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265

EASTLEIGH COUNCIL

Minutes of a meeting of the Council held at the Civic Offices, Leigh Road, on Thursday, 24 September 2009 at 7:00 pm

PRESENT:

The Mayor, Councillor Holden-Brown (Chairman); Councillors Airey, Bloom, A Broadhurst, Mrs Broadhurst, Caldwell, Craig, Cross, Davidovitz, Davies-Dear, Day, Goodall, Holes, House, Mrs Hughes, M Hughes, Ingram, Irish, Kyrle, Luffman, McNulty, Mignot, Millar, Moore, Norgate, Noyce, Olson, Pretty, G Smith, R Smith, Sortwell, Spearey, Tennent, Thomas, Thornton, Wall, Winstanley (left at 8.38pm) and Wright

Apologies for absence were received from Councillors Broughton, Mrs Fraser, Roling, Skinner, Mrs Sollitt and Mrs Welsh

369. MAYOR'S ANNOUNCEMENTS

The Mayor was sad to report that Lt Cdr Stuart Galley RN (Ret’d) had passed away on 22 July at the age of 99. Lt Cdr Galley was Mayor of the Borough of Eastleigh in 1981-82. On behalf of the Council, the Mayor expressed condolences to Lt Cdr Galley’s family.

The Mayor also congratulated Len Shelton, the Council’s Public Relations Officer, who was retiring on 30 September after 43 years service. On behalf of the Council, the Mayor wished Len a happy retirement and thanked him for his long service and hard work.

370. MINUTES

RESOLVED -

That the Minutes of the meeting held on 16 July 2009 be agreed as a correct record, subject to the following correction to Minute 257 - Cabinet Statements:

Councillor Bloom advised that following the collection of kitchen waste, it was being taken to to be compacted prior to being transported to Dorset for processing, not just being taken to Otterbourne as the Minute indicated.

371. DECLARATIONS OF INTEREST

Members were invited to declare interests in relation to items of business on the agenda. Any interests declared are recorded in the relevant minute below.

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372. RECOMMENDATIONS (INCLUDING CALL-INS) REQUIRING DECISION

Consideration was given to the following Minutes:

Cabinet - 10 September 2009

Anti-Social Behaviour Act 2003 Part 4: Dispersal of Groups S30 - S36 (Minute 260)

Medium Term Budget Strategy (Minute 261)

CIP Strategy Review and Schemes Approval (Minute 262)

Development of The Rose Bowl - Updated Proposals (Minute 264)

With regards to Minute 264, three members of the public addressed the Council meeting objecting to the Council financing the construction of a 175 bedroom hotel on the Rose Bowl site.

RESOLVED -

That the recommendations contained in Minutes 260, 261, 262 and 264 be agreed.

(NOTE: A RECORDED VOTE for Minute 264 was made as follows:

FOR: Airey, Bloom, Broadhurst, Mrs Broadhurst, Cross, Davies-Dear, Day, Goodall, Mrs Holden-Brown, Holes, House, Mrs Hughes, Ingram, Irish, Kyrle, McNulty, Mignot, Moore, Noyce, Pretty, G Smith, R Smith, Mrs Sortwell. Spearey, Tennent, Thomas, Thornton, Wall, Winstanley, Wright

AGAINST: Caldwell, Davidovitz, Hughes, Luffman, Norgate, Olson

ABSTAINED: Craig, Millar)

373. THE EASTLEIGH BOROUGH COMMUNITY PLAN

Consideration was given to the report of the Performance and Development Manager regarding the Eastleigh Borough Community Plan which provided an overarching plan for the Borough for the next 20 years.

The Plan was produced by the Eastleigh Strategic Partnership (ESP), which brought together the main public, private and voluntary sector organisations that provided services to the Borough’s residents. First published in 2004, the Plan had been completely revised and updated following various local consultations. The ESP was asking the Council, as its most important member, to be the first to sign up to the newly developed Plan, thereby providing a lead to the other ESP partner organisations.

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RESOLVED -

That the new Eastleigh Borough Community Plan be endorsed and adopted.

374. CABINET STATEMENTS

Councillor Winstanley, Cabinet Member for Social Policy, advised that at several past Council meetings she had reported on the effects of the current recession on the Council’s Housing Section, both on the housing list and also the supply of new social housing. This time Councillor Winstanley reported on the effects on the Council’s Benefits Section. As always, the Head of Revenues and Benefits and all the staff in that Unit ran a first class efficient service, combining one of the lowest unit costs with a commitment to giving residents, at a time of stress and need in their life, a fast and responsive service.

