13 November 2002

A MEETING OF THE POLICY AND ORGANISATION BOARD

WAS HELD ON 13 NOVEMBER 2002

Councillors Chegwyn (P), Cully (Chairman) (P), Edgar (P), Friend (P),

Hook (P), Langdon (P), M Russell (P), Searle (P), Wright (P) and

Mrs Wright (P)

29.	MINUTES

RESOLVED: That the Minutes of the meeting of the Board held on 18 September 2002 be approved and signed by the Chairman as a true and correct record, subject to it being noted that Councillor Edgar was not present at the meeting.

PART I

30.	TREASURY MANAGEMENT – MONEY MARKET FUNDS

Consideration was given to a report of the Borough Treasurer and Deputy Chief Executive (a copy of which is affixed in the Minute Book as Appendix A), in respect of Treasury Management Practices.

The Treasury Management Policy 2002/03 was accepted and referred to Council following a report to the Policy and Organisation Board held on 18 March 2002. The report drew attention to changes in legislation that had widened the money markets available to Local Authorities from 1 April 2002.

In particular, Members attention was drawn to Money Market Funds, which were secure funds operated by banks and other institutions that would assist Local Authorities to achieve competitive rates in a wider market. Funds were pooled in order to obtain wholesale interest rates that would otherwise be unavailable to individual investors. The funds were considered to provide maximum performance, liquidity and security. Local Authorities were only able to invest in 'triple A' rated funds, i.e. the most secure.

The use of Money Market Funds for the investment of cash surpluses potentially offered the Council improved returns. The current Treasury Management Policy stated that all borrowings and investments should be at a fixed rate. In order to enable money market funds to be used and the resulting improved returns to be achieved, an amendment to the current Policy was required.

RECOMMENDED: That the following amendments in the Treasury Management Practices be accepted and referred to the Council for formal approval:

(A) That all investments and borrowings are fixed rate transactions with the exception of investment in money market funds which are at a variable rate; and
(B) That the Council authorise investment in money market funds, the fund providers to be determined following a selection exercise to be carried out by Garban Harlow Ueda Ltd on the Council's behalf.

31.	IMPLEMENTATION OF THE VEHICLES (CRIME) ACT 2001 AND THE MOTOR SALVAGE OPERATORS REGULATIONS 2002

The Regulatory Services Manager submitted a report (a copy of which is affixed in the Minute Book as Appendix B) outlining the Vehicles (Crime) Act 2001 and the statutory requirements placed upon the Council by the Act in respect of setting up a register under the Motor Salvage Operators Regulations 2002.

One of the aims of the Act was to reduce vehicle related crime by the registration of motor salvage operators and the detail of establishing a register was provided by the Regulations. A register of motor salvage companies or person(s) operating within the Borough must be established.

The basis of registration would be the information provided on an application form. Where there was no reason to refuse registration, the Regulatory Services Manager should be provided with the necessary delegated powers to include the applicant onto the Register of Motor Salvage Operators. However, any potential refusal of registration should be referred to the Regulatory Board for determination. It was suggested that a registration fee of £50.00 should be charged, subject to review once the full extent of operating the register could be assessed.

In accordance with the Regulations, a public register must be produced. Whilst access to the public register would be free of charge, it was suggested that a fee of £10.00 should be charged for certified copies provided to members of the public.

Members expressed concern that there were certain operators that would not be covered by the Act e.g. where vehicles were being dismantled in back gardens etc. The Act and Regulations set out the criteria of determination of fit and proper companies and person(s) for registration and the police had the right of enforcement. The local authority's role was restricted to maintaining a register.

Establishing the Register of Motor Salvage Operators would require amendments to the Constitution of the Council.

RECOMMENDED: That amendments to the Constitution of the Council be made as follows:

(i) That the terms of reference for the Regulatory Board be amended to include the administration of the registration scheme under the Vehicles (Crime) Act 2001; and
(ii) That Part 9 of the Scheme of Delegation to Officers be amended by adding the following: ' 9.1.6 Determination of applications for registration under the Vehicle (Crime) Act 2001'.

