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31 03 2004

A MEETING of the COUNCIL OF THE BOROUGH OF GOSPORT was held in the Council Chamber at the TOWN HALL, GOSPORT on WEDNESDAY, the THIRTY FIRST day of MARCH 2004 at 7.45PM.

The Mayor (Councillor Mrs Binfield) (P) (in the Chair);

The Deputy Mayor (Councillor Edwards) (P);

Councillors Allen (P), Mrs Angus, Mrs Batterbury (P), Bone (P), Burgess (P), Carr (P), Carter (P), Chegwyn (P), Clinton, Mrs Cully (P), Cully (P), Edgar (P), Mrs Elshaw (P), Farr (P), Gill (P), Mrs Gravell (P), Hayward (P), Hook (P), Jacobs (P), Kimber (P), Langdon (P), Redrup (P), Russell M (P), Russell P (P), Mrs Salter (P), Searle (P), Smith (P), Taylor (P), Train (P), Mrs Wright (P) and Wright (P).

Also in attendance: Honorary Aldermen Mrs Bailey, Flory, and O'Neill.

_____________

APOLOGIES

Apologies for inability to attend the meeting were submitted on behalf of Councillors Mrs Angus and Clinton and Honorary Alderman Rushton.

_______________

MINUTES

RESOLVED: That the Minutes of the Ordinary and Extraordinary Council Meetings held on 4 February and 1 March 2004 be confirmed and signed.

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QUESTIONS PURSUANT TO STANDING ORDER 3.4

(A) Question No 1 standing in the name of Councillor Chegwyn on paragraph 15(c) of the Code of Conduct on declared membership of Freemasons was answered by the Leader of the Council.

(B) Question No 2 standing in the name of Councillor Chegwyn on paragraph 15(d) of the Code of Conduct concerning members of The Liberal Democratic Group declaring membership of the Liberal Democrat Party and Association of Liberal Democrat Councillors was answered by the Leader of the Council.

(C) Question No 3 standing in the name of Councillor Chegwyn on how many official engagements had been carried out since 1 January 2004 by the Mayor and Deputy Mayor respectively was answered by the Leader of the Council.

_______________

STANDING ORDER 4.15.1

The Mayor reported that notice had been received requesting that Standing Order 4.15.1 be moved to enable the Director of Development and Environment and the Chief Executive to present their respective reports related to the Best Value Performance Plan and Membership of Boards, Committees, Sub-Boards and Conduct and Standards Committee.

RESOLVED: That Standing Order 4.15.1 be moved to enable the Director of Development and Environment and the Chief Executive to present their respective reports on the Best Value Performance Plan and Membership of Boards, Committees, Sub-Boards and Conduct and Standards Committee.

_______________

BEST VALUE PERFORMANCE PLAN

Members of the Council had before them a report of the Director of Development and Environment (a copy of which is attached hereto as Appendix "C1") in connection with the above.

It was reported that the full BVPP was normally presented to Council in June. However, due to this year's election timing, a revised approach had been developed to enable the main body of the BVPP to be approved by the present Council. The elements not available at this point in time were Chapter Five (the performance data) and Appendix A (the final version of the Council's Strategic Improvement Plan). It was requested that the Chief Executive be given authority to finalise production and publication of this Plan, in consultation with the Group Leaders.

The Best Value Performance Plan was a Policy Framework Document and was therefore subject to scrutiny. The Policy Overview and Scrutiny Committee at its meeting on 28 January 2004 had considered that a Working Group should be set up to undertake the scrutiny of the BVPP. The findings and recommendations of the BVPP Working Group were presented to the Committee on 17 March 2004. The Working Group's recommendations were subsequently approved and had been taken into account in the production of the BVPP now before the Council.

RESOLVED: That the draft Best Value Performance Plan (2004-2005) be approved and the Chief Executive be authorised to finalise production and publication of this Plan in consultation with the Group Leaders.

_______________

MEMBERSHIP OF BOARDS, COMMITTEES, SUB-BOARDS AND CONDUCT AND STANDARDS COMMITTEE

Members of the Council had before them a report of the Chief Executive (a copy of which is attached hereto as Appendix "C2") in connection with the above.

The report reminded Members of Section 15 of the Local Government and Housing Act 1989 concerning the "Proportionality Rules" as regards the allocation of seats to Political Groups.

The balance of the seats on the Council between the Political Groups following the resignation of one Member and the formation of a new Political Group was as follows: -

	CONSERVATIVE	LABOUR	LIBERAL DEMOCRATS	NEW LIBERAL DEMOCRATS
No of Seats	11	12	7	3
Proportion	32.35%	35.29%	20.59%	8.82%

The Council had four Boards and two Overview and Scrutiny Committees and therefore 60 seats had to be allocated in accordance with the "Proportionality Rules". It was not possible to allocate 60 seats in exact proportion as each Political Group had on the Council as could be seen from the table below:

Boards/Committees 60 seats

	CONSERVATIVE	LABOUR	LIBERAL DEMOCRATS	NEW LIBERAL DEMOCRATS
Seats	19.41	21.17	12.35	5.29
Proportion	32.35%	35.29%	20.59%	8.82%