As at 21 September 2009, the caseload had increased to 7000 with a further 115 new claims in the pipeline awaiting final assessment. Work coming into the office had increased between 25% and 30% over the same period as last year and was still increasing. On 21 September the Unit saw the largest influx of work in any one day (excluding the day after the recent bank holiday) since the beginning of June this year. It would appear that the recession would have a continued increasing effect on the workload situation for some time to come.

Councillor Winstanley then advised on what action had been taken to maintain service levels:

Increasing the number of assessment officers by filling vacant posts and designating other posts to this role;

(1) Successfully introduced the Electronic Document Records Management (EDRM) system, thereby improving administration and cutting down on paper chasing; (2) Continually reviewing and revising office procedures to speed up the processing of claims; (3) Paying staff overtime when required to ensure claims/changes are processed in order to reduce overpayments and speed up payment of benefit; and (4) Introducing a career grade for benefit officers to ensure that training needs were identified and met and that payment of salary reflected ability.

Plans for the future included:

(1) Introducing an electronic claim form to reduce the need for double entry of information. This would be available for self completion or by completion by benefit advisors; 268

(2) Working with the Department for Work and Pensions on the roll-out of electronic transmission of claims via that department; (3) Working with the Council’s Registered Social Landlords (RSL’s) to allow them to verify claim documents and submit claims electronically to speed up processing; (4) Working with RSL’s to see how the amount of paper such as letters, rent notifications etc. can be reduced and enquiries being made to and from the RSL’s; (5) Revising new claim procedures so that the Council’s customers had one point of contact with the relevant assessment officer dealing with their claim; and (6) Increasing the ability of visiting staff to provide a more comprehensive service by increasing the mobile working application.

Councillor Winstanley concluded by thanking the Head of Revenue and Benefits and all her staff for their continued hard work and congratulated them for doing such an excellent job.

Councillor Thomas, Cabinet Member for Customer Service and ICT, advised that Saturday 26 September saw “What Can I Do?” back in Eastleigh for the third time. Growing on previous successes, there would be 20 organisations offering their activities to young people. Councillor Thomas informed Members that they were welcome to attend and support the event.

Councillor Thomas then provided an update on events in Eastleigh centre which included work between the Town Centre Partnership and the Swan Centre to make Halloween on 31October a fun time to visit with events in the streets and the Swan Centre. Plans for the ‘Christmas in Eastleigh’ spectacular on 21 November were progressing. Throughout the day there would be many attractions for the whole family including: two climbing walls, a synthetic ice rink, a giant slide and much more. From 5.15pm there would be a grand parade winding its way through the town to the Recreation Ground ready for the Mayor and Santa to switch-on the best Christmas lights in , followed by a spectacular firework display. Last year over 7500 people attended.

Three new businesses had opened in the last two months with shopfitters working to open two further shops, to take advantage of more and more people visiting the town. Footfall numbers were ahead of last year, contrary to the national trend, in August footfall was 12% up on last year (UK average across 50 -4%).

The Town Centre Partnership, with assistance from the Council’s Economic Development section had produced a booklet of money saving vouchers with special offers at 12 town centre businesses. 17,000 copies of the booklet had been distributed to residents in Eastleigh, and Chandler’s Ford. Overall, the town centre was doing well.

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With regards to ICT, Councillor Thomas informed Members that the Council was looking forward to implementing the new web site and gave details of the activity generated through the customer service section. Total internet payments = £1,763,267.42 (16,408 transactions); Total telephone payments = £735,533.26 (8229 calls); Total staff input payments = £982,266.63 (8158 transactions). The ‘At a Glance Summary’ for the website over the past year included Page Views - 1,781,946; Unique Visitors - 412,327; Visits - 556,445; Average Page Views per day - 4,868; and Average Page Views per visit 3.20. Councillor Thomas then provided statistics on the number of page views, by section, over the last year: 1. EBC Home 156,738 2. Planning and Building 45,586 3. Housing 20,495 4. Job Vacancies 17,562 5. Planning Service 17,505 6. Search and apply 16,241 7. A to Z of Services 15,136 8. Contact Us 14,618 9. Your Council 14,542 10. Clean and Green 13,852 11. Online Payments 13,625 12. Itchen Valley 13,501 13. Leisure Centre - Fleming Park 13,094 14. Council Tax 13,086 15. A to Z Results Page 12,710 16. Keeping Healthy 12,245 17. Waste and Recycling 12,148 18. Where and What to Recycle 10,549 19. Transport and Streets 9,960 20. Taxi Licence Fees and Charges 8,449 21. Swan Centre Development 8,357 22. Council Tax Balances 8,340 23. Council Tax Online Payments 8,283 24. Parking 7,615

In conclusion, Councillor Thomas was also pleased to announce that the telephone system had been adjusted to provide a dedicated service to undertakers due to their special needs.