RESOLVED: That

(a) A fee of £50.00 be adopted for inclusion on the Register of Motor Salvage Operators; and

(b) A fee of £10.00 be adopted for certified copies of the register that are provided to the public.

32.	MEMBER NOMINATIONS TO PEEL COMMON ODOUR FORUM

Consideration was given to a report (a copy of which is affixed in the Minute Book as Appendix C) requesting nominations for Member representation on the Peel Common Odour Forum.

RECOMMENDED: That Council be requested to appoint three Members (i.e. one from each political group) to serve on the Peel Common Odour Forum for the remainder of the Municipal Year 2002-03.

33.	MEMBER NOMINATIONS TO JOINT AUTHORITIES GYPSIES AND TRAVELLERS PANEL

Consideration was given to a report (a copy of which is affixed in the Minute Book as Appendix D) requesting Member nominations to serve on the Joint Authorities Gypsies and Travellers Panel.

RECOMMENDED: That Council be requested to appoint three Members (i.e. one from each political group) to serve on the Joint Authorities Gypsies and Travellers Panel for the remainder of the Municipal Year 2002-03.

34.	MEMBER NOMINATION TO HMS ST. VINCENT HERITAGE TRUST STEERING GROUP

Consideration was given to a report (a copy of which is affixed in the Minute Book as Appendix E) requesting the Council to appoint a representative to the HMS St. Vincent Heritage Trust Steering Group.

RECOMMENDED: That Council be requested to appoint one Member to represent the Council on the HMS St. Vincent Heritage Trust Steering Group for the remainder of the Municipal Year 2002-03.

35.	APPOINTMENT TO FAREHAM AND GOSPORT CHALLENGE & ADVENTURE

Consideration was given to a report (a copy of which is affixed in the Minute Book as Appendix F) requesting a nomination to serve as the Council's representative on the Fareham and Gosport Challenge & Adventure Project.

RECOMMENDED: That Council be requested to nominate one Member to serve on the Committee of the Fareham and Gosport Challenge & Adventure Project for the remainder of the Municipal Year 2002-03.


36.	HEALTH SCRUTINY

The Community and Environment Board on 4 November 2002 confirmed its willingness to the formation of the Joint Gosport and Fareham Health Liaison Panel and to respond to the Government consultation document on proposals for new Regulations on health scrutiny powers for local authorities. The Policy and Organisation Board were requested to nominate and recommend to Council appropriate Member representation on the Panel (a copy of the Regulatory Services Manager's report is affixed in the Minute Book as Appendix G)

RECOMMENDED: That the Council's representatives on the Joint Fareham and Gosport Health Liaison Panel for the remainder of the Municipal Year 2002-2003 be Councillors Allen, Mrs Elshaw and Train.

(Councillors Wright and Mrs Wright declared a personal interest in the above item withdrew from the meeting room and took no part in the discussion or voting thereon)

37.	APPOINTMENT TO PORTSMOUTH AND GOSPORT JOINT BOARD

Consideration was given to a report (a copy of which is affixed in the Minute Book as Appendix H) requesting that six Members be appointed to serve on the Portsmouth and Gosport Joint Board for a three-year term of office from 1 January 2003.

RECOMMENDED: That the Council's representatives on the Portsmouth and Gosport Joint Board for a period of three years, expiring on 31 December 2005, be Councillors Mrs Binfield, Chegwyn, Edgar, Hayward, M. Russell and Train.

38.	EXPLOSION! MUSEUM

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 pf Section 100B(4)(a) of the Local Government Act (Access to Information) Act 1985. The special circumstances were that amendment to the Delegated Powers of the Priddy's Hard Heritage Sub-Board could take effect as soon as possible.

