Agenda, decisions and minutes

Cabinet
Tuesday 9 July 2019 9.30 am

Venue: Committee Room 2, East Pallant House. View directions

Contact: Lisa Higenbottam on 01243 534684  Email:  lhigenbottam@chichester.gov.uk

Items
No. Item

11.

Chairman's Announcements

The Chairman will make any specific announcements for this meeting and advise of any late items which due to special circumstances will be given urgent consideration under agenda item 16 b).

Minutes:

Mrs Lintill greeted members of the public and Chichester District Council (CDC) members and officers and the two press representatives who were present for this meeting.

 

The emergency evacuation procedure was read out.

 

Apologies for absence had been received from Mr Briscoe.

 

12.

Approval of Minutes pdf icon PDF 103 KB

The Cabinet is requested to approve as a correct record the minutes of its meeting on Tuesday 4 June 2019.

Minutes:

The Cabinet received the minutes of the meeting held on 4 June 2019 which had been circulated with the agenda.

 

There were no proposed changes to the minutes.

 

RESOLVED

 

That the minutes of the Cabinet meeting held on 4 June 2019 be approved.

 

13.

Declarations of Interests

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

Minutes:

Mr Over declared an interest in agenda item 15 and withdrew from the room when the item was discussed.

 

14.

Public Question Time

In accordance with Chichester District Council’s scheme for public question time and with reference with to standing order 6 in Part 4 A and section 5.6 in Part 5 of the Chichester District Council Constitution, the Cabinet will receive any questions which have been submitted by members of the public in writing by noon on the previous working day. The total time allocated for public question time is 15 minutes subject to the chairman’s discretion to extend that period.

Minutes:

The following public questions were submitted. The responses provided are indicated in itallics.

 

Question 1 - Mr Andrew Kerry-Bedell

 

What is CDC prepared to deliver if a climate emergency is declared?

 

The following answer was provided by Mrs Plant:

 

Carbon reduction is already the focus of many work streams within the Council. However it is recognised that to meet the Government’s objective to move to a carbon neutral environment, then everyone has a more significant role to play, acknowledging that the Council will be instrumental in this process.

 

The Council is also mindful of the need to ensure any identified actions demonstrably reduce carbon and is committed to a complete refresh of the Councils Climate Change Action Plan.

 

Subject to the Cabinet recommendations in the report within the agenda papers being agreed, a member and officer working group via the Council’s Environment Panel will develop a new action plan which will be reported back to Cabinet later in the year.

 

It is expected that the Environment Panel will initially focus on the carbon reduction recommendations within the Council’s remit identified in the UK Committee on Climate Change Report 2018.

 

It is likely to also focus on;

 

  • possible adaption measures, looking at  practices, buildings and infrastructure within the Council,
  • recognising the Council’s role in helping to build resilient communities by identifying and engaging with key people and organisations within the community. 
  • seeding action within the wider community.  For example, policies for sustainable homes and sustainable drainage
  • leading on other local authority related initiatives such as increasing modal shift, reducing the use of single use plastics and increasing recycling rates. 

 

We expect that the Cabinet will make the final decision on the priority areas for action in November 2019.

 

Mr Kerry-Bedell requested the opportunity to ask a supplementary question which Mrs Lintill allowed. The question related to whether the council would be appointing a Climate Change Officer. Mrs Lintill responded and explained that the work of the Environment Panel would inform the decision of whether a Climate Change Officer is required.

 

Question 2 - Mr Andrew Kerry-Bedell

 

15 Hampshire Councils have stopped giving planning permissions and halted new house building until a mechanism to deliver Nitrate-neutral developments is agreed. Why hasn’t CDC done the same?

