Agenda, decisions and minutes

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

Councillor Adrian Moss opened the meeting and advised that he had received apologies for Councillor Tracie Bangett and advised that as her deputy, he will be standing in her place.

Apologies had been received for Councillor Tracie Bangett, Councillor Gareth Evans and Councillor Charlie Hastain.

To approve as a correct record the minutes of the Grants and Concessions Panel meeting held on 28 June 2023.

The previous minutes incorrectly state that Councillor Moss was not present during the previous meeting, when he was present.

RESOLVED

That the minutes of the Grants and Concessions Panel held on 28 June 2023 be approved as a correct record subject to the amendment above.

Any matters arising as a result of the previous minutes.

There were no matters arising from Section 3.

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.

Ms Chloe Williams declared that she had an interest in respect of the application from Parent and Carers Support Organisation.

For decision.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL:

That the request from Perren Street Studios LLP for discretionary rate relief as set out in the report be approved.

Alternative options considered and rejected:

That the request from Perren Street Studios LLP for discretionary rate relief be refused.

The Panel introduced Mr Jason Barnes.

The Panel were happy to support proposal 1 – unanimously passed.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL:

That the request from Perren Street Studios LLP for discretionary rate relief as set out in the report be approved.

Alternative options considered and rejected:

That the request from Perren Street Studios LLP for discretionary rate relief be refused.

For decision.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL:

That the request from Perren Street Studios LLP for discretionary rate relief as set out in the report be approved.

Alternative options considered and rejected:

That the request from Perren Street Studios LLP for discretionary rate relief be refused.

The Panel were happy to support proposal 2 – unanimously passed.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL:

That the request from Perren Street Studios LLP for discretionary rate relief as set out in the report be approved.

Alternative options considered and rejected:

That the request from Perren Street Studios LLP for discretionary rate relief be refused.

For comment and discussion.

RESOLVED

That delegated authority be given to theCommunity Engagement Manager or Divisional Manager for Communities and Customer Service to:

(i)             repurpose the underspend of previous years New Homes Bonus,including underspend that has exceeded the three-year spendingcriteria as set out in the Chichester District Council Agreementrelating to New Homes Bonus (Parish Allocations).

(ii)            repurpose or extend the allocation of projects that have not gotoff the ground, including those that have exceeded the three-yearspending criteria as set out in the Chichester District CouncilAgreement relating to New Homes Bonus (Parish Allocations).

The Panel introduced Mrs Juliette Flack & Mr James Brigden.

The Panel were happy to support the proposal – unanimously passed.

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

The Panel introduced Ms Sam Lee the funding advisor outlined the reason for withdrawal of this application.

For decision.

The application was withdrawn from the meeting.

The application was withdrawn from the meeting.

For decision.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant: West Wittering Memorial Hall

Declarations of Interest: None

Purpose: To purchase solar panels to support the sustainability of The Memorial Hall.

Sum Requested: £5,000.00

Sum Approved: £5,000.00

Reasons: To support the organisation in setting up clean, sustainable energy and to assist with reducing overhead costs.

Grant conditions: Subject to a funding agreement.

Alternative options considered and rejected: The Panel considers whether

or not to support every application so will always consider not granting an

application.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant: West Wittering Memorial Hall

Declarations of Interest: None

Purpose: To purchase solar panels to support the sustainability of The Memorial Hall.

Sum Requested: £5,000.00

Sum Approved: £5,000.00

Reasons: To support the organisation in setting up clean, sustainable energy and to assist with reducing overhead costs.

Grant conditions: Subject to a funding agreement.

Alternative options considered and rejected: The Panel considers whether

or not to support every application so will always consider not granting an

application.

For decision.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant: Chichester Diocesan Association for Family Support Work (FSW)

Declarations of Interest: None

Purpose: The contribution will be directed towards the organisation’s two projects in the north of the District. The first project includes a weekly holiday fun session to support isolated families in Rogate. These sessions would provide activities and lunches for local families and children. The application is also seeking a contribution towards funding a weekly drop-in session and breakfast club at the Beaufoy Centre in Petworth. This project is already established and helps provide services to isolated families in the local area.

Sum Requested: £2,080.00

Sum Approved: £2,080.00

Reasons: To support the organisation with their ongoing projects which provide support to members of the local community.

Grant conditions: Subject to a funding agreement.

Alternative options considered and rejected: The Panel considers whether

or not to support every application so will always consider not granting an

application.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant: Chichester Diocesan Association for Family Support Work (FSW)

Declarations of Interest: None

Purpose: The contribution will be directed towards the organisation’s two projects in the north of the District. The first project includes a weekly holiday fun session to support isolated families in Rogate. These sessions would provide activities and lunches for local families and children. The application is also seeking a contribution towards funding a weekly drop-in session and breakfast club at the Beaufoy Centre in Petworth. This project is already established and helps provide services to isolated families in the local area.

Sum Requested: £2,080.00

Sum Approved: £2,080.00

Reasons: To support the organisation with their  projects which provide support to members of the local community.