As there had been no change to the proportion of seats of the Conservative and Labour groups, it was not proposed to alter their allocations. Therefore, the number of seats to be allocated to the remaining Political Groups was 18. It was proposed that 13 be allocated to the Liberal Democrat Group and five be allocated to the New Liberal Democrat Group. This would mean that the allocation of seats on the Boards and Committees would be as follows: -

	CONSERVATIVE	LABOUR	LIBERAL DEMOCRATS	NEW LIBERAL DEMOCRATS
P&O Board	3	4	2	1
C&E Board	3	4	2	1
Housing Board	3	5	1	1
Regulatory Board	3	4	2	1
Policy O&S	4	2	3	1
Services O&S	4	3	3	0
TOTALS	20	22	13	5
	(33.33%)	(36.67%)	(21.66%)	(8.33%)

It was also necessary to review the allocation of seats on the Sub-Boards. Again, it was not proposed to change the allocation of seats to the Conservative and Labour Groups. This meant that 13 seats had to be allocated to the remaining Political Groups. As the Liberal Democrats proportion was rounded up for the Boards, it was proposed that in the case of the Sub-Boards, it would be the New Liberal Democrat Group's allocation which would be rounded up.

The proposed allocation was 15:16:9:4 as set out below: -

Sub-Board	CONSERVATIVE	LABOUR	LIBERAL DEMOCRATS	NEW LIBERAL DEMOCRATS
Personnel Sub-Board	2	3	1	0
Gosport Coastline Editorial Panel	2	2	1	1
Gosport/Royan Twinning	3	3	1	1
Emergency Sub-Board	2	2	2	0
Grants Sub-Board	2	2	1	1
Priddy's Hard Heritage Area Sub-Board	2	2	2	0
Appeals Sub-Board	2	2	1	1
TOTALS	15	16	9	4
	(34.09%)	(36.36%)	(20.45%)	(9.09%)
	+ 1.74%	+ 1.07%	- 0.14%	+ 0.27%

The proportionality rules did not apply to the Conduct and Standards Committee. However, the Council had previously agreed that in addition to the two independent members, each Political Group should be allocated two seats. With a fourth Political Group Members may wish to allocate seats to all Groups given the rule of this Committee. The seats could be allocated 2:2:1:1.

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APPOINTMENT OF BOARDS, COMMITTEES, SUB-BOARDS AND CONDUCT AND STANDARDS COMMITTEE

RECOMMENDED: That –

(i) the determination of the allocation of seats to Political Groups on the Boards and Committees be as set out;

(ii) the determination of the allocation of seats to Political Groups on the Sub-Boards and Conduct and Standards Committee be as set out in paragraphs 4 and 5 respectively of the Chief Executive's report; and

(iii) the Boards, Committees, Sub-Boards, Conduct and Standards Committee and nominated deputies for the Regulatory Board be appointed as outlined below to serve for the remainder of the Municipal Year.

MOTION: That the recommendations contained in the Chief Executive's report be approved and adopted.

AMENDMENT: That the recommendations contained in the Chief Executive's report be approved and adopted subject to deletion of the words "… as set out" in recommendation (i) and the substitution of the amended table set out below, for the one on page 4 of the report:

	CONSERVATIVE	LABOUR	LIBERAL DEMOCRATS	NEW LIBERAL DEMOCRATS
P&O Board	3	4	3	0
C&E Board	3	4	3	0
Housing Board	3	5	1	1
Regulatory Board	3	4	3	0
Policy O&S	4	2	2	2
Services O&S	4	3	1	2
TOTALS	20	22	13	5
	(33.33%)	(36.67%)	(21.66%)	(8.33%)

Upon the Amendment being put to the meeting it was declared CARRIED.

Whereupon the Substantive Motion was put to the meeting and duly RESOLVED.

POLICY & ORGANISATION BOARD	POLICY O & S COMMITTEE
Councillor Bone	Councillor Mrs Angus
Councillor Burgess	Councillor Carter
Councillor Cully (Chairman)	Councillor Edgar
Councillor Edwards	Councillor Mrs Elshaw
Councillor Hook	Councillor Gill
Councillor Langdon	Councillor Hayward (Vice-Chairman)
Councillor M Russell	Councillor Kimber (Chairman)
Councillor Searle	Councillor Redrup
Councillor Wright (Vice-Chairman)	Councillor Mrs Salter
Councillor Mrs Wright	Councillor Smith

COMMUNITY & ENVIRONMENT BOARD	SERVICES O & S COMMITTEE
Councillor Mrs Angus (Vice-Chairman)	Councillor Burgess (Chairman)
Councillor Mrs Batterbury	Councillor Carr
Councillor Bone	Councillor Clinton
Councillor Mrs Cully	Councillor Gill
Councillor Edgar	Councillor Hayward
Councillor Edwards	Councillor Redrup
Councillor Mrs Elshaw	Councillor P Russell
Councillor Jacobs	Councillor Smith
Councillor Kimber	Councillor Taylor (Vice-Chairman)
Councillor Wright (Chairman)	Councillor Train