 

The following answer was provided by Mrs Taylor:

 

Officers receive formal consultation advice from Natural England where relevant when considering planning applications for new housing development. Whilst Natural England has not so far raised this as an issue for Chichester District Council in determining planning applications, officers are aware of this important matter and are currently working with Natural England and others to identify appropriate measures to mitigate the impact of nitrates on the designated Special Protection Area of Chichester Harbour arising from new housing within the Chichester Local Plan area, should it prove necessary.

 

Mr Kerry-Bedell requested the opportunity to ask a further supplementary question which Mrs Lintill allowed. The question related to the 2018 Chichester District Council report and whether there is spare water treatment  ...  view the full minutes text for item 14.

15.

Chichester District Council Annual Report 2018-2019 pdf icon PDF 53 KB

The Cabinet is requested to consider the agenda report and its appendix and make the following recommendation to the Council as set out below:

 

That the Council receives the Annual Report 2018-2019.

Additional documents:

Decision:

RECOMMENDATION TO THE COUNCIL

 

That the Council receives the Annual Report 2018-2019.

Minutes:

Mrs Lintill introduced the item. She welcomed Mr Buckley and Mrs Westbrook to the table. She explained that the Annual Report details the council’s activities for the last year. She added that as the report is due to be debated at Full Council where the wider membership will be given the opportunity to ask questions to ask questions she was not proposing to go through the report in detail at Cabinet.

 

With reference to page 27 of the agenda pack Mrs Taylor asked whether the North Bersted Man exhibition would still go ahead if lottery funding is not available. Mrs Hotchkiss explained that an announcement would be made shortly regarding the National Lottery Heritage Trust funding and sponsorship of the exhibition.

 

Decision

 

The Cabinet then voted unanimously to make the recommendation below.

 

RECOMMENDATION TO THE COUNCIL

 

That the Council receives the Annual Report 2018-2019.

 

16.

Award of Cash Collection, Processing and Banking Contract 2019 - 2022 pdf icon PDF 63 KB

The Cabinet is requested to consider the agenda report and its appendix and to make the following resolution:

 

That the contract for collection, processing and banking of cash from Council facilities and locations around the District for the period 1 October 2019 to 30 September 2022 be awarded to Contractor B.

Additional documents:

Decision:

RESOLVED

 

That the contract for collection, processing and banking of cash from Council facilities and locations around the District for the period 1 October 2019 to 30 September 2022 be awarded to Contractor B.

Minutes:

Mr Dignum introduced the item. Mr Catlow was also present. Mr Dignum explained that the council’s cash collection, processing and banking contract expires on 30 September 2019. He confirmed that three tenders had been received and Contractor B is recommended to the Cabinet.

 

Mrs Lintill referred to the level of cheques received by the council (£4.4 million) and asked what could be done to encourage other forms of payment such as bank transfers. Mr Catlow explained that the number of cheques received had reduced by two thirds over the last few years (from approximately 24,000 to 7,500) with 50% of the cheques relating to revenue for business rates and council tax. He confirmed that the use of cheques is not actively promoted.

 

Decision

 

The Cabinet then voted unanimously to make the resolution below.

 

RESOLVED

 

That the contract for collection, processing and banking of cash from Council facilities and locations around the District for the period 1 October 2019 to 30 September 2022 be awarded to Contractor B.

 

17.

Climate Emergency Declaration pdf icon PDF 73 KB

The Cabinet is requested to consider the agenda report and its appendix and make the following resolutions:

 

1)         That Cabinet makes the following declaration of a climate emergency: “Chichester District Council declares a Climate Emergency and requests the Environment Panel to advise Cabinet and Council on how to move to a carbon neutral environment.

2)         That the Environment Panel draft Terms of Reference as outlined in Appendix 1 are approved and that the Panel is tasked with evaluating priority actions for a Climate Emergency Action plan, and reports back to Cabinet in November 2019.

3)         That the Environment Panel is asked in its report to identify and evaluate the resources needed to achieve delivery of the action plan, including the proposal for a Climate Emergency Officer funded from reserves and the potential for the use of the Zero Carbon Graylingwell payment for implementing carbon reduction initiatives.

