Agenda and minutes

To receive any apologies.

It was noted that apologies had been received from Councillors Fuller, Guthrie, Thomas and White.

To authorise the signing of the minutes of the Annual General Council Meeting and the Extraordinary Council Meeting held on 15^th May, 2019, attached.

RESOLVED: that the minutes of the Annual General Council meeting and the Extraordinary Council meeting held on 15^th May, 2019 be approved as a correct record. 

Matters especially brought forward by the Mayor and the Leader.

(i)  The Mayor announced the sudden death of former City Councillor Edward Osmond.  He served as a Swaythling Ward Councillor from 2008-2012.  As a mark of respect Council stood for a minute’s silence. 

(ii)  The Mayor also announced that the Reverend Debbie Sellin had been ordained the first woman Bishop of Southampton and that he had attended the ceremony held in Winchester. 

(iii)  The first Hampshire Day celebrations took place on 15^th July and to honour the event a new Hampshire Flag was raised and would be raised on 15^th July in future years. 

(iv)  The Mayor informed Council that voting was open for the UK’s Best Park 2019 hosted by the Fields Trust organisation and that Riverside Park had been nominated.  All Members of the Council were encourage to cast their vote in support of the park.

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

(i)  The Council received the following Public Question from Mrs Lindsi Bluemel which was responded to by Councillor Rayment, Cabinet Member for Place and Environment:

Question 1 – Living under the flight path of aircraft

I live under the flight path of aircraft leaving and approaching Southampton Airport and I am very aware of and concerned about the impact of low-flying aricraft on the lives of residents in Bitterne Park and Townhill Park and the education of pupils attending Bitterne Park School.  As an airport expansion consultee, will the Council take account of the increased damage to the lives of Southampton residents that will be caused by noise pollution from larger and heavier aircraft when it draws up its response?  Will the Council inform us as to what measures will be put in place, if expansion takes place, to minimise the potential harm to the lives of residents of this city?

Answer

The issues you raise will be considered in due course by the Local Panning Authority, which is Eastleigh Borough Council (EBC) in this case. Southampton City Council will be a consultee to this process and will ensure the issues raised are properly considered and communicated.

(ii)  The Council received the following Public Questions from Mrs Angela Cotton which were responded to by Councillor Leggett, Cabinet Member for Green City and Environment:

Question 2 – Green City Charter – Expansion of Southampton Airport

The Council has set itself the laudable vision of creating a "cleaner, green, healthier and more sustainable city" in order to make the city a "better place for present and future generations that is prepared for the challenges presented by climate change". The specific goals include several that would be compromised by expansion of Southampton Airport, a founding signatory to the Green City Charter, including: 2: "We will take actions that will improve the quality of life in our city. We want the Healthy Life Expectancy Indicator to be the best amongst our peers and to remove the difference cities like Southampton experience with rural areas in terms of deaths attributed to air pollution." Air and noise pollution resulting from airport activities impact significantly on the quality of life of people who live near it. And 6: "We will encourage, promote and incentivise the use of sustainable and active travel." Air travel is neither sustainable nor active. Given this, does the Council agree that expansion of Southampton Airport would undermine the Green City Charter goals and if not, why not?

Answer

The airport provided an opportunity for all stakeholders to comment on its Master Plan last year and we welcomed their willingness to proactively engage with all parties that could be affected by their activities.  Their Master Plan proposed a period of growth and although we did not oppose this we did provide detailed and specific feedback stressing the need for that growth to be conducted in a sustainable manner on all fronts. 

We accept the impacts that air travel and its ancillary activities can  ...  view the full minutes text for item 24.

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

Councillor Chaloner had been appointed to Children and Families Scrutiny Panel.  Council was therefore required in accordance with Overview and Scrutiny Management Procedure Rule 3.4.2 that Councillor Chaloner may serve forthwith on Children and Families Scrutiny Panel and that the firebreak period agreed and accordingly waived. 

Report of the Leader of the Council, attached. 

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 submitted in accordance with Council Procedure Rule 11.1. 

