Agenda and minutes

To receive any apologies.

It was noted that apologies had been received from Councillors Claisse, Hannides and Wilkinson.

To authorise the signing of the minutes of the Annual General Council Meeting and the Extraordinary Council Meeting held on 17^th May, 2017, attached.

RESOLVED that the minutes of the AGM and Extraordinary Council meetings held on 17^th May 2017 be approved and signed as a correct record.

Matters especially brought forward by the Mayor and the Leader.

The Mayor announced that following agreement from Group Leaders agenda items 9-17 would be considered ahead of Executive Business and subsequent items.

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

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

Question 1

Is the Cabinet Member happy with the lane priority changes in Newman Street and why was this specific change introduced in the first instance?

Answer

With Park Street open to two-way traffic, motorists intending to join Shirley High Street city-bound are likely to use Park Street, therefore leaving the right-turn lane on Newman Street redundant.  We therefore changed the right lane to allow vehicles to turn right and carry on ahead in order to split the traffic using the street. 

Question 2

Is the Cabinet Member happy with the roll out of the opening of Park Street to all traffic, especially public awareness of such a major change?

Answer

After listening to concerns raised by users after the initial implementation of the scheme, we reviewed the location to see what could be introduced to assist with the layout changes and installed another set of directional arrows on the carriageway closer to the junction of Carlisle Road.  Additional temporary signage was also included at the entry to Park Street to advise of it being open to all traffic. 

Question 3

What involvement did the Cabinet Member or the 3 local Councillors have in the design of these schemes and what was the total cost of each scheme? 

Answer

The removal of bus lane on Park Street and amendments to Newman Street road markings were delivered as part of a package of works which included installation of cycle infrastructure on Shirley High Street, re-cutting of the traffic signal loops affected and adjustment to the signal staging and timings.  This was delivered as one package of works as all measures impacted on each other given their close vicinity to each other and to reduce disruption to the highway while works were delivered.  The removal of bus lane on Park Street was initially part of the Members LTIF programme.  As the scheme developed myself and ward Councillors were updated on the progress and the increased scope of project to accommodate all measures.  We were given a high level overview of the scheme in August prior to the TRO being advertised and expressed support as well as concern over delays in delivery.  In December full scheme drawings were shared with myself and ward Councillors which included delivery dates.

(ii)  The Council received the following Public Questions from Mr Galton which were responded to by Councillor Rayment, Cabinet Member for Environment and Transport (Question 1) and Councillor Hammond, Cabinet Member for Transformation Projects (Questions 2 and 3):

Question 1

What monitoring has taken place on new traffic flows in the Newman Street and Park Street area especially in relation to junctions with the main high street, including traffic flows on the high street too. 

Answer

Highways engineers have had several site visits.  As with most changes to road layouts there is a bedding in period where road users adjust to  ...  view the full minutes text for item 24.

Report of the Leader of the Council detailing the business undertaken across the Council since 17^th May 2017, 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.  Safety at the junction of Station Road and Spring Road

Question from Councillor J Baillie to Councillor Rayment

Other than refreshing the white lines, what has been done to improve safety at the junction of Station Road and Spring Road?

Answer

Surface markings have recently been refreshed at a section of this junction as part of the resurfacing maintenance programme. While this was not part of the Road Safety programme the recent injury accident rate was discussed and the opportunity was taken to make small, short term improvements. These included the revision of hazard warning lines, centre line markings and inclusion of “SLOW” surface text to increase awareness of the junction to approaching drivers. 

Due to the injury accident rate over the last three year period this junction has been prioritised and included in the 2017-18 Road Safety Engineering programme. The investigation will assess contributing factors to injury accidents and recommend mitigating engineering factors. This study is currently underway and due to complete in late August at which point officers would welcome a meeting with ward Cllrs on site to discuss the recommendations. Following this stage the agreed works will be taken forward to detailed design and depending on costs, delivery intended in Spring 2018.

2.  AWC – Action against HMO’s and Businesses

Question from Councillor Painton to Councillor Rayment

Now that the fortnightly bin is entering its first month in operation what actions do you propose to take against HMO's and Businesses putting out extra black plastic bags full of rubbish as there green bin has overflowed, and with the majority of HMO having more than one user to their allocated bin should HMO'S now use a commercial collection service.

Answer

The Council’s Managing the Local Environment Policy went live on 5^th June 2017. The Street Scene Enforcement team was fully active from 17^th July 2017 following training, and will be tackling domestic bin issues such as bins left on pavements, side waste and contaminated waste.

There is a clear process in the policy to intervene, educate and follow-up with enforcement action under s.46 of the Environmental Protection Act 1990 to deal with all residents (including those in HMOs) who continuously produce side waste, in spite of early intervention, education, and support being given.

