Agenda and draft minutes

Full Council
Wednesday 13th January 2021 6.00 pm

Venue: Council Chamber & Blue Room - CC & PG. View directions

Contact: Jane Fulton (Ext 37611) 

Items
No. Item

395.

Welcome

Minutes:

The Chairman welcomed Councillors, representatives of the public, press and officers to the first Full Council Meeting of the New Year.  She extended a special welcome to Honorary Alderman Mr Dingemans.

 

396.

Apologies for Absence

Minutes:

            Apologies for absence had been received from Councillors Jones and Purchase and from Honorary Aldermen, Mrs Goad, MBE, Mrs Morrish and Mrs Stinchcombe.

 

            The Chairman announced that in accordance with Part 5, Section 1, Council Procedure Rule 8 [Cancellation, Postponement or Adjournment of Meetings] of the Constitution and in consultation with the Chief Executive, that on completion of Agenda Item 10 [Arundel A27 Improvements] that she would adjourn the meeting so as to allow the incomplete business remaining from the 26 November 2020 Council meeting [Items 11-17] to be completed.  Following this, she would then resume the business for this meeting.

 

 

397.

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 this 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:

Councillor Smith declared a Pecuniary Interest in relation to Agenda  Item 28 [Cabinet – 14 December 2020 in relation to Minute 377 [Financial Support to Leisure Operating Contract] and he requested to be placed in the waiting room for this item and so would not take part in any debate or vote on this item.

 

            The Chief Executive declared his Personal and Pecuniary Interest in Agenda Item 26 [Chief Executive’s Remuneration Committee – 8 December 2020] and confirmed that he would not remain in the meeting for this item.

 

            Councillor Elkins declared a Personal Interest in Agenda Item 29 [Planning Policy Sub-committee – 15 December 2020 and in specifically in relation to Minute 21 [Community Infrastructure Levy Governance] in his capacity as Cabinet Member for Highways and Transport at West Sussex County Council.  Councillor Elkins confirmed that he would remain in the meeting but would not take part in any debate or vote on the item. 

 

The Declaration of Interest Sheet set out below confirms those Members who had made a declaration of their personal interest as a Member of a Town or Parish Councillor or a West Sussex County Councillor, as confirmed in their Register of Interest as these declarations could apply to any of the issues to be discussed at the meeting. 

 

 

Name

Town or Parish Council or West Sussex County Council [WSCC]

Councillor Tracy Baker

Littlehampton

Councillor Kenton Batley

Bognor Regis

Councillor Jamie Bennett

Rustington

Councillor Paul Bicknell

Angmering

Councillor Billy Blanchard-Cooper

Littlehampton

Councillor Jim Brooks

Bognor Regis

Councillor Ian Buckland

Littlehampton and WSCC

Councillor Mike Clayden

Rustington

Councillor Andy Cooper

Rustington

Councillor Alison Cooper

Rustington

Councillor Sandra Daniells

Bognor Regis

Councillor David Edwards

WSCC

Councillor Roger Elkins

Ferring and WSCC

Councillor Paul English

Felpham

Councillor Inna Erskine

Bognor Regis

Councillor Steve Goodheart

Bognor Regis

Councillor Pauline Gregory

Rustington

Councillor June Hamilton

Pagham

Councillor Shirley Haywood

Middleton-on-Sea

Councillor David Huntley

Pagham

Councillor Henry Jones

Bognor Regis

Councillor Martin Lury

Bersted

Councillor Claire Needs

Bognor Regis

Councillor Mike Northeast

Littlehampton

Councillor Francis Oppler

WSCC

Councillor Jacky Pendleton

Middleton-on-Sea and WSCC

Councillor Vicky Rhodes

Littlehampton

Councillor Emily Seex

Littlehampton

Councillor Martin Smith

Aldwick

Councillor Samantha Staniforth

Bognor Regis

Councillor Matt Stanley

Bognor Regis

Councillor Isabel Thurston

Barnham & Eastergate

Councillor James Walsh

Littlehampton and WSCC

Councillor Jeanette Warr

Bognor Regis

Councillor Amanda Worne

Yapton

Councillor Gillian Yeates

Bersted

 

 

398.

Public Question Time

To receive questions from the public (for a period of up to 15 minutes)

Minutes:

The Chairman invited questions from members of the public who had submitted their questions in advance of the meeting in accordance with the rules of the Council’s Constitution and the Virtual Meeting Procedure Rules amended by the Council on 15 July 2020.

