Agenda, decisions and minutes

Any apologies for absence that have been received will be noted at this point.

Apologies for absence had been received from Mr Hansford.

To approve as a correct record the minutes of the Grants and Concessions Panel meeting on 24 March 2016.

RESOLVED

That the minutes of the Panel meeting held on Thursday 24 March 2016 be approved and signed as a correct record.

Any matters arising as a result of the previous minutes.

There were no matters arising.

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.

Mrs Apel declared a prejudicial interest in relation to agenda item 8 as a member of Chichester City Council. Mrs Apel withdrew from the room during the discussion.

Mrs Graves declared a personal interest in relation to agenda item 11 as a user of the centre.

Mrs Plant declared a disclosable pecuniary interest in relation to agenda item 11 as a family member is closely linked to the application and left the room during the discussion.

Mr JF Elliott declared a prejudicial interest in relation to agenda item 13 as the Chairman of Singleton Parish Council and withdrew from the room during the discussion.

This is the first meeting of the Grants and Concessions Panel under the new programme. To support decision making and for ease of reference the key 2016 guidance documentation (already approved) is supplied in the agenda pack:

·         What and who is eligible for grants?

·         Grants and Concessions Policy

·         What are Chichester District Council’s Priorities and Principles for Funding?

There are also five guidance documents that need to be considered:

·       Format of a grant application Summary Sheet

·       Format of a Grant Agreement (to be agreed with each successful applicant)

·       Guidance on the “Determination of Bids”

·       Guidance on “How Funding Advisers Assess Applications”

·       Guidance for Member Involvement

RESOLVED

That the following draft documents be agreed:

·       Grant Application Summary Sheet (subject to the addition of a box to note any officer negotiations)

·       Grant Agreement (to be agreed with each successful applicant)

·       Guidance on the Determination of Bids

·       Guidance on How Funding Advisers Assess Applications (subject to the additional sentence, ‘officers will carry out reasonable checks to ensure organisations applying for grants are not in dispute with the council’)

·       Guidance for Member Involvement

Mr Hyland explained the documents already approved by Cabinet drawing attention to the priorities and principles. There are three new priority areas:

·       Economy

·       Improving living places and spaces

·       Targeted projects

Mr Hyland outlined the broad principles officers use for assessing grant applications and explained the headings on the Grant Application Summary Sheet. Mr Hyland clarified each heading in turn drawing particular attention to the new heading ‘is the project ready for implementation?’

Mr Hyland explained the five guidance documents to be considered:

·       Grant Application Summary Sheet (with the inclusion of the six principles)

·       Grant Agreement (to be agreed with each successful applicant)

·       Guidance on the “Determination of Bids”

·       Guidance on “How Funding Advisers Assess Applications”

·       Guidance for Member Involvement

Members asked the following questions:

·       Are the new priorities ranked? There is no specific order and all priorities have equal weighting.

·       Why do applications under the economy heading have a £2,500 cap? The Economic Development team felt the cap would enable a greater number of businesses to benefit from funding.

·       Will the requirement to implement a project within 12 months be problematic? The new requirement does not prevent applicants from applying as long as they are able to explain the reason for asking for a financial commitment at an early stage.

·       Can it be clearly indicated whether officers have negotiated the value of an application? This can be added to the Grant Application Summary Sheet.

·       Who will be asked to sign the Grant Agreement and what level of responsibility will they need to have? Officers will decide on a case by case basis who the appropriately authorised person should be.

RESOLVED

That the following draft documents be agreed:

·       Grant Application Summary Sheet (subject to the addition of a box to note any officer negotiations)

·       Grant Agreement (to be agreed with each successful applicant)

·       Guidance on the Determination of Bids

·       Guidance on How Funding Advisers Assess Applications (subject to the additional sentence, ‘officers will carry out reasonable checks to ensure organisations applying for grants are not in dispute with the council’)

·       Guidance for Member Involvement

To agree the membership of the Fast Track Panel and its funding allocation for 2016/17.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

That the membership of the Fast Track Panel should remain as Eileen Lintill, Norma Graves and Tricia Tull.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

That an initial £10,000 be allocated to the fast track fund for the financial year 2016/17.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

That the membership of the Fast Track Panel should remain as Eileen Lintill, Norma Graves and Tricia Tull.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

That an initial £10,000 be allocated to the fast track fund for the financial year 2016/17.

