Agenda and minutes

The Council is requested to approve as a correct record the minutes of the meeting held on 22 November 2022.

RESOLVED

That the minutes of the Full Council meeting held on 22 November 2022 be approved and signed as a correct record.

Cllr Moss asked if Cllr Taylor would be making an update statement in relation to the Local Plan Regulation 19. Cllr Hamilton requested that Cllr Moss request such an update as part of Questions to the Executive.

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

Cllr Hamilton explained that she had accepted one Urgent Item to note an Urgent Decision Notice and Exception to Tender circulated as a supplement to the agenda which would be taken under Late 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.

Members made the following declarations of interest:

Cllr Oakley declared a personal interest in relation to agenda item 7 as a member of West Sussex County Council.

Cllr Apel declared a personal interest in relation to agenda item 8 as a Trustee of Pallant House Gallery.

Cllr Apel also declared a personal interest in relation to agenda item 9 as a Trustee of Stonepillow.

Cllr Bangert declared a personal interest in relation to agenda item 9 as a Governor of Bourne Community College.

Cllr Purnell declared a personal interest in relation to agenda item 12 as a NPP Chair.

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 Bell, Cllr Evans, Cllr Donna Johnson and Cllr David Palmer.

Cllr Hamilton made the following announcements:

It is with much sadness that I inform you of the death of John Cherry and Myles Cullen.

John Cherry was a member for Stedham Ward. He also sat as a Vice-Chair of Corporate Governance and Audit Committee and a member of the Grants and Concessions Panel.

Myles Cullen was a district councillor for Bosham ward. He was a Leader of the Council and a Cabinet member for Commercial Services. He also sat as a member of Overview and Scrutiny Committee, Planning Committee, Development Plan and Infrastructure Panel and Grants and Concessions Panel.

All those present held a two minutes silence.

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 question and answer was read:

Question from Penny Tomlinson:

I have lived in Westgate in the Conservation area for the past eight years. During that period the traffic has become increasingly oppressive both in volume and speed.   The 20mph speed limit is widely ignored and the 7.5 tonne weight limit is also abused.   A few years ago a neighbour tried to get a Speed Indicator Device installed but the Highways Department of the WSCC refused permission.   At that time a Freedom of Information request revealed that the Police had not enforced the speed limit for the last five years.   This situation is intolerable and the pollution levels are among the highest in Europe, at almost three times the WHO safe level.

The Chichester District Council in July 2019 declared a “Climate Emergency” in the District and committed to reducing CO² levels across the City by 10% per year until 2025.   Westgate is a very polluted area and this affects the health of its residents, the many children and other pedestrians who pass through daily as well as cyclists who use the two National Cycle Routes of which Westgate is a key part.

A recent survey revealed that as much as 73% of the traffic using Westgate at peak times is actually ‘through traffic’ going to and from the A27.   This traffic should be using Via Ravenna, built as the A259 Westgate Relief road, but prefers the shortcut down Westgate, an unclassified residential road. Something needs to change.

The London Borough of Hammersmith and Fulham recently introduced a scheme to prevent the use of residential streets by traffic avoiding arterial roads. This has not only improved traffic flow on all roads but has also reduced CO² pollution in this area of the borough by more than a tonne per day!   These facts are verified by the borough data. The scheme relies on ANPR and local residents being permitted to pass freely through their neighbourhood while alien traffic is not. The attached Flyer, which had been provided by way of an up-date for local residents, provides an excellent overview of what could be achieved in Chichester, with minimal delay and at virtually no cost.

Given that the development of 1,600 new homes to the West of Westgate will inevitably exacerbate our traffic volumes, urgent action now needs to be taken to prevent through traffic using Westgate as a short-cut – especially when a more suitable alternative exists in Via Ravenna.

Hopefully you have all had the opportunity to consider the BACKGROUND provided prior to this meeting and therefore:

My question is:

Will the District Council please support the installation of an ANPR system to reduce traffic on Westgate so that this could be installed without delay following an application to the Secretary of State,

And,

Will the council ensure that this system is approved for installation before planning consent is given for further housebuilding at Minerva Heights (Whitehouse Farm).

Answer from Cllr Penny Plant:

Thank you for  ...  view the full minutes text for item 193.

The Council is requested to consider the report as set out in pages 7 to 10 of the Cabinet papers for 6 December 2022 and make the following resolution:

That Council allocates £205,000 from reserves to purchase a new electric powered compact sweeper for use within the city centre and surrounding streets.

