Agenda, decisions and draft minutes

Venue: via Remote Video Link

Contact: Email: committeeservices@horsham.gov.uk  Direct Line: 01403 215465

Items
No. Item

EX/38

Minutes pdf icon PDF 323 KB

To approve as correct the minutes of the meeting held on 24 September 2020

(Note: If any Member wishes to propose an amendment to the minutes they should submit this in writing to committeeservices@horsham.gov.uk at least 24 hours before the meeting.  Where applicable, the audio recording of the meeting will be checked to ensure the accuracy of the proposed amendment.)

Minutes:

The minutes of the meeting of the Cabinet held on 24 September were approved as a correct record.

EX/39

Declarations of Members' Interests

To receive any declarations of interest from Members of the Cabinet

Minutes:

There were no declarations of interest.

EX/40

Announcements

To receive any announcements from the Leader, Cabinet Members or the Chief Executive

Minutes:

The Cabinet Member for Environment, Recycling & Waste expressed concern at the possible closure by West Sussex County Council (WSCC) of two household waste recycling centres, including Billingshurst, and the possible reintroduction of charges for hard-core and soil. The Cabinet Member and the Leader had raised these concerns with WSCC.

The Cabinet Member for Horsham Town announced that the government funded pop-up cycle lanes introduced in Horsham Town in the summer had been removed.

The Cabinet Member for Leisure & Culture stated that The Capitol and the leisure centres would be opening after the Lockdown ends on 2 December. He hoped that West Sussex would move from Tier 2 to the less restrictive Tier 1 in the near future.

EX/41

Public Questions

To receive questions from and provide answers to the public in relation to matters which in the opinion of the person presiding at the meeting are relevant to the business of the meeting

Minutes:

No questions had been received.

EX/42

Update on the Council's Financial Position pdf icon PDF 592 KB

To receive a report from the Leader and Cabinet Member for Finance & Assets

Decision:

RESOLVED

 

i)          To note the changes in the Council’s financial position in 2020/21 and the Medium Term.

 

ii)         To recommend to Council the new pricing structure at Southwater County Park car park as set out in Appendix A of the report.

 

iii)        To recommended to Council the transfer of the budget and associated operational responsibilities for the Southwater Country Park car park to Parking Services for 2021/22. 

 

iv)        To recommend to Council the approval of a £89k capital budget in 2020/21 for business waste bin weighing technology and equipment.

 

REASON

 

i)          The Council needs to acknowledge the highly unpredictable nature of the national and local situation occasioned by the COVID-19 pandemic and the huge impact this is having on its financial position both in the short and longer term. This has moved the Council from what has been a long term healthy financial position to one with predicted large deficits unless action is taken.

 

ii)         To standardise parking hours across the year and help manage demand for car parking at Southwater Country Park during busy periods.

 

iii)        To streamline internal reporting processes and have all parking related services within the Parking service budgets.

iv)        The bin weighing technology and equipment will help the business waste service more accurately and efficiently manage the service by identifying trends and overladen bins, ensuring the Council is not subsidising customer disposal costs.

Minutes:

The Leader and Cabinet Member for Finance & Assets presented the report on the projected scale of the financial impact of Covid-19 in 2020/21, including the impact of the second Lockdown during November, and the measures being taken or being considered to help achieve a balanced budget in 2021/22. 

 

With the current level of uncertainty, it was impossible to prepare a full Medium Term Financial Strategy (MTFS) until January or February. The overspend of £5m this Financial Year, as set out in the report, had risen to £5.4m due to the November lockdown and it was recognised that substantial action was still required to achieve a balanced budget in 2021/22. The £1.1m grant received from government was included in the figures.

 

Changes put forward in the draft MTFS included changes to parking at Southwater Country Park with new standardised parking charges and the transfer of the budget and operational responsibilities to Parking Services for 2021/22.  The draft MTFS also included a capital budget for business waste bin weighing technology and equipment to make this service more accurate and efficient.

 

RESOLVED

 

i)          To note the changes in the Council’s financial position in 2020/21 and the Medium Term.

 

ii)         To recommend to Council the new pricing structure at Southwater County Park car park as set out in Appendix A of the report.