1.  Door mats in Council Blocks

Question from Councillor Fitzhenry to Councillor Kaur 

Can the Cabinet Member confirm the Council’s zero tolerance approach to our tenants having door mats in all our Council blocks was a decision made by this Council and not a statutory requirement?

Answer

A variety of non-statutory measures have been made to ensure our Council homes are at the highest possible fire safety standards, which included the exclusion on all items (including doormats) in some communal areas and walkways.

During the review period of this policy it became apparent that a blanket approach to all council blocks types was not appropriate which has led to the creation of a more flexible approach. 

2.  Zero tolerance on door mats in Council blocks

Question from Councillor Fitzhenry to Councillor Kaur

Does the Cabinet Member accept the impact this policy has had on our tenants and residents?

Answer

Fire safety is a top priority for this council, and with that have comes many improvements; however, I empathise with all residents, including our tenants in our council homes, wanting to make where they live more homely and practical for them.

The majority of tenants I have been in contact with understand and accept the reasons why fire safety measures, including no items in communal area or walkways, have been made to their blocks. Some tenants have raised concerns with appropriate measures for their specific block types, which has formed part of the review process. 

3.  Managed Policy approach to door mats in Council blocks

Councillor Fitzhenry to Councillor Kaur

Will the Cabinet Member now adopt a “managed policy” approach to door mats across the City, which ensure fire safety is a top priority whilst balancing this with our tenants and residents provide in their community?

Answer

This Council has made enormous strides in ensuring our council homes are at the highest possible fire safety standards, as recognised by HFRS.

As I have mentioned to tenants directly and raised in this chamber previously, a review towards a more flexible approach has been on-going.

Once completed I will discuss with officers what our approach should be for each block type and we will inform tenants and members accordingly.

4. Pledge to build 1000 Council homes

Councillor Fitzhenry to Councillor Kaur

Can the Cabinet Member confirm how many of the pledge to build 1000 Council owned homes, made in summer 2018 and to be delivered in 5 years of that date, have been delivered or are in the pipeline?

Answer

Since summer 2018, 72 council owned homes have been delivered, 99 are under construction for completion in 2020 and subject to approval today a further 103 will be on site this year. 

So in total so far there have  ...  view the full minutes text for item 26.

(a)  Councillor Fitzhenry

This Council calls on the Executive to immediately move to a “managed policy” approach for the use of door mats by our residents and tenants, in our Council owned blocks.

Whilst fire safety should always be the top priority, we ask the Executive to adopt a more flexible approach that ensures our tenants are safe but also allows them to have pride in their homes and surrounding walk ways. 

(a)  Door mats outside front doors in walk up blocks

Councillor Fitzhenry moved Councillor S Galton seconded

This Council calls on the Executive to immediately move to a “managed policy” approach for the use of door mats by our residents and tenants, in our Council owned blocks.

Whilst fire safety should always be the top priority, we ask the Executive to adopt a more flexible approach that ensures our tenants are safe but also allows them to have pride in their homes and surrounding walk ways. 

Amendment moved by Councillor Kaur and Councillor Mintoff seconded

First paragraph, first line delete ‘calls on the Executive to immediately move to a “managed policy” approach for the use of door mats by our residents and tenants, in our Council owned blocks.’

Replace with ‘welcomes the enormous strides made by the administration in ensuring our council homes are at the highest possible fire safety standards, as recognised by Hampshire Fire and Rescue Service.’

Second paragraph, first line delete‘ask’ and replace with ‘support’ and delete ‘to adopt’ and replacewith ‘with their current ongoing review towards’

Add new sentence at the end of the second paragraph ‘This will include a move to a more flexibly managed approach for the use of door mats by our residents and tenants, in our Council owned blocks.’

Amended Motion to read:

This Council welcomes the enormous strides made by the administration in ensuring our council homes are at the highest possible fire safety standards, as recognised by Hampshire Fire and Rescue Service.

Whilst fire safety should always be the top priority, we support the Executive with their current ongoing review towards a more flexible approach that ensures our tenants are safe but also allows them to have pride in their homes and surrounding walk ways. This will include a move to a more flexibly managed approach for the use of door mats by our residents and tenants, in our Council owned blocks.

