Agenda and draft minutes

Policy and Organisation Board - Wednesday, 3rd July, 2024 6.00 pm

Venue: Council Chamber

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

Items
No. Item

7.

Apologies for non-attendance

To receive apologies from Members for non attendance.

Minutes:

There were none.

8.

Declarations of interest

All Members are required to disclose 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:

Councillor Hutchison declared a personal interest in agenda item 7 Elson Hub and advised that he would leave the room and take no part in the discussion or voting thereon.

 

Councillors Burgess and Chegwyn advised that they had supported both the Lee and the Elson hubs respectively in their County Council roles.

 

9.

Minutes of the meetings of the board held on 13 March 2024 and 15 May 2024 pdf icon PDF 236 KB

To sign as a true and correct record the minutes of the meetings held on 13 March 2024 and 15 May 2024.

 

Additional documents:

Minutes:

RESOLVED: That the minutes of the meetings held on 13 March 2024 and 15 May 2024 be signed as a true and correct record.

 

 

10.

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 1 July 2024.  The total time for deputations in favour and against a proposal shall not exceed 10 minutes).

 

Minutes:

There were no deputations

11.

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 1 July 2024.

 

Minutes:

There were no public questions  

12.

New Bus Station, Mumby Road, Gosport - Agreement for Payment of Bus Departure Charges by First Bus to the Council (GBC) pdf icon PDF 199 KB

This report pertains to the cessation of the lease of the existing bus station ‘apron’ to First Bus and the operational income to be received by the Council in lieu of the current lease rent.

 

Minutes:

 Consideration was given to a report of the Head of Commercial Property pertaining to the cessation of the lease of the existing bus station ‘apron’ to First Bus and the operational income to be received by the Council in lieu of the current lease rent.

 

The Board was advised that this was required as a result of the relocation of the bus station on to public highway and that this was a workaround solution agreed between First bus, Hampshire County Council and Gosport Borough Council.

 

Members were advised that this sum was fixed for 10 years and that if the number of departures reduced in this time the figure would remain the same.

 

The Board was advised that these were normal arrangements for bus companies and they were familiar with creating such frameworks.

 

 

That the Board approves:

i)     The surrender of the current Lease to First Bus.

ii)    The completion of the new Bus Departure Charges Payment Agreement.

iii)   Grants delegated authority to the Borough Solicitor & Monitoring Officer in conjunction with the Head of Commercial Property to conclude details and complete the new Bus Departure Charges Payment Agreement between the Council, First Bus and Hampshire County Council.

 

 

 

 

13.

Elson Community Library & Hub (Elson Hub), 136 Chantry Road, Elson - Surrender of Existing Lease and Grant of New 26 Year Lease. pdf icon PDF 197 KB

This report sets out the background leading to the approach by the Trustees of Elson Hub to Gosport Borough Council (the Council) to surrender the current 10 yr lease and request to grant a new 26 yr lease on near identical terms, to permit the Hub to obtain greater levels of external funding.

 

Minutes:

Councillor Hutchison left the room and took no further part in the discussion or the voting thereon.

 

Consideration was given to a report of the Head of Commercial Property, setting out the background leading to the approach by the Trustees of Elson Hub to Gosport Borough Council (the Council) to surrender the current 10 yr lease and request to grant a new 26 yr lease on near identical terms, to permit the Hub to obtain greater levels of external funding.

 

The Board was advised that the current lease length had led to missed opportunities for funding, and that the report was very straightforward in the surrendering of one lease for another. The Hubs had been a huge success and the Members welcome the additional support an extended lease would provide.

 

RESOLVED:

 

That the Board approves:

i)     The surrender of the current Lease (with 7 years remaining)

ii)    The simultaneous grant of a new 26 year Lease by the Council to the Hub on similar terms to the current lease.

iii)   Grants delegated authority to the Borough Solicitor & Monitoring Officer and in conjunction with the Head of Commercial Property to conclude negotiations and complete the new Lease between the Council and the Hub and associated necessary documentation with Hampshire County Council.

 

14.

Lee Hub - Independent Community Library (Lee Hub), 14 High Street, Lee on Solent - Surrender of Existing Lease and Grant of new 26 Year Lease. pdf icon PDF 198 KB

This report sets out the background leading to the approach by the Trustees of Lee Hub to Gosport Borough Council (the Council) to surrender the current 10 yr lease and request to grant a new 26 yr lease on near identical terms, to permit the Hub to obtain greater levels of external funding.