 

The Chairman confirmed that fourteen questions had been submitted – these have been very briefly summarised below:

 

  1. From Mr Cosgrove to the Leader of the Council, Councillor Dr Walsh regarding Bognor Regis Regeneration
  2. From Mrs Tyrell to the Leader of the Council, Councillor Dr Walsh regarding the pedestrianisation of Pier Road, Littlehampton for the 2021 summer season
  3. From Mrs Crosley to the Leader of the Council, Councillor Dr Walsh, regarding Houses in Multiple Occupation and drug related issues in Littlehampton
  4. From Mr Youatt to the Leader of the Council, Councillor Dr Walsh regarding the A27 Arundel By-pass
  5. From Mrs Clark to the Leader of the Council, Councillor Dr Walsh regarding the A27 Arundel By-Pass.
  6. From Dr Davis to the Leader of the Council, Councillor Dr Walsh, regarding the A27 Arundel By-Pass.
  7. From Mrs Tristram to the Leader of the Council, Councillor Dr Walsh regarding the A27 Arundel By-Pass.
  8. From Ms Wagland on behalf of Arundel Scate to the Leader of the Council, Councillor Dr Walsh regarding the A27 Arundel By-Pass.
  9. From Mr Camerer Cuss to the Leader of the Council, Councillor Dr Walsh regarding the A27 Arundel By-Pass.
  10. From Mr Rose to the Leader of the Council, Councillor Dr Walsh regarding the A27 Arundel By-Pass.
  11. From Mr Cosgrove to the Leader of the Council, Councillor Dr Walsh regarding Bognor Regis Regeneration
  12. From Mrs Tristram to the Leader of the Council, Councillor Dr Walsh regarding the A27 Arundel By-Pass.
  13. From Mr Cosgrove to the Cabinet Member for Commercial and Business Development, Councillor Coster regarding Bognor Regis Regeneration
  14. From Mr Cosgrove to the Leader of the Council, Councillor Dr Walsh regarding the Bognor Regis Regeneration presentations.

 

Having considerably extended the time allowed for Public Question Time to all of the questions to be asked and responded to at the meeting, the Chairman confirmed that if any questioner wished to as a supplementary question for them to do so in writing outside of this meeting.  It was confirmed that any such questions submitted would be responded to by the appropriate Cabinet Member in writing.

 

            (A schedule of the full questions asked and the responses provided can be found on the Pubic Question Web page at: https://www.arun.gov.uk/public-question-time )

 

The Chairman then drew Public Question Time to a close.

 

399.

Questions from Members with Pecuniary/Prejudicial Interests

To receive questions from Members with pecuniary/prejudicial interests (for a period of up to 15 minutes)

Minutes:

There were no questions asked.

400.

Petitions

To consider any petitions received from the public.

Minutes:

There were no petitions presented to the meeting.

401.

Minutes pdf icon PDF 222 KB

To approve as a correct record the Minutes of the Meetings of the Council held on 11, 18 and 26 November 2020, which are attached.

Additional documents:

Minutes:

 

            The Minutes of the meetings of the Council held on 11, 18 and 26 November 2020 were approved by the Council as a correct record and would be signed by the Chairman when normal office functions started again, subject to an observation being made in relation to Pages, 1, 17 and 31 of the minutes that referred to the Council meetings having been held in the Arun Civic Centre.  A request was made to ensure that these pages of the minutes be updated to reflect the virtual nature of meetings held.

 

402.

Chairman's Announcements

To receive such announcements as the Chairman may desire to lay before the Council.

 

Minutes:

The Chairman outlined that she was delighted to be able to confirm that Mr Brian Knight from Bognor Regis had been awarded an MBE for his services to the community in Bognor Regis in the Queen’s New Year’s Honours list.

 

The Chairman asked the Council to join her in congratulating Mr Knight for his outstanding service and she invited Councillors to take part in a round of applause to the screen in recognition of his services.

 

The Cabinet Member for Planning, Councillor Lury, also spoke in support of Mr Knight’s achievements and his dedication to serving the community.

 

 The Chairman then provided an overview of her activities held since the last meetings of Full Council held in November 2020.

 

Councillor Oppler then made a personal statement explaining that during the proceedings of the last Full Council meeting [26 November 2020], the Monitoring Officer and the Chairman had had to speak to him about his conduct as it appeared that his attention was distracted away from that meeting. As this was seen as not showing respect to the Chairman or to the Members of the Council, Councillor Oppler confirmed that he had since reflected on the words of the Monitoring Officer and of the Chairman and in consequence he asked the Chairman to accept his apology as he intended no disrespect and confirmed that this situation would not happen again.

 

In accepting Councillor Oppler’s apology, the Chairman stated that having consulted with Group Leaders of the Council she felt that it was appropriate and an opportunity for any other Council to bring forward an apology if they felt that they would like to do so.

 

Councillor Dendle confirmed that he wished to apologise for his conduct at the last Council meeting and for any offence caused.   With the New year he felt that it was time to move on and set a more collaborative stance for the future.

