Agenda, decisions and minutes

Cabinet
Tuesday 5 March 2019 9.30 am

Venue: Committee Room 2, East Pallant House. View directions

Contact: Lisa Higenbottam on 01243 534684  Email:  lhigenbottam@chichester.gov.uk

Note: Agenda Item 11 - Developing a Brand for Chichester District - please note this item has been withdrawn from the agenda. 

Items
No. Item

661.

Chairman's Announcements

The Chairman will:

 

·       make any specific announcements;

·       advise of any late items which due to special circumstances will be given urgent consideration under agenda item 16a or 16b;

·       note any apologies for absence.

Minutes:

Mr Dignum greeted members of the public and Chichester District Council (CDC) members and officers and the two press representatives who were present for this meeting.

 

The emergency evacuation procedure was read out.

 

Apologies for absence were received from Mr Barrow.

 

Mr Dignum announced that item 8 – ICT Infrastructure Replacement Programme would be taken prior to item 5 – Business Continuity Infrastructure and that item 11 – Developing a Brand for the Chichester District would be withdrawn.

 

662.

Approval of Minutes pdf icon PDF 115 KB

The Cabinet is requested to approve as a correct record the minutes of its meeting on Tuesday 5 February 2019.

Minutes:

The Cabinet received the minutes of the meeting held on 5 February 2019 which had been circulated with the agenda.

 

There were no proposed changes to the minutes.

 

RESOLVED

 

That the minutes of the Cabinet meeting held on 5 February 2019 be approved.

 

663.

Declarations of Interests

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

Minutes:

Mr Connor declared a personal interest in relation to agenda item 7 – Consideration of consultation responses and modifications to the District Council’s Infrastructure Business Plan 2019-2024 as a Chichester District Council appointed member of the Chichester Harbour Conservancy.

 

664.

Public Question Time

In accordance with Chichester District Council’s scheme for public question time and with reference with to standing order 6 in Part 4 A and section 5.6 in Part 5 of the Chichester District Council Constitution, the Cabinet will receive any questions which have been submitted by members of the public in writing by noon on the previous working day. The total time allocated for public question time is 15 minutes subject to the Chairman’s discretion to extend that period.

Minutes:

There were no public questions submitted for this meeting.

 

665.

ICT Infrastructure Replacement Programme pdf icon PDF 94 KB

The Cabinet is requested to consider the agenda report and to make the recommendation to the Council as set out below:

 

Recommendation to the Council

 

That Cabinet recommends that Council approves the drawdown of Asset Replacement Funding (ARP) funding (£375,500) allocated for the replacement of ICT Infrastructure (SAN, Oracle).

Additional documents:

Decision:

RECOMMENDATION TO THE COUNCIL

 

That Council approves the drawdown of Asset Replacement Funding (ARP) funding (£375,500) allocated for the replacement of ICT Infrastructure (SAN, Oracle).

Minutes:

Mr Wilding introduced the report. Mr Mildred and Mr Forward were also present. Mr Wilding explained that over the next 12 months a number of core elements of the ICT infrastructure will reach ‘end of life’ status. He highlighted the breakdown of current equipment costs and replacement costs detailed in Appendix 1. In order to complete the Programme it will be necessary to draw down funds from the Asset Replacement Programme.

 

Mrs Lintill wished to note her support for the project.

 

Decision

 

The Cabinet then voted unanimously to make the recommendation below.

 

RECOMMENDATION TO THE COUNCIL

 

That Council approves the drawdown of Asset Replacement Funding (ARP) funding (£375,500) allocated for the replacement of ICT Infrastructure (SAN, Oracle).

 

666.

Business Continuity Infrastructure pdf icon PDF 62 KB

The Cabinet is requested to consider the agenda report and its appendix and to make the recommendation to the Council and the resolution as set out below:

 

Recommendation to the Council

 

1.     That Cabinet recommends that Council agrees to the creation of duplicate server facility (Appendix 1: section 8, option 4), subject to council approving the necessary funding.

 

2.     That Cabinet recommends to Council new capital funding of £129,800 from reserves, as detailed in Appendix 1: section 7.1, to supplement the ICT Asset Replacement Programme funding covered in the separate report.

