Gosport Borough Council
Councillors:
28
Wards:
14
Committees:
10
Meetings (2025):
49
Meetings (2024):
47
Meeting
Policy and Organisation Board - Gosport
Meeting Times
Scheduled Time
Start:
Wednesday, 2nd July 2025
6:00 PM
Wednesday, 2nd July 2025
6:00 PM
End:
Wednesday, 2nd July 2025
10:00 PM
Wednesday, 2nd July 2025
10:00 PM
Meeting Status
Status:
Confirmed
Confirmed
Date:
02 Jul 2025
02 Jul 2025
Location:
Council Chamber
Council Chamber
Meeting Attendees
Council Staff
Head of Planning and Regeneration and Assistant to the Chief Executive
Debbie Gore
Copy docmts only
Agenda
1
Apologies for non-attendance
Minutes
There were none.
2
Declarations of interest
Minutes
There were none.
3
Minutes of the meeting of the board held on 12 March 2025
To sign as a true and correct record the minutes of the meeting held on 12 March 2025.
Attachments:
- Document Minutes Public Pack, 12/03/2025 Policy and Organisation Board 24 Jun 2025
Minutes
RESOLVED: That the minutes of the meeting held on the 12 March 2025 be signed as a true and correct record.
4
Deputations - Standing Order 3.4
Minutes
There were none.
5
Public Questions - Standing order 3.5
Minutes
There were none.
6
Local Nature Recovery Strategy - GBC response to HCC Consultation
To advise Members of Hampshire County Council’s Local Nature Recovery Strategy (LNRS) consultation and outline the Borough Council’s formal response.
Attachments:
- Document LNRS report 24 Jun 2025
Minutes
Consideration was given to a report of the Planning Policy Manager advising Members of Hampshire County Council’s Local Nature Recovery Strategy (LNRS) consultation and outline the Borough Council’s formal response.
The Board was advised that the Environment Act 2021 had brought in a new system of plans and that Hampshire County Council were the responsible authority for the work.
The Local authorities were required to work with the County Council as a supporting authority. The County Council had completed a draft which had been sent to supporting authorities for consultation. Responses to this would be considered and a subsequent, final version for approval.
Once this process had been undertaken, the final version would be sent to DEFRA for approval. The estimated timescale on this was December 2025. It would not be mandatory, but advisory to support open spaces and nature which would support areas such as the Alver Valley, and help to inform the Local Plan.
In answer to a Member’s question, the Board was advised that there was no financial implications as the Strategy was advisory. It was advised that it would help inform the Local Plan.
Members welcomed, and were grateful to officers for their work on the strategy.
It was hoped that sensible approaches could be taken to support wildlife and nature, particularly with important sites like the Alver Valley and Browndown. It was hoped that protected habitats can be looked at and it was hoped that any further infringement on the Alver Valley would not be permitted.
RESOLVED:
That the Policy and Organisation Board:
- Supports and welcomes the LNRS in order to improve biodiversity across Hampshire
- Approves the comments set out in Appendix 1 as part of its formal response to HCC
The Board was advised that the Environment Act 2021 had brought in a new system of plans and that Hampshire County Council were the responsible authority for the work.
The Local authorities were required to work with the County Council as a supporting authority. The County Council had completed a draft which had been sent to supporting authorities for consultation. Responses to this would be considered and a subsequent, final version for approval.
Once this process had been undertaken, the final version would be sent to DEFRA for approval. The estimated timescale on this was December 2025. It would not be mandatory, but advisory to support open spaces and nature which would support areas such as the Alver Valley, and help to inform the Local Plan.
In answer to a Member’s question, the Board was advised that there was no financial implications as the Strategy was advisory. It was advised that it would help inform the Local Plan.
Members welcomed, and were grateful to officers for their work on the strategy.
It was hoped that sensible approaches could be taken to support wildlife and nature, particularly with important sites like the Alver Valley and Browndown. It was hoped that protected habitats can be looked at and it was hoped that any further infringement on the Alver Valley would not be permitted.
RESOLVED:
That the Policy and Organisation Board:
- Supports and welcomes the LNRS in order to improve biodiversity across Hampshire
- Approves the comments set out in Appendix 1 as part of its formal response to HCC
7
GBC Grants Programme Annual Overview
This report, as required by Board, provides an update on the Council’s Grants Programme for the 2024-2025 financial year.