 

Councillor Roberts confirmed that he agreed to the need to move forward positively and to put behind the events of last year.  He stated that he too wished to apologise for anything that deemed his behaviour to be construed as disrespectful.

 

403.

Urgent Matters

To deal with business not otherwise specified in the Council summons which, in the opinion of the Chairman of the Council (in consultation with the Chief Executive), is business of such urgency as to require immediate attention by the Council.

Minutes:

There were no items for this meeting.

404.

Motions

To confirm that no Motions have been received for this meetig in accordance with Council Procedure Rule 14.1 and 14.2.

Minutes:

The Chairman confirmed that no Motions has been submitted for this meeting.

405.

A27 Arundel Improvements pdf icon PDF 273 KB

Following Highways England’s Preferred Route Announcement (Grey Route), the report seeks to provide a corporate response to that announcement.

Additional documents:

Minutes:

The Chairman invited the Chief Executive to present this item. He confirmed that following the Special meeting of the Council held in October 2019, he had written to Highways England (HE) confirming that there had been overwhelming support for the Magenta route.  In that letter, the Council had also urged HE to consider all potential opportunities on a preferred route that would reduce the impact on the environment and residents.  Since that time, HE had announced its new preferred route as Grey (5BV1) on 15 October 2020 and all Members should have received HE’s leaflet on this proposal.

 

It was confirmed to Councillors that the report before them was not a report that requested a final definitive decision on the matter, but “interim observations” of the Council, as the Council had not discussed the latest Grey route proposal.

 

The report included the outline reasons for the HE’s proposal and the initial mitigation measures proposed by them.  Some of these mitigations might address the Council’s 2019 request to “reduce the impact upon residents and the environment”, but that was for Councillors to consider in debating this item.

 

            The Leader of the Council, Councillor Dr Walsh, confirmed that having widely consulted he proposed to withdraw this motion and that it be deferred until either the formal consultation had started by HE or the mitigation report was received from HE, whichever happened first.

 

            The proposal to withdraw this item was then seconded by Councillor Gunner.

 

            The Council

 

                        RESOLVED

 

That the report on the A27 Arundel Improvements be withdrawn and deferred until either the formal consultation was started by Highways England or the mitigation report was received from, HE, whichever happened first.

 

            The Chairman announced that in line with her announcement made earlier in the meeting, in line with Part 5, Section 1, Council Procedure Rule 8 [Cancellation, Postponement or Adjournment of Meetings] of the Constitution and in consultation with the Chief Executive, she would adjourn the meeting at this point so as to allow the incomplete business remaining from the 26 November 2020 Council meeting [Items 11-17] to be completed. 

 

            The meeting of Full Council on 13 January 2021 in respect of Items 18 to 32 was adjourned.

 

            The meeting turned its attention to Items 11 to 17 on the agenda which was the outstanding business from the adjourned meeting of Full Council held on 26 November 2020.

 

 

 

 

 

 

406.

Planning Policy Sub-Committee - 22 September 2020 pdf icon PDF 119 KB

The Chairman, Councillor Mrs Yeates, will present the Minutes from the meeting of the Planning Policy Sub-Committee held on 22 September 2020.  There are recommendations at:

 

o    Minute 14 [Arun District Council Infrastructure Funding Statement (IFS) 2019/20 – to view the Officer’s report, please click on this link – Report

 

 

Minutes:

 

            The Chairman, Councillor Mrs Yeates reintroduced this item reminding Councillors that at the last meeting of Full Council held on 26 November 2020, it had been adjourned halfway through the taking of the named vote on Minute 14 [Arun District Council Infrastructure Funding Statement (IFS) 2019/20 and so there was no need to propose and second this item again.

 

            The Council

 

                        RESOLVED

 

That the Arun Infrastructure Funding statement 2019/2- be approved and published on the Council’s web site in accordance with Regulation 121A of the Community Infrastructure Levy Regulations 2010 (as amended).

 

407.

Standards Committee - 24 September 2020 pdf icon PDF 120 KB

The Chairman, Councillor Edwards, will present the Minutes from the meeting of the Standards Committee held on 24 September 2020.  There are no recommendations.

 

Minutes:

            The Chairman, Councillor Edwards, presented the Minutes from the meeting of the Standards Committee held on 24 September 2020.

 

408.

Development Control Committee - 30 September 2020 pdf icon PDF 221 KB

The Chairman, Councillor Bennett, will present the Minutes from the meeting of the Development Control Committee held on 30 September 2020.  There are no recommendations.

 

Minutes:

The Chairman, Councillor Bennett, presented the Minutes from the meeting of the Development Control Committee held on 30 September 2020.

409.

