available.

 

In response to Councillor Joy, Councillor Phillips was pleased to report a significant increase in ticket sales for Butserfest, as compared with 2015, and would be happy to provide any further detailed financial information requested by Councillor Joy.

43.

Questions under Procedural Order 23.4 (a)

(Notice of questions from Councillors must be given in writing at least 48 hours before the meeting)

Minutes:

There were no questions under standing order 23.4(a).

44.

Questions under Procedural Order 23.4(b)

(Questions from Councillors relating to urgent business, of which notice has not been given under Procedural Order 23.4(a), to be received at least two hours prior to the start the meeting).

Minutes:

There were no urgent questions under standing order 23.4(b)

45.

Motions Received under Procedural Order 14.1

(Motions from Councillors must be received six clear working days before the meeting)

 

The Council to consider the following Motion, proposed by Councillor Mouland and seconded by Councillor Glass:

 

“This Council acknowledges the historic ties between the parish of Bramshott and Liphook and Canada over more than 100 years, and resolves to give £1,000 to the Canadian Red Cross to support its efforts to help the people of Alberta and Fort McMurray following the devastation caused by the fires in May when 2,400 homes were destroyed.”

Minutes:

The Council considered the following motion, proposed by Councillor Mouland and seconded by Councillor Glass, in accordance with Standing Order 14.

 

“This Council acknowledges the historic ties between the parish of Bramshott and Liphook and Canada over more than 100 years, and resolves to give £1,000 to the Canadian Red Cross to support its efforts to help the people of Alberta and Fort McMurray following the devastation caused by the fires in May when 2,400 homes were destroyed.”

 

RESOLVED that

 

(1)          the Motion as submitted to Council be approved; and that

(2)          this Council acknowledges the historic ties between the parish of Bramshott and Liphook and Canada over more than 100 years, and resolves to give £1,000 to the Canadian Red Cross to support its efforts to help the people of Alberta and Fort McMurray following the devastation caused by the fires in May when 2,400 homes were destroyed.

46.

Committee Minutes

To receive the minutes of the following Committees (previously circulated):

 

Development Policy Panel – 15 June 2016

Planning Committee – 16 June 2016

Community Forum (Clanfield, Horndean and Rowlands Castle) – 21 June 2016

Cabinet – 30 June 2016

Planning Committee – 7 July 2016

Overview and Scrutiny Committee – 14 July 2016

Governance and Audit Committee – 14 July 2016

Minutes:

RESOLVED that the minutes of Committees held since the last meeting of the Council be received.

47.

Exclusion of the Press and Public

RECOMMENDED that the press and public be excluded from the meeting during consideration of the following item as:

 

(a)  It is likely, in view of the nature of the business to be transacted, or the nature of the proceedings, that if members of the public were present during that item there would be disclosure to them of exempt information as specified in Part 1 of Schedule 12A (as amended) to the Local Government Act 1972; and

(b)  in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

Item 16 – Exempt Cabinet Recommendations

Paragraph 3

 

 

 

Minutes:

This item was withdrawn.

48.

Exempt Cabinet Recommendations

To consider any exempt recommendations to Council arising from the Extraordinary meeting of the Cabinet held on 21 July 2016.

Minutes:

This item was withdrawn.