Agenda and minutes

The Council is requested to approve as a correct record the minutes of the meeting held on 17 May 2022.

RESOLVED

That the minutes of the Annual Council meeting held on 17 May 2022 be approved.

The Chair will announce any urgent items which due to special circumstances are to be dealt with under Late Items.

There were no urgent items.

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.

Cllr Apel declared a personal interest as a volunteer at Chichester Festival Theatre and as a trustee of Pallant House Gallery in relation to agenda item 10.

Cllr Bangert declared a personal interest as a member of the Southbourne Neighbourhood Plan Steering Group in relation to agenda item 12.

Cllr Brown declared a personal interest as the Chair of the Southbourne Neighbourhood Plan Steering Group in relation to agenda item 12.

Cllr Duncton declared a personal interest as a member of West Sussex County Council in relation to agenda items 8, 9 and 11.

Cllr Donna Johnson declared a personal interest as a member of West Sussex County Council in relation to agenda items 8, 9 and 11.

Cllr O’Kelly declared a personal interest as a member of West Sussex County Council in relation to agenda items 8, 9 and 11.

Cllr Oakley declared a personal interest as a member of West Sussex County Council in relation to agenda items 8, 9 and 11.

Cllr Plowman declared a personal interest in relation to agenda item 9 as Director and General Manager of Second Chance Chichester (CIC).

Cllr Sharp declared a personal interest as a member of West Sussex County Council in relation to agenda items 8, 9 and 11.

Apologies for absence will be notified at this point.

The Chair will make any specific announcements.

Apologies for absence were received from Cllr Barrett, Cllr Barrie, Cllr Bowden and Cllr Lishman.

The Chair also made the following announcements:

It is with great sadness I announce that Anna Hayward-Strange from the Economic Development Team passed away last week. Anna was a joy to be around and our thoughts are with her family, friends and team at this time.  

Unfortunately we also received further sad news yesterday of the passing of John Lynch, the Finance Director for the Association of Democratic Services (ADSO). John provided help and advice to our officers and members. We also send our thoughts to John’s family, friends and ADSO colleagues.

In accordance with Chichester District Council’s scheme for public question time the Council will receive any questions which have been submitted by members of the public in writing by noon two working days before the meeting. Each questioner will be given up to three minutes to ask their question. The total time allocated for public question time is 15 minutes subject to the Chair’s discretion to extend that period.

The following public questions and answers were read out:

Question from Oliver English (read by Democratic Services):

Chair, Thank you for giving me the opportunity to ask my question. For some time I have been working in the community to encourage local shops and businesses to "switch off their Lights" to save energy and encourage dark skies. I have been conducting an effective campaign on social media, e-mail and by visiting local shops. I have had support from several local councillors. 

Initially I concentrated this in central Chichester, which is well served by extensive street lighting. Speaking to independent shops, such as: St Wilfred's, Kim's Bookshop, Present Surprise, all have gone dark at my request.

After reaching out to others, several chains have joined my campaign Chichester's Montezumas, Paperchase, White Stuff, Crew Clothing, Robert Dyas, Charles Clinkard and I have started conversations with others. So this has already extended far beyond our borders and over 350 shops have now gone dark.

Some companies I have approached have not responded to me directly, but I have noticed that their local shops have now gone dark, these include The Entertainer and Mistral. The brightest shops locally are Space NK and Lakeland, all banks aside from Barclays also burn lots of lights and estate agents all have very bright window displays. 

* One councillor has already described this as small beers compared to other issues, but this is still some action, rather than no action, enough small beers and we have a party.

Indeed Chichester’s own astronaut Tim Peake commented in response to me: "Great idea, hopefully it will catch on. The lights of cities at night was very dominant from the station"

Ideally I would like to see this expanded across the District on the coast, in Midhurst, Petworth and all our towns and villages, as both The Harbour Conservancy and South Downs National Park have a dark skies policy and it would be very helpful if the District Council could also provide their positive support.

Can I ask this Council to add their support via their economic development team and ask all councillors to promote the campaign. Would it also be possible to include a policy in the new local plan?

Answer from Cllr Susan Taylor:

Thank you for your question.