UPON BEING PUT TO THE VOTE THE AMENDMENT IN THE NAME OF COUNCILLOR KAUR WAS DECLARED CARRIED.

UPON BEING PUT TO THE VOTE THE AMENDED MOTION WAS DECLARED CARRIED.

RESOLVED: that the amended motion be approved.

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

It was noted that no requests for Questions from Members to the Chairs of Committees or the Mayor had been received. 

The report of the Leader of the Council was submitted outlining progress against the Council Strategy during 2018/19.

RESOLVED:

(i)  To note the Council’s achievements 2018/19.

(ii)  To note the business priorities for the Council 2019/20.

(iii)  To agree the five strategic programmes as a format for further business planning to deliver the Council’s outcomes.

(iv)  To agree the Executive’s commitments for the Council.

Report of the Cabinet Member for Resources detailing the general fund and housing revenue account outturn 2018/2019. 

RESOLVED that Council:

(i)  Notes the final General Fund outturn for 2018/19 detailed in paragraphs 5 and 6 is a balanced position following the transfer to earmarked reserves.

(ii)  Notes the performance of individual Portfolios in managing their budgets as set out in table 1 of this report and notes the significant variances highlighted in Appendix 1.

(iii)  Notes that the level of General Fund balances at 31 March 2019 was £10.07M and the level of earmarked reserves was £88.67M (at paragraphs 21 to 23 and Appendix 2).

(iv)  Agrees the budget carry-forward requests totalling £2.92M as detailed in paragraph 7 and Appendix 3.

(v)  Notes the accounts for the Collection Fund in 2018/19 as detailed in paragraphs 8 to 14 and in Appendix 4.

(vi)  To note the HRA revenue outturn for the financial year 2018/19, as set out in paragraphs 18 to 20 and in Appendix 5 and 6.

(vii)  To note the performance of the Property Investment Fund (PIF) as detailed in paragraphs 25 to 27 and Appendix 7.

(viii)  Notes that the benefit derived from participation in the business rate pilot scheme (as part of the Solent Region pilot alongside the Isle of Wight and Portsmouth) during 2018/19 was £3.52M as detailed in paragraph 24.

The report of the Cabinet Member for Resources.  The purpose of this report is to outline the General Fund and Housing Revenue Account capital outturn position for 2018/19 and seek approval for the proposed financing of the expenditure. 

RESOLVED that Council:

(i)  Notes the actual capital spending in 2018/19 for the General Fund was £48.15M and for the HRA was £43.24M, as shown in paragraphs 3 to 5 and notes the major variances in Appendix 1 with explanations for them in Appendix 4.

(ii)  Notes the revised estimates for 2019/20, adjusted for slippage and re-phasing and additions contained within this report, as shown in Appendix 2.

(iii)  Approves the proposed capital financing in 2018/19 as shown in paragraph 6.

(iv)  Approves the proposed revised General Fund capital programme to 2022/23 and its financing as shown in paragraphs 22 & 25.

(v)  Approves the proposed revised HRA capital programme to 2022/23 and its financing as shown in paragraphs 29 & 31.

(vi)  Notes that the capital programme remains fully funded up to 2022/23 based on the latest forecast of available resources although 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.

(vii)  Notes the addition of £0.67M to the programme since the last reported position in February 19, under delegated powers. As detailed in paragraph 24 and Appendix 3.

(viii)  Approves the addition and spend of £0.45M in 2019/20, to the Aspiration, Schools and Lifelong Learning programme. As detailed in Appendix 6 paragraph 1.

(ix)  Approves the addition and spend of £2.25M in 2019/20, £2.25M in 2020/21 and £2.25M in 2021/22 to the Community Wellbeing programme. As detailed in Appendix 6 paragraph 2.

(x)  Approves the addition and spend of £11.13M in 2019/20 and £3.10M in 2020/21 to the Transport and Public Realm programme. As detailed in Appendix 6 paragraphs 3-9.

To consider the report of the Cabinet Member for Adult Care seeking approval for the re-procurement of the service that provides community equipment to enable people to remain as independent as possible. This re-procurement is undertaken in partnership with Southampton City CCG, Portsmouth City Council and Portsmouth CCG.

