Agenda, decisions and draft minutes

Venue: Conference Room, Parkside, Chart Way, Horsham

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

Items
No. Item

EX/16

Minutes pdf icon PDF 105 KB

To approve as correct the minutes of the meeting held on 22 May 2024 and minutes and exempt minutes of the meeting held on 29 May 2024

 

(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.)

Additional documents:

Minutes:

The minutes of the meeting of the Cabinet held on 22 May and 29 May and exempt minutes of 29 May were approved as a correct record and signed by the Leader.

EX/17

Declarations of Members' Interests

To receive any declarations of interest from Members of the Cabinet

Minutes:

There were no declarations of interest.

 

Councillor Nick Grant attended the Cabinet meeting in his capacity as a deputy for the Cabinet Member for Environmental Health, Recycling and Waste and, therefore, did not vote on any agenda items.

EX/18

Announcements

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

Minutes:

There were no announcements.

EX/19

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/20

Update of the Green Spaces Strategy pdf icon PDF 156 KB

To consider the report of the Cabinet Member for Leisure, Culture and Green Spaces

Additional documents:

Decision:

RESOLVED

 

i)               To adopt the updated Greenspaces Strategy 2024-2029 which forms the appendix to this report.

 

ii)              To delegate minor amendments to the Strategy and updates to the accompanying annual action plan to the Director of Communities, in consultation with the Cabinet Member for Leisure, Culture and Greenspaces.

 

REASON

 

i)               To provide an approved strategic framework for the management of Council owned Greenspaces

 

ii)              To allow minor changes to the Strategy which do not significantly change its vision and objectives without needing to return to Cabinet for further approval.

Minutes:

Councillor David Skipp, Cabinet Member for Leisure, Culture & Green Spaces introduced the report on the Greenspaces Strategy 2024-2029. He explained that the Strategy sets the strategic priorities for managing approximately 400 hectares of Parks and Countryside sites owned by the Council. This includes a diverse range of land from formal parks and recreational grounds to cemeteries, allotments, and playgrounds.

 

Some of the strategic priorities reflected the previous Strategy, however new challenges had been included to address pressures from population increases, climate change and the need to enhance biodiversity. Consultation of the new Strategy had taken place with all Parish and Neighbourhood Councils, as well as the many “friends of” groups and local environmental community groups. The Strategy has been amended as a result of this consultation process. Approval was sought from Cabinet to adopt the updated Strategy.

 

Members were positive about the updated Greenspaces Strategy. In response to comments made regarding accuracy of population figures, it was acknowledged that figures used in the Strategy had been provided by the Office for National Statistics, which were continuously evolving. Moving forward, population figures would be closely monitored and considered when used in reports.

 

 

RESOLVED

 

i)               To adopt the updated Greenspaces Strategy 2024-2029 which forms the appendix to this report.

 

ii)              To delegate minor amendments to the Strategy and updates to the accompanying annual action plan to the Director of Communities, in consultation with the Cabinet Member for Leisure, Culture and Greenspaces.

 

REASON

 

i)               To provide an approved strategic framework for the management of Council owned Greenspaces

 

ii)              To allow minor changes to the Strategy which do not significantly change its vision and objectives without needing to return to Cabinet for further approval.

EX/21

People's Budget pdf icon PDF 147 KB

To consider the report of the Cabinet Member for Housing, Communities and Wellbeing

Decision:

RESOLVED

 

(i)             To approve that the People’s Budget is delivered as detailed in the report; and

 

(ii)            To agree that the focus of the People’s Budget be young people aged under 25.

 

REASON

 

 i) To deliver the annual plan objective

Minutes:

Councillor Sam Raby, Cabinet Member for Housing, Communities and Wellbeing summarised the report on the People’s Budget, set out in the Annual Plan, which allocated £100,000 for 2024/25 from the Horsham District Council Budget, to be used in line with the result of a public vote.

 

The focus for the 2024/25 People’s Budget would be for activities and initiatives that supported young people, under the age of 25, that add value to their communities.

He explained that young people had been affected greatly by the reduction in youth provision and COVID 19 lockdowns and it was hoped that it would also provide a great opportunity for young people to engage and interact with the Council.

