Agenda and minutes

To approve as correct the minutes of the meeting of the Council held on 6 September

(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 6 September were approved as a correct record and signed by the Chairman.

To receive any declarations of interest from Members

Item 10 Notice of Motion: Councillor Joy Dennis declared that she had an interest in relation to the motion on Gatwick Airport, as a West Sussex County Councillor, and Cabinet Member for Highways & Transport.

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, thanked those that attended the Civic Service and noted that there was good representation from a number of organisations.

Councillor John Milne, Deputy Leader, announced that the Leader had appointed Councillor Nick Grant as the Deputy Cabinet Member for Environmental Health, Recycling & Waste.

Councillor Sam Raby, Cabinet Member for Housing, Communities & Wellbeing, announced that a Cost of Living Summit would be held on 2 November to meet with partners and other stakeholders to develop an understanding of the state of the cost of living crisis in the District, to identify actions, and to understand barriers that could impact progress. The result of the summit would inform the 2024/25 Annual Plan.

Councillor Jon Olson, Cabinet Member for Leisure, Culture & Green Spaces gave an overview of activities that would be available to families during the forthcoming half term break. This included activities taking place in Southwater Country Park, Horsham Museum, the Capitol, Warnham Nature Reserve and Horsham Youth Centre. The Cabinet Member acknowledged the cost of living crisis, and as such there was a focus on affordable activities.

Councillor Jay Mercer, Cabinet Member for Environmental Health, Recycling & Waste, advised that improved health check arrangements for taxi drivers would be introduced, as well as six monthly vehicle safety checks at the Depot. Progress had been made in relation to the introduction of an app that would enable residents to find out what can be recycled and where, as well as including information about bin collections.

Councillor Colette Blackburn, Cabinet Member for Climate Action & Nature Recovery, reported on the positive outcomes that were being achieved for nature through the Wilder Horsham District initiative. It was highlighted that the business consultation on the Climate Action Strategy was open, and those that had contributed were thanked.

To receive questions from the public under Rules 4a.2(f) and 4j1.1 – 4j1.12

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

To receive and, if approved, adopt the recommendations from the meeting of Cabinet held on 28 September:

(a)   The Council Plan 2023-27, the Annual Plan 2023-24 and their resourcing (report of the Leader of the Council is available at: Agenda item 6)

(b)   Conservation Area Assessment and Designations: Horsham (Park Terrace Gardens) (report of the Cabinet Member for Planning and Infrastructure is available at: Agenda item 7)

(c)   Supply of Tyres and associated Parts & Services for Horsham District Council & Crawley Borough Council (report of the Cabinet Member for Environmental Health, Recycling and Waste is available at: Agenda item 14)

(d)   Disabled Facilities Grant - approval of budget and grant allocation (report of the Cabinet Member for Environmental Health, Recycling and Waste is available at: Agenda item 15)

THE COUNCIL PLAN 2023-27, THE ANNUAL PLAN 2023-24 AND THEIR RESOURCING

Councillor John Milne, Deputy Leader, introduced the Council Plan and the Annual Plan, and noted that the vision was to ensure that residents were supported, businesses were encouraged and visitors were welcomed. Ensuring that the District was a great place to live for all groups was a priority. The Council Plan set out a shared vision, set out under 4 main themes. A revised Annual Plan was presented for the remainder of the financial year. The Annual Plan would enable the Council to be flexible, and the consideration of the Annual Plan with the budget would ensure transparency and accountability.

It was proposed that funding for two posts for Project Management in the Property team would be provided. This would ensure that progress is made against projects in the capital programme.

Councillor Dennis Livingstone seconded the proposal and spoke in support of the objectives.

Members spoke in support of the recommendations, with a particular focus on the importance of improving greener futures. Flexible working investment was discussed, and the anticipated support this would provide to the economy of the town, and villages in the District.

RESOLVED

(i)            That both plans be adopted, as approved.

(ii)           That £48,010 expenditure for the two new posts, outlined in section 3 of the Cabinet report, be added to the budget for 2023/24.

