Agenda, decisions and minutes

Venue: The Millennium Chamber, Littlehampton Town Council, Manor House, Church Street, Littlehampton BN17 5EW

Contact: Jane Fulton (Ext 37611) 

Items
No. Item

321.

Welcome

Minutes:

The Chairman welcomed Members, members of the public and Officers to the meeting.

 

322.

Apologies for Absence

Minutes:

            Apologies for Absence had been received from the Deputy Leader of the Council and Cabinet Member for Corporate Support, Councillor Oppler, and the Cabinet Member for Neighbourhood Services, Councillor Purchese.

 

323.

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

Minutes:

Although there were no Declarations of Interest made, the Chief Executive confirmed that he wished to make a statement about Purdah and the forthcoming General Election on 12 December 2019 in terms of why this meeting had not been cancelled.

 

            The Chief Executive confirmed that he had reviewed the Purdah Guidance issued to Councils which stated that Councils were able to continue to discharge normal business.  The Local Government Association (LGA) guidance confirmed that this included budgetary consultations or determining planning applications as examples.  This had been confirmed to all Councillors in an email sent from the Chief Executive dated 7 November 2019.

 

The agenda for this meeting had been reviewed and the decision made that the meeting should continue.  Cabinet Members had been reminded of the Purdah rules and the need to steer away from making any statements or comments on issues that were of a national political nature.

 

324.

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).

Minutes:

The Chairman confirmed that one Public Question had been submitted in line with the Council’s Constitution and that this was for him as Leader of the Council to respond to.

 

The question related to the Exempt item on the agenda for the meeting [Disposal of Freehold Land on the West Bank of the River Arun] with the questioner asking the Council if it could ensure that as much information as possible be made available to the public.  The questioner also asked if any consultation had been undertaken; and how the decision would assist in delivering the strategic allocation in the Local Plan.

 

Councillor Dr Walsh responded by stating that, as responded to at the last meeting of Cabinet held on 7 October 2019, the principle of openness in decision making was important to the Council and it was aware of the need to balance this with preserving the Council’s commercial interests.  The item was Exempt as the Council was giving consideration to authorising disposal of its freehold ownership interest in the area west of the footbridge known as Littlehampton Marina and land running alongside the River Arun to the north of the A259. 

 

The Council was one of a number of parties that had an ownership interest in the site.  In order for a development to come forward, all the landowners would need to co-operate and dispose of their interests.  By looking at how this may be undertaken and considering approving the principle of disposing of the Council’s interest, the Council was helping to bring the strategic development forward.  It was important for the Council to be able hold such discussions in Exempt Business in order that it did not undermine its commercial interests.

 

By looking at how this may be undertaken and considering approving the principle of disposing of our interest, subject to achieving best value for the tax payer, the Council was helping to bring the strategic development forward. By working as landowner on bringing the development forward the Council was helping to achieve the key objectives that the questioner had mentioned including improving flood defences to existing properties on the west bank of the River Arun.

 

A decision on the form any future development will take would be a separate one which would be one for the Council to take in its capacity as Planning Authority. It would be that decision which would be subject to public consultation and a public decision- making process in order to ensure any proposed scheme complied with the planning policy framework including the benefits for existing communities set out within the policies in the Local Plan.

 

The Chairman then invited the questioner to ask a supplementary question.

 

The questioner outlined that it would have been helpful if a fuller explanation of the decision proposed could have been provided on the covering agenda explaining how the Council could secure public benefits of the scheme in the longer term.  

 

The Chairman agreed that more detail could have been provided in the executive summary  ...  view the full minutes text for item 324.

325.

Urgent Business - Update on Webcasting of Meetings

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.

Decision:

The Cainet

 

RESOLVED – That

 

1.  the update provided be noted; and

 

2. the further actions the officers are taking be supported to:-

    a. cease the live webcasting of meetings and instead publish the live recording of meetings for ‘on demand’ viewing the following day until an alternative solution has been identified; and

    b. continue to explore a procurement exercise to meet the Council’s future webcasting needs.

 

In accordance with Part 3 (Responsibility for Functions), Section 2.0, paragraph 2.3, this decision shall not be subject to the call-in procedure.

 

 

Minutes:

The Chairman confirmed that there was one urgent item for the Cabinet to consider which was being presented at his request to allow Cabinet Members to be updated on the actions being taken to respond to serious concerns raised with the recent webcasting of Council meetings.

 

            The Group Head of Council Advice & Monitoring Officer was then invited to present this report.  She provided the background to the issue in that the Council’s webcasting service was provided by Auditel UK Limited and that this company also provided and serviced the sound system in the Council Chamber.

 

            Cabinet was reminded of its decision taken earlier in July 2019 for Officers to precure an agreement with Auditel to webcast Full Council and Development Control Committee meetings for the next year at a one-off total cost.  Part of that report recommended the establishment of an Officer Group to examine future webcasting needs and associated costs so that a further report could be brought back to Cabinet once this work had been concluded.