Overview Select Committee - 6 October 2020 pdf icon PDF 237 KB

The Chairman, Councillor Northeast, will present the Minutes from the meeting of the Overview Select Committee held on 6 October 2020.  There are no recommendations.

 

Minutes:

            The Chairman, Councillor Northeast, presented the Minutes from the meeting of the Overview Select Committee held on 6 October 2020, which had been circulated separately to the agenda.

 

 

410.

Littlehampton Regeneration Sub-Committee 7 October 2020 pdf icon PDF 143 KB

The Chairman, Councillor Miss Seex, will present the Minutes from the meeting of the Littlehampton Regeneration Sub-Committee held on 7 October 2020.  Any recommendations will be reported to the meeting.

 

Minutes:

            The Chairman, Councillor Miss Seex, presented the minutes from the meeting of the Littlehampton Regeneration Sub-Committee held on 7 October 2020.

 

            Councillor Gunner asked a question in accordance with Council Procedure Rule 13.1 in relation to Minute 17 [Position Statement] asking if he could be provided with an update in terms of progress made with the Public Realm for Littlehampton as this had been heavily discussed at that meeting.  The Leader of the Council, Councillor Dr Walsh, confirmed that he believed that all Councillors had been informed that the tender had been let following 3 or 4 bid submissions and the tender had been let for the preliminary works which had already commenced.  The project was still on schedule to being ‘spade in the ground’ works to begin in March 2020.

 

411.

Cabinet - 19 October 2020 pdf icon PDF 271 KB

The Chairman, Councillor Dr Walsh, will present the Minutes from the meeting of Cabinet held on 19 October 2020.  There is a recommendation at:

 

o   Minute 257 – [Engineering Services Annual Review] – to view the Officer’s report and Appendices, please click on this link – Report and Appendix 1 and

Appendix 2

o   Minute 260 -Supplementary Estimate for the Procurement and Award of a New Housing Management IT System] – to view the Officer’s report, please click on this link - Report

 

Additional documents:

Minutes:

            The Chairman, Councillor Dr Walsh, presented the Minutes from the meeting of Cabinet held on 19 October 2020.

 

            Councillor Dr Walsh drew Members’ attention to the first of a series of recommendations at Minute 257[Engineering Services Annual Review] which he duly proposed.  The recommendation was then seconded by Councillor Stanley.

 

            The Council

 

                        RESOLVED 

 

That a supplementary estimate for a sum of £30,000 be approved (which equates to a Band D Council Tax equivalent of £0.48) with underspends carried forward to future financial years to investigate the introduction of a Coastal Change Management Plan.

 

            The Chairman then alerted Councillors to the next recommendation at Minute 260 [Supplementary Estimate for the Procurement and Award of a New Housing Management IT System] which he said was crucial for the successful running of the Council’s housing revenue account and services to tenants. It was explained that the current system was way out of date and needed to be replaced and so approval was sought for a supplementary estimate to allow the procurement of the project to proceed. Councillor Dr Walsh urged Councillors to support the recommendation as to not do so would mean that the Council would not have a fit for purpose IT system in place to serve its tenants.  The recommendation was then seconded by Councillor Mrs Gregory.

 

            Firstly, Councillors spoke in support of the recommendation stating that the old system had been purchased in 2011/12 and as IT systems generally lasted for around 5 years, this system was overdue for an upgrade which would provide housing staff with a wealth of tools to continue the Council’s excellent work to improve efficiency and the customer experience in general.  It was also explained that the system would be utilised by other service areas within the Council such as the Property and Estates section to manage the maintenance of Arun’s estates.

 

            Those speaking against the recommendation expressed concern about the level of expenditure at a time when the District’s residents were struggling and when the Council was also proposing to raise its Council Tax.  It was felt that the current economic struggles in the District should not be ignored.  The other major concern was around employment in the Council and that the new system could force efficiency savings within the Housing Department that could then lead to staff being made redundant and so this was why many Councillors felt that they could not support the recommendation.  Those Councillors expressing these views asked for an assurance to be provided confirming that Housing positions would be protected and that the installation of such a system would not result in efficiencies leading to redundancies being made and at a time of great uncertainty.

 

            The Chief Executive was asked if he could provide a ‘cast iron’ guarantee that there would be no job losses as a result of this new system.   The Chief Executive confirmed that although the new system would make the Housing Department more efficient, there was no intention, at this point, to make staff efficiencies  ...  view the full minutes text for item 411.

412.

Bognor Regis Regeneration Sub-Committee - 21 October 2020 pdf icon PDF 140 KB

The Chairman, Councillor Stanley, will present the Minutes from the Bognor Regis Regeneration Sub-Committee held on 21 October 2020.  There are no recommendations.