 

iii)        To recommended to Council the transfer of the budget and associated operational responsibilities for the Southwater Country Park car park to Parking Services for 2021/22. 

 

iv)        To recommend to Council the approval of a £89k capital budget in 2020/21 for business waste bin weighing technology and equipment.

 

REASON

 

i)          The Council needs to acknowledge the highly unpredictable nature of the national and local situation occasioned by the COVID-19 pandemic and the huge impact this is having on its financial position both in the short and longer term. This has moved the Council from what has been a long term healthy financial position to one with predicted large deficits unless action is taken.

 

ii)         To standardise parking hours across the year and help manage demand for car parking at Southwater Country Park during busy periods.

 

iii)        To streamline internal reporting processes and have all parking related services within the Parking service budgets.

iv)        The bin weighing technology and equipment will help the business waste service more accurately and efficiently manage the service by identifying trends and overladen bins, ensuring the Council is not subsidising customer disposal costs.

EX/43

Contract Award for the Provision of Wheeled Bins Tender pdf icon PDF 133 KB

To receive a report from the Cabinet Member for Environment, Recycling & Waste

Additional documents:

Decision:

RESOLVED

 

i)        To accept the bid and award the contract to Company A (exempt Appendix 1), as the preferred supplier of plastic wheeled bins for the next 4 years.

 

REASON

 

i)        The tendering exercise offered a preferential unit cost for each bin, with the option to purchase replacement parts as required.

 

ii)       The evaluation exercise favoured Company A on quality of products.

Minutes:

The Cabinet Member for Environment, Recycling & Waste stated that the contract for the supply of wheeled bins had expired and a new contract was required to secure the continued supply of bins for the next four years. The contract has been awarded to the bidder with a preferential rate, and the bins would be made of 30% recycled material, the maximum amount possible for this kind of use.    

 

RESOLVED

 

i)        To accept the bid and award the contract to Company A (exempt Appendix 1), as the preferred supplier of plastic wheeled bins for the next 4 years.

 

REASON

 

i)        The tendering exercise offered a preferential unit cost for each bin, with the option to purchase replacement parts as required.

 

ii)       The evaluation exercise favoured Company A on quality of products.

EX/44

Horsham's First Local Cycling and Walking Infrastructure Plan (LCWIP) pdf icon PDF 251 KB

To receive a report from the Cabinet Member for Horsham Town

Additional documents:

Decision:

RESOLVED

 

i)          To recommend to Council that it adopts the first Horsham Local Cycling and Walking Infrastructure Plan.

 

ii)         To note the content of the Summary of Stakeholders and Public Consultation document, October 2020.

 

iii)        Delegate authority for any minor editorial amendments to the Cabinet Member for Horsham Town.

 

REASON

 

i)          The LCWIP is a key tool in helping to deliver local improvements to increase both cycling and walking in the District and puts the Council in a strong position when bidding for cycling and walking improvement grants for the Government.

 

ii)         The Summary of Stakeholders and Public Consultation is an important background document in setting out the proposed response to the comments received.

 

iii)        To allow minor changes only. Any substantive change would need to be agreed by all Members.

Minutes:

The Cabinet Member for Horsham Town reported that the purpose of the LCWIP was to make cycling and walking a more natural choice for shorter journeys. Horsham’s LCWIP would be part of a larger county-wide network, as WSCC worked with other local authorities to create a combined prioritised list of routes.  Many of the routes would require external funding contributions, and having these routes prepared would enable the Council to bid for government funding in addition to tranches of funding made available through WSCC.

 

The Horsham LCWIP included five cycling corridors and six walking corridors that were the result of evidence based research and consultation.  In accordance with Department for Transport (DfT) Technical Guidance, it focused on cycling and walking routes within the town and routes into the town from surrounding settlements. 

 

The Cabinet Member stressed that all Members would be kept informed as and when the document is reviewed and updated.

 

RESOLVED

 

i)          To recommend to Council that it adopts the first Horsham Local Cycling and Walking Infrastructure Plan.

 

ii)         To note the content of the Summary of Stakeholders and Public Consultation document, October 2020.

 

iii)        Delegate authority for any minor editorial amendments to the Cabinet Member for Horsham Town.