Additional documents:

Decision:

RECOMMENDATION TO THE COUNCIL

 

1.     That Council agrees to the creation of a duplicate server facility (Appendix 1: section 8, option 4), subject to Council approving the necessary funding.

 

2.     That new capital funding of £129,800 from reserves, as detailed in Appendix 1: section 7.1, to supplement the ICT Asset Replacement Programme funding be approved.

Minutes:

Mr Wilding introduced the report. Mr Mildred and Mr Forward were also present. Mr Wilding explained that at present a major disruption such as a fire or flood could result in up to 10 weeks work to re-establish all ICT related systems. It is therefore proposed that a disaster recovery system should be established at the Westhampnett Depot. The proposed system will provide a daily back up to disc rather than the current weekly back up, which ultimately reduces the data lost as a result of a major disruption. As part of the system the Westhampnett Depot will be supplied with continuous power and a back-up generator should the need arise. The new arrangement will also remove the need to duplicate some of the costly software licences.

 

Mrs Lintill wished to note her support for the project.

 

Decision

 

The Cabinet then voted unanimously to make the recommendations below.

 

RECOMMENDATION TO THE COUNCIL

 

1.     That Council agrees to the creation of a duplicate server facility (Appendix 1: section 8, option 4), subject to Council approving the necessary funding.

 

2.     That new capital funding of £129,800 from reserves, as detailed in Appendix 1: section 7.1, to supplement the ICT Asset Replacement Programme funding be approved.

 

667.

Chichester Harbour AONB Management Plan 2019-2024 pdf icon PDF 60 KB

The Cabinet is requested to consider the agenda report and its appendix and to make the recommendation to the Council as set out below:

 

Recommendation to the Council

 

That the Cabinet recommends to Council the adoption of the Chichester Harbour Management Plan 2019-2024 (contained in the Appendix to this report) with the exception of the Planning Principles in Section 3.

Additional documents:

Decision:

RECOMMENDATION TO THE COUNCIL

 

That the Chichester HarbourManagement Plan 2019-2024 (contained in the Appendix to this report) be adopted with the exception of the Planning Principles in Section 3.

Minutes:

Mr Connor introduced the report. Mr Day was also present. Mr Connor explained that as part of the Countryside and Rights of Way (CRoW) Act 2000 the council has a duty to adopt a joint management plan for the Chichester Harbour Area of Outstanding National Beauty (AONB). The plan consists of two main elements; policies to protect the AONB and plans for the partnering authorities. If formally adopted the plan will be implemented from 1 April 2019.

 

Mrs Taylor requested clarification of the publication consultation undertaken on the draft management plan. Mr Day confirmed that a full public consultation had taken place including meetings with community groups. Approximately 50 public responses were received and the consultation was also detailed on the CDC website.

 

Decision

 

The Cabinet then voted unanimously to make the recommendation below.

 

RECOMMENDATION TO THE COUNCIL

 

That the Chichester HarbourManagement Plan 2019-2024 (contained in the Appendix to this report) be adopted with theexception of the Planning Principles in Section 3.

 

668.

Consideration of consultation responses and modifications to the District Council's Infrastructure Business Plan 2019-2024 pdf icon PDF 79 KB

The Cabinet is requested to consider the agenda report and its appendices and to make the recommendations to the Council as set out below:

 

Recommendations to the Council

 

That Cabinet recommends to the Council that it:

 

1.     Approves the proposed responses to the representations received and subsequent modifications to the Infrastructure Business Plan (IBP) as set out in Appendix 1 and;

 

2.     approves the amended IBP including CIL Spending Plan attached as Appendix 2.

Additional documents:

Decision:

RECOMMENDATION TO THE COUNCIL

1.     That the proposed responses to the representations received andsubsequent modifications to the Infrastructure Business Plan (IBP) as set out in Appendix 1 be approved.

