abcd - Arun District Council elections › Data › Cabinet › 20160321 › ...2016/03/21 · abcd...

Arun District Council Civic Centre Maltravers Road Littlehampton West Sussex BN17 5LF Tel: (01903 737547) Fax: (01903) 730442 DX: 57406 Littlehampton Minicom: 01903 732765 e-mail: [email protected]

Committee Manager : Erica Keegan (Ext 37547)

10 March 2016 CABINET A meeting of the Cabinet will be held in Committee Room 1, at the Arun Civic Centre, Maltravers Road, Littlehampton, on Monday, 21st March 2016 at 5.00 pm and you are requested to attend. Members : Councillors Mrs Brown (Chairman), Wensley (Vice-Chairman), R Bower,

Chapman, Dendle, Elkins and Wotherspoon.

A G E N D A

1. APOLOGIES FOR ABSENCE 2. DECLARATIONS OF INTEREST Members and Officers are reminded to make any declarations of personal and/or

prejudicial interests that they may have in relation to items on this Agenda. You should declare your interest by stating :

a) the item you have the interest in b) whether it is a personal interest and the nature of the interest c) whether it is also a prejudicial interest d) if it is a prejudicial interest, whether you will be exercising your right to speak under Question Time

You then need to re-declare your interest and the nature of the interest at the commencement of the item or when the interest becomes apparent.

3. 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).

abcd

of 53

Arun District Council CABINET-21/03/2016

4. MINUTES To approve as a correct record the Minutes of the meeting held on 8 February

2016 (previously circulated). 5. *BUDGETARY MANAGEMENT CONTRACT WORKS The budget monitoring report sets out the Capital, Housing Revenue and General

Fund Revenue budget performance to the end of January 2016. 6. *LEISURE MANAGEMENT CONTRACT WORKS This report is to recommend that the capital work proposed by Freedom Leisure,

as part of their tender submission, is funded by Arun District Council with an associated increase in the operating fee paid to the Council.

7. *JOINT TELEPHONY PROCUREMENT This report sets out the Telephony Procurement process undertaken by the joint

Arun District Council and Chichester District Council project team and also involving the two Council's joint Procurement Team.

8. *LOCAL ENTERPRISE AND APPRENTICESHIPS PLATFORM GRANTS This report advises Cabinet that following the agreement to go ahead with a

Business Grant Scheme a number of grant applications have been received. This is the second round of applications and these have been reviewed by an independent panel. In line with the Council’s Constitution, Cabinet approval is required for payment of the grants.

9. *ESTABLISHMENT OF CABINET WORKING PARTIES As part of the direction of travel for the 2020 Vision, this report proposes that three

Cabinet Working Parties are established to take forward work on reviewing (1) Delegation to Committees & Officers; (2) Local Housing Company; and (3) Planning Service. The Working Parties will then report to Cabinet on the outcomes of their reviews.

10. *UPDATE ON THE REDEVELOPMENT OF THE HOTHAM CAR PARK AND

REGIS CENTRE SITES, BOGNOR REGIS This is a follow up report following the Full Council Meeting held on 11 November

2015 to update on the redevelopment of the Hotham Car Park and Regis Centre sites, Bognor Regis.

11. *ARUN WELLBEING HEALTH PARTNERSHIP - 22 FEBRUARY 2016 To receive and note the Minutes of the meeting of the Arun Wellbeing Health

Partnership held on 22 February 2016 (attached).

of 53


ITEMS PUT FORWARD BY THE OVERVIEW SELECT COMMITTEE / WORKING GROUPS 12. OVERVIEW SELECT COMMITTEE To consider the recommendations to Cabinet contained in the Minutes of the

meeting of the Overview Select Committee held on 15 March 2016 (will be circulated under separate cover).

13. ENVIRONMENTAL SERVICES & COMMUNITY DEVELOPMENT WORKING

GROUP - 17 FEBRUARY 2016 To consider the recommendations to Cabinet contained in the Minutes of the

meeting of the Environmental Services & Community Development Working Group held on 17 February 2016.

REPRESENTATION ON OUTSIDE BODIES There are no items to consider.

Note : *Indicates report is attached for all Members of the Council only and the press (excluding exempt items). Copies of reports can be obtained on request from the Committee Manager).

Note : Members are reminded that if they have any detailed questions would they please inform the Chairman and/or relevant Director in advance of the meeting.

Cabinet Cabinet

of 53


AGENDA ITEM NO.5

ARUN DISTRICT COUNCIL

REPORT TO AND DECISION OF CABINET ON 21st March 2016

PART A : REPORTSUBJECT: Budget Monitoring report to 31st January 2016

REPORT AUTHOR: C Martlew (Financial Services Manager) DATE: February 2016 EXTN: 37568

EXECUTIVE SUMMARY: The budget monitoring report sets out the Capital, Housing Revenue and General Fund Revenue budget performance to the end of January 2016.

RECOMMENDATIONS

Cabinet is requested to:

i) note that overall performance against budget is currently on track;

ii) note the virement of £5k from the corporate underspend in December 2015 tocommission specialist advice on the resource requirements for the delivery ofthe Regis Centre and Hothampton sites in Bognor Regis (2.6);

iii) note a virement of up to £20k from the corporate underspend for the purpose ofinvestigating the potential purchase of land which forms part of EnterpriseBognor Regis(2.6);

iv) approve the use of the balance of the corporate underspend for Vision relatedwork for the remainder of 2015/16 and 2016/17 (2.6);

v) approve delegated authority for the Head of Finance and Property to approvevirements from the corporate underspend for Vision related efficiency projects in2015/16 and 2016/17 (to be noted on the next budget monitoring report);

vi) approve a virement of up to £60,000 from the earmarked reserve for thedevelopment of neighbourhood plans to fund the cost of the Council’s legalrepresentation related to a Public Inquiry (2.9);

vii) approve a virement of approximately £940k of CCF grant to fund a variety ofcapital schemes in 2015/16 in order for the Public Realm works in Bognor Registo be completed in 2016/17 (2.10);

viii)note the potential additional costs related to redundancies of up to £35k for thecontinuation of the delivery of the Prevention and Wellbeing services to March2019 (5.3); and

ITEM 5

of 53


ix) approve slippage (due to the delay in the tendering process) in the HRA electrical revenue budget of up to £200,000 to allow these works to take place in 2016/17 (9.13).

1. BACKGROUND:

The Council approved a General Fund revenue total net expenditure budget of £25.094 million; a Housing Revenue Account revenue total expenditure budget of £16.402 million; and a capital budget of £6.990 million for the year 2015/16. This report provides information to enable actual spending and income to be monitored against profiled budget for the period to 31st January 2016.

2. PROPOSAL(S):

The Cabinet is requested to note the budget monitoring report in appendix 1. The report provides information on a management by exception basis to enable the reader to understand the overall performance of the council within the context of the budget book summary.

3. OPTIONS:

n/a

4. CONSULTATION:

Has consultation been undertaken with: YES NO

Relevant Town/Parish Council ��

Relevant District Ward Councillors ��

Other groups/persons (please specify) ��

5. ARE THERE ANY IMPLICATIONS IN RELATION TO THE FOLLOWING COUNCIL POLICIES: (Explain in more detail at 6 below)

YES NO

Financial ��

Legal ��

Human Rights/Equality Impact Assessment ��

Community Safety including Section 17 of Crime & Disorder Act ��

Sustainability ��

Asset Management/Property/Land ��

Technology ��

Other (please explain) ��

6. IMPLICATIONS:

The overall performance against budget is on track.

ITEM 5

of 53


7. REASON FOR THE DECISION:

To ensure that spending is in line with approved Council policies, and that it is contained within overall budget limits.

8. BACKGROUND PAPERS:

Revenue and Capital Estimates 2015-2016. http://www.arun.gov.uk/financial-information/

ITEM 5

of 53


ARUN DISTRICT COUNCIL BUDGET MONITORING Financial Position as at end of January 2016

1. Introduction 1.1 This report sets out the Capital, Housing Revenue and General Fund

Revenue budget performance to end of January 2016 and presents performance information for all aspects of financial risk such as Income and specific savings targets.

1.2 Budget performance is presented after taking account of the following:

• Spend to date excluding commitments against profiled budgets.

• Consultation with managers and budget holders on service performance.

• Virements identified where possible from existing budgets to cover budget pressures.

2. General Fund Summary 2.1 The General Fund performance to end of January 2016 against profiled

budget is given in the table below. The table presents only the variances on budget in excess of +/- £20k.

2.2 The table shows a general fund underspend of (£777k) against current

budget profile to the end of January 2016. It should be noted that variations on service controllable budgets are presented first, followed by establishment, insurance and rates which are corporate and monitored in separate sections.

General Fund variance on profiled budget to end of January 2016

Service controllable spend

Variance on

Budget Dec

£'000

Variance on

Budget Jan

£'000

Change

£'000

Corporate Governance

Rent Allowances 200 200 0

Liesure & Amenities

Car Parking Income (31) (38) (7)

Recycling (72) (72) 0

Planning & Infrastructure

Building Control (24) (24) 0

Planning Service Fees (280) (285) (5)

Other Variances less than +/- 20k (196) (247) (51)

Total Service controllable budget variance (403) (466) (63)

Corporate controllable budget

Establishment against savings target (200) (219) (19)

Corporate underspend (net) (92) (92) 0

General Fund underspend variance against profiled budget (695) (777) (82)

APPENDIX 1 to ITEM 5

of 53


2.3 The Council’s rating consultants have recently provided Arun with an updated assessment of the impact of rating appeals. In the light of this information, and other factors, Arun’s business rate income has been reassessed. Although most of the changes are of an adverse nature (e.g. an increase in the level of appeals) the way the business rate system has been set up means that Arun will actually receive more income in the current year before suffering the adverse consequences in 2016/17. This is due to the phasing of the various elements of business rate income. Arun is required to pay a Levy on its share of business rate growth. The additional appeals offset growth and lead to a reduction in Arun’s Levy. However, the loss of rate income resulting from the additional appeals does not accrue until 2016/17.

2.4 As a result of the reduced Levy, Arun’s business rate income is now

expected to be some £445,000 above budget in the current year. The reserve fund contribution has been reduced by the same amount, so that there is no net impact on the General Fund.

2.5 Business rates are an extremely volatile source of income, and it is

likely that there will be more changes between now and the end of the Financial Year. The final level of contribution to/from the reserve will be determined at the end of the year and included in the statement of accounts to be approved by Members.