HOUSING BOARD	CONDUCT & STANDARDS COMMITTEE
Councillor Allen	Councillor Cully
Councillor Burgess	Councillor Edgar
Councillor Carter	Councillor Gill
Councillor Mrs Cully (Vice Chairman)	Councillor Hayward
Councillor Farr	Councillor M Russell
Councillor M Russell	Councillor Wright
Councillor P Russell
Councillor Smith	INDEPENDENT MEMBERS
Councillor Mrs Wright (Chairman)
Councillor Wright	Mrs G A Lidgey (Chairman)
	Mr R V Perry (Vice-Chairman)
REGULATORY BOARD
Councillor Allen
Councillor Mrs Angus
Councillor Carr
Councillor Clinton
Councillor Mrs Elshaw
Councillor Farr (Vice-Chairman)
Councillor M Russell
Councillor Searle (Chairman)
Councillor Taylor
Councillor Train

PERSONNEL SUB-BOARD	GRANTS SUB-BOARD
Chair of P&O Board (Councillor Cully)	Councillor Mrs Angus
Councillor Hayward	Councillor Chegwyn
Councillor M Russell	Councillor Hayward
Councillor Searle	Councillor Mrs Salter
Councillor Taylor	Councillor Taylor
Councillor Wright	Councillor Wright

GOSPORT "COASTLINE" EDITORIAL PANEL	PRIDDY'S HARD HERITAGE AREA SUB-BOARD

Councillor Mrs Batterbury	Councillor Edwards
Councillor Chegwyn	Councillor Hook
Councillor Mrs Cully	Councillor Langdon
Councillor Hayward	Councillor M Russell
Councillor Kimber	Councillor Searle
Councillor M Russell	Councillor Wright

GOSPORT/ROYAN TWINNING SUB-BOARD	APPEALS SUB-BOARD

The Mayor	Councillor Mrs Cully
Councillor Allen	Councillor Hayward
Councillor Carr	Councillor Kimber
Councillor Carter	Councillor P Russell
Councillor Farr	Councillor Mrs Salter
Councillor Jacobs	Councillor Smith
Councillor Train
1 NL/D vacancy

EMERGENCY SUB-BOARD
Chair of P&O Board (Councillor Cully)
Councillor Bone
Councillor Burgess
Councillor Hook
Councillor M Russell
Councillor Wright

NOMINATED DEPUTIES FOR THE REGULATORY BOARD

Labour Group

Councillor Mrs Batterbury

Councillor Mrs Cully

Councillor Redrupp

Councillor P Russell

Councillor Wright

Councillor Mrs Wright

Conservative Group

Councillor Burgess

Councillor Carter

Councillor Edgar

Councillor Hayward

Councillor Hook

Councillor Jacobs

Councillor Langdon

Liberal Democrat Group

Councillor Edwards

Councillor Mrs Gravell

A MEETING OF THE COMMUNITY AND ENVIRONMENT BOARD

WAS HELD ON 1 MARCH 2004

The Mayor (ex-officio) (P); Chairman of the Policy and Organisation Board (Councillor Cully) (ex-officio) (P); Councillors Mrs Angus (P), Mrs Batterbury (P), Bone (P), Mrs Cully (P), Edgar (P), Edwards (P), Mrs Elshaw, Jacobs (P), Kimber (P) and Wright (P).

PART I

52.	PORTCHESTER CREMATORIUM JOINT COMMITTEE

Consideration was given to a report by the Borough Solicitor (a copy of which is attached hereto as Appendix "CE1"), which sought the Board's agreement to continue the Joint Committee arrangements for Portchester Crematorium and for the Borough Solicitor to be authorised to enter into the Revised Memorandum of Agreement for the crematorium and any other associated documents.

RECOMMENDED: That -

i) the Joint Committee arrangements for Portchester Crematorium continue: and

ii) the Borough Solicitor be authorised to enter into the Revised Memorandum of Agreement for the crematorium and any other documents associated with the crematorium.
RESOLVED: That the recommendations contained in Minute No 52 be approved and adopted.

A MEETING OF THE HOUSING BOARD

WAS HELD ON 3 MARCH 2004

The Mayor (ex-officio), Chairman of the Policy and Organisation Board (Councillor Cully) (ex-officio) (P), Councillors Allen (P), Burgess (P), Carr (P), Carter (P), Mrs Cully, Farr (P), Gill (P), P Russell (P), Smith (P), Wright (P), Mrs Wright (Chairman) (P).

(It was reported that, in accordance with Standing Orders, Councillors Carr and Wright had been nominated to substitute at this meeting for the existing vacancy and Councillor Mrs Cully respectively).

Prior to moving Minute No 32, the Chairman of the Housing Board advised the Council of the Transfer of the Council's five Tower Blocks to Kelsey Housing Association. She reported that in accordance with the Development Brief the Council's association with the Tower Blocks would end on 31 March 2004 and the final documentation had been signed at 7.00pm tonight. She moved a Vote of Thanks, which was unanimously supported, to the Housing Services Manager and his staff and to Mr Keith Jenkins of Jenkins and Hand Solicitors for their hard work in bringing about the transfer.

