Agenda, decisions and minutes

To approve as a correct record the minutesof the Cabinet meeting held on 3 May 2016.

RESOLVED

That the minutes of the Cabinet held on Tuesday 3 May 2016 be signed as a correct record.

RESOLVED

That the minutes of the Cabinet held on Tuesday 3 May 2016 be signed as a correct record.

Chairman to announce any urgent items which due to special circumstances are to be dealt with under agenda item 12(b).

Mr Dignum advised that agenda item 11 – Chichester Conservation Area - had been deferred to enable:

(1) the further substantial representations received following publication of the cabinet agenda to be fully considered by officers and where appropriate, any suggested changes to the revised character appraisal document to be addressed; and

(2) for representations in respect of the proposed changes to the conservation area boundary to be carefully considered.

There were no urgent items for consideration at this meeting.

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

No interests were declared at this meeting.

Questions submitted by members of the public in writing by noon on the previous working day (for a period up to 15 minutes).

Mr John Coldstream asked the following question:

Will Cabinet please address with urgency the matter of how best to restore and protect Priory Park’s historic and valuable Coadestsone statue which was subjected to vandalism last month?

Mr R Barrow (Cabinet Member for the Environment) replied as follows:-

I can confirm that we have approached a local specialist company to quote for the necessary repairs and are looking to re-site the statue to a secure location. The cost for the repairs will be in the region of £1,800 and we have been assured that the works can be completed by the end of June. In the meantime, we will carry on with our efforts looking at options for re-location of the statue.

In relation to the above question and with the Chairman’s agreement Mr R Plowman was invited to speak. He advised that security in the park was important to the Friends of Priory Park and asked whether a calendar of events in the park could be published.

Mr R Barrow agreed to meet with Mr Plowman and other interested parties to discuss issues of security and the relocation of the statue.

Further to minutes 146, 147 and 164 and in the light of local referendums and the recommendations from the Development Plan and Infrastructure Panel, to recommend the Council to make the Birdham, Tangmere and Wisborough Green Neighbourhood Development Plans part of the Development Plan for Chichester District (excluding the areas within the South Downs National Park).

RECOMMEND TO COUNCIL

(1)        That the Birdham Neighbourhood Development Plan be made part of the Development Plan for Chichester District (excluding the area within the South Downs National Park.

(2)        That the Tangmere Neighbourhood Development Plan be made part of the Development Plan for Chichester District (excluding the area within the South Downs National Park.

(3)        That the Wisborough Green Neighbourhood Development Plan be made part of the Development Plan for Chichester District (excluding the area within the South Downs National Park.

The Cabinet considered the report circulated with the agenda (copy attached to the official minutes).

RECOMMENDED TO COUNCIL

(1)        That the Birdham Neighbourhood Development Plan be made part of the Development Plan for Chichester District (excluding the area within the South Downs National Park).

(2)        That the Tangmere Neighbourhood Development Plan be made part of the Development Plan for Chichester District (excluding the area within the South Downs National Park).

(3)        That the Wisborough Green Neighbourhood Development Plan be made part of the Development Plan for Chichester District (excluding the area within the South Downs National Park).

To consider the recommendations from the Development Plan and Infrastructure Panel and to recommend to Council that a) further public consultation be approved on the Site Allocation: Preferred Approach Development Plan Document and b) that authority be delegated to the Head of Planning Services to enable amendments to the document prior to its publication.

RECOMMEND TO COUNCIL

(1)        That further public consultation be approved on the Site Allocation: Preferred Approach Development Plan Document, as set out in Appendix 1 to the report, for eight weeks from 28 July until 22 September 2016.

(2)        That authority be delegated to the Head of Planning Services to enable minor editorial and typographical amendments to be made to the document prior to its publication.

The Cabinet considered the report circulated with the agenda (copy attached to the official minutes).

Mrs Hardwick raised her concern about the Lynchmere proposal, stating that this piece of land was subject to regular flooding from the River Wey. As the site was originally omitted from the consultation Mrs Hardwick asked what additional information was provided for it to now be included. Mrs Flitcroft confirmed that the additional information related to access which was the reason the site had been originally discounted. The site access was shared with Thames Water and additional information provided by the landowner confirmed that access to the site was available. It has been demonstrated that 10 units could be sited on the site away from the floodzone. Adopted Local Plan policies in conjunction with the policies in the Site Allocation DPD would apply to any future planning application brought forward for consideration on this site.

