Agenda and minutes

Council
Tuesday 25 September 2018 2.00 pm

Venue: Committee Rooms, East Pallant House. View directions

Contact: Graham Thrussell on 01243 534653  Email:  gthrussell@chichester.gov.uk

Items
No. Item

22.

Approval of Minutes pdf icon PDF 165 KB

After an initial welcome by the Chairman, the Council will be asked to approve as a correct record the attached minutes of the meeting on Tuesday 24 July 2018.

Minutes:

The Chairman, Mrs E Hamilton, welcomed everyone present and explained the emergency evacuation procedure.

 

The Council formally received the minutes of its previous meeting on Tuesday 25 July 2018, a copy of which had been circulated with the agenda for this meeting.

 

There were no proposed changes to the minutes. 

 

Mrs Hamilton sought and obtained the Council’s approval for her to sign and date the minutes as a correct record.   

 

Decision

 

The Council voted unanimously on a show of hands to make the resolution below.

 

RESOLVED

 

That the minutes of the meeting of the Council on Tuesday 24 July 2018 be approved as a correct record.

 

Mrs Hamilton then duly signed and dated as a correct record the final (fourteenth) page of the official version of the aforesaid minutes.

 

[Note This para and paras 23 to 32 below summarise the consideration of and conclusion to agenda items 1 to 11 inclusive but for full details of the matters summarised hereunder reference should be made to the audio recording facility via the link below.

 

http://chichester.moderngov.co.uk/ieListDocuments.aspx?CId=132&MId=923&Ver=4 ]

 

[Note Hereafter in these minutes Chichester District Council is denoted by CDC]

23.

Late Items

The Chairman will announce any late items which are to be dealt with under agenda item 10 (Late Items).

Minutes:

There were no late items for consideration at this meeting.

24.

Declarations of Interests

Members and officers are requested to make any declarations of disclosable pecuniary, personal and/or prejudicial interests which they have in respect of matters on the agenda for this meeting.

Minutes:

Declarations of personal interests were made by the undermentioned members in respect of the stated agenda items:

 

·       Dr O’Kelly declared a personal interest in respect of agenda item 7 (Community Governance Review – Harting and Rogate Parishes) as a member of Rogate Parish Council.

 

·       Mr Shaxson declared a personal interest in respect of agenda item 7 (Community Governance Review – Harting and Rogate Parishes) as a member of Harting Parish Council.

25.

Chairman's Announcements

Apologies for absence will be notified at this point.

 

The Chairman will make any specific announcements.

Minutes:

The Chairman said that the following apologies for absence had been received:

 

Mr P Budge (Chichester North), Mr M Dunn (Westbourne), Mr N Galloway (Chichester South), Mrs P Hardwick (Fernhurst), Mr L Macey (Chichester South), Mr G McAra (Midhurst), Mr R Plowman (Chichester West), Mr J Ransley (Wisborough Green), Mr J Ridd (Donnington) and Mrs P Tull (Sidlesham).

 

The Chairman made the following specific announcements:

 

(1)  On Saturday 22 September 2018 she had attended the opening of the centenary celebrations for Priory Park Chichester at which the Duke of Richmond and the Mayor of Chichester were present. There was currently underway a week of very varied special events to suit all tastes and she encouraged members to take the opportunity to participate. 

 

(2)  On Sunday 16 September 2018 she had attended the Bourne Leisure Centre’s fifteenth birthday event. Despite the very wet morning many people had made the effort to turn out and use the facilities for free. There was a very happy atmosphere. It was pleasing to see young children enthusiastically enjoying the yoga taster sessions.

 

26.

Public Question Time

In accordance with Chichester District Council’s public questions scheme and with reference to standing order 6 in Part 4 A and section 5.6 in Part 5 of the Chichester District Council Constitution, consideration will be given at this point in the meeting to questions which have been submitted by members of the public in writing by 12:00 on the previous working day. The time allocated for public question time is subject to the chairman’s discretion to extend the period for each member of the public (five minutes) or the total time for public questions (15 minutes).

Minutes:

No public questions had been submitted for this meeting.

27.

Annual Report of the Corporate Governance and Audit Committee 2017-2018 pdf icon PDF 57 KB

In accordance with a recommendation made by the Corporate Governance and Audit Committee at its meeting on Thursday 26 July 2018, the Council is requested to resolve to note the attached Annual Report of the Corporate Governance and Audit Committee 2017-2018 on Chichester District Council’s governance arrangements.

 

For detailed information, members are referred to the committee report and its three appendices (the first of which is the attached Annual Report of the Corporate Governance and Audit Committee 2017-2018) which may be viewed on Chichester District Council’s website via the following link:

 

http://chichester.moderngov.co.uk/ieListDocuments.aspx?CId=130&MId=992&Ver=4

Minutes:

The Council considered the Corporate Governance and Audit Committee’s (CGAC) annual report for 2017-2018 on CDC’s governance arrangements, which had been circulated at pages 15 to 16 of the Council agenda.

 

Mrs P Plant (Bosham and the CGAC Vice-Chairman) formally moved the recommendation in the agenda report and this was seconded by Mr S Lloyd-Williams (Chichester North and a CGAC member).