4)         That in the event that the Council is invited to accept a transfer of funds by Homes England associated with the Zero Carbon Graylingwell project, authority is delegated to the Director of Planning and Environment to accept the funds which are to be used towards specified carbon reduction projects, the spend for which will need to be first agreed in each case by both Homes England and the Council.

Additional documents:

Decision:

RESOLVED

 

1)    That Cabinet makes the following declaration of a climate emergency: “Chichester District Council declares a Climate Emergency and requests the Environment Panel to advise Cabinet and Council on how to move to a carbon neutral environment.

2)    That the Environment Panel draft Terms of Reference as outlined in Appendix 1 be approved subject to the following amendments:

·       The final bullet point to read ‘to consider opportunities for joint initiatives and Partnership working and seek to influence the extent to which climate emergency is reflected in the development and implementation of cross boundary and county-wide strategies and plans;

·       that the Panel is tasked with evaluating priority actions for a Climate Emergency Action Plan, and reports back to Cabinet in January 2020’;

·       the frequency of the Environment Panel meetings to be monthly.

3)    That the Environment Panel is asked in its report to identify and evaluate the resources needed to achieve delivery of the action plan, including the proposal for a Climate Emergency Officer funded from reserves and the potential for the use of the Zero Carbon Graylingwell payment for implementing carbon reduction initiatives.

4)    That in the event that the Council is invited to accept a transfer of funds by Homes England associated with the Zero Carbon Graylingwell project, authority is delegated to the Director of Planning and Environment to accept the funds which are to be used towards specified carbon reduction projects, the spend for which will need to be first agreed in each case by both Homes England and the Council.

Minutes:

Mrs Plant introduced the item. Mr Day and Mrs Stevens were also present. Mrs Plant explained that the Climate Change Act 2018 set a target of 80% reduction of CO2 emission levels by 2050. She confirmed that the UK has seen a 43% fall in emissions mainly due to changes in electricity generation however CO2 from transport, building, industry agricultural and waste remain largely unchanged. In March 2019 the Council’s original draft budget resolution to transfer funds to the Investment Opportunities Fund, was amended to ask Cabinet to consider using £150,000 from reserves to fund a Climate Change Officer. Mrs Plant explained that an updated action plan is now required. She confirmed that carbon reduction is the focus of several work streams at the Council; there are several new policies in the Local Plan Review, the revised Air Quality Action Plan due early next year will include several new initiatives and the Council provides assistance to households in fuel poverty. Mrs Plant concluded that it would be appropriate for the Environment Panel to report back to the Cabinet in January 2020.

 

Mrs Stevens wished to make a proposal to amend the recommendation to increase the frequency of the Environment Panel meetings to monthly (and cancel if not required).

 

Mrs Lintill then invited Mrs Sharp to ask her questions which she had submitted in advance of the meeting.

 

Mrs Sharp’s first question:

 

What are the details of the Zero Carbon Graylingwell funds? What were they intended for originally, and would using the funds this way cause a loss to any other projects?

 

Mrs Plant provided the following answer:

 

The Graylingwell Development was required to be carbon neutral and in 2013/14 it was agreed that the development would need to meet the Zero Carbon Standard (ZCS).  The ZCS permits the inclusion of allowable solutions to reduce carbon emissions offsite, where this could not be achieved on site – now termed carbon offset. One model for carbon offset is for funds to be transferred from the developer to the local authority for the delivery of the reduction in carbon emissions offsite and elsewhere in the District.  The transfer of funds in this way will not result in a loss to other projects but just the delivery of the part of the reduction in emissions to be achieved offsite and facilitated by the local authority as opposed to the developer.

 

Mrs Sharp requested the opportunity to ask a further supplementary question which Mrs Lintill allowed. The question related to whether a study could be commissioned to analyse what remains incomplete at the Graylingwell development in Chichester. Mr Frost explained that agreements made between the developer and Homes England are not subject to monitoring by the council and should not be confused by planning permissions (which include conditions and Section 106 agreements) and which are monitored by the council.