 

2.     That the amended IBP including CIL Spending Plan attached asAppendix 2 be approved.

Minutes:

Mrs Taylor introduced the report. Mrs Dower was also present. Mrs Taylor explained that the report details the representations received as a result of the Infrastructure Business Plan (IBP) consultation and also the suggested modifications to be made. She confirmed that the Chichester Growth Board and Development Plan and Infrastructure Panel had considered the responses. The amendments relate to either rephasing of projects, updates to the text of the IBP, projects to be deleted as they have been delivered or are not required, updated details and new projects to be added. West Sussex County Council (WSCC) had requested removal of IBP 329 relating to a primary School at Graylingwell as the development has not yielded the expected number of school children. WSCC had also requested the Chichester Road Space Audit project be moved to 2020-2021 and have agreed to part fund the cost of any signs and lines to be implemented as a result. It is estimated that the total cost of the project will be £750,000 with additional enforcement costs to be met by WSCC.

 

Decision

 

The Cabinet then voted unanimously to make the recommendations below.

 

RECOMMENDATION TO THE COUNCIL

1.     That the proposed responses to the representations received andsubsequent modifications to the Infrastructure Business Plan (IBP) as set out in Appendix 1 be approved.

 

2.     That the amended IBP including CIL Spending Plan attached asAppendix 2 be approved.

669.

Discretionary Housing Payments Policy pdf icon PDF 65 KB

The Cabinet is requested to consider the agenda report and its two appendices and make the following resolutions:

 

1.     That the Cabinet approve the Discretionary Housing Payment (DHP) policy.

 

2.     That Cabinet authorise delegated powers to the Director of Housing and Communities to approve future amendments to the DHP policy in consultation with the Section 151 Officer and the relevant Cabinet member.

Additional documents:

Decision:

RESOLVED BY THE CABINET

 

1.     That the Discretionary Housing Payment (DHP) policy be approved.

 

2.     That Cabinet authorise delegated powers to the Director of Housing and Communities to approve future amendments to the DHP policy in consultation with the Section 151 Officer and the relevant Cabinet member.

Minutes:

Mrs Lintill introduced the report. Mrs Rogers was also present. Mrs Lintill explained that the Department for Work and Pensions (DWP) allocates Discretionary Housing Payment (DHP) funding annually. She confirmed that no changes are required to the existing Policy. The recommendations detailed in the report will allow officers to make minor amendments in subsequent years without returning to the Cabinet for approval.

 

Decision

 

The Cabinet then voted unanimously to make the resolutions below.

 

RESOLVED BY THE CABINET

 

1.     That the Discretionary Housing Payment (DHP) policy be approved.

 

2.     That Cabinet authorise delegated powers to the Director of Housing and Communities to approve future amendments to the DHP policy in consultation with the Section 151 Officer and the relevant Cabinet member.

670.

Business Rate Pool Grants Award pdf icon PDF 65 KB

The Cabinet is requested to consider the agenda report and its appendix and to make the following resolution:

 

That the spend of a Business Rates Pool £70,000 grant award on three cycling projects be authorised.

Additional documents:

Decision:

RESOLVED BY THE CABINET

 

1.     That the spend of a Business Rates Pool grant award of £70,000 on three cycling projects as identified in the Appendix be authorised.

 

2.     That the Director of Planning and Environment following consultation with the Cabinet Member for Environment Services be authorised to finalise the detailed spend on the three cycling projects identified in the Appendix, subject to the total spend remaining at £70,000.

Minutes:

Mr Connor introduced the report. Mr Ballard was also present. Mr Connor explained that the CDC Air Quality Action Plan which forms part of the Local Air Management regime continues to promote schemes and initiatives to encourage cycling. He confirmed that CDC had submitted a bid with WSCC and other district and borough councils for Business Rates Pool funding to deliver cycling related projects. The bid was successful and a total of £70,000 was awarded. It was proposed to use the funding for the following three projects:

 

1.     A local cycling and walking infrastructure plan for Chichester.

2.     A feasibility study relating to change of use (to shared use) of the north side of Oaklands Way.

3.     Support towards the Selsey Community Partnership’s project to deliver a commuter friendly Selsey to Chichester cycle path.

 

Mr Ballard was asked to provide answers to the following questions which were circulated to members after the meeting:

 

·       What is the latest update on the S106 committed toucan crossing of Oaklands way, Chichester?

·       In the Infrastructure Business Plan does the Selsey to Chichester cycleway have a timeline against it to attract CIL?

 

Decision

 

The Cabinet then voted unanimously to make the resolutions below.