 

            The report today was being presented as urgent to allow the Cabinet to be updated as the webcasting service had not been performing well and Members needed to be made aware of the impact this was having before the Council’s next cycle of meetings in January 2020 commenced.  The report set out the meetings where webcasting had failed, and it detailed further issues that the Officer team had since escalated with Auditel’s senior management team as a result of the breakdown of sound and presentation equipment in early November that had affected a number of meetings.   An action plan had been developed to progress with Auditel.

 

            The difficulty that the Council faced was that the existing system was currently all that was available for webcasting until the procurement exercise was concluded in Spring 2020.  Members were informed that any new system would require a considerable budget.  The view of the Officer team was that if Members wished to limit the risk of future embarrassment from the webcasting failing that future live webcasts should be ceased with immediate effect.  The system would still allow meetings to be recorded and published the following day.  It was emphasised that this element of the system was currently proving to be reliable and so the Cabinet was asked if this was something that it wished to consider asking Officers to action.

 

            In terms of the procurement exercise, the Officer team were working with current suppliers at this pre-tender stage so that once likely costs and implications were available and had been identified a further report would be brought back to Cabinet for consideration.

 

            In discussing the report, the Chairman outlined that the problem was that the previous administration had not insisted that meetings be webcast and so the system in place had not been properly tested until late in 2018 leaving no time to adequately undertake field testing in proper operating conditions.  Looking at the Officer Group’s proposed cause of action which was to delay webcasting until  ...  view the full minutes text for item 325.

326.

Minutes pdf icon PDF 149 KB

To approve as a correct record the Minutes of the Cabinet meeting held on 7 October 2019 (as attached).

Minutes:

The Minutes of the Cabinet meeting held on 7 October 2019 were approved by the Cabinet as a correct record and signed by the Chairman. 

 

327.

Budget variation reports

To consider any reports from the Head of Corporate Support.

Minutes:

There were no matters discussed.

328.

Digital Strategy 2020-2025 pdf icon PDF 193 KB

Digital technology is rapidly changing our society, it is changing how we communicate, how we consume services, how we buy and sell things, how we learn and how we manage our lives. It is not about a technology, it’s about delivering a joined-up customer experience, it is about meeting customer expectations, it’s about transforming how we work, and it is about ensuring we have the right connectivity in place.

 

The council has made some good progress with delivering digital services and this strategy builds on this work, it has been developed to ensure a coordinated and progressive approach and provides a common understanding of what we want to achieve and how moving forward.

 

Additional documents:

Decision:

The Cabinet

 

RECOMMEND TO FULL COUNCIL – That

 

1. The Digital Strategy be adopted; and

 

2. The Group Head of Corporate Support be given delegated authority to make any necessary consequential changes to the Digital Strategy as a result of new legislation or alternative working practices.

Minutes:

The Cabinet Member for Technical Services, Councillor Stanley, introduced the Council’s 5-Year Digital Strategy and emphasised that the Strategy was about meeting customer expectation and ensuring that the Council was connected to its customers.  This involved the need to build services that would be as good as others used by customers elsewhere whilst at the same time making the Council’s digital services a preferred choice.  The Council’s 5-year digital strategy set out the Council’s vision, aspirations and direction.

 

            The Head of Technology and Digital then worked through the key highlights of the Strategy stating that it had been based on consumer analytical and market trends and that work had also been undertaken with Customer Services to best understand customer practices and needs. 

 

 

The Cabinet welcomed this report accepting that the pace of change in digital capability meant that the Council needed to constantly ensure that it could offer different ways for customers to access its services.  It was the Council’s role to deliver excellent digital services that were able to support and influence consumer demand whilst at the same time recognising that some groups would not be able to use such services.  The Council therefore needed to continue to provide services in a way they could still access them. 

 

The Cabinet

 

            RECOMMEND TO FULL COUNCIL – That

 

(1)          The Digital Strategy is adopted; and 

 

(2)          The Group Head of Corporate Support is given delegated authority to make any necessary consequential changes to the Digital Strategy as a result of new legislation or alternative working practices.

 

The Cabinet supported the recommendations in the report and then confirmed its decision as per Decision Notice C/020/091219, a copy of which is attached to the signed copy of the Minutes.

 

(During the course of the discussion on this item, Councillor Dr Walsh declared a Personal Interest as a Member of West Sussex County Council).

 

329.

Extending Ultrafast Public Connectivity pdf icon PDF 349 KB

With the increased use of digital technology in our society there is a requirement to establish the network infrastructure is fit for purpose ensuring that, as a District, we are not digitally disadvantaged. Initially this work began with the Gigabit project in conjunction with West Sussex County Council (WSCC); this proposal is to further extend this full fibre network to a further 100 public sector assets within the Bognor Regis and Littlehampton areas.

 

Increasing the amount of gigabit capable fibre within the District will enable it to be future-ready, ensuring that it is not left behind. Signalling our commitment to full fibre is an ambition for Arun and the wider county also increasing the possibility of accelerating the investment from commercial organisations to lead to a roll-out of fibre to the premise. This would enable homes and businesses to realise the benefits of ultra-fast connectivity.