Businesses who dispose of their waste incorrectly and abuse the domestic bins will be given a period of time to comply with their responsibilities under the duty of care regulations before joined-up enforcement action is taken with environmental health to educate and enforce relevant regulations against businesses.

Our focus is to help residents to manage their waste, recycle more and keep our streets clean and tidy.  In extreme circumstances of non-compliance, enforcement action will be taken in line  ...  view the full minutes text for item 25.

(a)  Councillor Fuller to move:-

This Council recognises the significant contribution and sacrifice our Armed Forces have made, and continue to make, to defend our freedom. To recognise this the Council commits to staging a fitting Armed Forces Day event to take place in Southampton in 2018 and yearly there after. The Council will work with all partners, military and civilian, to ensure this is a fitting tribute to all our serving military personnel and veterans and will pledge to support it in both financial and organisational terms.

(a)  Armed Forces Day Event

Councillor Fuller moved and Councillor Moulton seconded:

This Council recognises the significant contribution and sacrifice our Armed Forces have made, and continue to make, to defend our freedom.  To recognise this the Council commits to staging a fitting Armed Forces Day event to take place in Southampton in 2018 and yearly after that.  The Council will work with all partners, military and civilian, to ensure this is a fitting tribute to all our serving military personnel and veterans and will pledge to support it in both financial and organisational terms. 

Amendment moved by Councillor Burke and seconded by Councillor Kaur:

2^nd sentence delete “To recognise this the Council commits to staging a fitting Armed Forces Day event to take place in Southampton in 2018 and yearly there after”

replacewith “This Council has made significant strides in working with other authorities and the Armed Forces in ensuring the welfare and wellbeing of all serving personnel and veterans is catered for. To this end we have secured a grant which will enable us to carry out a needs assessment and asset management across the region. Promotions and commemorations including Armed Forces Day will play an important part of this”. 

6^th sentence delete “and will pledge to support it in both financial and organisational terms.” 

Amended Motion to read:

This Council recognises the significant contribution and sacrifice our Armed Forces have made, and continue to make, to defend our freedom.  This Council has made significant strides in working with other authorities and the Armed Forces in ensuring the welfare and wellbeing of all serving personnel and veterans is catered for. To this end we have secured a grant which will enable us to carry out a needs assessment and asset management across the region. Promotions and commemorations including Armed Forces Day will play an important part of this. The Council will work with all partners, military and civilian, to ensure this is a fitting tribute to all our serving military personnel and veterans.

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

UPON BEING PUT TO THE VOTE THE MOTION WAS DECLARED CARRIED

RESOLVED that the motion be approved. 

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

It was noted that there were no questions from Members to the Chairs of Committees or the Mayor.

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

It was noted that there were no appointments to Committees, Sub-Committees or Other Bodies. 

To consider the report of the Cabinet Member for Environment and Transport seeking approval of the receipt of funding from the Department for Transports’ Access Fund in order to deliver the ‘Southampton: Driving our cycling ambition into local towns, schools, colleges and workplaces’ programme for three years up until 31st March 2020, attached.

The report of the Cabinet Member for Environment and Transport was submitted seeking approval for the receipt of funding from the Department of Transports Access Fund in order to deliver the ‘Southampton: Driving our cycling ambition into local towns, schools, colleges and workplaces’ programme for three years up until 31^st March 2020. 

RESOLVED:

(i)  To approve the receipt of Access Funds, totalling £2,294,000, awarded by the Department for Transport for 2017/18 through to 2019/20.

(ii)  To approve the addition of £816,000 to the Environment & Transport Portfolio’s revenue budget for 2017/18 and to note that the remaining £1,478,000 of the Access Fund award will need to be added to the revenue budgets for 2018/19 and 2019/20.

(iii)  To approve the allocation of Local Transport Plan funds, totalling £300,000, from the Sustainable Travel and Integrated Transport budgets, within the approved Environment & Transport Portfolio Capital Programme, in order to match fund the grant at approximately 12.5% of the total.

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. 

RESOLVED:

(i)  to agree the changes to the Constitution and associated arrangements as set out in this report as detailed in Appendix 1;

(ii)  to authorise the Service Director: Legal & Governance to finalise the arrangements as approved by Council and make any further consequential or minor changes arising from the decision of Council.

To consider the report of the Cabinet Member for Housing and Adult Care outlining the procurement of carers support services.  This procurement will be commissioning an integrated service for children, young people and adults, attached. 

The report of the Cabinet Member for Housing and Adult Care outlining the procurement of carers support services was submitted for approval.  This procurement will be commissioning an integrated service for children, young people and adults.

RESOLVED to approve a financial envelope of up to £2,479,400 for a maximum contract lifetime of 7 years (5 + 2 year extension).

