05 10 2005

BOARD

DATE

PAGE NO

 

 

 

Policy and Organisation Board

14 September 2005

5 - 7

 

 

 

Community & Environment Board

5 September 2005

8 - 12

 

 

 

Housing Board

7 September  2005

13 - 15

 

 

 

 

 

 

 

 

 

PART I

 

 

23.

CORPORATE PLAN 2005-2008

 

 

Consideration was given to a report of the Chief Executive (a copy of which is attached hereto as Appendix PO1), which sought approval of the proposed Corporate Plan.

 

Members were advised that the Corporate Plan was the Council’s principal document and set out the Council’s mission, service delivery values and strategic priorities. It provided strategic direction to guide the work of the Council’s various units and was a key element of the Council’s Performance Management Framework informing the budget setting and service planning processes.

 

The Council’s Comprehensive Performance Assessment Report had identified the need to adopt a longer term vision for the Borough (this was currently being produced with Local Strategic Partners) and to reflect this in the Council’s Corporate Plan. The Corporate Plan had now been reviewed and now took into account the draft longer term Vision and other strategic issues.

 

This review process had resulted in the Draft Corporate Plan shown in Appendix A of the Chief Executive’s report.  A further more detailed document (a Corporate Action Statement) would subsequently be produced to underpin the Corporate Plan.  This would contain the actions that needed to be taken to deliver on the Corporate Plan along with performance measures.  The Corporate Action Statement would be regularly monitored and reviewed and made available to all Members.

 

RECOMMENDED: That Council approve the proposed Corporate Plan as outlined in Appendix A of the Chief Executive’s report.

 

 

24.

COMMUNITY EVENTS

 

 

Consideration was given to a cross-reference from a meeting of the Community and Environment Board held on 5 September 2005 (a copy of which is attached hereto as Appendix PO2), which reviewed arrangements for Member participation in the organisation of community events.

 

RECOMMENDED: That

 

 

a)

A Community Events Sub-Board, comprising four Members on a 2:1:1 basis, be set up with the delegated powers set out in paragraph 2.2 of the Borough Solicitor’s report; and

 

 

b)

The Borough Solicitor be authorised to make amendments to the Constitution to give effect to the above recommendation.

 

 

 

 

 

20.

APOLOGIES

 

 

 

 

Apologies for inability to attend the meeting were submitted on behalf of the Mayor and Councillor Cully.

 

 

 

 

21.

DECLARATIONS OF INTEREST

 

 

 

 

There were no declarations of interest.

 

 

 

22.

MINUTES

 

 

 

RESOLVED: That the Minutes of the Board meeting held on 20 June 2005 be approved and signed by the Chairman as a true and correct record.

 

 

 

 

 

 

 

 

PART II

 

 

 

 

25.

TREASURY MANAGEMENT ANNUAL REVIEW 2004/05, PROGRESS REPORT 2005/06, & PRUDENTIAL INDICATORS

 

 

 

 

Consideration was given to a report of the Borough Treasurer.

 

 

 

Members were advised that the annual treasury report was a requirement of the Council’s reporting procedures and covered the treasury activity for 2004/05. The report also covered the actual Prudential Indicators for 2004/05 in accordance with the requirements of the Prudential Code.

 

 

 

RESOLVED: That the report of the Borough Treasurer be accepted and the actual 2004/05 prudential indicators and limits contained therein be noted.

 

 

 

 

26.

CORPORATE PROCUREMENT STRATEGY 2004-2008

 

 

 

 

Consideration was given to a report of the Head of Internal Audit and Risk Assurance, which sought approval of the Corporate Procurement Strategy 2004/08.

 

 

 

Members were advised that the Byatt Report on procurement in local government had concluded that local authorities should take a more corporate and structured approach when buying goods and services.

 

 

 

The approach to procurement had further developed with the publication of the Sir Peter Gershon’s, CBE review of public sector efficiency in July 2004.