2.6 The corporate net underspend relates to identified unrequired service

and contingency budgets that are available for potential resource allocation. Budgets are set based on assumptions about service delivery, which sometimes result in a different actual budget requirement resulting in surplus budget within a service. As these are identified, the surplus budget is vired to a corporate underspend account and made available for resource allocation. The advantage of this is a reduction in the need for supplementary estimates and managing service delivery within the approved budget and Medium Term Financial Strategy (MTFS). The current corporate net underspend is £92k to January 2016. The Corporate underspend is summarised in the table below:

Corporate Overspends/(Underspends) Confirmed January 2016

Dec 2015 Jan 2016 Change

£'000 £'000 £'000

Underspends from services 6 6 0

Additional investment income 100 100 0

Underspends from contingencies/miscellaneous budgets /

corporate controllable128 128 0

Additional non-ringfenced grants 178 178 0

Total identified corporate underspend 412 412 0

Virements actioned/funded from corporate underspend (320) (320) 0

Corporate Underspends January 2016 (Net) 92 92 0


of 53


A virement of £5k was actioned from the corporate underspend in December 2015 to commission specialist advice on the resource requirements for the delivery of the Regis Centre and Hothampton sites in Bognor Regis. A virement of up to £20k has also been actioned from the corporate underspend for the purpose of investigating the potential purchase of land which forms part of Enterprise Bognor Regis. This forms part of the Council vision strategy to develop new income streams and in addition to the Council’s priority to facilitate regeneration (‘Your Future’). The cabinet is requested to note these virements in the recommendations.

The balance of the corporate underspend (after taking account of the

recent bid for £26k for Individual Electoral Registration staff support) has been earmarked for Vision related expenditure that has to commence in the current financial year. Cabinet is requested to approve this decision and delegate authority for virement to the Head of Finance and Property in the recommendations.

2.7 The change in the planned original budget General Fund Reserve

movement due to supplementary estimates and budget performance to end of January 2016 is shown in the table below:

2.8 The original budget included a draw down from General Fund of

£1,874k. A number of supplementary estimates have been drawn down since the beginning of the financial year. It has to be noted that the Council’s budget is operating at a deficit with an estimated draw down from General Fund Reserve of £1,372k for 2015/16 (subject to the positive current budget variation continuing). It is therefore, essential to minimise supplementary estimates and to ensure that value for money is obtained through proper planning of expenditure and the collection of income. The table below summarises the supplementary estimates. This will be offset by current budget variations as shown in table 2.7 above.

General Fund Reserve Movement estimated outturn 2015/16 Original

Budget

£'000

Current

Budget

£'000

Net Budget Requirement 25,094 26,106

Financed by:

Government Grants and Retained Business Rates (10,411) (11,148)

Council Tax (12,809) (12,809)

Taken From / (Added to) Balances 1,874 2,149

General Fund Balance 01 April 2015 12,035 12,035

Supplementary Estimates 0 (275)

Outturn on General Fund (1,874) (1,874)

Current Budget Variation Estimated Outturn 2015/16 0 777

General Fund Balance 31 March 2016 10,161 10,663


of 53


2.9 The Secretary of State for Communities and Local Government has decided to Call-In application WA22/15/OUT and consider the relative merits (or otherwise) of the proposal development via a public Inquiry (likely to be held in late 2016). The Council will need to be represented at that Inquiry by both a Barrister, but also professional planning witnesses. The original case officer will be unable to give evidence as he is leading on the development of the local plan and priority needs to be given to that. Cabinet are requested to approve a virement of up to £60,000 from the earmarked reserve for the development of neighbourhood plans to fund the cost of the Council’s legal representation. It is anticipated that the likely total costs to be incurred will be substantially less.

2.10 There is an anticipated underspend of approximately £940k against

forecast on the Coastal Communities Fund (CCF) Public Realm works in Bognor Regis due to slippage of the works. Following advice from the DCLG, the Council is required to re-profile the slippage with Local Authority expenditure. It is therefore proposed that the CCF grant will be applied to Arun’s capital expenditure in 2015/16. The CCF slippage will then be included with Arun’s and the funding made available in 2016/17 to complete the schemes. This will allow for the works to be completed without loss of funding. The cabinet is requested to approve a virement of approximately £940k of CCF grant to fund a variety of capital schemes in 2015/16 in order for the Public Realm works in Bognor Regis to be completed in 2016/17.

3. General Fund Supplementary Estimates and Virement 3.1 The budget for 2015/16 was approved on 24 February 2015 including

£1,874k to be drawn down from reserves. Under the Financial Procedure Rules within the Council’s Constitution, Supplementary Estimates less than £50k must be approved by the relevant Cabinet member and Supplementary estimates exceeding £50k by the Cabinet, except where no funding source is identified or the sum is material, the Full Council.

Reconciliation of Original to Current Budget Reserve Original Current

Movement January 2016 Budget Budget Change

£'000 £'000 £'000

Taken from / (Added to) Balances 1,874 2,149 275

Estimated Supplementary Approvals/EMR Virements Reference

Local Plan Supplementary Estimate FCL/17/06/15 100

Temporary Planning Staff FCL/09/09/15 150

Planning Market Supplementary Support Jan-Mar 16 FCL/11/11/15 25

Total Estimated Supplementary Approvals to end of January 2016 275


of 53


3.2 Virement is the transfer of budget from one head of account to another. Virements within a service or between similar services may be approved by the Chief Finance Officer, unless the sum involved is material to the size of the budget strategy or policy. In this case it is referred to the Cabinet member. Material virements between dissimilar services are referred to Cabinet.

4. Earmarked Reserves 4.1 Earmarked reserves are amounts set aside from General Fund

Reserve to provide financing for specific future expenditure plans and held alongside the General Fund for drawdown as required under the scheme of virement. These reserves need to be reviewed regularly to ensure that they are being drawn down as appropriate or returned to General Fund reserve. See Appendix A for details.

5. Externally Funded Services 5.1 Arun District Council hosts a number of services under its stewardship

as the Accountable Body. Whilst these services are entirely externally funded, Arun District Council has service provision interests. These services are the Wellbeing team, the Think Family Programme and Car Parking enforcement. There are no budgetary concerns to report on these services.

5.2 The West Sussex Business Rate Pool was set up in 2015/16

(membership: Adur DC; Arun DC, Chichester DC and Worthing BC) in order for West Sussex to benefit from funds that would otherwise have been returned to the government. Arun’s contribution to the pool gain is approximately 45% (£902k) of the total. The pool is subject to the same volatility as the Councils Business rates. The current estimate and approved bids are summarised in the table below:

Original Current

West Sussex Pool 2015/16 £,000 £,000

Funding:

Contribution from WSCC 500 500

Estimated Gain from business rate proceeds 2,497 2,000

Total Funding 2,997 2,500

Funding Commitments

Contingency sum 500 1,000

Administration WSCC 15

LEP subscriptions:

Coastal West Sussex 71

Rural West Sussex 45

Gatwick Diamond Initiative 50

Visitor Economy Project 345

EU funding officer 95

Devolution 250

Total Committed 500 1,871

Balance of funding remaining 2,497 629


of 53


5.3 WSCC are finalising the agreement for the continuation of the delivery of the Prevention and Wellbeing services with the Head of Neighbourhoods (decision notice C/021/140915). The agreement is likely to be for a further 3 years (from 01 April 2016 to 31 March 2019). As part of the agreement WSCC will not fund redundancy related costs that would be incurred should the programme end and these costs would have to be borne by the council. The current liability can be met from a specific earmarked reserve. The continuation of the programme to 31 March 2019 could result in a potential additional liability to the Council of a maximum of £35k. Cabinet is requested to note the potential additional liability to the Council in the recommendations.

6. Establishment 6.1 Each year a vacancy management target is included within the budget

to ensure that the establishment complement is scrutinised for efficiency and reflects the needs of on-going service delivery changes. For Financial Year 2015/16 the target has remained at £450k.

6.2 The table below shows that the savings target is currently over

achieving, mainly due to a shortage of Planning Service Staff and vacancies within Revenue & Benefits. It should be noted that the additional temporary staff costs incurred by the Planning Department will be funded from the £150k Supplementary Estimate approved by Full Council on 9 September 2015.

7. Income 7.1 Income from fees, charges and rents are included within net cost of

service. In total this amounts to an overall financing of £3.2 million. Income is a key risk area to the budget as it is predominantly externally influenced, without direct link to service cost and each source is unique.

7.2 The graph on the following page shows income by source and value,

achievement to end of January 2016 against profiled budget, full year budget and outturn last year. Income to the end of January 2016 is currently showing an additional (£402k) on profiled budget. The majority of this additional income is due to planning fees (-£285k) with significant additional income for car parks (-£38k); Property Services (-£32k); and Building Control (-£23k).

Establishment Monitoring General Fund - January 2016Variance on

current Budget

Variance on

current Budget

December January Change

£'000 £'000 £'000

Value of vacant posts (542) (604) (62)

Recruitment Costs 6 11 5

Agency staff, casual pay and overtime (1) (1) 0

Total underspend on establishment (537) (594) (57)

Establishment savings target; % of £450k 338 375 38

(Over) / under achievement of savings target (200) (219) (20)


of 53


Building

ControlCar Parks Cemetery Concessions

Land

ChargesLicenses Pest Control

Planning

ServicesProperties

Outturn 14-15 396,979 1,061,453 257,560 96,272 205,373 250,835 40,948 887,643 427,334

Current Budget 355,680 1,070,070 230,010 92,210 179,550 260,000 31,500 611,200 457,950

Prof Bud YTD 294,998 949,851 190,308 88,995 153,483 215,534 28,130 555,067 396,840

Act YTD 318,097 988,104 191,497 88,848 164,523 211,591 43,560 840,110 429,006

0

200,000

400,000

600,000

800,000

1,000,000

1,200,000

General Fund Income

APPEND

IX 1 to ITEM 5

of 53

Arun District C

ouncil CABIN

ET-21/03/2016

8. Housing Revenue Account 8.1 As part of the 2016/17 budgetary process a complete reappraisal of the

current year’s HRA has been undertaken. The financing of the acquisition/new build programme has been reassessed in the light of the available level of “1 for 1” receipts and savings totalling £290k have been identified from a range of budget votes, notably salaries. These savings have been used to support the void repair programme.

The outcome of the reappraisal is reflected in the table shown below for

January 2016:

8.2 The above table does not include the supplementary estimate of £3.3m,

approved by Cabinet at its July 2015 meeting. Most of this acquisition/new build is programmed for 2016/17 and future years and will be funded from a mix of borrowing and “1 for 1” receipts. The phasing of the acquisition/new build programme will need to be carefully monitored to ensure that the requirements of the “three year rule” are met. (“1 for 1” receipts must be spent within three years or returned to the Government plus interest at 4% above base rate.)

