Agenda and decisions

Monday 19th October 2020 5.00 pm

Venue: Blue & Pink - Blue & Pink

Contact: Jane Fulton (Ext 37611) 

No. Item


Declarations of Interest

Members and officers are invited to make any declarations of pecuniary, personal and/or prejudicial interests that they may have in relation to items on the agenda, and are reminded that they should re-declare their interest before consideration of the item or as soon as the interest becomes apparent.


Members and officers should make their declaration by stating:

a) the item they have the interest in

b) whether it is a pecuniary, personal and/or prejudicial interest

c) the nature of the interest

d) if it is a pecuniary or prejudicial interest, whether they will be exercising their right to speak under Question Time


Question Time

a) Questions from the public (for a period of up to 15 minutes).

b) Questions from Members with prejudicial interests (for a period of up to 15 minutes).


Urgent Business

The Cabinet may consider items of an urgent nature on functions falling within their responsibilities where special circumstances apply. Where the item relates to a key decision, the agreement of the Chairman of the Overview Select Committee must have been sought on both the subject of the decision and the reasons for the urgency. Such decisions shall not be subject to the call-in procedure as set out in the Scrutiny Procedure Rules at Part 6 of the Council’s Constitution.


Minutes pdf icon PDF 208 KB

To approve as a correct record the Minutes of the Cabinet meeting held on 21 September 2020, as attached.


Budget variation reports

To consider any reports from the Head of Corporate Support.


The Council's Future Financial Issues pdf icon PDF 249 KB

 The Council’s 151 Officer has provided various reports over recent months highlighting the Council’s current financial position and the scale of our financial issues for the future.  Whilst acknowledging the lack of clarity (due to various uncertainties), this report provides an update on possible financial measures to help future deficits.


Officers request that Cabinet considers the items identified and advises on the way forward.


Additional documents:






            That the report be noted and Officers be instructed to proceed with each proposal.


Response to the Planning White Paper - Planning for the Future pdf icon PDF 457 KB

On 6 August, the Government published a White Paper – Planning for the Future – for consultation. The consultation period expires on 29 October 2020.


Consultation description:


‘The Planning for the future consultation proposes reforms of the planning system to streamline and modernise the planning process, bring a new focus to design and sustainability, improve the system of developer contributions to infrastructure, and ensure more land is available for development where it is needed.’








            To note the contents, of and proposals, within the White Paper, and agree to the responses to the consultation questions contained with Appendix 1, with the comments raised at the meeting being added to the responses by the Group Head of Planning in consultation with the Cabinet Member for Plannning.


Engineering Services Annual Review pdf icon PDF 236 KB

The report is presented as an update on the Council’s Engineering Service Area and explores the issues addressed in the preceding year and outlines matters that have arisen, or are foreseen for the coming year, across the service area.

Specific matters relating to the Pagham coastal defences, River Arun Internal Drainage Board, Community Flood Fund and Defra / Environment Agency recently published documents are included.  This report also recommends that the Council considers designating a Coastal Change Management Area. 

The report also seeks to request future budgetary provision for a number of these matters particularly proposed future expenditure at Pagham and a continuation of the Community Flood Fund.

Additional documents:


Public Space Protection Order (PSPO) - Dog Controls pdf icon PDF 219 KB

Dogs Controls in the Arun District Council transferred into PSPOs in October 2017. The Council is proposing that the current Arun District Council PSPOs for Dog Controls are amended and continue for a further three years until 2023.


Additional documents:




        RESOLVED – That


(1)  to adopt the proposed Public Space Protection Orders, to be effective from 6 November 2020;

(2)  the proposed Public Space Protection Orders be as shown in Appendix A.

a.    The Fouling of Land by Dogs.


b.    Dogs on Leads by Direction.


c.    Dogs Exclusion.


d.    Dogs on Leads.



Renewal of the Maintenance Contract for the HR/Payroll IT System pdf icon PDF 140 KB

This report seeks approval to enter into an ‘evergreen’ contract for the maintenance of the Council’s HR/Payroll IT system without undertaking a tender process as permitted by Regulation 32(2)(b) of the Public Contract Regulations 2015.





(1)  the renewal of the maintenance contract for the HR/Payroll IT system with SumTotal, on an ‘Evergreen’ basis, subject to the procurement requirements being met, as set out below; be agreed and

(2)  delegated authority be given to the Group Head of Corporate Support to sign and enter into the renewal contract on behalf of the Council.


Supplementary Estimate for the Procurement and Award of a New Housing Management IT System pdf icon PDF 151 KB

This report provides a budgetary update in respect of the procurement and award of a new Integrated Housing Management IT System contract for a period of four years. The project is anticipated to cost c£600k. 

In order to commence the project in the current financial year a Housing Revenue Account (HRA) supplementary capital estimate of £160k and a virement of £240k from within existing 2020/21 HRA budgets is requested. Provision will be made in the 2021/22 Housing Revenue Account budget for the £200k balance.




            The approval of a Housing Revenue Account supplementary estimate of £160k (which equates to a weekly rent of 92p per dwelling) for the costs associated with the procurement and implementation of a new integrated housing management IT system. 


            RESOLVED – That


(1)  the virement of £240k be approved from existing budgets - £140k from capital budget x 25 and £100k from revenue contingency underspend;


(2)  the procurement and award of a 2+1+1 Contract be approved to a total value of £500k (inclusive of maintenance and support costs_ of a new Integrated Housing Management System, subject to Full Council approving the above supplementary estimate;


(3)  the ongoing maintenance and support costs for the new system of £50k of which £15k is accounted for within existing budgets be noted.


The Council's Response to the Covid-19 Pandemic Situation pdf icon PDF 266 KB

This report updates Cabinet on the Council’s response to the pandemic situation and possible proposals for economic recovery.



Standards Committee - 24 September 2020 - New Social Media Guidance for Councillors pdf icon PDF 120 KB

Cabinet is asked to consider recommendations from the meeting of the Standards Committee relating to the adoption of a new Social Media Guidance document for Councillors.  The minutes will be circulated separately to this agenda.  To view the report that was submitted to the Standards Committee, please click on these links - Report and Appendix










            That the Social Media Guidance for Councillors be referred back to the next meeting of the Standards Committee for further discussion.


Overview Select Committee - 6 October 2020

To consider any recommendations from the meeting of the Overview Select Committee held on 6 October 2020, which will be circulated separately, if any recommendations are made.