The election will be followed by the Chairman's declaration of acceptance of office.
The 2018 Annual Council meeting was opened by the Chief Executive Mrs Shepherd. She greeted everyone present and explained that it was her responsibility to preside until the election of the Chairman of the Council for 2018-2019 had been accomplished.
Mrs Shepherd announced that in common with UK government buildings a minute's silence would be observed at 14:30 to commemorate the terrorist attack in Manchester on 22 May 2017. The fire alarm would sound to mark the start and end of the period of the silence. She also summarised the emergency evacuation procedure.
Mrs Shepherd invited nominations for election of the Chairman of the Council for the 2018-2019 Chichester District Council (CDC) administrative year.
Mr Dignum proposed Mrs Hamilton.
Mr Dignum's proposal was duly seconded by Mrs Lintill.
Mrs Shepherd requested members to vote on the aforementioned proposal.
Members voted in favour of the proposal with no votes against and no abstentions.
That Mrs Hamilton be elected the Chairman of the Council for the 2018-2019 Chichester District Council administrative year.
Mrs Hamilton then left her seat in the Council Chamber and took the Chairman's seat. She read, signed and dated the declaration of her acceptance of office in the prescribed form. She thanked members for electing her once again to serve as the Chairman.
The appointment will be followed by the Vice-Chairman's declaration of acceptance of office.
Mrs Hamilton invited nominations for appointment of the Vice-Chairman of the Council for the 2018-2019 CDC administrative year.
Mr Dignum proposed Mrs Graves.
Mrs Hamilton requested members to vote on the aforementioned proposal.
That Mrs Graves be appointed the Vice-Chairman of the Council for the 2018-2019 Chichester District Council administrative year.
Mrs Graves then left her seat in the Council Chamber and took the Vice-Chairman's seat. She read out, signed and dated the declaration of her acceptance of office in the prescribed form.
After an initial welcome by the Chairman, the Annual Council will be asked to approve as a correct record the minutes circulated with this agenda of the Council's meeting on Tuesday 6 March 2018.
The Annual Council received the minutes of the Council meeting on Tuesday 6 March 2018, which had been circulated with the agenda.
(1) Mr Shaxson had drawn attention to the need for a one word minor but factually relevant correction to minute 15. On the second line at the top of page 18 of the minutes in the agenda, 'a new site for a Harting facility' should in fact say 'Nyewood' instead of 'Harting'.
(2) Mr Dignum had pointed out that in minute 11 and in the second line of the last para on page 14 of the minutes in the agenda, the words 'the SDNPA area within' should be inserted between 'for' and 'Chichester District'.
There were no further proposed amendments to the draft minutes.
The Annual Council voted unanimously on a show of hands to approve the aforementioned minutes without making any amendments.
That the minutes of the Council's meeting on Tuesday 6 March 2018 be approved.
Mrs Hamilton then duly signed and dated the final (twenty-third) page of the official version of the aforesaid minutes as a correct record.
The Chairman will announce any late items which are to be dealt with under agenda item 17 (Late Items).
There were no late items at agenda item 17 for consideration at this meeting.
· Mrs Apel declared a personal interest in respect of agenda item 10 (Community Governance Review – Chichester City Council) as a member of Chichester City Council.
· Mrs Apel declared a personal interest in respect of agenda item 15 (Concessionary Rent Relief Delegated Decision) as a trustee of Stonepillow.
· Mr Budge declared a personal interest in respect of agenda item 10 (Community Governance Review – Chichester City Council) as a member of Chichester City Council.
· Mr Dignum declared a personal interest in respect of agenda item 10 (Community Governance Review – Chichester City Council) as a member of Chichester City Council.
· Mr Galloway declared a personal interest in respect of agenda item 10 (Community Governance Review – Chichester City Council) as a member of Chichester City Council.
· Mrs Kilby declared a personal interest in respect of agenda item 10 (Community Governance Review – Chichester City Council) as a member of Chichester City Council.
· Mr Plowman declared a personal interest in respect of agenda item 10 (Community Governance Review – Chichester City Council) as a member of Chichester City Council.
(1) The Rogate by-election had taken place on Thursday 12 April 2018 and Dr K O'Kelly (Liberal Democrat) had been elected in succession to Gillian Keegan MP. Dr O'Kelly was also the West Sussex County Council member for the Midhurst Division. At the Chairman's invitation she stood in the Council Chamber and members acknowledged with applause her appointment.
(2) In her capacity as the Chairman she had attended on Tuesday 8 May 2018 the opening by HRH the Countess of Wessex of Dementia Support's new centre at Sage House in Tangmere. Chichester District was very fortunate to have this most impressive facility within its area. The aim was to bring local dementia services together under one roof and provide the latest support, information, advice and activities to those living with dementia, their families and carers. Among the many services and activities being provided was a community café.