PART I

32.	NOMINATIONS TO KELSEY HOUSING ASSOCIATION'S LOCAL MANAGEMENT COMMITTEE

Consideration was given to a report by the Housing Services Manager (a copy of which is attached hereto as Appendix "HO1")

Members were advised that the Local Management Committee (LMC) was the key Board through which Kelsey Housing Association proposed to manage and improve tower block homes. Kelsey were requesting that the Council's Housing Board consider nominating two Councillors to the LMC to stand for a term of two years. Housing Board were therefore asked to consider nominating two Councillor representatives (not necessarily from the Board) which would then need to be approved at the next available meeting of Council.

Members agreed that one representative from each of the two largest political groups be nominated to form part of Kelsey's Management Committee. Councillors Mrs Cully and Hayward were nominated by the Labour and Conservative groups respectively.

RECOMMENDED: That one representative from each of the two largest political groups be nominated to form part of Kelsey's Local Management Committee.

RESOLVED: That the recommendation contained in Minute No 32 be approved and adopted.

A MEETING OF THE POLICY AND ORGANISATION BOARD

WAS HELD ON 10 MARCH 2004

The Mayor (ex-officio), Councillors Burgess (P), Cully (Chairman) (P), Edwards (P), Mrs Elshaw (P), Hook (P), Langdon (P), M Russell (P), Searle (P), Wright (P) and Mrs Wright (P).

The Borough Solicitor reported that Councillor Edwards had replaced Councillor Gill on the Board. In addition, in accordance with Standing Orders, Councillor Mrs Elshaw had been nominated to attend this meeting in place of Councillor Bone.

56. MINUTES

RESOLVED: That the Minutes of the meetings of the Board held on 21 and 26 January 2004 be approved and signed by the Chairman as true and correct records.

PART II

57. TENDERS FOR THE COUNCIL'S INSURANCE REQUIREMENTS FROM JUNE 2004

The Board considered a report of the Financial Services Manager on the above matter.

It was reported that the Council's contract with Zurich Municipal for the provision of insurance services would expire on 24 June 2004. The tendering process was subject to the Public Services Contracts Regulations 1993. Two requests had been received for the tendering process from Zurich Municipal and Munich American Risk Partners. Both had fully met the requirements specified by the Council in the Official Journal of the European Community Notice.

Members were informed that only the Council's current insurance provider, Zurich Municipal, had decided to submit a tender. The tender was in the sum of £277,103.71 per annum for a five-year agreement. Insurance premium tax (currently 5%) would apply to most of this sum so that overall expenditure would total approximately £290,700 per annum. The costs per annum of each year would be subject to increases for inflation and premium changes as a result of alterations to the policy estimates (sums insured, wages and salaries etc). The premium also included a discount of 5% for Public Liability insurance on the condition that the Council would commission a project to look at the ability to prevent and defend against such claims. In addition, the tender included an offer of £5,000 consultancy from Zurich Municipal Management Services to assist the Council on general risk management issues.

RESOLVED: That the Council renew its insurances with Zurich Municipal for a period of five years from 24 June 2004.

58. GOSPORT SOCIETY – REQUEST FOR A LOAN FACILITY

The Board considered a report from the Financial Services Manager concerning a request for a loan facility from the Gosport Society.

It was reported that the Gosport Society would be installing a plaque on Stokes Bay promenade this spring to commemorate the building of 14 Mulberry Harbour walls on the beach in 1943/44, which had been accomplished with the labour and skills of over 1,500 men.

The total cost was expected to be £8,000. The Society would be funding 50% of this, the Council's Grants Sub-Board had given £250, and Hampshire County Council had pledged £1,500. The Society was hopeful of a grant from the Lottery's "Awards for All" scheme. The Gosport Society had requested a loan of up to £2,000 in the event of a shortfall in funding. This had been common practice with the Society in the past and had no financial or balance sheet implications provided repayment of the loan took place in the same financial year as the initial payment.

RESOLVED: That approval be given to an interest free loan of up to £2,000 to Gosport Society in the financial year 2004/05 to be repaid by 31 March 2005.

59. ECONOMIC REGENERATION STRATEGY 2004-2007 AND ACTION PLAN 2004-2005

The Board considered a report of the Director of Development and Environment on the above Economic Regeneration Strategy and Action Plan.

Members were reminded that the Board, on 12 November 2003, had agreed that the draft Economic Regeneration Strategy 2004-2007 should be used as a basis for consultation with local businesses, partner agencies and other interested parties. It was intended that the results of the consultation, together with a final draft Strategy and Action Plan for 2004-2005 should be presented to this Board in March 2004.

A copy of the draft Strategy had been sent to over seventy organisations and all Heads of Sections for comment. A copy of the Strategy had also been placed on the web-site and Members informed that copies were available. A total of twenty-two responses had been received to the Consultation and these, together with officer comments and details of the proposed amendments to the Strategy, were contained in Appendix B of the Director's report. Although a number of responses were not received until after the Consultation closed on 12 January 2004, these had still been incorporated as part of the feedback and amendments proposed where appropriate.

The final draft Strategy had been amended to reflect the comments and proposed amendments outlined in Appendix B. All amendments to the Strategy had been highlighted in bold and underlined for ease of reference.

