Agenda and minutes

Administration Committee - Monday, 21 November 2016 6:15 pm

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

Contact: Cheryll Kemsley, Democratic Services Officer Tel: 023 8068 8112; Email: 

No. Item


Minutes pdf icon PDF 128 KB

To consider the Minutes of the meeting held on 27 June 2016.




That the Minutes of the meeting held on 27 June 2016 be confirmed and signed by the Chair as a correct record.


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.


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


Code of Conduct Complaints - Annual Review pdf icon PDF 130 KB


Consideration was given to the report of the Monitoring Officer that outlined the annual review of Code of Conduct complaints and processes for dealing with standards matter as required by the Localism Act 2011 (Agenda item 4, taken in conjunction with Agenda item 6).


The Localism Act 2011 required local authorities to adopt new Codes of Conduct for governing the behaviour of Members and new procedures for dealing with complaints that Members had breached this Code of Conduct. The Council adopted the current Code of Conduct on 26 July 2012 and set out a procedure for dealing with complaints.


In the last twelve months, three formal written complaints in total had been received.  Two related to concerns that elected Borough Council Members had failed to declare interests and after consideration, the Monitoring Officer was satisfied that these interests had been declared or were not required. The third related to the election of a Chair to a Parish Council and related matters, and following initial investigation the Monitoring Officer was satisfied that the correct procedure as laid out by statute had been followed.  In addition, advice and assistance had been provided to a number of Borough and Parish Councillors (and Clerks), and since the current regime had come into operation in 2012, there has been ten Code of Conduct complaints submitted in total.


The Monitoring Officer also reported that the term of office of the Council’s two Independent Persons had expired on 31 October 2016. The posts were advertised in a local newspaper and on the Web but only one application had been received, from one of the current independent persons, who had indicated a willingness to serve again. Members’ views were sought in this regard. The Monitoring Officer had also spoken to a number of other Local Authorities who had indicated that subject to work loads, etc. they would be willing to allow their independent person to act on this Council’s behalf should its own independent person be conflicted.




(1)  That the report be noted; and


(2)  That the continuation of one Independent Person be approved for a further three year to 31 October 2019.


Boundary Commission Initial Review pdf icon PDF 98 KB

Additional documents:


Consideration was given to the report of the Monitoring Officer that outlined the proposed 2018 changes to the Hampshire constituency boundaries and what affects it would have on the Borough of Eastleigh.


In 2011, the Government was under pressure to make politics less expensive. To this end, it passed the Parliamentary Voting System and Constituencies Act that the number of constituencies in the United Kingdom be reduced from 650 to 600.


As well as reducing the number of constituencies, the Act sought to ensure that the number of electorates be made more equal and that every constituency must have an electorate that was no less than 95% and no more than 105% of the UK electoral quota.


The Boundary Commission for England (BCE) had stated that it wanted to keep the impact of its proposals to a minimum, although this would be difficult considering the radical nature of the restructure. Schedule 2 of the Act however, sets out a number of factors that must be taken into consideration to help limit the inconveniences felt by the electorate:


·  Special geographical considerations, including in particular the size, shape and accessibility of a constituency;

·  Local government boundaries as they exist on the most recent ordinary council-election day before the review date;

·  Boundaries of existing constituencies;

·  Any local ties that would be broken by changes in constituencies; and

·  The inconveniences attendant on such changes.


The consultation period was currently in process and the BCE was asking the public to share their views on how its proposals could be improved. The deadline for the submission of responses was 5 December 2016.




(1)  That the Boundary Commission for England’s proposals for Hampshire be supported;


(2)  That the Boundary Commission for England’s proposal to minimise change was helpful;


(3)  That the Boundary Commission for England’s proposal that there be no change to Eastleigh constituency that retains most Borough wards in the same consitutency they have been in for more than forty years, be supported;


(4)  That the Boundary Commission for England’s proposal to retain ‘Eastleigh’ as the constituency name be supported;


(5)  That the Boundary Commission for England’s proposal that (a) Chandler’s Ford and Hiltingbury be contained within one constituency be supported; and (b) notes that the ‘Test Valley’ name bears no relationship to a significant proportion of the constituency and that this Council proposes that ‘Test and Itchen Valleys’ be more appropriate; and


(6)  That the Boundary Commission for England’s proposal for two constituencies for the entirety of Southampton city within its own boundaries be supported.


(NOTE:  Councillor Grajewski abstained from voting on this item.)



Independent Persons


This item was taken in conjunction with agenda item 4.


New Polling District


This was taken as a late item by the Chair.


The Monitoring Officer informed Members that under the Local Government Boundary Commission Hampshire County Council boundary review it was proposed that a polling district would be split and in the future, one part would be in the Hedge End and West End South division, and the other part in Hamble division. This proposal was currently before Parliament awaiting approval


He sought Members approval to create an additional district so that when the revised electoral register was published on 1 December 2016, the future County Division could also be published to show the proposed split into two different County Divisions once Parliamentary Approval for the review had been granted.




That the creation of an additional district in order for a revised electoral register to be published on 1 December 2016 be approved.