Agenda and minutes

To receive any apologies.

Apologies for absence were submitted on behalf of Councillors Claisse and Denness.

To authorise the signing of the minutes of the Council Meeting held on 18^th May 2016, attached.

RESOLVED that the minutes of the Council meeting held on 18^th May 2016 be approved and signed as a correct record.

Matters especially brought forward by the Mayor and the Leader.

(i)  Minute’s Silence

Members stood in a minute’s silence in remembrance of all those that had lost their lives in theatrocities across the world over recent weeks.

(ii)  New Prime Minister

The Mayor extended her congratulations to the new Prime Minister and wished her well in the challenges ahead.

To receive any requests for Deputations, Presentation of Petitions or Public Questions.

It was noted that no requests for deputations, petitions or public questions had been received.

The report of the Leader of the Council was submitted setting out the details of the business undertaken by the Executive.

The Leader and the Cabinet made statements and responded to questions.

The following questions were then submitted in accordance with Council Procedure Rule 11.1

1.  Sailing of the Mayflower

Question from Councillor Claisse to Councillor Kaur

As we all know, August 5^th 2020 will be the 400^th anniversary of the sailing of the Mayflower from Southampton, one of the most influential journeys in maritime history.

What plans are being made to celebrate this historic occasion?

Answer

There are several other locations that have a connection with the ship involved in Mayflower 400, including Southampton. Collectively, these locations have been given the name ‘The Mayflower Trail’. Plymouth have taken the lead in co-ordinating the Mayflower 400 celebrations. Meetings are held quarterly to discuss progress and share ideas.

As well as linking in with the Mayflower Trail, activities at a local level have been discussed with Southampton Connect partners who agreed that the Southampton Cultural Development Trust would lead a working group to co-ordinate activities in the city.

Provisional themes and events to mark the occasion in Southampton include:

·  Development of cycle and walking trails across Southampton to link the city to its waterfront

·  Southampton Football Club to host international pre-season football tournament

·  A new arts and education programme in all secondary schools exploring major themes of migration, religion and the cities relationship with the USA

·  New Mayflower play commissioned and led by Mayflower Theatre

·  Re-animation of Southampton Heritage sites including God House Tower, the Pilgrim’s Gate the 1920 Mayflower Memorial

·  Walks, tours and talks exploring the Southampton of 1620 and changes to the city

·  A Hampshire-wide celebration of arts and cultural projects including transatlantic co-commissions

·  Key exhibition in Southampton’s Sea City Museum

·  A celebration of the Southampton docks.

The Council will continue to work with the Mayflower Trail and Southampton Cultural Development Trust to develop these ideas and explore new opportunities to celebrate this historic occasion.  

2.  Grass Cutting

Question from Councillor Painton to Councillor Rayment

The grasses in cemeteries are very high once again, what is the cutting procedure, once a year, twice a year? I have received reports of elderly tripping on unseen grave stones when attending loved ones graves. This applies to South Stoneham Extra and Hollybrook cemetery. Also the war graves in South Stoneham Extra (54) have deteriorated to a poor state. Can the war graves commission be notified of their poor state?

Answer

Maintaining the cemeteries across the city and in particular cutting the grass at this time of year is no easy task, particularly when council resources are reducing but a programme is in place to cut the grass in our five cemeteries - Hollybrook, St Mary’s Extra, South Stoneham, Millbrook and Southampton (Old) Cemetery.  This is particularly challenging as the Council is responsible for over 100 acres of cemetery grounds (equivalent to over 50 football pitches) and  ...  view the full minutes text for item 26.

(a)  Councillor Fitzhenry to move:

Calls on Council to support the Prime Ministers example of uniting the country behind the decision made democratically to leave the European Union and move forward together.

We support the prime minster in his statement Britain is an open democratic country built upon the values of fairness and opportunity. We condemn the acts of racism against anyone and reiterate that those who have made Britain their home do not need to fear that they will be treated differently.

Now is our opportunity to take the result forward and build an ever fairer, stronger and prosperous United Kingdom for us all.