 

Mrs Plant summarised the annual report by explaining (a) the need for CDC to have,  as it did, an efficient and effective governance process; (b) the three highest risks during the period identified in the Corporate Risk Register; (c) the five-year financial model; (d) the seven fundamental principles of good governance; and (e) other potential risk issues.

 

There was no discussion of this item.

 

Decision

 

On a show of hands the members voted unanimously in favour of making the resolution set out below with no votes against and no abstentions. 

 

RESOLVED

 

That the Corporate Governance and Audit Committee’s Annual Report for 2017-2018 on Chichester District Council’s governance arrangements be noted.

28.

Community Governance Review - Harting and Rogate Parishes pdf icon PDF 312 KB

In accordance with a recommendation made by the Boundary Review Panel at its meeting on Friday 7 September 2018, the Council is requested to make the following resolution:

 

That having considered the responses from a consultation on the community governance review of the parish boundary between Harting and Rogate, the Council approves:

 

(1)  The transfer of the three residential properties known as Ashleigh, Briarswood and Prestwood and a number of industrial units from the parish of Rogate to the parish of Harting as denoted on the map appended to the agenda report.

 

(2)  The publication of the outcome of the community governance review, following which the appropriate reorganisation order is made and all necessary arrangements are carried out.

 

In order to assist members understand the proposed boundary change, a map is attached.

 

The report to the Boundary Review Panel may be viewed by members via the extranet.

Minutes:

The Council considered a recommendation made to it by the Boundary Review Panel (BRevP) at its meeting on Friday 7 September 2018, the text of which appeared on the face of the Council agenda. A plan of the area the subject of the proposed community governance review (CGR) and boundary change was circulated with the agenda. 

 

Mr S Lloyd-Williams (Chichester North and a BRevP member) formally moved the recommendation and this was seconded by Mrs J Kilby (Chichester East and a BRevP member).

 

In the absence of the BRevP chairman Mr J Ridd (Donnington) and the vice-chairman Mr G McAra (Midhurst), Mr Lloyd-Williams presented the BRevP’s recommendation. He summarised the consideration given by the BRevP at its meetings on 23 February 2018, 3 May 2018 and 7 September 2018 to the request by Harting Parish Council (at the behest of a local resident of one of the dwellings which would be affected by the proposed boundary change) for a CGR to be undertaken. The intention was to move an area, which included three residential properties and some industrial units, from the parish of Rogate to the parish of Harting. The BRevP had previously recommended to the Council that a CGR consultation be undertaken, following which it was now recommending that the Council should approve the boundary change having regard to the outcome of the consultation and that the boundary change would be (a) reflective of the identities and interests of the communities in the area as stipulated and (b) effective and convenient pursuant to section 93 of the Local Government and Public Involvement in Health Act 2007.     

   

Mr A Shaxson (Harting), who had attended the BRevP’s recent meeting in order to assist its understanding of the local area and the background to the request, spoke in support of the recommendation. He suggested, however, that the proposed new parish boundary should be adjusted so that it followed natural geographical features rather than the line of overhead cables.

 

Mrs D Shepherd (Chief Executive) advised that this could not be done without first undertaking a further community governance review consultation on that specific proposal if the Council was minded to accede to Mr Shaxson’s suggestion.

 

Mr Shaxson did not pursue his proposal.

 

Dr K O’Kelly (Rogate) said that the BRevP’s recommendation proposed what was overall a sensible boundary change. She thanked everyone who had worked on behalf of the community to achieve this outcome.  

 

Decision

 

On a show of hands the members present voted unanimously in favour of the BRevP’s recommendation with no votes against and no abstentions.   

 

RESOLVED

 

That having considered the responses from a consultation on the community governance review of the parish boundary between Harting and Rogate, the Council approves:

 

(1)   The transfer of the three residential properties known as Ashleigh, Briarswood and Prestwood and a number of industrial units from the parish of Rogate to the parish of Harting as denoted on the map appended to the agenda report.

 

(2)   The publication of the outcome of the community governance  ...  view the full minutes text for item 28.

29.

Questions to the Executive

[Note In accordance with standing order 14.11 of Chichester District Council’s Constitution, this item is allocated a maximum duration of 40 minutes]

Minutes:

The questions to the Executive asked by members and the responses given were as follows:

 

Question: Consultation with members about land disposal at The Grange Midhurst

 

Mr S Morley (Midhurst) stated that he was confused by the statement in para 3.8 of the agenda supplement report to the Overview and Scrutiny Committee on Tuesday 18 September 2018 regarding the Grange disposal namely: ‘District members were kept informed regarding progress of the tender returns at Full Council and were aware that it would come to the September Cabinet for a decision. This was also publicised through the forward plan. A pre-cabinet briefing for ward members was also offered.’ He said that he did not recall receiving the level of information suggested in that paragraph and additionally he was unable to attend the eleventh hour briefing prior to the Cabinet meeting which had been arranged for local members.

 

Response

 

Mr A Dignum (Leader of the Council and Cabinet Member for Growth and Place) replied that he would defer to officers for a written response to be prepared.

