Agenda and minutes

To approve as correct the minutes of the meeting of the Council held on 8 December, and of the Extraordinary Council meetings held on 3 December and 8 December 2021

(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.)

The minutes of the meeting of the Council held on 8 December and of the Extraordinary Council meetings held on 3 December and 8 December were approved as correct records and signed by the Chairman.

To receive any declarations of interest from Members

There were no declarations of interest.

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

Councillor David Skipp, Chairman of the Council, announced that this was the Chief Executive Glen Chipp’s last Council meeting before his retirement in April. 

·         Councillor Ray Dawe, Leader of the Council until May 2021, thanked Glen for his professional, calm approach and for helping the administration achieve its goals.  He also highlighted how supportive Glen was to staff, and how well he and his team had coped during the Pandemic. 

·         Councillor Paul Clarke, the previous Leader, also spoke of how supportive, frank and fair he was.  He gave a vote of thanks to Glen for his service to the Council. 

·         The Chairman closed the announcement by thanking Glen for all his support.

Councillor Tony Hogben, Deputy Leader and Cabinet Member for Finance & Parking, announced that the Government’s recent £28m energy rebate would benefit 80% of the district’s residents.  He also thanked Councillor Jonathan Chowen, Leader, for his work with the Leader of West Sussex County Council to enable the continuation of the discretionary Council Tax Reduction Scheme for a further year.  To reflect this there were three additional recommendations to the 2022/23 budget, as set out in the published addendum to the report.  Councillor Hogben confirmed that when debating the budget these recommendations would be part of the substantive motion.

Councillor Christian Mitchell, Cabinet Member for Horsham Town, made the following announcements:

·         After the success of the Horsham Rec Ice Rink over the Christmas period, with its economic and employment benefits, alternative uses such a roller-skating or discos for the Rec were being considered for Easter and beyond.

·         Investment in Horsham town centre public realm: following consultation with Ward Members and other stakeholders, plans had been agreed for enhancing the area around Black Horse Way and The Forum Walk, including resurfacing work using granite that would be undertaken over a phased period.  

Councillor Roger Noel, Cabinet Member for Leisure & Culture, stated that details of the Queen’s Jubilee celebrations on 4 June would be published shortly.  These would centre on the Carfax with associated events, including the Queen’s Green Canopy incentive for planting trees across the district.

Glen Chipp said that it was a privilege to have worked with such a great team of officers.  He also reflected that during his tenure the only objective within the Council’s control that had not been met was the adoption of a new Local Plan. The Council now had an opportunity to adopt one with fewer houses, and he urged Council to do so as soon as possible.  He also thanked Councillors for their dedication and for giving back to the community.  He was delighted that the Employment Committee recommended Jane Eaton, Director of Corporate Resources, to take over his role.

To receive questions from the public under Rules 4a.2(f) and 4a.8-18

No questions relevant to the business of the meeting had been received.

To receive the recommendations from the meeting of Cabinet held on 27 January and, if approved, to adopt the recommendations therein:

(a)     The 2022/23 Budget and the Medium-Term Financial Strategy to 2025/26 (the report of the Cabinet Member for Finance is available at:  Agenda item 6

(b)     2022/23 Council Tax Reduction (CTR) Scheme (the report of the Cabinet Member for Finance is available at:  Agenda item 7

(c)     2022/23 Discretionary Rate Relief Scheme (the report of the Cabinet Member for Finance is available at:  Agenda item 8

(d)     Modern Slavery and Human Trafficking Statement (report of the Cabinet Member for Community Matters is available at: Agenda item 12

6 (a)  The 2022/23 Budget and the Medium Term Financial Strategy to 2025/26

Councillor Tony Hogben, Cabinet Member for Finance & Parking, introduced the annual Budget and outlined details of the report as presented to Cabinet (Minute No. EX/59 (27.01.22) refers). He set out the key points of the budget including: the budget requirement for 2022/23; the proposed Council Tax increase of 2.9% (9p a week for Band D properties); the £10m capital programme; and £1m towards the Council’s green agenda; and the Council’s financial position 2023/24 and beyond.

Councillor Hogben stated that the three additional recommendations, set out in the published addendum to the report, proposed that working age residents claiming Council Tax Reduction support would continue to benefit from this relief in 2022/23.  A budget of £120,000 to enable this would be required.  It was noted that this would reduce the budgeted surplus. 