 

Minutes:

            The Chairman, Councillor Stanley, presented the Minutes from the meeting of the Bognor Regis Sub-Committee held on 21 October 2020.

 

            Councillor Brooks then asked a question in accordance with Council Procedure Rule 13.1 in relation to Minute 10 [Strategic Overview of Arun District Council’s Tourism Service] stating that once out of lockdown one certainty was that there would be a great surge in ‘staycations’ and so how did the Council plan to use the Sussex by the Sea website to take advantage of this situation.

 

            Councillors Goodheart and Roberts also asked questions in relation to this minute raising concerns that the Economic Regeneration team was understaffed and therefore could not develop tourism in the way that it wanted as well as asking questions about the future of the two Regeneration Sub-Committees.

 

            The Chairman, Councillor Stanley, responded confirming that he did think that staycations were something that Bognor Regis and Littlehampton could utilise over the coming years. He also confirmed that meetings of both Regeneration Sub-Committees would take place in March 2020.

 

            The Chairman then drew the outstanding business remaining from the Full Council meeting held on 26 November 2020 to a close.

 

            The Chairman also called a 15-minute adjournment.

 

413.

Housing & Customer Services Working Group - 5 November 2020 pdf icon PDF 182 KB

The Chairman, Councillor Bennet, will present the Minutes from the meeting of the Housing & Customer Services Working Group held on 5 November 2020.  There are no recommendations.

 

Minutes:

            The Chairman, Councillor Bennett, presented the Minutes from the meeting of the Housing & Customer Services Working Group held on 5 November 2020.

 

414.

Cabinet - 16 November 2020 pdf icon PDF 281 KB

The Chairman, Councillor Dr Walsh, will present the Minutes from the meeting of Cabinet held on 16 November 2020.  There are a range of recommendations at:

 

o    Minute 285 [Place St Maur, Bognor Regis] – to view the Officer’s report, please click on this link – Report and Appendix

o    Minute 286 [Sunken Gardens, Bognor Regis] – to view the Officer’s report, please click on this link - Report and Appendix

 

 

 

 

 

 

 

 

Additional documents:

Minutes:

The Chairman, Councillor Dr Walsh, presented the Minutes from the Cabinet Meeting held on 16 November 2020. 

 

            Councillor Dr Wash alerted Councillors to two recommendations at Minute 285 [Place St Maur, Bognor Regis], which formally proposed.  The recommendations were then seconded by Councillor Stanley.

 

            Debate commenced with one Councillor stating that he felt that these recommendations were premature and so should be delayed until Councillors had had the opportunity to view all of the Bognor Regis Presentations planned next month as there could be an opportunity that could remove the need to spend tax payers money.  Councillors were asked to express their views and thoughts on this suggestion.

 

            There were other Councillors who agreed stating that it made sense to wait and see what ideas the presentations might bring, and that any refurbishment of the Place St Maur should be undertaken in conjunction with all other regeneration projects.  There was real concern that this project could prevent other regenerations projects from taking place.

 

            Following some further discussion, Councillor Cooper confirmed that he would be happy to second this proposal and defer consideration of the recommendations until after the presentations had been heard.

 

            It was explained to Councillor Cooper that a formal proposal had not been properly moved and the Chairman sought advice from the Interim Monitoring Officer and the Officer team in terms of the factual background involved with this project. 

 

            The Director of Services explained that any further delay or deferral would jeopardise the £1.2m worth of funding that the Council had successful bid for from the Coast to Capital Local Enterprise Partnership.  Councillors were reminded that this was amazing opportunity for the District and the Town and that the project was well under way as it needed to be in terms of the project timescales that had to be adhered to, in spending the £1.2m funding. Councillors were asked if they really wanted to pass up on the opportunity to commence a superb scheme for all residents and they were reassured that in no way did this project prevent any other schemes from coming forward as this was a self-contained site of regeneration and in no way did it prevent other regeneration schemes from coming forward.

 

            Various Points of Order and Points of Clarification were then made where the Director of Place was asked to give her reassurance that the continuation of the Place St Maur project would in no way effect other opportunities that could be presented for other sites or which could possibly overlap into this site.  The Director of Services reconfirmed what she had already said in that this project did not prevent regeneration in anyway around the Place St Maur and the boundary up to the Regis Centre, it would be a real attraction for events and tourism.

 

            Councillor Roberts then confirmed that he wished to propose that consideration of this item be deferred. This was because he wished to hear first the content of the regeneration presentations planned as it was hoped  ...  view the full minutes text for item 414.

415.