 

REASON

 

i)          The LCWIP is a key tool in helping to deliver local improvements to increase both cycling and walking in the District and puts the Council in a strong position when bidding for cycling and walking improvement grants for the Government.

 

ii)         The Summary of Stakeholders and Public Consultation is an important background document in setting out the proposed response to the comments received.

 

iii)        To allow minor changes only. Any substantive change would need to be agreed by all Members.

EX/45

Electric Vehicle Charge Point Network - Concession Contract pdf icon PDF 279 KB

To receive a report from the Cabinet Member for Local Economy & Parking

Additional documents:

Decision:

RESOLVED

 

i)          To award the concession contract to Supplier A as detailed in Appendix 1.

 

REASON

 

i)          A fully compliant OJEU process has been undertaken and a supplier has been identified to establish, install and run a County wide network of EV charge points.

Minutes:

The Cabinet Member for Local Economy & Parking reminded Members that an EV Charge Point Strategy had been agreed with WSCC and other local authorities in March 2020.  The Strategy supported the installation of charge points on Council owned land to encourage the take up of electric vehicles.  The tender process to secure a supplier had been conducted and one supplier, a consortium, met all the criteria. This would enable the county to move forward with the Easy Charge network. 

 

The Cabinet Member agreed that it was vital to achieve a good network, particularly in the light of the government’s phasing out of the manufacture of internal combustion engines by 2030.

 

RESOLVED

 

i)          To award the concession contract to Supplier A as detailed in Appendix 1.

 

REASON

 

i)          A fully compliant OJEU process has been undertaken and a supplier has been identified to establish, install and run a County wide network of EV charge points.

EX/46

Public Space Protection Order (PSPO) pdf icon PDF 168 KB

To receive a report from the Cabinet Member for Community Matters & Wellbeing

Decision:

RESOLVED

 

i)        To exercise its powers under the Anti-Social Behaviour, Crime and Policing Act 2014 to consult with the public on an updated Public Spaces Protection Order and delegate approval to the Director of Community Services in consultation with the Cabinet Member for Community & Wellbeing to implement an updated PSPO as detailed below, giving consideration to consultation feedback.

 

REASON

 

i)        To allow Horsham District Council and Sussex Police to tackle the behaviour outlined within the report, therefore protecting the quality of like of those who live in, work in and visit our district.

Minutes:

The Cabinet Member for Community Matters & Wellbeing introduced the report, which set out to inform the decision-making process concerning use of the Council’s powers under the Anti-Social Behaviour Crime and Policing Act 2014, in particular the power to maintain a PSPO. The PSPO prohibited certain activities to address a number of issues of concern to residents regarding anti-social behaviour.  In addition to the existing prohibitions, including antisocial behaviour relating to alcohol, anti-social use of vehicles and dog fouling, a number of new prohibitions were proposed, as set out in the report. 

 

The Cabinet Member stated that the new measures would address specific issues.  Those relating to Horsham Town comprised: no unlicensed busking; no selling of periodicals; no anti-social behaviour in car parks or stairwells; and no drinking of alcohol in The Causeway and Gardens of Remembrance.  The Director of Community Services confirmed that those selling The Big Issue would not be effected by the restriction on the selling of periodicals.

 

RESOLVED

 

i)        To exercise its powers under the Anti-Social Behaviour, Crime and Policing Act 2014 to consult with the public on an updated Public Spaces Protection Order and delegate approval to the Director of Community Services in consultation with the Cabinet Member for Community & Wellbeing to implement an updated PSPO as detailed below, giving consideration to consultation feedback.

 

REASON

 

i)        To allow Horsham District Council and Sussex Police to tackle the behaviour outlined within the report, therefore protecting the quality of like of those who live in, work in and visit our district.

EX/47

Overview & Scrutiny Committee

To consider any matters referred to Cabinet by the Overview & Scrutiny Committee

Minutes:

There were no matters currently outstanding for consideration.

EX/48

Forward Plan

To note the Forward Plan

Minutes:

The Forward Plan was noted.

EX/49

To consider matters of special urgency

Minutes:

There were no matters of special urgency to be considered.