 

The report set out the processes, funding allocation which would be split between North and South of the district and application criteria. There would be a three-stage process and the scheme would be promoted in July/August, with application deadlines due in early September and a public vote to take place in October.

 

It is intended that The People’s Budget will have a different focus each year and a review of the process will take place in the last quarter of the year.

 

Members fully supported the initiative and were pleased the budget allocation benefited residents in the whole district.

 

 

RESOLVED

 

(i)             To approve that the People’s Budget is delivered as detailed in the report; and

 

(ii)            To agree that the focus of the People’s Budget be young people aged under 25.

 

 

REASON

 

 i) To deliver the annual plan objective

EX/22

Animal Welfare Policy pdf icon PDF 131 KB

To consider the report of the Cabinet Member for Environmental Health, Recycling and Waste

Additional documents:

Decision:

RESOLVED

 

(i)             To approve and adopt the Animal Welfare Policy contained in the appendix to this report; and

 

(ii)            To delegate authority to the Director of Communities in consultation with the Cabinet Member for Environmental Health, Recycling and Waste to make changes to this policy provided that any such changes do not undermine the object of the policy.

 

REASON

 

 i)         To deliver the annual plan objective.

Minutes:

Councillor Nick Grant, Deputy Cabinet Member for Environmental Health, Recycling & Waste introduced the report on the Animal Welfare Policy.

 

He explained that Horsham District Council has a range of responsibilities for the welfare of animals that fall to many different teams in the Council, as a regulator, landowner, event’s organiser and as a housing provider. 

 

The policy had been developed to highlight these responsibilities and the wide range of work undertaken for animals in different capacities within the district. These are also aligned with the five basic animal freedoms and the RSPCA’s ‘five missions for animal welfare’. 

 

The document sets a framework for how the Council will support animal welfare in the future.  He also advised that a review of the current policy regarding pets in temporary accommodation would take place to support residents and their wellbeing.

 

Members thoroughly supported the Policy. In response to a question raised regarding controlling dog walkers on private farmland, it was acknowledged that although a very important issue, private land matters should be reported to Sussex Police who have a ‘Rural Crime’ team. Further discussion considered the Council developing a dog walkers code of conduct and the possibility of increased signage to alert dog walkers of livestock in fields on Horsham District Council land.

 

 

RESOLVED

 

(i)             To approve and adopt the Animal Welfare Policy contained in the appendix to this report; and

 

(ii)            To delegate authority to the Director of Communities in consultation with the Cabinet Member for Environmental Health, Recycling and Waste to make changes to this policy provided that any such changes do not undermine the object of the policy.

 

REASON

 

 i)         To deliver the annual plan objective.

EX/23

Community Event Parking Policy pdf icon PDF 135 KB

To consider the report of the Cabinet Member for Finance & Resources

Additional documents:

Decision:

RESOLVED

 

i)              To approve adoption of the Community Event Parking Policy.

 

ii)             To delegate authority to the Director of Resources, in consultation with the Cabinet Member for Finance and Resources, to make minor editorial changes to the policy prior to publication.

 

iii)           To delegate authority to the Director of Resources, in consultation with the Cabinet Member for Finance and Resources, to agree and implement concessions in line with the said policy.

 

iv)           To note that the Monitoring Officer will reflect the above-noted delegation in the Council’s constitution (pursuant to her authority to do so per Article 13, paragraph 13.3 b) 3 of the constitution) should the subject delegation be approved.

 

REASON

 

i)              To support and promote local community activities.

 

ii)             To minimise the environmental impact associated with individual vehicle use.

 

iii)           To maintain the financial sustainability of Council services.

 

iv)           To formalise processes for agreeing to community event parking

 

v)            To adopt the Community Event Parking Policy

 

vi)           To delegate authority to the Director of Resources, in consultation with the Cabinet Member for Finance and Resources, to implement concessions in line with the policy.

Minutes:

Councillor Mark Baynham, Cabinet Member for Finance & Resources, introduced the report on the Community Event Parking Policy. He advised that the purpose of the policy was to provide a framework for officers to consider applications for using the Council’s car parks for community events, waiving parking fees when appropriate to support the event.

 

The Policy document set out objectives, criteria for parking, the application process, evaluation of applications and approval, conditions for waiving parking fees and how monitoring and reviewing would take place.