Audit & Governance Committee - 19 November 2020 pdf icon PDF 139 KB

The Chairman, Councillor Mrs Erskine, will present the Minutes from the Audit & Governance Committee held on 19 November 2020.  There are a range of recommendations at:

 

o    Minute 311 [Independent Members’ Remuneration Panel – Review of Special Responsibility Allowances] – to view the report of the Independent Remuneration Panel, please click on this link – Covering Report and Panel’s Report

o    Minute 315 [Treasury Management Mid-Year Report] – to view the Officer’s report, please click on this link - Report

o    Minute 316 [Data Protection Breach Overview] – to view the Officer’s report, please click on this link - Report

 

Minutes:

            The Vice-Chairman, Councillor Mrs Haywood, presented the minutes from the meeting of the Audit & Governance Committee held on 19 November 2020. 

 

            Councillor Mrs Haywood alerted Members to the first of a series of recommendations the first being at Minute 311 [Independent Remuneration Panel – Review of Special Responsibility Allowances for 2021] which she formally proposed.  The recommendations were then seconded by Councillor Bennett.

 

            The Council

 

                        RESOLVED – That

 

(1)          Each Service Committee Chairman receives an allowance of £5,004 and each Vice-Chairman receives an allowance of £1,651; and

 

(2)          The recommendations set out in the Independent Remuneration Panel’s report which had been attached at Appendix 1 be approved.

 

            Councillor Mrs Haywood then drew to the attention of Members the next set of recommendations at Minute 315 [Treasury Management Mid-Year Report] which she formally proposed.  The recommendations were then seconded by Councillor Bennett.

 

 

 

 

 

 

            The Council

 

                        RESOLVED – That

 

(1)          The actual prudential and treasury indicators for 2020/21 contained in the report be approved;

 

(2)          The treasury management mid-year review for 2020/21 be noted; and

 

 

(3)          The treasury mid-year activity for the period ended 30 September 2020, which had generated interest receipts of £331.00 (0.92%) year to date; against a budget of £550,000 (1.25%) for the full year be noted.

 

            Councillor Mrs Haywood then presented the last four recommendations at Minute 316 [Data Protection Breach Overview] which she formally proposed.  The recommendations were then seconded by Councillor Bennett.

 

            The Council

 

                        RESOLVED – That

 

(1)          The summary of findings from the data protection breach be noted by Full Council and the Standards Committee;

 

(2)          It recognises, engages and fully endorses the importance of all Members and Officers completing mandatory training and adhering to Policies, in order to minimise the risk of future data protection breaches;

 

(3)          It recognises that the Council is responsible and accountable for breaches of data protection, and as such, can face large fines, be liable to pay compensation and suffer adverse reputational damage; and

 

(4)          Council IT equipment should not be issued until the relevant security policies have been signed.  In the case of re-elected Members who already have equipment, their accounts should be disabled until policies are signed.

 

416.

Development Control Committee - 25 November 2020 pdf icon PDF 145 KB

The Chairman, Councillor Bennett, will present the Minutes from the meeting of the Development Control Committee held on 25 November 2020.  There is one recommendation at:

 

o    Minute 327 [Options for Introducing Further Controls on the Definition and Number and Quality of Houses in Multiple Occupation] – to view the Officer’s report, please click on this link – Report

 

Minutes:

            The Chairman, Councillor Bennett, presented the Minutes from the meeting of the Development Control Committee held on 25 November 2020

 

            Councillor Bennett then proposed a recommendation at Minute 327 [Options for Introducing Further Controls on the Definition, Number and Quality of houses in Multiple Occupation] and this was seconded by Councillor Ms Thurston.

 

            Debate on this recommendation saw Councillors asking if there was any opportunity to get these restrictions in the locations in and around Bognor Regis as there were clusters that as a Planning Committee could not be objected to.

 

            Statements were also made confirming that it was imperative for the Council to clamp down hard on those landlords who continued to rent out  accommodation that was in an appalling condition to the most vulnerable in society. 

 

            In response both Councillors Bennett and Stanley explained that Houses in Multiple Occupation (HMOs) were an essential element of the Council’s housing stock and that it was vital that the community had access to them.  It was accepted that both in Bognor Regis and Littlehampton there were areas that were being converted into HMOs rapidly and that this had many impacts such as appropriate on-street parking.  If the recommendation was approved, it would allow the Council to continue with its research work to tackle a range of issues and the concerns raised by Councillor Buckland which were more relevant to a later recommendation that Council would consider from the Housing & Customer Services Working Group and Cabinet.  This proposal was about the quantity and compact nature of HMOs.

 

     The Council

 

                 RESOLVED

 

That the Council undertake further research with Housing Services in order to establish evidence to determine the justification and role for designating Article 4 Directions(s) in Bognor Regis as a priority and to keep the matter under relevant review for Littlehampton, unless the work also confirms that there is sufficient justification to bring a further Article 4 Direction(s) forward at the same time.

 

417.

