Agenda and minutes

Policy and Organisation Board
Wednesday, 20th November, 2019 6.00 pm

Venue: Council Chamber

Contact: Lisa Young  Email: lisa.young@gosport.gov.uk

Items
No. Item

25.

Apologies for non-attendance

Minutes:

Apologies for non attendance were received from Councillors Bateman and Murphy.

26.

Declarations of interest

All Members are required to declare, at this point in the meeting or as soon as possible thereafter, any disclosable pecuniary interest or personal interest in any item(s) being considered at this meeting.

 

Minutes:

There were none.

27.

Minutes of the meeting of the board held on 25 September 2019 pdf icon PDF 52 KB

Minutes:

RESOLVED: That the minutes of the meeting held on the 25 September be signed as a true and correct record.

28.

Deputations - Standing Order 3.4

(NOTE: The Board is required to receive a deputation(s) on a matter which is before the meeting of the Board provided that notice of the intended deputation and its object shall have been received by the Borough Solicitor by 12 noon on Monday 18 November 2019.  The total time for deputations in favour and against a proposal shall not exceed 10 minutes).

 

Minutes:

There were none.

29.

Public Questions - Standing order 3.5

(NOTE: The Board is required to allow a total of 15 minutes for questions from Members of the public on matters within the terms of reference of the Board provided that notice of such Question(s) shall have been submitted to the Borough Solicitor by 12 noon on Monday 18 November 2019).

Minutes:

There were none.

30.

PROPOSALS FOR THE REVIEW OF POLLING DISTRICTS AND POLLING PLACES pdf icon PDF 7 MB

To advise the Board of the responses to consultation on the proposals from the Electoral Task and Finish Group on the Parliamentary Constituency Polling Districts and Polling Places review.

Minutes:

Consideration was given to a report of the Head of Electoral Services and Electoral Registration Officer advising the Board of the responses to consultation on the proposals from the Electoral Task and Finish Group on the Parliamentary Constituency Polling Districts and Polling Places review.

 

In answer to a Member’s question, the Board was advised that the split ffor Anns Hill and Leesland Road was detailed on page 24 of the report.

 

Members sought clarification that the that confirmation had been sought that voters at Thorngate Hall would not be subject to parking charges and it was confirmed that voters would be eligible for 20  minutes free parking.

 

RESOLVED: That the changes set out in the report be recommended to Full Council for approval.

31.

CCTV; Insurance Footage Request Charge pdf icon PDF 74 KB

To provide Members with an update regarding charges in respect of requests from insurance companies for footage from the Council’s Public Open Space CCTV System.

 

Minutes:

Consideration was given to a report of the Head of Corporate Policy and Community Safety providing Members with an update regarding charges in respect of requests for insurance companies for footage from the Council’s public open space cctv system.

 

The Chairman advised that he had asked for the report to be prepared to validate the inclusion of a fee within the Council’s fees and charges.

 

The Board was advised that there were approximately 8 requests per annum, of which 1-2 produced footage and that footage could be supplied free of charge to Police and the MOD under the production of a DP2 request in the interests of Community Safety and prevention of crime and disorder.

 

The Board was advised that any protected data would be appropriately redacted.

 

In answer to a Member’s question, the Board was advised that it would be possible for an authrised officer to access the details of the requestors if appropriate.

 

RESOLVED: That the Board note the report.

 

 

32.

FUNDING REQUEST FOR THE GOSPORT MUSEUM AND GALLERY PROJECT OLD GRAMMAR SCHOOL BUILDING, HIGH STREET, GOSPORT pdf icon PDF 78 KB

To request funding in support of Hampshire Cultural Trust (HCT) for the implementation of a development project at the former Grammar School Building in Gosport High Street.

Minutes:

Consideration was given to a report of the Economic Development and Regeneration Manager requesting funding in support of Hampshire Cultural Trust (HCT) for the implementation of a development project at the former Grammar School Building in Gosport High Street.

 

Members were advised that the figure requested by Hampshire Cultural Trust had reduced to £467,500.

 

Members welcomed anything that would improve cultural opportunities within the borough.

 

Members requested that further updates be provided to the use of the empty rooms at the front of the museum and suggested that this could be done through the Gosport JMC meetings. 

 

Members welcomed the proposal and the fact that it would contribute to an improvement to the facility and the High Street as a whole.

 

The Board was advised that there were plans to link the gallery to the rear and provide a landscaped area.

 

Members were advised that the existing funding provided to the museum was reviewed on an annual basis and felt that this should be reviewed regularly as it was hoped that the improvements to the museum would generate additional income.

