Agenda and minutes

Venue: Meeting to be held here: https://bit.ly/2XpnhiP

Contact: Judy Cordell and Claire Heather  023 8083 2766/2412

Items
No. Item

1.

ELECTION OF A MAYOR FOR THE ENSUING YEAR

Minutes:

RESOLVED: upon the motion of Councillor Kaur and seconded by Councillor Fitzhenry, that Councillor Mrs Blatchford be elected to the Office of 798th Mayor of Southampton and Chair of the Council for the ensuing year.

 

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

 

 

2.

ELECTION OF A SHERIFF FOR THE ENSUING YEAR

Minutes:

RESOLVED: upon the motion of Councillor Fuller and seconded by Councillor Keogh that Councillor Houghton be appointed the 583rd Sheriff of the City of Southampton and Vice-Chair of the Council for the ensuing year.

 

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

 

 

 

3.

Minutes pdf icon PDF 137 KB

To authorise the signing of the minutes of the Council Meeting held on 18th March 2020, attached.

Minutes:

RESOLVED: that the minutes of the Council meeting held on 18th March 2020 be approved and signed as a correct record.

 

 

4.

Announcements from the Mayor and Leader

Matters especially brought forward by the Mayor and the Leader.

Minutes:

(i)  Annual General Meeting

 

The Mayor announced that this was a historic day for the City as it was the first time that such a meeting had been held virtually and indeed believed that the City Council were one of the first Councils in the UK to hold an AGM virtually.

 

  Due to new legislation allowing virtual meetings and ensuring there was the right IT platforms and software, no decision making meetings could   realistically take place until now.

 

  Accordingly, as the meeting could not be held in the normal way some of the   traditional ceremonial parts would not take place today but it was intended to   have a further event hopefully later in the year when everyone could meet in   the Guildhall and celebrate the Mayoralty and our Citizens and Business   Awards.

 

  The Mayor also announced that the Country was in highly unusual and   difficult times. Families in the City had lost loved ones to the dreadful   coronavirus and indeed the Council had lost one of its valued and long   serving employees, Nigel Fulbrook and John Campbell who was one of the   City’s Independent School Appeal Members. I would therefore like to pass on   both my and the City Council’s sincere condolences to anyone who has   suffered such loss.

 

  The Mayor also announced with great sadness that Ex Councillor Mary Lloyd   who served as a City Councillor for the Bitterne Ward 2012 -2016 had passed   away.

 

  As a mark of respect Members bowed their heads and observed a minute’s   silence to remember those who had passed away. 

 

(ii)  Meeting Protocol/Virtual Meeting Etiquette, Mobile Phones and Electronic Devices

The Mayor announced that there were new etiquette protocols which had been put in place for virtual meetings. As a reminder to Members, please ensure all electronic devices are muted whilst in the virtual meeting, unless you wish to speak. Having two devices operating close to each other may cause feedback.

 

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

 

Members were requested that if they wish to speak on an item that this was indicated using the chat function. In respect of voting it was noted that it was to be done by way of a negative resolution. When it came to the vote members who intended to either vote against the recommendations or abstain would be asked to say so. All other members who did not would be deemed to vote for the recommendation. This approach would be refined for future meetings.

 

(iii)  Elections

 

The Mayor announced that as it was known the Local Elections this year had been postponed and all Members whose seats were to be vacant had had an extra year added to their terms of office until the elections scheduled for May 2021 so there were no changes to announce.

 

Those members  ...  view the full minutes text for item 4.

5.

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 Hammond was moved and seconded.

 

 

 

UPON BEING PUT TO THE VOTE IT WAS:

 

 

 

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

 

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

 

Deputy Leader and Customer Relations – Councillor Rayment

Children and Learning – Councillor Dr Paffey

Stronger Communities – Councillor Shields

Finance and Income Generation - Councillor Barnes-Andrews

Culture and Homes – Councillor Kaur

Green City and Environment - Councillor Leggett

Health and Adult Social Care – Councillor Fielker

 

Cllr Fitzhenry raised a question in relation to Marlhill Copse and the current situation. 

 

Mr Ivory, Service Director Legal and Business Operations reported that the matter was subject to civil proceedings in the High Court. Currently there was an interim injunction that protected the trees until final determination of the matter.  As a Judicial Review was sought the matter could not be discussed any further at full Council.  It was confirmed that the land was owned by Southampton Airport and the City Council’s decision was only in relation to  permission to undertake works to trees subject to a Tree Preservation Order on the land. 

 

 

6.

ANNUAL REVIEW OF THE CONSTITUTION pdf icon PDF 289 KB

Report of the Director of Legal & Business Operations detailing proposed changes to the Constitution, attached.

Additional documents:

Minutes:

Councillor Hammond, Leader moved the report of the Service Director Legal and Business Operations detailing the Annual Review of the Council’s Constitution and Councillor Keogh seconded.

 

 RESOLVED:

 

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

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

(iii)  That the Service Director Legal and Business Operations be authorised to convene a task and finish cross party working group after consultation with the Group Leaders to report back to Council in July 2020 with options regarding Members Questions at Council; and

(iv)  That the City Council’s Constitution, as amended, including the Officer Scheme of Delegation, for the Municipal Year 2020-21 be approved.

 

7.

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 informally appoint the Chair to each of the Committees and Sub-Committees, appointed by the Council.  Chairs to be formally appointed at their first meeting of the Municipal Year. 