 

 

Mrs Sharp’s second question:

 

The Terms of Reference of the Environment Panel include the need to “consider opportunities for joint initiatives and partnership working”.  ...  view the full minutes text for item 17.

18.

Football Club Lease, Oaklands Park, Chichester pdf icon PDF 61 KB

The Cabinet is requested to consider the agenda report and its appendices and make the following resolution:

 

That officers be authorised to take the action detailed in paragraph 5.1 of the report.

Additional documents:

Decision:

RESOLVED

 

That officers by authorised to take the action detailed in paragraph 5.1 of the report.

Minutes:

Mr Dignum introduced the item. Mrs McKay and Mrs Peyman were also present. Mr Dignum explained that officers carried out a tender exercise to identify a tenant for the football club at Oaklands Park, Chichester to ensure continued use of the grounds for football and football player development. He explained that the current lease expires at the end of July 2019 and outlined the preferred option for granting a new lease which is detailed in the exempt appendix.

 

Mrs Peyman added that the football club has 350 members from youth to adult and uses a number of other facilities around the district.

 

Mrs Plant asked for clarification regarding the decision to grant a rent subsidy. Mrs McKay explained that a concessionary rent had been agreed at the last Grants and Concessions Panel meeting. 

 

Mrs Lintill requested confirmation that the club is debt free to the council. Mrs Peyman confirmed that to be the case.

 

Decision

 

The Cabinet then voted unanimously to make the resolution below.

 

RESOLVED

 

That officers by authorised to take the action detailed in paragraph 5.1 of the report.

 

19.

Post Project Evaluation - Replacement Telephony System pdf icon PDF 70 KB

The Cabinet is requested to consider the agenda report and its appendix and to make the following resolution:

 

That the Cabinet receives the post project evaluation (PPE) report (Appendix 1) for the replacement of our corporate telephony system, and agree the actions and review plan in sections 7 and 8 of the report. 

Additional documents:

Decision:

RESOLVED

 

That the Cabinet receives the post project evaluation (PPE) report (Appendix 1) for the replacement of our corporate telephony system, and agree the actions and review plan in sections 7 and 8 of the report.

Minutes:

Mrs Graves introduced the report. Mr Forward and Mr Mildred were also present. Mrs Graves explained that the Post Project Evaluation report, covering replacement of the corporate telephony system is brought before Cabinet in line with our project management processes as the project was classified as a major project. She outlined the three implementation phases:

 

1.     Procurement

2.     Technological Integration

3.     Operational implementation

 

Mrs Graves explained that the report also includes user feedback, lessons learned and improvement recommendations. She confirmed that the project was delivered on time, below budget (saving £15,000 against budgeted £175,000) and successfully delivered the initial project outcomes. She outlined continued worked with staff and the system to make further improvements including:

 

·       Ensuring we are working with the latest system release.

·       Looking at the use of different headsets & handsets to suit the needs of the users.

·       Continued drop in sessions and working with users to ensure that the system is being used effectively.

 

Mrs Graves concluded that overall the project had been successfully delivered and now provides the flexibility for mobile working, working remotely and hot desking.

 

Decision

 

The Cabinet then voted unanimously to make the resolution below.

 

RESOLVED

 

That the Cabinet receives the post project evaluation (PPE) report (Appendix 1) for the replacement of our corporate telephony system, and agree the actions and review plan in sections 7 and 8 of the report.

 

20.

Revenues, Benefits and Customer Services Review Post Project Evaluation (PPE) pdf icon PDF 56 KB

The Cabinet is requested to consider the agenda report and its appendix and to make the following resolution:

 

That the Post Project Evaluation (PPE) report included in Appendix 1 be approved.

