Agenda and minutes

Cabinet
Monday, 16 July 2018 6:30 pm

Venue: Rooms 16/17, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN

Contact: Cheryll Kemsley, Performance and Governance Specialist (Democratic Services) Tel: 023 8068 8112; Email:  cheryll.kemsley@eastleigh.gov.uk 

Items
No. Item

15.

Public Participation

Minutes:

Mr Gilchrist, a resident of Malcolm Close, Chandler’s Ford, raised concerns regarding the grass cutting maintenance programme in the area. He asked why it was so limited, poor and lacking in regular cutting. The grass had been so long it was like a hayfield and when eventually cut it was then left to rot in the gutters look unsightly, encouraging rats and ticks. The condition of the ‘green’ was deplorable; decayed limbs from trees had fallen down; and it had looked in a very poor condition for a recent neighbourly event.

 

Councillor Judith Grajewski also added that Winchester City Council had put an apology on its website for the delay in grass cutting. She quoted from the service level agreement and asked why this maintenance was not happening.

 

The Chair responded to Mr Gilchrist by advising that he would get a specific answer to the Chandler’s Ford related issues. The maintenance should have been managed to contract. He concurred that the gutters were a disgrace everywhere but this had been caused by the reduction of weed treatment by Hampshire County Council.

RECOMMENDED ITEMS (REQUIRING A DECISION)

16.

Additional Urgent Item - County Council Consultation on Street-lighting and Funded Concessionary Travel

Minutes:

Issues

 

The County Council is running a short consultation on options to reduce a range of services as part of its “Transformation to 2019” package of cuts.

 

Considerations

 

The consultation identifies a number of areas to cut spending that would have a direct impact on older residents of limited financial means (Paper 11)

 

RECOMMENDED -

 

That the Council’s response to the County Council Consultation on Street-lighting and Funded Concessionary Travel be finalised in conjunction with the Cabinet Member for Transport, to include:

(1)         That the Borough Council does not consider that presently funded bus services in the Borough are suitable for conversion to community transport;

 

(2)         That the Borough Council does not support removal of use of the concessionary bus pass from community transport such as Dial-a-ride as this will create substantial new costs to vulnerable adults and undermine the viability of services; and

 

(3)         That the Borough Council does not consider charging for each single use of the concessionary bus pass as fair or appropriate given that many journeys involve multiple journeys on different buses and that, once introduced, a charge could be increased by stealth.

RESOLVED ITEMS (SUBJECT TO QUESTIONS ONLY)

17.

Minutes pdf icon PDF 74 KB

To consider the Minutes of the meeting held on 14 June 2018.

Minutes:

RESOLVED -

 

That the Minutes of the meeting held on 14 June 2018 be agreed as a correct record.

 

With regards to Minute10 – Members’ Allowances – it was noted that an amended Appendix A had been published on the Council’s website.

18.

Declarations of Interest

Members are invited to declare interests in relation to items of business on the agenda.  Any interests declared will be recorded in the Minutes.

Minutes:

There were no declarations of interest in relation to items of business on the agenda.

19.

Write off of irrecoverable debts Council Tax, NNDR, Housing Benefit and Sundry Debtors pdf icon PDF 70 KB

Minutes:

Issue

 

The Health and Wellbeing and Economy Lead Specialists have exercised delegated powers to write-off certain debts and approval is sought for three debts over £5,000 to be written off. The Director of Support Services (CFO) has exercised delegated powers to write-off certain debts and approval is sought for five debts over £5,000 to be written off. (Paper 4)

 

Considerations

 

The Council’s Financial Regulations currently delegates authority to the Health and Wellbeing and Economy Lead Specialists to write off debts not exceeding £5,000 and debts where bankruptcy or liquidation proceedings have been instituted provided the Health and Wellbeing and Economy Lead Specialists are satisfied that all appropriate recovery action has been pursued.  The debts detailed in this report have all been assessed on an individual basis and are now considered irrecoverable, as any further recovery action would be counter-productive and uneconomical.

The Council’s Financial Regulations currently delegates authority to the Chief Financial Officer to write off debts not exceeding £5,000.  The debts detailed in this report have all been assessed on an individual basis and are now considered irrecoverable, as any further recovery action would be counter-productive and uneconomical.

Cabinet is reminded that the fact that a debt has been written off does not prevent action to recover the debt subsequently being taken if a debtor is traced, provided such action is not statute barred through lapse of time.

 

(1)          That debts of £5,000 or under, and debts relating to Bankruptcy or Liquidation proceedings, approved for write off by the Health and Wellbeing Lead Specialist with a net total of £5,099.13 be noted;

 

(2)          That debts of £5,000 or under, and debts relating to Bankruptcy or Liquidation proceedings, approved for write off by the Economy Lead Specialist with a net total of £137,401.11 be noted;

 

(3)          That debts of £5,000 or under, approved for write off by the Corporate Director – Support Services (CFO) totalling £126,141.09 be noted;

 

(4)          That the write-off of 3 debts in respect of 3 debtors in excess of £5,000 totalling £95,519.17 relating to Housing Benefit Overpayments and National Non Domestic Rates (NNDR) as detailed in Appendices A and B be approved; and

 

(5)          That the write-off of debts to 5 debtors totalling £285,988.23 in excess of £5,000 in relation to Sundry Debtors be approved.

20.

Corporate Financial Monitoring 1 April to 30 June 2018 pdf icon PDF 89 KB

Additional documents:

Minutes:

Issue

 

This report presents the Council’s overall financial position for the period from 1 April 2018 to 30 June 2018 and looks forward to forecast how the Council’s finances will perform for 2018/19 (Paper 5).

