Agenda and minutes

Annual General Meeting, Council
Wednesday, 18th May, 2016 11.00 am

Venue: Southampton Guildhall, Civic Centre - Civic Centre. View directions

Contact: Sandra Coltman 023 8083 2718 

Items
No. Item

1.

City Of Southampton Award

Minutes:

FORMER COUNCILLOR NORRIS IN THE CHAIR

 

RESOLVED upon the motion of the Mayor (Former Councillor Norris) and seconded by the Sheriff (Councillor McEwing), that the City of Southampton Award be presented to Jane Higgins.

 

2.

Election of a Mayor for the ensuing Year

Minutes:

RESOLVED upon the motion of Councillor Rayment, and seconded by Councillor B Harris, that Councillor McEwing be elected to the Office of 794th Mayor of Southampton and Chair of the Council for the ensuing year.

 

The Mayor (Councillor McEwing) then made and subscribed to the Declaration of Acceptance of Office.

 

THE MAYOR (COUNCILLOR McEwing) IN THE CHAIR

 

3.

Mayor's Charities

Minutes:

The Mayor announced that she would be supporting as her charities, Two Saints, Wayne Howard Trust and St Mary's Titanic Window Fund.

 

 

4.

Election of a Sheriff for the ensuing Year

Minutes:

RESOLVED upon the motion of Councillor Hannides and seconded by Councillor Letts, that Councillor L Harris be appointed the 579th Sheriff of the City of Southampton and Vice-Chair of the Council for the ensuing year.

 

The Sheriff (Councillor L Harris) then made and subscribed to the Declaration of Acceptance of Office.

 

5.

VOTE OF THANKS TO RETIRING MAYOR

Minutes:

RESOLVED upon the motion of Councillor Moulton and seconded by Councillor Kaur, that the Council places on record its appreciation for the distinguished manner in which Former Councillor Norris had discharged the duties of the Mayor of the City during the period of her term of office.

 

6.

SOUTHAMPTON BUSINESS SUCCESS

Minutes:

RESOLVED that the Southampton Business Success Award be presented to Southampton Solent University.

 

7.

FORMER COUNCILLORS

Minutes:

RESOLVED that former Councillors Daunt, Galton, Jeffery, Lloyd, Norris, Tucker and Spicer be thanked for their service to the City during their period in office.

 

AT THE RECONVENED MEETING OF THE SOUTHAMPTON CITY COUNCIL HELD IN THE COUNCIL CHAMBER, CIVIC CENTRE ON 18th MAY, 2016

 

8.

Apologies

To receive any apologies.

Minutes:

It was noted that no apologies for absence had been received.

9.

Minutes pdf icon PDF 198 KB

To authorise the signing of the minutes of the Council Meeting held on 16th March 2016, attached.

Minutes:

RESOLVED that the minutes of the Council Meeting held on the 16th March, 2016 be approved and signed as a correct record.

10.

Announcements from the Mayor

Matters especially brought forward by the Mayor.

Minutes:

(i)  Welcome to New Members

 

The Mayor thanked all Members for their support in electing her as Mayor and welcomed to the meeting all those councillors who were attending their first meeting together with those who had successfully defended their seats.

 

(ii)  Employee of the Year Awards

 

The Leader presented the following awards:

 

Employee of the Year Awards:

·  Janet Chapman - School Crossing Patrol Officer;

·   Carole Holden – Cleaner; and

·  Ali Kershaw - Business Support Officer.

 

Manager of the Year:

Tina McIntyre - Project Coordinator.

 

Team of the Year:

Hospital Discharge Team.

 

 

(iii)  Training

 

The Mayor reminded Members of a number of training sessions that had been arranged and encouraged both new and existing Councillors to attend.

 

(iv)  Social Media

 

For the benefit of new Members, the Mayor referred to the wi-fi that was available in the Council Chamber and that the use of mobile electronic devices could therefore be used in the Chamber and in Committee Meetings.

 

The Mayor urged Members to use their good sense and behave with courtesy, particularly in not tweeting messages which would otherwise be in breach of the Council’s rules or the law. For example, tweeting material discussed in confidential session would be a serious breach.

 

The Mayor also informed Members that the fine for mobile phones ringing had been increased and the Mayor’s charity would now request £25 be paid.

 

(v)  Courtesy in the Chamber

 

The Mayor referred to the need for meetings to run efficiently and effectively, and asked Members to keep in mind throughout the year the basic courtesies that needed to be adhered to both in timeliness in arriving at the meeting and listening carefully to the arguments.

 

The Mayor further requested that for the benefit of the public, Members remain in the seat allocated, or if they wished to move, they give notice of their intention prior to the next meeting so that the copies displayed in the public could be amended.

11.

Election of the Leader

To elect a Leader of the Council for the ensuing year. Following the election the Leader will announce membership of the Cabinet.

