Agenda and minutes

COUNCILLOR WHITE IN THE CHAIR

RESOLVED upon the motion of the Mayor (Councillor White) and seconded by the Sheriff (Councillor Mrs Blatchford), that the City of Southampton Award be presented to Mr Michael Steel.

RESOLVED upon the motion of Councillor Rayment, and seconded by Councillor Fitzhenry, that Councillor Mrs Blatchford be elected to the Office of 792nd 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.

THE MAYOR (COUNCILLOR Mrs BlatcHford) IN THE CHAIR

The Mayor announced that she would be supporting the Southampton Samaritans and The Rainbow Project.

RESOLVED upon the motion of Councillor Moulton, and seconded by Councillor Barnes-Andrews, that Councillor Norris be appointed the 577th Sheriff of the City of Southampton and Vice-Chair of the Council for the ensuing year.

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

RESOLVED upon the motion of Councillor Baillie, and seconded by Councillor Letts, that the Council places on record its appreciation for the distinguished manner in which Councillor White had discharged the duties of the Mayor of the City during the period of his term of office.

RESOLVED that the Southampton Business Success Award be presented to DP World, Southampton.

AT THE RECONVENED MEETING OF THE SOUTHAMPTON CITY COUNCIL HELD IN THE COUNCIL CHAMBER, CIVIC CENTRE ON 4th JUNE, 2014

To authorise the signing of the minutes of the Council Meeting held on 19^th March 2014, attached.

RESOLVED that the minutes of the Council Meeting held on the 19^th March, 2014 be approved and signed as a correct record.

Matters especially brought forward by the Mayor.

1.  Meetings Protocol

The Mayor indicated that for the meetings to run efficiently and effectively, she would ask Members to keep in mind through the year the basic courtesies we need to adhere to for this to happen: – timeliness both in arriving at the meeting and when speaking: speaking to the point, and listening carefully to the arguments. She also requested Members to remember the courtesies they would like from members when speaking and extending those to others.

2.  Mobile electronic devices

For the benefit of new Members and as a reminder to others, the Mayor reminded Members that wi-fi was available in the Council Chamber. 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 could otherwise be in breach of Council rules or the law. For example, tweeting material discussed in confidential session would be a serious breach of the Council’s Code of Conduct.

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

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.

Deputy Leader and Resources and Leisure – Councillor Barnes-Andrews

Health and Adult Social Care – Councillor Shields

Children’s Safeguarding - Councillor Chaloner

Communities – Councillor Kaur

Education and Change- Councillor Jeffery

Environment and Transport – Councillor Rayment

Housing and Sustainability – Councillor Payne

The Leader then circulated details of the contents of each of the Portfolios and announced that these would be incorporated into the scheme of Executive Delegation in the Constitution (copy appended to signed minutes).

Report of the Head of Legal and Democratic Services detailing the annual review of the Council’s Constitution. 

The report of the Head of Legal and Democratic Services was submitted detailing the annual review of the Council’s Constitution (copy of report circulated with agenda and appended to signed minutes).

The Leader in moving the report recommendations, referred to the proposed changes to the timings for the Executive business at Council meetings and to the pilot process for Cabinet meetings. He confirmed that the pilot process for Cabinet would continue until August and that for the July Council meeting the timing of the Executive Business item would be reduced to 1 hour. The new arrangements would then be discussed and a decision made in time for the September Council meeting. Should the proposals prove unacceptable, the Leader also confirmed that the timings for the Executive business item at Council meetings would revert back to the timings set out in the Constitution.

Amendment moved by Councillor Letts and seconded by Councillor Barnes-Andrews:

“Paragraph 16 of the report to show amended delegations for the Head of Legal and Democratic Services and the Head of Regulatory Services.

Add to delegation 2.2.67 for the Head of Legal and Democratic Services the following:

“Additionally, to investigate, institute and authorise legal proceedings and prosecutions in respect of any statutory conspiracy offences and common law offences to include conspiracy and conspiracy to defraud; and authorisations to officers contained within this scheme shall include powers to investigate any statutory conspiracy offences and common law offences such as conspiracy and conspiracy to defraud.

In respect of all statutory and common law offences referred to within this scheme, where deemed appropriate and reasonable to institute, or authorise legal proceedings and prosecutions where the cause of action arises or the place of offence is outside of Southampton City Council boundaries where such action deliver a benefit to the residents of the City of Southampton”

Amended Delegation to read:

“To institute or authorise legal proceedings and to prosecute and defend any proceedings, including counterclaiming for damages or other relief brought by or against the Council, and including the prosecution of offenders for contravention of the bye-laws as may be in force from time to time or take any other action necessary to protect the legal position of the City Council.

Additionally, to investigate, institute and authorise legal proceedings and prosecutions in respect of any statutory conspiracy offences and common law offences to include conspiracy and conspiracy to defraud; and authorisations to officers contained within this scheme shall include powers to investigate any statutory conspiracy offences and common law offences such as conspiracy and conspiracy to defraud.

In respect of all statutory and common law offences referred to within this scheme, where deemed appropriate and reasonable to institute, or authorise legal proceedings and prosecutions where the cause of action arises or the place of offence is outside of Southampton City Council boundaries where such action deliver a benefit to the residents of the City of Southampton”.

Add to delegation 3.9.122 for the Head of Regulatory Services the following:

“In addition  ...  view the full minutes text for item 10.

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.