8.3 At its February 2016 meeting, Cabinet will be considering a request for a

supplementary estimate in respect of the repairs and maintenance programme (see paragraph 9, The Capital, Asset Management and Other Project Programme).

HOUSING REVENUE ACCOUNT: January 2016

Forecast level of balance

HRA Reserve Movement £'000

HRA Balance 01 April 2015 6,378

Budgeted surplus for 2015/16 542

Supplementary approvals (itemised below) (35)

Other changes (itemised below) (1,247)

Forecast Balance at 31 March 2016 5,638

Supplementary approvals

Fraud Officer post (C/009/200715) (35)

Total Supplementary approvals (35)

Other changes

Identified as part of 2014/15 accounts closure process:

Capital slippage (3,649)

Identified as part of 2016/17 budget process:

Financing of acquisition/new build programme 2,402

Total Other Changes (1,247)


of 53


8.4 Under the provisions of the Welfare Reform and Work Bill, currently passing through Parliament, local housing authorities like Arun will be required to reduce their rents by 1% for each of the next four years, starting from April 2016. This will have severe adverse consequences for the HRA Business Plan.

In addition, there is the possibility of the requirement for Arun to pay a “levy”

on the sale of its most expensive dwellings. These factors make it more important than ever that close monitoring of HRA expenditure is maintained, to ensure that the HRA reserve is maintained at a sufficiently robust level.

8.5 The table below summarises the expenditure on supervision and

management for January 2016:

8.6 HRA income consists almost entirely of rents. The key risks are the loss of

income due to right to buy (RTB) disposals and void dwellings. 8.7 The estimated number of RTB disposals for 2015/16 was set at 24 (there

were 21 RTB disposals in 2014/15 and 20 in 2013/14). There have been 14 disposals in the current year.

8.8 Details of the HRA capital, improvements and repairs programmes are shown

in Paragraphs 9 and 10. Paragraph 11, covering Section 106 sums, also has relevance for the Housing Revenue Account.

9. Capital, Asset Management and Other Projects Programme 9.1 The Council’s budget for 2015/16 included several projects which although

included in the Capital budget for project management and monitoring purposes cannot, under current accounting regulations, actually be charged to the capital accounts. Expenditure on these projects has in the past been transferred from capital to revenue at the end of the financial year. The budget was also transferred to the relevant cabinet portfolio or support service and included in the current budget. Although this had no overall effect on the

Original Current Profiled Actual Variation

Budget Budget to date to date to date

£'000 £'000 £'000 £'000 £'000

Employees 1,537 1,475 1,223 1,161 (62)

Grounds maintenance 296 296 247 240 (7)

Heating & Lighting 434 434 361 296 (65)

Other premises costs 377 378 232 205 (27)

Transport expenses 73 73 54 44 (10)

Supplies & services 447 437 369 321 (48)

Contingencies/miscellaneous 229 84 69 0 (69)

Support services 1,229 1,229 0 0 0

Total Expenditure 4,622 4,406 2,555 2,267 (288)

Details of Supervision & Management expenditure for the period ending January 2016


of 53


Council financially it resulted in significant variations at the end of the year against original budget.

9.2 The capital and projects budget will continue to be monitored on a corporate

level as this provides better information and control of the budget. However, in order to work towards the faster close down required for the 2017/18 Accounts, expenditure that does not meet the definition for capital is transferred to revenue on a quarterly basis.

9.3 The current budget includes £6,145k slippage brought forward from 2014/15

as a result of capital projects spanning over more than one financial year. 9.4 The table below has been restated to include Capital and Revenue

Expenditure for both General Fund and Housing Revenue Account.


of 53


Capital, Asset management and other projects monitoring - January 2016

Original

Budget

Current

Budget

Capital

Expenditure

Revenue

Expenditure

Balance

£'000 £'000 £'000 £'000 £'000

General Fund

Asset Management 654 1,092 - 286 806

Hotham Park Café & Lighting - 102 98 1 3

Civic Centre Heating 290 290 154 39 97

UPS Generator - 144 127 9 8

Works to Public Conveniences 220 233 - 16 217

Parks Resurfacing 175 195 - 49 146

Beach Hut Replacement 110 110 - - 110

Seafront Trial Concession - 250 - 5 245

Leisure Works & Trust Property Planned Maintenance 479 712 56 39 617

Reactive Maintenance 150 150 - 98 52

Computer Services (Rolling Programme) 165 198 - 141 57

Storage Area Network (SAN) 300 323 170 133 20

Edge Switch Upgrade 100 100 65 16 19

Telephone Switch Upgrade 125 125 - - 125

Arun Improvement Programme (AIP) 150 300 - 15 285

Web/Integration - 221 - 54 167

FMS Replacement 300 300 55 39 206

Disabled Facilities Grants 1,000 1,000 - 464 536

Renovation Grants - 47 - - 47

Play Areas 100 116 - 21 95

Littlehampton East Bank - 532 - 20 512

BR Public Realm - London Road - - - 33 (33)

BR Public Realm - Station Square, N. London Road & High Street - 1,300 - 288 1,012

Arundel Heritage Centre - 18 - 18 -

Littlehampton Leisure Centre New Build - 50 - - 50

Grants to Registered Social Landlords 100 207 - - 207

Total General Fund 4,418 8,115 725 1,784 5,606

Housing Revenue Account

Stock Development - 5,702 - 30 5,672

Housing IT - 383 - 157 226

Housing Improvements 390 758 58 - 700

Commercial Boiler Room Improvements 592 592 385 - 207

Domestic Heating Programme 300 158 - - 158

Reroofing Programme 390 868 360 - 508

Decent Homes 400 469 176 - 293

Decent Homes Voids* 100 100 128 - (28)

Disabled Facilities* 400 400 187 - 213

Housing Repairs* 1,154 1,161 - 508 653

Day to Day General Repairs* 1,460 1,460 - 1,076 384

Voids* 480 770 - 524 246

Gas Repairs & Servicing* 864 1,011 - 697 314

Total Housing Revenue Account 6,530 13,832 1,294 2,992 9,546

Total Programme 10,948 21,947 2,019 4,776 15,152

* Please note expenditure includes QL commitments taken from the Housing Mgmt. System


of 53


General Fund: 9.5 £402k of expenditure not meeting the definition of capital expenditure was

transferred to the appropriate revenue services at the end of the third quarter (total £1,260k). The expenditure on Disabled Facilities Grants will continue be accounted for at the end of the financial year.

9.6 £50k has been vired from the Corporate Underspend in December to allow

the design stage for the new Littlehampton Leisure Centre to commence in 2015/16. If the commencement date is delayed all or part of this expenditure may slip into 2016/17.

9.7 5 of the Council’s beach huts are scheduled to be replaced with new

composite beach huts before the end of the financial year. These are being trialled as they are designed to reduce general maintenance costs. The Council will be taking back the operation of beach huts from 1 April 2016. If the trial proves successful, it will lead to further replacements (subject to approval of the 2016/17 budget) and the possibility of new beach hut sites in the future.

9.8 Some planning/feasibility work has been undertaken for the seafront trial

concession, as this will likely form part of the wider remit of Bognor Regeneration. The rest of this budget will slip into 2016/17.

Housing Revenue Account: 9.9 Works on the last commercial boiler replacement in this year’s programme is

nearing completion (the commitment of £116k is not included in the above figures). There is a further £380k of roofing commitments outstanding, however, some of this work may slip into the new Financial Year.

9.10 The Decent Homes contract will shortly commence and will run to the end of

April 2016. The majority of the £312k remaining budget will, therefore, be spent in this Financial Year.

9.11 Expenditure on routine repairs is approximately over profile by £35k and

November and December’s fixed are outstanding. Currently it is anticipated that there will be an overspend of around £120k by the end of the Financial Year. A report is to go to Cabinet requesting a supplementary estimate to cover Voids expenditure.

9.12 It is important to note that the weather has been particularly mild and if the

colder weather arrives the level of reactive expenditure generally increases. 9.13 The Electrical budget is made up of three components: maintenance,

installations and testing. It has not previously had a tendered programme of works or a maintenance contract, the plan was that in the 2015/16 financial year these works would be tendered. However, due to the number of contracts that have commenced/been tendered this year (gas, decent homes and capital programme works) it has not been possible. It is requested that due to the delay in the tendering process the Electrical revenue budget up to


of 53


the value of £200,000 be slipped to 2016/17 to allow these works to take place.

10. Capital Receipts 10.1 To 31 December 2015 capital receipts, net of pooling totalled £1,308k of which

£494k related to “1 for 1” receipts. 10.2 Arun has entered into an agreement with the Government to retain the

additional receipts generated by the relaxation of the Right to Buy discount rules, subject to these receipts being used for the provision of new social housing and Arun matching every £30 of receipts with £70 of its own funding (the 70/30 rule). A further condition is that the receipts must be spent within three years, failing which they must be returned to the Government plus interest at 4% above base rate. The table below shows Arun’s investment requirements under the above terms.

10.3 Arun’s approved acquisition/new build programme should enable the meeting of

the investment requirement set out above. However, the phasing of the programme will need to be carefully monitored as any slippage could result in the Council having to repay some of the receipts plus interest (unless some form of partnership with a local RSL can be established).

£'000

"1 for 1" receipts accrued to 31 December 2015 1,937

Arun's 70% contribution (70/30 X £1,937k) 4,520

Total investment requirement 6,457

Less amount already invested 855

Remaining investment requirement 5,602

Phasing of remaining investment requirement:

By 30/06/16 32

By 30/09/16 70

By 31/12/16 874

By 31/03/17 430

By 30/06/17 1,194

By 30/09/17 491

By 31/12/17 596

By 31/03/18 268

By 30/06/18 190

By 30/09/18 320

By 31/12/18 1,137

Total 5,602


of 53


11. Section 106 sums 11.1 Section 106 agreements, also known as planning obligations, are agreements

between developers and Arun District Council as the local planning authority that are negotiated as part of a condition of planning consent. The Town and Country Planning Act 1990 enables Arun to negotiate contributions towards a range of infrastructure and services, such as community facilities, public open space, transport improvements and/or affordable housing.

11.2 Many section 106 sums are spent on one-off projects in accordance with the

terms of the various agreements, the remainder being used to fund ongoing maintenance commitments. Any additional expenditure funded from section 106 sums is subject to Cabinet or Individual Cabinet Member approval in accordance with the terms of the Council’s constitution.

