Agenda and minutes

Policy and Organisation Board - Monday, 16th March, 2020 6.00 pm

Venue: Council Chamber

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

Items
No. Item

50.

Apologies for non-attendance

Minutes:

Apologies for non attendance were received from Councillor Murphy.

51.

Declarations of interest

Minutes:

Councillor Hylands declared a pecuniary interest in the late item on National and Non Domestic Rates.

52.

Minutes of the meeting of the board held on 4 February 2020 pdf icon PDF 82 KB

Minutes:

Resolved: That the minutes of the meeting held 4th February 2020 be signed as a true and correct record.

 

 

53.

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 Thursday 12 March 2020.  The total time for deputations in favour and against a proposal shall not exceed 10 minutes).

 

Minutes:

There were none.

54.

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 Thursday 12 March 2020).

 

 

 

Minutes:

There were none.

55.

CROSS REFERENCE FROM STANDARDS AND GOVERNANCE COMMITTEE pdf icon PDF 54 KB

Attached is a copy of the Audit Plan that was considered by the Standards and Governance Committee on the 12 February 2020 together with the Minute extract and Resolution

 

Additional documents:

Minutes:

Consideration was given to a cross reference from the Standards and Governance Commiteee held on Wednesday 12 February 2020 that the Audit Planning Report 2019/20 be recommended to the Policy and Organisation Board as those charged with governance.

 

RESOLVED: That the Audit Planning Report 2019/20 be noted.

56.

MICROSOFT ENTERPRISE AGREEMENT AWARD OF CONTRACT pdf icon PDF 58 KB

For the board to award a contract exceeding the EU Threshold in accordance with Contract Procedure Rules (CPR) Part 4 – Schedule 13 Para 15.4.

 

Minutes:

Consideration was given to a report of the Head of IT requesting the award of a contract exceeding the EU Threshold in accordance with the Council’s Contract Procedure Rules (CPRs) Part 4 – Schedule 13 Para 15.4.

 

The Board was advised that the current cloud migration was being undertaken through Phoenix Software and that once this was complete it would be possible to look at alternatives the next time the contact was scheduled for renewal.

 

RESOLVED: That the board award a contract under the Central Buyers Consortium (CBC) Framework Lot 1 – Software, using a Direct Award to Phoenix Software an Awarded Supplier, for the supply of the Council’s Microsoft Enterprise Agreement (EA) with a combined cost of £193.378.98 over 3 years.  

 

 

 

57.

Leasehold building insurance pdf icon PDF 58 KB

To seek the Council’s permission to waive the requirement within contract procedure rules (CPR) to obtain three quotes to procure a new building insurance for leasehold properties in housing owned stock.

 

Minutes:

Consideration was given to a report of the Head of Housing seeking the Council’s permission to waive the requirement within contract procedure rules (CPR) to obtain three quotes to procure a new building insurance for leasehold propertie seeking the Council’s permission to waive the requirement within contract procedure rules (CPR) to obtain three quotes to procure a new building insurance for seek the Council’s permission to waive the requirement within contract procedure rules (CPR) to obtain three quotes to procure a new building insurance for leasehold properties in housing owned stock.

 

RESOLVED: That the Board supports the action to waive contract procedure rules in this instance to allow the Council to extend the existing leasehold building insurance with Zurich Municipal for a further 12 months from 01 April 2020 for the reasons set out in this report.

 

58.

Partnership for South Hampshire pdf icon PDF 70 KB

The Council is a constituent member of the Partnership for South Hampshire (“PfSH“), which was formerly known as the Partnership for Urban South Hampshire and referred to as “PUSH”. The organisation has proposed a revised governance agreement to deal with the recent change of name, as well as a slightly amended geography and other administrative arrangements, which the Council needs to enter into to confirm its approval to the amendments.

 

Minutes:

Consideration was given to a report of the Chief Executive requesting that consideration be given to a proposed revised governance agreement from PfSH to deal with the recent change of name, as well as a slightly amended geography and other administrative arrangements, which the Council needs to enter into to confirm its approval to the amendments.

 

The Borough Solicitor updated the Board and advised that in relation to the financial commitments, in real terms the previous cost was over £10000 and that the Board were advised that this had reduced and that the Council were being asked to contribute to other initiatives. 

 

Resolved: That the Board agrees to the amendments to the PfSH governance agreement as set out in this report.

 

59.

Any other items

Minutes:

The Board was advised that there were two late reports for consideration.

60.

INVESTMENT IN SOLAR POWER

Minutes:

Consideration was given to a report of the Head of Finance outlining a proposal for the Council to install solar panels and battery to the Gosport Leisure Centre.

 

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.

 

Members welcomed the proposal, and felt that the Council should look to be identifying other buildings to place such panels.

 

RESOLVED: That the Board approve:

 

  • The installation of solar panels and a battery at the Gosport Leisure Centre;

§  The associated capital scheme to be added to the Capital Programme in the sum of £302,000 and financed from Prudential Borrowing on the basis that the savings to the Council can more than offset the borrowing costs; and

 

§  Officers to work with the Portsmouth City Council (PCC) Energy team to design and tender the works and the Borough Solicitor in consultation with the Borough Treasurer be given delegated authority to amend, as required, the legal arrangements with the Leisure Centre operator, Places for People.

 

 

61.

Changes to Business Rate Reliefs, Discounts and grants

Minutes:

Councillor Hylands declared a pecuniary interest, left the room and took no part in the discussion and voting thereon.

 

Consideration was given to the report of the Head of Local Taxation requesting that the Board consider the proposed changes to the Council’s Discretionary Rate Relief Policy relating to Retail Discount, Public House Relief and grants to Small Business Rate Relief ratepayers.

 

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.

 

Members welcomed the proposal, and recognised that it was good news for the hospitality and the leisure industry.

 

Members questioned the eligibility of the proposal and hoped that it would help as many people as possible and also sought reassurance that the funds would be repaid.

 

RESOLVED: The Board approves amendments to the above schemes to grant 100% rate relief in respect of Retail Discount and to increase the amount available for Public House Relief up to £5000 for the financial year 2020/21.

 

The Board delegates to the Head of Local Taxation in consultation with the Section 151 Officer the power to adjust the existing policies for Retail Discount and Public House Relief in line with the government guidance when it has been issued and to implement the small business grant when the government has provided more details.