Agenda and minutes

Venue: Council Chamber - Deanes. View directions

Contact: Democratic Services Team 

Link: Video recording

Items
No. Item

99/18

Apologies for absence

Minutes:

Apologies for absence were received from Councillors M Bound, Hussey, L James and Rhatigan.

100/18

Declarations of interest

Minutes:

1)            The Chief Executive declared an interest on behalf of himself, the Monitoring Officer and the Executive Director of Finance and Resources and Section 151 Officer, in relation to Agenda Item 14 (Referral Decisions under the Officer Employment Procedure Rules - Dismissal and Disciplinary Arrangements for Senior Statutory Officers) and left the meeting for the item.

 

He introduced Richard Ivory, the Director of Legal and Governance at Southampton City Council, who would provide advice on any legal matters for the item.

 

2)            Councillor Jones declared a pecuniary interest, due to his membership of the golf club, in relation to Agenda Item 6 – Question 3 from a member of the public.

101/18

Office of Deputy Mayor for the Year 2019/20

Members are asked to note that Councillor Cubitt is the next senior Member who has indicated her willingness to take up the office of Deputy Mayor for the year 2019/20.

Minutes:

Resolved:     That Councillor Cubitt be invited to stand for election as Deputy Mayor at the next Annual Meeting for the 2019/20 Municipal Year.

102/18

Minutes of the meeting held on 28 February 2019 pdf icon PDF 491 KB

The Chair will move that the minutes of the meeting be signed as a correct record. The only part of the minutes that can be discussed is their accuracy.

Minutes:

The minutes of the meeting held on 28 February 2019 were confirmed as an accurate record and signed by the Mayor.

103/18

Announcements

Minutes:

1)    The Mayor invited Members to attend his charity fundraising evening of Irish music and dance to be held at The Irish Centre on Saturday 13 April 2019.

 

2)    The Chief Executive announced that working in collaboration with Winchester, Hart and Rushmoor Councils, Basingstoke and Deane Borough Council had been successful in leading a bid to the Ministry of Housing and Local Government in respect of homelessness prevention.  An award of £204,000 had been granted by the Department for one year under the Rough Sleeping Initiative Grant Programme.

 

3)    The Leader of the Council announced that he would be retiring as Leader of the Council with effect from the next selection meeting of the Council on 16 May 2019.

104/18

Questions from members of the public

To receive and answer any questions from the public.

(Questions must be received in writing by Democratic Services no later than noon on Tuesday 26 March 2019)

Minutes:

The following questions were responded to:

 

Question 1 – From Emma Crow representing the Ice Users Forum

 

In recent correspondence between this group and Councillor John Izett he informed us that “A specialist firm has now carried out the required inspections on the ice rink and that he expects to be able to share the report with the Ice Rink Users Group subject to any legal restrictions.” The survey on the ice rink commissioned for the CEP committee was completed during February of this year. It will not be presented to the CEP Committee until July of this year. The relevant officers should now have had time to review the outline findings in the report .Given the length of time it will take to present this report to committee, can the Chair of the CEP reassure the Ice Rink Users that there are no issues arising from the report that could cause the ice rink to become unsafe or to close within the next 12 months?

 

Answer – Chair of the Community, Environment and Partnerships (CEP) Committee

 

I would like to thank the Ice Users Forum for this question and for an impressive display outside the council offices this evening.

 

At the Community, Environment and Partnerships Committee meeting on 27th June 2018, we received a detailed report on all aspects of the ice rink and were reminded that the ice rink was originally provided for the borough by the council, but that almost 20 years ago, a 115 year long lease was sold to a private company by the Council at that time.

 

Members of the committee asked officers to investigate options to take action to enforce the repairing obligations in the head lease. The council’s direct tenant is Standard Securities Ltd, who then sublets to Planet Ice (Basingstoke) Ltd.

 

The Community, Environment and Partnerships Committee has asked for an update report on the ice rink to come back to the committee on 19th June 2019. This gives officers time to carry out the investigations and discussions necessary to provide a full picture.