Attachments:
- Document PO Board Report-GBC Grants Programme Annual July 25 24 Jun 2025
Minutes
Consideration was given to a report of the Head of Corporate Policy and Community Safety detailing an update on the Council’s grant programme for the 2024-25 financial year.
Members felt that it would be useful to publish a report of the outcome with more detail on the Council’s website and it was requested that a summary document be included.
Members recognised that some organisations were applying repeatedly and whilst it was acknowledged that there was still a need for funding, the Council could not repeatedly support the same organisations.
Members were satisfied that the projects being supported were appropriate. It was advised that legal advice was currently being sought on the Alverstoke Centre application as the project proposal had changed significantly.
RESOLVED: It was agreed that a list of awards be made available on the website and the report be noted.
Members felt that it would be useful to publish a report of the outcome with more detail on the Council’s website and it was requested that a summary document be included.
Members recognised that some organisations were applying repeatedly and whilst it was acknowledged that there was still a need for funding, the Council could not repeatedly support the same organisations.
Members were satisfied that the projects being supported were appropriate. It was advised that legal advice was currently being sought on the Alverstoke Centre application as the project proposal had changed significantly.
RESOLVED: It was agreed that a list of awards be made available on the website and the report be noted.
8
Corporate Complaints policy
The purpose of this report is:
1) To inform the Board of a revised Complaint Handling Code published by the Local Government and Social Care Ombudsman in February 2024, for implementation by 1 April 2026.
2) To seek approval of the draft Corporate Complaints Policy and outline the key changes to the Council’s current procedure, to align with the Local Government & Social Care Ombudsman’s Complaint Handling Code.
1) To inform the Board of a revised Complaint Handling Code published by the Local Government and Social Care Ombudsman in February 2024, for implementation by 1 April 2026.
2) To seek approval of the draft Corporate Complaints Policy and outline the key changes to the Council’s current procedure, to align with the Local Government & Social Care Ombudsman’s Complaint Handling Code.
Attachments:
- Document 01 Corporate Complaints Policy Report 24 Jun 2025
- Document 01 Corporate Complaints policy_DRAFT 24 Jun 2025
- Document 01 GBC IIA - Equality and Climate Change - Corporate Complaints policy 24 Jun 2025
Minutes
Consideration was given to a report of the Benefits and Corporate Complaints Manager informing the Board of a revised Complaint Handling Code published by the Local Government and Social Care Ombudsman in February 2024, for implementation by 1 April 2026 and to seek approval of the draft Corporate Complaints Policy and outline the key changes to the Council’s current procedure, to align with the Local Government & Social Care Ombudsman’s Complaint Handling Code.
The Board was advised that the key changes were highlighted in the report.
In answer to a Member’s question, the Board was advised that a further look would be taken at the restrictions on dates, and complaint timescales as this would prohibit some complaints progressing.
A Member was advised that verbal complaints could be accepted and a proforma could be developed to ensure the correct information was captured.
1) RESOLVED: That the Board approves the draft Corporate Complaints Policy, as attached at Appendix 1, for implementation with immediate effect.
The Board was advised that the key changes were highlighted in the report.
In answer to a Member’s question, the Board was advised that a further look would be taken at the restrictions on dates, and complaint timescales as this would prohibit some complaints progressing.
A Member was advised that verbal complaints could be accepted and a proforma could be developed to ensure the correct information was captured.
1) RESOLVED: That the Board approves the draft Corporate Complaints Policy, as attached at Appendix 1, for implementation with immediate effect.
9
Approval to allocate CIL and Section 106 funding
Report to follow
Attachments:
- Document Section 106CIL PO report 24 Jun 2025
Minutes
Consideration was given to a report of the Head of Public Spaces seeking the Board’s approval to commit Community Infrastructure Levy (CIL) funding and Section 106 funding to enable seven projects to be included in the approved capital programme and delivered during the 25/26 financial year.
The Board was advised that the report presented proposals for the utilisation of funds from Section 106 and CIL to make improvements in the Borough. Members felt this was particularly important as previously funds had been unspent and it was required they be returned.
Members advised that it was good that sports facilities were being improved following a significant period of neglect.
The projects were explained to the Board and included the replacement play area at Lee on the Solent, improvements to Privett Park, including the pickle ball courts. In addition there was to be a secure dog compound on the Alver Valley to encourage dog walking away from the coastline in line with the bird aware mitigation policy.
There would also be upcoming improvements to the facilities at Rowner Cricket Club and replacement equipment for what had been vandalised at Alver Valley West Play Park.