An Action Plan for 2004-2005 had been developed and provided a detailed implementation framework to support the delivery of objectives contained within the final draft Strategy. The Action Plan, which was appended to the Director's report as Appendix D, outlined the actions proposed and gave details of timescales, responsible officers and key partners.

RESOLVED: That –

(i) approval be given to the final draft Economic Regeneration Strategy 2004-2007 and Action Plan 2004-2005, to be effective from 1 April 2004; and

(ii) authority to approve the annual Action Plans for 2005-2006 and 2006-2007 be delegated to the Chairman of the Policy and Organisation Board.

60. DRAFT COMMUNICATIONS POLICY FOR COUNCILLORS

The Board considered a report of the Corporate Services Manager on the proposed draft Communications Policy for Councillors.

The Personnel Sub-Board had approved on 19 October 2003 a Staff Communications Policy as a guideline for staff in the proper and lawful use of Internet, e-mail, fax and telephone facilities. In view of the recent growth in the use of e-mail/internet and other communications facilities by Councillors, mainly via their lap top computers, the Sub-Board had also resolved that the Members On-line Working Group should consider the introduction of a suitable policy for Members. The policy would provide a clear picture of what was considered acceptable and unacceptable practice. It would also set out the Council's policy regarding any monitoring activities that might be carried out. In addition, adherence to the policy would help to ensure the security and integrity of the Council's computer network and data servers.

A comprehensive draft Communications Policy for Councillors was therefore enclosed with the Manager's report at Appendix A. This policy had been approved by the Members On-line Working Group at its meeting on 11 February 2004 for onward submission to the Policy and Organisation Board.

RESOLVED: That –

(i) the draft Communications Policy for Councillors, as prepared by the Members On-line Working Group, be approved with the exception of paragraph 8.6, which should be deleted from the policy;

(ii) Councillors who intend to access the areas identified in paragraph 8.2 (iii) of the Policy for research purposes, be directed to log their intentions with the Council's Monitoring Officer; and

(iii) the Communications Policy for Councillors approved in (i) above be implemented with effect from 1 April 2004.

61. RESPONSE TO ADVERTISEMENT – INTENTION TO DISPOSE OF LAND AT STOKES BAY

The Board considered a joint report of the Leisure and Amenities Manager and Corporate Services Manager regarding the advertising of the Council's intention to dispose of land at Stokes Bay.

It was reported that the Council had advertised its intention to dispose of an area of land at Stokes Bay, adjacent to No 2 Battery, on 24 and 25 January 2005. The advert indicated the purpose of the disposal to be a long-term lease of 99 years to Bayside Cabin Limited who would build and operate a café/bistro facility. The closing date for objections to the advertisement was Wednesday, 25 February 2004 and at that date a total of three letters of objection and eight letters of support had been received. Of the former, there was one collective objection on behalf of the Friends of Stokes Bay. The letters were summarised in Appendix 1 of the Joint Managers' report. A number of the objectors had raised matters which were not relevant to the issue of whether the Council should dispose of this open space land. However, for the sake of completeness officers had responded to these matters.

The Head of Property Services had been conducting negotiations with the owners of Bayside Cabin Limited within the authority granted to him at the Board meeting on 12 November 2003.

RESOLVED: That having considered the three letters of objection and eight letters of support, the Board approves the disposal of the designated area of land at Stokes Bay, adjacent to No 2 Battery, by way of long term lease of 99 years to Bayside Cabin Limited.

62. HOUSING RENEWAL POLICY 2004/05

The Board considered a Reference from the Housing Board (3 March 2004) concerning the Housing Renewal Policy 2004/05.

The Housing Board had considered and approved, with minor amendment, the draft Housing Renewal Policy for 2004/05 which was appended to the Regulatory Services Manager's report. The report had resulted from the reform of housing renewal legislation and its effect on the Council's home improvement grant programme. The Regulatory Reform (Housing Assistance) (England and Wales) Order 2002, which had come into force on 18 July 2002, required Local Authorities to have a Private Sector Housing Renewal Policy in place. This enabled the Council to continue to offer targeted financial assistance in addition to mandatory Disabled Facilities Grants.

RESOLVED: That this Board adopts the Housing Renewal Policy for 2004/05 as approved by the Housing Board on 3 March 2004.

63. VOTE OF THANKS TO CHAIRMAN

As this was the last scheduled meeting of the Policy and Organisation Board in the 2003/04 Municipal Year, the two opposition Group Leaders proposed a Vote of Thanks to the Chairman of the Board. The Board's members unanimously supported the proposition.

RESOLVED: That a Vote of Thanks be extended to Councillor Cully for his chairmanship of Policy and Organisation Board meetings during the 2003/04 Municipal Year.

64. EXCLUSION OF THE PUBLIC

RESOLVED: That under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the under-mentioned items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 9 of Part I of Schedule 12A of the Act.

65. PRIDDY'S HARD HERITAGE AREA

Consideration was given to an exempt report of the Director of Development and Environment concerning the proposed redevelopment of the Priddy's Hard Heritage Area.