For discussion.

Mr Hyland introduced the report. The Panel considered the circumstances in which applicants might be in dispute with Chichester District Council and whether that might be prejudicial to Grant funding.

Members requested officers carry out reasonable checks to ensure organisations applying for grants are not in dispute with the council (This is reflected in the resolution for agenda item five).

Members felt there was no need to amend the Eligibility Guidance Notes.

Donnington Parish Council, New Homes Bonus

The Grants and Concessions Panel note the variation approved as an Urgent Decision by the Cabinet Member for Community Services to funding awarded to Donnington Parish Council from the New Homes Bonus (Parish Allocations) 2015. £9,874 was originally awarded.

For decision.

Chichester City Council, New Homes Bonus

Mrs Apel declared a prejudicial interest in relation to agenda item 8 as a member of Chichester City Council. Mrs Apel withdrew from the room during the discussion.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN

CONSULTATION WITH THE PANEL:

That the proposed variation to funding awarded to Chichester City Council from the New Homes Bonus (Parish Allocations) 2013 be rejected.

Alternative options considered and rejected:

That the proposed variation to funding awarded to Chichester City Council from the New Homes Bonus (Parish Allocations) 2013 be approved.

Chichester City Council, New Homes Bonus

Mrs Apel declared a prejudicial interest in relation to agenda item 8 as a member of Chichester City Council. Mrs Apel withdrew from the room during the discussion.

Mr Hyland answered members clarification questions.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN

CONSULTATION WITH THE PANEL:

That the proposed variation to funding awarded to Chichester City Council from the New Homes Bonus (Parish Allocations) 2013 be rejected.

Alternative options considered and rejected:

That the proposed variation to funding awarded to Chichester City Council from the New Homes Bonus (Parish Allocations) 2013 be approved.

For decision.

North Mundham Playing Field Trust:

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

That the North Mundham Playing Field Trust request for discretionary rate relief be approved for the financial year 2015/16.

Alternative options considered and rejected:

That the North Mundham Playing Field Trust request for discretionary rate relief be approved as set out in the report.

That the North Mundham Playing Field Trust request for discretionary rate relief be refused.

North Mundham Playing Field Trust:

Mrs Christie answered members clarification questions and outlined that exceptional circumstances are genuinely unforeseen circumstances financial or otherwise.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

That the North Mundham Playing Field Trust request for discretionary rate relief be approved for the financial year 2015/16.

Alternative options considered and rejected:

That the North Mundham Playing Field Trust request for discretionary rate relief be approved as set out in the report.

That the North Mundham Playing Field Trust request for discretionary rate relief be refused.

To note the financial information, fast track grants approved since the last meeting and any grants nearing the three year cut off.

The Panel considered the report. Mr Cooper drew attention to the value of the applications to be considered at the meeting and reminded the Panel that a sum of £175,000 remained with £10,000 now set aside for fast track applications.

The Panel noted the following fast track delegated grant applications decided since the last meeting:

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULATION WITH THE GRANTS AND CONCESSIONS FAST TRACK PANEL:

Applicant: Chichester Community Development Trust (CCDT)

Priority: Housing and Neighbourhoods

Purpose: Towards the purchase of additional equipment for their community venues

Sum Requested: £989

Sum Approved: £500

Reasons: Equipment for community use

Grant Conditions: N/A

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULATION WITH THE GRANTS AND CONCESSIONS FAST TRACK PANEL:

Applicant: East Lavington Parish Council

Priority: Housing and Neighbourhoods

Purpose: New community and Parish Council notice boards

Sum Requested: £750

Sum Approved: £0

Reasons: The proposed project is not a strong fit with this programmes priorities