There was still funds to be allocated which would cover work to Griffin Walk play area, Elson Rec, and Leesland.
The Board was advised that the dog walking area would not be chargable, and would also be located away from habitats on the Alver Valley, in addition replacement equipment for the Alver Valley would have less risk of vandalism.
Liaisons regarding the ecology of the Alver Valley site would be undertaken and relevant planning consents sought.
Members of the Board advised that they hoped that there would be consultation with Ward Councillors and possibly wider for the replacement equipment in Lee on the Solent.
Members welcomed the work that had been undertaken.
RESOLVED:
That the Board approve:
i) the allocation of received CIL funding as described in the following report
ii) the allocation of received specified Section 106 funding as described in the following report
The Board was advised that the report presented proposals for the utilisation of funds from Section 106 and CIL to make improvements in the Borough. Members felt this was particularly important as previously funds had been unspent and it was required they be returned.
Members advised that it was good that sports facilities were being improved following a significant period of neglect.
The projects were explained to the Board and included the replacement play area at Lee on the Solent, improvements to Privett Park, including the pickle ball courts. In addition there was to be a secure dog compound on the Alver Valley to encourage dog walking away from the coastline in line with the bird aware mitigation policy.
There would also be upcoming improvements to the facilities at Rowner Cricket Club and replacement equipment for what had been vandalised at Alver Valley West Play Park.
There was still funds to be allocated which would cover work to Griffin Walk play area, Elson Rec, and Leesland.
The Board was advised that the dog walking area would not be chargable, and would also be located away from habitats on the Alver Valley, in addition replacement equipment for the Alver Valley would have less risk of vandalism.
Liaisons regarding the ecology of the Alver Valley site would be undertaken and relevant planning consents sought.
Members of the Board advised that they hoped that there would be consultation with Ward Councillors and possibly wider for the replacement equipment in Lee on the Solent.
Members welcomed the work that had been undertaken.
RESOLVED:
That the Board approve:
i) the allocation of received CIL funding as described in the following report
ii) the allocation of received specified Section 106 funding as described in the following report
10
Any other items
Minutes
There were none.
11
Exclusion of the Press and Public
Minutes
RESOLVED: That the press and the public be excluded from the following items as they contain information which is commercially sensitive.
Councillors Philpott and Raffaelli asked that their abstention from this vote be recorded.
Councillors Philpott and Raffaelli asked that their abstention from this vote be recorded.
12
People's Park development at Mumby Road, Gosport - Planning application and procurement of a main contractor for phase 2 works
Report to follow.
Attachments:
- Document PO Board Report - Planning application and procurement of a main contractor for phase 2 works FINAL (002) 24 Jun 2025
- Document Appendix 1 - Proposed Section 24 Jun 2025
- Document Appendix 1 - Proposed 1st Floor 24 Jun 2025
- Document Appendix 1 - Proposed Elevations 24 Jun 2025
- Document Appendix 1 - Proposed Ground Floor 24 Jun 2025
- Document Appendix 2 - Cost Summary 26 06 2025 24 Jun 2025
13
Criterion
Report to follow
Minutes
Consideration was given to a report of the Manager of Economic Development and Regeneration detailing a planning application and procurement for phase 1 and other works.
As the report was not presented to the Board until this item was reached on the agenda, it was requested and agreed that the meeting be adjourned and reconvene at 6pm on 3July 2025. This was subsequently amended to start at 4pm.
Upon reconvening the Board agreed to remain in confidential session with Councillors Philpott and Raffaelli abstaining from this vote
The Board was presented with a report with the following recommendation
That P&O Board Members decide from either option A or B, below.
Option A – Approve spend (subject to keeping within the £1.4 million capital budget allocation) to:
1. Approve additional works to Counterculture as detailed in 2.2 below to include RIBA Stage 4 Technical Design, structural survey of the balcony, development and submission of the planning application for the development of the Criterion subject to having had an affirmative legal opinion confirming the legality of a direct award being under the UK procurement threshold. This is external advice which has been commissioned via Bevan Brittan solicitors having received from Counterculture their addendum report of the 26th June 2026.
2. Appoint and award a main works contractor including pre-market engagement for Phase 1A to complete the technical design and deliver the required construction and interior fit-out works via a compliant framework subject to 1 above. This is subject to further financial due diligence.
3. Appoint a roofing contractor to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building (subject to a competitive procurement from a framework up to a value of £125k for the whole roof plus scaffolding costs).
