Agenda and minutes

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

No apologies for absence had been received. Mrs Apel welcomed Council Members, the press and members of the public. Mrs Apel informed the committee of the resignation of Councillor Tinson from Chichester District Council, saying Mrs Tinson would be missed and had been a hard working and focussed Member and that her absence would be a loss to the committee.

Mrs Apel drew attention to posters on the committee room wall which gave details of the work of the Overview and Scrutiny Committee and its achievements over the past four years.

To approve as a correct record the minutes of the Overview & Scrutiny Committee meeting held on 18 November 2014.

Mrs Dignum asked for clarification as to whether all additional committee reports would be sent by email to Members who had been used to receiving paper copies. Mr Hansford explained this had been necessary as there had been a large number of reports outstanding for this final meeting of the committee. Members had been encouraged to send questions to the relevant report author in advance of the meeting in order to make best use of the committee’s time.

Mrs Dignum asked if all agendas would be published with ‘Public Document Pack’ at the top. Mrs Jones explained this would be the future format of agendas which were now being produced on the newly introduced modern.gov committee management system.

RESOLVED

That the minutes of the OSC meeting held on Tuesday 18 November 2014 are approved as a correct record.

Accordingly, Mrs Apel signed and dated the official version of the minutes.

The Chairman will announce any urgent items that due to special circumstances are to be dealt with under agenda item 11 below relating to 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.

Mrs Hamilton declared a personal interest in the report from the Tourism Task and Finish Group (item 7) as a local bed and breakfast owner.

Mr Hayes declared a personal and prejudicial interest in the report on the Chichester In Partnership (CIP) Health Action Plan (item 10) as his work at West Sussex County Council involves working with children with special educational needs.

The procedure for submitting public questions in writing by no later than 12:00 on Monday 16 March 2015 is available upon request to Member Services (the contact details for which appear on the front page of this agenda). 

As a question had been posed in relation to the briefing paper on Community Land Trusts (agenda item 10), the Chairman agreed to move this item forward and take the question at the same time.

Mr J Snell asked a question in relation to the briefing paper as follows:

I am aware that Horsham District Council has already planned to provide 200 self build plots in land north of Horsham. That Fareham Borough Council is making provision for no less than 1% of all homes in the new village of Welbourne shall delivered as custom-built plots. Welbourne is located north of the A27 Junction 10 and will provide in the region of 6,000 homes. The demand for plots has been based on evidence provided by Estate Agents who maintain lists of clients seeking plots to build their own homes.

My question is that the Overview and Scrutiny Committee requests the Cabinet to authorise and research in Chichester District to ascertain the demand for self build plots. I suggest this could be done by an article in the Initiatives Magazine, Chichester Observer and by contacting local estate agents.

It is my belief that many residents in the District, working in the Construction Industry would welcome the opportunity to buy a self-build lot at the market price being paid by House builders in West Sussex.

Mrs Grange provided the following response:

We understand that a private members bill passed its last hurdle through parliament last week and awaits royal assent. We understand it will place a duty on local authorities to keep a register of individuals and community groups who have expressed an interest in acquiring land to forward self-build and custom-build projects. It is understood it also intends that Local Authorities should take account of and make provision for the interests of those on such registers in developing their housing initiatives, local plans and carrying out other functions including land disposal and regeneration.

What is not known is the exact wording or the extent and detail of the supporting regulations or guidance, it would therefore be premature to commence setting up a register without knowing the exact detail of the requirement and risk raising expectations which may not be met by the resulting regulations.

The Chair - Mrs Apel added the following:

We can assure the questioner that as soon as the statutory requirements are known we will ensure that the matter is progressed to policy and implemented.

Mr Chaplin commented that community land trusts (CLT’s) had been useful in other parts of the country but would not be a complete solution for housing provision.

Mrs Apel asked whether CLT’s would be an add-on to housing provision. Mrs Grange replied CLT’s are likely to provide a relatively small number of affordable homes in the district. Approximately three parishes had shown interest in developing CLT’s with Kirdford having already set up their own CLT. Mrs Grange explained CLT’s provide a complimentary role in the provision of affordable housing.

Mrs Apel asked if CLT’s could be included in Neighbourhood Plans. Mrs Grange replied that this was an option communities could explore.

Mrs Dignum asked if all parishes had been made aware of CLT’s as a concept. Mrs Grange  ...  view the full minutes text for item 242.

The committee is requested to consider and endorse the key points concluded from this review.

Mr Hayes, Chairman of the group, introduced the item saying that he had been impressed by how much had been covered in a short space of time.