When talking with businesses, the Economic Development team is making them aware of where they can access support on their journey to carbon neutral and the funding that is available via  the ‘Low Carbon Across the South and East (LoCASE)’ programme. Conversations often include saving energy through different approaches to lighting. The use of modern efficient LED lighting is important to minimise costs and carbon emissions

In a high street setting, we would be encouraging businesses to set their window lights on a timer so that they go off after 11pm. A more vibrant street scene is needed in the evenings to support our evening and nighttime economy. For many businesses who may not be open in the evening, lighting  ...  view the full minutes text for item 139.

Members are requested to consider the Annual Governance Statement and Corporate Governance Report 2020-21 and its appendices (attached to the agenda pack) and make the following resolution as recommended by the Corporate Governance and Audit Committee at its Special meeting on 6 June 2022:

That the draft Annual Report on Corporate Governance at appendix 1, the Annual Governance Statement 2020-2021 (appendix 2), and Internal Audit and Corporate Investigations Annual Report 2020-2021 (appendix 3) be approved by Full Council.

Cllr Hobbs proposed the recommendation which was seconded by Cllr Wilding.

Cllr Hobbs introduced the item.

Cllr Sharp asked why climate change had not been included.  Mr Ward explained that at the time the report was put together it had not been listed. Cllr Sharp asked if it would be included as a high risk in the future. Cllr Hobbs explained that this was discussed in detail at Corporate Governance and Audit Committee. He explained the Committee had agreed to take an approach to react to those things outside of the council’s control. He sought to reassure Cllr Sharp that it was being taken seriously.

Cllr Brisbane with reference to pages 13 and 33 asked what work is being undertaken on the visions. Cllr Dignum responded. He explained that there is a Chichester District Steering Group which is focused on delivery which is detailed in the minutes of the Group. Cllr McAra explained that he would be willing to share the vision work in Midhurst.

Cllr Oakley with reference to page 13 asked if there are any external parties providing risk of delay to the Local Plan Review and Southern Gateway. Cllr Dignum explained the importance of the Stagecoach negotiations. Cllr Lintill explained that National Highways and water authorities re water neutrality in the north. Cllr Oakley clarified that the biggest risks to the project related to external parties.

In a vote the following resolution was agreed:

That the draft Annual Report on Corporate Governance at appendix 1, the Annual Governance Statement 2020-2021 (appendix 2), and Internal Audit and Corporate Investigations Annual Report 2020-2021 (appendix 3) be approved by Full Council.

Members are requested to formally note the Overview and Scrutiny Committee Annual Report (attached to the agenda pack) as recommended by the Overview and Scrutiny Committee at its meeting on 21 June 2022. The Work Programme is attached as an appendix to the report.

Cllr Apel proposed the recommendation which was seconded by Cllr Bangert.

Cllr Apel introduced the item.

Cllr Sharp asked if there was an update on the Housing Task and Finish Group. It was agreed to provide an update offline.

Cllr Moss thanked the Chair, Vice-Chair and officers for their work over the past year. He drew attention to the scrutiny of external bodies that had taken place.

In a vote the following resolution was agreed:

That the Overview and Scrutiny Committee Annual Report attached to the agenda and its appendix the Overview and Scrutiny Committee Work Programme be noted.

Members are requested to consider the report as set out on pages 7 - 48 of the Cabinet agenda for 5 July 2022 and make the following resolution as recommended by the Cabinet:

That the Annual report 2021-2022 be received by the Council.

Cllr Lintill proposed the recommendation as amended by the supplement which was seconded by Cllr Taylor.

Cllr Lintill introduced the item. She thanked Cllr McAra for spotting what has subsequently been included in the supplement pack.

Cllr O’Kelly raised concerns over delays to the Southern Gateway project. With reference to page 15 and the support for Ukrainian refugees plans going forwards she asked what will happen next. With regard to page 19 she drew attention to the daily issue of rural crime in the district. With reference to page 21 she also drew attention to the possibility of improving connectivity to Northgate car park. With regard to page 22 Cllr O’Kelly asked why there is no mention of the City Council. In relation to page 33 she asked if food waste and electric charging points could both be included. She also acknowledged the challenges associated with staff turnover as detailed on page 42.