 

 

 

 

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

30

62.5%

Conservative

18

37.5%

 

Committees

 

Labour

Conservative

Number of Seats to Groups

Overview and Scrutiny Management(9)

 

Cllr Whitbread

Cllr Cooper

Cllr Bunday

Cllr Renyard

 

4

Cllr P Baillie

Cllr S Galton

Cllr Harwood

Cllr Bell

Cllr Fuller

5

 

 

 

 

 

9

Planning and Rights of Way (7)

 

Cllr Mitchell

Cllr Coombs

Cllr Windle

Cllr Savage

 

4

Cllr L Harris

Cllr Prior

Cllr Vaughan

 

 

 

3

 

 

 

 

 

7

 

Chief Officer Employment Panel (3)

Cllr Hammond

Cllr Rayment

 

2

Cllr Fitzhenry

 

 

1

 

 

 

3

Licensing Committee

(10)

(Min 10 – max 13)

Cllr McEwing

Cllr Kataria

Cllr Noon

Cllr Renyard

Cllr Spicer

Cllr. Bunday

 

6

Cllr Streets

Cllr B Harris

Cllr Galton

Cllr Laurent

 

 

 

4

 

 

 

 

 

 

 

10

Governance Committee (7)

 

Cllr Keogh

Cllr Kataria 

Cllr Margetts

Cllr Windle

 

4

Cllr Harwood

Cllr White

Cllr G Galton

 

 

3

 

 

 

 

 

7

Sub-Committees

Labour

Conservative

Number of Seats to Groups

Health Overview and Scrutiny Panel (7)

 

Cllr Bogle

Cllr Noon

Cllr Margetts

Cllr Payne

 

 

4

Cllr Laurent

Cllr White

Cllr Vaughan

 

 

3

 

 

 

 

 

7

Scrutiny Panel

 (7)

Cllr Savage

Cllr McEwing

Cllr Bogle

Cllr Coombs

 

 

TBC

 

3

 

 

7

Children’s and Families Scrutiny Panel (7)

Cllr Taggart

Cllr Chaloner 

Cllr Mintoff

Cllr Mitchell

 

4

Cllr J Baillie

Cllr Guthrie

Cllr Laurent

 

3

 

 

 

 

7

Licensing General Sub-Committee (5)

(Membership must come from membership of Licensing Committee)

 

 

To be confirmed by Cllr. McEwing

 

 

 

 

 

3

Cllr B Harris

Other member to be drawn from Licensing Cttee

 

 

 

 

2

 

 

 

 

 

 

 

 

 

5

Standards Sub-

Committee (3)

 

 

2

 

 

 

1

 

 

 

3

Standards Appeal Sub-Committee (3)

 

 

2

 

 

 

1

 

 

3

TOTAL

39

 

29

 

68

 

Committee/Sub-

Committee

Labour

Conservative

Number of Seats to Groups

Licensing and Gambling Sub-Committee (3)

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

 

 

3

 

 

 

 

 

Other bodies

 

Labour

Conservative

Number of Seats to Groups

Hampshire Fire and Rescue

Authority (1)

Cllr Mintoff

 

1

 

 

 

0

 

 

1

Local Democracy and Accountability Network for Councillors (2)

 

 

 

 

0

 

 

 

1

 

 

 

2

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

 

 

 

0

Cllr Fitzhenry

 

 

1

 

 

 

1

Hampshire Police and Crime Panel (1)

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

Cllr Shields

 

 

1

 

 

 

 

0

 

 

 

1

Health and Well-Being Board

Council determines the number of places allocated to Elected Members on the Board.

The decision as to who to appoint is an Executive Function.

Council is requested to determine the membership of the Board as follows:

  • 5 Elected Members of Southampton City Council
  • Statutory Director for Public Health  
  • Statutory Director for Adult Social Services  
  • Statutory Director Children’s Services (Service Director, Children’s and Families Services)
  • Representative of the Clinical Commissioning Group
  • Representative of Healthwatch
  • Representative of NHS Commissioning Board’s Wessex Area Team

 

Chipperfield Trust

All 48 Members to be appointed to Chipperfield  ...  view the full minutes text for item 7.

8.

CALENDAR OF MEETINGS

To approve the following dates for meetings of the Council in the 2020/21 Municipal Year:

 

15th July 2020

 

16th September 2020

 

18th November 2020

 

24th February 2021 (Budget)

 

17th March 2021

 

19th May 2021 (AGM)

Minutes:

The Council approved the following dates for meetings of the Council in the 2020/21 Municipal Year:

 

15th July 2020

16th September 2020

18th November 2020

24th February 2021 (Budget)

17th March 2021

19th May 2021 (AGM)

 

9.

USE OF EMERGENCY POWERS UNDER COVID 19 AND REMOVAL OF THE AUTHORITY GRANTED AT COUNCIL ON 18TH MARCH 2020 pdf icon PDF 279 KB

To consider the report of the Service Director, Legal and Business Operations detailing the decisions taken under the Emergency Delegated Decision powers approved by Council on 18th March, 2020.

Additional documents:

Minutes:

Report of the Service Director Legal and Business Operations detailing the use of Emergency Powers under Covid-19 and Removal of the Authority granted at Council on 18th March 2020.

 

RESOLVED:

(i)  That the Officer Delegated Decisions taken under Emergency Procedure Rules as detailed in Appendix 1 of the report be noted; and

(ii)  That the decision made on 18th March 2020 by Council to grant such powers to officers was removed.

10.

HIGHWAYS CAPITAL PROGRAMME 2020/21 pdf icon PDF 290 KB

Report of the Director of Finance and Commercialisation seeking approval to incur £5.80M of expenditure against the Highways Capital Programme in 2020/21.

Minutes:

Report of the Cabinet Member for Resources seeking approval of the Highways Capital Programme 2020/21.

 

RESOLVED: that expenditure of £5.80M against the Highways Capital Programme in 2020/21 be approved.

11.

Overview and Scrutiny: Summary of Call-In Activity

To note that there has been no use of the Call-In procedure since last reported to Council.

Minutes:

It was noted that there had been no use of the Call-In Procedure since last reported to Council.