Agenda and draft minutes

Policy and Organisation Board - Wednesday, 13th July, 2022 6.00 pm

Venue: Council Chamber

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

Items
No. Item

14.

Apologies for non-attendance

Minutes:

There were none.

15.

Declarations of interest

Minutes:

Councillor Marshall declared that he was a part time Uber Driver in relation to the Local Transport Plan 4.

 

Councillor Philpott advised that he had been Chairman of the Select Committee that had Scrutinised the LTP4.

16.

Minutes of the meeting of the board held on 30 May 2022. pdf icon PDF 303 KB

To sign as a true and correct records the meetings of the Board held on 17 March 2022 and 30 May 2022.

Additional documents:

Minutes:

RESOLVED: That the minutes of the meeting held on 30 May 2022 be signed as a true and correct record.

17.

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 11 July 2022.  The total time for deputations in favour and against a proposal shall not exceed 10 minutes).

 

 

Minutes:

There were none.

18.

Public Questions - Standing order 3.5

(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 11 July 2022.  The total time for deputations in favour and against a proposal shall not exceed 10 minutes).

 

 

Minutes:

There were none.

19.

Honorary Alderman Proposal pdf icon PDF 110 KB

To consider a request that former Councillor Christopher Richard Carter be appointed an Honorary Alderman.

.

 

Additional documents:

Minutes:

Consideration was given to a report of the Chief Executive detailing a proposal to make Former Councillors Chris Carter and Bob Whitbread Honorary Aldermen.

 

Members paid tribute to both nominations and recognised the significant service they had provided.

 

It was suggested that the Alderman be invited to play a more active role in the archiving of the Council records and that this could be linked in with the 100 anniversary celebrations of the Borough.

 

RESOLVED: recommends to Council that former Councillor Christopher Richard Carter and Bob Whitbread be appointed an Honorary Alderman.

20.

Local Transport Plan 4 (LTP4) Consultation GBC Response pdf icon PDF 363 KB

This report sets out details of Hampshire County Council’s Local Transport Plan 4 (LTP4) consultation and the Borough Councils formal response

 

 

Additional documents:

Minutes:

Consideration was given to a report of the Traffic and Transport Manager setting out details of Hampshire County Council’s Local Transport Plan 4 (LTP4) consultation and the Borough Council’s formal response.

 

The Board was advised that the County Council no longer saw the LTP3 as fit for purpose so were making transport plans for the next 20 years.

 

It was advised that to achieve the aspirations of the plan would be a great challenge.

 

The Board was advised that bus patronage had not returned to its previous level following the pandemic and that new routes would be unlikely unless patronage number increased. Buses were no longer carrying no passengers, but numbers were still down and there were outreach areas such as Priddys Hard, Royal Clarence that needed a service.

 

It was acknowledged that conversations had taken place with the Bus company and pressure would need to be maintained to ensure subsidised services such as 11 continued. 

 

Members recognised that some previous bus users were still working from home and that many with the option of using a car had chosen to continue to do so.

 

A Members requested an update on the instillation of Electric Vehicle Charging points, the Board was advised that this would be investigated and reported back. Members recognised the change to electric vehicles was going to prove to be a challenge for those without off street parking. Members recognised that petrol cars would cease to be sold in 2030 and that the infrastructure surrounding this was significant.

 

Members recognised that the consultation period had been extended, and that it had been an odd time to hold the consultation over the election period.

 

Members also acknowledged that there was no bus service to Brockhurst Gate anymore and that there was a risk that Gosport could be left with just Eclipse buses. It was acknowledged that these were successful, but only if you lived in close proximity to them.

 

It was acknowledged that there needed to be a drive not to use cars, but the services available had to be convenient for this to happen.

 

Members recognised that the proposed plan was important but stressed the importance of action being taken rather than simply discussions being held. It was also recognised that working from home was actually the most environmentally friendly way to reduce carbon emissions.

 

RESOLVED THAT:

 

i)      The Council Supports and welcomes the LTP4 in order to improve transport within Hampshire.

 

i)      Delegates authority to the Traffic and Transport manager to submit the contents of this report and Appended LTP4 Response Form as the Borough Council’s formal response to Hampshire County Council’s LTP4 Consultation.

 

21.

CCTV Maintenance Contract Extension pdf icon PDF 120 KB

Further to the previous P&O Board Report (21/07/21) this seeks approval to extend the CCTV Maintenance Contract for an additional 12 months.

Minutes:

Consideration was given to a report of the Head of  Corporate Policy and Community Safety seeking approval to extend the CCTV Maintenance Contract for an additional 12 months.

 

Members were advised that the service provided by the contractors was good and that this was a sensible step within the existing contract.

 

RESOLVED: That the Board approves the extension of the CCTV Maintenance Contract for an additional 12 months to apply from December 2022 until December 2023.

 

22.

Work of Climate Change Board Task & Finish Group on Board Paper Usage pdf icon PDF 224 KB

To report back to the Board on the activities of the Task & Finish group on Board paper usage, which was established by the Climate Change Board.

 

Minutes:

Consideration was given to a report of the Head of Corporate Policy and Community Safety reporting back to the Board on the activities of the Task & Finish group on Board paper usage, which was established by the Climate Change Board.

 

The Board was advised that it was hoped in the long term that the proposal could be an opt in choice rather than an opt out.


Members recognised that there had been a reduction in paper as a result of the reduction in the number of Councillors and the number of Boards and accepted that the Council would never be completely paper free.

 

Members recognised that there were some Councillors who would prefer paper agendas and that large documents led to a lot of screen time.

 

Members requested clarification as to what exactly was being saved in terms of carbon by opting out of paper agendas.

 

In addition a Member requested confirmation that they could access their annotated notes on agendas, as they disappeared. It was accepted that they could be, but also that any saved annotations would fall under the remit of a subject access request if one was made.

 

Members were advised that the paper used was not recycled, but was FSC certified.

 

RESOLVED: That the Board notes the issues and approach considered by the Task & Finish Group on Board paper usage, as set out in this report, and gives delegated authority to the Borough Solicitor and Monitoring Officer to:

i)      alter and formalise processes as required to allow Members to opt out of receiving paper copies of Board papers;

ii)     procure any training required on an ongoing basis to support Members in using Modern.Gov to access Board papers.

 

 

 

23.

Any other items

Minutes:

There were none.

24.

EXCLUSION OF THE PUBLIC

11.

Chester Court (Phase 1) contract award approval

Paragraph no. 3 of Part 1 of Schedule 12A of the Act: 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’s social housing residents. Therefore, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Julie Smith

 

Minutes:

RESOLVED: That the press and public be excluded from the meeting as under Paragraph no. 3 of Part 1 of Schedule 12A of the Act: 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’s social housing residents. Therefore, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

25.

CHESTER COURT (PHASE 1) CONTRACT AWARD APPROVAL

To inform members of the results of the tender process to procure improvement works to the Housing Revenue Account assets at Chester Court, Jamaica Place, Gosport.

 

Minutes:

Consideration was given to an exempt report of the Head of Housing to inform members of the results of the tender process to procure improvement works to the Housing Revenue Account assets at Chester Court, Jamaica Place, Gosport.

 

RESOLVED: That the recommendations in the report be approved.