11.3 Some Section 106 sums are time limited in that the Council is required, under

the terms of the agreement, to spend the amount received on the project specified in the agreement within a set time scale. Failure to comply with this requirement will lead to the Council having to repay the Section 106 sum plus interest, the interest often being calculated at a penalty rate.

11.4 The table below shows the amounts received for each agreement, analysed by

its intended application, showing the allocation belonging to Arun which is £2,062k. The Total Held for Courtwick Lane Land South of Railway site includes Section 106 funds for West Sussex County Council of £265k and NHS £147k respectively. Payment of £40k to Rustington PC remains outstanding.

12. Risk Analysis 12.1 Corporate and Operational risk registers are reviewed and updated for financial

implications as part of the Council’s risk management process on the criteria of probability of occurrence and materiality of impact upon balances. No significant risks have been identified.

Community

Affordable Facilities Play Open Bus Non Arun TOTAL Change from

Housing and other Grounds Spaces Shelters previous month

£'000 £'000 £'000 £'000 £'000 £'000 £'000

Lec Site, Shripney road Bognor 135 135 -24

Rustington Retail Park, New Road 106 106

Site 6, Land at North Bersted 51 51

Site 6, Land North of Felpham 126 51 177

The Wick site, Courtwick 111 111

Bognor Regis Community College 6 57 46 109

Fitzalan Road & Church Street 116 116

Courtwick Lane Land South of Railway* 115 170 412 697

Other** 742 125 105 75 1047 24

858 650 233 151 170 487 2,549 0

* Non Arun: WSCC £265k & NHS £147k

** Non Arun: NHS £35k & Rustington PC £40k

Section 106 sums held on deposit as at 31 January 2016


of 53


12.2 Some lesser risks, however, are inherent within the overall budget. These are discussed below.

12.3 Paragraph 10.2 above outlines the situation with regard to the additional

receipts generated by the relaxation of the Right to Buy discount rules (“1 for 1” receipts). The key risk here is that failure to make the necessary level of investment within the required timescale will lead to the Council having to repay to the Government some or all of these “1 for 1” receipts, together with interest at a penalty rate of base rate (currently 0.5%) plus 4%.

12.4 The budget for Bed and Breakfast expenditure was increased to £330k for

2015/16 (Gross Expenditure) (2014/15 Outturn £370k; Budget £275k). The gross expenditure looks to be on budget and housing benefit recovery has increased 1% to 28% (usually approx. 30%). The situation is being closely monitored as the budget is exceptionally tight.

12.5 The Community Infrastructure Levy (CIL) is a planning charge, introduced by

the Planning Act 2008 as a tool for local authorities to help deliver infrastructure to support the development of their area. The CIL schedule effectively replaces S106 Agreements for certain types of development from 6 April 2015. The Council will not have a CIL schedule in place until after the adoption of the Local Plan. The Council has sought legal advice which was to continue to collect developer contributions through S106 Agreements. However, this identified the risk of legal challenge in the future when the sums collected (and spent) may become repayable. A report is being prepared in order to evaluate the risk of repayment of S106 Agreements finalised after 6 April 2015 due to the delay in the adoption of the Local Plan.

12.6 Under the provisions of the Welfare Reform and Work Bill, currently passing

through Parliament, local housing authorities like Arun will be required to reduce their rents by 1% for each of the next four years, starting from April

Bed & Breakfast monitoring - January 2016

Original Current Actual Estimated Variance

Budget Budget to Date Outturn

£'000 £'000 £'000 £'000 £'000

Gross Expenditure 330 330 253 304 (26)

Income (100) (100) (70) (84) 16

Net Expenditure 230 230 183 220 (10)

Housing Benefit recovered 30% 30% 28% 28%

Number of recipients

Families 120 120 87 104

Other 70 70 62 74

Total 190 190 149 179

Average cost per recipient 1,211 1,211 1,228 1,228

Note : Net expenditure is gross expenditure less Housing Benefit (HB) recovered. HB generally

covers some 30% of gross expenditure but this will vary from month to month due to the

phasing of the benefit payments.


of 53


2016. This will have severe adverse consequences for the HRA Business Plan. In addition, there is the possibility of the requirement for Arun to pay a “levy” on the sale of its most expensive dwellings. These factors make it more important than ever that close monitoring of HRA expenditure is maintained, to ensure that the HRA reserve is maintained at a sufficiently robust level.

13. Conclusions and Recommendations 13.1 Cabinet are requested to:

i) note that overall performance against budget is currently on track;

ii) note the virement of £5k from the corporate underspend in December 2015 to commission specialist advice on the resource requirements for the delivery of the Regis Centre and Hothampton sites in Bognor Regis (2.6);

iii) note a virement of up to £20k from the corporate underspend for the

purpose of investigating the potential purchase of land which forms part of Enterprise Bognor Regis(2.6);

iv) approve the use of the balance of the corporate underspend for Vision

related work for the remainder of 2015/16 and 2016/17 (2.6);

v) approve delegated authority for the Head of Finance and Property to approve virements from the corporate underspend for Vision related efficiency projects in 2015/16 and 2016/17 (to be noted on the next budget monitoring report);

vi) approve a virement of up to £60,000 from the earmarked reserve for

the development of neighbourhood plans to fund the cost of the Council’s legal representation related to a Public Inquiry (2.9);

vii) approve a virement of approximately £940k of CCF grant to fund a

variety of capital schemes in 2015/16 in order for the Public Realm works in Bognor Regis to be completed in 2016/17 (2.10);

viii)note the potential additional costs related to redundancies of up to £35k

for the continuation of the delivery of the Prevention and Wellbeing services to March 2019 (5.3); and

ix) approve slippage (due to the delay in the tendering process) in the

HRA electrical revenue budget of up to £200,000 to allow these works to take place in 2016/17 (9.13).


of 53


AGENDA ITEM NO.6


REPORT TO AND DECISION OF CABINET ON 21 March 2016

PART A: REPORT

SUBJECT: Leisure Management Contract Works

REPORT AUTHOR: Robin Wickham DATE: February 2016 EXTN: 37835

EXECUTIVE SUMMARY:

This report is to recommend that the capital work proposed by Freedom Leisure as part of their tender submission is funded by Arun District Council with an associated increase in the operating fee paid to the Council.

RECOMMENDATIONS

It is RECOMMENDED that the Cabinet:

a) Approve capital expenditure to the sum of £1,153,000 as agreed in the Council’s

Capital, Asset Management and other Projects Budget 2016/17 for improvement

works to leisure assets.

b) Approve that the Council enter into an Agency Agreement with Freedom Leisure to

deliver capital investment projects as proposed in their tender submission with an

associated increase in the operating fee paid to the Council.

1.0 BACKGROUND

1.1 In September 2015 Cabinet approved the award of Arun’s Leisure Operating Contract to Company A, Freedom Leisure (Decision Notice: C/013/140915). The tender identified an average operating fee payable to the Council of £503,192 per year (averaged over ten years).

1.2 Freedom Leisure proposed a number of capital investment projects which included

the remodelling of the reception, café and fitness suite changing rooms at the Arun

Leisure Centre. It also proposed projects to improve energy efficiency. These

projects totalled £1,592,670.

ITEM 6

of 53


1.3 The tender documentation provided an option for the Council to directly fund the

capital investment if it were to the benefit of the Council. Cabinet agreed that the

cost benefit of funding the improvement works should be assessed and considered

as part of the Capital Prioritisation Plan. This assessment has been completed and

the investment has been included in the Councils budget for 2016/17 (Decision

Notice: C/049/080216).

2.0 CAPITAL PROJECT

2.1 By removing the capital investment, interest and VAT from their tendered sum,

Freedom Leisure has reduced its expenditure over ten years by £1,592,670. The

net benefit to the operating fee paid to the Council by Freedom Leisure is an uplift

from £503,192 to £662,459 per year (averaged over ten years).

2.2 The capital costs have been calculated by Freedom Leisure as £1,153,119 and this

will be the budget for this project.

2.3 It is recommended that Cabinet approve an Agency Agreement between Freedom

Leisure and the Council. This will allow Freedom Leisure to act as agents to the

Council and have responsibility for the planning and delivery of the projects on

behalf of the Council. The interests of the Council will be protected by the Property

and Estates Manager and Leisure and Voluntary Sector Manager who will have key

roles on the Project Board.

3.0 PROPOSAL

3.1 It is proposed that Cabinet:

a) Approve capital expenditure to the sum of £1,153,000 as agreed in the Council’s

Capital, Asset Management and other Projects Budget 2016/17 for improvement

works to leisure assets.

b) Approve that the Council enter into an Agency Agreement with Freedom Leisure to

deliver capital investment projects as proposed in their tender submission and with

an associated increase in the operating fee paid to the Council.

4.0 OPTIONS:

a) Approve the proposals as set out in the recommendations.

b) Not approve the proposals as set out in the recommendations and allow Freedom Leisure to fund the capital improvement works as set out in their tender submission.

5.0 CONSULTATION:


Relevant Town/Parish Council �

ITEM 6

of 53


Relevant District Ward Councillors �

Other groups/persons (please specify) �


YES NO

Financial – Head of Finance has received a copy of the report �

Legal – Head of Legal & Administration has received a copy of this report �

Human Rights/Equality Impact Assessment �

Community Safety including Section 17 of Crime & Disorder Act �

Sustainability �

Asset Management/Property/Land �

Technology �

Other (please explain) �

7. IMPLICATIONS:

Financial: Budget implications

Asset Management: The capital investment projects will be in buildings owned by the District Council.


To carry out improvements to Arun District Council buildings that will have financial implications to the Leisure Operating Contract.


Cabinet Paper – Leisure Management Contract 2016 (September 2013)

Cabinet Paper – Leisure Management Contract 2016 (October 2014)

Cabinet Paper - Award of Leisure Management Contract 2016 (September 2015)

Cabinet Paper - Arun District Council Budget 2016/17 (February 2016)

ITEM 6

of 53


http://www1.arun.gov.uk/PublicViewer/Tempfiles/521e7bdebc374ab.pdf

http://www1.arun.gov.uk/PublicViewer/Tempfiles/3d9e27b006b34a0.pdf

http://www1.arun.gov.uk/PublicViewer/Tempfiles/b7cb76eda06b4ab.pdf

http://www1.arun.gov.uk/PublicViewer/Tempfiles/453b45c65b4242f.pdf

AGENDA ITEM NO.7



PART A : REPORT

SUBJECT: Telephony System Procurement

REPORT AUTHOR: Chris Lawrence DATE: February 2016 EXTN: 37803

EXECUTIVE SUMMARY: The report sets out the Telephony procurement process undertaken by the joint Arun District Council and Chichester District Council project team and also involving the two Council’s joint Procurement Team.