4. Identify an interim venue operator (for the pop-up café and cultural launch period) on an initial 13 months interim basis to allow phase 1A opening in March 2026 (subject to waiver request in section 2.6 to direct award). This will be for a value up to £202k for 13 months. It is to be stressed that given the pairing down of the initial Counterculture offer that it is imperative that future revenue funding be established as the current in year revenue funding is extremely limited. This is subject to 1 above and the Borough Treasurers comments contained within this report. It is to be noted that he is not available and on leave until the 7th July, he has expressed a view that he would want to speak to his advices This will be followed by a competitive procurement to identify a longer term operator for phases 1A & 1B (assuming that a capital funding arrangement can be agreed or obtained). Noting that some of this revenue spend will fall into FY 25/26 and is currently unfunded as well as revenue spend in 26/27 which is also unbudgeted.
5. Subject to approval in the councils budget setting process for 2026/27 Financial Year, to allocate the revenue funding to support the interim operator (£168k in 2026/27, part of the £202k total in 4 above). A virement of £34k for the revenue costs in FY25/26 will need to be approved by Service Unit Managers, the Borough Treasurer, the Chief Executive and the appropriate Board as stated in section A.12 Part 4 Schedule 16 of the Financial Regulations.
6.Ensure that robust project management continues to be in place through to project completion and handover by appointing a local construction project manager for the required duration to oversee the construction on a daily basis (estimated cost £45k for phase 1A). This is subject to 1 above and financial services comments.
Option B, recognises the overall uncertainties around funding availability for the first phase of the project (1A and 1B) (see Financial Services Comments section in this report) and pauses the project until additional capital and revenue funding is confirmed to also deliver phase 1B and run the Criterion Theatre for the first five years or until break-even point when no subsidy is required (noting that such required funding is currently being applied for from former Solent LEP legacy funds). This acknowledges the risk stated in the Counterculture report that phase 1A would not meet the original brief and would not provide a viable long-term offer for a third-party operator. However, Phase 1A and 1B together would meet the brief and deliver a building that could attract third-party operator interest. See table 3 below in section 2.2 that outlines the revenue funding needed until the steady state position.
There were two amendments to the proposal
The first amendment proposed by Councillor Chegwyn and seconded by Councillor Hylands
That:
After ‘that the Policy and Organisation Board Members decide from either option a or option b below, that option A be replaced as follows
Option A – Approve spend ( subject to keeping within £1.4million capital budget allocation ) to:
1. Approve additional work to counterculture as detailed in 2.2 below to include RIBA stage 4 Technical Design, structural survey of the balcony, development and submission of the planning application for the development of the Criterion, subject to note 1A above.
2. Appoint and award a main works contractor including pre market engagement for Phase 1A to complete the technical design and deliver the required construction and interior fit-out works via a compliant framework, subject to 1 above and subject to note 2a below.
3. Appoint a roofing contractor to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building, subject to note 3a below.
4. Identify an interim venue operator on an initial 13 month interim basis to allow phase 1A opening in March 2026, subject to Note 4a below.
5. Subject to approval in the Council budget setting process for 2026/27 Financial Year, to allocate any revenue funding required to support the interim operator, subject to note 5 a below
6. Ensure that robust project management continues to be in place through to project completion and handover by appointing a local construction project manager for the required duration to oversee the construction on a daily basis, subject to note 6a below.
Note 1a - Officers will seek a legal opinion regarding the legality of a direct award being under the UK procurement threshold. That advice, when received, will inform discussions and agreement with counterculture on future costs and work schedules.
Note 2a – Financial due diligence will continue to inform works going forward.
Note 3a – The appointment of will be subject to a competitive procurement from a framework up to a value of £125k for the whole roof plus the scaffolding costs. The appointment of a contractor ‘to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building’ means that, subject to cost approval to a maximum of £125k as above, the contractor will undertake any repairs and other work deemed necessary to protect the fabric of the building as a result of the initial assessment.
Note 4a/5a - The appointment of an interim venue operator may require revenue funding which will need to be approved in consultation with the Borough Treasurer as part of the 2026/27 budget setting process. It may also require limited revenue support in the current financial year which will need to be identified in due course. Any virement for any revenue costs in 2025/26 will need to be approved in accordance with normal council procedures. This will be followed by a competitive procurement to identify a longer term operator for the Criterion building.
Note 6a – The estimated cost for the appointment of a local construction manager to oversee the construction and delivery of phase 1a is £45k. This is subject to 1 above and the financial services comments
And a second amendment was proposed by Councillor Raffaelli and seconded by Councillor Philpott as follows
Add Option C – Cancel the Criterion project and enact the exit option forthwith
A vote was taken on the inclusion of option C.
