Agenda and minutes

To receive any apologies.

It was noted that apologies had been received from Councillors Bogle, Greenhalgh, McEwing, Powell-Vaughan, Rayment and Ugwoeme. 

To authorise the signing of the minutes of the Council Meeting held on 20^th September 2023, attached.

RESOLVED that the minutes of the Council Meeting held on 20^th September 2023 be approved and signed as a correct record. 

Matters especially brought forward by the Lord Mayor and the Leader.

Announcements from the Lord Mayor:

(i)  The Lord Mayor announced that the meeting was open to being filmed and reminded those filming that the right to film was limited to the duration of the meeting and recording must cease when the meeting closed.  Filming or recording was not permitted if the effect would be to interrupt or disturb the proceedings or if it was intrusive of a specific individual or individuals. If in her opinion this was occurring, it would not be permitted, and she would ask you to stop. Similarly, some members of the public attending the meeting may object to being filmed, photographed or recorded. The Lord Mayor would be making those attending the meeting today aware and would ask those filming, to respect their wishes, and would expect that these were complied with.

(ii)  The Lord Mayor also reminded Members that during the meeting they should treat each other with due respect during debates, remembering the courtesies they would like from members when speaking and extending those to others. This specifically included respect for the role of Lord Mayor and for them not to talk over the Lord May as unfortunately happened on occasions at the last meeting. During business, as an example, a question where it should be a question as opposed to statements that then lead to inappropriate debate across the Chamber. I expect time limits as indicated by the traffic light system to be respected.  At the last two meetings of Council, we have been getting used to the revised format for Executive Business and I have given members some latitude because of that. We are now used to the system and therefore questions to the Cabinet Members must only relate to matters that have been referred to by the Cabinet, nothing else.  I would repeat timings must be adhered to by all members and will be strictly applied.  Also, Members I would like to remind you that as in previous years, there is a £25 fine for mobile phones ringing and this will go to the Lord Mayor’s charity.

(iii)  Member’s it is with great pride I am able to share with you that the Southampton Sunday Lunch Project is one of only four winners in Hampshire of this year’s prestigious King’s Award for Voluntary Service. This prestigious National Honour recognises outstanding contributions made to local communities by groups voluntarily devoting their time for the benefit of others.  It sets the national benchmark for excellence in volunteering, with the work of those awarded being judged of the highest standard. 

The Southampton Sunday Lunch Project was created to help people when they are having a tough time in their life. Our customers are people who cannot or do not have the facilities to cook a hot meal for themselves or their families or are in other ways in need of lunch. Thanks to our volunteers and our generous supporters, we are able to carry on supporting our community to maintain our good work.

Winning  ...  view the full minutes text for item 43.

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

(i)  The Council received the following Public Questions from Ms Clearkin which were responded to by Councillor Keogh, Cabinet Member for Environment and Transport:

Question 1 - Does the Council have a cost benefit analysis for its net zero plans?

Answer - As part of the delivery process, actions to achieve net zero will be subject to a project management and decision-making process and include an assessment of costs, benefits and funding to ensure they are affordable, deliverable and achievable.

Question 2 - Will the funding for their implementation come from a local or national source, or a combination of both, in which case how much money will Southampton have to find or borrow?

Answer - This assessment will occur on a case-by-case basis because funding comes from a variety of sources, both national, regional and local as well as business-as-usual across some SCC service areas. In addition to delivering net zero, the Council will need to explore and develop funding mechanisms to invest and retain benefits locally, especially where a proposal's business case is less strong.

Question 3 - How will the implementation of net zero policies in Southampton enable the city to recover its finances, converting them from the red into the black?

Answer - Many of the actions to achieve net zero present opportunities to introduce efficiencies, reduce future risks and costs. The measures being pursued often lead to potential financial benefits for both the Council and the city.  For example, phase 1 of the Council’s corporate property decarbonisation scheme reduced annual energy costs by £0.33M whilst reducing carbon emissions by 255 tonnes per year.

Carbon dioxide is essential for human life; plants breathe it in, as it were, then produce oxygen, without which humans can’t live.  An objective of the Council seems to be to reduce the amount of carbon dioxide in the atmosphere.