REASONS

(i)            The Council must have a policy framework on which to base its decisions. The Council Plan and Annual Plan are the core documents of this framework.

(ii)           The Council needs enough staff in project management and property to progress the current year’s capital programme and new projects in the Annual Plan.

CONSERVATION AREA ASSESSMENT AND DESIGNATIONS: HORSHAM (PARK TERRACE GARDENS)

Councillor John Milne, Cabinet Member for Planning & Infrastructure, proposed that Park Terrace Gardens be designated as a conservation area, due to the intact Victorian heritage and detailing. The Council were advised that wide public consultation had taken place in relation to the proposed conservation area, and those that submitted responses were thanked. The area was amended as a result of the consultation to ensure that the boundary was robust, and the removal of the business area would ensure that these businesses would be able to adapt to the changing commercial environment. The proposal was seconded by Councillor Anthony Frankland.

Members thanked the community for their involvement throughout the consultation period, and offered their support to the proposal, highlighting the importance of the conservation of historical areas.

            RESOLVED

(i)            That the designation of Park Terrace Gardens, (as shown on the Conservation Area designation map (Map 1) included in the Cabinet report) be approved as a conservation area.    

(ii)           That the adoption of the Conservation Area Appraisal and Management Plan for Park Terrace Gardens, as set out in Appendix 2, be approved.

(iii)          That authority be delegated to the Cabinet Member for Planning & Infrastructure to approve minor changes prior to final publication of the Conservation Area designation map and Conservation  ...  view the full minutes text for item CO/50

Governance Committee – 27 September

To receive the following reports of the Monitoring Officer and, if approved, to adopt the recommendations contained therein:

(a)   Temporary Appointments to Parish Councils (report available at:   Agenda item 5)

(b)   Public Speaking at Council Meetings (report available at: Agenda item 7)

(c)   Public Speaking at Cabinet Meetings (report available at: Agenda item 8)

(d)   Delegations to Chief Finance Officer (Section 151 Officer) (report available at: Agenda item 9)

To receive the following report of the Head of Customer and Digital Services and, if approved, to adopt the recommendations contained therein:

(e)   Electronic Voting for Council Meetings (report available at: Agenda item 6)

TEMPORARY APPOINTMENTS TO PARISH COUNCILS

Councillor Belinda Walters, Chairman of Governance Committee, informed Members that should a parish council become inquorate, the Council can appoint a Member of the District Council to the relevant parish council, to render them quorate. It was proposed that authority be delegated to the Returning Officer to make temporary appointments, in order to minimise any inquorate period, and to negate the requirement to consider the matters at Council meetings. Councillor James Brookes seconded the motion and spoke in support of the motion. He highlighted that this approach would be more efficient, and enable parish councils to continue to conduct business.

RESOLVED

That authority be delegated to the Returning Officer to make temporary appointments to parish councils under section 91 of the Local Government Act 1972.

REASON

Granting the Returning Officer authority to make temporary appointments to parish councils should (i) minimise the period within which a parish council is inquorate and so unable to carry out any business, as Council would otherwise be required to meet and approve the temporary appointment, and, (ii) negate the requirement to convene council meetings to consider and make such appointments.

PUBLIC SPEAKING AT COUNCIL MEETINGS

Councillor Belinda Walters, Chairman of Governance Committee, outlined the proposals in relation to revised public speaking arrangements at Council meetings. The proposals would enable the public to ask a question in relation to any matter that the Council has responsibility for, or specifically affects the District, which would replace the requirement for questions to be limited to the business of the meeting. The Head of Paid Service would be able to reject a question if it had been put at any meeting of the Council or Cabinet in the preceding six months. It was proposed that there would be provision for questions at Extraordinary Council meetings, and these would be limited to the business of the meeting.

Councillor Walters requested the consent of the meeting to alter recommendation (i. It was proposed that provision would be made for the Head of Paid Service to reject a question, where in their opinion, the question related to personal and/or inappropriate matters of the speaker. Councillor Jay Mercer seconded the proposals.