RECOMMENDATIONS:

(i) That Cabinet approve the replacement of the current telephone system with Arun District Council working in partnership with Chichester District Council.

(ii) That funding of £125,000 be made available from the 2015/16 Capital Programme to enable the procurement of a replacement telephone system.

(iii) That following the tender and evaluation exercise, Cabinet confirms the contract be awarded to the preferred supplier at a cost of £117,000 with the capital budget balance retained as the project contingency. Annual revenue costs are £10,000 per annum which can be funded from existing revenue budgets.

(iv) That the annual maintenance agreement be entered into for 5 years with the option to extend for a further 2 years. Any extension to be subject to the Council obtaining Value for Money and a continued, acceptable standard of service.

(v) That the Director of Customer Services be authorised to approve additional expenditure required to integrate the solution with Chichester District Council. Such expenditure to be limited to the total project budget.

1. BACKGROUND:

Capital funding provision for the replacement of the existing telephone system was confirmed by the Special Council meeting held on 24th February 2015, as part of the consideration of the Council’s 2015/16 Budget.

Meetings were held with Chichester District Council to explore the potential of moving forward as a joint procurement project of on-site solutions. Chichester District Council also needs to replace their telephone system which has provided an opportunity to undertake a joint procurement exercise and to potentially share a solution.

The project proposal set out to tender in partnership with Chichester District Council. Chichester District Council also needed to replace their telephone system which provided opportunities to undertake a joint procurement exercise and to, potentially, share a

ITEM 7

of 53


solution.

Tenders were published on 28th October 2015 with a closing date of 4th December 2015. Tenders were published in the EU Journal, Contracts Finder and the Chichester District Council web site.

In total, 14 submissions were received. After a detailed evaluation process with Chichester District Council, both authorities have been able to identify a preferred supplier.

2. PROPOSAL(S):

(i) To award the tender for an on-site telephone system.

(ii) To undertake a profiling exercise to determine the best use of devices and licences for users, working either remotely, mobile or fixed at office sites.

(iii) To work in partnership with Chichester District Council during the procurement process and aim to agree a strategic approach to delivering a shared system.

3. OPTIONS:

Option 1: Do nothing – this option was discounted due to the age of the existing system.

Option 2: Replace with on-site system as at present – this is the preferred option.

Option 3: Supplier hosted solution – this was discounted due to high level of ongoing revenue costs.

Option 4: Upgrade the existing system – this was discounted as it would not support the Council’s flexible working or shared services requirements.

Cabinet is requested to approve Option 2 above as the preferred solution.

4. CONSULTATION:




Other groups/persons: Officers from Arun District Council and Chichester District Council have worked jointly in partnership to deliver the specification of requirements for the tender and then completed the detailed evaluation of the submitted tenders.

External specialist telecommunications Consultants have been involved both in helping to prepare the tender and then the evaluation of the submitted tenders.

�


YES NO

Financial �

Legal �


ITEM 7

of 53


Community Safety including Section 17 of Crime & Disorder Act

�

Sustainability �


Technology �


6. IMPLICATIONS:

Financial: ICT Capital spending for 2015/16 will be completed in line with budget provision.

Technology: Replacement equipment has the ability to deliver Unified Communications and enhanced telephony services.


To complete the procurement as described at 1 above.


Tender Evaluation Report for the Telephone System Procurement

http://www.arun.gov.uk/download.cfm?doc=docm93jijm4n8657.doc&ver=8431

ITEM 7

of 53


http://www.arun.gov.uk/download.cfm?doc=docm93jijm4n8657.doc&ver=8431

AGENDA ITEM NO. 8



PART A : REPORT

SUBJECT: Local Enterprise and Apprenticeship Platform (LEAP)

REPORT AUTHOR: Miriam Nicholls, Business Development Manager DATE: 24th February 2016 EXTN: 37845

EXECUTIVE SUMMARY: This report advises Cabinet that following the agreement to go ahead with a Business Grant Scheme a number of grant applications have been received. This is the second round of applications and these have been reviewed by an independent panel. In line with the Council’s Constitution, Cabinet approval is required for payment of the grants.

RECOMMENDATIONS

1. That payment of grants under the LEAP scheme should be made as recommended in the report.

1. BACKGROUND:

In May 2010 a Section 106 agreement was made with Sainsbury’s to provide funding for enterprise activity in Bognor Regis. The requirement for the contribution is to work: ‘towards the delivery and promotion of business enterprise provision in the vicinity of the site under ADC’s economic development powers’. The developer contribution is £136,000 and must be used by 2017.

On 19th January 2015 Cabinet agreed that the LEAP Project should go ahead.

One of the elements of the LEAP project is grants to small businesses. Following Cabinet agreement an application form and guidance, based on the previous grant stream, Be the Business, run by West Sussex County Council, was drawn up. Grants have been advertised via a press release, on the Arun and Business Partnership web sites and widely advertised by word of mouth. In addition a list of companies that have registered within the district is received each month and these are written to telling them about the services Arun provides which includes this funding.

In January 2016 the first 8 applications were agreed. Since then word has spread and another 14 have been received. Eleven are for business grants and three are for apprenticeship grants. The independent panel made up from members of the Arun Business Partnership Steering Group, has met and considered the applications. The Partnership Steering Group is currently made up by representatives from the following businesses:

ITEM 8

of 53


Barclays Bank The Aldingbourne Country Centre

Guess Jewellers Regis Removals

Slindon College Connects Media

Details of those applications along with their recommendations are below. Members will note that companies are not identified for commercial reasons.

If Cabinet agree these grants, as set out below, £88,600 of the grant pot will have been allocated. This includes £50,000 to The University of Chichester for a Business Support Programme, £28,100 in business grants and £10,500 in apprenticeship grants. This leaves £21,900 in business grant funds and £25,500 in apprenticeship grants remaining.

2. PROPOSAL(S):

Company 12 – Apprenticeship grant. Conditions met. Recommend approval. £1,500


Company 14 – Company established since 2014. 1 employee. Grant request £5,000. Retail business. Grant requested for additional stock. Panel recommendation – no grant to be awarded. Concern that funding would be ‘plugging a gap’ and business is not sustainable.

Company 15 – Established CIC. Grant to cover training costs for volunteers and mentors. Will build capacity within the organisation. Grant request £2,000. Panel recommendation – full grant award.

Company 16 – Company established 1-2 years. Grant required for training and marketing. Once training is complete will add one new job. Grant request £2,000. Panel recommendation – full grant award.

Company 17– New start business. 1 x full time and 2 x part time staff. Funding required for marketing, including a web site. Grant request £2,000. Panel recommendation – full grant award.

Company 18 – Established business – 5 years. Ripe to grow. Grant for additional work station and IT equipment to take on an apprentice. Grant request £2,000. Panel recommendation – full grant award.

Company 19 – New start business. Grant to cover web site and marketing costs. Panel concern over some details in application. Applicant advised to address details and reapply if they wish. Grant request £2,000. Panel recommendation – no grant to be awarded.

Company 20 – Established business. 2 x full time and 6 part time staff. Grant requested for loyalty scheme payments. Panel concern over scheme and sustainability. Grant request - £2,000. Panel recommendation – no grant to be awarded.

Company 21 – Business established 2 years. 2 x full time and 1 x part time staff. Grant required for 2 new work stations for new staff member and apprentice. Grant will allow both to be taken on. Grant request £2,000. Panel recommendation – full grant to be awarded.

ITEM 8

of 53


Company 22 – Company established 1-2 years. Grant required for additional training to allow owner to be certified to do higher level work and 2 new staff members to be taken on. Also branding and ‘wrap’ for van. Grant request £2,000. Panel recommendation - full grant to be awarded.

Company 23 – Established company. 4 x full time and 2 x part time staff. Grant to purchase specialist diagnostic equipment. Will allow upskilling of staff and potential for additional job in time. Grant request £2,000. Panel recommendation - full grant to be awarded.

Company 24 – New start business. Funding request for web site and design/ packaging materials. Aim to get product into supermarkets by end 2016. Grant request £2,000. Panel recommendation - full grant to be awarded.


3. OPTIONS:

i. To agree payment of the grants as recommended by the Steering Group panel.

ii. To not recommend payment of grants.

4. CONSULTATION:


Relevant Town/Parish Council x

Relevant District Ward Councillors x

Other groups/persons (please specify)


YES NO

Financial x

Legal x

Human Rights/Equality Impact Assessment x

Community Safety including Section 17 of Crime & Disorder Act x

Sustainability x

Asset Management/Property/Land x

Technology x

Other (please explain)

6. IMPLICATIONS:

None

ITEM 8

of 53



To enable funding allocated through Section 106 to be used for its specified purpose.


Cabinet report – 19th January 2015

ITEM 8

of 53


AGENDA ITEM NO. 9


REPORT TO AND DECISION OF CABINET ON 21 MARCH 2016

PART A : REPORT

SUBJECT: Establishment of Cabinet Working Parties

REPORT AUTHOR: Nigel Lynn, Chief Executive

DATE: February 2016

EXTENSION: 01903 737601

EXECUTIVE SUMMARY:

As part of the direction of travel for the 2020 Vision, this report proposes that three Cabinet Working Parties are established to take forward work on reviewing (1) Delegation to Committees & Officers and a review of the Cabinet and Committee Structure; (2) Local Housing Company; and (3) Planning Services. The Working Parties will then report back to Cabinet on the outcomes of their reviews.

RECOMMENDATIONS

It is recommended that:

1. in accordance with Responsibility for Function Rule 7.1, three Cabinet Working Parties be established to cover:

i. Review of Delegation to Committees & Officers and a separate review of the Cabinet and Committee Structure

ii. Local Housing Company iii. Planning Services

2. the Working Parties will work to the Terms of Reference, timescales and reporting methods detailed in Appendices 1, 2 and 3 to the report; and

3. the Leader of the Council will be responsible for nominating members to sit on the Working Parties.

1. BACKGROUND:

1.1 At the Council meeting on 13 January 2016, a report was agreed which provided a ‘direction of travel’ for work on the Council’s 2020 Vision. This included three projects to be taken forward:

i. Review of delegation to Committees & Sub-Committees and a separate review of the Cabinet and Committee Structure

ii. Creation of an Arun District Council local housing company

iii. Review of Planning Services

ITEM 9

of 53


1.2 Responsibility for Function Rule 7.1 allows the Council, Cabinet or Overview Select Committee to establish Working Parties with responsibility for a specific function or task. The Terms of Reference, arrangements for membership, appointing the Chairman and Vice-Chairman, and reporting proposals need to be identified in the establishment of any new Working Party.