(ii)  The Council received the following Public Questions from Ms Childs-Clarke which were responded to by Councillor Keogh, Cabinet Member for Environment and Transport:

Question 1 - Can you give us the scientific data that show how much of this gas is currently in the atmosphere and the data that show by how much it should be reduced, and why?

Answer - Scientific evidence (summarised here in the Intergovernmental Panel on Climate Change Working Group Report) shows that the planet is warming, and that human activity is likely the main contributor to this warming. Carbon dioxide levels have increased by about 45% since before the industrial revolution. At the UN Climate Change conference (COP21) in December 2015, 195 countries adopted the first-ever universal global climate deal. The agreement sets out a global action plan to put the world on track to avoid dangerous climate change by limiting global warming to well below 2°C above pre-industrial levels and pursue efforts towards limiting to 1.5°C. To do this we need to reach net zero carbon emissions by 2050 globally to have chance at limiting temperature increase and avoiding the worst effects of climate change.  ...  view the full minutes text for item 44.

Verbal Report of the Leader of the Council.

A verbal report of the Leader of the Council was given 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.  Council Transport Policies 

Councillor Moulton to Councillor Keogh

QUESTION: In light of the government's announcement in September of its new long term plan to back drivers, what changes are being considered to council transport policies or schemes in Southampton?

ANSWER: The Council has an adopted Local Transport Plan Connected Southampton which is our long term strategy to 2040 on how to improve our transport network. The Plan for Drivers is a policy statement from Government which we await for the Department for Transport to provide Local Transport Note updates which the Council will then follow /action.

2. Housing Voids

Councillor P Baillie to Councillor Fielker

QUESTION: We know that HRA housing is in a total mess but given that the excess time to sort out voids is costing over £3.5 million per year, plus over 600 families could have been living in a council home, then what is the rationale for not making the improvement in void time to the property?

ANSWER: I was confused by this question which suggests that Council is not looking improve the current void performance.  That is clearly not the case.  I do recall an email from you which asked about priorities.  I rightly replied that voids, repairs and decent homes have equal priority.  You can’t address voids in isolation of the other two.  It is the need to replace kitchens, bathrooms, boilers, windows and doors at the point properties become empty which is having a major impact on the length of time to prepare a property for reletting.  If we don’t give repairs and decent homes an equal priority this situation will continue. 

3.  Child Friendly City

Councillor J Baillie to Councillor Winning

QUESTION: With the city withdrawing from the Child Friendly City process, how are you ensuring that children remain a key focus for the authority?

ANSWER: There is a distinction between the UNICEF Child Friendly programme and Child Friendly Southampton – which continues to be our aspiration for children and young people in our city.

We have given formal notice to UNICEF and we will be working with them proactively until end-January 2024 to confirm local transition arrangements.

The work with UNICEF to date has elicited the views of over 3000 children, which we have used to shape our Child Friendly Plan moving forward.

The approach we are going to take is to use our Children and Young People’s Strategic Partnership Board to oversee progress. Officers will make sure that the child friendly initiatives we decide to take forward are linked to the strategic plans that Board monitors as part of its core functions.

Child friendly Southampton remains our ambition, building on the Good Ofsted rating with Outstanding leadership we received earlier in the year. The  ...  view the full minutes text for item 45.

(a)  Moved by Councillor Moulton

Council recognises that the planned closure of the restaurants in the Potters Court and Erskine Court Extra Care homes has not been handled well, leading to considerable distress to residents and families. The announcement of the closure with the original planned date of end of October did not allow for proper consultation or planning. Council recognises the importance of the restaurants for the wellbeing of residents and urges the Executive to work with potential alternative operators to find an enduring solution to keep them open permanently.

Furthermore, Council asks that for any such changes in the future that ward councillors are fully and proactively engaged, in a timely manner, that the welfare of vulnerable residents is properly considered, and that changes are effectively managed with co-ordination across all council departments involved.  

(b)  Moved by Councillor P Baillie

Southampton City Council, through the Housing Revenue Account, is the most important landlord in Southampton. Its actions as the landlord impact the lives of tens of thousands of people directly, but also many other tens of thousands indirectly, who look up to the HRA for guidance and leadership.