 

I have been informed that the report from external specialist building surveyors has only just been received in draft and officers are reviewing it before considering next steps. The results will then be discussed with Standard Securities Ltd. At present investigations are still in progress and, as chair of the committee, I would not expect to see any report until just over a week before the meeting when it has been fully considered.

 

I can reassure the users that the council would not allow the rink to open if it had been found to be unsafe.

 

Supplementary Question – From Emma Crow representing the Ice Users Forum

As a group, we have spent a lot of time asking questions and waiting for responses on the current condition of the ice rink and the responsibility, actual or moral, in providing a solution in the short, medium and long term.  Would the Chair of the CEP be prepared to  ...  view the full minutes text for item 104/18

105/18

Petitions

To receive petitions.

(Notice of petitions must be received in writing by Democratic Services, no later than noon on Tuesday 26 March 2019)

Minutes:

Mr Konieczko presented a petition in relation to residential parking.

 

Resolved:     The petition be referred to the Cabinet Member for Communities and Community Safety for consideration.

106/18

Resignations and appointments pdf icon PDF 5 KB

a) to receive resignations from Committees and to make any necessary re-appointments

 

 

b) to receive resignations from Outside Bodies and to make any re-appointments and (ii) fill any existing vacancies.

 

Minutes:

There were no resignations from committees or appointments made to outside bodies.

107/18

Adoption of Heritage Supplementary Planning Document pdf icon PDF 330 KB

Recommendation from the Cabinet Meeting held on 5 March 2019

 

1)            That Council adopt the Heritage Supplementary Planning Document; and

 

2)            Withdraw The Historic Environment: Listed Buildings SPG (2003); The Historic Environment: Buildings of Local Interest SPG (2003); and Farm Diversification and Traditional Farmsteads SPD (2007).

Additional documents:

Minutes:

The Cabinet Member for Planning and Infrastructure moved the recommendation, seconded by Councillor Miller, which sought approval to adopt the Heritage Supplementary Planning Document that adds further detail to the policies in the adopted Local Plan.

Resolved: That Council:

1)            Adopt the Heritage Supplementary Planning Document; and

2)            The Historic Environment: Listed Buildings SPG (2003); The Historic Environment: Buildings of Local Interest SPG (2003); and Farm Diversification and Traditional Farmsteads SPD (2007) be withdrawn.

108/18

Adoption of the Upper Cufaude Farm Development Brief Supplementary Planning Document pdf icon PDF 340 KB

Recommendation from the Cabinet meeting held on 5 March 2019

 

That Council adopt the Upper Cufaude Farm Development Brief Supplementary Planning Document.

Additional documents:

Minutes:

The recommendation to adopt the Upper Cufaude Farm Development Brief Supplementary Planning Document was moved by the Cabinet Member for Planning and Infrastructure and seconded by Councillor T Robinson.  The Cabinet Member highlighted that representations had been made to Cabinet in relation to the protection of amphibians and those concerns had been taken into consideration.

 

Resolved: That the Upper Cufaude Farm Development BriefSupplementary Planning Document be adopted.

109/18

Revenue and Capital Monitoring as at 31 December 2018 pdf icon PDF 776 KB

Recommendation from the Cabinet Meeting held on 5 March 2019

 

That Council approve:

 

1)            A transfer of budget of £680,000 for Manydown project costs from capital to revenue, to ensure that the accounting treatment of Manydown project costs in accordance with the accounting code of practice.

 

2)            That any revenue outturn surplus or deficit that remains after transfers to reserves, currently forecast to be a surplus of £311,100, will be transferred to the Stability and Resilience Reserve, in accordance with financial policies

Minutes:

The Cabinet Member for Finance, Service Delivery and Improvement introduced the report, which presented the third quarter forecast for revenue and capital expenditure and income up to the end of the financial year and compared it with the budget.  He moved the recommendation, seconded by Councillor Izett. 

 

Resolved: That Council approve:

 

1)            A transfer of budget of £680,000 for Manydown project costs from capital to revenue, to ensure that the accounting treatment of Manydown project costs in accordance with the accounting code of practice.