Cllr Moss wished to thank officers at the council for their work this year and for the support that has been provided to residents including Ukrainian refugees. He also wished to congratulate the Novium team for their successful birthday event. He thanked the Chichester Festival Theatre for their work on the Cultural Spark. He then raised a number of concerns; the delay to Southern Gateway, the Brick Pavillion in Priory Park remaining out of use, provision for a skatepark in Petworth and delays on the Local Plan Review. He explained that he would not be supporting the report. Cllr Lintill responded. She explained that a number of risks outside of the councils control have caused delays in the Local Plan Review. She added that the Petworth Skatepark continues to be looked into but the right location and land is required.

Cllr Oakley asked Cllr Moss to consider the aim of moving forward the Local Plan Review noting the planning complexities of the Review. He also wished to note the progress of the council putting electrical vehicle charging points in its car parks ahead of the West Sussex County Council programme.

Cllr Brisbane with reference to page 40 asked why application determination times measured against the previous year (2020/21) were lower. Cllr Taylor explained that the targets are set nationally. Mr Frost added that the outturns for major, minor and other applications were still above the national targets. Applications received were significantly up on the previous year at the same time as an increase in staff turnover.

Cllr Sharp with regard to community engagement events asked Cllr Plant for more information. She requested more support for community groups to have more permanent sites provided.

Cllr Apel with regard to staff sickness levels asked whether the figures have improved. Mr Ward confirmed the current monthly figures are 8.37 days which is back to the levels pre pandemic. He added that 2021 was a low year as most staff worked from home and Covid was not counted as sick leave. The HR team have been asked to take a report  ...  view the full minutes text for item 142.

Members are requested to consider the report as set out on pages 7-10 of the Cabinet agenda for 7 June 2022 and make the following resolutions as recommended by the Cabinet:

1.     That Cabinet recommends to Council that WSCC funding of £1,000 per refugee be accepted.

2.     That Cabinet recommends to Council to delegate authority to allocate these funds to the Divisional Manager for Communities and Customer Services as set out in para 5.2 and 5.3 to provide community support.

Cllr Briscoe proposed the recommendation which was seconded by Cllr Lintill.

Cllr Briscoe introduced the item.

Cllr Apel asked what the situation is in the district for any families where it has not worked out with their hosts. Mrs Rudziak explained that there is high level of success in the district. She outlined that West Sussex County Council have a rematching scheme in those situations. There is also temporary accommodation from the County Council to prevent homelessness in this situation.

Cllr Brown wished to recognise Cllr Briscoe and Mrs Rudziak for their work.

Cllr Duncton wished to declare a pecuniary interest as she supports Petworth Ukrainian Relief.

Cllr Bangert asked what was being done to liaise with local schools for children who have suffered trauma as a result of the war in the Ukraine. Mrs Rudziak explained that would be a provision from the County Council however the Social Prescriber would assist where possible if there were a referral.

Cllr O’Kelly wished to note that the funding would be upfront. She wished to highlight that a number of children now at Bishop Luffa had yet to receive the government funding.

Cllr Sharp declared a personal interest as a host to a Ukrainian guest. She noted the support provided to hosts by the charity Sanctuary. She drew attention to the future support that would be needed.

Cllr Briscoe clarified that guests would be entitled to claim benefits. 

Cllr Donna Johnson noted the firsthand support she had experienced in helping families be rematched and rehoused by the County Council.

Cllr Plowman wished to note the level of support from the residents of the district.

In a vote the following resolutions were agreed:

1. That WSCC funding of £1,000 per refugee be accepted.
2. That Council delegates authority to allocate these funds to the Divisional Manager for Communities and Customer Services as set out in para 5.2 to 5.4 to provide community support.

Members are requested to consider the report as set out on pages 49 - 51 of the Cabinet agenda for 5 July 2022 and make the following resolutions as recommended by the Cabinet:

1.     That a further extension of support of £187,500 for one year be awarded to Chichester Festival Theatre to be funded from the existing revenue budget.

2.     That a further extension of support of £130,000 for one year be awarded to Pallant House Gallery to be funded from the existing revenue budget.

Cllr Briscoe proposed the recommendation which was seconded by Cllr Lintill.

Cllr Briscoe introduced the item.