Council notes that since 2012 there has been a sustained lack of investment in HRA. Council also notes that the HRA has ring-fenced finances and is unaffected by outside financial turmoil.

Council thus finds the present situation of void homes taking over 90 days to get ready, the repair service in disarray, and worst of all the percentage of homes meeting the Decent Homes Standard down from 99% to around 50%, unacceptable and Council asks the Executive to prioritise getting homes fit for living in, well repaired, and that the time taken to sort out standard voids is brought below 3 weeks quickly. Council notes that the cost alone of the time taken to sort out voids is around £3.5M per year, and in addition over 550 families could have been in HRA housing for a year.

Council also notes that there has been a complete stop on Estate Regeneration for political reasons, despite an urgent need for new housing.

Finally Council notes that previous Cabinet Members for Housing have appeared to not be equal to the tasks and asks the current Cabinet Member whether she is really up to the difficult challenges ahead.

Council asks that a full apology is given to council tenants, from the Cabinet Member, for the quite terrible performance of the HRA.

(c)  Moved by Councillor Powell-Vaughan

Radicalisation poses a significant threat to the safety, unity, and wellbeing of our community, leading to potential acts of violence and social division. It is the responsibility of Southampton City Council [and partners] to proactively address this issue and implement measures to prevent radicalisation among our residents.

Effective strategies to prevent radicalisation require a multi-agency approach, involving local authorities, educational institutions, law enforcement, healthcare providers, and community organisations.

Council therefore agrees to propose the following actions: 

• Southampton City Council to create, support educational programs, multi-faith learning and community  ...  view the full agenda text for item 46.

(a)  Moved by Councillor Moulton and seconded by Councillor Galton

Council recognises that the planned closure of the restaurants in the Potters Court and Erskine Court Extra Care homes has not been handled well, leading to considerable distress to residents and families. The announcement of the closure with the original planned date of end of October did not allow for proper consultation or planning. Council recognises the importance of the restaurants for the wellbeing of residents and urges the Executive to work with potential alternative operators to find an enduring solution to keep them open permanently.

Furthermore, Council asks that for any such changes in the future that ward councillors are fully and proactively engaged, in a timely manner, that the welfare of vulnerable residents is properly considered, and that changes are effectively managed with co-ordination across all council departments involved. 

Amendment moved by Councillor Fielker and seconded by Councillor Finn

Paragraph one, second line, delete “has not been handled well” replace with “was not implemented as well as it could have been”

Paragraph one, fifth line, delete “restaurants” and replace with “restaurant space”

Paragraph one, fifth line, after “residents and”, delete “urges the Executive to work with” replace with “will explore”

Paragraph one, last line, delete “to find an enduring solution to keep them open permanently.”  replace with “and solutions.”

Paragraph two, first line, delete “asks” replace with “reconfirms”

Paragraph two, first line, after “future”, delete “that ward councillors are fully and proactively engaged, in a timely manner, that the welfare of vulnerable residents is properly considered, and that”

Paragraph two, third line, after “managed”, delete “with co-ordination across all council departments involved” replace with “and communicated with those impacted and ward councillors.”

AMENDED MOTION TO READ:

Council recognises that the planned closure of the restaurants in the Potters Court and Erskine Court Extra Care homes was not implemented as well as it could have been, leading to considerable distress to residents and families. The announcement of the closure with the original planned date of end of October did not allow for proper consultation or planning.  Council recognises the importance of the restaurant space for the wellbeing of residents and will explore potential alternative operators and solutions.

Furthermore, Council reconfirms that for any such changes in the future that changes are effectively managed and communicated with those impacted and ward councillors.

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

RESOLVED that the amended motion be approved.

(b)  Moved by Councillor P Baillie and seconded by Councillor Fitzhenry

Southampton City Council, through the Housing Revenue Account, is the most important landlord in Southampton. Its actions as the landlord impact the lives of tens of thousands of people directly, but also many other tens of thousands indirectly, who look up to the HRA for guidance and leadership.

Council notes that since 2012 there has been a sustained lack of investment in HRA. Council also notes that the HRA has ring-fenced finances and  ...  view the full minutes text for item 46.