 

Implementing the policy would formalise the current processes and ensure transparency and fairness.

 

Members fully supported adopting the Policy.

 

 

RESOLVED

 

i)               To approve adoption of the Community Event Parking Policy.

 

ii)              To delegate authority to the Director of Resources, in consultation with the Cabinet Member for Finance and Resources, to make minor editorial changes to the policy prior to publication.

 

iii)             To delegate authority to the Director of Resources, in consultation with the Cabinet Member for Finance and Resources, to agree and implement concessions in line with the said policy.

 

iv)             To note that the Monitoring Officer will reflect the above-noted delegation in the Council’s constitution (pursuant to her authority to do so per Article 13, paragraph 13.3 b) 3 of the constitution) should the subject delegation be approved.

 

REASON

 

i)               To support and promote local community activities.

 

ii)              To minimise the environmental impact associated with individual vehicle use.

 

iii)             To maintain the financial sustainability of Council services.

 

iv)             To formalise processes for agreeing to community event parking

 

v)              To adopt the Community Event Parking Policy

 

vi)             To delegate authority to the Director of Resources, in consultation with the Cabinet Member for Finance and Resources, to implement concessions in line with the policy.

EX/24

Transformation Fund and Productivity Plan 2024/25 pdf icon PDF 158 KB

To consider the report of the Cabinet Member for Finance & Resources

Additional documents:

Decision:

RESOLVED

 

i)              To endorse the productivity plan before it is submitted to the Department for Levelling Up, Housing and Communities (DLUHC).

 

ii)             To approve the transfer of £135,434 from the General Fund reserve to the earmarked transformation reserve.

 

iii)           To delegate to the Chief Executive, in consultation with the Leader and Cabinet Member for Finance, the authority to use the transformation fund as appropriate.

 

REASON

 

i)              To ensure the Council complies with DLUHC‘s request to produce “Productivity Plans”.

 

ii)             To top up the earmarked transformation reserve for projects that will help transform the Council in the future.

 

iii)           To ensure that appropriate authority is in place with regard to the expenditure of the Transformation Fund.

Minutes:

Councillor Mark Baynham, Cabinet Member for Finance & Resources introduced the report on Productivity Plans and using the Transformation Fund in 2024/25.

The Local Government Financial Settlement on 5 February 2024 announced that councils would be asked to produce productivity plans as part of that settlement, as a way of reviewing productivity against all public services.

 

The Council received a letter from the Minister for Local Government on 16 April 2024, setting out the consideration of four broad productivity themes and a response was required from the Council by 19 July 2024.

 

Measures are being taken by the Council to improve productivity and efficiency, however, costs are continuing to rise due to inflationary pressures and some residents are reducing their spending to cope with the rising cost of living which may affect the Council’s income.

 

To balance the budgets over the medium term, there will be a requirement to implement a range of actions to help deliver efficiency measures, as well as other income generation. This will require the Council to further invest in a number of smaller transformational projects as well as new ways to further improve productivity and efficiency.

 

£364,566 remains unspent in the transformation reserve as at 31 March 2024 and Cabinet was recommended to approve the transfer of £135,434 from the General Fund reserve to increase this sum.

 

 

RESOLVED

 

i)              To endorse the productivity plan before it is submitted to the Department for Levelling Up, Housing and Communities (DLUHC).

 

ii)             To approve the transfer of £135,434 from the General Fund reserve to the earmarked transformation reserve.

 

iii)           To delegate to the Chief Executive, in consultation with the Leader and Cabinet Member for Finance and Resources, the authority to use the transformation fund as appropriate.

 

REASON

 

i)              To ensure the Council complies with DLUHC‘s request to produce “Productivity Plans”.

 

ii)             To top up the earmarked transformation reserve for projects that will help transform the Council in the future.

 

iii)           To ensure that appropriate authority is in place with regard to the expenditure of the Transformation Fund.

EX/25

Biodiversity Net Gain - Monitoring Fees pdf icon PDF 157 KB

To consider the report of the Cabinet Member for Planning & Infrastructure

Additional documents:

Decision:

RESOLVED

 

i)               To approve the principle of charging fees for BNG monitoring and reporting on the basis of full cost recovery.