Cllr Tim Johnson asked if it was possible to receive a percentage on the spend on the city and the rest of the district as two separate figures. Mr Ward explained that this would be difficult for some services particularly where some services are for specific locations. He agreed to look into this further. 

Cllr Apel noted that the Chichester Festival Theatre provides activities for young people across the district.

Cllr Oakley drew members attention to the Chichester Festival Theatre accounts and the senior staff pay. He asked members to consider where best to spend resources.

Cllr Plowman explained that the Chichester Festival Theatre had not seen a full return to pre-pandemic audience numbers and also has the cost of living impact.

Cllr Moss gave his support to Chichester Festival Theatres work on the Carnival of Lights and asked members to review the funding at the appropriate time.

Cllr Duncton asked members to support the cultural grants proposed in particular because it is the cultural year.

Cllr Sharp gave her support to the work on Culture Spark.

Cllr Bangert wished to note thanks for Mrs Peyman’s work on Culture Spark.

In a vote the following resolutions were agreed:

1. That a further extension of support of £187,500 for one year be awarded to Chichester Festival Theatre to be funded from the existing revenue budget.
2. That a further extension of support of £130,000 for one year be awarded to Pallant House Gallery to be funded from the existing revenue budget.

Members are requested to consider the report as set out on pages 53 - 56 of the Cabinet agenda for 5 July 2022 and make the following resolutions as recommended by the Cabinet:

1.     To create a help and support service for residents facing cumulative problems of financial, debt and other cost of living issues, run as a 2-year pilot with a review built in 6 months after going live and subject to on-going and final evaluation. 

2.     That £300,000 be allocated to come from the General Fund Reserves for staffing and operational costs for up to 2 years.

3.     That the further detail including allocation of funding to the various elements of the proposal is delegated to the Divisional Manager Housing, Revenues and Benefits in consultation with the Director of Housing and Communities and Cabinet Members set out in section 1 above.

Cllr Briscoe proposed the recommendation which was seconded by Cllr Lintill.

Cllr Wilding introduced the item.

Cllr Brown asked whether the service had been included in the Future Services Framework and whether the council would be recruiting externally. Cllr Lintill confirmed that this had not been part of the Future Services Framework as the idea had come after that piece of work. Mr Ward added that if agreed it would be added to the discretionary spend on the Future Services Framework.  Cllr Wilding explained that recruitment would be external but would therefore be available to internal staff too. Mrs Rudziak added that if internal staff were appointed the funding would be used to backfill their posts.

Cllr Plowman gave his support.

Cllr Donna Johnson gave her support and drew members attention to the ‘full-up’ in scheme in Selsey providing ingredients to children during the school holidays. She added that the local Foodbanks had recently run out of food.

Cllr Bangert asked if the support would be face to face. Cllr Wilding explained that a dedicated worker would be allocated with face to face meetings where possible.

Cllr O’Kelly asked members to consider how the County Council Community Hub would continue to work alongside this service so they align.

Cllr Sharp thanked officers and members for bringing this forward. She drew attention to the work of UK Harvest and face to face discussions with residents. She raised concerns about services being offered online to those who do not access online.

Cllr Oakley noted that this discretionary spend would help those most vulnerable. He asked members to ensure that there is no duplication of support offered by others. Cllr Briscoe clarified that this had been considered to ensure there is no duplication.

Cllr Sutton wished to reassure Cllr Sharp that there is the offer of services not online for those who do not have online access.

Mrs Rudziak added that this is the design stage so members feedback would be taken on board.

Cllr Purnell asked members to look across the board at where support is being offered. She gave the example of the Community Hub in Selsey offering debt advice.

Cllr Moss gave support to the service. He asked Cabinet members to talk to the government about the cost of living crisis. He gave support for the service being face to face. Cllr Lintill confirmed that the Cabinet have been speaking to the government and that the project was a Cabinet initiative.

In a vote the following resolutions were agreed:

1. To create a help and support service for residents facing cumulative problems of financial, debt and other cost of living issues, run as a 2-year pilot with a review built in 6 months after going live and subject to on-going and final evaluation. 
2. That £300,000 be allocated to come from the General Fund Reserves for staffing and operational costs for up to 2 years.
3. That the further detail including allocation of funding to the various elements of the proposal is delegated  ...  view the full minutes text for item 145.