Constitution Working Party - 30 November 2020 pdf icon PDF 238 KB

The Chairman, Councillor Mrs Yeates, will present the Minutes from the meeting of the Constitution Working Party held on 30 November 2020.  There are a range of recommendations at:

 

o    Minute 30 [Committee Responsibility for Land Property and Asset Management] – the Officer’s report and Appendix is attached

o    Minute 31 [Consolidated Report on Outstanding Planning Issues] – the Officer’s report and Appendix is attached

o    Minute 32 [Referral of Motion 4 From Full Council on 18 November 2020 to this Working Party on Call-In] – the Officer’s report is attached.

 

Additional documents:

Minutes:

            The Chairman, Councillor Mrs Yeates, presented the minutes from the Constitution Working Party held on 30 November 2020.

 

            Councillor Mrs Yeates confirmed that the first set of recommendations were at Minute 29 [Committee responsibility for Land Property and Asset Management} which she formally proposed.  The recommendations were then seconded by Councillor Mrs Gregory.

 

            The Council

 

                        RESOLVED – That

 

(1)          It be noted that the Residential and Wellbeing Service Committee is delegated all functions (acquisition, disposal, declaring as surplus to requirements, repair and maintenance) relating to HRA land assets and property both residential and commercial (this includes the small number of residential properties held for accounting purposes in the General Fund but let and managed by Residential Services);

 

(2)          The Economic Committee be delegated responsibility for all functions (acquisition, disposal, declare as surplus to requirements, repair and maintenance_ functions relating to the General Fund land assets and property both residential and commercial; responsibility for the General Fund Property Investment Strategy and the Development of a Commercial Strategy;

 

(3)          The threshold value for delegation to Officers remain as they are but Corporate Policy and Performance Committee be delegated responsibility for reviewing the thresholds in consultation with the Chief Executive and Section 151 Officer; and

 

(4)          The Monitoring Officer make consequential changes to the wording of the Committee’s terms of reference to reflect the outcome of the above recommendations.

 

            Councillor Mrs Yeates then drew Members’ attention to the next set of recommendations at Minute 30 [Consolidated Report on Outstanding Planning Issues] which she formally proposed.  The recommendations were then seconded by Councillor Mrs Gregory.

 

 

            Debate firstly focused on proposals to rename the Development Control Committee the Planning Committee and what the future size of the Committee should be.   There were many Councillors who could not support the suggested name of the size which would see the Committee having a reduced membership size of 11 Councillors. It was felt to name the Committee the Planning Committee would cause confusion as the Council would have a Service Committee called the Planning Policy Committee.

 

            On membership size, as a quasi-judicial Committee it was essential to ensure that representation on the Committee was from all parts of the District which could not be achieved with a reduced membership and would disenfranchise parts of the District.  Requests were made to keep the membership unchanged at 15. 

 

            In terms of the other recommendations proposed, Recommendations (2), (3) and (4) these were supported though it was felt that the Committee should be involved in ensuring that its rules and responsibilities be debated by the Committee, this had always been the case in the past.  Finally, it was felt that there was an urgent need for further training to be organised which had not taken place since the start of the pandemic.

 

            Following further debate, the Council

 

                        RESOLVED – That

 

(1)          The Development Control Committee be renamed the Planning Committee;

 

(2)          The Planning Local Code and the Public Speaking Rules be consolidated as one document renamed ‘Planning Local Protocol’ as set  ...  view the full minutes text for item 417.

418.

Overview Select Committee - 1 December 2020 pdf icon PDF 237 KB

 

            The Chairman, Councillor Northeast, will present the Minutes from the meeting of the Overview Select Committee held on 1 December 2020.  There are no recommendations.

 

 

Minutes:

            The Chairman, Councillor Northeast, presented the minutes from the meeting of the Overview Select Committee held on 1 December 2020.

 

419.

Development Control Committee - 2 December 2020 pdf icon PDF 159 KB

The Chairman, Councillor Bennett, will present the Minutes from the meeting of the Development Control Committee held on 2 December 2020.  There are no recommendations.

 

Minutes:

            The Chairman, Councillor Bennett, presented the minutes from the Development Control Committee held on 2 December 2020.

 

420.

Standards Committee - 3 December 2020 pdf icon PDF 134 KB

The Vice-Chairman, Councillor Bennett, will present the Minutes from the Standards Committee held on 3 December 2020.  There are no recommendations.

 

Minutes:

            The Vice-Chairman, Councillor Bennet, presented the minutes from the Standards Committee held on 3 December 2020.

 

421.