This was agreed with Councillors Philpott and Raffaelli requesting that their vote in support of the amendment be recorded.
A vote was taken on the proposed amendment to Option A and agreed .
Councillor Philpott and Raffaelli requested that their vote against this amendment be recorded.
The substantive motion therefore included the addition of Option C, and the amendment to option A, as detailed in full below.
That P&O Board Members decide from either option A or B or C, below.
Option A –Approve spend ( subject to keeping within £1.4million capital budget allocation ) to:
1. Approve additional work to counterculture as detailed in 2.2 below to include RIBA stage 4 Technical Design, structural survey of the balcony, development and submission of the planning application for the development of the Criterion, subject to note 1A above.
2. Appoint and award a main works contractor including pre market engagement for Phase 1A to complete the technical design and deliver the required construction and interior fit-out works via a compliant framework, subject to 1 above and subject to note 2a below.
3. Appoint a roofing contractor to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building, subject to note 3a below.
4. Identify an interim venue operator on an initial 13 month interim basis to allow phase 1A opening in March 2026, subject to Note 4a below.
5. Subject to approval in the Council budget setting process for 2026/27 Financial Year, to allocate any revenue funding required to support the interim operator, subject to note 5 a below
6. Ensure that robust project management continues to be in place through to project completion and handover by appointing a local construction project manager for the required duration to oversee the construction on a daily basis, subject to note 6a below.
Note 1a - Officers will seek a legal opinion regarding the legality of a direct award being under the UK procurement threshold. That advice, when received, will inform discussions and agreement with counterculture on future costs and work schedules.
Note 2a – Financial due diligence will continue to inform works going forward.
Note 3a – The appointment of will be subject to a competitive procurement from a framework up to a value of £125k for the whole roof plus the scaffolding costs. The appointment of a contractor ‘to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building’ means that, subject to cost approval to a maximum of £125k as above, the contractor will undertake any repairs and other work deemed necessary to protect the fabric of the building as a result of the initial assessment.
Note 4a/5a - The appointment of an interim venue operator may require revenue funding which will need to be approved in consultation with the Borough Treasurer as part of the 2026/27 budget setting process. It may also require limited revenue support in the current financial year which will need to be identified in due course. Any virement for any revenue costs in 2025/26 will need to be approved in accordance with normal council procedures. This will be followed by a competitive procurement to identify a longer term operator for the Criterion building.
Note 6a – The estimated cost for the appointment of a local construction manager to oversee the construction and delivery of phase 1a is £45k. This is subject to 1 above and the financial services comments
Option B, recognises the overall uncertainties around funding availability for the first phase of the project (1A and 1B) (see Financial Services Comments section in this report) and pauses the project until additional capital and revenue funding is confirmed to also deliver phase 1B and run the Criterion Theatre for the first five years or until break-even point when no subsidy is required (noting that such required funding is currently being applied for from former Solent LEP legacy funds). This acknowledges the risk stated in the Counterculture report that phase 1A would not meet the original brief and would not provide a viable long-term offer for a third-party operator. However, Phase 1A and 1B together would meet the brief and deliver a building that could attract third-party operator interest. See table 3 below in section 2.2 that outlines the revenue funding needed until the steady state position.
Option C – Cancel the Criterion project and enact the exit option forthwith.
A vote was taken on option C, this was not carried. Councillor Raffaelli and Councillor Philpott asked for their vote FOR the recommendation be recorded.
Option B
A vote was taken on option B this was not carried, Councillor Philpott and Raffaelli requested that their votes against this proposal be recorded.
Option A
A vote was taken on the substantive option A and this was carried.
Councillor Philpott and Raffaelli requested that their votes against this be recorded.
RESOLVED:
That the Board approve spend ( subject to keeping within £1.4million capital budget allocation ) to:
1. Approve additional work to counterculture as detailed in 2.2 below to include RIBA stage 4 Technical Design, structural survey of the balcony, development and submission of the planning application for the development of the Criterion, subject to note 1A above.
2. Appoint and award a main works contractor including pre market engagement for Phase 1A to complete the technical design and deliver the required construction and interior fit-out works via a compliant framework, subject to 1 above and subject to note 2a below.
3. Appoint a roofing contractor to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building, subject to note 3a below.