To consider the report of the Cabinet Member for Housing and Adult Care seeking to accept the allocation of £9.7m one-off additional Government funding over three years, for the purpose of meeting adult social care needs, reducing pressures on the NHS and stabilising the social care provider market, attached. 

The report of the Cabinet Member for Housing and Adult Care was submitted seeking to accept the allocation of £9.7m one-off additional Government funding over three years, for the purpose of meeting adult social care needs, reducing pressures on the NHS and stabilising the social care provider market. 

RESOLVED:

(i)  To approve the acceptance of the one-off Government grant of £9,710,902 for adult social care over three years from 2017/18 to 2019/20;

(ii)  To approve the addition of £4.98M to the Housing & Adult Social Care Portfolio’s revenue budget for 2017/18 and to note that the remaining £4.73M of the Government grant award will need to be added to the revenue budgets for 2018/19 and 2019/20; and

(iii)  To approve revenue expenditure of £4.98M in 2017/18 on schemes (set out in Appendix 1) that will meet adult social care needs, reduce pressures on the NHS and stabilise the social care provider market, in accordance with the grant conditions, Financial Procedure Rules and the governance arrangements for Southampton’s Better Care Fund.

To consider the report of the Cabinet Member for Children's Social Care detailing the Corporate Parenting Annual reports 2015/16 and 2016/17, attached.

The report of the Cabinet Member for Children’s Social Care was submitted and noted detailing the Corporate Parenting Annual reports 2015/16 and 2016/17.

To consider the report of the Cabinet Member for Finance.  The purpose of this report is to summarise the overall General Fund & Housing Revenue Account revenue outturn for 2016/17. It compares actual spending against the revised budget approved at Council in February 2017 adjusted for approved changes made since that date.  The report also considers any requests for carry forwards and the allocation of funds for corporate purposes or other additional expenditure, attached. 

The report of the Cabinet Member for Finance was submitted summarising the overall General Fund and Housing Revenue Account revenue outturn for 2016/17.  It compares actual spending against the revised budget approved at Council in February 2017 adjusted for approved changes made since that date.  The report also considers any requests for carry forwards and the allocation of funds for corporate purposes or other additional expenditure. 

RESOLVED to:

(i)  Note the final General Fund outturn for 2016/17 detailed in Appendix 1 is a balanced position following the transfer to earmarked reserves and the revenue grants reserve totalling £4.97M as noted in paragraph 7.

(ii)  Note that the level of General Fund balances at 31 March 2017 was £11.3M.

(iii)  Note the performance of individual Portfolios in managing their budgets as set out in paragraph 8 of this report and notes the major variances in Appendix 2.

(iv)  Approve the carry forward requests totalling £0.13M and as outlined in paragraph 16.

(v)  Note that £0.8M has been transferred to the Revenue Grants Reserve as detailed in paragraph 15.

(vi)  Note the accounts for the Collection Fund in 2016/17 as detailed in paragraphs 24 to 31 and in Appendix 4.

(vii)  To note the HRA revenue outturn for the financial year 2016/17, as set out in Appendix 5, and the working balance at the end of the year of £3.0M.

To consider the report of the Cabinet Member for Finance.  The purpose of this report is to outline the General Fund and Housing Revenue Account capital outturn position for 2016/17 and seek approval for the proposed financing of the expenditure. This report also highlights the major variances against the approved estimates and sets out the revised estimates for 2017/18 and future years which take account of slippage and re-phasing, attached. 

The report of the Cabinet Member for Finance was submitted outlining the General Fund and Housing Revenue Account capital outturn position for 2016/17 and seek approval for the proposed financing of the expenditure.  This report also highlights the major variances against the approved estimates and sets out the revised estimates for 2017/18 and future years which take account of slippage and re-phasing. 

RESOLVED to:

(i)  Note the actual capital spending in 2016/17 as shown in paragraphs 3 to 5 and notes the major variances detailed in Appendix 1 and Appendix 2.

(ii)  Note the revised estimates for 2017/18, adjusted for slippage and re-phasing and additions contained within this report, as shown in Appendix 3.

(iii)  Approve the proposed capital financing in 2016/17 as shown in paragraph 6.

(iv)  Note that the capital programme remains fully funded up to 2020/21 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.

(v)  Note the reduction of £0.16M in 2017/18 to the Housing & Sustainability programme. As detailed in paragraph 22.

(vi)  Note the reduction of £0.09M in 2017/18 to the Environment &Transport - City Services programme. As detailed in paragraph 23.

(vii)  Approve the addition and spend of £0.16M in 2017/18 to the Leaders programme; to be funded from Council resources. As detailed in paragraph 24 and 25.