 

2)            That any revenue outturn surplus or deficit that remains after transfers to reserves, currently forecast to be a surplus of £311,100, will be transferred to the Stability and Resilience Reserve, in accordance with financial policies

 

110/18

Priestley Road Campus and Plot K Basing View Update pdf icon PDF 347 KB

Recommendation from the Cabinet meeting held on 5 March 2019

 

Council are recommended to agree an increase of £1.2 million in the council’s capital budget, comprising £0.5m additional BDBC investment and £0.7 million LEP loan, for the investment in a new office building on Basing View with a revised capital budget of £24.3 million, funded from a lease surrender premium, capital receipts, LEP grant and loan and the use of £8.9 million from Property Investment Strategy funds.

Additional documents:

Minutes:

The Cabinet Member for Property and Development introduced the report, which sought additional capital budget to enable the agreement entered into with Eli Lilly to proceed.  He highlighted that further due diligence on the preliminary construction costs had revealed increased project costs.  Extensive review and negotiations had been undertaken with all parties to achieve a way forward and the Local Enterprise Partnership had also offered additional financial support.  He moved the recommendation which was seconded by Councillor Tate.

 

Resolved: That Council agree an increase of £1.2 million in the council’s capital budget, comprising £0.5m additional BDBC investment and £0.7 million LEP loan, for the investment in a new office building on Basing View with a revised capital budget of £24.3 million, funded from a lease surrender premium, capital receipts, LEP grant and loan and the use of £8.9 million from Property Investment Strategy funds.

 

 

111/18

Pay Policy Statement 2019/20 pdf icon PDF 829 KB

Recommendation from the Human Resources Committee on 18 March 2019

 

To approve the pay policy statement for 2019/20.   

Minutes:

The Chair of the Human Resources Committee introduced the report, which set out the council’s pay policy statement for 2019/20 and moved the recommendation, seconded by Councillor Cubitt to approve the statement.

 

Resolved: That the pay policy statement for 2019/20 be approved. 

 

112/18

Referral Decisions under the Officer Employment Procedure Rules - Dismissal and Disciplinary Arrangements for Senior Statutory Officers pdf icon PDF 367 KB

Report of the Monitoring Officer

Additional documents:

Minutes:

The Chief Executive, Executive Director of Finance and Resources (S151 Officer) and the Monitoring Officer left the meeting for this item.

The Mayor moved the recommendation, seconded by Councillor Eachus to amend the procedure for decisions on referrals to the Investigating and Disciplinary Committee (IDC).

Resolved: That in order to ensure that the council acts lawfully in the event of any formal complaints against the council’s Statutory Officers, Council agree:

1)            That in the case of a complaint against the Chief Executive, the decision whether to refer the matter to the Investigating and Disciplinary Committee (IDC) will, following the receipt of external employment legal advice, be delegated to the Monitoring Officer in consultation with the Head of Human Resources and Organisational Development and the Group Leaders.

2)            That in the case of a complaint against the Monitoring Officer or the Chief Finance Officer, the decision whether to refer the matter to the Investigating and Disciplinary Committee (IDC) will, following the receipt of external employment legal advice, be delegated to the Chief Executive in consultation with the Head of Human Resources and Organisational Development and the Group Leaders.

3)            A revision to the Officer Employment Procedure Rules to allow an urgent suspension decision in respect of the Head of Paid Service, the Monitoring Officer and the Chief Finance Officer (the Statutory Officers) to be made by the Head of Human Resources and Organisational Development in consultation with the Chair of the Internal Disciplinary Committee and the Leader of the Council.

4)            That the Monitoring Officer be authorised to make all other necessary and consequential amendments to the constitution to give effect to these recommendations.

5)            That the Head of Human Resources and Organisational Development in consultation with the Monitoring Officer is authorised to prepare an  HR procedure to be followed in the case of a complaint against the Statutory Officers.

113/18

Members Allowances Scheme 2019/20 pdf icon PDF 406 KB

Report of the Legal Services Manager (Monitoring Officer)

Additional documents:

Minutes:

The Mayor moved and the Deputy Mayor seconded, the recommendation to adopt a scheme of allowances payable to Members for the 2019/20 Municipal year.