Grant Conditions: N/A

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULATION WITH THE GRANTS AND CONCESSIONS FAST TRACK PANEL:

Applicant: Motor Neurone Disease Association West Sussex South Branch

Priority: Health and Wellbeing

Purpose: A regular support group meeting at a time convenient to the carers of people living with Motor Neurone Disease (MND) in a location local to them with funding towards running costs, venue hire and wheelchair accessible taxis whenever required to allow persons living with MND to attend

 Sum Requested: £320

Sum Approved: £320

Reasons: Supporting a group of vulnerable residents

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULATION WITH THE GRANTS AND CONCESSIONS FAST TRACK PANEL:

Applicant: Rake Village Hall and Recreation Ground

Priority: Health and Wellbeing

Purpose: Provision of fully-enabled toilet, baby changing facilities and cleaner’s cupboard 

Sum Requested: £1,000

Sum Approved: £1,000

Reasons: To make community facilities more accessible for all

Grant Conditions: N/A

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULATION WITH THE GRANTS AND CONCESSIONS FAST TRACK PANEL:

Applicant: Selsey Netball Club

Priority: Health and Wellbeing

Purpose: Set up costs of promotion to league statusto play competitive league fixtures including contribution towards training courses for coaches, umpiring, safeguarding, first aid, coaching fees,venue hire and league entry fees.

Sum Requested: £1,000

Sum Approved: £500

Reasons: Supporting provision of additional sport

Grant Conditions: Subject to league membership confirmation and full funding being achieved

Mr Hyland provided an update in respect of two Grant awards that were nearing their three year expiry.

For decision.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

Applicant: The Fernhurst Centre Limited

Declarations of Interest: Mrs Graves declared a personal interest as a user of the centre. Mrs Plant declared a disclosable pecuniary interest as a family member is closely linked to the application and left the room during the discussion.

Priority: Improving Living Places and Spaces

Purpose: Refurbishment, rearrangement and modernisation project

Sum Requested: £8,500

Sum Approved: £8,500

Reasons: Updating a well used community hub for residents and volunteers including provision of reliable broadband

Grant Conditions: N/A

Alternative options considered and rejected: The Panel consider whether or not to support every application so will always consider not granting an application

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

Applicant: The Fernhurst Centre Limited

Declarations of Interest: Mrs Graves declared a personal interest as a user of the centre. Mrs Plant declared a disclosable pecuniary interest as a family member is closely linked to the application and left the room during the discussion.

Priority: Improving Living Places and Spaces

Purpose: Refurbishment, rearrangement and modernisation project

Sum Requested: £8,500

Sum Approved: £8,500

Reasons: Updating a well used community hub for residents and volunteers including provision of reliable broadband

Grant Conditions: N/A

Alternative options considered and rejected: The Panel consider whether or not to support every application so will always consider not granting an application

For decision.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

Applicant: Redford Village Hall Trustees

Declarations of Interest: N/A

Priority: Improving Living Places and Spaces

Purpose: Redford Village Hall thermal insulation refurbishment project

Sum Requested: £15,000

Sum Approved: £15,000

Reasons: Improvements required for a regularly used community venue

Grant Conditions: N/A

Alternative options considered and rejected: The Panel consider whether or not to support every application so will always consider not granting an application

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

Applicant: Redford Village Hall Trustees

Declarations of Interest: N/A

Priority: Improving Living Places and Spaces

Purpose: Redford Village Hall thermal insulation refurbishment project

Sum Requested: £15,000

Sum Approved: £15,000

Reasons: Improvements required for a regularly used community venue

Grant Conditions: N/A

Alternative options considered and rejected: The Panel consider whether or not to support every application so will always consider not granting an application

For decision.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

Applicant: Singleton Parish Council

Declarations of Interest: Mr JF Elliott declared a prejudicial interest as the Chairman of Singleton Parish Council and withdrew from the room during the discussion