4. Identify an interim venue operator on an initial 13 month interim basis to allow phase 1A opening in March 2026, subject to Note 4a below.
5. Subject to approval in the Council budget setting process for 2026/27 Financial Year, to allocate any revenue funding required to support the interim operator, subject to note 5 a below
6. Ensure that robust project management continues to be in place through to project completion and handover by appointing a local construction project manager for the required duration to oversee the construction on a daily basis, subject to note 6a below.
Note 1a - Officers will seek a legal opinion regarding the legality of a direct award being under the UK procurement threshold. That advice, when received, will inform discussions and agreement with counterculture on future costs and work schedules.
Note 2a – Financial due diligence will continue to inform works going forward.
Note 3a – The appointment of will be subject to a competitive procurement from a framework up to a value of £125k for the whole roof plus the scaffolding costs. The appointment of a contractor ‘to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building’ means that, subject to cost approval to a maximum of £125k as above, the contractor will undertake any repairs and other work deemed necessary to protect the fabric of the building as a result of the initial assessment.
Note 4a/5a - The appointment of an interim venue operator may require revenue funding which will need to be approved in consultation with the Borough Treasurer as part of the 2026/27 budget setting process. It may also require limited revenue support in the current financial year which will need to be identified in due course. Any virement for any revenue costs in 2025/26 will need to be approved in accordance with normal council procedures. This will be followed by a competitive procurement to identify a longer term operator for the Criterion building.
Note 6a – The estimated cost for the appointment of a local construction manager to oversee the construction and delivery of phase 1a is £45k. This is subject to 1 above and the financial services comments
As the report was not presented to the Board until this item was reached on the agenda, it was requested and agreed that the meeting be adjourned and reconvene at 6pm on 3July 2025. This was subsequently amended to start at 4pm.
Upon reconvening the Board agreed to remain in confidential session with Councillors Philpott and Raffaelli abstaining from this vote
The Board was presented with a report with the following recommendation
That P&O Board Members decide from either option A or B, below.
Option A – Approve spend (subject to keeping within the £1.4 million capital budget allocation) to:
1. Approve additional works to Counterculture as detailed in 2.2 below to include RIBA Stage 4 Technical Design, structural survey of the balcony, development and submission of the planning application for the development of the Criterion subject to having had an affirmative legal opinion confirming the legality of a direct award being under the UK procurement threshold. This is external advice which has been commissioned via Bevan Brittan solicitors having received from Counterculture their addendum report of the 26th June 2026.
2. Appoint and award a main works contractor including pre-market engagement for Phase 1A to complete the technical design and deliver the required construction and interior fit-out works via a compliant framework subject to 1 above. This is subject to further financial due diligence.
3. Appoint a roofing contractor to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building (subject to a competitive procurement from a framework up to a value of £125k for the whole roof plus scaffolding costs).
4. Identify an interim venue operator (for the pop-up café and cultural launch period) on an initial 13 months interim basis to allow phase 1A opening in March 2026 (subject to waiver request in section 2.6 to direct award). This will be for a value up to £202k for 13 months. It is to be stressed that given the pairing down of the initial Counterculture offer that it is imperative that future revenue funding be established as the current in year revenue funding is extremely limited. This is subject to 1 above and the Borough Treasurers comments contained within this report. It is to be noted that he is not available and on leave until the 7th July, he has expressed a view that he would want to speak to his advices This will be followed by a competitive procurement to identify a longer term operator for phases 1A & 1B (assuming that a capital funding arrangement can be agreed or obtained). Noting that some of this revenue spend will fall into FY 25/26 and is currently unfunded as well as revenue spend in 26/27 which is also unbudgeted.
5. Subject to approval in the councils budget setting process for 2026/27 Financial Year, to allocate the revenue funding to support the interim operator (£168k in 2026/27, part of the £202k total in 4 above). A virement of £34k for the revenue costs in FY25/26 will need to be approved by Service Unit Managers, the Borough Treasurer, the Chief Executive and the appropriate Board as stated in section A.12 Part 4 Schedule 16 of the Financial Regulations.
6.Ensure that robust project management continues to be in place through to project completion and handover by appointing a local construction project manager for the required duration to oversee the construction on a daily basis (estimated cost £45k for phase 1A). This is subject to 1 above and financial services comments.