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:

(a) APPOINTMENT OF MEMBERS

To approve the following dates for meetings of the Council in the 2014/15 Municipal Year:

  16^th July 2014

  17^th September 2014

  19^th November 2014

  11^th February 2015 (Budget)

  18^th March 2015

20^th May 2015 * Date subject change awaiting confirmation of election dates

The Council approved the following dates for meetings of the Council in the 2014/15 municipal year:

16^th July 2014

  17^th September 2014

  19^th November 2014

  11^th February 2015 (Budget) - Date change from 18th

  18^th March 2015

20^th May 2015 Date subject to change, awaiting confirmation of election dates

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

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

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 question was then submitted in accordance with Council Procedure Rule 11.1.

1.  Council House Heating Systems

Question from Councillor Baillie to Councillor Letts

During the recent election, you promised many residents that you would replace their heating systems. What is the new way of funding the work that you have found, and why didn't these new proposals come back to Full Council?

Answer:

There is a scheme proposed for Thornhill which will be submitted to Council in the autumn. This scheme had originally included ECO funding but two weeks after agreeing this funding, the Government had changed the rules on funding and the scheme was now in abeyance. The Government was presently consulting on funding but it was likely that some elements of the scheme would attract more funding and other elements less. Therefore, it was difficult to identify funding as the criteria was unknown and it might be changed.

It is the intention to report back to Council in either September or November. It may be possible that there will be a funding gap. If there is a gap in funding we will attempt to fund from Council resources. The intention is to generate electricity as part of the scheme.

No Motions have been received for this meeting.

It was noted that no motions had been received.

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

It was noted that no questions to the Chairs of Committees or the Mayor had been received.

Report of the Cabinet Member for Education and Change seeking approval for proposals to add £3,071,000 of non-ring-fenced capital grant to the Education Capital Programme, attached.

The report of the Cabinet Member for Education and Change was submitted seeking approval for proposals to add £3,071,000 of non-ring-fenced capital grant to the Education Capital Programme (copy of report circulated with agenda and appended to signed minutes).

RESOLVED

(i)  That, in accordance with Financial Procedure Rules, a sum of £1,834,000 be added to the Education Capital Programme, to the Capital Maintenance programme, as detailed in Appendices 1 and 2, of the report, funded from non-ring-fenced Department for Education Capital Maintenance grant;

(ii)  That delegated authority be granted to the Chief Financial Officer to add, in accordance with Financial Procedure Rules, a sum of up to £296,000 to the Newlands Primary Rebuild Project, within the Education Capital Programme, funded from non-ring-fenced Department for Education Capital Maintenance grant;

(iii)  That in accordance with Financial Procedure Rules, a sum of £500,000 be added to the Education Capital Programme, to the School Expansions: Phase 3 programme as detailed in Appendix 1 of the report, funded from non-ring-fenced Department for Education Basic Need capital grant;

(iv)  That, in accordance with Financial Procedure Rules, a sum of £441,000 be added to the Education Capital Programme, to the Universal Infant Free School Meals programme as detailed in Appendices 3 and 4 of the report, funded from non-ring-fenced Department for Education Universal Infant Free School Meals capital grant;

(v)  That, in accordance with Financial Procedure Rules, capital variations totalling £662,000 be added to the Education Capital Programme, funded from the budgets shown in Appendix 1 of the report;

(vi)  That in accordance with Financial Procedure Rules, capital expenditure of £6,700,000, phased £3,185,000 in 2014/15 and £3,515,000 in 2015/16, within the Education Capital Programme to carry out works as detailed in Appendix 1 of the report be approved. This includes approval for expenditure on Primary Review Phase 2, as detailed in the July 2013 report to Council;

(vii)  That it be noted that assumptions had been made about the likely level of Basic Need Grant to be awarded in 2015/16. If the final award is less than anticipated any shortfall in funding would need to be met from borrowing for which provision would need to be made in the revenue budget forecast.

Report of the Cabinet Member for Resources seeking approval from Council to add funding to the Capital programme, attached.

The report of the Cabinet Member for Resources was submitted seeking approval from Council to add funding to the Capital programme (Copy of report circulated with the agenda and appended to signed minutes).

RESOLVED

(i)  That, in accordance with Financial Procedure Rules, a sum of £1,194,000 be added to the Resources Portfolio Capital programme phased over the 4 year period 2014/15 to 2017/18 to enable the ongoing implementation of the desktop refresh programme, to be funded from the IT Development Reserve;

(ii)  That delegated authority be granted to the Chief Financial Officer after consultation with the Head of IT to add to the programme on a rolling basis within the funding available; and

(iii)  That delegated authority be granted to the Chief Financial Officer after consultation with the Head of IT to allocate and approve IT related resources to deliver the desktop refresh programme to maximise the efficient use of resources, maintain flexibility and ensure it is fit for purpose.

Report of the Chair of the Overview and Scrutiny Management Committee detailing the Overview and Scrutiny Management Committee Annual Report 2013/14 in accordance with the Council’s Constitution, attached.

RESOLVED  that the report of the Chair of the Overview and Scrutiny Management Committee detailing the Overview and Scrutiny Management Committee Annual Report 2013/14 in accordance with the Council’s Constitution be noted (copy of report circulated with agenda and appended to signed minutes).

Report of the Returning Officer detailing the results of the City Council elections on 22^nd May 2014, attached.

RESOLVED that the report of the Returning Officer detailing the results of the City Council elections on 22^nd May 2014 be noted (copy of the report circulated with agenda and appended to signed minutes).