Priority: Improving Living Places and Spaces

Purpose: Reclamation of the closed Edwardian cemetery in Singleton

Sum Requested: £8,385

Sum Approved: £5,000

Reasons: Encouraging greater use of a public open space

Other funding sources should be considered

Grant Conditions: N/A

Alternative options considered and rejected: The Panel consider whether or not to support every application so will always consider not granting an application and in this case also considered £4,000 and £6,000

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

Applicant: Singleton Parish Council

Declarations of Interest: Mr JF Elliott declared a prejudicial interest as the Chairman of Singleton Parish Council and withdrew from the room during the discussion

Priority: Improving Living Places and Spaces

Purpose: Reclamation of the closed Edwardian cemetery in Singleton

Sum Requested: £8,385

Sum Approved: £5,000

Reasons: Encouraging greater use of a public open space

Other funding sources should be considered

Grant Conditions: N/A

Alternative options considered and rejected: The Panel consider whether or not to support every application so will always consider not granting an application and in this case also considered £4,000 and £6,000

For decision.

Mrs Apel left the meeting prior to the decision of this application.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

Applicant: St Mary Our Lady, Sidlesham Parachial Church Council

Declarations of Interest: N/A

Priority: Improving Living Places and Spaces

Purpose: Parish rooms annexe for community use

Sum Requested: £15,000

Sum Approved: £15,000

Reasons:To support the wider community use of this Church building 

Grant Conditions:Applicant to be advised that in supporting this request, Chichester District Council expects the Annexe to complement the sustained use of the existing Church Hall, and should not be inferred as support for the closure of the existing Hall

Alternative options considered and rejected: The Panel consider whether or not to support every application so will always consider not granting an application

Mrs Apel left the meeting prior to the decision of this application.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

Applicant: St Mary Our Lady, Sidlesham Parochial Church Council

Declarations of Interest: N/A

Priority: Improving Living Places and Spaces

Purpose: Parish rooms annexe for community use

Sum Requested: £15,000

Sum Approved: £15,000

Reasons:To support the wider community use of this Church building

Grant Conditions:Applicant to be advised that in supporting this request, Chichester District Council expects the Annexe to complement the sustained use of the existing Church Hall, and should not be inferred as support for the closure of the existing Hall

Alternative options considered and rejected: The Panel consider whether or not to support every application so will always consider not granting an application

For decision.

Mrs Apel left the meeting prior to the decision of this application.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

Applicant: Parents and Carers Support Organisation (PACSO)

Declarations of Interest: N/A

Priority: Targeted Projects

Purpose: Saturday Plus sessions for disabled children and their siblings from the Think Family areas offering respite periods for parents and carers

Sum Requested: £4,328

Sum Approved: £4,300

Reasons: Providing a service for vulnerable young people and their families in the district

Grant Conditions: N/A

Alternative options considered and rejected: The Panel consider whether or not to support every application so will always consider not granting an application

Mrs Apel left the meeting prior to the decision of this application.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES, IN CONSULTATION WITH THE PANEL:

Applicant: Parents and Carers Support Organisation (PACSO)

Declarations of Interest: N/A

Priority: Targeted Projects

Purpose: Saturday Plus sessions for disabled children and their siblings from the Think Family areas offering respite periods for parents and carers

Sum Requested: £4,328

Sum Approved: £4,300

Reasons: Providing a service for vulnerable young people and their families in the district

Grant Conditions: N/A

Alternative options considered and rejected: The Panel consider whether or not to support every application so will always consider not granting an application

Please note the amount granted is a rounded figure and does not represent any reduction in the level of support for the application.

To note the dates of the next two meetings:

·       New Homes Bonus applications - 22 September 2016 at 2.30pm

·       Grant applications - 20 October 2016 at 2.30pm

The next meeting dates are:

·       New Homes Bonus applications - 22 September 2016 at 9.30am

·       Grant applications - 18 October 2016 at 9.30am