Agenda and minutes

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The meeting was webcast on the Council’s website.

Apologies for absence were received from Councillor Dodds, who was substituted for by Councillor Demerci

The Chair will consider the admission of any late items of urgent business. (Late items will be considered under the agenda item where they appear),

There was no such business.

A member with a personal interest in a matter who attends a meeting of the authority at which the matter is considered must disclose to that meeting the existence and nature of that interest at the commencement of that consideration, or when the interest becomes apparent.

A member with a personal interest in a matter also has a prejudicial interest in that matter if the interest is one which a member of the public with knowledge of the relevant facts would reasonably regard as so significant that it is likely to prejudice the member's judgment of the public interest and if this interest affects their financial position or the financial position of a person or body as described in paragraph 8 of the Code of Conduct and/or if it relates to the determining of any approval, consent, licence, permission or registration in relation to them or any person or body described in paragraph 8 of the Code of Conduct.

Councillor Egan declared a personal interest in respect of item 5 by nature of being a Member for Woodside Ward.

Councillor Demerci stated that to avoid a future conflict of interest, he would not sit on the Planning Committee in the event of the below item being considered by that body.

i)                    Report of the Monitoring Officer

TO FOLLOW

ii)                  Report of the Director of Corporate Resources

TO FOLLOW

iii)        Appendix (For information only):

a)     Copy of the ‘call in’

b)     Draft minutes of meeting of the Cabinet of 28 July 2008 (Subject to confirmation by the Cabinet)

c)      Civic Centre and Ceremonial Functions report from the Cabinet of 28 July 2008.

A decision on the above item was taken by the Cabinet on 28 July 2008. The decision has been called in, in accordance with the provisions set out in the Constitution, by Councillors Whyte, Gorrie, Oakes, Wilson and Reid.

The Overview and Scrutiny Committee is requested to decide what further action it wishes to take regarding the Call In.

The Overview and Scrutiny Committee may deal with the Call-In in one of three ways:

i)                    The Overview and Scrutiny Committee may decide not to take any further action, in which case the decision is implemented immediately.

ii)                  The Overview and Scrutiny Committee may decide to refer the decision back to the decision taker, in which case the decision taker has 5 working days to reconsider the decision before taking a final decision.

iii)                The Overview and Scrutiny Committee may decide to refer the decision to Full Council.

It is proposed that consideration of this item be structured as follows:

(i)         A brief outline by the above Members on the reasons for the Call In.

(ii)        Response by the Cabinet Member for Housing.

(iii)       Debate by Members on action to be taken.

(iv)       Decision.

Note: Under Standing Order 32.6 no other business shall be considered at the meeting.

The special meeting of the committee had been convened to consider the call-in of the Cabinet item regarding the Civic Centre and ceremonial functions.

A decision on the item had been taken by the Cabinet on 28 July 2008, and had been called in, in accordance with the provisions set out in the Constitution, by Councillors Whyte, Gorrie, Oakes, Wilson and Reid.

The proposal was considered by the above Councillors to be outside the budget/policy framework.

The committee noted that the Monitoring Officer had ruled the call-in valid for the following reasons:

(a)    it was submitted and signed by 5 Councillors

(b)    it was received by the Head of Democratic Services by 10.00 a.m. on the fifth working day following publication of the draft minute on 30 July 2008 i.e. before 10 a.m. on Wednesday 6^th August.

(c)    it specified the decision to be called in

(d)    it specified whether the decision was claimed to be outside the policy/budget framework

(e)    it gave reasons for the Call-In and outlined an alternative course of action

(f)      the original decision has not been subject to the urgency procedures required in paragraph 18 of the Rules.

The committee was addressed by Cllr Gorrie, a signatory to the call-in, who stated that the proposed decision was the second largest discretionary expenditure by the Council this decade, that there had been a lack of consultation on the decision and that the proposed new Civic Centre was not explicitly stated in the Council’s budget.  The signatories to the call-in regarded the proposal as unjustifiable, and stated their belief that the Council should trial a system of holding Civic meetings at a variety of other buildings around the borough.

The committee was also addressed by Michael Corwell Jones of the Friends of Woodside Park, who stated residents concerns over the impact of the proposed development on the park itself.  Concern was also raised that the proposed timescale would leave little time for consultation with the local community.

The Cabinet Member for Resources addressed the committee and, in concurrence with the Chief Financial Officer, stated that the decision was part of the Council’s policy/budget framework, as it was in accordance with the agreed Accommodation Strategy.  The decision had been taken in public at a meeting of the Cabinet, with final approval for the sale of the Civic Centre site not required for a further two years, thus allowing opportunity for further consultation.  He stated a number of positive benefits of the move, including the need for the delivery of modern Council services, with the Civic Centre being no longer fit for purpose.  The Cabinet Member stated that proposals put forward by the call-in signatories for a trial period without a central Civic Building were uncosted and had no precedent in London governance.

With regards to the services at Woodside House, Officers assured residents that  equivalent alternative accommodation would be provided.  A site at Commerce Road already identified, and extensive consultation would be carried out prior to the  ...  view the full minutes text for item 25.