(3) The well-established annual Chichester Triathlon would be taking place a month earlier than usual on Saturday 2 and Sunday 3 June 2018. Offers to help with the event or to watch and encourage the participants would be gratefully appreciated.
The agenda report for this item and its confidential exempt Part II* appendix, which was made available to members and relevant officers only (printed on salmon coloured paper), appear on pages 14 to 18 of the Cabinet agenda for its meeting on Tuesday 10 April 2018.
That the release of £183,938.44 section 106 Community Facilities monies plus interest accrued to the date of release to Donnington Parochial Church Council for an extension to Donnington Parish Hall be approved.
The Council considered the recommendation made to it by the Cabinet at its meeting on Tuesday 10 April 2018. The recommendation was in para 2.1 of the Cabinet report (pages 14 to 17 of the agenda) and also set out on the face of the Council agenda. There was a confidential Part II exempt appendix (page 18) which had been circulated to members and relevant officers only.
Mrs Lintill (Cabinet Member for Community Services) formally moved the Cabinet's recommendation and this was seconded by Mr Dignum (Leader of the Council).
In commending to the Council the proposed funding to assist Donnington Parochial Church Council (DPCC) in undertaking the first stage of improvement works to Donnington Parish Hall, which was a well-used community facility, Mrs Lintill summarised the salient facts with reference to sections 3, 5 and 8 of the report.
Mr Ridd (Donnington) spoke in support of the recommendation. He emphasised the long-awaited and much-needed benefits which the carefully planned extension to an elderly parish hall would confer on the community.
By a vote on a show of hands members voted unanimously with no votes against or abstentions to make the following resolution.
The agenda report for this item and its four appendices, the second part of the second appendix being confidential exempt Part II* material which was made available to members and relevant officers only (printed on salmon coloured paper), appear on pages 19 to 64 of the Cabinet agenda for its meeting on Tuesday 10 April 2018.
That the updated Risk Management Policy and Strategy including the amendments made by the Corporate Governance and Audit Committee be approved.
The Council considered the recommendation made to it by the Cabinet at its meeting on Tuesday 10 April 2018. The recommendation was in section 2 of the Cabinet report (pages 19 to 22 of the agenda) and also set out on the face of the Council agenda. There were four appendices (pages 23 to 64), the second part of appendix 2 being confidential Part II exempt material and which had been circulated to members and relevant officers only.
Mrs Hamilton pointed out that pages 23 to 35 only of the Cabinet report and appendices were germane to the issue before the Council whilst the Corporate Risk Register – Strategic Risks Quarterly Update was a matter for the Corporate Governance and Audit Committee and the Cabinet. The recommendation was on the face of the agenda and at 1) in section 2 of the Cabinet report (page 19). With respect to the amendments mentioned in the Council agenda which had been made by the Corporate Governance and Audit Committee and accepted by the Cabinet, these would be summarised by the Cabinet Member for Corporate Services in his introduction.
Mr Wilding (Cabinet Member for Corporate Services) formally moved the Cabinet's recommendation and this was seconded by Mr Dignum (Leader of the Council).
In commending the Cabinet's recommendation to the Council, Mr Wilding said the Cabinet report sought principally to document the changes being recommended to CDC's Risk Management Policy and Strategy (RMPS) (last updated in 2004), the main ones being necessary to reflect the new CDC senior management structure. In addition to the RMPS, which was the issue for determination by the Council, the report gave details of the current Strategic Risk Register (approved by the Cabinet on 10 April 2018 and reviewed quarterly), any high scoring risks for the Programme Boards and the organisational risks including the mitigation actions to manage those risks. The Risk Management Framework (page 35) showed diagrammatically the roles, responsibilities, reporting lines, escalation routes and on-going monitoring procedures. Risk management was embedded throughout CDC to help ensure the delivery of the Corporate Plan objectives and individual services to the community. Members could therefore be satisfied that risks were identified, considered and managed appropriately in accordance with the approved strategy. As part of the scrutiny of the Risk Management Strategy, at its meeting on Thursday 29 March 2018 the Corporate Governance and Audit Committee (CGAC) recommended certain changes (approved by the Cabinet); the key ones related to (a) all CDC members had a responsibility for managing risk; (b) the definitions of impact in the Risk Scoring matrix; and (c) appendix 2 (a) to the Strategic Risk Register: (i) Southern Gateway Regeneration – add reputational damage to risk description and (ii) Local Plan, fourth bullet point - add 'growth' after OAN (Objectively Assessed Needs).