 

It is intended to fully fund this offer from the West Sussex Business Rate Pilot for 2019/20, approval for this is via the West Sussex Leaders’ Board meeting and the decision has now been postponed until their meeting in January 2020. However, this offer is only available until the end of December 2019, therefore requiring the costs to be initially underwritten by the Council whilst we gain approval for the external funding after the contracts have been signed.

 

 

 

Additional documents:

Decision:

The Cabinet

 

RESOLVED – That

 

1.    an agreement be entered into with CityFibre for an extension of the Council’s full fibre connectivity using the West Sussex County Council’s framework based on the seven year revenue model offer;

 

2.    authority be delegated to the Group Head of Corporate Support, in consultation with the Cabinet Member for Technical Services, for final approval of sites and contract detail; and

 

3.    the cost of the contract be underwritten whilst funding approval be sought to meet these costs from the Business Rates Pilot for 2019/20, these costs will be up to a maximum of £1,486,000 over a seven year period starting no earlier than September 2021.

 

 

Minutes:

The Cabinet Member for Technical Services, Councillor Stanley, introduced this item and stated that the Council had an opportunity to expand on the original Gigabit Full Fibre Project that had previously been brought before the Council.

 

            Members were advised that this proposal would add approximately a further 100 public sector assets in the District to the full fibre network.  These ultrafast connections would enable the Council to support the transformation of services delivered within the District, whether that be through the delivery of traditional Council services or innovative new services to the public such as public Wi-Fi in the Town Centres and seafronts.

 

            This was one of several projects being considered county-wide to increase the amount of gigabit capable fibre.  It was intended that the full funding for this project would be obtained from the West Sussex Business Rate Pilot for 2019/20 and it was anticipated that approval for this funding would be confirmed at the meeting of the West Sussex Leaders’ Board in January 2020.

           

            Finally, Councillor Stanley outlined that as this project would show continued commitment to ensuring that the Arun District would not be digitally disadvantaged and having supported the previous item [Arun’s Digital Strategy], he urged the Cabinet to approve entering into an agreement with City Fibre for an extension of the Council’s full fibre connectivity.

 

The Chairman then invited the ICT and Digital Manager to provide some further detail.  He outlined that this was an exciting project that aligned with the Council’s Priorities and he explained the detail behind the proposal.  This was that the basic proposal from City Fibre was the same for several West Sussed Districts and Boroughs and would be procured under the framework already in place from the Gigabit Project.  The offer received by Arun was a joint offer with Chichester District Council and was based on the areas of Bognor Regis, Littlehampton and Chichester.  Chichester District Council had received approval from its Cabinet last week.  For Arun, the proposal was to connect a further 100 public sector assets to the full fibre network – this could include Town or Parish Councils.

 

            The potential benefit of the project would be 100 more sites with Ultrafast Broadband at speeds up to 25 times faster than the current average with the opportunity to use these sites to roll out further digital technologies.

 

            The cost of this across Arun’s two Towns amounted to approximately £1.5 m and it was anticipated that the full costs would be met from the Business Rates Pool Pilot for 2019/20. 

 

            In discussing the report, Cabinet confirmed that it could see no reason for not supporting the project as it would provide so many social and economic benefits to the District and would assist businesses that needed better and faster broadband speeds.

 

            The Cabinet

 

                        RESOLVED – That

 

(1)       Approval be given to entering into an agreement with City Fibre for an extension of the Council’s fill fibre connectivity using the West Sussex County Council’s framework based on the seven-year revenue  ...  view the full minutes text for item 329.

330.

Arun Improvement Programme - Annual Update pdf icon PDF 136 KB

The Arun Improvement Programme (AIP) considers proposals for new projects that enable process redesigns and service improvements typically using ICT capability to facilitate that change.

This report provides a high-level summary of the activities of the AIP over the last year.

 

Minutes:

The Cabinet Member for Technical Services introduced this item and explained that this was an information paper highlighting the activities of the Arun Improvement Programme.

            The Head of Technology and Digital explained that the Arun Improvement Programme (AIP) had been established in 2012 and that its role was to oversee projects that delivered business improvements typically using supporting technologies and digital.  The Board was made up of Officers and Members and it ensured that the Council invested in the right projects and that resources were allocated on a priority need basis.

            Before Members was an update on the activities of the Board over the last 12 months which the Cabinet was being asked to note.

 

            The Cabinet then

 

RESOLVED

 

That the annual update from the Arun Improvement Programme be noted.

 

331.

Budget Monitoring Report to 30 September 2019 pdf icon PDF 35 KB

The Budget Monitoring Report sets out the Capital, Housing Revenue and General Fund Revenue budget performance to the end of September 2019. 