 

Minutes:

Consideration was given to a report of the Head of Commercial Property detailing out the background leading to the approach by the Trustees of Lee Hub to Gosport Borough Council (the Council) to surrender the current 10 yr lease and request to grant a new 26 yr lease on near identical terms, to permit the Hub to obtain greater levels of external funding.

 

 

The Board was advised that the current lease length had led to missed opportunities for funding, and that the report was very straightforward in the surrendering of one lease for another. The Hubs had been a huge success and the Members welcome the additional support an extended lease would provide.

 

 

RESOLVED:

That the Board approves:

i)      The surrender of the current Lease (with 7 years remaining)

ii)     The simultaneous grant of a new 26 year Lease by the Council to the Hub on similar terms to the current lease.

iii)   Grants delegated authority to the Borough Solicitor & Monitoring Officer and in conjunction with the Head of Commercial Property to conclude negotiations and complete the new Lease between the Council and the Hub and associated necessary documentation with Hampshire County Council.

 

 

15.

GBC Grants Programme Annual Overview pdf icon PDF 216 KB

This report, as required by this Board, provides an update on the Council’s Grants Programme from its inception in November 2022 until 31st March 2024

Minutes:

Consideration was given to a report of the Head of Corporate Policy and Community Safety detailing an update on the Council’s Grants Programme.

 

The Board was advised that the grants had been a great success and were hugely over subscribed. The scheme was continually under review and eligibility criteria considered.

 

Members welcomed that the forms were straighfoward and that there were process notes and that the processes were evolving.

 

RESOLVED:

 

That the Board note the report.

16.

Housing Service Complaints Policy pdf icon PDF 218 KB

The purpose of the report is:

1)    To set out the requirements for the Housing Service to comply with the Housing Ombudsman Complaint Handling Code,

2)    To seek Board approval of the draft Housing Service Complaints Policy.

3)    To make the Board aware of the outcome of the Housing Service self-assessment against the Housing Ombudsman Complaint Handling Code. 

 

Additional documents:

Minutes:

Consideration was given to a report of the Head of Housing setting out the requirements for the Housing Service to comply with the Housing Ombudsman Complaint Handling Code, seeking Board approval of the draft Housing Service Complaints Policy and making the Board aware of the outcome of the Housing Service self-assessment against the Housing Ombudsman Complaint Handling Code. 

 

Members welcomed the report and commended housing for their handling of complaints. It was acknowledged that there was no choice but to adopt the policy and that it was hoped the additional work created would be staffed sufficiently. Members also welcomed that it would was clear for customers to follow.

 

 

RESOLVED: That the Board

1)    Approve the draft Housing Complaints Policy (Appendix 1)

2)    Gives delegated authority to the Head of Housing to implement the policy, and

3)    Notes the outcome of the Housing Service self-assessment against the Housing Ombudsman Complaint Handling Code

 

 

17.

Productivity plan for 2024/25 pdf icon PDF 338 KB

The purpose of this paper is to advise the Board that a letter has been received from DLUHC asking for information around ‘Productivity in Local Government’.  The paper seeks to approve the recommended way forward in terms of collation of information, approval and submission of the GBC return to DLUHC.

 

Additional documents:

Minutes:

Consideration was given to a report of the Head of Finance advising the Board that a letter has been received from DLUHC asking for information around ‘Productivity in Local Government’.  The paper seeks to approve the recommended way forward in terms of collation of information, approval and submission of the GBC return to DLUHC.

 

Members acknowledged that the request had to be completed and published and recognised that the documents that informed them were high level and complex and may not be understood by the public. It was hoped some acknowledgement of this could be on the website.

 

RESOLVED: That

i)      The content of the draft plan be noted

ii)     Authority be delegated to the Chief Executive in consultation with the Leader to finalise the contents of the plan for submission, incorporating any changes/additions agreed by the Board.

 

18.

Cross reference from the Standards and Audit Sub Board pdf icon PDF 22 KB

To consider the cross reference from the Standards and Audit Sub Board.

Additional documents:

Minutes:

Consideration was given to a report referred from the Standards and Audit Sub Board recommending the approval of the Audit planning report of the External Auditors.

 

The Board was advised that he first draft included the 22/23 fees and then the second report did not include the fees.  It had been agreed with EY that if both reports were taken forward again that the fee presentation would be consistent.  The fees had not changed or were now at nil cost it was a presentation change.


RESOLVED: That the report be noted. 

19.

Any other items

Minutes:

There were none.