RESOLVED: That –

(i) the proposed redevelopment scheme for the Priddy's Hard Heritage Area be approved;

(ii) approval in principle be given to the use of Buildings 406/407 and 408 in connection with the South East Hampshire Enterprise Agency proposal for a Creative Arts, Crafts and Design Centre; and

(iii) approval in principle be given to the Heads of Terms for the lease of the residential development land to Crest Nicholson (South) Plc and the Director of Development and Environment be instructed to conclude negotiations with Crest Nicholson on this basis.

66. GARAGE AND OFFICE ACCOMMODATION AT WILMOTT LANE DEPOT

Consideration was given to an exempt report of the Corporate Services Manager concerning Garage and Office Accommodation at Wilmott Lane Depot.

RESOLVED: That –

(i) the grant of a lease to Enterprise Plc for premises at Wilmott Lane Depot be approved; and

(ii) the Head of Property Services be authorised to agree the lease terms and related matters and the Borough Solicitor be authorised to enter into such legal documentation as is necessary to effect the above decision.

67. LEASE OF LAND ADJACENT TO POWDER PIER

Consideration was given to an exempt report of the Corporate Services Manager concerning the lease of land adjacent to Powder Pier.

RESOLVED: That –

(i) the grant of a long lease in respect of the land shown hatched blue on the plan attached to the Corporate Services Manager's report be approved; and

68. LEASE OF FORMER CHAPEL AT ST GEORGE BARRACKS SOUTH

Consideration was given to an exempt report of the Corporate Services Manager concerning the lease of the former Chapel at St George Barracks South.

RESOLVED: That –

(i) approval be given to the Council taking a 25 year lease of the former Chapel at St George Barracks South and to a contracted out lease of the Chapel to GVA for an initial period of two years; and

RESOLVED: That Minute Nos 56-68 (inclusive) of the meeting of the Policy and Organisation Board held on 10 March 2004 be received.

A MEETING OF THE COMMUNITY AND ENVIRONMENT BOARD

WAS HELD ON 1 MARCH 2004


51.	MINUTES

RESOLVED: That the Minutes of the Board meeting held on 12 January 2004 and the extraordinary Board meeting held on 19 January 2004 be approved and signed by the Chairman as true and correct records.

PART II

53.		GOSPORT URBAN CENTRE HIGHWAYS SCHEME

Consideration was given to a report by the Director of Development and Environment, which identified and evaluated a number of highway improvements for pedestrians, cycles and public transport. The report sought approval to submit the proposals to Hampshire County Council for consideration for implementation under the Gosport Urban Centres category of the 2004/05 Local Transport Plan Capital Programme or within the County Council's Minor Works Programme.

Concern was expressed at the County Council recommendation that improvements to the Station Road/ Military Road junction be deferred due to Light Rapid Transport (LRT) proposals. Members were advised that the latest predicted start date LRT was 2008 although originally the date was 2004/05. Officers were requested to raise these concerns with the County Council and to bring the proposal back to the Board in twelve months when better information regarding the LRT start date may be available.

RESOLVED: That approval be given to the submission to the County Council of the schemes listed in Appendix B of the report of the Director of Development and Environment for consideration for implementation in the Local Transport Plan Programme. (NOTE: At the Council meeting Councillor Edgar declared a personal interest in this item, left the room for the duration of its discussion and took no part in the voting thereon)
54.	GOSPORT NIGHT BUS SERVICE

(Note: Councillor Edgar declared a personal interest in this item, left the room for the duration of its discussion and took no part in the voting thereon).

Consideration was given to a report by the Director of Development and Environment, which sought the support of the Board for the provision of a night bus service in Gosport for an initial six-month period, subject to adequate support funding being made available by the Government Office for the South East to the Gosport Community Safety Partnership.

The report sought authority for the Director of Development and Environment to accept a tender and enter into a contract for a night bus service on behalf of the Gosport Community Safety Partnership.

The report sought approval for the service to be reviewed within the initial six months.

Concerns were expressed that some areas of the Borough were omitted from the trial. Members were advised that advice had been taken from the police, Hampshire County Council and the local bus operator when deciding the routes for the trial and that they would be in a better position to decide on routes following the review of the trial.

RESOLVED: That –

i) the provision of a night bus service for an initial period of six months in Gosport be supported, subject to adequate support funding being made available by the Government Office for the South-East to the Gosport Community Safety Partnership;

ii) authority be given to the Director of Development and Environment to accept a tender and enter into a contract for a night bus service on behalf of the Gosport Community safety Partnership; and

iii) the service be reviewed within the initial six months.
STANDING ORDER 4.11.18 Under Standing Order 4.11.18 the Mayor moved that the Council meeting continue its business after 9.30pm. RESOLVED: That the Council meeting continue its business after 9.30pm.
55.	FOOD SAFETY ENFORCEMENT POLICY

By reason of special circumstances, the Chairman determined that this item be considered at this meeting notwithstanding the fact that the item had not been available for public inspection in accordance with the provisions of Section 100B(4)(a) of the Local Government (Access to Information) Act 1985.

The special circumstances were created by the urgent need to adopt the new policy.