Resolved: That Council

1)           adopt the scheme of allowances as set out Appendix 1 for the municipal year 2019/20, effective from 1 April 2019

 

2)           apply the index, the pay award agreed for officers on the National Joint Council for Local Government Services terms and conditions, once agreed, to 1 above from 1 April 2019

 

3)           delegates authority to the Head of Law and Governance (or to the Legal Services Manager where the post of Head of Law and Governance is vacant)  in consultation with the Executive Director for Finance and Resources to

 

(i)     take all necessary action to implement 1 and 2 above; 

(ii)    undertake the necessary publicity requirements in relation to the scheme adopted; and

(iii)   update the constitution

 

114/18

Electoral Review of Basingstoke and Deane: Final Recommendations pdf icon PDF 249 KB

Report of the Chief Executive

Additional documents:

Minutes:

The Mayor introduced the report which provided an update to Members on the final recommendations of the Basingstoke and Deane electoral review 2017/18.

 

Resolved: The report be noted.

115/18

Notice of Motion - Cuts to Leisure Park Shuttle Bus Services

Mover:            Councillor Gary Watts

Seconder:      Councillor Colin Regan  

 

 

The Council notes that the Leisure Park Shuttle Bus Service evening and Sunday services were cut on 4th March 2019.

 

As a consequence, Council notes-

 

·         The cuts make it more difficult for Town Centre and Leisure Park workers getting to work;

 

·         The cuts make it more difficult for young people, disabled, elderly, and vulnerable people to access the Leisure Park in the evenings and Sundays;

 

·         The Leisure Park venues loss of revenue is a threat to their economic viability;

 

·         Loss of evening and Sunday Park and Ride services increases the economic threat to the viability of Festival Place;

 

·         Loss of Sunday and evening Shuttle Bus services will increase car usage and therefore the air quality of the Borough will continue to decline.

 

The Council also notes that the funding reduction was based on bus usage figures that are focused on selective data.

 

The Council is therefore requested to refer the Leisure Park Shuttle Bus Service to the Scrutiny Committee to review the consequences of the decision on cutting evening and Sunday bus services.  

 

 

 

Minutes:

The following motion was moved by Councillor Watts and seconded by Councillor Regan:

 

The Council notes that the Leisure Park Shuttle Bus Service evening and Sunday services were cut on 4th March 2019.

 

As a consequence, Council notes-

 

·         The cuts make it more difficult for Town Centre and Leisure Park workers getting to work;

 

·         The cuts make it more difficult for young people, disabled, elderly, and vulnerable people to access the Leisure Park in the evenings and Sundays;

 

·         The Leisure Park venues loss of revenue is a threat to their economic viability;

 

·         Loss of evening and Sunday Park and Ride services increases the economic threat to the viability of Festival Place;

 

·         Loss of Sunday and evening Shuttle Bus services will increase car usage and therefore the air quality of the Borough will continue to decline.

 

The Council also notes that the funding reduction was based on bus usage figures that are focused on selective data.

 

The Council is therefore requested to refer the Leisure Park Shuttle Bus Service to the Scrutiny Committee to review the consequences of the decision on cutting evening and Sunday bus services.  

 

Members debated the motion.  Some Members were concerned that the reduction in park and ride services would impact footfall to the town centre on a Sunday and could have an effect on other daytime services, young people and those without cars.  lt was also suggested that the service should be extended and could support access to Basing View and the Town Centre.  Other Members felt that resources should be focused on sustainable public transport and that the Leisure park bus ticket could be used on other evening bus routes that served the Leisure Park.

 

Resolved:     The Motion be referred to the Scrutiny Committee

116/18

Questions from Members of the Council on notice

Minutes:

There were no questions

117/18

Questions to Chair of Cabinet and/or a committee

To receive questions from members in relation to the minutes of the meetings detailed below:

 

 

Committee

Meeting Date

Development Control Committee

6 February 2019

Manydown Overview Committee

13 February 2019

Licensing Committee

14 February 2019

Council

28 February 2019

Cabinet

5 March 2019

Development Control

6 March 2019

 

 

Minutes:

There were no questions.