Acts of racism

With the consent of the Mayor, Councillor Moulton altered and moved his motion and Councillor Kaurseconded:

Delete 2^nd paragraph and replace with new paragraphs 2 and 3 as follows:

“Southampton is a diverse and tolerant city with a long history of people from different communities living in harmony together. Council is concerned about the recent rise in hate crime and condemns it in all its forms, which includes a zero tolerance policy to any incidents of a racial nature which have increased in Southampton following the EU referendum. Council will actively work with affected communities to encourage people to report hate crime and asks the police to deal effectively with those that carry them out.

Council also notes that following the result of the EU referendum on the 23^rd of June the future of European Citizens, who have chosen to live and build their lives in our city is uncertain. Many of these citizens play a vital role in the daily life of our city, working in our private and public sectors. Council requests that the Leader of the Council writes to the home office seeking an early clarification as to the status of European Citizens living in Southampton and whether they will be offered the right to remain”.

Altered motion to read:

“Calls on Council to support David Cameron’s example of uniting the country behind the decision made democratically to leave the European Union and move forward together.

Southampton is a diverse and tolerant city with a long history of people from different communities living in harmony together. Council is concerned about the recent rise in hate crime and condemns it in all its forms, which includes a zero tolerance policy to any incidents of a racial nature which has increased in Southampton following the EU referendum. Council will actively work with affected communities to encourage people to report hate crime and asks the police to deal effectively with those that carry them out.

Council also notes that following the result of the EU referendum on the 23^rd of June the future of European Citizens, who have chosen to live and build their lives in our city is uncertain. Many of these citizens play a vital role in the daily life of our city, working in our private and public sectors. Council requests that the Leader of the Council write to the home office seeking an early clarification as to the status of European Citizens living in Southampton and whether they will be offered the right to remain.

Now is our opportunity to take the result forward and build an ever fairer, stronger and prosperous United Kingdom for us all”.

Honorary Alderman Vinson was in attendance and with the consent of the Mayor addressed the meeting.

UPON BEING PUT TO THE VOTE THE ALTERED MOTION WAS APPROVED

RESOLVED that the altered motion be approved.

To consider any question of which notice has been given under Council Procedure Rule 11.2.

It was noted that no questions had been received.

To deal with any appointments to Committees, Sub-Committees or other bodies as required.

It was noted that no changes to the appointments to Committees, Sub-Committees and other bodies had been made.

To consider a report of the Leader of the Council seeking approval for Make the Bassett Neighbourhood Plan, attached. 

The report of the Leader of the Council was submitted seeking approval for Make the Bassett Neighbourhood Plan. 

RESOLVED

(i)  that the Bassett Neighbourhood Plan be adopted (be made); and

(ii)  that it be noted that by virtue of section 38(5) of the Planning and Compulsory Purchase Act 2004, policy BAS5 of the Bassett Neighbourhood Plan shall prevail over Core Strategy policy CS5 insofar as it applies to the Basset Neighbourhood Area and policy BAS13 of the Bassett Neighbourhood Plan shall prevail over Local Plan Review policy CLT8 and to note the impact of the Bassett Neighbourhood Plan on the existing development plan as set out in Appendix 1 to the report.

To consider the report of the Leader of the Council seeking approval from the Executive as to the Solent Governance Review and its conclusions.  If agreed, to approve in draft the Solent Combined Authority Governance Scheme for consultation, attached.   

The report of the Leader of the Council was submitted seeking approval from the Executive as to the Solent Governance Review and its conclusions and, if agreed, to approve in draft the Solent Combined Authority Governance Scheme for consultation.

RESOLVED

(i)  that the report be noted; and

(ii)  that in the context that the formal decision-making needs to be undertaken by the Executive, the views of Full Council be noted.

To consider the report of the Service Director, Legal and Governance concerning changes to the constitution, attached.

The report of the Service Director, Legal and Governance was submitted concerning changes to the Constitution.

Amendment moved by Councillor Moulton and seconded by Councillor Fitzhenry

Add additional recommendations and amend existing recommendation as follows

(1) Use of Council Resources

That during a period of purdah, that Members of the Council not be allowed to issue Council funded bulk letter mailings to residents / voters.

(2) Aldermen

·  Strike out requirement for Alderman to submit notice of their intention to speak

·  Strike out limit of 15 minutes total speaking time during a meeting.

·  Leave proposed limit of 5 minutes per item.