Grant conditions: Subject to a funding agreement.

Alternative options considered and rejected: The Panel considers whether

or not to support every application so will always consider not granting an

application.

For decision.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant: Home-Start Chichester & District

Declarations of Interest: None

Purpose: The grant will be directed towards the salary costs of a Volunteer Co-ordinator and the overhead costs directly associated with providing family support groups and home visiting volunteers to families who need it most in the Chichester District.

Sum Requested: £15,000.00

Sum Approved: £15,000.00

Reasons: The grant will assist the organisation to hire a volunteer co-ordinator.

Grant conditions: Subject to a funding agreement.

Alternative options considered and rejected: The Panel considers whether

or not to support every application so will always consider not granting an

application.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant: Home-Start Chichester & District

Declarations of Interest: None

Purpose: The grant will be directed towards the salary costs of a Volunteer Co-ordinator and the overhead costs directly associated with providing family support groups and home visiting volunteers to families who need it most in the Chichester District.

Sum Requested: £15,000.00

Sum Approved: £15,000.00

Reasons: The grant will assist the organisation to have a solid staffing base to support the growing number of families looking for support.

Grant conditions: Subject to a funding agreement.

Alternative options considered and rejected: The Panel considers whether

or not to support every application so will always consider not granting an

application.

For decision.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant: The Sylvia Beaufoy Centre

Declarations of Interest: None

Purpose: The charity provides a safe, inclusive space for young people (ages 9-19) from the local area. The grant will be directed to fund expedition costs for the bronze and silver level Duke of Edinburgh Award Programme.

Sum Requested: £4,184.00

Sum Approved: £4,184.00

Reasons: To help the charity with expedition costs for the bronze & silver level Duke of Edinburgh Award Programme.

Grant conditions: Subject to a funding agreement.

Alternative options considered and rejected: The Panel considers whether

or not to support every application so will always consider not granting an

application.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant: The Sylvia Beaufoy Centre

Declarations of Interest: None

Purpose: The charity provides a safe, inclusive space for young people (ages 9-19) from the local area. The grant will be directed to fund expedition costs for the bronze and silver level Duke of Edinburgh Award Programme.

Sum Requested: £4,184.00

Sum Approved: £4,184.00

Reasons: To help the charity with expedition costs for the bronze & silver level Duke of Edinburgh Award Programme.

Grant conditions: Subject to a funding agreement.

Alternative options considered and rejected: The Panel considers whether

or not to support every application so will always consider not granting an

application.

For decision.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant: Parent and Carers Support Organisation (PASCO)

Declarations of Interest: Mrs Chloe Williams declared that she had an interest in respect of this application and left the meeting for the duration of the of this item.

Purpose: PACSO run 4 after-school clubs per week in term time. The grant will be directed towards the provision of after school funding.

Sum Requested: £5,000.00

Sum Approved: £5,000.00

Reasons: To support the school in providing after-school clubs and extra-curricular activities during term time.

Grant conditions: Subject to a funding agreement.

Alternative options considered and rejected: The Panel considers whether

or not to support every application so will always consider not granting an

application.

RESOLVED BY THE LEADER OF THE COUNCIL IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant: Parent and Carers Support Organisation (PASCO)

Declarations of Interest: Ms Chloe Williams declared that she had an interest in respect of this application and left the meeting for the duration of the of this item.

Purpose: PACSO run 4 after-school clubs per week in term time. The grant will be directed towards the provision of after school funding.

Sum Requested: £5,000.00

Sum Approved: £5,000.00

Reasons: To support the school in providing after-school clubs and extra-curricular activities during term time.

Grant conditions: Subject to a funding agreement.

Alternative options considered and rejected: The Panel considers whether

or not to support every application so will always consider not granting an

application.

Initial draft report on grants and concessions during 2022/23 for comment and to start discussion with Panel to consider the current corporate grants processes, priorities and identify what might need updating for the next financial year.  Further information and research can be requested at this point.  Panel can amend Guidance but any changes to the Grants and Concessions Policy have to be proposed to Cabinet, this is usually done alongside a final version of the Annual Report (agreed at the January meeting) which should support recommendations. 

Ms Chloe Williams provided an overview of the report, its objectives and where further information could be beneficial.

The Panel then asked questions regarding how the criteria for grants is applied, what challenges are applicants facing and what more the Council can do to assist in removing any barriers of entry.

It was also highlighted that it would be beneficial to have some forecasts for the near future and what the implications could be. Ms Williams advised that she would be happy to collate more research in relation to forecasts.

Councillor Moss suggested that all members could read and review the report and highlight any areas where they have queries or concerns. The Panel can then arrange a meeting in November to discuss any queries as soon as possible and to plan the next steps. Ms Williams advised that she would be happy with this arrangement and will email the members confirming the proposed approach and information needed.

Follow up actions:

It was agreed that all members would review the report and meet ahead of the next panel meeting in January to discuss any queries or concerns.

To note the date of the next meeting as 31 January 2024 at 9.30am.

To note the date of the next meeting as 31^st January 2024 at 9.30am.