 

Additional documents:

Decision:

The Cabinet

 

RESOLVED – That

 

1.   Appendix 1 be noted;

 

2. the significant anticipated overspend in relation to nightly paid accommodation be noted; and

 

3.    the overall performance against budget is currently on track

 

 

Minutes:

The Chairman introduced this report stating that financial performance was monitored on a regular basis to ensure that spending was in line with Council policies and that net expenditure was contained within overall budget limits.  The report covered performance against approved budget to the end of September 2019 in relation to General Fund, Housing Revenue Account and Capital.  

 

The Chairman then invited the Financial Services Manager to work through the key highlights of the budget monitoring report and to take questions.

 

The Financial Services Manager outlined that this was the second report of the year to the end of September 2019.  The Council’s financial position had been detailed at Appendix 1 and it confirmed that the Council had a general fund underspend of £256k against current budget profile.  The major strain on the Council’s budget was net expenditure on nightly paid accommodation which to the end of September 2019 amounted to £526k compared to a full year budget of £630k.  As a result of this, a further report would be presented later giving details of the situation and requesting a supplementary estimate to be submitted to Full Council on 15 January 2020.

 

            Following some discussion, the Cabinet

 

            The Cabinet

 

                        RESOLVED – That

 

(1)  The report and Appendix 1 be noted;

 

(2)  The significant anticipated overspend in relation to nightly paid accommodation be noted; and

 

(3)  It be noted that the overall performance against budget was currently on track

 

The Cabinet confirmed its decision as per Decision Notice C/022/091219, a copy of which is attached to the signed copy of the Minutes.

 

332.

Business Rate Pooling pdf icon PDF 139 KB

This report asks Members to note Arun’s membership of a new West Sussex Business Rates pool from April 2020 and to grant delegated authority to the Group Head of Corporate Support, in consultation with the Cabinet Member for Corporate Support, to agree the detailed arrangements for the pool.

 

Decision:

The Cabinet

 

RESOLVED – That

 

1.    Arun’s membership of a new West Sussex business rates pool from April 2020 be noted; and

 

2.    Delegated authority be granted to the Group head of Corporate Support, in consultation with the Cabinet Member for Corporate Support, to agree the detailed arrangements for the pool.

 

 

 

Minutes:

The Chairman outlined that the Council had first become a member of the West Sussex Business Rate pool in 2015.  Business Rate Pooling had the advantage that the total income that was retained by the pool was greater than the sum of the individual members.  This was because the levy that would otherwise be retained by Central Government was paid to the Pool. By working in partnership with the other Councils the additional income could be used to fund a range of County wide projects which would otherwise not be available.  The current West Sussex Pilot Pool, which allowed 75% to be retained locally, would come to an end in March 2020 as the Government was not extending pilots. The Council had the opportunity to join a new 50% retention Business Rate Pool from April 2020 which would continue to make more funding available for the area.  

 

The Financial Services Manager confirmed that the new West Sussex pool would have membership comprising West Sussex County Council and Adur and Horsham District Councils in the County.  As with the current and previous pools there were always risks association with membership, however, Members were advised that one of the key policies of the new pool was to ensure that Councils would be no worse off in the pool than it would have been if they had not joined. The modelling suggested that the benefits and rewards of the membership would far outweigh any potential risks.

 

            The Cabinet

 

                        RESOLVED – That

 

(1)          Arun’s membership of a new West Sussex Business Rates pool from April 2020; and

 

(2)          Delegated authority be granted to the Group Head of Corporate Support, in consultation with the Cabinet Member for Corporate Support, to agree the details arrangements for the pool.

 

The Cabinet confirmed its decision as per Decision Notice C/023/091219, a copy of which is attached to the signed copy of the Minutes.

 

(During the course of the discussion on this item, Councillor Dr Walsh declared a Personal Interest as a Member of West Sussex County Council).

 

333.

West Sussex Disabled Facilities Grant Policy pdf icon PDF 135 KB

The report seeks approval of the West Sussex Disabled Facilities Grants Policy which has been developed in Partnership with West Sussex County Council and all the West Sussex District and Borough Councils to utilise the Better Care Funding more flexibly, improve consistency and enable residents to live more independently within their own home.

 

Additional documents:

Decision:

The Cabinet

 

RESOLVED – That

 

1. the Disabled Facilities Grant Policy, as appended to the report, be adopted; and

 

2. authority be delegated to the Group Head of Technical Services, in consultation with the Cabinet Member for Technical Services, to make any future amendments and updates to the Policy.

Minutes:

The Cabinet Member for Technical Services, Councillor Stanley, introduced this item and outlined that the Council had long provided grants for eligible works to adapt private sector homes to allow residents to live more independently. In recent years this Council had been working with West Sussex County Council and all the other District and Borough Councils in West Sussex to find new and innovative ways of helping more people to live independently and safely in their own homes and to do so consistently across the County.  The revised Policy before Members was the culmination of that work.

