Agenda and minutes

To give consideration to the approval of alternative arrangements for appointments to bodies set up by Cabinet or external bodies, or the making or terminating of such appointments.

a)    Cabinet (Traffic & Parking) Committee : Councillor Learney to replace Councillor Clear as a non-voting Member for the remainder of the 2018/19 Municipal Year.

b)    Cabinet (Housing) Committee – Councillor Scott to replace Councillor Burns as a non-voting Member for the remainder of the 2018/19 Municipal Year.

RESOLVED:

1.         That Councillor Learney replace Councillor Clear as a non voting invited Member for the Cabinet (Traffic and Parking) Committee for the remainder of the 2018/19 Municipal Year.

2.         That Councillor Scott replace Councillor Burns as a non voting invited Member for the Cabinet (Housing) Committee for the remainder of the 2018/19 Municipal Year.

To receive any disclosure of interests from Members and Officers in matters to be discussed.

Note: Councillors are reminded of their obligations to declare disclosable pecuniary interests, personal and/or prejudicial interests in accordance with legislation and the Council’s Code of Conduct.

Councillors Humby and Warwick declared disclosable pecuniary interests as they were both County Councillors and in particular, Councillor Humby’s portfolio at the County Council included matters referred to in report CAB3072.  However they both participated in the meeting and voted, under the dispensation granted by the Standards Committee.

RESOLVED:

            That the minutes of the previous meeting held on 31 October 2018 be approved and adopted

– to note the names of members of the public wishing to speak on general matters affecting the District or on agenda items (in the case of the latter, representations will normally be received at the time of the agenda item, after the Portfolio Holder’s introduction and any questions from Cabinet Members).

There were no questions asked or comments made.

Portfolio Holders made a number of announcements as summarised below:

·    Councillor Brook reported on the consideration and approval of the Strategic Housing and Employment Land Availability Assessment (SHELLA) report at the Cabinet (Local Plan) Committee on 3 December 2018.  It was emphasised that inclusion of a specific site in the SHELAA was not a judgment as to whether it should be allocated for development. Rather, it was a statement that the landowner had expressed interest in developing the site.  Furthermore, only a proportion would be required once the Local Plan assessment process had been undertaken.

·    Councillor Horrill reported that it had been confirmed that new boundaries for both Local Enterprise Partnerships areas in the District (EM3 (Enterprise M3) and Solent) have been agreed by Government.  A transition period was to follow in the New Year.

·    Councillor Ashton advised that the Council had recently received a very positive audit outcome for its Housing Benefit administration service.  Cabinet members thanked officers for their excellent management of such an important service to many residents.

Councillor Horrill introduced the report and highlighted that the Strategy had been adopted through to 2020 and that this was its third update.  Performance measures would continue to be reported quarterly, with regard to specific outcomes of the various activities in the Strategy.  The Overview and Scrutiny Committee had considered the Report at its meeting on 26 November and had raised no significant comments for Cabinet to consider.

Cabinet agreed to the following for the reasons outlined above and set out in the Report.

Councillor Ashton introduced the report.  The Overview and Scrutiny Committee had considered the Report at its meeting on 26 November and had raised no significant comments for Cabinet to consider.

Councillor Horrill commended officers within the Finance team for their excellent work in delivering the budget planning work and the various options presented around delivery. 

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

RESOLVED:

                        That the current budget planning position and strategy be noted.

Councillor Horrill advised that The Overview and Scrutiny Committee had considered the Report at its meeting on 26 November and had raised no significant comments for Cabinet to consider.  Councillor Horrill acknowledged the Committee’s request for additional milestones to be added to each of the major project monitoring reports, so that forward progress was able to be measured and monitored and it was confirmed that this would be implemented.

Cabinet agreed to the following for the reasons outlined in the Report.

RESOLVED:

1.         That progress achieved during the second quarter of 2018/19 be noted and that the content of the report be noted.

2.         That supplementary revenue budgets of £75,000 related to grants of £50,000 to the Winchester Science Centre and £25,000 be approved.