 

Considerations

 

Appendix A shows a forecast adverse position of £8,000. This includes additional efficiency savings of £94,000 that have been identified, which will be taken during revised budget process.

 

The Community Investment Programme budget for 2018/19 is £101,739,500 of which £22,277,000 had been spent as at 30 June 2018.

 

(1)         That the General Fund Revenue position as at 30 June 2018 and forecast for 2018/19 be noted;

 

(2)         That the financial performance of the Community Investment Programme as at 30 June 2018 and forecast for 2018/19 be noted; and

 

(3)         That the release of £156,000 from the Land Charges reserve and the related transfer of £104,000 to the Development Management Reserve (paragraph 10), be approved.

21.

Houses in Multiple Occupation pdf icon PDF 76 KB

Minutes:

Issue

 

From 1st October 2018 the definition of a HMO required to be licenced under Part 2 of the Housing Act 2004 will change.   The change in definition has removed the reference to the number storeys required in the property to be licenced. All the other criteria, being occupied by five or more persons, consisting of two or more households, sharing one or more amenity remain the same as before (Paper 6)

 

Consideration

 

Due to the change in national HMO legislation, which will see the numbers in the borough rise from 4 licensable HMOs to potentially 300-400 from October 2018, it is essential that we address this demand by recruiting an additional grade 8 FTE to cope with the increased demand of processing applications and conducting inspections.  By retaining full control of this process in house, we can give our residents in HMOs the confidence that the properties they live in meet suitable standards from a health and wellbeing perspective.

 

RESOLVED-

 

(1)         That the newly created Houses in Multiple Occupation (HMO) policy, required due to a change in legislation be approved; and

 

(2)         That the recruitment of a new grade 8 post to support the application process and drive the enforcement process, funded from fee income, be approved.

22.

Cabinet Portfolio Plans pdf icon PDF 58 KB

Additional documents:

Minutes:

Issue

 

As part of the Council’s new ways of working Cabinet Portfolio Plans are being introduced to support Cabinet members in their role as community leaders, and members of the Executive, with specific responsibilities for certain services, projects and budget set out at a strategic level how Cabinet members will champion projects and services to achieve Corporate Plan (2015-2025) objectives (Paper 7).

 

Considerations

 

The Plans indicate services and projects which Cabinet members will prioritise and champion during 2018/19 and beyond. The Plans will be used internally within the Council to communicate priorities and outcomes, and externally to support strategic partnerships with key stakeholders. The Plans will be used to monitor performance at quarterly strategic review meetings by each Cabinet member and senior staff relevant to their portfolio.

 

RESOLVED

 

That the comments from the Policy and Performance Scrutiny Panel be noted; and that the Cabinet Portfolio Plans be approved.

23.

Business Improvement District Eastleigh Town Centre pdf icon PDF 76 KB

Additional documents:

Minutes:

Issue

 

Eastleigh Business Improvement District (BID) has played an active role in Eastleigh town centre, investing £1.2million into cleanliness and safety, events and promotion, parking and accessibility and business support for BID members, since it was established in 2014 (Paper 8).

 

Considerations

 

The proposed BID Business Plan provides a financially sustainable model for continuing to promote Eastleigh town centre as a place to visit, to shop, and to do business.  The Council’s continuing support for the BID will help promote viability and success of the town centre

 

RESOLVED -

 

(1)         That the Eastleigh Town Centre Business Improvement District (BID) proposal for 2019 – 2024 as set out in Appendix A to the report be supported;

 

(2)         That in supporting the BID proposal, it be agreed that the Council vote ‘YES’ in the BID ballot in respect of each of the Council’s 22 eligible rateable hereditaments in the BID area as listed in Appendix B; and

 

(3)         That in the event of a successful BID ballot vote, it be agreed to delegate to the Lead Specialist (Economy), in consultation with the Portfolio Holder for the Economy, the power to approve and sign an Operating Agreement with the Town Centre BID Company.

24.

Additional Urgent Item - Traffic Regulation Orders

Minutes:

Issue

 

Cabinet agreed in February an additional £100,000 to fund high demand on this service (Paper 9).

 

Considerations

 

At the time no methodology was agreed to apportion this sum between Local Area Committees.  This has resulted in a delay in moving forward with implementation, albeit in the intervening period Local Area Committees have worked on priorities for attention.

 

RECOMMENDED -

 

That the funding agreed in February 2018 for Traffic Regulation Orders be apportioned between Local Area Committees in proportion to the number of members of Council in each area, be approved.

25.

Exempt Business

To consider passing a resolution under Section 100A(4) of the Local Government Act 1972 in respect of the following items of business on the grounds that it they are likely to involve the disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act.

 

The Schedule 12A categories have been amended and are now subject to the public interest test, in accordance with the Freedom of Information Act 2000.  This came into effect on 1 March 2006.

 

It is considered that the following items are exempt from disclosure and that the public interest in not disclosing the information outweighs the public interest in disclosing the information.

Minutes:

RESOLVED -

 

(1)         That, in pursuance of Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it is likely to involve the disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act; and

 

(2)         That, in pursuance of the public interest test, the public interest in disclosing the information contained in the following item of business was outweighed by the public interest in maintaining the exemption.

26.

Property Transactions

Minutes:

Issue

 

To consider property transactions (paper 10).

 

Considerations

 

The report sets out a number of matters relating to a property transaction.

 

RESOLVED –

 

That the recommendations set out in the report be approved.

27.

Property Transactions

Minutes:

This second property transaction item was no longer for consideration.