Members supported the proposals, whilst noting that the terms “inappropriate”, and “affects the District” could be open to interpretation. It was agreed that speaking arrangements at meetings would be kept under review.

RESOLVED

(i)            That the changes recommended by the Committee be approved and adopted, as detailed in Appendix D to the report with the addition of the following wording in 4j 1.5 Scope of questions:

e) in the opinion of the Head of Paid Service, relates to personal and/or inappropriate matters of the speaker.

(ii)           That any adopted changes will be reflected in the Constitution be noted, per the Monitoring Officer’s authority to implement any such revisions pursuant to Article 13, paragraph 13.3 b) 3 of the Constitution.

REASON

(i)            To review public speaking rights at ordinary and extraordinary  ...  view the full minutes text for item CO/51

To receive the report of the Leader

Councillor John Milne, Deputy Leader, advised the Council that the Cabinet had taken an urgent decision at its last meeting. The decision was in relation to works at Swan Walk Car Park and was urgent given the need to avoid further deterioration of the car park surface. If remedial work was not taken there could be safety concerns and the top deck spaces were required for the Christmas season. Councillor Skipp seconded the recommendations.

            RESOLVED

That the report be noted.

REASONS

i)              To report that cabinet made an urgent decision 

ii)             To ensure constitutional compliance

To receive reports from representatives on outside bodies

The representative of the South Downs National Park Authority (SDNPA), Councillor Joan Grech, gave an overview of the Authority, including its responsibilities and priorities, as well as funding that was available. It was reported that investment in the Seven Sisters Country Park would continue, which included the upgrade of facilities and improvements to natural habitats on the site. The Authority had ambitions to open another visitor destination in the west of the Park, should an opportunity arise. The SDNPA had begun to review their Local Plan, which was expected to be ready for Regulation 18 consultation in 2025. Councillor Grech would present the Council’s progress on the SDNPA’s priorities of ‘Nature Recovery’, ‘Climate Action’ and ‘A National Park for All' in early 2024, to the SDNPA.

The representative of GATCOM, Councillor Liz Kitchen, had attended a transport forum and provided the following updates:

-       Hydrogen buses serving Gatwick Airport had been proving successful

-       The Grid E project had resulted in charging points being built, and that there was a plan to generate their own electricity

-       Avis and ZipCar were planning a large hub at Gatwick, and to expand out to surrounding areas.

To consider the attached Notices of Motion, submitted in accordance with Rule 4a.26 of the Council’s Constitution:

(a)  Proposed by Councillor Roger Noel: The motion proposes that the Council calls upon the Leader and Cabinet to instruct officers to explore initiatives to support the aspirations of the West Sussex Care Leaver service.

(b)  Proposed by Councillor Philip Circus: The motion proposes that the Council expresses its opposition to further expansion of Gatwick airport.

The following Motion was moved by Councillor Roger Noel, and seconded by Councillor Joy Dennis:

‘The Care Leavers service in West Sussex supports young people to exit care successfully as they move towards independence and operates under a clear legislative framework provided by the Children (Leaving Care) Act 2000 and the Children and Social Work Act 2017.

The most recent Children and Young People’s Scrutiny Committee held on the 13th September 2023, included a paper on ‘Leaving Care in West Sussex’ which was in direct response to the recent comments in the full inspection by Ofsted back in March 2023 with respect to meeting the needs of care leavers.

The Children and Social Work Act 2017 introduces corporate parenting principles which comprise seven needs that local authorities in England must have regard to. The West Sussex Care Leavers service and increasingly our partners, operate in line with these principles which centre around the promotion of physical and mental health and wellbeing of those children and young people; to encourage those children and young people to express their views and to take those views into account; to help children and young people gain access to and make the best use of services provided by the local authority and its relevant partners; to promote high aspirations and seek to secure the best outcomes for those children and young people; for those children and young people to be safe and have stability in their homelives, relationships and in education or work, and ultimately to prepare those children and young people for adulthood and independent living.

