Agenda and minutes

Apologies were received from Councillor Maynard who was substituted by Councillor Chegwyn.

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.

Councillor Huggins declared a non pecuniary interest in agenda item 6 as she is Chairman of a Multi Academy sited within St. Vincents.

RESOLVED: That the minutes of the meeting held on 29 June 2022 be signed as a true and correct record.

(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 Monday 12^th September 2022. The total time for deputations in favour and against a proposal shall not exceed 10 minutes)

There were none

(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 12 September 2022)

There were none.

This report is to provide Members with a status update for the Alverstoke coastal defence scheme.

Consideration was given to a report by the Head of Streetscene regarding the Construction of Flood Defence Structures at Alverstoke.

Members were advised that Officers hoped to be able to report back with a forward plan in three months time.

Officers explained that although site investigations had taken place, they used sample spots to inform the design and the full length of the cables was not exposed. Once on the ground the full extent of the size and age of the cables created unforeseen technical challenges. Officers are still working with SSE.

A Member stressed that all Councils were experiencing similar problems with project funding as construction costs have soared recently. Pressure must be maintained on the Environment Agency to fund this important scheme as the longer it goes on the risks will increase and the higher the costs will be.

A Member sought reassurance from Officers that lines of communication with residents will be kept open.

RESOLVED: That the Board noted that:

- A number of risks have been realised on the scheme, including high voltage underground cables and the effects of inflation, which have put the project budget under significant pressure.

- To mitigate financial risk, construction works have been paused and the site is being reinstated to pre-works condition and will be opened to the public.

- The future delivery of the scheme is being determined to ensure sufficient budget is available. 

- Public communications have been completed, via a letter drop, site notices and website updates, explaining that due to realised risks, construction work on the defence has stopped.

This report is to provide Members with a status update for the Forton coastal defence scheme.

Consideration was given to a report by the Head of Streetscene regarding the Construction of Flood Defence Structures at Forton.

Members were advised that there had been no update yet from the badger consultant, and that the position of the sett was unusually underneath a derelict building.

The Leader advised that the Councils element of funding was still in the Capital Programme.

RESOLVED: That the Board noted:

- A number of risks have been realised on the scheme, including a badger sett and the effects of inflation, which have put the project budget under significant pressure.

- To mitigate financial risk, construction works have been paused and the site is being reinstated to pre-works condition and will be opened to the public.

- The future delivery of the scheme is being determined, supported by assessments to ensure sufficient budget is available. 

- Public communications have been completed, via a letter drop and website updates, explaining that due to realised risks, construction work on the defence has stopped.

This report sets out the progress that has been achieved against the Climate Change Action Plan that was approved at the Climate Change Board meeting of 10^th March 2022.

Consideration was given to a report by the Climate Change Officer setting out the progress that has been achieved against the Climate Change Action Plan.

The Climate Change Officer wished to update the Board on Action 10.6 with regard to the creation of wildflower meadows. Sowing took place in spring 2022 and the ground is being prepared for spring 2023, so the status will be changed to reflect this. He also advised the Board that the meeting referred to in item 11.1 was set for next week.

Members asked if the maps of wildflowering areas could be re-circulated to Board members.

The Leader advised that no decision had been taken yet regarding the solar panels for the leisure Centre. Funds had been kept in the Capital Programme, but until full costs had been obtained, the project would not proceed.

Members were pleased to see that  point 5.5 would balance emission reduction and cost savings.

Officers were asked to consider keeping point 9.3 regarding advice on heatwaves as an ongoing action.

A Member advised that the wildflowering had been well received and hoped there would be advice and encouragement for sustainable planting rather than bedding type plants which require frequent watering. It was also hoped that those trees planted under item 9.6 had been kept watered.

RESOLVED: That the Board noted the progress update.

The purpose of this report is to seek approval for an updated Waste and Recycling Collection Policy.

Consideration was given to a report by the Head of Streetscene seeking approval for an updated Waste and Recycling Collection Policy.

Members were advised that if a property had more bins than allocated, an operative would speak to the occupier to discuss the situation. If the bins had no sticker on them, then they would not be emptied.

Officers reassured Members that broken lids would be repaired. At the moment there was call for 2/3 bins a month given free of charge.

The Leader advised that this was a small update to the existing policy to ensure that Members wishing to obtain a bin free of charge for their resident would be able to on request. It was hoped that this would assist people to dispose of their rubbish properly and not in public bins which then need emptying by operatives.

The Chairman wished to point out that 2.2 of the report should read WILL get a bin not MAY, and that point 1.3 of the policy should be changed to reflect that only the Community & Environment Board Chairman will give approval for the free bins.

A Member hoped that this update would complement the Community Skips initiative, and would welcome a report being brought to board to show the utilisation across the Borough, and identifying areas of deprivation and where the costs have been incurred. Officers and Members were in agreement with this suggestion.

RESOLVED:

 That the Board approved the Waste and Recycling Policy as set out in Appendix A

The purpose of this report is to seek approval of the attached Litter Bin Policy.

Consideration was given to a report by the Head of Streetscene seeking approval for the Litter Bin Policy.

The Head of Streetscene advised the Board that there had always been a policy, but it had not been through a Board for final decision.

Members were advised that the update to this policy would hopefully identify areas that required additional waste bins and support the cleaner and greener aspirations of the Council.

Members were asked to bear in mind additional costs for emptying the bins as well as the purchase costs when requesting new bins from the Community & Environment Board Chairman.

The Board asked the Head of Streetscene to pass on their grateful thanks to those who empty and clean up around the bins.

RESOLVED: That the Board approve the Litter Bin Policy as set out in Appendix A.

The Leader of the Council informed the Board that as a result of requests for Gosport to have a memorial to commemorate the reign of Queen Elizabeth II, he would be undertaking a cross party consultation to identify a suitable site for a Peoples Garden/Memorial where the public could plant a tree and place a memorial plaque. This would also support the Councils tree planting agenda. The funds would be allocated and it was hoped to complete the work as soon as possible.

At the request of a member, the Head of Streetscene will look into the RAF Queens Green Canopy project and will circulate details to the Board.

A Member wished the idea of hedgerows as well as trees to be considered as they provide benefits to wildlife.

The suggestion of a maze was made by a Member.