Option B, recognises the overall uncertainties around funding availability for the first phase of the project (1A and 1B) (see Financial Services Comments section in this report) and pauses the project until additional capital and revenue funding is confirmed to also deliver phase 1B and run the Criterion Theatre for the first five years or until break-even point when no subsidy is required (noting that such required funding is currently being applied for from former Solent LEP legacy funds). This acknowledges the risk stated in the Counterculture report that phase 1A would not meet the original brief and would not provide a viable long-term offer for a third-party operator. However, Phase 1A and 1B together would meet the brief and deliver a building that could attract third-party operator interest. See table 3 below in section 2.2 that outlines the revenue funding needed until the steady state position.
There were two amendments to the proposal
The first amendment proposed by Councillor Chegwyn and seconded by Councillor Hylands
That:
After ‘that the Policy and Organisation Board Members decide from either option a or option b below, that option A be replaced as follows
Option A – Approve spend ( subject to keeping within £1.4million capital budget allocation ) to:
1. Approve additional work to counterculture as detailed in 2.2 below to include RIBA stage 4 Technical Design, structural survey of the balcony, development and submission of the planning application for the development of the Criterion, subject to note 1A above.
2. Appoint and award a main works contractor including pre market engagement for Phase 1A to complete the technical design and deliver the required construction and interior fit-out works via a compliant framework, subject to 1 above and subject to note 2a below.
3. Appoint a roofing contractor to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building, subject to note 3a below.
4. Identify an interim venue operator on an initial 13 month interim basis to allow phase 1A opening in March 2026, subject to Note 4a below.
5. Subject to approval in the Council budget setting process for 2026/27 Financial Year, to allocate any revenue funding required to support the interim operator, subject to note 5 a below
6. Ensure that robust project management continues to be in place through to project completion and handover by appointing a local construction project manager for the required duration to oversee the construction on a daily basis, subject to note 6a below.
Note 1a - Officers will seek a legal opinion regarding the legality of a direct award being under the UK procurement threshold. That advice, when received, will inform discussions and agreement with counterculture on future costs and work schedules.
Note 2a – Financial due diligence will continue to inform works going forward.
Note 3a – The appointment of will be subject to a competitive procurement from a framework up to a value of £125k for the whole roof plus the scaffolding costs. The appointment of a contractor ‘to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building’ means that, subject to cost approval to a maximum of £125k as above, the contractor will undertake any repairs and other work deemed necessary to protect the fabric of the building as a result of the initial assessment.
Note 4a/5a - The appointment of an interim venue operator may require revenue funding which will need to be approved in consultation with the Borough Treasurer as part of the 2026/27 budget setting process. It may also require limited revenue support in the current financial year which will need to be identified in due course. Any virement for any revenue costs in 2025/26 will need to be approved in accordance with normal council procedures. This will be followed by a competitive procurement to identify a longer term operator for the Criterion building.
Note 6a – The estimated cost for the appointment of a local construction manager to oversee the construction and delivery of phase 1a is £45k. This is subject to 1 above and the financial services comments
And a second amendment was proposed by Councillor Raffaelli and seconded by Councillor Philpott as follows
Add Option C – Cancel the Criterion project and enact the exit option forthwith
A vote was taken on the inclusion of option C.
This was agreed with Councillors Philpott and Raffaelli requesting that their vote in support of the amendment be recorded.
A vote was taken on the proposed amendment to Option A and agreed .
Councillor Philpott and Raffaelli requested that their vote against this amendment be recorded.
The substantive motion therefore included the addition of Option C, and the amendment to option A, as detailed in full below.
That P&O Board Members decide from either option A or B or C, below.
Option A –Approve spend ( subject to keeping within £1.4million capital budget allocation ) to:
1. Approve additional work to counterculture as detailed in 2.2 below to include RIBA stage 4 Technical Design, structural survey of the balcony, development and submission of the planning application for the development of the Criterion, subject to note 1A above.
2. Appoint and award a main works contractor including pre market engagement for Phase 1A to complete the technical design and deliver the required construction and interior fit-out works via a compliant framework, subject to 1 above and subject to note 2a below.
3. Appoint a roofing contractor to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building, subject to note 3a below.
4. Identify an interim venue operator on an initial 13 month interim basis to allow phase 1A opening in March 2026, subject to Note 4a below.
5. Subject to approval in the Council budget setting process for 2026/27 Financial Year, to allocate any revenue funding required to support the interim operator, subject to note 5 a below
6. Ensure that robust project management continues to be in place through to project completion and handover by appointing a local construction project manager for the required duration to oversee the construction on a daily basis, subject to note 6a below.