            The Group Head for Technical Services was then invited to present the detail of the report and he outlined that the revised Policy that Members were being asked to approve was a result of two years of working in partnership with other Councils to produce a Policy that could be applied across the whole County  area  with the aim to improve consistency for residents to help them live safely and independently for as long as possible in their own homes and to reduce the time it took to do this.  Specific examples provided were that the Policy included features which speeded up the process for residents; helped people to leave hospital more quickly and safely; provided help in cases of hardship; assisted residents to move home to better meet their needs and enabled help to be given to make homes safer, warmer and more suitable.  It also reflected the needs of people with dementia and those who were at the end of life.

 

            The Group Head of Technical Services outlined that all Councils across West Sussex were all in the process of seeking approval from Members for the new Policy to be adopted so that it could be fully implemented from January 2020.  A multi-agency Disabled Facilities Grant Project Steering Group, chaired by Chichester District Council’s Chief Executive, would continue to lead and steer the project and would then monitor the impact of the Policy. 

 

In debating this item, it was acknowledged that more and more elderly people needed support to remain independent in their own homes and so this Policy was essential in continuing to make this possible.

 

            The Cabinet

 

                        RESOLVED – That

 

(1)  The Disabled Facilities Grant Policy attached to the report be adopted; and

(2)  Authority be given to the Group Head of Technical Services in consultation with the Cabinet Member for Technical Services to make any future amendments and updated to the Policy.

 

The Cabinet confirmed its decision as per Decision Notice C/024/091219, a copy of which is attached to the signed copy of the Minutes.

(During the course of the discussion on this item, Councillor Dr Walsh declared a Personal Interest as a Member of West Sussex County Council and also as Vice-Chairman of West Sussex County Council’s Health and Adult Social Services Committee (HASC).

 

334.

Section 106 Obligations Agreed, Secured and Received Summary pdf icon PDF 289 KB

This report presents a summary of Section 106 data concerning planning obligations.

Additional documents:

Minutes:

The Cabinet Member for Planning, Councillor Lury, presented this item and explained that the report set out the most up to date position in respect of planning obligations as well as highlighting more significant infrastructure projects in the District.  It confirmed that there were a small number of obligations that were overdue however these were being resolved.

 

The Cabinet welcomed this report and the very helpful information it provided as this demonstrated the improvement measures that had been put into place as well as very clearly explaining how this complex system worked.  Having congratulated Officers for their work in contributing to the overall wellbeing and infrastructure of the District, the Cabinet 

 

            RESOLVED

                       

            That the contents of the report be noted.

 

335.

Arun Economic Development Strategy 2020-2025 pdf icon PDF 581 KB

This report presents the new Arun Economic Development Strategy 2020-2025, Creating our Future, and the Economic Profile for Arun 2019 (the evidence base).

The Strategy priorities are based on the conclusions and findings of the evidence base. The document identities a range of opportunities for each priority that will support and progress economic development in Arun.

 

Additional documents:

Decision:

The Cabinet

 

RESOLVED – That

 

1.  the vision, themes, priorities and opportunities identified in the Arun Economic Development Strategy 2020-2025 be supported; and

 

2.   the preparation of an action plan to progress the delivery of the strategy, priorities and opportunities be supported.

Minutes:

The Chairman presented this report and stated that the last Economic Development Strategy had been produced in 2009 and so it was now timely to review the Council’s approach to economic growth and prosperity.

 

The Group Head of Economy outlined that a detailed economic profile had been collated which provided the economic evidence based for the area and this had been used to identify the strategy priorities.

 

The Strategy had been grouped under three key themes being:

 

·         Future places – shaping places for people to live, work and visit

·         A business success story – attracting investment and success, giving businesses the space and support to grow and prosper

·         Prosperous and happy communities – putting people centre stage and supporting people to live healthy, happy and prosperous lives.

 

Looking at the economy of Arun and the key issues, it was outlined that the District did have some strengths and needed to focus on these as well as tackling all the challenges outlined in the report.   The major challenges of having an ageing population were outlined and the need to focus on ensuring that the younger population coming forward were well skilled and qualified to meet all the challenges highlighted in the report.   

 

            Prior to inviting questions, the Chairman thanked the Group Head of Economy for providing such a detailed report containing very interesting and useful statistics and evidence for the District, this had been developed through partnership working with the business community and it sat well with the Council’s membership with other economic partnerships such as the Coast to Capital Local Economic Partnership and Greater Brighton Economic Board.

           

            The key themes of the report discussed were the challenges that the Council faced in tackling pockets of deprivation within the District as these had a major impact on the lives and wellbeing of individuals living in these areas.  The work of the Arun Wellbeing team was praised in attempting to tackle day to day life challenges.  The level of skills in the District remained disappointing and the level of low wages which was thought to be a result of seasonal working and it was recognised that progress needed to be made to increase wage levels.  The survival rate for businesses was applauded and was something to celebrate.

 

The opportunities that the report highlighted were applauded, many of which had formed items already discussed earlier in the meeting such as Business Rate Pooling and Gigabit expansion.  It was noted that there were also major opportunities for the Council in working with the University of Chichester to ensure that educated young people remained to live and work in the District.