Minutes:

The nomination of Councillor Letts was moved and seconded.

 

UPON BEING PUT TO THE VOTE IT WAS:

 

RESOLVED that Councillor Letts be elected as Leader of the Council for the ensuing year.

 

Following his election as Leader, Councillor Letts informed the Council of his Cabinet and their Portfolio responsibilities.

 

Education and Skills – Councillor Dr Paffey

Health and Sustainable Living – Councillor Shields

Finance - Councillor Chaloner

Communities, Culture and Leisure – Councillor Kaur

Transformation Projects - Councillor Hammond

Deputy Leader (Internal) and Environment and Transport – Councillor Rayment

Deputy Leader (External) and Housing and Adult Care – Councillor Payne

Children’s Social Care – Councillor Lewzey

The Leader then informed Members of the content of each of the Portfolios and announced that these would be incorporated into the scheme of Executive Delegation in the Constitution.

12.

Annual Review of the Constitution pdf icon PDF 65 KB

Report of the Service Director, Legal and Governance reviewing and updating the Council’s Constitution, attached.

Additional documents:

Minutes:

With the consent of the meeting, Councillor Barnes-Andrews, Chair of the Governance Committee, altered and moved the report of the Service Director, Legal and Governance detailing the annual review of the Council’s Constitution and Councillor Letts seconded:

 

Add additional recommendation (iv)

 

“that Financial Procedure Rules be amended to exempt real property transactions from the value thresholds determining the level of decision making, and that Article 12 of the Constitution be amended to exclude property transactions from the definition of ‘significant budgetary impact’ that determines whether or not a matter be treated as a Key Decision”.

 

Amendment moved by Councillor Moulton and seconded by Councillor Fitzhenry:

 

“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.

 

Increasing Involvement of the public

·  Council asks that the Governance Committee considers further how to appropriately strengthen public engagement at council meetings, asking for them to seek views of Members and to report back to Full Council in September with any proposed changes.

 

Confidentiality rules

·  Council asks that the Governance Committee considers how best to ensure that confidential items and information given to officers and members is not disclosed to the public and to consider further appropriate sanctions that might be put in place where a breach of confidentiality occurs and that it considers the measures taken to investigate any alleged breach of confidentiality. Governance to report back to Full Council in September with any proposed changes.

 

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.

 

Key Decisions and Property

·  All Members should be advised of Key property decisions and Group Leaders, Chair and Vice Chair of OSMC be sent a formal briefing note ahead of any key property decision”.

 

UPON BEING PUT TO THE VOTE THE ALTERATION MOVED BY COUNCILLOR BARNES-ANDREWS WAS DECLARED CARRIED

 

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

 

RESOLVED:

 

(i)  that the changes to the Constitution and associated arrangements as set out in the report be approved;

 

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

 

(iii)  that the City Council’s Constitution, as amended be approved, including the Officer Scheme of Delegation for the municipal year 2016/17; and

 

(iv)  that Financial Procedure Rules be amended to exempt real property transactions from the value thresholds determining the level of decision making, and that Article 12 of the Constitution be amended to exclude property transactions from the definition of ‘significant budgetary impact’ that determines whether or not a matter be treated as a Key Decision.

13.

Appointments to Committees, Sub-Committees and Other Bodies

A  Appointment of Members

 

The Leader to move that, subject to alterations as may from time to time be made by the Council, the necessary Committees, Sub-Committees and other bodies and external organisations be appointed by the Council with the number and allocation of seats to political groups as set out in a schedule to be tabled at the meeting.

 

B  Appointment of Chair

 

To appoint the Chair to each of the Committees and Sub-Committees appointed by the Council.

Minutes:

RESOLVED that subject to certain decisions that may from time to time be made by the Council, the following Committees, Sub-Committees and other bodies be appointed with the allocation of seats to political groups shown therein and they be delegated authority to act within their Terms of Reference:

 

 

Political Group

Seats on Council

%

Labour

25

52.08

Conservative

19

39.58

Councillors Against Cuts

3

6.25

Independent

1

2.08

 

 

Committees

 

Labour

Conservative

Councillors

Against

Cuts

No. of Seats

Overview and Scrutiny Management(10)

 

Cllr Furnell

Cllr Whitbread

Cllr Murphy

Cllr Savage

 

4

Cllr Fitzhenry

Cllr Fuller

Cllr Hannides

Cllr Moulton

 

4

Cllr Morrell

Cllr T. Thomas

 

 

 

2

 

10

Planning and Rights of Way  (7)

 

 

Cllr Denness

Cllr Coombs

Cllr Mintoff

Cllr Barnes-Andrews

4

 

Cllr Claisse

Cllr L Harris

Cllr Hecks

 

 

3

 

 

 

 

 

 

0

 

7

Employment and Appeals Panel (7)