3.         That a supplementary capital budget and authority to incur capital expenditure of £97,000 in 2018/19, in order to purchase IDOX IT licences, be approved.

Councillor Brook introduced the Report and the Corporate Head of Regulatory and Head of Drainage and Special Maintenance explained the technical difficulties encountered which had required the additional funding for the project.   

Cabinet acknowledged the importance of the City Mill and the significance of the structure in terms potential future flooding in this part of the town recognising  its structural vulnerability during a significant flooding event.  Therefore, the flood alleviation works would not only protect this Grade 2* listed building, but would help to prevent flooding over a wider area which affect a number of other properties. .  This and other factors would be built into detailed flood models showing the benefits of the scheme, which were likely to positively influence the amount of third party grant funding potentially available to support delivery of the works.  

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

RESOLVED:

1.              That approval be given to progress the Environmental Impact Assessment and for Head of Drainage and Special Maintenance to apply for planning permission for the flood alleviation works.

2.            That an additional £500,000 of the City Council’s General Fund Share of Community Infrastructure Levy (CIL) funding be allocated to phase II.

3.            That additional expenditure of £500,000 be approved to complete the Phase II works subject to Council approval of the budget.

4.            Authority be given under 3.1 of the Council’s Contract Procedure Rules  to depart from the Council’s Contract Procedure Rules  9 10 11 and 12 and  to  delegate the procurement of the works and the appointment of a contractor  to Hampshire County Council  in accordance with the County Council’s  own procedure rules.

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

RESOLVED:

1.            That the brief for the strategic development advisor as attached at Appendix A to the Report, be approved.

2.            That the budget of £600,000 be requested from Council to fund the role of the strategic advisor over a five year period.

3.            That the procurement evaluation model to be based on 60% quality, 40% price be approved.

4.            That the Strategic Director: Place be authorised to finalise the brief, including minor amendments, and proceed with the strategic advisor procurement as outlined in the Report, in consultation with the Portfolio Holder.

Councillor Brook introduced the report and advised that the Cabinet (Local Plan) Committee had recommended for approval the Revised Statement of Community Involvement (SCI) for the purposes of planning policy and development management.

Corporate Head of Regulatory advised that the performance standards for Development Management would be up-dated to reflect the latest Government targets, as well as local targets already set,  and the table showing statutory requirements for publicising applications would be revised to show the discretionary additional publicity which is undertaken by the Council.

At the invitation of the Chairman, Councillor Weir addressed Cabinet as summarised below.

·          The revised SCI, as set out, was too reliant on digital means of consultation – this was regrettable that there was seemingly less of an emphasis on face-to-face means.

·          Although it was appreciated that it was probably beyond the scope of the SCI, regard should be had to the non parished town area and mechanisms to routinely consult in the same way as what would normally occur for a Parish Council.  For example, an action group for the Dean Road area of Winchester should be routinely consulted on the cumulative impact of development in that area. 

In response to the points raised, Councillor Brook reminded that the refreshed SCI had been widely consulted on and in addition to this; the wider Local Plan process would address the wider consultation issue.  Further to this, the SCI did not limit how the Council undertook its consultation, as was specifically only a guide. 

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

RESOLVED:

1.         That the document  attached at Appendix 2 to the Report, be approved  as the Statement of Community Involvement in Planning (SCI) for the Winchester District (with the exception of that part of the District within the South Downs National Park);

2.       That the SCI be adopted by Winchester City Council;

3.       That authority be granted to the Head of Strategic Planning and the Head of Development Management, in consultation with the Portfolio Holder for the Built Environment, to make any necessary edits and minor alterations prior to the publication of the SCI;

4.       That the adopted SCI be published by Winchester City Council.

Councillor Humby and the Corporate Head of Engagement introduced the Report and referred to its Addendum.  This document set out responses to detailed questions raised during previous discussion of the Report at the meetings of the Winchester Town Forum on 14 November 2018 and The Overview and Scrutiny Committee on 15 October 2018.  In particular, it explained how the Priority Outcome Fund and Small Grant Award Allocation would relate specifically to the Winchester Town Area.    