These additional recommendations became recommendations (xi) to (xiii) of the substantive motion (as allowed by 4a.28g of the Constitution).

Councillor Louise Potter, Leader of the Opposition, broadly welcomed the budget.  She considered it to include good initiatives, but needed to go further and faster both on tackling environmental issues and on helping those in need of financial support or living in temporary accommodation. 

Councillor Potter moved that the recommendations regarding the Council Tax Reduction Scheme (recommendation (xi) to (xii) of the substantive motion) be amended so that: 

(xi):  The discretionary discount of ‘up to £150.00’ be amended to ‘up to £210.00’ and the phrase ‘within the confines of the overall budget of the scheme.’ be added.

(xii) and (xiii):  the sum of £120,000 be amended to £300,000.

The amendment was seconded by Councillor Martin Boffey. 

Following debate, the amendment was put.

In accordance with the Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014, the voting in respect of the motion was recorded and was as follows:

FOR THE MOTION:  Matthew Allen, Tony Bevis, Martin Boffey, Mike Croker, Ruth Fletcher, John Milne, Colin Minto, Jon Olson, Bob Platt, Louise Potter, Sam Raby, Belinda Walters

AGAINST THE MOTION:  Andrew Baldwin, John Blackall, Toni Bradnum, Chris Brown, Karen Burgess, Peter Burgess, Paul Clarke, Ray Dawe, Brian Donnelly, Billy Greening, Tony Hogben, Nigel Jupp, Liz Kitchen, Lynn Lambert, Richard Landeryou, Gordon Lindsay, Christian Mitchell, Mike Morgan, Roger Noel, Josh Potts, Stuart Ritchie, Kate Rowbottom, Jack Saheid, Ian Stannard, Diana van der Klugt, Claire Vickers, James Wright, Tricia Youtan

ABSTAINED:  Billy Greening, David Skipp,

ABSENT:  Alan Britten, Jonathan Chowen, Philip Circus, Christin Costin,

Tim Lloyd

The Motion was therefore declared LOST. 

Councillor Hogben proposed that the Leader, Chief Executive or himself as Cabinet Member should write to WSCC to ask them to review their Council Tax Reduction Scheme with a view to extending it to help clear all residual Council Tax amounts for band C and band D Council Tax payers on Council Tax Support. He considered that HDC were in a position to pay their share should this be successful. 

He stated that the Council Tax Reduction Scheme for  ...  view the full minutes text for item CO/66

To receive the report of the Cabinet Member for Finance and to approve the formal 2022/23 Council Tax Resolution

It was moved by Councillor Hogben, and seconded by Councillor Richard Landeryou that the Council Tax resolution for 2022/23 be approved.

In accordance with the Local Authorities (Standing Orders) (England) (Amendment) Regulations 2014, the voting in respect of the motion was recorded and was as follows:

FOR THE MOTION:  Andrew Baldwin, John Blackall, Toni Bradnum, Chris Brown, Karen Burgess, Peter Burgess, Paul Clarke, Mike Croker, Ray Dawe, Brian Donnelly, Billy Greening, Tony Hogben, Nigel Jupp, Liz Kitchen, Lynn Lambert, Richard Landeryou, Gordon Lindsay, Christian Mitchell, Mike Morgan, Roger Noel, Bob Platt, Josh Potts, Stuart Ritchie, Kate Rowbottom, Jack Saheid, Ian Stannard, Diana van der Klugt, Claire Vickers, James Wright, Tricia Youtan

AGAINST THE MOTION:  Matthew Allen, Tony Bevis, Martin Boffey, Ruth Fletcher, John Milne, Colin Minto, Jon Olson, Louise Potter, Sam Raby, Belinda Walters

ABSTAINED:  David Skipp

ABSENT:  Alan Britten, Jonathan Chowen, Philip Circus, Christin Costin, Tim Lloyd

The Motion was declared CARRIED and it was

RESOLVED

1.       The Council Tax Base 2022/23 be noted

a.         for the whole Council area as64,021.5 (Item T in the formula in section 31B of the Local Government Finance Act 1992, as amended (the “Act”) and

b.         for dwellings in those parts of its area to which as Parish Precept or Special Expenses relates as shown below:

2.       That the Council Tax requirement for the Council’s own purposes for 2022/23 (excluding Special Expenses and Parish precepts) is £162.09

3.       That the following amounts be calculated for the year 2022/23 in accordance with Sections 31 to 36 of the Act:

To receive the report from the Audit Committee held on 1 December and, if approved, to adopt the recommendations contained therein:

Capital Strategy 2022/23 incorporating Investment and Treasury Management Strategy (report of the Director of Corporate Resources is available at: Agenda item 10

Councillor Stuart Ritchie, Chairman of Audit Committee, introduced the recommendation regarding the Capital Strategy, which had been approved by Audit Committee as an appropriate overarching strategy for the Council. The report sets treasury investment criteria and limits, which were largely unchanged apart from changes in pooled funds limits, an interest rate sensitivity indicator and long-term investment limits. 

The recommendation, as set out in the report, required Council to approve the Treasury Management Strategy and Investment Strategy for 2022/23, which formed part of the overarching Capital Strategy. The proposal was seconded by Councillor John Blackall.

RESOLVED

i)        To approve the Treasury Management Strategy for 2022/23 and the associated limits and specific indicators included in section 4 and appendix B of the report to Audit Committee.

ii)       To approve the Investment Strategy for 2022/23 and the associated limits and specific indicators included in section 5 and appendix C of the report to Audit Committee.

REASON

i)          The Council is required to have regard to the Chartered Institute of Public Finance and Accountancy’s Treasury Management in the Public Services: Code of Practice 2017 Edition (the CIPFA Code) and Prudential Code which requires the Council to approve a Capital strategy, Investment strategy and Treasury Management Strategy before the start of each financial year.

ii)         The Department for Levelling Up, Housing and Communities (DLUHC) issued revised guidance on local authority investments in 2017 that the Council is required to have regard to.

To consider the recommendation of the Employment Committee of 25 January on the appointment of the Chief Executive and Head of Paid Service/Returning Officer and Electoral Registration Officer

Councillor Hogben, Deputy Leader and Member of the Employment Committee presented the recommendation that Jane Eaton be appointed as the Chief Executive and Head of Paid Service and other statutory positions linked with the role.  He outlined the appointment process that had been followed and confirmed that the Employment Committee had been unanimous in its decision.  The proposal was seconded by Councillor Louise Potter.

RESOLVED

i)        To note the Employment Committee nomination of Jane Eaton as the new Chief Executive.

ii)       To agree the appointment of Jane Eaton to the position of Chief Executive of Horsham District Council with effect from 16 April 2022, at a salary of £120,264 p.a. (subject to national cost of living award).

iii)      To agree the designation of Jane Eaton as Head of Paid Service of Horsham District Council under Section 4 of the Local Government and Housing Act 1989, with effect from 16 April 2022.

iv)      To appoint Jane Eaton as the Returning Officer and the Electoral Registration Officer for Horsham District, with effect from 16 April 2022.

REASON

i)        To comply with the provision of Section 4 of the Local Government and Housing Act 1989 in respect of the appointment of Chief Executive and Head of Paid Service.

ii)       To comply with the requirement of the Representation of the People Act 1983, namely Sections 8, 28(1), 35 and 52(2) respectively, in relation to the appointment of the Council’s Returning Officer, and Electoral Registration Officer.

To receive the report of the Director of Corporate Resources

In December 2021 Council had agreed to appoint its own external auditors and instructed officers to establish an independent audit panel (Minute No. CO/56(a) (08.12.21) refers). Councillor Ritchie advised that interviews had taken place and Council were recommended to appoint those selected as its independent External Auditor Panel.  Having such a panel would give flexibility and good quality at a competitive price. The proposal was seconded by Councillor Blackall.

RESOLVED

i)          To appoint Mr Michael Chinn, Mr Alan Peach and the Chairman of Audit Committee as its independent External Auditor Panel.

ii)         To appoint Mr Alan Peach as the independent Chairman of the External Auditor Panel.

REASON

i)        Mr Chinn and Mr Peach were the most recently experienced of the people who applied for the role.  The Chairman of the Audit Committee forms a link to the Audit Committee as well as the current chairman having extensive experience in professional practice and his accountancy firm are registered auditors themselves.

ii)       Following discussions with the two independent members, Mr Peach has the most available time to carry out the role of Chairman of the Panel. 