Mr Hansford explained that the review was a statutory duty. Partners in attendance had included the police, the Communities Intervention Manager, West Sussex County Council, Councillor Lintill (as a member of the Police Crime Panel) and other council officers. Mr Hansford highlighted discussions surrounding community projects which engaged the whole community such as Swanfield. He highlighted work in respect of Human Trafficking and Sexual Exploitation particular Police initiative which had reduced missing person incidents by a third. The Police Crime Commissioner would provide the same level of funding for the coming year as last year.

Mrs Dignum asked what level the raised awareness of human trafficking, child exploitation and radicalisation needed to be for this area. Mr Hansford explained the increased awareness reflected the national scene including expectations from Ofsted. West Sussex is a popular area for privately run children’s homes and many children are placed from outside the district and may be at risk from running away back to their home town.

Mr Hansford emphasised the importance of utilising front line staff that come to the council for licenses such as taxi drivers and pubs, as well as awareness of college/university students who could be targeted by radicalisation. Parishes and districts need to be aware of groups booking parish and district buildings. There is a referral process to the police.

Mrs Dignum asked if any mention would be made in applications for licenses. Mr Hansford explained nothing would be put in the applications but training and alerts are offered as appropriate.

Mr Hayes added that the Community Safety Task and Finish Group were reassured by officers’ knowledge.

Mrs Graves suggested promoting the good work of the community’s intervention team at community forums.

RECOMMENDED TO THE COMMUNITY SAFETY PARTNERSHIP

1.       That the committee supports the proposed priorities of the Community Safety Partnership Plan 2015/16.

2.       That the Partnership consider encouraging the amalgamation of Rural Watch, Farm Watch, Horse Watch and Boat Watch to provide a more comprehensive Community Watch service.

3.       That the Partnership focuses on utilising technology to effectively and efficiently spread community safety information.

The committee is requested to consider the findings of the Task and Finish Group and recommend to Cabinet accordingly.

Mr McAra introduced the item emphasising the importance of the visitor economy. Mr Oates outlined the main findings of the report. Much duplication had been found across organisations and other authorities which in turn duplicated resources, time and money. Mr Oates explained everyone is a tourist at some point whether it is for a day trip or an overnight stay. The government are focussing an initiative on growing tourism, including non-traditional tourist destinations with the aim of boosting the economy and jobs.

Mrs Apel asked for more information in relation to section 6.2 of the report which states that ‘visitor satisfaction with West Sussex is among the lowest in the country.’ Mr Oates explained this was based on Visit England research. Councillor Cullen emphasised that the figure was for the whole of West Sussex and therefore wider than just Chichester.

Mr Woolley asked what action the council was taking to increase the number of hotel beds in the district. Mr Oates explained that once a destination has a focus on the visitor economy hotel brands may begin to become more interested. Mr Oates explained that Chichester needed to create a welcoming environment for attracting visitors all year round and this should generate more hotel interest.

Mrs Tassell suggested an exhibition hall or concert hall that the university could focus on to attract all year round interest.

Mrs Tassell asked what was being done about the reporting litter button on the website. In some cases nothing appeared to happen after litter was reported. Mr Hansford agreed to report back this issue to Mr Darton for a response.

Mrs Dignum asked for clarification on paragraph 7.1 on what ‘infrastructure, amenities and assets might only exist with the help of tourism’. She also asked what would be done about the duplication of people, time and financial resources. Mr Oates replied that amenities such as the Cathedral, Theatre and Gallery as well as coastal amenities in Selsey and Bracklesham in some cases only exist with the help of tourist spend, and in other cases their maintenance and development are considerably boosted by tourism spend, therefore also benefitting the local population. On the second point, Mr Oates said that the aim was to avoid duplication of resources through creating a cohesive tourism offering, under strong leadership, and focusing on what the customer wants, not just what we want to offer.

Mr Hayes explained shops compensate with additional ramps to make improve the city’s disabled. He also commented on the unattractive bus station. Mrs Hotchkiss explained these areas will be covered in work surrounding the vision and future of the city.

Mrs Apel asked for clarification of how destination management would be financed. Mr Oates replied that visitor destination management nationally has been public sector driven but increasingly destinations have encouraged the private sector to take the lead with public sector support. Funding streams are available form Visit England and central government, and there are potential private sector funding streams now being rolled-out in other areas  ...  view the full minutes text for item 244.

The committee is requested to consider the findings of the Task and Finish Group and recommend to Cabinet accordingly.

Mr Lloyd-Williams introduced the report as Chairman of the Audio/Visual Recording Task and Finish Group. Mr Lloyd-Williams invited Mr Hicks to explain the process. Mr Hicks explained Mrs Dodsworth had provided members with a comprehensive review of three microphone systems. Areas such as price, battery life, number of microphones, configuration, voting capacity and audio recording were analysed. Mr Lloyd-Williams added that audio recording would require a need for greater discipline of introducing each speaker and ensuring their microphone is turned on. Mrs Apel added that portability of microphones to other venues was very important.