2. PROPOSAL(S):

1. It is proposed that three Cabinet Working Parties are established to take forward the following projects:

i. Review of Delegation to Committees & Officers and a separate review of the Cabinet/Committee Structure

ii. Creation of a Local Housing Company

iii. Review of Planning Services

2. The scope, terms of reference, membership arrangements, timescales and reporting methods for each of the Working Parties are set out in Appendices 1, 2 and 3 to the report.

3. The outcomes of these reviews will feed into the Cabinet meeting on 27 June 2016 to work within the timetable already agreed by Full Council on the 2020 Vision which is due to be presented for approval on 20 July 2016.

4. It is not proposed to have political balance on the Working Parties because Members will be appointed by the Leader of the Council based on their experience, knowledge and availability to attend meetings.

3. OPTIONS:

I. To agree to the proposed establishment of Cabinet Working Parties.

II. Not to agree to the proposals.

III. To propose an alternative arrangement for undertaking these reviews.

4. CONSULTATION:




Other groups/persons (please specify)

Leader and Deputy Leader of the Council

�


YES NO

Financial �

Legal �


Community Safety including Section 17 of Crime & Disorder Act �

ITEM 9

of 53


Sustainability �


Technology �


6. IMPLICATIONS:

Financial: If the review is not undertaken, then any potential contribution to the 2020 Vision will not be met. Legal: Working Parties can be established by the Cabinet to undertake a specific function or task as long as they work within the requirements of Responsibility for Function Rule 7.0.


To take forward projects from the 2020 Vision, as agreed by Full Council on 13 January 2016.


Report to Full Council – 13 January 2016 “2020 Vision – Working together for a better future”

ITEM 9

of 53


http://www1.arun.gov.uk/PublicViewer/Tempfiles/0963febbdbe1419.pdf

http://www1.arun.gov.uk/PublicViewer/Tempfiles/0963febbdbe1419.pdf

Appendix 1

CABINET WORKING PARTY

Review of Delegation to Committees & Officers

Terms of Reference

Scope To undertake a two staged review. Firstly a review to examine whether decisions are taken at the right level within the Council and whether the decision making process is carried out in the most efficient manner whilst ensuring there is an acceptable level of accountability. Once the above review is completed, a second review of the Cabinet and Committee structure.

Terms of Reference The First review will be to look at: 1. The levels of delegation in Part 3 - Responsibility for Functions

of the Council’s Constitution by: a. Examining whether authority for decision making is set

at the right level for Individual Cabinet Members, Committees and Sub-Committees

b. Considering whether the decision making process remains efficient and appropriate in the context of the Vision 2020 and ensures an acceptable level of accountability

2. The levels of delegation in Part 4 – Officer Scheme of Delegation of the Council’s Constitution by:

a. Examining whether the current levels of delegation provide for an efficient and effective decision making process in the context of the Vision 2020

b. Seeking feedback from the Corporate Management Team on potential areas for review

c. Taking account of any legislative requirements in proposing areas for change or further review.

The second review will be to look at:

a. whether the decision making process is carried out in the most efficient manner whilst ensuring there is an acceptable level of accountability;

b. reviewing the current arrangements for Working Groups and Sub-Committees to assess whether each is still fit for purpose and adds value to the working of the Council;

c. examining the capacity of the officer team to manage the current and future political management structure;

d. identifying any potential cost savings from the review; and

e. concluding all work in order that any changes can be implemented from the beginning of the 2017/18 municipal year

Membership For the first review: Councillor Trevor Bence Councillor Mike Clayden Councillor Stephen Haymes Councillor Gill Madeley Councillor Dudley Wensley For the second review: All of the above and Councillors Mrs Maconachie and Oppler


of 53


Appendix 1


Review of Delegation to Committees & Officers

Terms of Reference

Chairman Chairman – Councillor Wensley

Officer support Nigel Lynn, Chief Executive Liz Futcher, Head of Democratic Services

Timescale For the first review, this will start immediately following the Cabinet meeting on 21.03.16 with the aim of initial proposals being made to Cabinet on 27.06.16 and Full Council on 20.07.16 For the second review, concluding all work in order that any changes can be implemented from the beginning of the 2017/18 municipal year

Dates of meetings 05.04.16 � fact finding to identify areas for potential review � agree options to be taken forward

11.05.16 � feedback on initial work � developing initial recommendations for change or further

review for implementation in the 2017/18 municipal year

Further dates will be set by the Chief Executive in consultation with the Chairman of the Working Party

Reporting into • Cabinet

• Full Council – for any consequential Constitution changes


of 53


Appendix 2


Review of proposal to establish a Local Housing Company

Terms of Reference

Scope To review the all draft documentation, outline business plan, and proposed legal structure and governance arrangements to support the creation of a Local Housing Company (LHC) for Arun.

Terms of Reference 1. To review other LHC models including Local Authority examples;

2. To assess and critique the key company objectives; 3. Review the initial operational and governance arrangements

for the new company; 4. Review and critique the Housing Company Business Case for

approval by Cabinet; 5. Review a financial model for the company including proposal

to appraise the individual developments projects, to include a review of any prudential borrowing requirements;

6. Review the proposed legal structure and the possible state aid implications for the new company;

7. To review the proposed scope of the company activities for residential and any other types of appropriate development;

8. To consider the various risks for the Council involved with the creation of the company;

9. To comment on the strategic and organisational fit of the proposed company for the Council;

10. To review any arrangements for on lending by the Council to the proposed company;

11. Consider the staffing requirements of the company which may involve employed staff, seconded staff or an agreement by the Council to provide employees on a labour basis only to the company;

Membership Councillor Elkins Councillor Dendle Councillor Hughes Councillor Mrs Brown Councillor Mrs Pendleton

Chairman Chairman – Councillor Elkins

Officer support Andy Elder, Housing Strategy and Enabling Manager

Timescale Review to start immediately following Cabinet meeting on 21.03.16 with the aim of initial proposals being made to Cabinet on 12.12.16 [provisional]

Dates of meetings 19.02.16 – initial presentation from Eastbourne Borough Council (officers and members) who may provide a consultancy service to the Council during the project period Further dates will be set by the Chairman in consultation with members of the Working Party and the Lead Officer


• Full Council


of 53


Appendix 3


Review of Planning Services

Terms of Reference

Scope To review and make recommendations regarding the future delivery of Planning related services, namely Development Control (management), policy formulation and related administrative and specialist functions. Street naming and numbering is not included in the review.

Terms of Reference The review will consider the following:- 1. alternative delivery models; 2. opportunities for service improvement and efficiencies; 3. the level of planning fees needed to fund the full cost of the

service; and 4. the impact of proposed legislative changes.

Membership Councillor Bower Councillor Haymes Councillor Mrs Oakley Councillor Charles Councillor Mrs Hall Councillor Mrs Pendleton

Chairman Chairman – Councillor Bower

Officer support Karl Roberts, Director of Planning & Economic Regeneration plus other officers where appropriate.

Timescale Review to start immediately following Cabinet meeting on 21.03.16 with any initial proposals being made to Cabinet and recommendations to Full Council on 20.07.16

Dates of meetings Dates to be proposed according to the required work plan and agreed by the Working Party


• Full Council – for any consequential Constitution changes


of 53


AGENDA ITEM NO.10


REPORT TO AND DECISION OF CABINET ON 21 MARCH 2016

PART A : REPORT

SUBJECT: Update on the redevelopment of the Hothamton Car Park and Regis Centre sites, Bognor Regis

REPORT AUTHOR: Karl Roberts DATE: 23 February 2016 EXTN: 37760

EXECUTIVE SUMMARY: A follow up report following the Full Council meeting on 11 November 2015 to update on the redevelopment of the Hothamton Car Park and Regis Centre sites, Bognor Regis.

RECOMMENDATIONS:

Members are requested to note the progress.

1. BACKGROUND: Members will recall that a way forward was proposed for the redevelopment of the Regis Centre and Hothamton Car Park sites at the 11 November Full Council meeting. Following the debate the following was resolved:- RESOLVED – That (1) The Council (as landowner) supports the principle of redeveloping the Hothamton Car Park site for a suite of uses including the A1 retail, student accommodation, car parking and workshop/office space complemented by appropriate landscaping. The Council accepts that an alternative or complementary use to the student accommodation would be ‘staff’ accommodation. (2) The Council seeks fee proposals for consultancy support to aid the development of a business case to demonstrate the degree of financial viability of the Council undertaking the delivery of development on the Hothamton Car Park. A report outlining the business case will then be presented to the Council for a final decision on whether to proceed and how any development could be funded. (3) Subject to further financial, planning and technical assessments and package prioritisation, the Council, as landowner, open ‘subject to contract’ negotiations with the leaseholders in the area referred to as Package C regarding the following aspirations;

ITEM 10

of 53


a) The redevelopment of the existing Alexandra Theatre site to provide an enhanced ‘cultural offer’ including improved theatre, gallery space, multi-functional space and other ancillary activities. b) The redevelopment of the area referred to as Package B for a mix of uses including Public House, Hotel, Restaurant and Residential, and where appropriate small retail outlets and other uses associated with a holiday destination. c) The redevelopment of the existing Public House in the area referred to as Package C for a form of development which consists of a Landmark building accommodating at least a visitor attraction, residential development and restaurant(s). d) The redevelopment of the existing Place St Maur area referred to as Package D as an area of public realm for events and activities in a manner complementary to the other redevelopment proposals set out in the report. e) The retention of as much car parking within Package E as possible, in a manner complementary to the other redevelopment proposals set out in the report. In furtherance of this objective the Council also supports the principle of installing a lightweight deck to providing additional car parking and the possibility of some active frontage development facing onto Belmont Street and Clarence Road. (4) Should the Council not be able to create a development opportunity for Package C in the form set out in III(c) above then the Council supports the principle of that development opportunity being on the western end of Package B and developing Package C for any uses displaced from the Package B proposals set out in (3)(b) above.