 

 

 

The strategy and action had been prepared (following consultation with officers) and followed the same themes as the National Procurement Strategy (NPS) published by the Office of the Deputy Prime Minister (ODPM) in conjunction with the Local Government Association (LGA) published in October 2003.

 

The key themes included: -

 

1.      Providing leadership and building capacity;

2.      Partnering & Collaboration;

3.      Doing business electronically;

4.      Stimulating markets and achieving community benefits;

 

 

 

Each theme included a number of key milestones, which were the building blocks to support the delivery of an effective and efficient procurement process for the Council and these were incorporated into the Action Plan.

 

 

 

Members agreed that the Corporate Procurement Strategy be adopted and that a Procurement Officer/Member Working Group be set up, Member representation being on a 2:1:1 basis.

 

 

 

RESOLVED: That:

 

 

 

a)

The Corporate Procurement Strategy 2004/08 and related Action Plan (Appendices A and B of the report of the Head of Internal Audit and Risk Assurance) be adopted: and

 

 

b)

That a Procurement Officer/Member Working Group be set up as outlined in the Action Plan (ID 3), with Member representation on a 2:1:1 basis.

 

 

27.

TOURISM SOUTH EAST – RENEWAL OF SERVICE LEVEL AGREEMENT

 

 

Consideration was given to a report of the Leisure and Amenities Manager, which sought approval of the renewal of the Service Level Agreement between the Council and Tourism South-East for the period April 2006 to March 2009.

 

Members were advised that the Council currently had a Service Level Agreement with Tourism South East for services that may otherwise have been provided by an in-house tourism officer. The agreement had last been renewed in2003 and was due to expire in March 2006.

 

The Agreement provided for the services of a Tourism Officer for the equivalent of 2.5 days per week throughout the year. The funding paid to TSE amounted to £30,520 for this service which also covered a marketing budget to undertake active promotion through activities included in the Marketing Plan.

 

The partnership arrangement had proved to be most beneficial to the Council over the periods covered by both the current and previous SLA. The availability of an officer from TSE also brought the added benefit of a wealth of tourism experience based at the TSE offices in Eastleigh. This also achieved economies of scale and added value to the work being done by both parties.

 

Gosport’s dedicated ‘Tourism Officer’ had successfully developed the tourism product over the past three years through a range of activities undertaken with a variety of partners. The partners comprised businesses and other operators within the tourism industry and these organisations worked together through the auspices of the Tourism Forum. Joint activities had included advertising campaigns, exhibitions, print and publications and familiarisation visits.

 

The Tourism Forum had originally been led by a senior Council officer together with the Tourism Officer. In the past year, leadership had been transferred to the membership of the Forum and the Council officers provided administrative and secretarial support. Not only had this been welcomed by the partners within the Forum but recent work within the Region had indicated that this approach was an example of good practice.

 

The level of tourism activity would continue to increase over the next few years as more and more facilities and improvements were achieved within Gosport’s tourism infrastructure. Significant developments had been achieved in opening up Gosport’s waterfront and these, together with an increasing focus on maritime heritage, would build upon those elements of the Borough that attracted visitors to the area.

 

The Tourism Forum Steering Group had indicated strong support for the continuation of this partnership and were currently working on the range of initiatives that would be delivered during 2006.

 

RESOLVED: That the renewal of the Service Level Agreement between the Council and Tourism South-East for the period April 2006 to March 2009 be approved.

 

 

The meeting commenced at 6.00 p.m. and concluded at 6.22 p.m.

 

 

 

 

15.

APOLOGIES

 

Apologies for inability to attend the meeting were submitted on behalf of the Mayor and Councillors Edwards and Kimber.

 

16.

DECLARATIONS OF INTEREST

 

Councillors Dickson and Edgar declared personal interests in agenda item 9, (Environmental Health (Commercial) Service Plan).

 

Councillor Edgar subsequently declared a personal interest in all items on the agenda in his capacity as a taxi proprietor.

 

17.

MINUTES

 

RESOLVED: That the Minutes of the Board meeting held on 13 June 2005 be approved and signed by the Chairman as a true and correct record.