Consideration was given to a report of the Food Safety Enforcement Policy Working Group, which had been referred to the Board by the Services Overview and Scrutiny Committee.

The Working Group (comprising Councillors Hayward and P Russell) was thanked by the Board for producing its report.

Members approved the recommendations of the Services Overview and Scrutiny Committee but, in line with Audit Commission advice, considered that the words "except in exceptional circumstances" should be added to the end of the second recommendation.

RESOLVED: That –

i) the Food Safety Enforcement Policy be approved and reviewed every two years; and

ii) the Board agreed with the Services Overview and Scrutiny Committee that the Council should review the Scheme of Delegation to Officers so that, where a prosecution is the appropriate enforcement action, elected members are not involved in that decision making process except in exceptional circumstances.

56.	EXCLUSION OF THE PUBLIC

RESOLVED: That under Section 100 (A) (4) of the Local Government Act 1972, the public be excluded from the meeting for the under-mentioned item of business on the grounds that it involved the likely disclosure of exempt information as defined in paragraph 9 of Part 1 of Schedule 12 A of the Act.

57.	RECYCLING FACILTIES

Consideration was given to an exempt report of the Director of Development and Environment.

RESOLVED: That the recommendations contained in the report of the Director of Development and Environment be approved.

The meeting concluded at 6.35 p.m.

RESOLVED: That Minute Nos 51 and 53-57 (inclusive) of the meeting of the Community and Environment Board held on 1 March 2004 be received.

A MEETING OF THE HOUSING BOARD

WAS HELD ON 3 MARCH 2004


31.	MINUTES

RESOLVED: That the Minutes of the Board meeting held on 12 January 2004 and the extraordinary Board meeting held on 19 January 2004 be approved and signed by the Chairman as true and correct records.

PART II

33.		HOUSING RENEWAL POLICY 2004/05

Consideration was given to a report by the Regulatory Services Manager.

The report resulted from the reform of housing renewal legislation and its effect on the Council's home improvement grant programme. The Regulatory Reform (Housing Assistance) (England and Wales) Order 2002, which had come into force on 18 July 2002, required local authorities to have a Private Sector Housing Renewal Policy in place. This enabled the Council to continue offering targeted financial assistance in addition to mandatory Disabled Facilities Grants.

The current Policy had been approved by the Housing Board on 5 March 2003 and ratified by the Policy and Organisation Board on 12 March.

Members were advised that every Private Sector Housing Renewal Policy was required to – § be fair; § give priority to the most vulnerable households, in particular to disabled and older households; § ensure that applicants for loans are properly advised; and § take realistic account of people's ability to contribute, including to equity release loans.

This report took account of Government guidance, specifically Office of the Deputy Prime Minister Circular 05/2003, published on17 June 2003.

Members were advised that Government policy was gradually steering local authorities away from direct funding of home repair/improvement towards loans and other financial alternatives. There were still limited options available from mainstream lenders for people on low incomes, who formed the majority of the Council's clients under the current Policy as well as the preceding grant regime. There was an unmet demand for, for example, low value loans and loans for older people or those without an established credit record.

Members were advised that authorities were able either to provide assistance themselves or through another agency, such as a registered social landlord, charity or home improvement agency. In addition, they could provide financial help, either direct to the borrower or lender or via an agency, to enable people to obtain a loan provided by another body, such as a commercial lender, at an affordable rate.

Members were advised that, during 2003, a project had been initiated by the Borough Council, together with five other neighbouring authorities, to investigate the feasibility of a loan scheme through Portsmouth Area Regeneration Trust (PART), a local community bank. The interim report from this research had confirmed that there was a demand, albeit at an uncertain level, for the products on offer and recommended that the local authorities instigate a pilot project. The consortium had decided to commission further development to put in place the mechanisms for the loan package. If this was completed on schedule it should be possible for PART to commence offering loans, initially small, unsecured loans, in support of housing renewal during 2004/5. This could be expanded to include secured loans. Loan repayments would be recycled and, in time, the scheme could become self-financing.

The proposed Policy made provision for the project.

Members' attention was drawn to paragraph 2.7.9 of the proposed Policy, which listed areas of delegated authority to the Head of Environmental Health (Residential and Pollution). Members were advised that, following a reorganisation, these areas should be delegated to the Head of Technical Services within the Housing Services Unit. It was recommended that the Policy be amended to take this into consideration together with any other associated amendments.

RESOLVED: That –

(i) references in the Policy to the "Head of Environmental Health (Residential and Pollution)" be changed to "Head of Technical Services" and that all other associated amendments be made accordingly;

(ii) subject to resolution (i) above, the Board approve the Housing Renewal Policy for 2004/05; and

(iii) the Board recommend to the Policy and Organisation Board at its meeting on 10 March 2004 that the Housing Renewal Policy be adopted.


34.		MEETING THE DECENT HOMES STANDARD

Consideration was given to a report by the Housing Services Manager.