2. PROPOSAL(S): The purpose of this report is to set out the initial steps that are being taken to implement these resolutions. To deliver development which will be sustainable and viable, the original report and subsequent resolutions recognised the importance of undertaking further feasibility work to inform the very necessary preparation of business cases. To this end a virement of up to £20,000 has been agreed. These funds are to be used to commission specialist services develop a resources schedule (costs) of the required additional work to provide advice, guidance and precise costings that are likely to be incurred for the delivery of the Regis Centre and Hothamton sites. The resource schedule will include estimates for the likely costs of a range of professional fees, project management and other statutory costs associated with progressing these developments. This commission (actual cost £5000) has now commenced and an update will be provided at the meeting. Once the resources schedule has been completed a further report will be presented to the Bognor Regis Regeneration Sub Committee with recommendations to go to Full Council regarding the required funding to progress the various business cases. The intention is to follow an approach similar to that being used for the new Swimming Pool in Littlehampton. In parallel to this piece of work, it is proposed to engage with a range of local stakeholders to secure a more informed understanding of their aspiration for the redevelopment of the

ITEM 10

of 53


existing Alexandra Theatre site to provide an enhanced ‘cultural offer’. As resolution 3(a) above indicates the current aspiration is to include improved theatre, gallery space, multi-functional space and other ancillary activities. Officers have continued to maintain a dialogue with a number of parties who submitted ideas for the possible regeneration of these sites. To undertake this work it is proposed to use consultants familiar with this type of work in the cultural sector. It is also logical at this time to commission the provision of some advice on potential future Governance arrangements (probably from the same consultants) as stakeholder engagement with bodies like Arun Arts (who have an existing sub lease for the Theatre) will be both appropriate and necessary. Some initial indicative costings suggest that the cost of the stakeholder engagement is likely to be up to £14k, with the governance work costing potentially a further £12k. Currently, there is no budget allocated for this work so it will be included in the resource schedule referred to above. Finally, it is anticipated that the planning application submitted by the Sir Richard Hotham Project for the redevelopment of these sites will be considered by the Development Control Committee in March 2016.

3. OPTIONS: Not applicable, this paper is for Members to note progress to-date.

4. CONSULTATION:


Relevant Town/Parish Council x

Relevant District Ward Councillors x

Other groups/persons (please specify) x


YES NO

Financial x

Legal x

Human Rights/Equality Impact Assessment x

Community Safety including Section 17 of Crime & Disorder Act

x

Sustainability x

Asset Management/Property/Land x

Technology x

Other (please explain) x

ITEM 10

of 53


6. IMPLICATIONS: There are none, this paper is for Members to note progress to-date.

7. REASON FOR THE DECISION: Not applicable, this paper is for Members to note progress to-date.

8. BACKGROUND PAPERS: 11 November 2015 Council meeting http://www.arun.gov.uk/full-council The Submissions: http://www.arun.gov.uk/bognorregisregeneration The matrix of submission proposals: http://www.arun.gov.uk/bognorregisregeneration 2003 Masterplan: http://www.arun.gov.uk/bognorregisregeneration No Equality Impact Assessment is required.

ITEM 10

of 53


http://www.arun.gov.uk/full-council

http://www.arun.gov.uk/bognorregisregeneration



Agenda Item 11

1

ARUN WELLBEING AND HEALTH PARTNERSHIP (AWHP) MINUTES

Date: Monday, 22 February 2016 Time: 2 – 4 pm Venue: Committee Rooms, Arun Civic Centre Chair: Roger Wood Head of Neighbourhoods at Arun District Council Present:

Hazel Flack (Arun Wellbeing, Partnership Manager), Mike Collins (Manager of Sammy Transport), Nigel Lynn (Chief Executive, Arun District Council), Jeanette Sax (WSCC Early Childhood Team Manager), Roger Wood (Head of Neighbourhoods Arun District Council), Sharon Cuerden (Service Manager, Coastal West Sussex Mind), Kim Fleming (Head of Wellbeing Services, Age UK West Sussex) Yvonne Grant (GP/Arun Locality Director, CCG), Claire Dower (Arun Wellbeing, Information Officer) Jonathan Chapman (Partnership Sergeant, Sussex Police) Bridget Pettitt (Public Engagement Manager, Coastal West Sussex CCG)

Cllr Marian Ayres (Arun District Council), Julie Tuppen (Family Support Network Lead, Arun Think Family), Sarah Gorton (Strategy & Partnerships Manager, Homeless Link), Gary Hardley (Laburnum Centre Manager, Age UK West Sussex)

Kay Bradley (Wellbeing Adviser, Arun Wellbeing)

Apologies:

Hilary Spencer (Chair of the AWHP and Chief Executive, Voluntary Action Arun and Chichester), Nigel Croad (Resources Director, Arun District Council), Vanessa Taylor-Berry (PAT Service Lead, Sussex Community NHS Trust), Hilary Spencer (Chief Executive, Voluntary Action Arun and Chichester),Russell Tooley (Leisure & Voluntary Officer, Arun District Council), Cllr Ann Rapnik (Arun District Council),

Angie Steel (Health Co-ordinator, Albion in the Community) Louise Bray ( Senior Support Worker, Family Mosaic) Holly Yandall (Public Health Lead, West Sussex County Council) Tracey Light (Voluntary Sector Relationship Officer, WSCC Public Health), Kate Bailey (consultant Public Health, WSCC), Sabine Margarson (Chichester Dementia Support Group), Joy Bradbury-Ball (senior wellbeing officer,

Arun Wellbeing)

Minuted by: Claire Dower

1. WELCOME, INTRODUCTIONS & APOLOGIES FOR ABSENCE Roger Wood took on the role of Chair in Hilary Spencer’s absence and welcomed everyone to the meeting and gave the received apologies for absence, and members introduced themselves.

2. REPORT BACK FROM PREVIOUS MEETING/MATTERS ARISING

All actions completed. No other issues arising.

ITEM 11

of 53


Agenda Item 11

2

3. PUBLIC HEALTH UPDATE Roger Wood updated the partnership that Holly Yandall has taken the role of Arun lead for Public Health and will normally attend these meetings in future instead of Kate Bailey. Holly Yandall could not attend the meeting but provided notes which Hazel Flack summarised and circulated to the partnership. (Notes available on request) ‘One You’ which is being launched by Public Health England, will use the West Sussex Wellbeing website www.westsussexwellbeing.org.uk, Hazel asked the partnership to contact Claire Dower for any changes/additional information to the Arun Wellbeing part of the West Sussex Wellbeing Website (www.arunwellbeing.org.uk ) ([email protected]) The following questions/comments will be forwarded to Holly Yandall for response and there will be an update at the next meeting.

• One You: Nigel Lynn asked what outcomes could be expected from this campaign and how these would be analysed and reported.

• Physical Activity Needs assessment: in response to a query regarding the difference between physical activity and sport, Hazel compared it to the offer of the wellbeing hubs which is very much focused on non-sporting physical activity. However Public Health offered to circulate the scope, which would be helpful to clarify.

• Roger Wood asked how would this initiative relate to or link with other services that may be commissioned by public health or other services such as CCGs; what would be the impact on them?

ACTION: HOLLY YANDALL

4. HOMELESS LINK HEALTH NEEDS AUDIT

Sarah Gorton – gave a PowerPoint presentation on the Homeless Link Health Needs Audit (presentation available on request) Claire Dower has emailed a briefing note on the Health Needs Audit to all AWHP members asking those that work with people who are homeless or who are likely to become homeless to please contact Sarah to take part in the audit. Sharon Cuerden mentioned that Coastal West Sussex Mind work with homeless people or those at risk and has not seen the audit. Sarah to liaise direct with Sharon. Nigel Lynn asked for the definition of homelessness that they are working to. Sarah explained this and the definition can be found in the Briefing Audit notes that have subsequently been sent to members. Mike Collins noted that Sammy Community Transport could be involved to help the homeless to attend hospital appointments for example, provided they had the

ITEM 11

of 53


http://www.westsussexwellbeing.org.uk/

http://www.arunwellbeing.org.uk/

mailto:[email protected]

Agenda Item 11

3

funding. Sarah will need to wait for the results from the audit to see if this is a need amongst homeless people. Roger Wood asked Jonathan Chapman if the the Neighbourhood Policing Team (NPT)would assist with the audit as Chief Inspector ( Justin Burtenshaw) had already given a positive response as the NPT know many of the rough sleeping community. Jonathan said he would give the contact details of the Chief Inspector and Sgt Christian Thomas to Sarah. Bridget Pettitt asked if the CCG could get involved with the findings from the audit with regards to homeless people’s access to GP surgeries. Sarah to take Bridget’s contact details. Sarah said the responses to the Audit can be analysed by local authority area eg for Arun. Jeanette Sax asked if the audit has been passed to the ‘Find it Out’ Centers. Sarah said it had not, and Julie Tuppen will give Sarah the ‘Find it Out’ contact details so it gets to the right person. Roger Wood asked regarding whether once the findings from the survey have been collated, there could be potential solutions to the issues raised learnt from other areas. Sarah agreed and that outcomes are being worked through in other areas but not fully developed yet. The results from the audit will be complete in May/June time.

ACTION: SARAH GORTON, JONATHAN CHAPMAN, JULIE TUPPEN

5. COASTAL WEST SUSSEX CCG - UPDATE Yvonne Grant and Bridget Pettitt gave an update and Power Point presentation on the Coastal West Sussex CCG Survey. (presentation available on request) Yvonne spoke about the information that had been placed in the local press about the pressures on local GP surgeries to explain why people have to wait for appointments. Bridget presented some initial results of the survey with, where possible, information about responses from residents in the Regis and Arun GP locality areas. There is further analysis still to be done. In response to a comment from Mike Collins regarding concerns from clients of Sammy Community Transport needing to travel further to appointments that this might impact on their ability to pay, Yvonne explained that they are bringing some services closer to where people live. Hazel Flack asked where there had been any progress on the ‘Self Care’ scheme, and Yvonne said there had been delays but this will be promoted shortly. ‘Self Care’ is a local campaign being piloted by the Arun locality giving residents information about how they can self-treat certain illnesses or use pharmacy services, rather than having to wait for appointments with GPs. There will be seasonal leaflets, for example hay fever, at relevant times of the year.

ITEM 11

of 53


Agenda Item 11

4

Mike Collins asked what was happening with hospital transport and Bridget will provide him with the information separately.