To receive the report of the Chief Executive

The Chief Executive reminded Members that he had been granted emergency powers to ensure that Government grants designed to help recovery from the pandemic could be spent in a timely manner.  He reported on decisions he had made during January; the first regarding a change to policy for allocating Additional Restrictions Grant after the reopening of the scheme in January 2022; and the second was the adoption of a discretionary business rates relief policy required by the Government. 

In addition, HDC would be receiving £115,721 as part of the national Protect and Vaccinate grant.  The Chief Executive sought approval for the setting up of a budget to allow this grant to be spent by the Council’s Housing Service.  

RESOLVED

i)        To note the amendments to the Additional Restrictions Discretionary Grant scheme and the adoption of a policy for the allocation of the COVID-19 Additional Relief Fund made by the Chief Executive under his Head of Paid Service powers outlined in section 3.

ii)       To create a new budget of £115,721 in Housing to be used for services specified under the Protect and Vaccinate Grant from Department for Levelling Up, Housing & Communities.

REASON

i)        The decisions reached by the Chief Executive allowed the swift reopening of the Additional Restrictions Grant scheme and a quick start to the business rates relief scheme, helping our businesses and meeting the Government’s requirements.

ii)       The Protect and Vaccinate grant will help to provide safe accommodation for as many people rough sleeping as possible and support them to get their vaccinations.

To receive the report of the Head of Legal & Democratic Services

The Head of Legal & Democratic Services introduced the report, which outlined the changes made to Cabinet after the appointment of Councillor Jonathan Chowen as Leader of the Council on 3 December 2021. The Cabinet reshuffle included the creation of a new Environment & Rural Affairs portfolio and the reintroduction of Horsham Town portfolio.  The reshuffle meant that a number of memberships on ordinary committees needed to be changed, for the reasons set out in the report.  There had also been three by-elections since the memberships of ordinary committees had been confirmed in May 2021.  The Head of Legal & Democratic Services confirmed that all the changes had been made in accordance with Article 8 of the constitution.

RESOLVED

That Council note:

a)  Changes to the Cabinet Portfolios functions and responsibilities, Committee and PDAG memberships, as set out in Appendix 1 and Appendix 2 to the report. 

b)  That the Monitoring Officer will make the required changes to the Constitution in accordance with 13.3 (b) 3, to reflect the Leaders announced appointments. 

REASON

i)          Article 7.1 (b) of the Constitution states that The Cabinet will consist of at least two but not more than 9 Councillors appointed to the Cabinet by the Leader. In order to more effectively discharge the work of the Executive, the Leader has reconfigured the Cabinet Portfolios.

ii)       To confirm to Full Council the changes that have been made to the Cabinet portfolios, Committees and Policy Development Advisory Groups membership.

To receive the report of the Chief Executive

The Chief Executive reported on the proposed programme of Council, Cabinet and Committee meetings, including standing Cabinet Member Policy Development Advisory Groups, for 2022/23.

The calendar followed a similar pattern to previous years, and Members and Officers had been consulted to ensure that the proposed programme met the requirements for reporting on statutory matters, and comments received had been taken into account.

RESOLVED

To approve the calendar of meetings for 2022/23 as submitted.

REASON

To fix a programme of Council meetings, in accordance with the Council’s Constitution, and to approve a calendar for Cabinet and Committee meetings, which enables the Council to transact its business in a timely and efficient manner.

To receive reports from representatives on outside bodies

There were none to report.

(a)   To consider the attached Notice of Motion submitted by Councillor Bob Platt in accordance with Rule 4a.26 of the Council’s Constitution regarding:

The 11 Healthy Homes and Places Principles, as promoted by the Town and Country Planning Association

(b)   To consider the following Notice of Motion submitted by Councillor Paul Clarke in accordance with Rule 4a.26 of the Council’s Constitution:

“This Council supports the proposed Arundel By-pass scheme featured in the current Highways England Consultation and expresses the hope that all major stakeholders will support the proposal. Further, this Council, in the interests of our residents and residents throughout West Sussex, hopes that Highways England will be able to move quickly ahead on early implementation of its proposal and that Highways England will also be able to address as soon as possible the other projects needed to remove the current bottlenecks to free the flow of traffic on the A27.”