To consider reports containing exempt or confidential information

RESOLVED

 

That, under Section 100A of the Local Government Act 1972, the press and public be excluded from the meeting for the following three items of business, on the grounds that they involved the likely disclosure of exempt information, as defined in Part I of Schedule 12A of the Local Government Act 1972, by virtue of paragraph 3 regarding information relating to the financial or business affairs of any particular person, including the authority holding that information, and in all the circumstances of the case the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

EX/50

Approval of amendment to Business Cases for Horsham District Homes for affordable homes in Billingshurst

To receive a report from the Cabinet Member for Community Matters and Wellbeing

Decision:

RESOLVED

 

i)        To recommend to Council the transfer of s106 funds to Horsham District Homes (Holdings) for the purchase of the three properties in Billingshurst.       

 

REASON

 

i)        Approval of the recommendations will allow the details of the transactions to be completed so that the affordable rental properties can be delivered for the benefit of households on the housing list.

Minutes:

The Cabinet Member for Community Matters & Wellbeing reported that the business case for the purchase of three affordable homes in Billingshurst, which had been approved by Council in November 2019, needed to be revised to take account of increased costs, including those required to achieve high standards of sustainability, with an EPC rating of A.  These changes would not have an adverse impact on the return on capital.  

 

RESOLVED

 

i)        To recommend to Council the transfer of s106 funds to Horsham District Homes (Holdings) for the purchase of the three properties in Billingshurst.       

 

REASON

 

i)        Approval of the recommendations will allow the details of the transactions to be completed so that the affordable rental properties can be delivered for the benefit of households on the housing list.

EX/51

Procurement of a building contract on an investment property

To receive a report from the Leader and Cabinet Member for Finance & Assets

Decision:

RESOLVED

 

i)        To approve an exemption from the procurement rules to enable a tender from 4 to 6 contractors for this proposed construction project rather than an open tender.

 

ii)       Delegate approval to the Director of Place in consultation with the Cabinet Member for Finance and Assets, to approve the final tender sum and authorise the Council to enter into a construction contract, provided that the figures are within the agreed budget envelope.

 

REASON

 

i)          To ensure competitive interest in this construction project from suitable contractors.

Minutes:

The Director of Place reported that a building contract was required to make improvements and increase the size of an investment property.  The small scale of the contract made the Council’s usual procurement process unsuitable, and therefore an exemption to this process was sought to allow for a more focussed tender exercise to be carried out.

 

RESOLVED

 

i)        To approve an exemption from the procurement rules to enable a tender from 4 to 6 contractors for this proposed construction project rather than an open tender.

 

ii)       Delegate approval to the Director of Place in consultation with the Cabinet Member for Finance and Assets, to approve the final tender sum and authorise the Council to enter into a construction contract, provided that the figures are within the agreed budget envelope.

 

REASON

 

i)          To ensure competitive interest in this construction project from suitable contractors.

EX/52

The Capitol - Recovery Plan

To receive a report from the Deputy Leader and Cabinet Member for Leisure & Culture

Decision:

RESOLVED

 

i)        To delegate authority for the decision on reducing opening days at The Capitol to the Director of Community Services, in consultation with the Cabinet Member for Leisure and Culture.

 

REASON

 

i)        The Covid 19 pandemic has disrupted The Capitol’s business model and severely reduced its ability to gain income from ticket sales. Government restrictions combined with the lack of available product (particularly film), mean that it may be necessary to vary the opening hours in the future.

Minutes:

The Cabinet Member for Leisure & Culture confirmed that the Capitol would reopen on 4 December with a Christmas programme of live performances, which were selling well. The challenges and uncertainty caused by the pandemic would continue into next year and programming had been adapted to take into account the lack of new film releases. The Head of Leisure & Culture advised of the need for flexibility to maximise customer experience while limiting costs. 

 

RESOLVED

 

i)        To delegate authority for the decision on reducing opening days at The Capitol to the Director of Community Services, in consultation with the Cabinet Member for Leisure and Culture.

 

REASON

 

i)        The Covid 19 pandemic has disrupted The Capitol’s business model and severely reduced its ability to gain income from ticket sales. Government restrictions combined with the lack of available product (particularly film), mean that it may be necessary to vary the opening hours in the future.