(viii)  Approve the addition and spend of £1.63M, £1.44M in 2017/18 and £0.19M in 2018/19 to the Transport programme; to be funded from capital grants. As detailed in paragraph 26 and 27.

(ix)  Note the addition of £0.16M to the programme since the last reported position in February 17, under delegated powers. As detailed in paragraph 30 and Appendix 4.

(x)  Approve the revised General Fund Capital Programme, which totals £208.99M (as detailed in paragraph 29) and the associated use of resources (as detailed in paragraph 31).

(xi)  Approve the revised HRA Capital Programme, which totals £233.17M (as detailed in paragraph 35) and the associated use of resources (as detailed in paragraph 34).

To consider the report of the Cabinet Member for Finance.  The purpose of this report is to inform the Governance Committee and Council of the Treasury Management activities and performance for 2016/17 against the approved
Prudential Indicators for External Debt and Treasury Management, attached. 

The report of the Cabinet Member for Finance was submitted to inform the Council of the Treasury Management activities and performance for 2016/17 against the approved Prudential Indicators for External Debt and Treasury Management.

RESOLVED to:

i)  Note the Treasury Management (TM) activities for 2016/17 and the outturn on the Prudential Indicators

ii)  Note that the continued proactive approach to TM has led to reductions in borrowing costs and safeguarded investment income during the year.

iii)  Continues to delegate authority to the S151 Officer to make any future changes which benefit the authority and to report back at the next Treasury update.

iv)  Note that due to the early timing of the report to Governance committee, changes have been made to this report following the finalisation of capital and revenue budgets.  There have been no changes to the outturn figures but the forecast figures have been updated to reflect the capital report being submitted.

To consider the report of the Leader of the Council recommending further integration between health and social care in the City through the establishment of a Joint Commissioning Board, attached. 

The report of the Leader of the Council was submitted recommending further integration between health and social care in the City through the establishment of a Joint Commissioning Board. 

RESOLVED:

(i)  To approve the establishment of a Joint Commissioning Board between the Council and Southampton City Clinical Commissioning Group to undertake non-executive functions within the Boards proposed Terms of Reference.

(ii)  To delegate authority to undertake joint commissioning functions that are non-executive functions within agreed budgets to individual members of the Board (Officers and Members as appropriate) acting at Board meetings within the procedures set out in the terms of reference.

(iii)  To authorise the Service Director: Legal and Governance following consultation with the Leader, Group Leaders, the Chief Strategy Officer and the Director: Quality and Integration to make all necessary changes to the Council’s Constitution to give effect to the establishment of the Board and decision making arrangements, including but not limited to changes to the Executive Scheme of Delegation, Officer Scheme of Delegation, Member and Officer Codes of Conduct, Partnership Protocols, Financial and Contract Procedure Rules, decision making protocols and standards and the creation of an Inter Authority Agreement, information sharing and information governance protocols, conflict resolution procedures and protocols as well as terms of reference for any new Board established. 

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 confidential appendix 1 to the following Item

Confidential appendix contains information deemed 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 information as the appendix contains confidential and commercially sensitive information supplied by the Service Provider. 

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 confidential appendix 1 to the following Item.

Confidential appendix contains information deemed 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 information as the appendix contains confidential and commercially sensitive information supplied by the Service Provider. 

To consider the report of the Cabinet Member for Environment and Transport detailing proposals to make revenue savings from the Highways contract and extend the term of the Highways contract and the associated 'Citywatch' contract, attached.

The report of the Cabinet Member for Environment and Transport was submitted detailing proposals to make revenue savings from the Highways contract and extend the terms of the Highways contract and the associated ‘Citywatch’ contract. 

RESOLVED:

(i)  To delegate authority to the Service Director, Business Operations and Digital, following consultation with the Service Director, Legal and Governance and the Service Director, Finance and Commercialisation, to amend the HSP Contract by extending its term until 23:59 hours on 30 September 2025 and make associated amendments to reduce the Council’s General Fund costs associated with this contract in each of the remaining years of the contract from 2017-18 onwards.

(ii)  To delegate authority to the Service Director, Business Operations and Digital, following consultation with the Service Director, Legal and Governance and the Service Director, Finance and Commercialisation, to extend the term of the Citywatch (also known as ‘ROMTV’) contract until 23:59 hours on 30 September 2025 and make associated amendments to reduce the Council’s General Fund costs associated with this contract in 2017-18.

(iii)  To note the increase in financial commitment to the Authority covering the period 2020/21 to October 2025 to meet the additional contract costs over the extended years of the HSP and Citywatch contracts which total an estimated £13.3M (uplifted by indexation).

(iv)   To note that the renegotiated terms for the HSP and ROMTV contracts will achieve estimated General Fund savings - compared to current spending and costs. These are detailed in confidential Appendix 1.