Additional documents:

Decision:

RESOLVED

 

That the Post Project Evaluation (PPE) report included in Appendix 1 be approved.

Minutes:

Mr Wilding introduced the item. Mr Buckley, Mr Jobson and Mrs Rogers were also present. Mr Wilding explained that the Post Project Evaluation (PPE) followed an internal review of Revenues, Benefits and Customer Services. He outlined the key workstreams as follows:

 

·       The transfer of the Revenues and Benefits customer contact from the back office to the Customer Services team.

·       A review of the Revenues and Benefits processes.

·       Identification of future reduction in customer service staffing levels following analysis of customer interaction with the council.

·       New software investment to increase the level of online functionality.

 

Mr Wilding drew attention to the appendix on pages 95 – 98 of the agenda pack detailing performance and financial tables. He highlighted where there had been success and where targets are still to be met. He clarified that although the project is £34,000 over budget due to additional redundancy costs this had been highlighted as a project risk in the original Project Initiation Document.  Mr Wilding confirmed that £181,000 of the £223,000 anticipated revenue savings had already been met and overall the review had been a success.

 

Mr Buckley clarified the table at paragraph 4.2 of the report. He explained that the first four columns detail targeted savings with the final column detailing the achievement to date. He confirmed that the remaining piece of work is the integration of the revenues and benefits customer contact into the central customer contact centre which is scheduled for next year. 

 

Mr Dignum requested confirmation of whether the number of FTE’s made redundant was in line with the budget. Mr Buckley confirmed that this was the case as the additional spend had come from the cost per FTE rather than the number of FTE’s.

 

Mr Dignum also requested an explanation of the channel shift savings. Mr Buckley explained that the annual council tax billing process had been completed prior to the introduction of the new online service and therefore the savings would be deferred to the 2020-2021 budget.

 

Decision

 

The Cabinet then voted unanimously to make the resolution below.

 

RESOLVED

 

That the Post Project Evaluation (PPE) report included in Appendix 1 be approved.

 

21.

Revenues Systems Review pdf icon PDF 58 KB

The Cabinet is requested to consider the agenda report and make the following resolution:

 

That the Cabinet approve the proposal detailed in section 5.1 of the report to allow officers to commence negotiations with Northgate Public Services to secure a new support and maintenance contract from 1 April 2020. 

Decision:

RESOLVED

 

That the Cabinet approve the proposal detailed in section 5.1 of the report to allow officers to commence negotiations with Northgate Public Services to secure a new support and maintenance contact from 1 April 2020.

Minutes:

Mr Wilding introduced the item. Mrs Rogers was also present. Mr Wilding explained that the revenues system support and maintenance contract is due for renewal at the end of March 2020. He confirmed that the council had invested in the software to enable the modernisation of the service and to switch supplier could cost the council up to £600,000.

 

Decision

 

The Cabinet then voted unanimously to make the resolution below.

 

RESOLVED

 

That the Cabinet approve the proposal detailed in section 5.1 of the report to allow officers to commence negotiations with Northgate Public Services to secure a new support and maintenance contact from 1 April 2020.

 

22.

Exclusion of the Press and Public

The Cabinet is asked to consider in respect of agenda items 13, 14 and 15  whether the public including the press should be excluded from the meeting on the following ground 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.

 

[Note The report and its appendices within this part of the agenda are attached for members of the Council and relevant only (printed on salmon paper)]

Minutes:

Mrs Lintill read the part II resolution in relation to agenda items 13, 14 and 15.

Decision

 

The Cabinet then voted unanimously to go into part II.

 

RESOLVED

 

That with regard to agenda items 13, 14 and 15 the public including the press should be excluded from the meeting on the grounds of exemption inSchedule 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.

 

23.

Increased commercialisation of the council's Business Waste and Recycling Service

The Cabinet is requested to consider the agenda report and its appendix and make the following recommendation to the Council:

 

That Cabinet recommends to the Council the release of £134k from reserves for the provision of a new vehicle for the Business Waste and Recycling Service as set out in the Project Initiation Document with an estimated payback period of 4 ½ years.