Members were informed that, at its meeting earlier in the day, the Emergency Sub Board had considered an exempt report in respect of the Museum and agreed that this Board be requested to recommend to Council on 4 December 2002, an addition to the Delegated Powers of the Priddy's Hard Heritage Area Sub Board.( a copy of which is affixed in the Minute Book as Appendix I)

RECOMMENDED: That an addition to the Delegated Powers of Priddy's Hard Heritage Area Sub Board be as follows:

'The provision, marketing, maintenance and management of the Museum and Conference Centre within the Priddy's Hard Heritage Area including their promotion by arranged visits and exhibitions and the sale of ancillary articles.'

PART II

39.	GOSPORT PARTNERSHIP SUB GROUP – MEMBER REPRESENTATION

The Council and local health service providers established the Gosport Healthy Alliance in 1994. The Alliance was currently expanding/adapting its membership to meet the proposed structure of a Gosport Partnership Sub Group and welcomed the opportunity for more Member involvement. Councillor Train was already a long-standing member of the Alliance and the Board were requested to appoint two additional Member representatives.

RESOLVED: That (i) Councillor Mrs Elshaw be appointed to serve as one of the Council's representatives on Gosport Partnership Sub Group and (ii) that one other to be confirmed, following consultation with the Conservative Group Leader.

40.	ENERGY EFFICIENCY: CAPITAL PROGRAMME VIREMENT PROPOSAL

As a result of increased energy efficiency grant activity and reduced demand in other areas of the grant programme, an opportunity had been provided to reassess spending priorities. At its meeting on 6 November 2002, the Housing Board approved the recommendation of the Regulatory Services Manager ' that virement of £45,000 be made from cost centre TC02 (Renovation Grants – Discretionary) to cost centre TC07 (Energy Efficiency) in order to meet demand for low cost energy efficiency improvements in 2002/03'. The Policy and Organisation Board were requested to approve the virement of £45,000 as recommended.

RESOLVED: That a virement of £45,000 from cost centre TC02 to cost centre TC07 be approved.

41.	RISK MANAGEMENT

Consideration was given to the report by the Chief Executive (a copy of which is affixed in the Minute Book as Appendix J) outlining the need for the introduction of a comprehensive risk management process throughout the Council.

Risk was the threat that an event or action would adversely affect an organisation's ability to achieve its objectives and to successfully execute its strategies. Risk management was the process by which risks were identified, evaluated and controlled. It was a key element of the framework for corporate governance, together with community focus, structures and processes, standards of conduct and service delivery arrangements.

The report highlighted the importance of risk management and identified strategic and operational risks, the elements required to demonstrate sound risk management, the responsibilities of Members and Officers, together with Member and Officer structures to ensure risk management was being implemented and progressed throughout the Council.

Members were requested to consider the Risk Management Policy Statement and the Strategy and Action Plan.

The Board commended the report and welcomed the introduction and adoption of sound risk management that should benefit the Council. It was recognised that demonstration of continuous improvement in that area would also demonstrate effective corporate governance throughout the Authority.

RESOLVED : That

(a) the Member and Officer responsibilities for risk management as outlined in the Chief Executive's report be approved;

(b) the proposed Risk Management Policy Statement as outlined in the Appendix A of the report be approved; and

(c) the proposed Risk Management Strategy as outlined in Appendix B of the report be approved.

42.	SRB6 CO-ORDINATION

The Director of Development and Environment submitted a report (a copy of which is affixed in the Minute Book as Appendix K) seeking the Board's approval to re-engage Portsmouth Housing Association to co-ordinate and facilitate the Single Regeneration Budget (SRB) Round 6, 'Connecting Communities Programme: The Wecock and Rowner Compact.'

Portsmouth Housing Association was currently acting on behalf of Gosport and Havant Borough Councils and the contract for the service, which was funded by SRB and the two beneficiary local authorities, would expire on 31 March 2003.