(a)   Motion proposed by Councillor Bob Platt and seconded by Councillor Mike Croker

Councillor Platt proposed that:

(i)    ‘the Council resolves to:

·         strive to ensure that the principles of Healthy Homes and Places are met, both through our planning system and in our own homes building, in order to create the highest quality places for residents which will be a fitting legacy for future generations;

·         review related council policies, processes and procedures as part of the current Local Plan review, and develop and adopt new policies, to ensure that all new development is in line with the Healthy Homes and Places Principles;

·         make the Healthy Homes and Places principles an integral part of Council decision making on housing and planning;

·         ensure the next review of the corporate plan includes healthy homes and places as a priority; and

(ii)   calls on the Government to:

·         return full planning powers regarding the conversion of commercial buildings to residential use to council planning authorities;

·         support amendments strengthening and extending provisions in the Building Safety Bill to enshrine the 11 Heathy Homes and Places principals in statute, or, failing that, to support the Healthy Homes Bill being promoted by Baron Nigel Crisp.’

Councillor Lynn Lambert, Cabinet Member for Planning & Development, proposed that, given the complexity and depth of the subject matter, the Motion be referred to the relevant Policy Development Advisory Groups for full discussion.  The proposal was seconded by Councillor Hogben.  Councillor Platt agreed to this approach.

(b)   Motion proposed by Councillor Paul Clarke and seconded by Councillor James Wright

Councillor Clarke proposed that:  

‘This Council supports the proposed Arundel By-pass scheme featured in the current Highways England Consultation and expresses the hope that all major stakeholders will support the proposal. Further, this Council, in the interests of our residents and residents throughout West Sussex, hopes that Highways England will be able to move quickly ahead on early implementation of its proposal and that Highways England will also be able to address as soon as possible the other projects needed to remove the current bottlenecks to free the flow of traffic on the A27.’

The motion was debated.  In accordance with Rule 4a.31 (d) of the Council’s Constitution, it was requested that the voting in respect of this motion should be recorded.

The voting was as follows:

FOR THE MOTION:  John Blackall, Toni Bradnum, Karen Burgess, Peter Burgess, Paul Clarke, Ray Dawe, Brian Donnelly, Tony Hogben, Nigel Jupp, Liz Kitchen, Lynn Lambert, Richard Landeryou, Gordon Lindsay, Christian Mitchell, Mike Morgan, Roger Noel, Josh Potts, Stuart Ritchie, Kate Rowbottom, Jack Saheid, Ian Stannard, Diana van der Klugt, Claire Vickers, James Wright, Tricia Youtan

AGAINST THE MOTION:  Matthew Allen, Mike Croker, Ruth Fletcher, John Milne, Jon Olson, Bob Platt

ABSTAINED:  Andrew Baldwin, Tony Bevis, Martin Boffey, Colin Minto, Louise Potter, Sam Raby, David Skipp, Belinda Walters

ABSENT:  Alan Britten, Chris Brown, Jonathan Chowen, Philip Circus, Christin Costin, Billy Greening, Tim Lloyd

The Motion was therefore declared  ...  view the full minutes text for item CO/75

To receive questions from Members under Rules 4a.20(b) - 25

Councillor Tony Bevis asked the following question:

‘2023 marks the 50th anniversary of two significant events. Firstly the founding of Horsham District Council, will consideration be made of appropriate recognition of this historic event across the District and can the Leader ensure, if possible, that our Honorary Aldermen are made part of that commemoration?

‘Secondly the 50th anniversary of the "Plant a Tree in '73" campaign.  Will the Leader ensure HDC works with Parish and Neighbourhood Councils to record trees planted then and encourage the planting of a new generation of trees in 2023?’

The question had been intended for the Leader, but in his absence was replied to by Councillor Roger Noel, Cabinet Member for Leisure & Culture:

Councillor Noel confirmed that the 50^th anniversary of the founding of Horsham District Council will be recognised and celebrated across the district. 

With regards to tree planting, he advised that there was no record of those planted in 1973 but the Parks & Countryside Team will be asking parish and neighbourhood councils if they have their own records.  The Queen’s Green Canopy will involve extensive tree planning at the end of 2022 with the intention of planting them in every parish and neighbourhood council.  Councillor James Wright, Cabinet Member for Environment & Rural Affairs, added that trees would be planted in addition to those for the Queen’s Jubilee.