Whilst it is accepted that corporate parenting is not the statutory responsibility of the District Council, as District Councillors we should acknowledge that we are all corporate parents, particularly given that the West Sussex House Project Memorandum of Understanding was recently signed by all seven of the District and Boroughs Council partners, endorsing this view. But as Horsham District Councillors, we could be the first to go further and support the further aspirations of the West Sussex Care Leaver service through initiatives such as;

•       Providing a shopfront facing community base for our Care Leavers – providing a communal space to meet, laundry facility, life skills, WiFi and a place to meet Leaving Care Personal Advisors

•       Linking to the above objective, a space for the County Council’s Youth Emotional Support Service for meeting with children from across the county.

•       To offer free access to local gym/leisure centre/swimming pool to support young people’s health and wellbeing.

•       An apprenticeship or work based opportunity provided by the District for any Care Leaver who wanted to explore this as an alternative Employment Education and Training option.

This Council therefore calls upon the Leader and Cabinet to instruct officers to explore these initiatives, by engaging directly with the West Sussex Care Leavers Service, to proactively help the service move towards Good and onto Outstanding status through the implementation of these initiatives for the benefit of our young people leaving care.’  ...  view the full minutes text for item CO/54

To receive the attached questions from Members under Rules 4a.8(b) – 4a.13:

(a)  Question from Councillor Philip Circus: The question is in relation to the provision of MOT services at the Depot

(b)  Question from Councillor Claudia Fisher: The question is in relation to the Local Plan and the Climate Action Strategy

(a)  Councillor Philip Circus asked Councillor Jay Mercer, Cabinet Member for Environmental Health, Recycling & Waste the following question:

“When I was the portfolio holder for waste issues at Reigate and Banstead Borough Council, we introduced a scheme whereby councillors, staff and the public could book in vehicles for MOT tests when there was spare capacity at the depot.   Will the Cabinet member give consideration to a similar scheme at Horsham as it would not only be a benefit to those making use of the scheme but a potential additional source of revenue?”

            The Cabinet Member replied:

“Horsham District Council has, in the past, considered the possibility of providing an MOT service and had discounted in on the basis that it would be cost prohibitive.  We would need to invest around £50,000 in new equipment, employ a qualified MOT inspector and also additional administrative resource to co-ordinate the service.  It has never been considered that this would deliver a satisfactory financial return.  Space is also quite tight in the Depot, and as such a service would probably take out one of our bays for a significant period each year, it would impact on our ability to maintain the existing Council fleet.

That said, we are always keen to look at opportunities to maximise the use of our assets and generate income we are currently working on a plan to require all Horsham District Council licensed taxis to have their six monthly vehicle safety checks undertaken by our mechanics at the Depot.  This will deliver a financial return, and if we consider that there could be opportunities to further expand this service, we will certainly investigate the costs and potential income.”

            Councillor Circus asked the following supplementary question:

“Would the Cabinet Member be willing, as part of this issue, to talk to other local authorities, including Reigate and Banstead if they are still operating this scheme to see what their experience is? Will he confirm that long run is not another way of saying the issues are being kicked into the long grass?”

The Cabinet Member replied:

“Of course, always happy to look at experience elsewhere and good practice elsewhere and learn from it. Reigate and Banstead are relatively near and I’m happy to go and talk that through with them. I am not seeking to kick it into the log grass, I’m simply seeking to say that it depends on the circumstances and the financial benefits and therefore I can not say now yes we will or no we will not.”

Councillor Circus thanked the Cabinet Member for their responses.

(b)  Councillor Claudia Fisher asked Councillor John Milne, Cabinet Member for Planning & Infrastructure the following question:

“Will the current administration reassure us that the quality of the build in the new Local Plan will be consistent with the Climate Action Strategy for HDC?”

The Cabinet Member replied:

“I can confirm that the preparation of the Local Plan is indeed taking into account the Council’s Climate Action Strategy.

In preparing the Local  ...  view the full minutes text for item CO/55

To consider matters certified by the Chairman as urgent

There was no urgent business.