Note 1a - Officers will seek a legal opinion regarding the legality of a direct award being under the UK procurement threshold. That advice, when received, will inform discussions and agreement with counterculture on future costs and work schedules.
Note 2a – Financial due diligence will continue to inform works going forward.
Note 3a – The appointment of will be subject to a competitive procurement from a framework up to a value of £125k for the whole roof plus the scaffolding costs. The appointment of a contractor ‘to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building’ means that, subject to cost approval to a maximum of £125k as above, the contractor will undertake any repairs and other work deemed necessary to protect the fabric of the building as a result of the initial assessment.
Note 4a/5a - The appointment of an interim venue operator may require revenue funding which will need to be approved in consultation with the Borough Treasurer as part of the 2026/27 budget setting process. It may also require limited revenue support in the current financial year which will need to be identified in due course. Any virement for any revenue costs in 2025/26 will need to be approved in accordance with normal council procedures. This will be followed by a competitive procurement to identify a longer term operator for the Criterion building.
Note 6a – The estimated cost for the appointment of a local construction manager to oversee the construction and delivery of phase 1a is £45k. This is subject to 1 above and the financial services comments
Option B, recognises the overall uncertainties around funding availability for the first phase of the project (1A and 1B) (see Financial Services Comments section in this report) and pauses the project until additional capital and revenue funding is confirmed to also deliver phase 1B and run the Criterion Theatre for the first five years or until break-even point when no subsidy is required (noting that such required funding is currently being applied for from former Solent LEP legacy funds). This acknowledges the risk stated in the Counterculture report that phase 1A would not meet the original brief and would not provide a viable long-term offer for a third-party operator. However, Phase 1A and 1B together would meet the brief and deliver a building that could attract third-party operator interest. See table 3 below in section 2.2 that outlines the revenue funding needed until the steady state position.
Option C – Cancel the Criterion project and enact the exit option forthwith.
A vote was taken on option C, this was not carried. Councillor Raffaelli and Councillor Philpott asked for their vote FOR the recommendation be recorded.
Option B
A vote was taken on option B this was not carried, Councillor Philpott and Raffaelli requested that their votes against this proposal be recorded.
Option A
A vote was taken on the substantive option A and this was carried.
Councillor Philpott and Raffaelli requested that their votes against this be recorded.
RESOLVED:
That the Board approve spend ( subject to keeping within £1.4million capital budget allocation ) to:
1. Approve additional work to counterculture as detailed in 2.2 below to include RIBA stage 4 Technical Design, structural survey of the balcony, development and submission of the planning application for the development of the Criterion, subject to note 1A above.
2. Appoint and award a main works contractor including pre market engagement for Phase 1A to complete the technical design and deliver the required construction and interior fit-out works via a compliant framework, subject to 1 above and subject to note 2a below.
3. Appoint a roofing contractor to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building, subject to note 3a below.
4. Identify an interim venue operator on an initial 13 month interim basis to allow phase 1A opening in March 2026, subject to Note 4a below.
5. Subject to approval in the Council budget setting process for 2026/27 Financial Year, to allocate any revenue funding required to support the interim operator, subject to note 5 a below
6. Ensure that robust project management continues to be in place through to project completion and handover by appointing a local construction project manager for the required duration to oversee the construction on a daily basis, subject to note 6a below.
Note 1a - Officers will seek a legal opinion regarding the legality of a direct award being under the UK procurement threshold. That advice, when received, will inform discussions and agreement with counterculture on future costs and work schedules.
Note 2a – Financial due diligence will continue to inform works going forward.
Note 3a – The appointment of will be subject to a competitive procurement from a framework up to a value of £125k for the whole roof plus the scaffolding costs. The appointment of a contractor ‘to assess and address the safety, integrity and repair profile of the building along with any other high priority issues relating to the condition of the Criterion building’ means that, subject to cost approval to a maximum of £125k as above, the contractor will undertake any repairs and other work deemed necessary to protect the fabric of the building as a result of the initial assessment.
Note 4a/5a - The appointment of an interim venue operator may require revenue funding which will need to be approved in consultation with the Borough Treasurer as part of the 2026/27 budget setting process. It may also require limited revenue support in the current financial year which will need to be identified in due course. Any virement for any revenue costs in 2025/26 will need to be approved in accordance with normal council procedures. This will be followed by a competitive procurement to identify a longer term operator for the Criterion building.
Note 6a – The estimated cost for the appointment of a local construction manager to oversee the construction and delivery of phase 1a is £45k. This is subject to 1 above and the financial services comments
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