 

The Chairman in response stated that it was vital for the Council to ensure that skills and wage levels were improved within the District as agreed by the Council in confirming its priorities on 13 November 2019.  This was required to improve the prosperity of the District and the need to look at transport opportunities such as the A29 realignment, the A27, and the  ...  view the full minutes text for item 335.

336.

Revenues and Benefits Risk Based Verification Policy pdf icon PDF 128 KB

This report seeks Cabinet approval for the adoption of Risk Based Verification in the administration of Housing Benefit and Council Tax Reduction claims.

 

Additional documents:

Decision:

The Cabinet

 

RESOLVED – That

 

1.  the use of Risk Based Verification and the Risk Based Verification Policy in the administration of new claims and changes in circumstance for Housing Benefit and Council Tax Reduction from 13 January 2020 be approved; and

 

2.  delegated authority be granted to the Group Head of Corporate Support (Section 151 Officer) and Group Head of Residential Services to make minor amendments to the Risk Based Verification Policy following consultation with the Cabinet Member for Corporate Support and Cabinet Member for Residential Services

Minutes:

The Cabinet Member for Residential Services, Councillor Mrs Gregory, introduced this item and explained that approval was being sought to approve and adopt the use of a Risk Based Verification Policy to assist in the administration of new claims and changes in circumstances for Housing Benefit and Council Tax Reduction from 13 January 2020.  She emphasised that this would allow for applications to be administered more quickly whilst at the same time would allow the opportunity to identify fraud more easily and allowing Officers more time to investigate applications.

 

            The Cabinet

 

                        RESOLVED – That

 

(1)          The use of Risk Based Verification and the Risk Based Verification Policy in the administration of new claims and changes in circumstance for Housing Benefit and Council Tax Reduction from 13 January 2020 be approved; and

 

(2)          Delegated authority be granted to the Group Head of Corporate Support (Section 151 Officer) and Group Head of Residential Services to make minor amendments to the Risk Based Verification Policy following consultation with the Cabinet Member for Corporate Support and Cabinet Member for Residential Services.

 

The Cabinet confirmed its decision as per Decision Notice C/026/091219, a copy of which is attached to the signed copy of the Minutes.

 

 

337.

Supplementary Estimate for Nightly Paid Accommodation to Meet the Council's Statutory Homeless Duties pdf icon PDF 408 KB

This report provides an update on the budgetary position in respect of nightly paid accommodation to meet the Council’s statutory homeless duties through a supplementary estimate of £500k net expenditure for 2019/20.  

 

Decision:

The Cabinet

 

RECOMMEND TO FULL COUNCIL

 

That a supplementary estimate of £500k net expenditure (equivalent to a Band D Council Tax of £8.15) to support expenditure on nightly paid accommodation to meet the Council’s statutory homeless duties be approved.

Minutes:

The Cabinet Member for Residential Services, Councillor Mrs Gregory, presented this item which provided an update on the budgetary position in respect of nightly paid accommodation.  As levels of homelessness had increased exponentially it was necessary to ask the Council to approve a supplementary estimate of £500k to support expenditure on nightly paid accommodation so that the Council could meet its statutory homeless duties for 2019/20.

Councillor Mrs Gregory confirmed that the Council cared a lot about its homeless population and did all that it could to support them in an unsettled time in their lives. The figures in the report confirmed that 28% of 86 applicants were single people and it was felt that the cause of the situation could be a result of the reduced funding from West Sussex County Council to voluntary organisations. 

 

The Director of Place outlined that this report followed on from the Budget Variation Report considered earlier in the meeting.  The homelessness situation had been exacerbated following the introduction of the Homeless Reduction Act in April 2018, which had seen both an increase in presentations and use of emergency accommodation.  This problem was not unique to Arun and was relative of the current national picture.  

 

Having discussed the potential causes, Cabinet agreed that prevention was where the Council need to focus on to mitigate the situation.  The Director of Place explained that there was a raft of ways in which the Council could work to ensure that the levels of homelessness could be reduced, and she confirmed that this issue was addressed in the next report to be considered on the agenda.

 

            Following some further discussion, the Cabinet

 

            RECOMMEND TO FULL COUNCIL

 

            That a supplementary estimate of £500k next expenditure (equivalent to Band D Council Tax of £8.16) to support expenditure on nightly paid accommodation to meet the Council’s statutory homeless duties be approved.

 

The Cabinet confirmed its decision as per Decision Notice C/027/091219, a copy of which is attached to the signed copy of the Minutes.

 

(During the course of the discussion on this item, Councillor Dr Walsh declared a Personal Interest as a Member of West Sussex County Council).

           

 

338.

Modernisation of the Housing Service pdf icon PDF 332 KB

This report seeks Member approval for the financial implications of the modernisation of the Housing Service.