Mr Dignum reminded all that this was the first stage in a long process of consultation and representations could be made. Statutory consultees including the Environment Agency will be able to raise any concerns in their response.

Mrs Hardwick requested that the consultation should allude to adequate flood protection for sites and abstained from the vote.

RECOMMENDED TO COUNCIL

(1)        That further public consultation be approved on the Site Allocation: Preferred Approach Development Plan Document, as set out in Appendix 1 to the report, for eight weeks from 28 July until 22 September 2016.

(2)        That authority be delegated to the Head of Planning Services to enable minor editorial and typographical amendments to be made to the document prior to its publication.

The Cabinet is requested to consider the recommendations from the Development Plan and Infrastructure Panel to instruct professionals to undertake a valuation of the site and to advise on technical and legal matters regarding the compulsory purchase order and, subject to satisfactory approval, to approve consultants to prepare a masterplan for the site and to allocate funding of £100,000 for these matters.

RESOLVED

(1)        That a Registered Valuer be instructed to undertake a valuation of the site prior to further consideration of the potential to use compulsory purchaser powers to facilitate development.

(2)        That a specialist solicitor be instructed to advise on technical and legal matters relating to the compulsory purchaser order process including the transfer of land and procurement of a preferred developer.

(3)        Subject to the outcomes of (1) and (2) above, that consultants be appointed to prepare a masterplan for the site.

(4)        That a sum of up to £100,000 be allocated from the Planning Delivery Grant and General Reserve to fund the matters in (1) and (2) above.

The Cabinet considered the report circulated with the agenda (copy attached to the official minutes).

In response to a question from Mrs Keegan, Mr Allgrove replied that the Council had limited experience of CPO work as it was a rare occurrence hence the requirement to engage a specialist lawyer and valuation advice to include technical advice on the approach to procurement of a developer as part of the CPO process to minimise the risk to the Council.

Mr Finch considered it essential to go ahead with this CPO as important work had been carried out in identifying site allocations in the Local Plan and it was essential that these were capable of being implemented.

RESOLVED

(1)        That a Registered Valuer be instructed to undertake a valuation of the site prior to further consideration of the potential to use compulsory purchaser powers to facilitate development.

(2)        That a specialist solicitor be instructed to advise on technical and legal matters relating to the compulsory purchaser order process including the transfer of land and procurement of a preferred developer.

(3)        Subject to the outcomes of (1) and (2) above, that consultants be appointed to prepare a masterplan for the site.

(4)        That a sum of up to £100,000 be allocated from the Planning Delivery Grant and General Reserve to fund the matters in (1) and (2) above.

To consider the recommendations from the Development Plan and Infrastructure Panel and to approve the Southern Gateway Masterplanning Project Initiation Document and consultant’s brief and to allocate funds of up to £50,000 from reserves to procure consultants to prepare a masterplan for the Southern Gateway area.

RESOLVED

(1)        That the Southern Gateway Masterplanning Project Initiation Document and the consultant’s brief be approved.

(2)        That funds of up to £50,000 be allocated from reserves to procure consultants to prepare a masterplan for the Southern Gateway area.

The Cabinet considered the report circulated with the agenda (copy attached to the official minutes).

Mrs Taylor introduced the report by saying that the Cabinet had agreed to support this project in principle at its meeting on 3 May. Amendments were made to two dates on pages 40/41 of the appendix pack where the quotation deadline date should read 10 June.

Mr Dignum highlighted the three elements of this project – 1) the masterplan which will define the future of the area; 2) that there are two bids being progressed to the Local Enterprise Partnership (LEP) and the Homes and Communities Agency (HCA) and 3)  negotiations with all other parties including West Sussex County Council (WSCC), HCA and landowners e.g. Royal Mail and Sussex Police.

Mr Over advised that it was intended to have Heads of Terms agreed with those parties as soon as possible, failing which a CPO would need to be commenced.

Mrs Hardwick asked how flexible the PID would be as the timescale was tight with a number of variables and constraints. Officers responded, advising that the main output of the PID was that the masterplan would be adopted by December 2016, with outcomes that flow from the entire project listed later in that document. It repeats and expands on the information provided to the Cabinet at the last meeting. There would be some flexibility in the masterplan around the design and future use of buildings.

Mr Dignum advised that there needs to be flexibility at this stage as we have yet to receive confirmation of the Council’s bids for funding. Mrs Shepherd advised that regardless of whether funding is available the master planning exercise needs to take place so that the Council has a scheme in place in order to apply for future funding.