The report of the Cabinet Member for Adult Care seeking approval for the re-procurement of the service that provides community equipment to enable people to remain as independent as possible.  This re-procurement is undertaken in partnership with Southampton City CCG, Portsmouth City Council and Portsmouth CCG. 

RESOLVED:

(i)  To authorise expenditure from within the existing Integrated Commissioning Unit budget envelope to meet the costs of the contract. The City Council Joint Equipment Store budget for the contract in 2019/20 is £1.59M. 

To consider the report of the Cabinet Member for Place and Transport seeking approval for the procurement of the Commercial Waste Disposal Contract. 

Report of the Cabinet Member for Plan and Transport seeking approval for the procurement of the Commercial Waste Disposal Contract. 

RESOLVED:

(i)  Subject to approval of Cabinet recommendations (i)- (iii), to approve a financial envelope of £7.04M, based on the current budget and tonnage collected, for a maximum period of 7 years (5 + 1+1 years extension when applied to contracts) and maintaining the current level of annual investment.

(ii)  To allow the financial envelope to increase in line with increased business for Trade Waste, on the basis that the additional cost can be met from additional revenue.

(iii)  To note the potential risks that could cause the level of cost to exceed the current budget as a result of government strategy and the likely impact on contract costs.

To move that in accordance with the Council’s Constitution, specifically the Access to Information Procedure Rules contained within the Constitution, the press and public be excluded from the meeting in respect of any consideration of the exempt appendices 2 and 3to the following Item.

The appendices are considered to be exempt from general publication based on Categories 3 and 4of paragraph 10.4 of the Council’s Access to Information Procedure Rules. It is not the public interest to disclose this because doing so would prejudice the business or financial affairs of any particular person (including the authority holding that information). 

RESOLVED that in accordance with the Council’s Constitution, specifically the Access to Information Procedure Rules contained within the Constitution, the press and public be excluded from the meeting in respect of any consideration of the exempt appendices 2 and 3 to the following item. 

The appendices are considered to be exempt from general publication based on Categories 3 and 4 of paragraph 10.4 of the Council’s Access to Information Procedure Rules.  It is not the public interest to disclose this because doing so would prejudice the business or financial affairs of any particular person (including the authority holding that information). 

To consider the report of the Cabinet Member for Homes and Culture seeking approval to progress the redevelopment of the former Oakland’s School site for the provision of new homes.

Report of the Cabinet Member for Homes and Culture seeking approval to progress the redevelopment of the former Oakland’s School site for the provision of new homes. 

RESOLVED

(i)  To appropriate the Former Oaklands School site from the General Fund to the Housing Revenue Account in order to develop the scheme outlined in this report.

(ii)  To approve the addition of £18.3m to the Housing Revenue Account Capital Programme, and the expenditure of £18.3m on the Former Oakland’s School Site to deliver a scheme of affordable council rented and shared ownership properties. To be funded from £10.9m borrowing, £2.9m retained Right-to-Buy capital receipts and £4.5m from the sale of the initial percentage of shared ownership properties.

To move that in accordance with the Council’s Constitution, specifically the Access to Information Procedure Rules contained within the Constitution, the press and public be excluded from the meeting in respect of any consideration of the exempt report to the following Item.

The report considered to be exempt from general publication based on Categories 1, 2 and 3 of paragraph 10.4 of the Council’s Access to Information Procedure Rules. It is not the public interest to disclose this information as the report contains confidential and personal information relating to specific individuals.   

RESOLVED that in accordance with the Council’s Constitution, specifically the Access to Information Procedure Rules contained within the Constitution, the press and public be excluded from the meeting in respect of any consideration of the exempt report to the following item. 

The report considered to be exempt from general publication based on Categories 1, 2 and 3 of paragraph 10.4 of the Council’s Access to Information Procedure Rules.  It is not in the public interest to disclose this information as the report contains confidential and personal information relating to specific individuals. 

Confidential report of the Director of Legal and Governance regarding the appointment of a Designated Independent Person.

RESOLVED that Mr Andrew Day was appointed as the Designated Independent Person for Southampton City Council from 17th July 2019 for a term of 3 years.