PART II

 

18.

COMMUNITY EVENTS

 

Consideration was given to a report of the Borough Solicitor, which reviewed arrangements for Member participation in the organisation of community events.

 

 Members were advised that the Council both organised and participated in a number of community events each year and that the Board’s Terms of Reference included the promotion and encouragement of events of cultural and artistic merit; and sporting and recreational merit. Officers brought forward reports to the Board but, given the level of detail required and the need on occasion for key decisions to be taken within short timescales, it would seem appropriate to set up a Sub-Board with decision making powers as opposed to a Working Group to deal with this area of work.

 

It was proposed that a Community Events Sub-Board be set up with the following delegated powers: -

 

“To consider, participate in, advise on and arrange, including financial arrangements subject to the constraints of the Sub-Board’s budget, community events including cultural, artistic, music, sporting, recreation and youth events (excluding summer play schemes)”

 

Members were advised that the Sub-Board would not deal with civic and commemorative events nor with events planned as part of the Council’s Twinning arrangements as these were already delegated to the Civic and Commemorative Events Sub-Board.

 

Members were advised that, whilst a Sub-Board was required to enable decisions to be taken by members given the nature of the work it was suggested that a Sub-Board of 4 members would be appropriate. There was no statutory minimum number of members required but the Sub-Board would need to be politically balanced and therefore it was proposed that the Sub-Board be 2:1:1.

 

RESOLVED: That the Policy and Organisation Board recommend to Full Council that a Community Events Sub-Board be set up with the delegated powers set out in paragraph 2.2 of the Borough Solicitor’s report comprising 4 Members on a 2:1:1 basis.

 

19.

ANN’S HILL CEMETERY – MEMORIAL MANAGEMENT

 

 

Consideration was given to a report of the Leisure and Amenities Manager, which advised the Board of the implications of recent health and safety advice in respect of the Council’s memorials in Ann’s Hill Cemetery.

 

Members were advised that the health and safety aspects related to memorials both within Cemeteries and closed churchyards had become a major issue following reported accidental deaths of children within these areas. In addition, local authority insurance companies and the Health and Safety Executive (HSE) were now insisting on audits of memorials.

 

Reports had identified that the majority of ‘failed’ memorials were less than twenty years old and were a result of inadequate fixings.

 

The Borough Council had worked jointly with Havant, East Hampshire, Fareham and Portsmouth Councils in creating a Local Memorial Registration Scheme that regulated the erection of memorials in each authority’s cemeteries. The scheme required that Memorial Masons who wished to be included within the scheme should provide evidence of insurance, method statements and guarantees for five years from erecting or re-erecting a memorial.

 

The Institute of Cemetery and Cremation Management (ICCM) had since introduced a national registration scheme working in liaison with the National Association of Memorial Masons (NAMM) that specified that ‘NAMM approved’ fixing methods were to be used when erecting memorials. Under the local scheme, the Memorial Masons had agreed to comply with the Local Authorities Cemeteries Order 1977, cemetery rules and regulations. However, the NAMM code of working practice did not, as yet, comply with the latest release (July 2003), which stated that the requirements of the code could only be met using the method of fixing specified in the code.

 

Members were advised that the management of memorials was potentially both a controversial and sensitive issue, which could create significant issues for local authorities and that the Council was required to undertake an audit of all memorials in Ann’s Hill Cemetery to ensure that they complied with current safety requirements.

 

It was proposed that an inspection survey be undertaken as part of a programme of work to test the stability of all memorials and that appropriate action be taken depending upon the results of the tests.

 

Members were advised that a comprehensive communication programme was essential to ensure that all owners of memorials were informed of the programme, especially those where remedial action was required and that there was a sum in the capital budget for the programme of work, which would also consist of preparing a future maintenance schedule.

 

A sum had been identified within the capital budget for the programme of work, which would also consist of preparing a future maintenance schedule.

