Agenda and minutes

            Members and Officers are reminded 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 officer should make their declaration by stating :

a) the application they have the interest in

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

c) the nature of the interest

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

          None.

To approve as a correct record the Minutes of the meeting of the Environment & Leisure Working Group  held on 27 February 2020.

The minutes of the last Environment & Leisure Working Group that was held on 27 February 2020 were approved.

For the Working Group to agree the start times of meetings for the new municipal year.

The Working Group

                     RESOLVED

                     The start times of its meeting for the municipal year 2020/21 be 6pm.

This report will provide an overview of the Council’s roles and responsibilities as a Category One responder. A presentation will also be given at the meeting.

Members are requested to note this update report.

The Emergency Planning Offer introduced his report and provided the Working Group with a detailed presentation.

                     There were a number of questions asked by the Working Group and these are detailed below:

• It was asked where Councillors would be able to find the emergency risk plans that were referred to in the presentation. It was confirmed that a link would be provided to councillors so that they could view these plans.
• Clarity was sought on who makes the decision on who/what organisations fall into Category 1 or 2 and when were these groups of individuals informed of their responsibilities during an emergency. It was explained that it would depend on the type of emergency incident, and that dependant on the type of incident would influence the priority of communication in a ‘need to know’ scenario. In relation to the Category 1 & 2 definitions it was confirmed that these were defined in the Civil Contingencies Act 2004.
• There was some surprise that the Council fell into the Category 1 group. It was confirmed that this was correct and as a Local Authority it does have the ability to respond to emergency incidents 24 hours a day. The responsibilities upon the Council in this type of incident would be an extension of the day to day responsibilities, so the Council would be well versed in exercising these.
• In terms of a possible local lockdown it was asked if there was any support needed from Members. It was advised that if there was going to be a local lockdown enforced the information and direction would come from the Government and then feed through the strategic level of the Council first, this would then be communicated in a controlled manner.

The Working Group then noted the contents of the report update.

This report provides Members of the Working Group with an update on the public realm project at Place St Maur, Bognor Regis.

The Principal Landscape Officer introduced her report and provided the Working Group with an update on the plans for Place St Maur in Bognor Regis.

          There were a number of questions asked by the Working Group these are detailed below:

§  It was queried why the inclusion of trees had not be considered in the plans, even if they were in planters that made them portable, it was felt that the success of London Road was due to the inclusion of the trees in that plan as the trees helped to create a nice ambience. It was confirmed that elements of soft landscape would be included and the selection of this would depend on its ability to withstand the exposed conditions of the site.

§  There were several questions & suggestions raised relating to the Esplanade these have been detailed below;

·       Had a business plan been created and if so, would Members be able to have a copy. It was clarified by the Principal Landscape Officer that a number of supporting documents had been submitted and that these could be shared with Members.

·       Were there plans to landscape the Esplanade. It was confirmed that this would be something that the consultants would explore.

·       Could Palm Trees be considered in the plans for the Esplanade.

·       Consideration of the bus route was requested to be reviewed at a later point

·       A request that the seafront was not shut permanently was made as it was felt this would be a disaster for business located on the seafront

·        Where was funding going to come from and was there a chance that the Council would not be successful in obtaining funding and if so, what was plan B. It was confirmed that the Council had made a bid for funding from the Central Government, ‘Get Building Fund’ pot. Whilst at this point it could not be confirmed if the Council would be successful, the Council had been shortlisted and was awaiting a decision on this. The report to Cabinet in November 2020 would consider both the internal and external funding. Regarding the Consultant fee, this could not be confirmed until the Council goes out to tender.

·       When would it be likely that the Council would hear the outcome of the funding bid. It was confirmed that an answer was expected in the next few weeks.

·       Would Ward Members have the opportunity to see plans and provide their thoughts and feedback. It was confirmed that this opportunity would be made available to Members and other stakeholders.

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The Working Group then noted the update.

The Working Group are requested to note that on 9 March 2020 Cabinet reviewed the recommendations put forward by the Working Group in its last meeting held on 27 February 2020.

The first was at Minute 16 [Cemeteries Policy] which sought approval for the Council to adopt the proposed Cemeteries Regulations and Procedures from 1 April 2020.  

The Cabinet

          RESOLVED – That

(1)           From 1 April 2020 Arun District Council adopts the proposed Cemeteries Regulations and all procedures as outlined in the report;

(2)           The new associated fees & charges as outlined in the report are approved for implementation from April 2020;

(3)           The service enhancements & projects identified within the report are endorsed and where appropriate, delivery will be considered as part of the Council’s future annual budget setting;

(4)           Future changes and amendments to the regulations, procedures and fees & charges, can be made in consultation with the Cabinet Member with delegated responsibility for Cemeteries;

(5)           Within 12 months following the Council’s adoption of these regulations, the Cemeteries Service shall submit to the ICCM a request for Arun, as a burial authority, to become a member of the Charter for the Bereaved, which further enhances the Council’s reputation as a modern, compassionate, lawfully and legally complaint Cemeteries Service provider.

            The Cabinet was then alerted to final recommendations at Minute 17 [Enforcement Contract Update] where the Council was being asked to approve extending its existing agreement with East Hampshire District Council for a further two years from 15 May 2020 to 14 May 2021 which would allow for the continued enforcement and educational patrols to continue against dog fouling, breaches of dog controls and other littering offences.

            The Cabinet

                    RESOLVED – That

(1)           The agency agreement with East Hampshire District Council is extended for a further two years from 15 May 2020 until 14 May 2022;

(2)           The charging model of the agreement is amended, as outlined in the report, in order to provide the Council with greater flexibility and options for additional targeted enforcement activities.

The Chairman drew the Members attention to the agenda that documented the last recommendations that were approved by Full Council and Cabinet. The Working Group noted this information

The Working Group are required to approve the Work Programme for 2020/21.

The Group Head of Neighbourhood Services presented the Work Programme for 2020/21 to the Working Group.

Councillor Gunner raised that at the last meeting of the Working Group in February 2020 there had been several suggestions raised with the then Chairman Councillor Mrs Staniforth and he was disappointed to see that these suggestions were not on the work programme being presented at the meeting tonight. It was confirmed that the Committee Manager, the Group Head of Neighbourhood Services & Community Wellbeing would get an update on where these discussions ended and feedback to Members outside of this meeting.

          Councillor Bicknell advised that he really didn’t want the Working Group to forget about the Local Community Network update, he stated that he felt that this item could be added to the meeting in March 2020. The Group Head of Community Wellbeing advised he would speak with colleagues at Public Health and the NHS to see if that could be arranged.

          Councillor Ms Thurston wanted her disappointed registered regarding the fact that Climate Change and Tree planting had been delayed till December 2020. She stated that Climate Change needed to be a priority and could an interim update not be provided before December. Councillor Dixon spoke in support of Councillor Ms Thurston advising that he was disappointed that the position of a Climate Change Manager had not been filled yet. He stated although we have had a pandemic the Council should have been able to have completed this work by now.

After further discussion from Members on this Work Programme a proposal was put forward by Councillor Bicknell and seconded by Councillor Dixon that the following items were added to the Work Programme;

o   Local Community Network update to be received by March 2020

o   Flooding (specifics to be confirmed) update to be received by March 2020

                     The Working Group

                               RECOMMEND TO FULL COUNCIL; That

                               the Work Programme for 2020/21 be approved