Councillor Airey, Cabinet Member for Transport and Streetscene advised that there had been two recent changes to frontline staff positions affecting the Transport & Streetscene Portfolio. First, the Council’s Transport Policy Manager, Paul Walker, had taken a promotional appointment with City Council. Paul had given the Council an excellent service over the last four years and Councillor Airey wished him every success in his new position.

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Secondly, Councillor Airey welcomed Paul Naylor as the Council’s new Streetscene Manager, starting in that role from 28th September. Paul had been with the Council for a short time as the Interim Streetscene/Operations Manager. He came with a wealth of knowledge and experience in grounds maintenance and street care. He was the Green Spaces Service Manager for the Borough of Hillingdon, where he oversaw the implementation of a service re-structure, was instrumental in helping it achieve silver gilt in London in Bloom for the first time and helped gain 3 Green Flag awards. Paul had also held street care and grounds maintenance management positions at Bath and North East Somerset Council and Wiltshire County Council.

With regards to bus services, Councillor Airey advised that from 1 November 2009 there would be an additional Monday to Saturday Blue Star 2 journey at 23.07 from to Eastleigh. This journey would receive funding from the Council and was being provided following requests from local bus users. An announcement, regarding which company would be operating the C1/C2 service, following the recent re- tendering process, was expected shortly. This service was funded partly by this Council and partly by . The result of the tender still had to go through the County’s Environment Portfolio holder’s Decision Day process. The proposed new service would offer significant passenger benefits and enhancements as well as offering a small saving on the level of subsidy. There would also be a change of operator on the Sunday E2 between Eastleigh and which the Council fully funded and follows re-tendering. The Sunday E2 would be operated by Black Travel instead of Stagecoach and there would be no change to the timetable. This would take place from the beginning of November.

Councillor Broadhurst, Cabinet Member for Leisure, advised that this year the Council’s Park Sport programme was a fantastic success. The previous year the programme saw 2,700 attendances by young people. This year over 4,000 attendances were registered throughout the summer holidays at over 300 free sessions for Eastleigh’s 8-16 year old population. Positive feedback was received from all involved. This scheme supported the Police’s focus on decreasing anti-social behaviour in the holidays. Councillor Broadhurst thanked all the staff involved, in particular Janine Millard who organised the events.

Free swimming had been incredibly popular through the summer months. In April 2009 1605 over 60’s and 1261 under 16’s had used the facility. In August this had increased to 2220 over 60’s and 3442 under 16’s.

Work on The Point Phase 3 was still on schedule to enable the ‘official’ opening to take place on Thursday 12 November. Akram Khan, an internationally renowned dancer, would open the new facility and the invited guests would see a preview performance of Gnosis, commissioned by both the Council and Sadler’s Wells Theatre. The public opening would take place on Friday 13 November. Once completed, Phase 3 would further establish The Point as the regional centre for the performing arts. 271

Councillor Bloom, Cabinet Member for Environment, advised that with regards to waste and recycling the use of fixed penalty notices for enforcement was launched on 1 September. No tickets had yet been issued, however joint patrols with Police Community Support Officer's had been raising awareness amongst residents and lots of positive feedback had been received. Parish /Town Councils had agreed the use of Dog Control Orders and the use of Fixed Penalty Notices for dog fouling would be in place by mid-October after the Council’s Environmental Health Unit had finished consultation through the media.

Waste Less Week was being held in November. The Council was working with Borough, City and District Councils to promote waste minimisation. The project was looking for 100 families (25 from each council area) to take up the challenge to produce less waste for a week. The event had been advertised at the Council offices and an article was being placed in the Borough News seeking volunteers.