 

The Chairman introduced Peter Mitchell, a consultant who had been working on cemetery matters for a number of years and had worked for Gosport Borough Council in connection with the proposed new cemetery.

 

Mr Mitchell explained how the inspection survey would be carried out, how individual memorials would be checked and how unsafe memorials would be dealt with. A demonstration of the machinery used to test the stability of memorials was given together with photographs which explained the “stake and tie” method of temporarily securing unsafe memorials.

 

RESOLVED: That the report of the Leisure and Amenities Manager be noted and that approval be given to the proposed programme of work as outlined in Section 3 of the report, for ensuring the safety and stability of all memorials in burial grounds within the Board’s responsibility.

 

20.

CONSULTATION ON SMOKEFREE ELEMENTS OF THE HEALTH IMPROVEMENT AND PROTECTION BILL

 

 

Consideration was given to a report of the Regulatory Services Manager, which invited the Board’s response to Government proposals to implement legislation on smokefree public areas.

 

Members were advised that the Government had published a consultation paper on how it intended to introduce legislation to achieve its smokefree commitments as set out in the Choosing Health: Making Choices Easier White Paper.

The Government’s objective was to:

 

 

 

 

 

Members were advised that the consultation paper set out the Government’s proposals for legislation to restrict smoking in enclosed places and workplaces, which would be introduced as part of the Health Improvement and Protection Bill. The consultation document asked for responses to a series of questions on the proposals.

 

Members were requested to forward their individual comments and views to David Jago, Head of Environmental Health (Commercial) in order that the Board’s response to the Government’s proposals could be made.

 

RESOLVED: That the response of the Community and Environment Board be forwarded to the Department of Health Smokefree Legislation Team.

 

21.

ENVIRONMENTAL HEALTH (COMMERCIAL) SERVICE PLAN

 

 

Note: Councillors Dickson and Edgar declared personal interests in this item but remained in the committee room during its discussion.

 

Consideration was given to a report of the Regulatory Services Manager, which sought the Board’s approval of the Environmental Health (Commercial) Service Plan 2005/06.

 

RESOLVED: That the Environmental Health (Commercial) Service Plan for 2005/06 be approved.

 

22.

REVIEW OF GROUNDS MAINTENANCE SERVICE

 

Consideration was given to a report of the Leisure and Amenities Manager, which requested that the Board review the Council’s requirements for grounds maintenance in the context of the implications of funding and sustainability issues.

 

Members were advised that the Council delivered its grounds maintenance services through the resources of an external contractor. These services included grass cutting, shrub pruning, rose bed maintenance, flowerbeds and sports pitch maintenance.

 

The current level of service was unsustainable and evidence from the past 16 years implied that needs could not be met by the available resources.

 

It was necessary to review the service in the context of the specification of works, the way in which the service was delivered and the resources required to meet the identified requirements.

 

It was recommended that a small working group of Members and Officers be established to undertake this review and report back to the Board.

 

RESOLVED: That a Working Group of Members (2:1:1) be established to meet with officers to:

 

 

(i)

consider the options for the Council’s requirements for grounds maintenance;

 

 

(ii)

identify how these may be delivered; and

 

 

(iii)

report back to this Board with further recommendations.

 

 

The meeting commenced at 6.00 p.m. and concluded at 7.08 p.m.

 

 

 

 

 

The Mayor (Councillor Burgess) (ex-officio), Chairman of Policy and Organisation Board (Councillor Hook) (ex-officio) (P), Councillors Allen, Carter (P), Mrs Cully (P), Davis (P), Foster (P), Gill (P), Philpott, Rigg (P), Mrs Salter (P) and Mrs Wright (P).

 

 

It was reported that, in accordance with Standing Orders, notice had been received that Councillors Hook and Langdon would replace Councillors Allen and Philpott respectively for this meeting.

 

 

13

APOLOGIES

 

 

Apologies were received on behalf of Councillors Allen and Philpott

 

 

14

DECLARATIONS OF INTEREST

 

 

There were no declarations of interest.

