Agenda, decisions and minutes

The minutes of the meeting held on 1 October 2020 are attached for confirmation and signature as a current record.

The minutes of the meeting of 01 October 2020 were confirmed and signed as a correct record.

To receive any apologies for absence from Members*.

*Note: Members are asked to email Committee services in advance of the meeting as soon as they become aware they will be absent.

Apologies had been received from Councillor Cockarill.

To declare disposable pecuniary, and any other interests*.

*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they may have an interest to declare.

No declarations made.

No announcements.

None.

To present the draft revised Financial Regulations to Members for discussion and consideration further to a review by The Councils Overview & Scrutiny Committee and further explanation of Sections 5.13 and 5.19.

RECOMMENDATION to Council

That the revised Financial Regulations recommend to Council for their inclusion in the Constitution.

Members considered the revised Financial Regulations.

Members discussed and asked for clarification on whether the approach taken on Parish precepts was different this year, due to the new Financial Regulations. It was confirmed that until adopted at Council, the existing Financial Regulations were being used and the alteration of approach was aimed to provide Parishes with further information.

RECOMMENDATION to Council

That the revised Financial Regulations recommend to Council for their inclusion in the Constitution.

To present the revised draft update to Contract Standing Orders to Members for discussion and consideration. 

RECOMMENDATION to Council

That the updated Contract Standing Orders be included in the Constitution.

Members considered the revised Contract Standing Orders.

Members discussed:

•           Ensuring the Contract Standing Orders sufficiently encompassed the Councils ambitions around Climate Change and the inclusion of contract conditions relating to this. 

•           If consideration had been given to EU policies after 31st December 2020.  Members agreed that the successor statues will hold sway.

•           Ensuring contracts placed with suppliers are not split – either by time span or function, to prevent a higher level of governance within the Contract Standing Orders being utilised. It was confirmed that the Contract Standing Orders made clear that procurements and contracts must not be split in this way.

RECOMMENDATION to Council

That the updated Contract Standing Orders be included in the Constitution.

This report invites Cabinet to consider and provide a strategic lead on the options they would like the Council to pursue with regard to the management of Southwood Pavilion and associated sports ground.

A.        Cabinet approves the creation of a 15 year contracted out lease to include milestones, requiring maintenance, and repair to be carried out and a 'rolling break clause' enabling the Council to 'step in' if it did not consider that the Football Club were keeping the site safe or secure or responsibly.

B.        The Joint Chief Executive, in consultation with the Portfolio Holder for Finance and Corporate Services be authorised to complete negotiations on the lease agreement by 24th December 2020.

C.        In the event that it is not possible to conclude these negotiations by the 24th December, Cabinet agrees to:

            a)        the provision of a 5 year lease on the same terms outlined above and if that was not achievable, or

            b)         in the event of a 5 year lease also not being completed - the Joint Chief Executive is authorised through public tender expressions of interest from all parties to lease the premises for leisure purposes

Members considered the options they would like the Council to pursue with regard to the management of Southwood Pavilion and associated sports ground.

Councillor Radley moved a new recommendation, based on updated information as follows:

That,

Cabinet approves the creation of a 15 year contracted out lease to include milestones, requiring maintenance, and repair to be carried out and a 'rolling break clause' enabling the Council to 'step in' if it did not consider that the Football Club were keeping the site safe or secure or responsibly.

Cabinet delegates to the Joint Chief Executive, in consultation with the Portfolio Holder for Finance and Corporate Services powers to complete negotiations and the lease agreement subject to instruction of solicitors on agreed heads of terms by 24th December 2020.

In the event that it is not possible to conclude these negotiations by the 24th December, Cabinet agrees to:

a. the provision of a 5 year lease on the same terms outlined above and if that was not achievable,

b. In the event of a 5 year lease also not being able to be completed - the Council would allow for public tender to seek expressions of interest from all parties to lease the premises for leisure purposes.

DECISION

A.        Cabinet approves the creation of a 15 year contracted out lease to include milestones, requiring maintenance, and repair to be carried out and a 'rolling break clause' enabling the Council to 'step in' if it did not consider that the Football Club were keeping the site safe or secure or responsibly.

B.        The Joint Chief Executive, in consultation with the Portfolio Holder for Finance and Corporate Services be authorised to complete negotiations on the lease agreement by 24th December 2020.

C.        In the event that it is not possible to conclude these negotiations by the 24th December, Cabinet agrees to:

            a)        the provision of a 5 year lease on the same terms outlined above and if that was not achievable, or

            b)         in the event of a 5 year lease also not being completed - the Joint Chief Executive is authorised through public tender expressions of interest from all parties to lease the premises for leisure purposes

Minutes from the meeting held on 6 October 2020 to be noted.

Members were informed that Hampshire County Council Property Services and Library Services were being consulted by the Working Group and early engagement with the community is prioritised.

The minutes of the meeting held on 06 October 2020 were noted.

To consider and amend the Cabinet Work Programme.

The Cabinet Work Programme was considered and amended.

•           Car boot sales to Cabinet in January 2021.