Mrs Dodsworth explained three demonstrations had taken place with various members present.  A system had been selected with 60 microphones, two control units and two Chair units. The option has the ability to be charged whilst in its case and an automated vote through the integration of member’s current ID badges. With additional software audio recordings can be attached to minutes. The aim is to bring the purchase under the £70,000 asset replacement budget whilst still providing the option to explore webcasting at a later date.

Mr Thomas asked the timeframe of the project and training provision. Mrs Dodsworth explained the plan to purchase and install prior to the election with the aim of training new members following election.

Mr Clementson asked why 60 microphones would be purchased. Mrs Dodsworth explained that the microphones are stored in 12’s so this was the most appropriate number.

RECOMMENDED TO CABINET

1.       That a new microphone system be purchased with the capability of making audio recordings of council meetings.

2.       That a one year pilot be approved to audio record and publish Council, Cabinet, Planning and Overview and Scrutiny meetings online.

The committee is asked to consider and agree the 2014/15 Annual Report and to recommend it to Council for noting.

The committee is also asked to delegate powers to the committee’s Chairman to sign off the final version of the report prior to its presentation to Council.

Mr Hayes reinforced the important work of the Overview and Scrutiny Committee over the last four years and thanked Mrs Apel for her contribution as Chair.

Mrs Apel thanked the committee and officers for their hard work.

RESOLVED

1.       That the 2014/15 Overview and Scrutiny Committee Annual Report be agreed.

2.       That the Chairman be granted delegated powers to sign off the final version of the report prior to presentation to Council.

RECOMMENDED TO COUNCIL

That the 2014/15 Annual Report be noted.

The committee is requested to consider and note the reports which have been emailed to them prior to this meeting:

·       CIP Health Action Plan – review of progress

·       Think Family Neighbourhoods – Selsey project evaluation

·       Community Land Trusts

·       Private Sector Renewal Policy

·       Chichester City Centre Partnership

CIP Health Action Plan – review of progress

Mrs Apel asked if a possible increase in mental health budgets from central government would increase the local government budget. Mrs Thomas explained she was unsure at this stage but the focus was working on prevention and building resilience in children.

Mrs Dignum drew attention to a dementia training day she had attended at Chichester Festival Theatre that had brought together Pallant Gallery, Weald and Downland museum amongst others to look at what can be done to increase access for those with dementia and their carers. Mrs Dignum showed the committee a Dementia Festival leaflet. The Members Bulletin will feature further information on the Dementia Festival.

RESOLVED

That progress against the CIP Health Action Plan be noted.

Think Family Neighbourhoods – Selsey Project Evaluation

Mrs Apel invited Mrs Purnell to comment. Mrs Purnell explained the project had produced SelseyWorks which has helped many residents. The project lost a grant from the Department for Work and Pensions because it was too successful to qualify. Other revenue streams were being explored. Mr McAra asked if the committee could visit the project to see the work. Mrs Purnell suggested after new premises had been sourced.

Mrs Dignum praised the work of Mr Hansford and his team noting the great success in a short period of time. Mrs Graves emphasised how money had been saved by reducing unemployment.

RESOLVED

1.          That the findings in the Think Family Neighbourhoods Selsey Project Evaluation report be noted.

2.          That the lessons learnt at paragraph 5 be noted and that the continued support for the Think Family Neighbourhood work in the areas identified at paragraph 5.10 be endorsed.

RECOMMENDED TO CABINET

1.          That the Council supports the SelseyWorks project in its transition to a sustainable service model and commits to continue the Council’s services outreach support.

2.          That the Council notes the lessons learnt and endorses continued support for the Think Family Neighbourhood work in the areas identified.

Chichester City Centre Partnership

Mr Oates stated that, as the Council’s Economic Development Manager, he was not part of the Business Improvement District (BID) but was working more closely with them and would endeavour to answer any questions, or if necessary, take any further questions back to the BID.

Mr Lloyd-Williams suggested the BID focus on small things people notice such as broken pavements and pedestrianized areas in North Street and the number of charity shops now in the city. Mr Oates explained that pavements and street roads were a West Sussex County Council Highways responsibility. The BID can only influence as it does not own any of these areas. Mr Chaplin asked if CDC could write to the BID regarding the pavements. Mrs Apel suggested getting residents to write to the BID or Highways.

Mr McAra asked for clarification on what the five years worth of money had been spent on. Mr Oates explained that a lot of funding goes into events and Christmas lights. As part of the BID  ...  view the full minutes text for item 247.

Consideration of any late items as follows:

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

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

There were no late items considered at this meeting.

There are no restricted items for consideration.

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