The Direct Services Guide would be distributed during October and November. The Guide detailed all Waste and StreetScene services provided by the Council and included changes to waste collections over the Christmas/New Year period. In addition these changes would be advertised in November’s Borough News, on Parish notice boards, on the website and at the Civic and Town centre offices. The 2009/10 calendar was for 13 months to include the Christmas changes for 2010/11. This would ensure residents had the information well in advance and next years Guide could be distributed in late November/early December.

The first glass collection from properties in the hard to reach areas would take place on 25 September. The first collection from Dowds Farm would take place on 2 October. The new development at South Street, Eastleigh would receive its first collection on 28 September. Kitchen waste collections from hard to reach areas would commence on 14 and 15 October. This meant that the Council was now borough-wide for both of these commodities and could add any additional properties to the appropriate rounds.

The second Dog Fun Day was held at the end of August. It was extremely successful and would definitely become an annual event.

With regards to CarbonFREE, the Council’s local carbon offsetting scheme had now paid for 177 local homes to receive either loft insulation, cavity wall insulation or both. The scheme tackled issues of fuel poverty as well as carbon emissions. 7535 tonnes of carbon would be saved over the next 40 years, which was equivalent to 22,605,000 miles in a car or enough to fill 7535 standard sized swimming pools. This proved that the scheme was worth investing in and Councillor Bloom strongly urged and encouraged local residents and businesses to invest.

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In conclusion, Councillor Bloom advised that the Council was one of ten launch councils for the 10:10 campaign, which committed organisations and individuals to cut their carbon emissions by 10% by the end of 2010. The campaign had received national publicity. She thanked Councillor Winstanley for attending the London launch on her behalf.

375. MEMBERS' QUESTIONS

(1) Councillor Norgate asked the following question of Councillor Airey:

“Can the Cabinet Member confirm: (a) if there are plans to install a working real time bus information system throughout the borough of Eastleigh; (b) when this is likely to be completed; (c) the dates each area will come on line; (d) how much a fully integrated system is likely to cost ; (e) what funding sources are available?”

Councillor Airey advised that Hampshire County Council was the lead authority with the introduction of Real Time Information (RTI). RTI was an agenda item at last June’s Environment Scrutiny Panel when the County Council’s lead officer gave a presentation and answered Member’s questions. Whilst very supportive of the introduction of RTI, Councillor Airey reminded Councillor Norgate that this Council was not the Highway Authority or the Transport Authority. There had been significant problems as the County Council’s contractor had gone into administration. It was understood that the County Council were going out to tender for a new contractor shortly. More up to date information on the situation was not available in time for this Council meeting.

(2) Councillor Norgate asked the following question of Councillor Airey:

“Can the Cabinet Member advise how much money Eastleigh Borough Council is giving in bus subsidies and which companies are in receipt of this money? In light of the ongoing “bus wars” between Blue Line and Velvet does the Cabinet Member consider there is a possibility the Council could be perceived to be showing favouritism towards a particular company which in turn is affecting bus users in Eastleigh?”

Councillor Airey replied that the majority of bus services were operated commercially, however evening services, many Sunday services together with some complete routes were funded by local councils and those supported services in the Borough were funded by Hampshire County Council, Eastleigh Borough Council or Hampshire County Council and Eastleigh Borough Council in partnership or Eastleigh Borough Council and in partnership. The following bus companies were in receipt of subsidy payments from this Council – First, Blue Star, Black Velvet Travel, 273

Stagecoach and Brijan Tours. The total was £174,638 plus £38,095 for Nitebus services. Nitebus services were recently retendered and operation transferred from First to Blue Star, which produced a saving. Councillor Airey reminded Councillor Norgate that only two Nitebus routes, those serving the southern part of the Borough, were subsidised. The other routes were commercially operated by Blue Star. Stagecoach would no longer be receiving money from this Council from the end of September 2009 as they would no longer be operating the Sunday E2. The Council did not provide funding for Stagecoach 46 serving , this being fully funded by the County Council as part of the Winchester area contract. Services such as the “BEEP”, Black Velvet B and the “Fair Oak Flyer” – those operated as part of the so called “bus wars” - were operated commercially and received no financial support from either the Borough or County Councils. The Office of Fair Trading (OfT) were to investigate competition within the bus industry and Chris Huhne M.P. had asked the OfT to investigate the competition in Eastleigh between Blue Star and Black Velvet Travel. Councillor Airey reminded Members that favouritism towards any company as part of the tendering process was illegal. It was also illegal for a bus operator to use a service subsidy to fund competitive services against another operator. Without the Borough Council providing additional support for local bus services that many of the Council’s communities and their residents – particularly the young and older people – would have far fewer travel opportunities. Supporting local bus services met many of the Council’s policies and offered people an alternative travel mode to the car.