 

RESOLVED:

 

 

i) that the P & O Board approve a new allocation of £100,000 to be funded from within the overall Board capital budget (30% drawn down in 2020/21 and 70% in 2021/22), towards an overall £1.82 million HCT project to redevelop the Grammar School building, bringing it back into greater economic use;

 

ii) that alternative sources of funding for this capital investment be reconsidered once Council receives final confirmation of the scale of funding to be made available to Gosport for its High Street Heritage Action Zone programme from DCMS in early 2020; and

 

ii) that the Board notes that this investment will enable the HCT to increase its income in the Borough.  The Council currently supports HCT activity at Gosport Museum (£60,000 per annum) and as a consequence of our capital investment, we will engage in discussions at an early stage, regarding future funding arrangements after redevelopment has been completed. 

 

 

 

 

33.

BANKING CONTRACT pdf icon PDF 116 KB

To authorise officers to agree a new two year contract (with a two year extension option) with National Westminster Bank plc (“Natwest”) for required banking services; to waive our Contract Procedure Rules which would otherwise require a tender exercise at the end of our existing contract (April 2020) with Natwest.  The proposed contract will be worth approximately £73,000 over a four year life and will generate savings of £5,000 per annum (£20,000 over the course of the contract if the extension option is taken).  Advice sought from banking consultants has indicated additional savings are unlikely to be generated from undertaking a tender exercise.

 

Additional documents:

Minutes:

Consideration was given to a report of the Head of Accounts requesting authorisation for officers to agree a new two year contract with National Westminster Bank.

 

Members welcomed that the proposal would save the Council money.

 

RESOLVED: That the Board approve

·         A waiver of the Council’s Contract Procedure Rules for the purposes of our next banking contract; and

 

·         That delegated authority be granted to the Head of Accounts and the Borough Solicitor  to agree a new two year contract (with two year extension option) with our incumbent, Natwest, with a view to achieving £5,000 per annum savings from the start of the new contract in April 2020 and as further detailed in this report.

 

 

 

 

34.

TREASURY MANAGEMENT ANNUAL REVIEW 2018/19, PROGRESS REPORT 2019/20, & PRUDENTIAL INDICATORS pdf icon PDF 271 KB

 

 The annual treasury report is a requirement of the Council’s reporting procedures and covers the treasury activity for 2018/19 together with a mid year review 2019//20. The report also includes the Prudential Indicators for 2018/19 in accordance with the requirements of the Prudential Code.

Minutes:

Consderation was given to  a report of the Borough Treasurer requesting that the Board note the Treasury Management Annual Report.

 

RESOLVED: The Board note

·    The Treasury Management outturn report 2018/19 as identified in 2.2

·    The Treasury Management position for 2019/20 at the end of September 2019 as identified in 2.3

·    The Prudential Indicators outturn report 2018/19 as identified in 2.4

 

35.

ANY OTHER ITEMS

which the Chairman determines should be considered, by reason of special circumstances, as a matter of urgency.

 

 

Minutes:

There were none.

36.

EXCLUSION OF THE PUBLIC

 

That in relation to the following items the public be excluded from the meeting, as it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during these items there would be disclosure to them of exempt information within Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972, and further that in all circumstances of the cases, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons set out in the report.

 

 

 

PART B ITEMS

FOLLOWING THE EXCLUSION OF PRESS AND PUBLIC

 

Minutes:

RESOLVED: That in relation to the following item the public be excluded from the meeting, as it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during this item there would be disclosure to them of exempt information within Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972, and further that in all circumstances of the case, the public interest in maintaining the exemptions outweighs the public interest in disclosing the information, for the reasons set out in the report.

 

37.

Reduction /Remission of Business Rates on the Grounds of Hardship Application for Marina Fitness Ltd

Item No.

Item

Paragraph no.3 of Part I of Schedule 12A of the Act

1.

Reduction /Remission of Business Rates on the Grounds of  Hardship Application for Marina Fitness Ltd

Paragraph 3

The report contains financial data which is identified as sensitive material.

 

 

PART B ITEMS

FOLLOWING THE EXCLUSION OF PRESS AND PUBLIC

Minutes:

Consideration was given to an exempt report of the Head of Local Taxation requesting theBoard consider an application for hardship relief from non-domestic rates under Section 49 of the Local Government Finance Act submitted by Marina Fitness Ltd.

 

RESOLVED: That the application for hardship relief not be approved but that the Head of Local Taxation keep the Group Leaders advised of any progress made with regard to an appeal against the rateable value of the premises and any subsequent application for rate relief.