Members were advised that, under the assumptions contained in the report, the Council's management consultants PCA had estimated that, following the planned transfer of its tower block homes, the Council would be able to afford the level of investment identified by surveyors Property Tectonics as being necessary to achieve the total cost of meeting the Decent Homes Standard for the remaining stock by the 2010 deadline. However, the report was based on a range of financial assumptions and through a risk assessment process concluded that there was very little room for error or mis-calculation, as there was approximately £0.4 million, or about £50,000 per year, between success and failure. However, this was on the basis of the 'total cost' of improving homes. In terms of the minimum requirement – undertaking the minimum amount of work needed to meet the Decent Homes Standard, it was estimated that there was a much greater safety net of some £3 million over 7 years.

Members were advised that the report did not propose to substantially alter the Capital Works Programme Priorities approved in November 2002. However, analysis had revealed that utilising the 'Tenant Led Initiative' (TLI) approach" for large-scale kitchen and particularly bathroom improvements was not practical. As a result, the proposed repairs and improvement programme for 2004/5 envisaged greater investment in the windows and doors and central heating programmes in the coming year. It was proposed that, subject to the confirmation of future funding, the Housing Services Manager during 2004/05 develop proposals for a Council-led kitchen/bathroom replacement programme for the years 2005/06 – 2007/08.

RESOLVED: That –

(i) the contents of the Decent Homes Financial Assessment be noted; and

(ii) the 2004/05 Housing Repairs Programme be approved.

35.	RENEWAL OF REFUGE ACCOMMODATION WITH FAREHAM AND GOSPORT FAMILY AID

Members were advised that the Housing Committee last considered the need for a continuation of the accommodation agreement between the Council and Gosport and Fareham Family Aid at its meeting held in June 1999. At that time, Gosport and Fareham Family Aid were about to acquire a larger Refuge in Fareham but they had demonstrated that there was still a need for the smaller property in Gosport (a three-bedroom house). It remained the case that placements for women and children fleeing domestic violence were still at a premium. Despite the increase in Gosport and Fareham Family Aid's available accommodation, more often than not, the Council had to place victims of domestic violence in non-refuge accommodation. Gosport and Fareham Family Aid had responded to this problem by expanding their outreach service. This service provided support to victims of domestic violence regardless of the accommodation they are in. It was therefore accepted that the demand for the smaller Gosport Refuge remained, and as such the agreement for Gosport and Fareham Family Aid to hold the property should be continued.

Members were advised that in June 1999 a license agreement was entered into between Gosport Borough Council and Gosport and Fareham Family Aid. There was some doubt now as to whether the agreement should be on a license or tenancy basis. This same issue had been identified in the report to the Housing Board, January 2004, A Review of the Sub-lets Scheme. For the same reason as outlined in the January 2004 report above, it was recommended that the Board give delegated powers to the Housing Services Manager, in consultation with Borough Solicitor, to amend the accommodation agreement with Gosport and Fareham Family Aid. It was further recommended that the agreement be drafted to avoid it being for a fixed term or period of time. This would have the consequence of the Housing Board not needing to periodically review the arrangement simply because the contract period had ended. The Housing Board would then only review arrangements when there was a need so to do.

Consideration was given to a report of the Housing Services Manager.

RESOLVED: That –

(i) delegated powers be given to the Housing Services Manager, in consultation with the Borough Solicitor, to amend the accommodation agreement with Gosport and Fareham Family Aid: and

(ii) the agreement be drafted to avoid it being for fixed period of time.

36.	EXCLUSION OF THE PUBLIC

RESOLVED: That under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the under mentioned item of business on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 9 of Part 1 of Schedule 12A of the Act.

37.	TRANSFER OF GARLAND COURT, HAMMOND COURT, BLAKE COURT, HARBOUR TOWER AND SEAWARD TOWER TO KELSEY HOUSING ASSOCIATION

Consideration was given to an exempt report by Jenkins & Hand, Solicitors, which summarised the terms of the contract for the transfer of Garland, Hammond and Blake Courts and Harbour and Seaward Towers to Kelsey Housing Association.

RESOLVED: That the report be noted.

The Chairman advised Members that this was the last meeting that Mrs Jean Warwick, the tenant representative on the Board, would be attending in this capacity. Mrs Warwick was thanked for her contributions over the last two years and also for her work on the "At Your Service" Editorial Panel, the Customer Involvement Partnership, Gosport Resource Centre and the Tower Block Transfer Steering Group.

The Chairman conveyed the Board's best wishes to Mrs Warwick for the future.

The Chairman thanked officers for the work they had done over the last municipal year.

The Leader of the Council thanked the Chairman for the fair manner in which she had chaired the Board over the last municipal year.

The meeting concluded at 6.55 p.m.

RESOLVED: That Minute Nos 31 and 33-37 (inclusive) of the meeting of the Housing Board held on 3 March 2004 be received.

SCHOOL GOVERNORS: MINOR AUTHORITY REPRESENTATIVES

School Governing Body	Current Representative	Decision

Elson Junior School	Councillor Farr had resigned to take up a post in another school.	As the Junior School's constitution had changed there was no longer a place for a Minor Authority representative.

Rowner Junior School	Vacancy created by Councillor Train no longer being a Governor on this School.	That as no nomination was forthcoming, the matter be deferred until the Adjourned Annual Council meeting on 1 July 2004.

The Council rose at 9.46pm