Cllr Plant proposed the recommendation which was seconded by Cllr Lintill. Cllr Plant then introduced the item.

Cllr McAra, Cllr Plowman and Cllr Brown spoke in support of the recommendation.

Cllr Potter gave his support but wished to note the cost of the vehicles.

Cllr Lishman gave her support. She requested further information on how the vehicles would help to prevent flooding on the streets.

Cllr Oakley requested information on the life expectancy of the vehicles compared to a conventional vehicle.

Mr Carter in response to Cllr Lishman explained that the street cleaning would be likely to help prevent some drain blockages. In response to Cllr Oakley he explained that diesel vehicles had a life expectancy of around five to six years.

In a vote the following resolution was agreed:

RESOLVED

That Council allocates £205,000 from reserves to purchase a new electric powered compact sweeper for use within the city centre and surrounding streets.

The Council is requested to consider the report and its appendices as set out in pages 11 to 38 of the Cabinet papers for 10 January 2023 and make the following resolutions:

1.    To approve the proposed responses to the representations received and subsequent modifications to the Draft Infrastructure Business Plan 2023-2028 as set out in Appendix 1 to the report.

2.    To approve the amended IBP including the CIL Spending Plan as set out in Appendix 2 to the report.

Cllr Taylor proposed the recommendation which was seconded by Cllr Lintill. Cllr Taylor then introduced the item.

Cllr Bangert wished to note concerns relating to school places. She explained that children in the Southbourne ward were being allocated places at schools in Emsworth. Cllr Taylor noted the concerns.

Cllr Oakley in relation to page 33 of the agenda pack requested further information relating to where additional funding will be coming from for projects.

Cllr Plowman noted the number of projects not being progressed.

In response to both Cllr Oakley and Cllr Plowman Cllr Taylor explained that a number of projects listed were the responsibility of other agencies. Mr Frost added that often the projects require feasibility studies which causes a delay outside of the council’s control.

Cllr Apel requested an update on the Langley House Surgery project. Cllr Taylor explained that it remained in the Plan. Mr Frost added that there had been a separate planning permission process which he could provide further information to Cllr Apel outside of the meeting. Cllr Bowden noted that he could not support the Langley House Surgery element of the Plan as it stood.

Cllr Sharp asked for more to be done to support travel. She also noted the increase in costs relating to a number of projects. Cllr Taylor suggested the points be raised to West Sussex County Council (WSCC) as the matters related to their powers.

Cllr O’Kelly requested a delivery lead, expected key dates and proposed sources of funding be listed alongside the Plan’s items. Mrs Dower explained that the project leads are requested to provide key dates and those which are received are included.

Cllr Moss congratulated Mrs Dower on creating the Plan. He wished to note the increase in project costs.

In a vote the following resolutions were agreed:

RESOLVED

1.    That Council approve the proposed responses to the representations received and subsequent modifications to the Draft Infrastructure Business Plan 2023-2028 as set out in Appendix 1 to the report.

2.    That Council approve the amended IBP including the CIL Spending Plan as set out in Appendix 2 to the report.

The Council is requested to consider the report and its appendices as set out in pages 95 to 98 of the Cabinet papers for 10 January 2023 and make the following resolution:

That following the withdrawal of Art Council England National Portfolio Funding the Council continues to support Pallant House Gallery under current funding arrangements for 2023/24.

Cllr Briscoe proposed the recommendation which was seconded by Cllr Lintill. Cllr Briscoe then introduced the item.

Cllr Lishman asked if more could be done to help the Gallery regain its government funding.

Cllr Apel spoke in favour of the Gallery’s community work and explained that the last exhibition linked to the South Downs had the largest number of visits to date.

Cllr Duncton, Cllr Hobbs and Cllr Plowman gave their support to the Gallery and explained that it draws visitors to the city.

Cllr Oakley explained that he would be abstaining from the vote wishing to assess the support against the council’s priorities after the district elections in May 2023.

Cllr Brown asked why the Gallery’s funding had been cut this year.

Cllr Briscoe in response to Cllr Brown’s question explained that the Arts Council had its funding cut by central government.

Cllr Wilding gave his support to the recommendation. He suggested the Gallery consider internal savings noting that the loss of funding equated to 5% of the total funding provided.

In a vote the following resolution was agreed:

RESOLVED

That following the withdrawal of Art Council England National Portfolio Funding the Council continues to support Pallant House Gallery under current funding arrangements for 2023/24.