Notwithstanding the Chairman's opening remark that the Corporate Risk Register was not before the Annual Council for determination, Mr Shaxson (Harting) wished to raise a short point with regard to CRR 147 Southern Gateway Regeneration in ... view the full minutes text for item 9.
(ii) reduce the number of Chichester City Council members from 20 to 18.
(2) That Chichester District Council writes to the Local Government Boundary Commission for England to request its approval that the above changes take place with effect from the May 2019 election.
The Annual Council considered a recommendation made to it by the Boundary Review Panel (BRevP) at its meeting on Thursday 3 May 2018. The recommendation appeared on the face of the agenda.
Mr Ridd (Chairman of the BRevP) formally moved the recommendation and this was seconded by Mr McAra (Vice-Chairman of the BRevP).
Mr Ridd said that eight responses to the second consultation had been received, seven of which were very positive in favour of the outcome now being recommended by the BRevP.
Mr Plowman referred to the immense amount of hard work which had been undertaken to achieve co-terminosity and he commended the solution achieved.
On a show of hands the members present voted unanimously in favour of the BRevP's recommendation with no votes against or abstentions.
(b) Reduce the number of Chichester City Council members from 20 to 18.
That the review of political balance arrangements set out in the report be approved and that tables 1, 2 and 3 therein be applied in making appointments to committees.
The Annual Council received and considered the agenda report for this item.
At the Chairman's invitation, Mrs Shepherd presented the report by summarising section 4 of the report, with particular reference to paras 4.1, 4.3, 4.4, 4.5, 4.7 and 4.9.
Mrs Tull expressed her pleasure at the prospect of three new members joining the Corporate Governance and Audit Committee to help promote its important work.
Mrs Hamilton (Chairman of the Council) formally moved the recommendation and this was seconded by Mrs Graves (Vice-Chairman of the Council).
On a show of hands the members present voted unanimously in favour of the resolution set out below with no votes against or abstentions.
That the review of political balance arrangements set out in the agenda report be approved and that tables 1, 2 and 3 be applied in making appointments to committees.
That the members be appointed to serve on committees for 2018-2019 including their chairmen and vice-chairmen as set out in the appendix to the report, subject to decisions on the previous agenda item (1) regarding political balance arrangements and subject to the nominations proposed by party group leaders.
The Annual Council received and considered the agenda report and its appendix for this item.
Mrs Hamilton explained that the appendix showed the nominations which had been put forward by the political groups, with changes from last year shown for the Corporate Governance and Audit Committee, the General Licensing Committee, the Alcohol and Entertainment Licensing Committee, the Investigation and Disciplinary Committee and the Overview and Scrutiny Committee. She pointed out that there were two small changes to be made to the numbers shown for the Investigation and Disciplinary Committee and the Appeals Committee (page 31): in each case the number of Conservative members should be shown as 4 and not 6.
The Chairman ascertained that no changes were being proposed by any member to the memberships of committees.
That members be appointed to serve on committees for 2018-2019 including their chairmen and vice-chairmen as set out in the appendix to the agenda report but subject to the number of Conservative members on the Investigation and Disciplinary Committee and the Appeals Committee being amended to 4 instead of 6.
That the members be appointed to serve on external organisations for 2018-2019 and longer term appointments/nominations as set out in the tables in the report.
Mrs Hamilton explained that the table in para 3.2 of the report showed the nominations which had been put forward by the political groups, with two variations from the previous year in respect of the Chichester College Group Corporation (item 9) and the Chichester Harbour Conservancy (item 10).
The Chairman ascertained that no changes were being proposed by any member to the list of appointments.
That members be appointed to serve on external organisations for 2018-2019 and the longer term appointments/nominations be made as set out in the tables in the agenda report.
Mr Elliott (Bury) referred to the motion listed later on the agenda to promote working towards making Chichester District plastic free and referred to the availability of government funding which local authorities could utilise to provide drinking fountains in parks within their area.
Mr Barrow (Cabinet Member for Residents Services) undertook to provide a written reply.
Mr Elliott (Bury) said that (a) he had previously raised his concerns about rotten and decaying tree stumps close to the carriageway in New Park Road and he wished to know what action would be taken to address this situation and (b) he felt that Chichester District's parks were very drab colour-wise and that this should be rectified as an important way of helping to improve people's sense of wellbeing.
With respect to (a), Mr Barrow (Cabinet Member for Residents Services) said that he thought that matter had been resolved but in view of what was being said he undertook to look into the matter and provide a written reply.
