Contact: Jill Lovelock, 01962 847591, e-mail : [email protected]

1 Summary

1.1. This report gives more details of the Brussels office accommodation move and changes in the partnership arrangements, following the report agreed in June 2006.

1.2. The Brussels office supports the corporate priority of maximising well-being through providing a way of influencing policy at regional, national and international level and working with local partners to shape policy development that will impact on Hampshire.

2 Accommodation

2.1 South East England House in Brussels has moved to new accommodation at 45 rue de Commerce. This accommodation has been refurbished and provides high quality office space in an equally good location but at a lower cost than the previous office in Square de Meeus.

2.2 Kent County Council are the main leaseholders and West Sussex have taken responsibility for the sublease for the new local partnership. The partnership has committed to 19% of the office space and therefore 19% of the overall costs, at €11,628 (£7,659) for the first year.

2.3 Kent County Council will employ an officer administrator to support all partnerships in SEEH and this will be an additional cost to the lease costs as above. Discussions are continuing on what these costs will be.

3 Partnership arrangements

3.1 The report in June 2006 outlined the discussions that were starting with a view to a merger of three sub regional partnerships, namely Hampshire - West Sussex, Thames Valley and South East Partners (Surrey, East Sussex, Brighton Hove). Firm proposals have now been fully developed and have been subject to full consultation among all partners of the three current partnerships, both collectively at a partners meeting in September and within the individual partnerships. An officers group with representatives from the existing partnerships has been meeting regularly to take this forward.

3.2 The key steps have been:-

· service levels and subscription rates - a `menu' of 5 levels of service with subscriptions from £2,000 pa to £20,000 has been developed and partners invited to indicate their level of subscription to the new partnership. This has resulted in 24 partners and a working budget of £128,000 pa

· governance - a paper setting out proposed arrangements was open to full consultation and the agreed governance arrangements are now set out formally in a partnership agreement all partners will sign.

· staffing - the budget of £128,000 pa provides resource for a Head of Office, Policy Officer, stagiaire and the costs of accommodation. Job descriptions for the Head of Office and Policy Officer have been prepared and evaluated and as the lead authority, Hampshire will be the employer. Full discussions on merger and transfer and the legal requirements have taken place between the three current employing authorities (Hampshire, Buckinghamshire and East Sussex County Councils) and recruitment procedures are awaiting final agreement. Hampshire County Council will make its position clear to the other current employing authorities that it will not be prepared to take on any liabilities beyond 1 April for any staffing issues arising from current employment and will be seeking suitable indeminities.

· partnership name - after considerable debate and consultation the new partnership will be called `Southern England Local Partners' (SELP)

3.3 The partnership agreement is a legal document, drafted by Hampshire County Council, and sets out governance arrangements rights and responsibilities for all participating partners. This is attached as an appendix. For Hampshire, as the lead authority, the key points are:-

· all partners will sign the document

· it provides both for Hampshire County Council to be the lead administrative authority and for other partners to take on responsibilities, eg West Sussex for the sublease

· section 6 sets out the role of the lead administrative partner

· the Board is composed of representatives from geographical (County) and sectoral areas. For the Hampshire geographical area the seat will be taken initially by Southampton City Council. Hampshire has a seat in its own right as the lead.

· there is equal liability among all partners

· the schedules set out the menu and levels of subscription and how much each partner will pay and the composition of the Board.

4 Implications for Hampshire

4.1 The Council has been party to discussions at Member and officer level both within the existing Hampshire-West Sussex partnership and with the other two sub-regional partnerships which will merge to form Southern England Local Partners.

4.2 Hampshire is recommended to subscribe at level 5, the top level of service at £20,000 per year. This will give maximum benefits, including priority in business planning, highest level contacts and regular quarterly visits from Brussels based staff. This is a reduction from the current contribution to the Hampshire - West Sussex office but will give entitlement to the best level of service.

4.3 The Council has a seat on the Board, which it is suggested is the Executive Member for Community Development and External Affairs as it falls within his portfolio. A proxy member also needs to be nominated in case the full Member cannot attend.

5. Legal implications

5.1. The partnership agreement provides the necessary safeguards in relation to the partnership arrangements and in relation to Hampshire County Council's role as lead administrative partner.

6. Financial implications

6.1. The overall costs of the office are significantly reduced. Hampshire's own contribution will reduce from £52,000 pa to £20,000 pa and the savings will contribute to a new post in the Policy Unit to act as the main point of contact between the Council and the office to ensure the new partnership brings maximum benefits.

7. Personnel implications

7.1. The existing Hampshire employee based in Brussels has been consulted on the new arrangements and informed of his right to be considered for the new Policy Officer post.

8. Impact assessment

8.1. The new premises have suitable disabled access and staffing arrangements will comply with equality policies.

9. Crime Prevention issues

9.1. The Brussels office provides policy information and advice on issues related to crime prevention and community safety and opportunities to learn from best practice elsewhere in Europe.

Recommendations

a) That the new partnership arrangements for Southern England Local Partners as set out in the partnership agreement are agreed and the document signed.

b) That Hampshire County Council acts as the lead administrative partner for SELP.

c) That the Executive Member for Community Development and External Affairs is nominated as the Board member for SELP.

d) That Councillor Woodhall is nominated as the proxy Board member.

e) That Hampshire participates as a level 5 partner at £20,000 pa.

Section 100 D - Local Government Act 1972 - background documents

The following documents discuss facts or matters on which this report, or an important part of it, is based and have been relied upon to a material extent in the preparation of this report.

NB: the list excludes

1. Published works

2. Documents which disclose exempt or confidential information as defined in the Act.

List documents here or type `none'.