The Council is requested to consider the report and its appendix as set out in pages 99 to 110 of the Cabinet papers for 10 January 2023 and make the following resolution:

That Councils adopts the Procurement and Allocation of Temporary Accommodation for the Homeless under Part VII of the Housing Act 1996 and Related Legislation Policy.

Cllr Sutton proposed the recommendation which was seconded by Cllr Lintill. Cllr Sutton then introduced the item.

Cllr Apel asked whether the council is involved in helping stop rough sleeping during the extreme cold weather. Ms Standing agreed to circulate further information to Cllr Apel outside of the meeting. Cllr Sutton added that it would be discussed at the Housing and Communities Panel.

Cllr Lishman requested clarification on the number of homeless people within the district having read an article which indicated the figure was 150. Mrs Rudziak clarified that the rough sleeping figure was two or three people. She explained that offers via Stonepillow had been made. In terms of the figure of 150 it is likely that this includes those staying with friends and those in temporary accommodation.

Cllr Tim Johnson noted that there was a situation of fewer buy to let landlords.

Cllr Bangert praised the council’s homelessness prevention service. She asked what involvement the council has with Ukrainian refugees. Mrs Rudziak explained that the Ukrainian refugee service is hosted by the WSCC. When a placement breaks down WSCCcan where appropriate offer temporary accommodation whilst a new host is arranged.

Cllr Moss also praised the role of the council’s housing team in homelessness prevention. Cllr Sutton added that the Supporting You team had also assisted.

Cllr Oakley requested further information of any issues experienced with temporary accommodation outside of the district and to what degree the council can apply its own standards. Ms Standing explained that placements outside of the district are subject to site visits to ensure compliance.

Cllr O’Kelly requested the number of households currently in bed and breakfast accommodation. Ms Standing explained the figure lay between eight and 12 households. She added that the figures are regularly monitored.

Cllr Plowman drew members attention to the charitable organisation 2^nd Chance Home City which provide funding to help provide essentials for temporary housing.

Cllr Brisbane requested information on the average weekly cost of bed and breakfast accommodation if temporary accommodation need exceeds supply. Mrs Rudziak explained that the council is not generally exceeding the governments standards of six weeks in bed and breakfast accommodation however the need for temporary accommodation was the reason that the council brought forward the Freeland Close project.

In a vote the following resolution was agreed:

RESOLVED

That Councils adopts the Procurement and Allocation of Temporary Accommodation for the Homeless under Part VII of the Housing Act 1996 and Related Legislation Policy.

The Council is requested to consider the report and its appendices as set out in pages 39 to 93 of the Cabinet papers for 10 January 2023 and make the following resolution:

That the Treasury Management Policy Statement, Treasury Management Strategy Statement, the Investment Strategy, and relevant indicators for 2023/24 be approved.

Cllr Wilding proposed the recommendation which was seconded by Cllr Lintill. Cllr Wilding then introduced the item.

Cllr Plowman requested further information on the loss in value of property investments. Cllr Wilding explained that the loss related to a fall in value of two recently purchased properties. He explained that the amount remained small in the total £13 million investment.

Cllr Oakley thanked the council for running an annual treasury management training session for members. Cllr Apel also recommended the training session. Cllr Wilding commented that the turnout had been disappointing with a third of members attending.

In a vote the following resolution was agreed:

RESOLVED

That the Treasury Management Policy Statement, Treasury Management Strategy Statement, the Investment Strategy, and relevant indicators for 2023/24 be approved.

The Council is requested to consider the report and its appendices as set out in pages 111 to 127 of the Cabinet papers for 10 January 2023 and make the following resolution:

That Council accepts the allocation of Rural England Prosperity Fund (REPF), once advised, which is anticipated to be in the region of £718,000.

Cllr Lintill proposed the recommendation which was seconded by Cllr Taylor. Cllr Lintill then introduced the item.

Cllr Oakley asked Cllr Lintill what challenges were faced with the spend deadline of three years. Cllr Lintill explained that the grant has to be spent in that time and a grants system was being set up as soon as possible. Mrs Murphy confirmed that the council had been engaging with partners and community groups who would be eligible. Cllr O’Kelly asked when the information would be available in the public domain. Mrs Murphy clarified that the application form, guidance and weblinks were being finalised before they would be made live and circulated to those who had been engaged in the process.