Mrs Lintill (Cabinet Member for Community Services) gave examples of the considerable amount and variety of work CDC was doing to improve well-being for individuals and communities. She said that since it could be very difficult and expensive to lay out and maintain parks (which were very well frequented by residents and visitors) there was an emphasis on planting shrubs.
Mrs Hamilton (Chairman of the Council) added that the previous Saturday afternoon she had been walking in the Bishop's Palace Gardens in the city and was most impressed with the high standard of presentation and maintenance; in her estimation well-being was clearly being promoted in this park.
Mr Elliott (Bury) asked the Leader of the Council to give serious consideration to addressing the issues of achieving improvements to the A27 and delivering the Southern Gateway scheme in one combined project.
Mr Dignum (Leader of the Council) said that West Sussex County Council was carrying out a transport study of the whole city including the A27, the Southern and Northern Gateways and all aspects of the Chichester Vision, and so Mr Elliott's point was in fact being addressed.
Mr Moss (Fishbourne) sought an explanation for the underspend by CDC by £179,806 of the funds allocated to it by the government for use in assisting local businesses which suffered from the effect of the re-evaluation of business rates in April 2017. He alluded to ... view the full minutes text for item 14.
The Annual Council is asked to consider the agenda report and its confidential exempt Part II* appendix (printed on salmon paper for members and relevant officers only) and to note the delegated decision made by the Cabinet Member for Community Services to award a rent concession to Stonepillow for the duration of its lease term renting office space within East Pallant House.
The Annual Council received and considered the agenda report and its confidential Part II exempt appendix (which had been circulated to members and relevant officers only).
The Chairman stated that the purpose of the report was to inform the Annual Council of a delegated decision that had been taken by Mrs Lintill (Cabinet Member for Community Services) and the Annual Council was requested to note the taking of that decision.
Members did not wish to ask any questions about this matter.
On behalf of the Annual Council the Chairman confirmed that the delegated decision made by the Cabinet Member for Community Services to award a rent concession to Stonepillow for the duration of its lease term renting office space within East Pallant House was formally noted.
(1) Phasing out within the next two years the use of single use plastic from Council premises.
(2) Supporting Surfers Against Sewage in its goal to have a plastic free coastline.
(3) To explore how the Council can involve local environmental groups and businesses to create a robust strategy to encourage local businesses, other organisations and residents to go single use plastic free.
(4) An Overview and Scrutiny-led Task and Finish group be set up to oversee how these objectives can be achieved and to make appropriate recommendations to the Cabinet including assessing what resources will be required.
The Chairman introduced the final substantive item on the agenda, which was a motion on a new matter submitted by Mr Moss (Fishbourne).
Mr Moss formally proposed his motion.
Mr Morley (Midhurst) seconded Mr Moss' motion.
Mr Moss presented his motion. He expressed concern about the future of the environment locally and nationally. He cited facts about the amount of plastic in the world's oceans and the alarming projected estimate in a 2015 study of the likely quantity of plastic pollutant in the seas by 2050. He said this state of affairs must not be allowed to continue and CDC had a responsibility to take a lead by phasing out single-use plastic (SUP). In doing so it should work collaboratively with groups such as Surfers against Sewage to deal with the damaging impact of plastic waste on the district's and country's beaches. CDC needed to engage with and exhort residents and other organisations to be highly proactive in addressing this very serious scourge. An organisation such as LitterAction did important work but much more was required to address the gravity of the situation. The manner of support to be given to Surfers Against Sewage (a group which was already doing a great deal) would be in whatever way deemed appropriate and this would be considered by the envisaged task and finish group. Having outlined the four aspects of his motion, he commended the same to the Annual Council for its support.
The Chairman called on Mr Connor (Cabinet Member for Environment Services), who wished to present a counter motion.
(1) Continue its work to remove SUPs from Council premises and encourage 'plastics free' initiatives supported by appropriate campaigns across Chichester District.
(2) Continue its on-going support for locally led community anti-pollution groups working towards ... view the full minutes text for item 16.
There were no late items for consideration at this meeting of the Annual Council.
That in accordance with section 100A of the Local Government Act 1972 (the Act) the public and the press be excluded from the meeting during the consideration of the appendix to agenda items 8 (Section 106 Community Facilities – Donnington Parish Hall) and/or 9 (Risk Management) and/or 15 (Concessionary Rent Relief Delegated Decision) for the reason that it is likely in view of the nature of the business to be transacted that there would be in each case disclosure to the public of 'exempt information' being information of the nature described in Paragraph 3 (information relating to the financial or business affairs of any particular person (including the authority holding that information)) in Part I of Schedule 12A to the Act and because in all the circumstances of the case the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
There were no restricted items for consideration at this meeting of the Annual Council.