 

 

15

MINUTES

 

 

RESOLVED:  That the minutes of the meeting of the Housing Board held on 15 June 2005 be approved and signed by the Chairman as a true and correct record.

 

 

16

DEPUTATIONS

 

 

There were no deputations.

 

 

 

PART II

 

 

17

HOUSING STRATEGY UPDATE 2005

 

 

The Board received a copy of the Housing Services Manager’s report seeking Board approval on the Housing Services Housing Strategy Update 2005 prior to submission to the Government Office for the South East on 30 September 2005.

 

 

The Housing Services Manager confirmed that a submission to the Government Office for the South East was required on an annual basis and failure to meet the deadline of 30 September 2005 might result in loss of grants.  The officer informed Members that a standard template was used to complete the document and it was to be kept as brief as possible.

 

 

In response to Members’ questions it was confirmed that photographs inside the document were to be replaced with more relevant material.  Officers confirmed that Members’ opinions would be sought relating to finding more effective ways of consulting with the public on the Housing Strategy targets for 2006/07.  Officers were to check the accuracy of some figures quoted.

 

 

Discussion followed relating to affordable homes and, although there was a wish to increase the 40% level of affordable homes on suitable sites, this authority already had one of the highest percentages in the country.  The Chief Executive explained that this should be seen as a PUSH initiative by ensuring that other partners were aligned to 40% affordable housing for new developments.

 

 

The Housing Services Manager advised that, in relation to the difficulties landlords had experienced in obtaining insurance under the Rented Accommodation in the Private Sector (RAPS), a letter had been sent advising of suitable insurance companies.  Members’ comments relating to gypsies and travellers were noted.

 

 

Members congratulated officers on the production of the draft Strategy.

 

 

RESOLVED:  That the Board approve the Housing Services Housing Strategy Update 2005 and instructs the Housing Services Manager to submit the Update to the Government Office for the South East by 30 September 2005.

 

 

18

FUNDING HOMELESSNESS PREVENTION

 

 

The Board received a copy of the Housing Services Manager’s report recommending grant funding to a scheme that had not previously been grant funded through this Council’s homelessness budgets.  The scheme was to provide for a worker to undertake housing related assessments and re-housing for customers leaving the Meadows (mental health facility).  This investment in a partnership project with the voluntary sector and Social Services would make a valuable contribution to the work on homelessness prevention.

 

 

The Housing Services Manager added that the request to part fund this post was to alleviate repeat homelessness and enable support for people to successfully settle into the community.

 

 

Members were concerned that Fareham Borough Council had declined a request to provide joint funding although it was confirmed that the majority of the homelessness caseload came from Gosport.  It was thought that figures might be skewed because of the location of a night shelter in Fareham that might attract the homeless into that area.  Intervention was needed to avoid people sleeping rough in the Borough but Members expressed concern we could be funding homelessness in Fareham and that if Social Services withdrew funding the service might stop at the end of March 2006.

 

 

Members expressed a concern that if funding was not approved at this stage then the service might discontinue so they were in favour of approving the grant but it was suggested that Fareham Borough Council be approached more vigorously and to involve Hampshire County Council Social Services for a longer term solution.

 

 

RESOLVED:  That the Board :

 

 

(i)

Approve a £5,000 grant to Southern Focus Trust for the purpose of part funding this scheme, referred to in section two of this report, for the year 2005/06;

 

 

(ii)

Approve Officers meeting with Hampshire County Council Social Services and Fareham Borough Council to discuss the way forward because future funding could not be guaranteed without a partnership; and

 

 

(iii)

To refer the issue of funding to the Gosport Partnership.

 

 

19

COUNCILLOR ENQUIRIES:  REVIEW

 

 

The Board received a copy of the Housing Services Manager’s report reporting on the outcome of an internal review of the monitoring processes in respect of response times to Member enquiries.

 

 

It was noted that the 15 day response time was not acceptable and the Chairman gave assurance that this would be investigated.

 

 

RESOLVED:  That the report be noted.