Mrs Keegan wished to know when the overall costs from the Heads of Terms would be known. Mr Over expected to know the outcome of both bids at the latest by December 2016, however we will know before then whether the LEP bid has been forwarded to Government for approval or not. A bid for funding will also be made to WSCC for funding and research needs to be carried out on other available funding streams to bid for.

RESOLVED

(1)        That the Southern Gateway Masterplanning Project Initiation Document and the consultant’s brief be approved.

(2)        That funds of up to £50,000 be allocated from reserves to procure consultants to prepare a masterplan for the Southern Gateway area.

To accept West Sussex County Council funding of £289,442to deliver the Wellbeing Service in line with the partnership agreement and agreed business plan.

RESOLVED

(1)        That 2016-17 funding of £289,442 from West Sussex County Council be accepted to deliver the Wellbeing Service in line with the partnership agreement and agreed business plan.

(2)        That the Head of Community Services be authorised to finalise and sign the 2016-2019 Wellbeing Partnership Agreement with West Sussex County Council.

The Cabinet considered the report circulated with the agenda (copy attached to the official minutes).

Mrs Lintill introduced the report, advising that there had been a small reduction in WSCC funding from the previous year which would have little impact on the service. The partnership agreement is for three years with a notice clause. Funding is approved annually for that year.

Mrs Taylor agreed that this was a good service delivering preventative elements which ultimately saves money as ill health is reduced. Follow up approaches are carried out after three months and the proposal is to follow up again after six months. Public Health does not have a requirement for more frequent checks to be undertaken.

Mrs Keegan, referring to her role on the Western Sussex Hospitals NHS Trust Board of Governors, commented on the cost of diabetes to the public purse and asked whether there were any constraints in delivering the service and whether the outcomes could be increased if there was more funding. Mrs Thomas and Mr Hansford responded that the clear focus for this funding from WSCC is on cardio-vascular initiatives. We are working in partnership with others as an enabler rather than a provider to sustain positive outcomes.

RESOLVED

(1)        That 2016-17 funding of £289,442 from West Sussex County Council be accepted to deliver the Wellbeing Service in line with the partnership agreement and agreed business plan.

(2)        That the Head of Community Services be authorised to finalise and sign the 2016-2019 Wellbeing Partnership Agreement with West Sussex County Council.

To consider the recommendation from the Development Plan and Infrastructure Panel to endorse the Council’s formal response to the consultation on the draft Joint Minerals Local Plan.

RESOLVED

That the comments in the report be endorsed as Chichester District Council’s formal response to the consultation on the draft Joint Minerals Local Plan.

The Cabinet considered the report circulated with the agenda (copy attached to the official minutes).

Mr Dignum advised that residents would be pleased with this response as Mr M Hall led the campaign against greenfield encroachments to stop any gravel extraction from around the city.

Mrs Hardwick was pleased to see the reference to fracking at 5.4 in the report which reaffirms Government policy and that the Fernhurst site would be entrenched in the policy.

RESOLVED

That the comments in the report be endorsed as Chichester District Council’s formal response to the consultation on the draft Joint Minerals Local Plan.

To approve the revised Chichester Conservation Area character appraisal, management proposals and changes to the conservation area boundary and the implementation of Article 4 Directions to cover minor alterations and to approve the undertaking of an assessment of the Summersdale area to assess its potential for conservation area designation.

This item was deferred in order to enable:

(1)  the further substantial representations received following publication of the cabinet agenda to be fully considered by officers and where appropriate, any suggested changes to the revised character appraisal document to be addressed; and

(2)  representations in respect of the proposed changes to the conservation area boundary to be carefully considered.

This item was deferred in order to enable:

(1) the further substantial representations received following publication of the cabinet agenda to be fully considered by officers and where appropriate, any suggested changes to the revised character appraisal document to be addressed; and

(2) for representations in respect of the proposed changes to the conservation area boundary to be carefully considered.

To release the sum of £84,000 of S106 Community Facilities contributions to Chidham and Hambrook Village Hall Management Committee for identified enhancements to their building.

RESOLVED

That £84,000 of S106 Community Facilities contributions be released to Chidham and Hambrook Village Hall Management Committee for identified enhancements to their building.

The Council considered the report circulated with the agenda (copy attached to the official minutes).

Mrs Lintill presented the report which was to provide a two storey extension to the Chidham and Hambrook village hall with a lift so that the upstairs area would become a more useable space.