Chief Executive's (CEO) Remuneration Committee - 8 December 2020 pdf icon PDF 116 KB

The Chairman, Councillor Mrs Gregory, will present the Minutes from the Chief Executive’s Remuneration Committee held on 8 December 2020.  There is one recommendation at:

 

Minute 369 [Chief Executive’s Remuneration 2020/21] – to view the Officer’s report – please click on this link – Report  and Appendix

 

 

 

 

 

Minutes:

(Prior to the commencement of this item, the Chief Executive re-declared his Personal and Pecuniary Interest made at the start of the meeting and requested to be placed in the Waiting Room for the duration of this item).

 

            Following a Point of Order made, the Chairman of the Council, Councillor Mrs Worne, resumed as Chairman for the duration of the meeting.

 

            The Chairman, Councillor Mrs Gregory, presented the minutes from the meeting of the Chief Executive’s (CEO) Remuneration Committee held on 8 December 2020.

 

            Councillor Mrs Gregory referred to a recommendation at Minute 367 [Chief Executive Remuneration – 2020/21] which she duly proposed confirming that the level of performance related pay agreed by the Committee for 2020/21 be 2%.  The recommendation was then seconded by Councillor Clayden who confirmed that the Committee had been working to a Policy agreed by the Committee quite a few years ago which would be reviewed next year.  The pay increase proposed was in line with the agreed Policy that the Committee worked to.

 

            Requests were made by Councillors Roberts and Gunner for the Chief Executive to be invited back into the meeting so that Councillors could question him and specifically ask if he would be willing to accept a pay freeze in solidarity with other Council staff.

 

            Many Councillors then spoke in support of agreeing a pay freeze which would be the situation for all Council employees in 2021.

 

            Other Councillors spoken firmly against this suggestion because the Chief Executive had a contractual agreement in place with the Council and so the Committee and ultimately the Council had a contractual obligation to approve performance related pay in this way recommended by the Committee.  The Interim Monitoring Officer was asked to provide advice.

 

            The Interim Monitoring Officer confirmed this to be the case and that if the Committee had recommended a 2% increase, then this is what the Chief Executive was entitled to receive. If the Chief Executive willingly chose to forego the 2% increase or any part of it after it had been offered to him, that was his right to do, nobody else’s. He was contractually entitled to the calculation proposed and it would be very difficult, if not impossible, to find a reason to go against the contractual obligation. The other issue for Members to be aware of was that the Chief Executive had quite righty declared a Personal and Pecuniary Interest in this matter and had left the meeting so as not to influence the debate in any way.  To request that he return to the meeting to answer questions would not be acceptable.

 

            There were Councillors who confirmed that they fully supported the advice provided and that the existing Contract in place should not be breached.  The Council was within its rights to express any concerns but at the end of the day the agreement in place had to be honoured and left until such was the appropriate time to reconsider any of the arrangements in place.

 

            Following further debate,  ...  view the full minutes text for item 421.

422.

Change to the Order of the Agenda

Minutes:

       The Chairman requested and the Council agreed to a change to the order of the agenda to allow Items 31 [Committee Memberships] and 32 [Representation on Outside Bodies] to be considered next.

 

 

 

423.

Committee Memberships

Any changes to Committee Memberships that need noting by the Council will be reported at the meeting.

Minutes:

The Council noted the following changes in Committee Memberships:

 

(1)     Councillor Mrs Catterson becomes a member of the Housing & Customer Services Working Group;

(2)     Councillor Bennett fills the Liberal Democrat vacancy on the Chief Executive (CEO) Remuneration Committee;

(3)      Councillor Bennett replaces Councillor Oppler on the Planning Policy Sub-Committee; and

(4)      The membership of the newly formed Planning Review Working Party is:

 

Councillors Stanley (Chairman)

Mrs Cooper (Vice-Chairman)

Bennett

Chapman

Coster

Lury

Roberts

Ms Thurston

 

                 Councillor Gunner announced that Councillor Mrs Pendleton had become the Deputy Leader of the Conservative Group and he thanked Councillor Dendle for his hard work and for being the Group’s Deputy since May 2019.

 

 

424.

Representation on Outside Bodies

The Council is asked to approve any changes to its representation on Outside Bodies.

Minutes:

                 The Leader of the Council confirmed the following changes in representation to Outside Bodies which were then approved.

                 The Council

 

                        RESOLVED

 

That the following changes in representation to Outside bodies be approved:

 

(1)  Councillor Mrs Staniforth replaces Councillor Miss Seex on Tourism South East;

(2)  Councillor Lury replaces Councillor Dixon as the appointee for South East Employers; and

(3)  Councillor Dr Walsh fills the Council’s vacant set on the Littlehampton Harbour Board, as confirmed by Cabinet on 14 December 2020.

 

       The Chairman then announced that it was her wish to apply Council Procedure Rule 8, to adjourn the meeting to 25 January 2021 at 6.00 pm.  Having consulted with the Chief Executive, this adjournment was confirmed.