Amended motion to read:

(i)  that during a period of purdah, that Members of the Council not be allowed to issue Council funded bulk letter mailings to residents / voters;

(ii)  that the requirement for Alderman to submit notice of their intention to speak be struck out;

(iii)  that the limit of 15 minutes total speaking time during a meeting for alderman be struck out; and

(iv)  that the proposed limit of 5 minutes per item be agreed.

Further amendment moved by Councillor Letts and seconded by Councillor Barnes-Andrews:

Delete additional recommendation 2 referring to Alderman

Amendment to read:

(i)  that an additional paragraph be added to the Council Procedure Rules covering Aldermen speaking at Council as per the report; and

(ii)  that during a period of purdah, that Members of the Council not be allowed to issue Council funded bulk letter mailings to residents / voters.

UPON BEING PUT TO THE VOTE THE AMENDMENT IN THE NAME OF COUNCILLOR MOULTON WAS DECLARED LOST

UPON BEING PUT TO THE VOTE THE FURTHER AMENDMENT IN THE NAME OF COUNCILLOR LETTS WAS DECLARED CARRIED

UPON BEING PUT TO THE VOTE THE MOTION AS FURTHER AMENDED BY COUNCILLOR LETTS WAS DECLARED CARRIED

RESOLVED

(i)  that an additional paragraph be added to the Council Procedure Rules covering Aldermen speaking at Council as per the report;

(ii)  that during a period of purdah, that Members of the Council not be allowed to issue Council funded bulk letter mailings to residents / voters.

Report of the Cabinet Member for Finance seeking approval of the General Fund Revenue Outturn 2015/16, attached. 

The report of the Cabinet Member for Finance was submitted seeking approval of the General Fund Revenue Outturn 2015/16.

RESOLVED

(i)  that the final outturn for 2015/16 detailed in Appendix 1 to the report as a balanced position following the transfer to earmarked reserves and the revenue grants reserve totalling £3.25M referred to in paragraph 7 of the report be noted;

(ii)  that it be noted that the level of General Fund balances at 31March 2016 was £12.8M, reducing to £8.9M by 31March 2017;

(iii)  that the performance of individual Portfolios in managing their budgets as set out in paragraph 8 of the report be noted together with the major variances in Appendix 2 to the report;

(iv)  that the carry forward requests totalling £0.13M and as outlined in paragraph 12 and set out in Appendix 3 to the report be approved and be funded from reserves;

(v)  that it be noted that £1.15M had been transferred to the Revenue Grants Reserve as detailed in paragraph 13 of the report.

Report of the Chief Finance Officer concerning the actual payments made to and from the Collection Fund during the 2015/16 financial year, attached.

The report of the Chief Finance Officer was submitted concerning the actual payments made to and from the Collection Fund during the 2015/16 financial year.

RESOLVED that the accounts for the Collection Fund in 2015/16 as shown in Appendix 1 to the report be noted.

Report of the Cabinet Member for Finance seeking approval of the General Fund
Capital Outturn 2015/16, attached.

The report of the Cabinet Member for Finance was submitted seeking approval of the General Fund Capital Outturn 2015/16.

RESOLVED

(i)  that the actual capital spending in 2015/16 as shown in paragraphs 4 and 5 of the report be noted together with the major variances detailed in Appendix 1 and Appendix 2 to the report;

(ii)  that the revised estimates for 2016/17, adjusted for slippage and re-phasing and additions contained within the report, as shown in Appendix 3 to the report be noted;

(iii)  that the proposed capital financing in 2015/16 as shown in paragraph 13 of the report be approved;

(iv)  that it be noted that the capital programme remains fully funded up to 2019/20 based on the latest forecast of available resourcesalthough the forecast can be subject to change; most notably with regard to the value and timing of anticipated capital receipts and the use of prudent assumptions of future Government Grants to be received;

(v)  that the addition and spend of £1.57M to the Environment and Transport portfolio capital programme in 2016/17 to fund the purchase of 10 refuse collection vehicles as detailed in paragraph 25 of the report be approved;

(vi)  that the addition and spend of £0.68M in 2015/16 to the Education and Children’s Social Care programme be approved, to be funded by a reduction in 2016/17, as detailed in paragraph 26 of the report and as shown in Appendix 4 to the report;

(vii)  that the 2016/17 budget virements within the Education and Children’s Social Care Programme be approved, to procure modular building for primary expansion, as detailed in paragraph 27 of the report and shown in Appendix 4 to the report;

(viii)  that the amendment to the funding source of the Studio 144 project, within the Leader’s Programme, whereby £1.80M be funded from mixture of capital grants, contributions and receipts instead of capital contributions from fundraising, as detailed in paragraph 28 of the report;

(ix)  that the addition and spend of £3.30M in 2016/17 to the Transformation programme be approved, to be funded from capital receipts, as detailed in paragraph 29 of the report; and

(x)  that the revised General Fund Capital Programme, which totals £182.84M (as detailed in paragraph 31 of the report) and the associated use of resources (as detailed in paragraph 32 of the report) be approved.