 

RECOMMENDED TO COUNCIL

 

i)               To approve the charging structure for monitoring fees associated with off-site or on-site BNG.

 

REASON

 

To ensure that the cost of monitoring BNG agreements in the District fully covers the costs incurred by the Council over the relevant time period.

Minutes:

Councillor John Milne, Cabinet Member for Planning & Infrastructure introduced the report on the Biodiversity Net Gain – Monitoring Fees.

 

Cabinet was advised that the Environment Act 2021, requires that all relevant developments deliver a minimum of 10% Biodiversity Net Gain (BNG). To ensure this is achieved Local Planning Authorities are required to monitor this over a period of 30 years.

 

The Environment Act allows Local Planning Authorities to secure a fee to cover the costs associated with the monitoring. It is proposed that this fee is introduced in July 2024. This will be reviewed annually from 2025 to ensure it is kept in line with rising costs.

 

The monitoring fee will need to be secured by a legal agreement. The developer will also provide the Local Planning Authority with monitoring reports at specified intervals. HDC would review and verify these reports and request remedial action to be taken if necessary.

 

In response to comments to ensure that off site BNG was discouraged, the Cabinet Member advised that BNG requirements are a new requirement nationally, and that requirements will be continually reviewed. It was clarified that the BNG provisions discourage off-site developments. Further discussion considered the Council working jointly with other Council’s on BNG in the future and the challenge of encouraging smaller developments on-site.

 

RESOLVED

 

To approve the principle of charging fees for BNG monitoring and reporting on the basis of full cost recovery.

 

RESOLVED, Subject to Council Approval

 

Recommend to Council to approve the charging structure for monitoring fees associated with off-site or on-site BNG.

 

REASON

 

To ensure that the cost of monitoring BNG agreements in the District fully covers the costs incurred by the Council over the relevant time period.

EX/26

Governance Peer Challenge Action Plan pdf icon PDF 142 KB

To consider the report of the Leader of the Council

Decision:

RESOLVED

 

To endorse and approve for publication the Governance Peer Challenge Action Plan shown at appendix A.

 

RECOMMENDED TO COUNCIL

 

To approve extra budget for a Governance Officer at the sum of £32,400 a year.

 

REASON

 

i)              The Local Government Association expect the Council to approve and publish a Peer Challenge Action Plan within 5 months of the end of the review. The review ended on 1 February 2024.

 

ii)             The increase in workload for the Monitoring Officer to review the Constitution will not be possible within her current workload

Minutes:

Councillor Martin Boffey, Leader of the Council presented the report on the Cabinet’s Governance Peer Challenge Action Plan.

 

Following the Peer Challenge of the Council’s governance which took place in January/February 2024, the Council received a full report which was published on the website on 30 April 2024.  The Council must publish an Action Plan by 30 June 2024, and Cabinet were seeking approval for publication.

 

Four main areas were highlighted for the Action Plan, which included a review of the Constitution, the Overview & Scrutiny process, Performance Management and Member Development.

 

Members agreed to the publication of the Action Plan.

 

RESOLVED

 

To endorse and approve for publication the Governance Peer Challenge Action Plan shown at appendix A.

 

RESOLVED, Subject to Council Approval

 

To recommend Council approve extra budget for a Governance Officer at the sum of £32,400 a year.

 

REASON

 

i)               The Local Government Association expect the Council to approve and publish a Peer Challenge Action Plan within 5 months of the end of the review. The review ended on 1 February 2024.

 

ii)              The increase in workload for the Monitoring Officer to review the Constitution will not be possible within her current workload

EX/27

The High Weald Area of Outstanding Natural Beauty Management Plan 2024-2029 pdf icon PDF 194 KB

To consider the report of the Cabinet Member for Planning & Infrastructure

Decision:

RESOLVED  

 

It agrees the “High Weald National Landscape (AONB Management Plan 2024 – 2029” is adopted as the formal management plan for the area of the High Weald National Landscape located within Horsham District.

 

REASON

 

This recommendation is considered necessary as local authorities with land in a National Landscape are legally required under the Countryside Rights of Way Act 2000 to prepare and publish an AONB management plan.