In the light of the cessation of the Co-ordination Team's contract, the Association had submitted a proposal to the Havant and Gosport Borough Councils in order to facilitate the continuing of the SRB6 programme until its end date in 2007. The cost of the service was in the region of £69,713 per annum, with Portsmouth Housing Association requesting a contribution of £12,000 per annum from this Council. The balance would be met by Havant Borough Council, the SRB programme and other agencies.

The Ward Member for Grange addressed the Board, expressing concern in relation to funding and emphasising the importance of the funding being well spent in areas where need was greatest and for the benefit of the community. Consideration was given to the possibility of appointing a designated officer for the programme and officers were requested to pursue potential funding for support from the County Council.

RESOLVED: That Portsmouth Housing Association's Co-ordination Team be re-engaged for the period from 2003/4 to 2006/7 to facilitate and co-ordinate the SRB6 Connecting Communities Programme, with a contribution of £12,000 per annum from the Council.

43.	IMPLEMENTING E-GOVERNMENT – STATEMENT 2 (IEG2)

The Corporate Services Manager submitted a report (a copy of which is affixed in the Minute Book as Appendix L) outlining the current status of e-government projects and the IEG2 Statement that had been submitted to the Office of the Deputy Prime Minister (ODPM) by the deadline of 31 October 2002.

The Council's E-Government Strategy was now being implemented and, as a consequence, a capital grant of £200,000 towards the e-government projects had been awarded to the Council for 2002-2003. In a subsequent announcement the ODPM had confirmed that a further capital grant of £200,000 would be available for 2003-2004, on submission of an IEG2 Statement, showing clear evidence of good progress towards e-government and clear plans for the future implementation of e-government initiatives.

Members discussed the Council's current web-site, availability and compatibility of Councillors laptops, creation of individual web pages and the costs and revenue implications of the strategy. Assurance was given that Ward Councillors would be consulted on the location of information kiosks within the Borough.

RESOLVED: That the Implementing E-Government (IEG2)– Statement be endorsed.

44.	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 1 of Schedule 12A of the Act.

45.	GOSPOST RESOURCE CENTRE

The Board considered an exempt report by the Housing Services Manager (a copy of which is affixed in the Minute Book as Appendix M) in respect of the relocation of the Gosport Resource Centre.

RESOLVED: That the Chief Legal Adviser be authorised to enter into such legal documentation as is necessary to effect the above decision on such terms and conditions as recommended by the Council's Head of Property Services.

46.	FORMER COMPRESSOR STATION BUILDING – WILMOTT LANE DEPOT

Consideration was given to an exempt report by the Corporate Services Manager (a copy of which is affixed in the Minute Book as Appendix N) seeking the Board's approval for the grant of a lease at the former compressor station building at Wilmott Lane depot.

RESOLVED: That the Chief Legal Adviser be authorised to enter into such legal documentation as is necessary to effect the above decision of such terms and conditions as recommended by the Council's Head of Property Services

47.	FORMER RED CROSS BUILDING – THE ANCHORAGE

Consideration was given to an exempt report by the Corporate Services Manager (a copy of which is affixed in the Minute Book as Appendix O) seeking the Board's approval for the grant of a lease on the former Red Cross building, The Anchorage.

RESOLVED: That the Chief Legal Adviser be authorised to enter into such legal documentation as is necessary to effect the above decision on such terms and conditions as recommended by the Council's Head of Property Services.

48.	SALE OF LAND FOR LRT ROUTE

Consideration was given to an exempt report by the Corporate Services Manager (a copy of which is affixed in the Minute Book as Appendix P) seeking the Board's approval for the sale of land to Hampshire County Council, forming part of the former railway line currently the route of the cycleway and footpaths numbers 13 and 14.

RESOLVED: That the Chief Legal Adviser be authorised to enter into such legal documentation as is necessary to effect the above decision on such terms and conditions as recommended by the Council's Head of Property Services.






	CHAIRMAN