RESOLVED

That £84,000 of S106 Community Facilities contributions be released to Chidham and Hambrook Village Hall Management Committee for identified enhancements to their building.

To consider and approve The Novium Museum’s forward plan for 2016-17, to note the responses to the questions from the Overview and Scrutiny Committee (OSC) raised at its meeting on 15 March 2016 and to approve the appointment of a member of the OSC to any Task and Finish Group which may be set up to consider the Novium Museum option appraisal. Members are requested to refer to the OSC agenda (15 March 2016) for the background papers to this item.

RESOLVED

(1)        That the 2016-17 update of the Novium Museum’s 2014-19 forward plan be noted.

(2)        That the responses to the questions raised by the Overview and Scrutiny Committee at their meeting on 15 March be noted.

(3)        That, following the options appraisal, a corporate Task and Finish Group be set up with membership agreed as Mrs Keegan (Chairman), Mr T Dignum, Mr R Plowman, Mr M Hall and Mr N Galloway (the Overview and Scrutiny Committee representative).

The Council considered the report circulated with the agenda (copy attached to the official minutes).

Mrs Keegan introduced the report advising that the first recommendation had been amended to ‘note’ instead of ‘approve’ and drawing members’ attention to the answers provided to questions raised by the Overview and Scrutiny Committee. An options appraisal would come forward to Cabinet next month which would look at various alternatives for the future operation of the museum. She highlighted a number of the events being held at the museum e.g. Roman week, weddings in the Guildhall and the Tim Peake exhibition which would start in November. A task and finish group would be set up following the options appraisal to develop proposals.

Mr Dignum confirmed that Mrs Keegan, Mr H Mall and Mr T Dignum were nominations from the majority party on the group with Mr R Plowman from the minority party. The Overview and Scrutiny Committee had nominated Mr N Galloway.

To a question from Mrs Taylor asking how travelling exhibitions were financed, Mrs Hakes replied that significant exhibitions were normally at the museum’s cost however recently the Victoria and Albert exhibition had come in at a reasonable cost which could be recouped and a profit achieved. 

RESOLVED

(1)        That the 2016-17 update of the Novium Museum’s 2014-19 forward plan be noted.

(2)        That the responses to the questions raised by the Overview and Scrutiny Committee at their meeting on 15 March be noted.

(3)        That, following the options appraisal, a corporate Task and Finish Group be set up with membership agreed as Mrs Keegan (Chairman), Mr T Dignum, Mr R Plowman, Mr M Hall and Mr N Galloway (the Overview and Scrutiny Committee representative).

To note the use of the urgent decision process to approve an exception to tender for the Careline monitoring equipment, maintenance and upgrade arrangements.

RESOLVED

That the use of the urgent decision process to approve an exception to tender for the Careline monitoring equipment, maintenance and upgrade arrangements be noted.

The Council considered the report circulated with the agenda (copy attached to the official minutes).

RESOLVED

That the use of the urgent decision process to approve an exception to tender for the Careline monitoring equipment, maintenance and upgrade arrangements be noted.

To establish and appoint members to serve on Panels and Forums for 2016-2017.

RESOLVED

That the membership of Panels and Forums for 2016-17 be agreed as set out in the revised report.

The Council considered the report circulated with the agenda (copy attached to the official minutes).

Mr Dignum presented the revised report which had been circulated as a supplement to the agenda. The changes he had made were to replace Mrs D Knightley with Mr J W Elliott on the Grants and Concessions Panel and to add Mrs E Lintill, representing the north of the district, on the Chichester District Parking Forum.

RESOLVED

That the membership of Panels and Forums for 2016-17 be agreed as set out in the report.

To appoint representatives to serve on external organisations for 2016-2017.

RESOLVED

That the representatives as set out in the report be appointed to serve on the external organisations for 2016-17.

The Council considered the report circulated with the agenda (copy attached to the official minutes).

Mr Dignum presented this report advising that, following a review of all external organisations, a number of organisations no longer needed representation by the Council. These were the Rolls Royce Liaison Panel and a Historic Buildings Champion on the Solent Forum.

Mrs Keegan advised that she had not had any communications from Tourism South East and would suggest that Mrs J Hotchkiss, Head of Commercial Services, is the representative on this body until further information is to hand.

RESOLVED

That the representatives as set out in the report be appointed to serve on the external organisations for 2016-17.

There are no restricted items for consideration.

The press and public were not excluded for any part of the meeting.