Minutes:

Councillor John Milne, Cabinet Member for Planning & Infrastructure introduced the report on The High Weald National Landscape AONB Management Plan 2024-2029. He explained that it was a legal requirement for Local Authorities to prepare management plans for any designated National Landscapes (formerly Areas of Outstanding National Beauty or AONBs) located within a local authority area.

 

To ensure that the landscape of the High Weald is managed effectively, the 15 local authorities which cover this landscape jointly fund the High Weald National Landscape Partnership. This organisation was tasked with the preparation of the Management Plan on behalf of all local authorities. 

 

The Management Plan is reviewed every five years. The most recent Management Plan is divided into two parts. The first identifies and describes core features of the High Weald to be conserved and enhanced. The second section of the plan sets out a strategy for investment over the next five years. The Cabinet Member explained that the Plan was closely aligned with the Council’s priorities, it would continue to protect valued landscape, and meet legal obligations.

 

Councillor Sam Raby, Cabinet Member for Housing, Communities and Wellbeing, was fully supportive of the Management Plan. As a Member of the High Weald Joint Advisory Committee, he praised the high-quality work undertaken in developing the Plan and how extremely beneficial it is.

 

 

RESOLVED

 

i)              It agrees the “High Weald National Landscape (AONB Management Plan 2024 – 2029” is adopted as the formal management plan for the area of the High Weald National Landscape located within Horsham District.

 

REASON

 

i)              This recommendation is considered necessary as local authorities with land in a National Landscape are legally required under the Countryside Rights of Way Act 2000 to prepare and publish an AONB management plan.

EX/28

HDC/CBC/MSDC/MVDC Water (Supply & Drainage) pdf icon PDF 145 KB

To consider the report of the Cabinet Member for Finance & Resources

Additional documents:

Decision:

RESOLVED

 

i)              To approve the award of a contract for Water (Supply & Drainage) to the supplier offering the best combination of price and quality, as detailed in Appendix 1 (exempt); and

 

ii)             To delegate authority to the Director of Place in consultation with the Head of Legal & Democratic Services to finalise terms and conditions and to enter into a contract for Water (Supply & Drainage) with the supplier offering the best combination of price and quality, as detailed in Appendix 1 (exempt).

 

iii)           To agree that the Council utilises the LASER Bureau service for water (as outlined in paragraph 3.6) at an additional cost (as detailed in the exempt appendix) for four years.

 

REASON

 

i)              Under the current Public Contracts Regulations (2015) the Council is legally required to competitively tender if the value of the goods or services exceeds the current threshold of £213,477 (inclusive of VAT). The combined value of the four participating authorities in this collaborative procurement exercise exceeds this value.

 

ii)             To obtain authority to award the subject contract to the winning bidder pursuant to a legally compliant procurement process.

 

iii)           To obtain approval to the Council using the LASER Bureau service.

Minutes:

Councillor Ruth Fletcher, Cabinet Member for Local Economy & Place, introduced the report on Horsham District Council, Crawley Borough Council, Mid Sussex District Council and Mole Valley District Council Water, Supply & Drainage Contract Award.

 

It was noted that the Agenda referred to the report being presented by the Cabinet  Member for Finance & Resources and it should have stated the Cabinet Member for Local Economy & Place.

 

The purpose of the report was to seek authority to award a contract for the supply of water to, and the removal of wastewater from, all sites which Horsham District Council is responsible for. A robust procurement process had taken place involving, Crawley Borough Council, Mid Sussex District Council, Mole Valley District Council and Horsham District Council. The contract was awarded to a winning bidder (identified in Appendix 1, exempt) and will commence on 19 July 2024 for a 4-year term. The total contract value for Horsham District Council is approximately £253,000 and each participating authority will enter into its own contact.

 

The Cabinet Member advised that Officers had investigated all available routes to market and the latest version of the LASER Water Framework Agreement remained the best market to approach.

 

Councillor Mark Baynham, Cabinet Member for Finance & Resources, supported the proposal and acknowledged that this was an excellent example of how Horsham District Council was improving processes and costs by collaborating with other Councils to gain the best quality and prices.