 

Cllr Burke

Cllr Taggart

Cllr Noon

Cllr Whitbread

4

Cllr B Harris

Cllr White

Cllr Wilkinson

 

3

 

 

 

 

0

 

7

Chief Officer Employment Panel (6)

Cllr Letts

Cllr Payne

Cllr Rayment

3

Cllr Fitzhenry

Cllr Hannides

Cllr Moulton

3

 

 

 

0

 

6

Licensing Committee

(10)

(Min 10 – max 13)

Cllr Furnell

Cllr Mrs Blatchford

Cllr Jordan

Cllr Bogle

Cllr Lewzey

5

 

Cllr B. Harris

Cllr Painton

Cllr Parnell

Cllr J. Baillie

 

 

4

Cllr D. Thomas

 

 

 

 

1

 

10

Governance Committee (7)

 

Cllr Barnes-Andrews

Cllr Jordan

Cllr Keogh

Cllr Noon

4

Cllr Parnell

Cllr Inglis

Cllr O’Neill

 

 

3

 

 

 

 

 

0

 

7

Sub-Committees

Labour

Conservative

Councillors

Against

 Cuts

No. of Seats

Health Overview and Scrutiny Panel (7)

 

Cllr Bogle

Cllr Mintoff

Cllr Noon

Cllr Savage

 

4

Cllr Houghton

Cllr P. Baillie

Cllr White

 

 

3

 

0

 

7

Scrutiny Panel

 (7)

 

4

 

3

 

0

 

7

Children’s and Families Scrutiny Panel (7)

Cllr Keogh

Cllr Taggart

Cllr Murphy

Cllr Burke

 

4

Cllr Laurent

Cllr Painton

Cllr O’Neill

 

 

3

 

 

 

 

 

0

 

7

Licensing General Sub-Committee (5)

(Membership must come from membership of Licensing Committee)

Cllr Furnell

Cllr Mrs Blatchford

Cllr Jordan

 

3

Cllr Painton

Cllr Parnell

 

 

 

2

 

 

 

 

 

0

 

5

Standards Sub-

Committee (3)

 

2

 

1

 

0

 

 

3

Standards Appeal Sub-Committee (3)

 

2

 

 

1

 

 

0

 

 

3

TOTAL

43

33

3

79

 

2. Appointment to Committees/Sub-Committees and other bodies NOT subject to political proportionality and therefore not included in the above calculations.

 

Sub-

Committee

Labour

Conservative

 Councillors

Against

 Cuts

No. of Seats

Licensing and Gambling Sub-Committee (3)

(Any 3 Members drawn from the Licensing Committee membership on rotation basis)

 

 

 

3

 

Other bodies

 

Labour

Conservative

 Councillors

Against

 Cuts

No. of Seats

Hampshire Fire and Rescue

Authority (3)

Cllr Mintoff

Cllr Coombs

2

Cllr Fuller

 

1

 

 

0

 

3

South East Employers (3 + 3 Deputies)

 

 

Cllr Whitbread (Deputy)

 

1+1

Deputy

 

Cllr O’Neill

Cllr Parnell (Deputy)

 

1+1

Deputy

 

 

 

 

1+1

 Deputy

 

3 + 3

Local Democracy and Accountability Network for Councillors (2)

 

 

 

0

Cllr Parnell

 

 

1

 

 

 

1

 

 

2

Partnership for Urban  South Hampshire – Overview and Scrutiny Committee (1)

 

 

 

0

Cllr Moulton

 

 

1

 

 

 

0

 

 

 

1

Hampshire Police and Crime Panel (1)

(Overall proportionality is calculated across the County. This may require a change in appointment)

Cllr Rayment

 

1

 

 

 

0

 

 

0  ...  view the full minutes text for item 13.

14.

Calendar of Meetings

To approve the following dates for meetings of the Council in the 2016/17 Municipal Year:

 

20th JULY 2016

21st SEPTEMBER 2016

16th NOVEMBER 2016

15th FEBRUARY 2017(Budget)

15th MARCH 2017

17th MAY 2017

Minutes:

The Council approved the following dates for meetings of the Council in the 2016/17 Municipal Year:

20 July 2016

21 September 2016

16 November 2016

15 February 2017 (Budget)

15 March 2017

17 May 2017

15.

Deputations, Petitions and Public Questions

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

Minutes:

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

16.

Executive Business pdf icon PDF 188 KB

Report of the Leader of the Council, attached.

 

Minutes:

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.  City Wide Estate Regeneration

 

Question from Councillor Fitzhenry to Councillor Payne

 

Can the Cabinet Member outline the Executive’s plans for City wide estate regeneration over the next 2-4 years?  