Having complied with the Motions Procedure as set out in the council’s Constitution the motion attached will be proposed by Cllr Jonathan Brown and if duly seconded it will then be discussed at this meeting.

Please note that a report from the Development Plan and Infrastructure Panel has been included in the pack in relation to this item.

Cllr Oakley requested an update from the Chair on the Motion he had submitted relating to the lease on a site on Florence Road. The Chair explained that the item will be on the agenda for the Cabinet meeting in September instead.

Mr Bennett was invited to clarify the position for members relating to interests. He explained that where members are appointed to other bodies they should declare a personal interest but are entitled to stay in the room, fully debate the item and vote so long as they are content that a member of the public would not deem them to have an interest which will bear weight on their decision. Cllr Sutton asked whether a position on a council would make a difference to that advice. Mr Bennett explained that members are entitled to speak on behalf of their parish council. Members can choose to step away if they feel their role was prejudicial to their decision making.

Cllr Brown proposed his motion. This was seconded by Cllr Bangert. The Motion was as follows:

Following the withdrawal of Southbourne’s Neighbourhood Plan Review from examination, and with only a marginal 5 Year Housing Land Supply, Chichester District Councillors are deeply concerned at the prospect of unplanned development being permitted in Southbourne Parish.

Councillors believe that all parts of the District should be treated equally and fairly within the Local Plan Review (LPR) and that Southbourne should not – along among the Parishes in the Development Plan area – be identified as a ‘Broad Location for Development’. Rather, this Council resolves to progress a strategic allocation for development at Southbourne within the LPR.

To avoid unnecessary delay to the LPR, work on this allocation should take place in parallel with other work on the LPR wherever possible and should seek to incorporate, update and reconsult on the Neighbourhood Plan evidence base wherever appropriate. Whichever location or locations may ultimately be selected for development, this should maximise the chances of any and all development in Southbourne over the life of the fifteen-year LPR being properly master planned.

While the Development Plan and Infrastructure Panel (DPIP) regularly considers evidence and options and makes recommendations on the way forward, this is a decision of such importance that it is appropriate that it be made by Full Council and be subject to public scrutiny.

It is therefore recommended that: Council resolves to progress a strategic allocation for development at Southbourne within the LPR.

Cllr Brown outlined his Motion. He clarified that his Motion was not about a site or housing numbers but how sites are selected. He drew attention to the evidence base that had been used for the withdrawn Southbourne Neighbourhood Plan and asked officers to consider its use. He explained that he did not wish Southbourne to lose the option of a bridge over the railway line. He explained that his Motion set out to provide Southbourne with the ability to plan for future growth and defend against speculative applications.

As Cabinet  ...  view the full minutes text for item 146.

Members are requested to note the Urgent Decision Notice relating to the Planning Performance Agreement for West of Chichester Phase 2.

On behalf of the Council the Chair noted the Urgent Decision Notice relating to the Planning Performance Agreement for West of Chichester Phase 2.

Members are invited to ask a question of a member of the Executive (maximum of 30 minutes duration).

Due to the time the Chair accepted a question from Cllr Page. Cllr Page asked the Leader and Chief Executive to press National Highways to respond to MP Gillian Keegan’s letter requesting an all options consultation on the A27 instead of waiting for approximately 30 other schemes nationally to reach the same stage for consideration. Mrs Shepherd responded and explained that National Highways have requested that all schemes reach the same stage. The Leader and Chief Executive had already met with National Highways to share their concerns and MP Gillian Keegan had also requested a meeting.

Cllr Sharp offered to send her question in for a written response.

The Chair advised all members to send their questions into Democratic Services.

To consider any late items as follows:

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

b)    Items which the Chair has agreed should be taken as matters of urgency by reason of special circumstances to be reported at the meeting.

There were no late items.

If required the Council is asked to consider whether the public, including the press, should be excluded from the meeting on the grounds of exemption under Parts I to 7 of Schedule 12A of the Local Government Act 1972, as indicated against the item 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.

There are no restricted items for consideration at this meeting.

There was no requirement to exclude the press and public.