 

[Note A written response by Mrs J Hotchkiss (Director of Growth and Place) was circulated by e-mail to all members on Wednesday 3 October 2018]

 

Question: Information for members about land disposal at The Grange Midhurst

 

Dr K O’Kelly (Rogate) remarked that the Cabinet’s decision on this matter had been very controversial in the community. She said that for members to be able to carry the community with them on the narrative of this process, it would be really helpful to have as much information as possible to explain how the resultant position was reached. She requested details of the three marketing exercises, namely when, how long and how widely they were undertaken, and details also of the bids received, in particular the significant bids and the less credible ones. Such information would assist local members and the communities they represented to understand how the outcome occurred and how to go forward from this point. Members would observe confidentiality in what they told their constituents. 

 

Response

 

Mr A Dignum (Leader of the Council and Cabinet Member for Growth and Place) replied that he would defer to officers for a written response to be prepared but pointed out that some of the details requested might be exempt material.

 

[Note A written response by Mrs J Hotchkiss (Director of Growth and Place) was circulated by e-mail to all members on Monday 29 October 2018]

 

Question: Preferred bidder for land disposal at The Grange Midhurst

 

Caroline Neville (Stedham) referred to an e-mail from a constituent sent to her after the Overview and Scrutiny Committee (OSC) meeting on Tuesday 18 September 2018, which mentioned a pre-application made by the preferred bidder and received by CDC on Wednesday 29 August 2018. This came as a surprise to her and other local ward members. She wished to know why they had not been informed of this fact at the Cabinet, the pre-OSC briefing for local members and at the  ...  view the full minutes text for item 29.

30.

Southern Gateway Regeneration - LEP Funding pdf icon PDF 69 KB

The Council is requested to consider the report circulated with the agenda and to make the following resolutions:

 

(1)  That the Cabinet be delegated the ability, when required, to expend the Coast to Capital Local Enterprise Partnership (C2C LEP) funding in accordance with the funding agreement

 

(2)  That the Deputy Chief Executive, after consultation with the Leader of the Council and the Growth Board members, be delegated the ability to spend up to £250,000 of LEP funding in accordance with the funding agreement.

 

Minutes:

The Council considered the report and its appendix for this item which had been circulated at pages 19 to 21 of the Council agenda.

 

Mr A Dignum (Leader of the Council and Cabinet Member for Growth and Place) formally moved the recommendation in the agenda report and this was seconded by Mrs E Lintill (Cabinet Member for Community Services).

 

Mr Dignum presented the agenda report. He first read out the two recommendations and then summarised the background to them as follows. The Council approved the SouthernGateway Masterplan on 21 November2017. CDC secured £5 m of Coast to Capital Local Enterprise Partnership (LEP) fundingsubject to an agreement with LEP which was approved by the Council on 6 March 2018 and signed on 27 March 2018. Thereafter progress had been slower than expected, mainly due to the delay in the courts being transferred to Homes England from the Ministry of Justice. The courts would now close on 21 December 2018 and part of the replacement provision would be a pop-up court in the CDC committee rooms for 43 Fridays a year. Officers had also identified relocation sites for Royal Mailand Stagecoach. The project had now reached astage where keystrategic decisions were required inorder to progress the implementation. Someof those decisions would involve significant use of the LEP grant, the first instance of which would be reported to the Cabinet atits meetingon 2 October2018. As the Council had not approved a budget to spend the £5 m funding from the LEP,the CDC constitutionwould require every item of expenditureto be reported tothe Council for approval.The need to refer such decisionsto the Councilcould cause undue delay and might prejudice delivery of the project eg the decision recommended to be made by theCabineton 2 October2018 would not be ratified by the Council at its meeting on 20 November2018. Such delay was a serious issue as the LEP agreement provided that the £5 m must be spent by 31 March 2019. All LEP funding expenditure would be incurred in accordance with the LEP agreement. Accordingly the Council was now being asked to give delegated authority to the Cabinet as outlined in the two recommendations.

 

Mr A Moss (Fishbourne) said that he understood the Leader’s reasons for these recommendations and also his concerns that the LEP funding should not be imperilled. However, he expressed his reticence at the Council relinquishing the responsibility for determining such matters itself. Whilst he expressed his total confidence in Mr P Over as the Deputy Chief Executive to exercise the proposed delegation in the second recommendation after consulting with the Leader and the CDC members of the Growth Board, he suggested that it would in the circumstances be appropriate also to consult both himself as Leader of the Liberal Democrats and also Mr A Shaxson as Leader of the Independents.

 

Mr J Brown (Southbourne) commented that £5 m of  ...  view the full minutes text for item 30.

31.

Late Items

(a)  Items added to the agenda papers and made available for public inspection.

 

(b)  Items which the chairman has agreed should be taken as matters of urgency by reason of special circumstances to be reported at the meeting and recorded in the minutes.

Minutes:

As stated by the Chairman during agenda item 2, there were no late items for consideration at this meeting.

 

32.

Exclusion of the Press and the Public

There are no restricted items for consideration at this meeting.

Minutes:

As there were no exempt agenda items or material for consideration, the press and public were not excluded from any part of this meeting.