Cllr Moss and Cllr Plowman raised some confusion about the funding on offer. Cllr Lintill clarified that there are two funds which will be detailed online.

Cllr McAra praised Mrs Murphy and her team for their work on the project.

In a vote the following resolution was agreed:

RESOLVED

That Council accepts the allocation of Rural England Prosperity Fund (REPF), once advised, which is anticipated to be in the region of £718,000.

Members took a short break.

The Council is requested to consider the report and its appendices as set out in the agenda pack for this meeting and make the following resolution:

That the Council notes this report and the progress on implementing the Climate Emergency Action plan.

Cllr Plant proposed the recommendation which was seconded by Cllr Lintill. Cllr Plant then introduced the item.

Cllr Brown commended officers on the report. He drew attention to Appendix 2 noting that emissions were not reduced further during lockdown. With regard to Appendix 3 he noted that the council’s emissions  were below the 10% target. He suggested moving forward that the council should be focussed on incentivising reducing emissions.

Cllr Elliott drew attention to a power purchase agreement opportunity with a solar farm which could provide a reduction in emissions if pursued.

Cllr Brisbane explained that he supported the initiative of additional tree planting on new developments. He requested an update on the Elizabeth Road and Swanfield avenue sites. Cllr Plant explained that applications for those sites had not been received. She explained that applications are to be submitted by mid-February with projects completed by the end of this financial year.

Cllr Hobbs explained he agreed with Cllr Brown. He asked that the council focusses on what it has the power to change.

Cllr Plowman asked the council to consider its projects such as Southern Gateway and the environmental implication of its plans. He suggested repurposing buildings rather than rebuilding.

Cllr Sharp agreed with the comments made. She raised concerns relating to not reaching emission targets. With regard to page 45 of the agenda pack she asked how walking and cycling infrastructure could be measured in terms of the reduction in carbon.

Cllr Oakley asked the council to balance environmental action with economic recovery. He asked for consideration of where best to use resources. He suggested a modern bus hub infrastructure to support the resources that can be put into public transport. He requested information on how the council monitors the survival rate of trees and hedging in new developments.

Cllr Potter raised concerns in his ward relating to tree planting and the need to replant trees and the impact this has had on the area of land available to grow food crops.

Cllr Sutton drew members attention to the figure of 0.5% emissions which is the percentage of emissions the council generates compared to the district as a whole. He suggested education would support the reduction.

Cllr O’Kelly spoke in support of the Staff Green Travel Plan. With regard to insulation grant support she requested the percentage of homes helped by the council’s scheme. She asked the council to work with WSCC on the LCWIP in order to support WSCC accessing additional funding bid opportunities. She requested more electric charging points.

Cllr Duncton commended the report. She explained that many rural parts of the district are not serviced regularly by buses which increases car use in those areas.

Cllr Moss congratulated Mrs Smith on the Climate Action Plan. He requested clearer KPI’s and measurable diagrams. He drew attention to the work with local businesses outlined on page 37 of the agenda pack. He then drew attention to page 48 and the work of the Tree Project Officer. He  ...  view the full minutes text for item 200.

The Council is requested to note the Urgent Decision Notice related to the UK Shared Prosperity Fund.

On behalf of the Council Cllr Hamilton formally noted the Urgent Decision Notice relating to the UK Shared Prosperity Fund.

Cllr O’Kelly asked for further information on how points one to six were decided. Cllr Hamilton explained the decision had been made by the Leader and Leader of the Opposition. Mrs Hotchkiss explained that the Council had received a report in July to identify funding amounts. Under delegations the Urgent Decision Notice was agreed by the Leader and Chair of Overview and Scrutiny Committee. This was agreed on 5 December 2022.

Cllr Sharp requested the opportunity to ask a question. Cllr Hamilton explained that she would not be taking questions on the item.

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.

On behalf of the Council Cllr Hamilton formally noted the Urgent Decision Notice and Exception to Tender relating to the Selsey Sea Wall.

The Council is asked to consider in respect of agenda items 17, 18 and 19 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. The reports dealt with under this part of the agenda are attached for members of the Council and senior officers only (salmon paper).

Cllr Hamilton explained that she would be taking the part II items next and then returning to public session for Questions to the Executive. Cllr Moss raised concerns that residents should hear the Questions to the Executive. Cllr Hamilton clarified that the live recording would restart once Part II items had been completed.

Cllr Hamilton then read the Part II resolution in relation to agenda items 17, 18 and 19 which was proposed by Cllr Lintill and seconded by Cllr Taylor. The Council then voted to go into part II.