 

Additional documents:

Decision:

The Cabinet

 

RECOMMEND TO FULL COUNCIL - That

 

1.     a general fund supplementary estimate of up to £172k (which equates to a Band D equivalent of £2.81) for the potential redundancy and pension strain costs to meet the Council’s statutory homelessness duties, which will result in growth to the base budget of up to £260k (which equates to Band D equivalent £4.26) be approved;

 

2.     a housing revenue account supplementary estimate of £294k (which equates to a weekly rent of £1.69 per dwelling) for the potential redundancy and pension strain costs associated with the Housing Revenue Account, which will result in growth to the base budget of up to £67K (which equates to a weekly rent of £0.39 per dwelling) be approved; and

 

3.     the competency Framework “Arun Cares” which was introduced in September 2018 and which sets out expectations for service delivery (Appendix 1 to the report) be noted.

 

Minutes:

The Cabinet Member for Residential Services, Councillor Mrs Gregory, presented this report which provided a detailed update on the modernisation of the Housing Service and what the financial implications were to ensure that the service was fit for purpose allowing it to meet its statutory duties and to comply with regulatory requirements.

 

It was outlined that it had been over 15 years since the structure of the Housing Service had been thoroughly reviewed and so a review had long been overdue.  It was explained that it was imperative for the service to be modern, resilient, integrated and customer focused to ensure that the Council could respond to the changing needs of the District’s residents.  The structure had been amplified by the Regulator for Social Housing; a review of all areas of the service, general fund and housing revenue account functions; and the adoption of the Housing Revenue Account (HRA) Business Plan.  All these clearly identified the need to move forward and employ additional staff to face the demands of the service.

 

The Chairman stated that from the previous report it had already been noted that homelessness had been rising steadily over the last 10 years.  In response to the situation and as part of the wider review of the Housing Service, a comprehensive review of how the Council delivered the homeless and housing options services had been undertaken.  It was evident that there needed to be greater focus on the prevention and relief of homelessness in order to move applicants on from emergency accommodation in a timelier way.  In order to achieve this, a new structure with a greater level of staff resources was required.  The Council had also secured some additional Council houses recently and it was outlined that a target of the new administration was to increase housing stock substantially. 

 

            The Cabinet

 

                        RECOMMEND TO FULL COUNCIL – That

 

(1)          A general fund supplementary estimate of up to £172 (which equates to a Band D equivalent of £2.81) for the potential redundancy and pensions strain costs to meet the Council’s statutory homelessness duties, which will result in growth to the base budget of up to £260k (which equates to a Band D equivalent £4.26) be approved;

(2)          A housing revenue account supplementary estimate of £249k (which equates to a weekly rent of £1.69 per dwelling) for the potential redundancy and pension strain costs associated with the Housing Revenue Account, which will result in growth to the base budget of up to £67l (which equates to a weekly rent of £0.39 per dwelling) be approved; and

(3)          The competency Framework “Arun Cares” which was introduced in September 2018 setting out expectations for service delivery (as set out in Appendix One to the report) be noted.

 

The Cabinet confirmed its decision as per Decision Notice C/028/91219, a copy of which is attached to the signed copy of the Minutes.

 

339.

Arun Wellbeing and Health Partnership - 16 October 2019 pdf icon PDF 324 KB

To receive and note the Minutes of the meeting of the Arun Wellbeing and Health Partnership held on 16 October 2019, as attached.

 

Minutes:

The Cabinet received and noted the Minutes of the meeting of the Arun Wellbeing and Health Partnership held on 16 October 2019.

 

340.

Joint Area Committees pdf icon PDF 126 KB

To consider and note the Minutes of the meetings (as attached) of the Joint Area Committees as follows:-

 

(a)   Joint Eastern Arun Area Committee – 11 June 2019

(b)   Joint Western Arun Area Committee – 19 June 2019

 

Additional documents:

Minutes:

The Cabinet received and noted the Minutes of the meetings of the Joint Area Committees as follows: -

 

(1)  Joint Eastern Arun Area Committee – 11 June 2019; and

(2)  Joint Western Arun Area Committee – 19 June 2019.

 

341.

Environment & Leisure Working Group - 7 November 2019 pdf icon PDF 142 KB

To consider any recommendations from the meeting of the Environment & Leisure Working Group held on 7 November 2019.  There are recommendations at:

 

·         Minute 11 [Safer Arun Partnership – Annual Review]; and

·         Minute 12 [Climate Change and Sustainability]

 

Decision:

Following consideration of the Minutes, the Cabinet

 

Minute 11 – Safer Arun Partnership Annual Review

 

RESOLVED – That

 

1.  The work of the Safer Arun Partnership be endorsed and the importance of partnership working in contributing to reducing anti-social behaviour and addressing crime and disorder in Arun be recognised; and

 

2.  Recognition be given to the work of the Safer Arun Partnership in contributing to the delivery of the Council’s strategic priority “supporting you if you need help”.

 

Minute 12 – Climate Change

 

RESOLVED - That

 

1.    Arun District Council declares a Climate Emergency;

 

2.    the impact and mitigation of climate change is considered and incorporate into all policy and key decision making;

 

3.    officers work through the Environment & Leisure Working Group to produce an action plan with milestones to make the activities of Arun District Council carbon neutral by 2030.