(3) Councillor Norgate asked the following question of Councillor House:

“Over the last year how many people have resigned or retired from employment at Eastleigh Borough Council. Of these, how many vacancies have been filled, how many are still to be filled, and how many will not be filled due to downsizing?”

Councillor House replied that 61 staff had either resigned or retired, of which 38 posts had been filled. It was up to Unit Heads to decide how or if remaining posts should be filled.

(4) Councillor Norgate asked the following question of Councillor House:

“Our Development Control and Enforcement departments are currently running under strength. What plans are in place to ensure service levels are maintained?”

Councillor House advised that service levels were being maintained and the number of applications being received were down by 30%. Currently four posts were being held open in the Unit.

(5) Councillor Norgate asked the following question of Councillor House: 274

“In response to a question from a Councillor, it was reported that the Leader said that building Allington would be done over his dead body. Can the Leader confirm whether he considers this to be a good negotiating position? Also, does he mirror this view for the Boorley Green SDA which lies in the same corridor of green belt?”

Councillor House replied that he did not recognise the statement and advised that people generally negotiated before death and not after. In response to Councillor Norgate’s supplementary question regarding the Boorley Green SDA, Councillor House advised that this had been the subject of a number of lengthy motions, the government had not consulted on the issue properly and he was not prepared to endorse the location of the SDA.

(6) Councillor Luffman asked the following question of Councillor House:

“It has been reported in the local press that the leader of the Liberal Democrats believes the overall pay bill for public sector earning over £100,000 should be reduced by 25 percent in every organisation or department. Bearing in mind the political administration of this Council, does the Leader agree with his Leader’s view and is any action being planned to implement a pay reduction at Eastleigh Borough Council?”

Councillor House replied that he did not recognise the statement being made and the view of Nick Clegg was not necessarily his view; the Liberal Democrats unlike the Labour Government supported local diversity in decision making.

(7) Councillor Caldwell asked the following question of Councillor House:

“Does the Leader acknowledge the general accuracy of the following changes in allotment provision in the borough?

Plot area lost: South Street allotments 39,400 sq.m Monks Way allotments 10,700 sq.m Woodside loss to cemetery extension 3,600 sq.m Woodside loss to development 16,500 sq.m Total plot area lost 70,200 sq.m

Replacement plot area 39,800 sq.m

Net loss of plot area 30,400 sq.m

What plans does he have to accommodate the shortfall of up to 30,000 sq.m by further replacement provision and when will this be provided as there are some 365 people still on the waiting list for allotments?”

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Cllr House replied that he did not recognise the accuracy of the figures quoted by Councillor Caldwell and that, with regard to the waiting list for allotments, there were at present 296 people on the waiting list. Of these, offers of sites had been made to some and there was a reasonable turnover of people on the list allowing reasonable prospect of offers being made. The Council was on the look-out for further allotment sites to develop.

In response to Councillor Caldwell’s supplementary question, Councillor House identified that when the Council had taken back land at South Street and Monks Way from the Allotment Association, 32,175 sq m was under cultivation. Replacement allotments totalling 40,085 sq m had been provided as part of the Council’s £1m+ new provision, demonstrating the Council’s commitment to allotment gardening. The Woodside Avenue site had yet to be re-developed but did not include the net loss of any statutory allotments.

376. RESOLVED ITEMS - FOR NOTING AND QUESTIONS ONLY

RESOLVED -

That the Minutes of the following meetings be received:

Cabinet - Thursday 10 September 2009;

Administration Committee - Thursday 10 September 2009;

Environment Scrutiny Panel - Thursday 30 July 2009;

Community Wellbeing Scrutiny Panel - Wednesday 22 July 2009;

Chandler's Ford and Hiltingbury Local Area Committee - Wednesday 9 September 2009;

Hedge End, West End and Botley Local Area Committee - Monday 13 July and Monday 14 September 2009;

Eastleigh Local Area Committee - Tuesday 28 July 2009 and Tuesday 15 September 2009;

Bursledon, Hamble-le-Rice and Hound Local Area Committee - Thursday 3 September 2009; and

Bishopstoke, Fair Oak and Horton Heath Local Area Committee - Wednesday 2 September 2009.

The meeting finished at 8:55 pm M4204