ACTION: BRIDGET PETTITT

6. ARUN WELLBEING UPDATE ON PROGRAMME 2016-19

Hazel Flack and Kay Bradley presented an update on the future plans for the Arun Wellbeing Programme, with a powerpoint presentation. (presentation available on request) Roger Wood added a comment about the good working relationship between the Wellbeing programme and the Think Family services and the benefits this can bring to families and individuals. Mike Collins asked if Sammy Community Transport could refer people to the Arun Wellbeing service without their knowledge. Hazel said the client would need to give permission or the Arun Wellbeing contact details can be given to the client, and gave Mike a pack of Wellbeing leaflets to give to his clients. Councillor Mrs Marian Ayres asked if Arun Wellbeing was able to help, for example, recently widowed men whose partners had done all the cooking and Hazel explained that some of the Cook and Eat courses have been targeted specifically to this need. Roger Wood commented that if all GP practices gave greater consideration to how the Arun Wellbeing service could help their patients, it could assist in reducing the work load of GPs. Some practices engage very effectively others not so well. Yvonne Grant said she would remind practices in the Arun locality, in particular any that are not using the Arun Wellbeing Service as well as they could. Hazel will provide Yvonne with the statistics to support this. Bridget Pettitt asked what the capacity of the team was at the moment, and Hazel responded that the Pre-Diabetes programme is taking bookings into April now and that at the moment there is a 2-3 week waiting time for clients to be given an appointment, though clients are always contacted within 48 hours of their initial enquiry.

ACTION: YVONNE GRANT, HAZEL FLACK

7. ITEMS FOR FUTURE MEETINGS

7.1 Leisure Contract:

Roger Wood explained that Freedom Leisure will be taking on the new leisure contract in Arun from 1st April 2016, and a new leisure centre will be built in Littlehampton. Freedom is very keen to get involved and be pro-active in the community. Members agreed it would be useful to have a presentation from the new providers at the next meeting to help understand how services can work with Freedom Leisure.

ITEM 11

of 53


Agenda Item 11

5

8. ANY OTHER BUSINESS:

Claire Dower gave an update on behalf of Tracey Light to the partnership regarding the West Sussex County Council Prevention and Wellbeing grants 2016/17. They are currently still waiting on final decisions on the Public Health budget settlement and Tracey Light will update Claire Dower on when the grants process has been decided & is open to applicants, so she can let members know.

ACTION: TRACEY LIGHT, CLAIRE DOWER

9. DATE OF NEXT MEETING

Wednesday 15th June 2016, 2-4 pm, Bognor Regis Town Hall Council Chamber, Clarence Road, Bognor Regis PO21 1LD

Meeting closed at 4 pm

ITEM 11

of 53


CABINET 21.3.16 Agenda Item 13

Environmental Services & Community Development Working Group – Minute Extract & Appendix 2 – 17 February 2016

ENVIRONMENTAL SERVICES & COMMUNITY DEVELOPMENT WORKING GROUP

17 February 2015 at 6.00 p.m.

Present: - Councillors Mrs Madeley (Chairman), Hitchins (Vice-Chairman),

Bence, Mrs Bence, Brooks, English, Oliver-Redgate and Mrs Porter.

Councillors Dendle and Dr Walsh were also present for all or

part of the meeting.

12. DECLARATIONS OF INTEREST The Monitoring Officer has advised Members of interim arrangements to follow when making declarations of interest. They have been advised that for the reasons explained below, they should make their declarations on the same basis as the former Code of Conduct using the descriptions of Personal and Prejudicial Interests. Reasons

• The Council has adopted the government’s example for a new local code of conduct, but new policies and procedures relating to the new local code are yet to be considered and adopted.

• Members have not yet been trained on the provisions of the new local code of conduct.

• The definition of Pecuniary Interests is narrower than the definition of Prejudicial Interests, so by declaring a matter as a Prejudicial Interest, that will cover the requirement to declare a Pecuniary Interest in the same matter.

Where a Member declares a “Prejudicial Interest” this will, in the interest of clarity for the public, be recorded in the Minutes as a Prejudicial and Pecuniary Interest. Councillors English and Mrs Madeley declared a non-pecuniary interest in Agenda Item 6, Cycling on Felpham Promenade, as Ward Members for Felpham and, in the case of Councillor English, as a member of Felpham Parish Council. 13. MINUTES The Minutes of the meeting held on 13 October 2015 were approved by the Working Group as a correct record and signed by the Chairman.

ITEM 13

of 53




14. VARIATION TO PARKING CHARGES

At its meeting on 13 October 2015, the Working Group had received a report from the Outdoor Services Manager which had put forward proposals to amend the charges for the Council owned car parks and for those to be the subject of a public consultation prior to implementation from 1 April 2016. That consultation had now been completed and the Outdoor Services Manager presented a report which detailed the representations that had been received and the subsequent amendments that had been made to the original proposals in light of the comments that had come forward. The Working Group heard that the main area of concern related to the increase in all day seasonal charges to £10 as it was felt that that would drive away parking from the seafronts and increase pressure on ‘on road’ parking. It was therefore being proposed that the suggested £10 charge be reduced to £7, with the exception of:-

• West Green Car Park from 1 July to 31 August be £8 for over 3 hours

In addition, it was proposed that the current parking structure in Banjo Road, Littlehampton, and Culver Road and Rock Gardens, Bognor Regis, would remain in place, with the only change being for over 4 hour stays increasing from £6 to £7. The revised charges were detailed in full at Appendix 2 to the report. With the agreement of the Working Group, Councillor Dr Walsh made comment at the meeting and thanked the Council for taking account of the representations made. The Working Group generally recognised the need to increase parking charges throughout the District and welcomed the fact that note had been taken of the comments received following the consultation exercise. In the course of a general discussion, serious concern was raised with respect to the current condition of the Fitzleet Car Park in Bognor Regis. It was felt that action must be taken to ensure that that prime site was fully utilised and improvements must be made to make it a more attractive and safer place for residents and visitors to park. The Working Group then

RECOMMEND TO CABINET – That

ITEM 13

of 53




(1) the proposed charge of £10 for over 2 hours parking from 1 July to 31 August in East Green, Sea Road, The Wall and West Beach car parks, Littlehampton, and Gloucester Road car park, Bognor Regis, is rejected and replaced with a charge of £7; (2) the proposed charge of £10 for over 3 hours parking from 1 July to 31 August in the West Green car park is rejected and replaced with a charge of £8; (3) the proposed parking charges for Banjo Road, Littlehampton, and Culver road and Rock Gardens, Bognor Regis, are rejected and the current charging structure up to 4 hours remains, with an increase from £6 to £7 for over 4 hours; (4) the rest of the proposed parking charges, which takes into account the above changes and as shown at Appendix 2, be implemented; and (5) the changes to the parking charges as shown at Appendix 2, be introduced from 1 April 2016.

ITEM 13

of 53




DAILY PARKING CHARGES (Appendix 2)

Parking Place Type Period of Parking

Present Charge

Proposed Charge

Regis Centre, BR Hothamton, BR Manor House, L’ton Surrey Street, L’ton St. Martins, L’ton Anchor Springs, L’ton

Short Stay Parking Up to 1 hour £0.70 £0.80

Lower short stay Up to 2 hours £1.40 £1.60

tariff with charge Up to 3 hours £2.10 £2.40

doubling over 4 Up to 4 hours £2.80 £3.20

hours to deter long stay parking

Over 4 hours £6.50 £7.00

Short Stay Parking Up to 1 hour £0.60 £0.70 Lower short stay Up to 2 hours £1.20 £1.40 Crown Yard, Arundel tariff with charge Up to 3 hours £1.80 £2.10 doubling over 4 Up to 4 hours £3.50 £3.50

hours to deter long stay parking

Over 4 hours £7.00 £7.00

Lyon Street, BR

Change tariff from Long Stay to Short Stay to reflect the

other Town Centre Parking and encourage use of Fitzleet for Long Stay Parking.

Up to 1 hour Up to 2 hours Over 2 hours Up to 1 hour Up to 2 hours Up to 3 hours Up to 4 hours Over 4 hours

£1.05 £2.10 £3.20

£0.80 £1.60 £2.40 £3.20 £7.00

Short & Long Stay Up to 2 hours £0.30 £0.40 Fitzleet, BR Lowest short stay Up to 3 hours £1.65 £1.80 tariff maintained Up to 4 hours £2.20 £2.40

Long stay tariff to remain unchanged

Over 4 hours £5.00 £5.00

London Road, BR

Long Stay Cheap all day parking

Up to 1 hour Up to 2 hours Over 2 hours

£0.50 £1.00 £1.50

£0.60 £1.00 £3.00

Gloucester Road, BR East Green, L’ton Sea Road, L’ton The Wall, L’ton West Beach, L’ton

Seasonal (Mar to Oct) Maintain 1st hour to encourage parking during bad weather. Raise all day charge


£1.50 £3.00 £6.00

£1.50 £3.00 £7.00

West Green, Lton

Seasonal Maintain 1st hour to encourage parking during bad weather. Raise all day charge during holiday season

Up to 1 hour Up to 3 hour Over 3 hours

£1.50 £3.00 £6.00

£1.50 £3.00

Mar to June £7.00

July & August £8.00

Sept & Oct £7.00

ITEM 13

of 53




Parking Place Type Period of Parking

Present Charge

Proposed Charge

Banjo Road, L’ton Culver Road, BR Rock Gardens, BR

Seasonal (Mar to Oct) Raise all day charge to increase income during good weather.


£1.00 £3.00 £6.00

£1.00 £3.00 £7.00

Hotham Park , BR

Seasonal (Mar to Oct) Amend charge to allow mid- tariffs of up to 2 and up to 3 hours. Increase all day charge

Up to 1 hour Up to 4 hours Over 4 hours Up to 1 hour Up to 2 hours Up to 3 hours Over 3 hours

£1.00 £3.00 £6.00

£1.00 £1.50 £3.00 £7.00

West Park ,BR

Seasonal (Mar to Oct) Raise all day charge to increase income during good weather

Up to 2 hours Over 2 hours

Free £6.00

Free £7.00

Mewsbrook, L’ton London Road, L’ton Banjo Road, L’ton

Coaching Parking Increase all day/ night charge

Up to 1 hour Over 1 hour

£3.00 £6.00

£3.00

£10.00

TOWN CENTRE PERMITS

Parking Place Type of Permit

Present Charge

Proposed Charge

Town Centre Car Parks 5 Day Annual £357.44 £390 7 Day Annual £408.52 £450 7 Day Monthly

£91.92 £100

Fitzleet Car Park Annual £102.13 £110

Seasonal Car Parks Annual £122.54 £140 Summer £71.48 £80 Winter

£51.06 £60

ITEM 13

of 53


abcd - Arun District Council elections › Data › Cabinet › 20160321 › ...2016/03/21 · abcd...

Documents

Transcript of abcd - Arun District Council elections › Data › Cabinet › 20160321 › ...2016/03/21 · abcd...