The report of the Council’s S151 Officer was submitted detailing Treasury Management activities and performance for 2015/16 against the approved Prudential Indicators for External Debt and Treasury Management.

RESOLVED

(i)  that the Treasury Management (TM) activities for 2015/16 and the outturn on the Prudential Indicators be noted;

(ii)  that the continued proactive approach to TM that has led to reductions in borrowing costs and safeguarded investment income during the year be noted; and

(iii)  that the revised MRP policy as detailed in paragraphs 50 to 52 of the report be approved and that delegated authority be granted to the S151 Officer to make any future changes which benefit the authority and to report back at the next Treasury update.

To consider the report of the Cabinet Member for Housing and Adult Care detailing the HRA Capital Programme Project Approvals 2016/17 and 2017/18, attached.

The report of the Cabinet Member for Housing and Adult Care was submitted detailing the HRA Capital Programme Project Approvals 2016/17 and 2017/18.

RESOLVED

(i)  that in accordance with Finance Procedure Rules, the addition of £4,785,000 for an Existing Satisfactory Purchase Scheme within the Estate Regeneration and New Build section of the HRA Capital Programme funded by Direct Revenue Financing (70%) and retained ‘right to buy’ receipts (30%) be approved;

(ii)  that capital expenditure of £4,785,000, in 2016-17 on the Existing Satisfactory Purchase Scheme be approved and delegated authority be granted to the Head of Capital Assets to agree individual property acquisitions as set out in Section 44 of the report;

(iii)  that the capital budget be re-phased for ECO - Thornhill/Shirley Towers/Sturminster House/Albion Towers and District Heating by realigning the unapproved budget (£6,100,000) to current timelines with £2,940,000 in 2016-17 and £3,160,000 in 2017-18; and

(iv)  that in accordance with Financial Procedure Rules, capital expenditure of £16,984,000 be approved, phased as follows:

·  £6,100,000 in 2016/17

·  £10,884,000 in 2017/18, on schemes exceeding £2,000,000.

The report of the Cabinet Member for Housing and Sustainability was submitted detailing the level of spend on the Housing Revenue Account for the financial year 2015/16.

RESOLVED

(i)  That the HRA revenue outturn for the financial year 2015/16, as set out in Appendix 1 to the report, and the working balance at the end of the year of £2,000,000 be noted;

(ii)  that the HRA capital outturn for the financial year 2015/16, as summarised in paragraph 12 of the report be noted.

(iii)  that the amendments to schemes in the HRA Capital Programme for 2016/17, as set out in Appendix 3 to the report, to take account of the slippage and re-phasing in 2015/16 be approved; and

(iv)  that the 2015/16 capital financing, as set out in paragraph 17 of the report, be noted and that the use of available resources would be reviewed as part of the next full update of the HRA Business Plan later in 2016.

The report of the S151 Officer and Cabinet Member for Finance was submitted detailing proposed changes to existing Revenue and Capital Budgets to incorporate changes to this and future years’ budgets.

RESOLVED

(i)  that it be noted that the Medium Term Financial Forecast would be further updated for the November budget report to Cabinet;

(ii)  that the savings proposals, as set out in Appendix 1 to the report be approved;

(iii)  that the remaining budget shortfall for 2016/17 to 2019/20 as set out in paragraphs 7 to 10 to the report be noted;

(iv)  that the required change to Treasury Management indicators as set out in paragraphs 32 to 39 of the report be noted;

(v)  that delegated authority be granted to the S151 Officer to action all budget changes arising from the approved efficiencies, income and service reductions and incorporate any other approved amendments into the General Fund Estimates; and

(vi)  that delegated authority be granted to the S151 Officer following consultation with the Cabinet Member for Finance to do anything necessary to give effect to the recommendations in the report.