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

The following question to the Chair of Planning and Rights of Way Panel was submitted in accordance with Council Procedure Rule 11.2:-

1.  Prevention of Flooding

Councillor P Baillie to Councillor Savage

QUESTION: The absorption of rain water is essential to help prevent flooding. A vital part is the absorption of rain water by front gardens.  Why have so many front gardens been allowed to replace grass with impermeable material which just forces the rain water onto the road?  What is your committee going to do about this problem?

ANSWER: At present, planning permission is required where a new driveway or hardstanding is greater than five square metres if using traditional construction consisting of impermeable materials (e.g. tarmac or non-permeable block paving) where water is not drained to a permeable area within the property curtilage.

Planning permission is not required if a new or replacement driveway of any size uses permeable (or porous) surfacing, such as gravel, permeable concrete block paving or porous asphalt, or if the rainwater is directed to a lawn or border to drain naturally.

Highway drainage is designed to accept surface water runoff from roads and footpaths within the highway curtilage, and not flows from private land, properties or private drainage connections. It is an offence under the Highway Act 1980 for any private property to direct flow towards the highway, and the Highways Authority can take action against the person(s) responsible.

The Government is committed to the enactment of Schedule 3 of the Flood and Water Management Act (2010) in 2024. This will ending the automatic right to connect into the surface water sewer network for the drainage of surface water and make Southampton City Council a Sustainable Drainage Approval Body (SAB) giving Lead Local Flood Authorities more control over the management of surface water.  All development or construction where land covering an area of 100sqm or greater will be required to incorporate the use of sustainable drainage systems (SuDS). The requirement for obtaining consent from the SAB will be separate to the Local Planning Authority.

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

The following appointments were noted:

(i)  Councillor Blackman to replace Councillor Wood on the forthcoming Scrutiny Panel Inquiry.

(ii)  Councillor Greenhalgh to replace Councillor Mrs Blatchford on Planning and Rights of Way Panel.

The report of the Scrutiny Manager providing an update to Council on the use of Call-In by the Overview and Scrutiny Management Committee over the previous 6 months was noted.

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 appendix to the following Item.

The appendix is considered to be exempt from general publication based on Category 3 of paragraph 10.4 of the Council’s Access to Information Procedure Rules. It is not in the public interest to disclose this because doing so would prejudice individual finance and business affairs.

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

The appendix was considered to be exempt from general publication based on Category 3 of paragraph 10.4 of the Council’s Access to Information Procedure Rules. It was not in the public interest to disclose this because doing so would prejudice individual finance and business affairs.

Report of the Cabinet Member for Finance and Change seeking approval for the disposal of One Guildhall Square.

Report of the Cabinet Member for Finance and Change detailing the proposed disposal of freehold interest in One Guildhall Square.

RESOLVED:

(i)  That the commencement of a sale process for a disposal of the freehold interest in One Guildhall Square, subject to existing leases and condition is approved.

(ii)  a. That in the first instance, approval is given for the sale process to be offered “off market” exclusively to the special interest party. b. That any sale to the special interest party will be subject to a completion of a sale taking place by 31 March 2024.

(iii)  The commercial and financial terms and related recommendations as set out in the confidential appendix, be agreed by Council.

(iv)  Following consultation with the Cabinet Member for Finance and Change and the Executive Director for Corporate Services, that the Executive Director for Place be given delegated authority to finalise the detailed terms of this transaction.

(v)  If terms for a sale of the freehold interest cannot be agreed with the special interest party by a specified date, the council will procure the services of a commercial real estate agent through its normal procurement processes, to market the freehold interest on the open market.

(vi)  If the council needs to proceed with an open market sale in accordance with recommendation (v), to delegate authority to the Executive Director Place, following consultation with the Executive Director Corporate Services and the Cabinet Member for Finance and Change to finalise the detailed terms for, and proceed to the completion of, sale of the property.

NOTE the following Members declared a discloseable pecuniary interest and left the meeting during its consideration:  Councillors Blackman, M Bunday, Cox, Denness, Fielker, Houghton, Kataria, Letts, McCreanor and Paffey.

Councillor Leggett declared a personal interest and remained at the meeting.