 

RESOLVED BY THE CABINET

 

1.     That the spend of a Business Rates Pool grant award of £70,000 on three cycling projects as identified in the Appendix be authorised.

 

2.     That the Director of Planning and Environment following consultation with the Cabinet Member for Environment Services be authorised to finalise the detailed spend on the three cycling projects identified in the Appendix, subject to the total spend remaining at £70,000.

671.

Developing a Brand for the Chichester District pdf icon PDF 69 KB

The Cabinet is requested to consider the agenda report and its appendix and make the following resolution:

 

That the release of £50,000 from reserves to progress with the development of a place brand for the district to attract inward investment; further develop the district as a top tourist destination; and to support economic development be approved.

Additional documents:

Decision:

This item was withdrawn from the agenda.  

Minutes:

This item was withdrawn from the agenda.  

 

672.

Homeless Prevention Fund pdf icon PDF 59 KB

The Cabinet is requested to consider the agenda report and its appendix and make the following resolution:

 

That the proposed Homeless Prevention Fund policy as set out in Appendix 1 of the report be adopted and the £43,000 detailed at paragraph 6.2 of the report be repurposed.

Additional documents:

Decision:

RESOLVED BY THE CABINET

 

That the proposed Homeless Prevention Fund policy as set out in Appendix 1 of the report be adopted and the £43,000 detailed at paragraph 6.2 of the report be repurposed.

Minutes:

Mrs Kilby introduced the report. Mrs Rudziak and Mrs Grele were also present. Mrs Kilby explained that at present there is £43,000 in the Homeless Prevention Fund. She outlined the recommendation for the funds to be repurposed to help reduce the number of people prevented from joining the Housing Register due to outstanding debts. She explained that it is hoped that this will release a number of spaces in temporary accommodation.

 

Mrs Lintill requested confirmation of whether preference would be given to those joining the Housing Register in this way. Mrs Grele confirmed that no additional priority would be given.

 

Mr Connor wished to note his support for the scheme.

 

Decision

 

The Cabinet then voted unanimously to make the resolution below.

 

RESOLVED BY THE CABINET

 

That the proposed Homeless Prevention Fund policy as set out in Appendix 1 of the report be adopted and the £43,000 detailed at paragraph 6.2 of the report be repurposed.

673.

Information Communication Technology and Digital Strategy 2019 to 2022 pdf icon PDF 54 KB

The Cabinet is requested to consider the agenda report and its appendix and make the following resolution:

 

That the Information Communication Technology and Digital Strategy 2019-2022 be approved.

Additional documents:

Decision:

RESOLVED BY THE CABINET

 

That the Information Communication Technology and Digital Strategy 2019-2022 be approved.

Minutes:

Mr Wilding introduced the report. Mr Mildred and Mr Forward were also present. Mr Wilding explained that the report followed a request from the Overview and Scrutiny Committee to review the ICT Strategy. Due to the recruitment of a new ICT Manager it had been agreed to slightly delay the review until the post had been filled. The member task and finish group (TFG) established to carry out the work signed off the review in January 2019.

 

Mr Wilding then drew attention to the five key themes of the ICT Strategy:

 

·       Strategic

·       Technological

·       Digital

·       Customer Focus

·       Security

 

Mrs Lintill (who took part in the TFG) wished to acknowledge the considerable amount of work undertaken by officers.

 

Mr Forward wished to thank members for their support. He outlined his plans to focus on putting the customer journey at the heart of the ICT service.

 

Decision

 

The Cabinet then voted unanimously to make the resolution below.

 

RESOLVED BY THE CABINET

 

That the Information Communication Technology and Digital Strategy 2019-2022 be approved.

674.

Priorities and Principles of Grant Funding pdf icon PDF 63 KB

The Cabinet is requested to consider the agenda report and its two appendices and make the following resolutions:

 

1.     That the council’s Priorities and Principles of Grant Funding as set out in Appendix 2 of the report, using option 2 for the Economy priority, be approved with effect from 1 April 2019.

 

2.     That if a positive decision regarding the future of Enabling Grants funding from the West Sussex Business Rate Pool is received, the council’s Priorities and Principles of Grant Funding are updated using option 1 of the economy priority.