 

 

 

 

Minutes:

The Chairman invited the Director of Services to present the Minutes from the meeting of the Environment & Leisure Working Group held on 7 November 2019 and referred Cabinet to two recommendations.

 

The first was at Minute 11 [Safer Arun Partnership – Annual Review] requesting the Cabinet to endorse the work of the partnership and its major contribution to reducing and addressing crime and disorder in Arun.

 

The Cabinet

 

      RESOLVED – That

 

(1)  The work of the Safer Arun Partnership be endorsed and the importance of partnership working in contributing to reducing anti-social behaviour and addressing crime and disorder in Arun be recognised; and

 

(2)  Recognition be given to the work of the Safer Arun Partnership in contributing to the delivery of the Council’s strategic priority “supporting you if you need help”.

 

The Chairman then referred Members to the next recommendation at Minute 12 [Climate Change] and in doing so confirmed that Recommendation 4 [to approve a supplementary estimate of £180k to fund the cost of a Climate Change Manager and Sustainability Manager for three years] be withdrawn.  This was because this cost had been built into the Council’s Budget for 2020/21.

 

The Cabinet, therefore

 

 

            RESOLVED – That

 

(1)        Arun declares a Climate Emergency;

(2)          The impact and mitigation of climate change be considered and incorporated into all Policies and key decision making; and

(3)          Officers work through the Environment & Leisure Working Group to produce an action plan with milestones to make the activities of Arun District Council carbon neutral by 2030.

 

The Cabinet confirmed its decision as per Decision Notice C/029/091219, a copy of which is attached to the signed copy of the Minutes.

 

342.

Exempt information

The Committee is asked to consider passing the following resolution:-

That under Section 100A(4) of the Local Government Act 1972, the public and accredited representatives of newspapers be excluded from the meeting for the following item of business on the grounds that it may involve the likely disclosure of exempt information as defined in Part 1 and Part 5 of Schedule 12A of the Act by virtue of the paragraph specified against the item.

Minutes:

The Cabinet

 

                        RESOLVED

 

That under Section 100A(4) of the Local Government Act 1972, the public and accredited representatives of newspapers be excluded from the meeting for the following item of business on the grounds that they may involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act by virtue of the paragraph specified against the item.

 

343.

Disposal of Freehold Interest in Land on West Bank of the River Arun, Including Littlehampton Marina

Authority is sought from Cabinet for the disposal of freehold land on the West Bank of the River Arun including Littlehampton Marina, for best consideration to deliver the strategic development option for this site as part of an agreed and comprehensive masterplan.

 

Additional documents:

Decision:

The Cabinet

RESOLVED - That:

1.    The freehold disposal of land located on the West Bank of the River Arun including Littlehampton Marina for best consideration within the constraints of the proposed development be approved;

2.    Authority be delegated to the Director for Place, in consultation with the Cabinet Member for Technical Services and the Section 151 Officer, to enter into a Promotion Agreement in respect of the land and agree all terms; and

3.    Authority be delegated to the Director for Place, in consultation with the Cabinet Member for Technical Services and the Section 151 Officer, to agree all terms for the disposal of the land for best consideration, and to conclude any and all associated matters necessary to complete disposal and conveyance of the freehold site.

Minutes:

The Cabinet Member for Technical Services, Councillor Stanley, presented this item stating that a mixed-use redevelopment of the West Bank of the River Arun in Littlehampton, including the area known as Littlehampton Marina, was a great opportunity to provide leisure use, quality housing, including affordable housing, and a regenerative effect on the Town.

 

This strategic development was a key element of the Littlehampton Economic Growth Area designated within the Local Plan. Through the planning process the development would see flood risk to existing properties in this area reduced through the introduction of flood prevention infrastructure.

 

The proposed course of action leading to disposal of the Council’s freehold interest in its land in that area was considered the best way of facilitating this challenging development whilst obtaining best consideration for the Council’s freehold.

 

 

Following some discussion, the Cabinet

 

            RESOLVED – That

 

(1)          The freehold disposal of land located on the West Bank of the River Arun including Littlehampton Marina for best consideration within the constraints of the proposed development be approved;

 

(2)          Authority be delegated to the Director of Place, in consultation with the Cabinet Member for Technical Services and the Section 151 Officer to enter into a Promotion Agreement in respect of the land and agree all terms; and

 

(3)          Authority be delegated to the Director of Place, in consultation with the Cabinet Member for Technical Services and the Section 151 Officer to agree all terms for the disposal of the land for best consideration and to conclude any and all associated matters necessary to complete disposal and conveyance of the freehold site.

 

The Cabinet confirmed its decision as per Decision Notice C/030/091219, a copy of which is attached to the signed copy of the Minutes.

 

344.

Update on Webcasting of Meetings pdf icon PDF 479 KB

This urgent report is presented at the request of the Chairman, Councillor Dr Walsh so the Cabinet can be updated on the actions being taken to respond to serious concerns raised with the recent   webcasting of Council meetings.