At the invitation of the Chairman, Councillor Weir addressed Cabinet as summarised below.

• The initiative to review the grants process was welcomed, but it must be recognised that partner organisations would need to adapt to changes which should be carefully communicated to them.
• The Town Account should continue to support local groups, but there must be clarity on requirements of Section 35 of the Local Government Finance Act 1992.  For example, The Town Account should not contribute to grant allocations from the general fund.  The Winchester town area should benefit in the same way as parished areas across the District.

In response to the points raised, the Strategic Director: Resources drew attention to the Addendum to the Report that set out that revisions made to the allocations process which were complainant with Section 35 of the Local Government Finance Act 1992.  It was agreed that Councillor Humby and the Corporate Head of Engagement, would clarify, with worked examples, any further concerns that Councillor Weir (as Chairman of the Winchester Town Forum) may have. 

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

                        RESOLVED:

1.             That the new funding programme be approved and be introduced in 2019/20 financial year including:

a.    The range of funds.

b.    The size of funding pot.

c.    The target outcomes.

d.    The revised decision making arrangements and delegated authority levels.

2.             That the creation of the funding criteria, detailed outcomes, application processes and assessments, supported by a communications plans, be delegated to the Corporate Head of Engagement in consultation with appropriate Heads of Service, to be signed-off by the relevant Portfolio Holder.

3.             That the issue of a consistent approach to how the charity, community and voluntary sector organisations are charged for rent in Council owned property be agreed with the Corporate Head of Estates and approved by the relevant Portfolio Holder.

4.             That all organisations that participated in the review exercise be informed of the proposed changes and be thanked for their contributions and helpful approach in volunteering time, insight and ideas.

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

RESOLVED:

That the extracts from minutes of Winchester Town Forum and Personnel Committee be noted.

The Strategic Director: Resources advised that the Personnel Committee had approved the recommendations in the Report at its meeting held 22 November 2018.  Cabinet was required to consider approval of the increased budget provision necessary to implement the changes to pay scales etc.

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

RESOLVED:

That the financial implications of the changes to pay scales as set out in the report and as endorsed by the Personnel Committee on 22 November 2018 be approved and that the increased budget revision (estimated £227,000) be recommended to Council.

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

RESOLVED:

That the minutes of the Cabinet (Housing) Committee held 21 November 2018 be received

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

RESOLVED:

That the minutes of the Cabinet (Central Winchester Regeneration) Committee held 27 November 2018 be received

Councillor Brook introduced the Report and in summary clarified that the solution actioned by the Chief Executive under her emergency powers was the best and most cost effective solution.

The Corporate Head of Regulatory provided further information regarding how the situation had arisen in the first place resulting in work halting on site and why it was necessary to proceed quickly with the new drainage works which are needed to stop water discharging onto the adjacent highway.  Hence agreeing the additional funding without delay was an appropriate use of the CX’s powers.

Cabinet agreed to the following for the reasons set out above and outlined in the Report.

RESOLVED:

That the Decision made under Section 6 A.2 of the Scheme of Delegation to Officers, as detailed in Exempt Appendix 1, be noted.

RESOLVED:

That the list of future items, as set out in the Forward Plan for January 2019, be noted.

To consider whether in all the circumstances of the case the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

(i)            To pass a resolution that the public be excluded from the meeting during the consideration of the following items of business because it is likely that, if members of the public were present, there would be disclosure to them of ‘exempt information’ as defined by Section 100 (I) and Schedule 12A to the Local Government Act 1972.

RESOLVED:

1.         That in all the circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

2.         That the public be excluded from the meeting during the consideration of the following items of business because it is likely that, if members of the public were present, there would be disclosure to them of ‘exempt information’ as defined by Section 100I and Schedule 12A to the Local Government Act 1972.

RESOLVED:

            That the content of Exempt Appendix 1 be noted.