Additional documents:

Decision:

RESOLVED BY THE CABINET

 

1.     That the council’s Priorities and Principles of Grant Funding as set out in Appendix 2 of the report, using option 2 for the Economy priority, be approved with effect from 1 April 2019.

 

2.     That if a positive decision regarding the future of Enabling Grants funding from the West Sussex Business Rate Pool is received, the council’s Priorities and Principles of Grant Funding are updated using option 1 of the economy priority.

Minutes:

Mrs Lintill introduced the report. Mr Hyland was also present. Mrs Lintill explained that the priorities and principles for grant funding are reviewed annually. The current priorities have remained the same for the last three years. She outlined the recommendations in the report to make some small changes to be applied from April 2019. The changes were detailed as follows:

 

·       Amendment to the priority improving living places and spaces to read improving places and spaces.

·       Removing reference to Think Family Neighbourhoods in the Targeted Projects priority description.

·       Two options for the Economy priority dependent on the result of the bid to the Business Rates Pool.

 

Mrs Lintill wished to express her pride in the number of organisations that have been helped by Grants and Concessions Panel funding. She explained that the Panel had recently visited a number of sites supported by grants funding and the feedback from members and applicants had been very positive.

 

Decision

 

The Cabinet then voted unanimously to make the resolutions below.

 

RESOLVED BY THE CABINET

 

1.     That the council’s Priorities and Principles of Grant Funding as set out in Appendix 2 of the report, using option 2 for the Economy priority, be approved with effect from 1 April 2019.

 

2.     That if a positive decision regarding the future of Enabling Grants funding from the West Sussex Business Rate Pool is received, the council’s Priorities and Principles of Grant Funding are updated using option 1 of the economy priority.

675.

Proposed Petworth Skatepark pdf icon PDF 77 KB

The Cabinet is requested to consider the agenda report and make the following resolutions:

 

1.     That the update relating to the proposed change of location of the skatepark in Petworth be considered and the financial support to the project be reconfirmed to Petworth Town Council.

 

2.     That delegated authority be given to the Director of Growth and Place to release £70,000 previously allocated to the Petworth skatepark project to Petworth Town Council, subject to receiving evidence of spend and due diligence in accordance with our existing governance arrangements. 

Decision:

RESOLVED BY THE CABINET

 

1.     Cabinet considered the update relating to the proposed change of location of the skatepark in Petworth and reconfirmed the financial support to the project to Petworth Town Council.

 

2.     That delegated authority be given to the Director of Growth and Place to release £70,000 previously allocated to the Petworth skatepark project to Petworth Town Council, subject to receiving evidence of spend and due diligence in accordance with our existing governance arrangements.

Minutes:

Mr Dignum introduced the report. Mrs Murphy was also present. Mr Dignum explained that a number of sites had been discussed for the Petworth Skatepark. He wished to reassure Petworth Town Council that the financial support remained in place for the project.

 

Mrs Murphy added that additional space had been created in the Sylvia Beaufoy car park. She also confirmed that the net loss of parking spaces in Pound Street from a skatepark would have been greater than originally set as a maximum by Cabinet.

 

Mrs Lintill wished to note her support for an alternative site.

 

Decision

 

The Cabinet then voted unanimously to make the resolutions below.

 

RESOLVED BY THE CABINET

 

1.     Cabinet considered the update relating to the proposed change of location of the skatepark in Petworth and reconfirmed the financial support to the project to Petworth Town Council.

 

2.     That delegated authority be given to the Director of Growth and Place to release £70,000 previously allocated to the Petworth skatepark project to Petworth Town Council, subject to receiving evidence of spend and due diligence in accordance with our existing governance arrangements.

676.

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.

Minutes:

There were no late items.

 

677.

Exclusion of the Press and Public

The Cabinet is asked in respect of agenda item 18 (Southern Gateway) to make the following resolution:

 

RESOLUTION BY THE CABINET

 

That the press and public be excluded from the meeting during the consideration of agenda item 18 (Southern Gateway) on the following ground of exemption in Part I of the Schedule 12A to the Local Government Act 1972 namely Paragraph 3 (information relating to the financial or business affairs of any particular person (including the authority holding that information)) and because, in all the circumstances of the case, the public interest in maintaining the exemption of that information outweighs the public interest in disclosing the information.  