 

Answer

 

I am pleased to report that planning consent was granted for the regeneration of Townhill Park on 3rd May. Demolition of the site of Phase 1A and most of Phase 1B is now well underway and officers are well advanced with plans to start on site on Phase 1A later this year. It is intended to bring a paper to Cabinet in July seeking approval to appoint the development agent and contractor and to progress the Compulsory Purchase Order to secure possession of the last remaining leasehold flat.

We are also in detailed discussions regarding phase 1B with a proposed development partner and funder. A programme for the delivery of the remaining phases will be included in the Cabinet report.

At Millbrook and Maybush the first Phase at Woodside Lodge and Wimpson Lane is also progressing well and a detailed planning application will be lodged this summer and a paper will be brought to Cabinet in August seeking approval to appoint the contractor.

Following the appointment of a new Project Manager for Millbrook & Maybush we intend to bring forward detailed proposals.

The regeneration of Erskine Court in Lordshill is nearing completion, and is due to provide 54 council homes when it opens this summer. The properties will be ‘extra care’ flats and this will be the first purpose-built extra care scheme delivered by the council and the aim is to deliver more of these.

 

2.  Estate Regeneration

 

Question from Councillor P. Baillie to Councillor Payne

 

Why has Estate Regeneration been such an abject failure during the last four years?

 

Answer

 

It hasn’t.

 

3.  Estate Regeneration Projects

 

Question from Councillor P. Baillie to Councillor Payne

 

Please list all of the current Estate Regeneration projects being led by Southampton Council which involves building homes, together with their approved council funding level, and with the expected completion date?

 

Answer

 

Townhill Park – A paper seeking an approved budget and approval for the appointment of a contractor for Phase 1A will be brought to Cabinet in July. It is intended that Phase 1A will be complete by Spring 2018

Woodside & Wimpson – A paper seeking an approved budget and approval for the appointment of a contractor will be brought to Cabinet in August. It is intended that this project will be on site in early 2017 and complete by Autumn 2018.

 

4.  Townhill Park Estate Regeneration

 

Question from Councillor P. Baillie to Councillor Payne

 

When may we expect an apology to the residents of Harefield and Bitterne Park for the (at least) four year delay to the  ...  view the full minutes text for item 16.

17.

Motions

Councillor Letts to move:

 

“On the balance of the arguments this Council believes it is in the interests of the City of Southampton for the UK to remain a member of the European Union”.

 

Minutes:

European Union

 

Councillor Letts moved and Councillor Barnes-Andrews seconded:

 

“On the balance of the arguments this Council believes it is in the interests of the City of Southampton for the UK to remain a member of the European Union”.

 

Stewart Dunn, Chief Executive, Hampshire Chamber of Commerce was in attendance and with the consent of the Mayor presented the arguments both for and against the motion.

 

UPON BEING PUT TO THE VOTE THE MOTION WAS DECLARED CARRIED

 

RESOLVED that the motion be approved.

18.

Questions from Members to the Chairs of Committees or the Mayor

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

Minutes:

1.  Political Whip

 

Question from Councillor Pope to the Mayor:

 

Will you be following the Labour Whip if you use your casting vote?

Would you say that it is appropriate for a party politician, instead of someone who is not controlled by a party political whip, to chair Full Council and if you do not deem it appropriate, will you join me in amending the Constitution today to that effect, by addressing the above issues?

 

Answer

 

Thank you most kindly, Councillor Pope for thinking of me in my Mayoral year, for considering my sense of fair play and justice. When you join a club of any description you agree to the Terms and Conditions and follow their rules, regardless if you agree with them or not.

As Mayor, I will be following the 300 odd year tradition and in response to your question – Yes and no, and I won’t be breaking that tradition.

19.

Southampton City Council and Police and Crime Commissioner for Hampshire Elections 2016 pdf icon PDF 60 KB

Report of the Returning officer detailing the results of the 2016 City Council and Police and Crime Commissioner for Hampshire Elections, attached.

Minutes:

The report of the Returning Officer detailing the results of the Southampton City Council and Police and Crime Commissioner elections on 5 May 2016 was noted.

20.

Overview and Scrutiny Annual Report 2015/16 pdf icon PDF 70 KB

Report of the Chair of the Overview and Scrutiny Management Committee detailing the Overview and Scrutiny Annual Report 2015/16 in accordance with the Council’s Constitution, attached.

Additional documents:

Minutes:

The report of the Chair of the Overview and Scrutiny Management Committee detailing the Overview and Scrutiny Management Committee Annual Report 2015/16 in accordance with the Council’s Constitution was noted.

21.

Overview and Scrutiny: Summary of Call In Activity pdf icon PDF 86 KB

Report of the Service Director, Legal and Governance detailing the use of the call-in procedure since last reported to Council in September 2015, attached.

Minutes:

The report of the Service Director, Legal and Governance detailing the use of the call-in procedure since last reported to Council in September 2015 was noted.