RESOLVED

That with regard to agenda items 17, 18 and 19 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.

The Council is requested to note the exempt Urgent Decision Notice.

On behalf of the Council Cllr Hamilton formally noted the exempt Urgent Decision Notice on exempt page 71 of the agenda pack.

The Council is requested to consider the exempt report as set out in pages 129 to 131 of the Cabinet papers for 10 January 2023 and make the following resolution:

That Council approves the recommendation as set out in section 2.1 of the report.

Cllr Briscoe proposed the recommendation which was seconded by Cllr Lintill. Cllr Briscoe then introduced the item.

Cllr Briscoe drew attention to a correction to section 3.5 of the Cabinet papers where the word ‘maintenance’ should read ‘transmission’.

In a vote the following resolution was agreed:

RESOLVED

That the resolution as set out in section 2.1 of the report be agreed.

The Council is requested to consider the exempt report and its appendices as set out in exempt  Cabinet papers pack for 10 January 2023 and make the resolutions as set out in the exempt Decision List recommendations to Council circulated to members on 12 January 2023.

Cllr Lintill proposed the recommendation which was seconded by Cllr Taylor. Cllr Lintill then introduced the item.

Cllr Lintill drew members attention to the recommendations from the Cabinet meeting. She explained the funding reason for the amendment to the recommendations.

Cllr Brown requested changes to the categorisation of the document to make it clearer. Cllr Lintill noted the comments to pass to officers.

Cllr Tim Johnson asked for clarity about discussing the outcome.

Cllr Moss explained his disappointment that the Overview and Scrutiny Committee recommendations had not been included in the Cabinet recommendations. Cllr Lintill explained that the Cabinet had considered the recommendations but felt they were not widely different to those put forward to the Council.

In a vote the following resolution was agreed:

RESOLVED

That recommendations 1-5 as stated on the Staffing Confidential Recommendations and Decision Sheet to Full Council on 31 January 2023 be agreed.

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

Cllr Hamilton then proposed that the Council return to public session which was seconded by Cllr Lintill and agreed by a show of hands.

The following questions to the Executive were asked:

Cllr Moss asked if Cllr Taylor could provide clarification on the implications of planning applications going to Planning Committee over the next few weeks with the Local Plan going forward to Regulation 19. He also asked if there were any other consequences going forwards. Cllr Taylor explained that the position was complex with the council seeking external legal advice. She added that meetings with Highways England and WSCC would be taking place. An update will be published on the website in due course. Mr Frost confirmed that during the transition stage of the Local Plan over the next 18 months the website would be updated with further information as appropriate. Cllr Moss raised concerns relating to people arranging to attend Planning Committee. Mr Bennett reminded members not to drift into individual cases.

Cllr Plowman asked whether in light of the loss of the Levelling up fund and the 3G pitch for the Oaklands Park it was time to think about reallocation of the Section 106 monies for pitches on Havenstoke Park. Cllr Briscoe explained that the 3G pitch at Oaklands Park Chichester is progressing even though the council was not successful with the Levelling Up Fund application.  The Oaklands park 3G pitch project has been tendered and a lead contractor selected. The application to the Football Foundation was submitted on Monday 16 January 2023 and a decision is due within three months. Subject to the Football Foundation funding being agreed, the project is planned to commence on site in May/June to correspond with the end of the football season.  Cllr Taylor added that the two sports pitches at Havenstoke Park form part of a larger strategic mixed-use development at Graylingwell which was granted outline planning permission in 2018. The sports pitches were secured to ensure that the new community have access to outdoor sports provision, contributing to the sustainability of the new development and bringing health and community benefits for residents. There is no requirement for the developer to make a financial contribution for sports provision, rather the developer is required via a Section 106 Legal Agreement to provide the sports pitches at Havenstoke Park. The developer was required to submit details and specifications of the playing pitches, and Officers have recently considered, and agreed, the proposed specifications for adult and junior grass playing pitches.  The additional grass pitch provision at Havenstoke Park is required to meet the needs of the increased population as a result of the Graylingwell development, and this is supported by the findings of the 2018 Playing Pitch Strategy and existing local demand for mini and junior sports pitches. The grass pitch provision will ensure that the new community have access to outdoor sports facilities whilst maintaining the open green space, and the potential impacts upon wildlife will be appropriately managed via the requirements  ...  view the full minutes text for item 207.