 

The Cabinet is also recommended to make the following resolutions:

 

1)    That Cabinet approves the use of the CCS recycling bonus surplus income for 2019/20 to support the employment of a commercial trade waste officer, the ongoing costs for subsequent years being self-financing.

2)    That the Cabinet approves the purchase of bin weighing equipment for three existing CCS trade waste vehicles to a maximum of £49k funded by the in-year predicted trade waste budget surplus.

Decision:

RECOMMENDATION TO THE COUNCIL

 

That Cabinet recommends to the Council the release of £134k from reserves for the provision of a new vehicle for the Business Waste and Recycling Service as set out in the Project Initiation Document with an estimated payback period of 4 ½ years.

 

RESOLVED

 

1)    That Cabinet approves the use of the CCS recycling bonus surplus income for 2019/20 to support the employment of a commercial trade waste officer, the ongoing costs for subsequent years being self-financing.

2)    That the Cabinet approves the purchase of bin weighing equipment for three existing CCS trade waste vehicles to a maximum of £49k funded by the in-year predicted trade waste budget surplus.

Minutes:

Mrs Plant introduced the item. Mr Carter was also present. Mrs Plant outlined the exempt report. Mr Carter then responded to questions from the Cabinet. Mrs Lintill invited Mrs Sharp to ask her questions relating to the item that she had submitted in advance of the meeting. Mr Carter responded and Mrs Plant read her formal response. Mr Plowman requested the opportunity to comment which Mrs Lintill allowed.

 

Decision

 

The Cabinet then voted unanimously to make the recommendation and resolutions below.

 

RECOMMENDATION TO THE COUNCIL

 

That Cabinet recommends to the Council the release of £134k from reserves for the provision of a new vehicle for the Business Waste and Recycling Service as set out in the Project Initiation Document with an estimated payback period of 4 ½ years.

 

RESOLVED

 

1)    That Cabinet approves the use of the CCS recycling bonus surplus income for 2019/20 to support the employment of a commercial trade waste officer, the ongoing costs for subsequent years being self-financing.

2)    That the Cabinet approves the purchase of bin weighing equipment for three existing CCS trade waste vehicles to a maximum of £49k funded by the in-year predicted trade waste budget surplus.

 

24.

Southern Gateway regeneration

The Cabinet is requested to consider the agenda report and make the following resolution:

 

That the Cabinet approves an offer to additional parties to join the Collaboration Agreement.

Decision:

RESOLVED

 

That the Cabinet approves an offer to additional parties to join the Collaboration Agreement.

Minutes:

Mr Dignum introduced the item. Mr Over was also present. Mr Dignum outlined the exempt report. Mr Over then responded to a question from Mrs Lintill.

 

Decision

 

The Cabinet then voted unanimously to make the resolution below.

 

RESOLVED

 

That the Cabinet approves an offer to additional parties to join the Collaboration Agreement.

 

25.

Staffing Matter

The Cabinet is requested to consider the agenda report and its appendix and to make the following resolution:

 

That Cabinet recommends to Council the proposal set out in paragraph 5.

Decision:

RECOMMENDATION TO THE COUNCIL

 

That Cabinet recommends to Council the proposal set out in paragraph 5.

Minutes:

Mrs Lintill requested that all officers leave the room except Mrs Shepherd, Mr Ward and Miss Higenbottam. Mrs Lintill then invited Mrs Shepherd to introduce the item. Mrs Shepherd outlined the exempt report and responded to a question from Mr Dignum.

 

Decision

 

The Cabinet then voted unanimously to make the recommendation below.

 

RECOMMENDATION TO THE COUNCIL

 

That Cabinet recommends to Council the proposal set out in paragraph 5.

 

26.

Late Items

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

Minutes:

There were no late items.