Minutes:

Mr Dignum read the part II resolution in relation to agenda item 18 – Southern Gateway.

 

Decision

 

The Cabinet voted unanimously to go into part II.

 

RESOLVED

 

That with regard to agenda item 18 – Southern Gateway the public including the press should be excluded from the meeting on the grounds of exemption in Schedule 12A to the Local Government Act 1972 namely Paragraph 3 (Information relating to the financial or business affairs of any particular person (including the authority holding that information( and because, in all the circumstances of the case, the public interest in maintaining the exemption of that information outweighs the public interest in disclosing the information.

 

678.

Southern Gateway

The Cabinet is requested to consider the agenda report and its three appendices and to make the recommendation to the Council and the resolutions as set out below:

 

Recommendation to the Council

 

That Cabinet recommends to the Council that an amendment to the Terms of Reference for the Chichester District Growth Board in accordance with para 6.1.3 be approved.

 

The Cabinet is requested to make the following resolutions:

 

1)    To consider the proposals to expend the balance of the £5m LEP grant before the 31 March deadline, including a potential collaboration with WSCC and / or the purchase of the land, as set out in para 6.1.1 of the report and instruct officers accordingly.

 

2)    That in the light of the decision in recommendation 3.2 to consider whether the Cabinet rescinds its decision made on 2 October 2018 as contained in minute 592 (4).

 

3)    To approve the minor change of procurement route set out in para 6.1.2 and reconfirm the marketing of the opportunity once the Collaboration Agreement (CA) with partners is signed.

 

4)    That delegation is given to the Executive Director and Deputy Chief Executive, following consultation with the Director of Corporate Services, to agree the Minimum Land Values to be adopted for the Council’s interest in the site in accordance with the principles contained within para 6.1.4 below.

 

5)    To note the updated LEP and project timescales set out in paras 4.7, 6.1.2 and Appendix 4. 

Decision:

RECOMMENDATION TO THE COUNCIL

 

That the amendment to the Terms of Reference for the Chichester District Growth Board in accordance with para 6.1.3 be approved.

 

RESOLVED BY THE CABINET

 

1.     That the proposals to expend the balance of the £5 million LEP grant before the 31 March deadline, including a potential collaboration with WSCC and/or the purchase of the land, as set out in paragraph 6.1.1 of the report be approved.

 

2.     That the minor change of procurement route set out in paragraph 6.1.2 be approved and the marketing of the opportunity once the Collaboration Agreement (CA) with partners is signed be confirmed.

 

3.     That the Executive Director and Deputy Chief Executive be delegated authority, following consultation with the Director of Corporate Services, to agree the Minimum Land Values to be adopted for the Council’s interest in the site in accordance with the principles contained within paragraph 6.1.4.

 

4.     That the updated LEP and project timescales set out in paragraphs 4.7, 6.1.2 and Appendix 4 be approved.

Minutes:

Mr Dignum introduced the report and outlined the proposed recommendation to the Council and the resolutions. Mr Over then explained some minor corrections required to paragraph 4.3 of the report and the table at 6.1.1 of the report.

 

Officers also responded to members questions.

 

Decision

 

The Cabinet then voted unanimously to make the recommendation and resolution below.

 

RECOMMENDATION TO THE COUNCIL

 

That the amendment to the Terms of Reference for the Chichester District Growth Board in accordance with para 6.1.3 be approved.

 

RESOLVED BY THE CABINET

 

1.     That the proposals to expend the balance of the £5 million LEP grant before the 31 March deadline, including a potential collaboration with WSCC and/or the purchase of the land, as set out in paragraph 6.1.1 of the report be approved.

 

2.     That the minor change of procurement route set out in paragraph 6.1.2 be approved and the marketing of the opportunity once the Collaboration Agreement (CA) with partners is signed be confirmed.

 

3.     That the Executive Director and Deputy Chief Executive be delegated authority, following consultation with the Director of Corporate Services, to agree the Minimum Land Values to be adopted for the Council’s interest in the site in accordance with the principles contained within paragraph 6.1.4.

 

4.     That the updated LEP and project timescales set out in paragraphs 4.7, 6.1.2 and Appendix 4 be approved.