Agenda and draft minutes

Policy and Organisation Board
Tuesday, 4th February, 2020 6.00 pm

Venue: Council Chamber

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

Items
No. Item

38.

Apologies for non-attendance

Minutes:

There were none.

39.

Declarations of interest

Minutes:

Councillor Hylands declared a pecuniary interest in the late agenda item, concerning changes to business rate reliefs and discounts. He left the room and took no part in the discussion or voting thereon.

40.

Minutes of the meeting of the board held on 20 November 2019 pdf icon PDF 74 KB

Minutes:

RESOLVED: That the minutes of the meeting held on 20th November 2019 be signed as a true and correct record.

41.

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 Friday 31 January 2020.  The total time for deputations in favour and against a proposal shall not exceed 10 minutes).

 

Minutes:

There were none.

42.

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 Friday,).

Minutes:

There were none.

43.

Climate Change Strategy pdf icon PDF 182 KB

To present the Board with a draft Climate Change Strategy (Appendix A) for approval, produced through the Climate Change Working Group (CCWG) which was established by Full Council on 24/07/19. 

 

Minutes:

Consideration was given to a report of the Head of Corporate Policy and Community Safety presenting the Board with a draft Climate Change Strategy for approval, produced through the Climate Change Working Group (CCWG) which was established by Full Council on 24/07/19. 

 

Members welcomed the report and commended the work of the Working Group.

It was proposed that the Working Group to become a function of the Community Board as it was felt that the remit of the group sat better with the remit of the Community Board, particularly with the desire for community involvement.

 

Members acknowledged that the Climate Change should be a consideration for all Boards and all functions of the Council. It was suggested that the Council’s report template be amended to include a climate change consideration for every report.

 

Members acknowledged that there was a financial commitment to the improvement of education of residents within the budget.

 

Members felt that it was important that all aspects of recycling and existing contracts for waste removal as it was felt that there was room for improvement across the spectrum.

 

The Board acknowledged that there was potential for Climate Change to become its own Service Board in future as development of the strategy progressed.

 

Members suggested that consideration also needed to be given to planning decisions including electric car points and also that electric cars should be considered for the Council’s fleet.

 

Members recognised that there was a desire to engage with the public to move addressing climate change forward.

 

Members recognised that the document needed to evolve and be revaluated and that this would be taken annually.

 

RESOLVED:  

·         That the Climate Change Strategy and the development of an associated action plan be approved,

·         To confirm that the CCWG will have an ongoing role in overseeing the governance of the Council’s Climate Change Strategy by undertaking those actions referred to in paragraph 2.7 of this report, and will report back to the Community Board in future on this issue.

44.

Capital Strategy Report 2020/21 pdf icon PDF 133 KB

The approval by full Council of the Capital Strategy is requirement of the Prudential code for Capital Finance in Local Authorities (Prudential Code), and the Treasury Management in the Public Services Code of Practice and Cross-Sectoral Guidance Notes (Treasury Management Code) which were updated in December 2017.

 

Additional documents:

Minutes:

Consideration was given to a report of the Borough Treasurer seeking the recommendation to Council of the Capital Strategy is requirement of the Prudential code for Capital Finance in Local Authorities (Prudential Code), and the Treasury Management in the Public Services Code of Practice and Cross-Sectoral Guidance Notes (Treasury Management Code) which were updated in December 2017.

 

RESOLVED: That the Policy and Organisation Board recommend Council approve the Capital Strategy for 2020/21.

45.

TREASURY MANAGEMENT STRATEGY & MRP POLICY pdf icon PDF 190 KB

This report outlines the Council’s policy for charging unfinanced capital expenditure to revenue (MRP) together with the expected treasury operations for this period. It fulfils a key legislative requirement.

 

Minutes:

Consideration was given to a report of the Borough Treasurer outlining the Council’s policy for charging unfinanced capital expenditure to revenue (MRP) together with the expected treasury operations for this period.

 

RESOLVED: Policy and Organisation Board recommend Council to approve:

 

  • Minimum Revenue Provision Policy, as identified in 2.1

§  The Treasury Management Strategy, as identified in 2.2

 

 

46.

INVESTMENT STRATEGY REPORT 2020/21 pdf icon PDF 98 KB

The approval by full Council of an Investment Strategy is a requirement of the Prudential code for Capital Finance in Local Authorities (Prudential Code), and the Treasury Management in the Public Services Code of Practice and Cross-Sectoral Guidance Notes (Treasury Management Code) which were updated in December 2017.

 

Minutes:

Consideration was given to a report of the Borough Treasurer seeking the recommendation of approval by full Council of an Investment Strategy which is a requirement of the Prudential code for Capital Finance in Local Authorities (Prudential Code), and the Treasury Management in the Public Services Code of Practice and Cross-Sectoral Guidance Notes (Treasury Management Code) which were updated in December 2017.

 

RESOLVED: The Policy and Organisation Board recommend that Full Council approve the Investment Strategy as detailed in this report

 

 

 

47.

Any other items

Minutes:

CHANGES TO BUSINESS RATE RELIEFS AND DISCOUNTS

 

By reason of special circumstances, the Chairman determined that the following 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 report had not been available previously as a decision on the relief was not made until after the publication of the agenda. If the decision to accept the proposals was delayed the billing for the year would be incorrect and a rebilling would be required at the expense of the Council.

 

In answer to a Member’s question the Board was advised that there are less than 6 public houses with a ratable value of over £100,000 and that about 25 in total that would be eligible.

 

The Board was advised that there would be over 200 business that would benefit from the proposals for Retail Discount and Public House Relief.

 

In answer to a Member’s question the Board was advised that public houses generally were businesses that predominantly sold alcohol for consumption on the premises and businesses that did not meet the criteria could be eligible for other reliefs. It was also advised that if a business did not have the relief but felt that they should qualify, then they could apply and it would be granted if they meet the qualifying criteria.

 

The Board acknowledged that it was a difficult time for public houses and that currently a quarter of those in Gosport were available to lease or purchase.

 

 

RESOLVED: That amendments to the Discretionary Rate Relief Policies relating toLocal Newspaper Relief, Retail Discount (see Appendix B) and to add relief for Public Houses as detailed in Appendix A be approved.

 

 

 

 

 

48.

EXCLUSION OF THE PRESS AND 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

 

Minutes:

RESOLVED: That the press and public be excluded from the meeting as the report contains details of the financial affairs of the Council and a third party at a time when contract documents are not finally concluded. Completion ofthe contract could be prejudiced if this information was made public which mayhave an adverse impact on the contract arrangements to the detriment of theCouncil tax payers. Therefore the public interest in maintaining the exemptionoutweighs the public interest in disclosing the information.

49.

Insurance Services Tender

FOLLOWING THE EXCLUSION OF PRESS AND PUBLIC

 

Item No.

Item

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

Contact Officer

        10

 

Insurance Services Tender

 

The report contains details of the financial affairs of the Council and a third party at a time when contract documents are not finally concluded. Completion of the contract could be prejudiced if this information was made public which may have an adverse impact on the contract arrangements to the detriment of the Council tax payers. Therefore the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Stephanie Lucking

 

Minutes:

Consideration was given to an exempt report of the Head of Benefits, Procurement and Insurance.

 

RESOLVED: That the recommendation in report be approved.