 

 

RESOLVED

 

i)               To approve the award of a contract for Water (Supply & Drainage) to the supplier offering the best combination of price and quality, as detailed in Appendix 1 (exempt); and

 

ii)              To delegate authority to the Director of Place in consultation with the Head of Legal & Democratic Services to finalise terms and conditions and to enter into a contract for Water (Supply & Drainage) with the supplier offering the best combination of price and quality, as detailed in Appendix 1 (exempt).

 

iii)             To agree that the Council utilises the LASER Bureau service for water (as outlined in paragraph 3.6) at an additional cost (as detailed in the exempt appendix) for four years.

 

REASON

 

i)               Under the current Public Contracts Regulations (2015) the Council is legally required to competitively tender if the value of the goods or services exceeds the current threshold of £213,477 (inclusive of VAT). The combined value of the four participating authorities in this collaborative procurement exercise exceeds this value.

 

ii)              To obtain authority to award the subject contract to the winning bidder pursuant to a legally compliant procurement process.

 

iii)             To obtain approval to the Council using the LASER Bureau service.

EX/29

Procurement of a Microsoft Licensing Partner pdf icon PDF 120 KB

To consider the report of the Cabinet Member for Performance, Customer Service and Communications

Decision:

RESOLVED

 

i)               To approve the award of the contract to a Microsoft Licensing Partner Reseller. This will be to the winning bidder (on the basis of the Most Economically Advantageous Tender) on the framework being used as outlined in section 10 – Procurement Implications later in this document.

 

ii)              To delegate authority to the Director of Resources and Head of Legal and Democratic Services, in consultation with the Cabinet Member for Performance, Customer Service and Communications, to finalise the terms and conditions of and enter into any documentation required to give effect to the contract award.

 

REASON

 

To facilitate the procurement of the Microsoft Licensing Partner Reseller.

Minutes:

Councillor Tony Frankland Cabinet Member for Performance, Customer Service and Communications introduced the report on the Procurement of a Microsoft Licensing Reseller. He advised Cabinet that the Council’s current contract is due to expire at the end of August 2024 and approval was sought to award a contract to a Microsoft Licensing Reseller, referred to by Microsoft as a licensing partner.

 

Members agreed to the proposal.

 

 

RESOLVED

 

i)               To approve the award of the contract to a Microsoft Licensing Partner Reseller. This will be to the winning bidder (on the basis of the Most Economically Advantageous Tender) on the framework being used as outlined in section 10 – Procurement Implications later in this document.

 

ii)              To delegate authority to the Director of Resources and Head of Legal and Democratic Services, in consultation with the Cabinet Member for Performance, Customer Service and Communications, to finalise the terms and conditions of and enter into any documentation required to give effect to the contract award.

 

REASON

 

To facilitate the procurement of the Microsoft Licensing Partner Reseller.

EX/30

Domestic Food Waste - Contract Award pdf icon PDF 144 KB

To consider the report of the Cabinet Member for Environmental Health, Recycling & Waste

 

Note: This item is being considered as a matter of general exception.

 

General Exception Notice

Additional documents:

Decision:

RESOLVED

 

i)              To approve the award of the contract to the best supplier (based on a formula of identifying the supplier with the most suitable vehicles and the ability to deliver within the requisite timeframe) for the purchase of food waste vehicles, subject to procurement, as follows: a. 11 x 12 tonne food waste vehicles b. 3 x 7.5 tonne food waste vehicles

 

ii)             To approve the award of the contract to the highest scoring bidder for the supply and distribution of food waste caddies to all households, subject to procurement, as follows: a. 60,000 x 23 litre external caddy b. 70,000 x 5 litre internal caddy (to account for flats)

 

iii)           To delegate authority to the Director of Communities in consultation with the Head of Legal and Democratic Services to finalise the terms and conditions of and enter into any contractual documentation required to give effect to the above two recommendations.

 

See Appendix A (Exempt)

 

REASON

 

i)              To facilitate the procurement of the vehicles and caddies to give effect to the implementation of the food waste collection service.

Minutes:

Councillor Nick Grant, Deputy Cabinet Member for Environmental Health, Recycling & Waste introduced the report on the Contract Award – Food Waste Caddies and Collection.

 

At Cabinet in March 2024, approval was granted for the implementation of a weekly household food waste collection service. The report sought authority to award contracts to facilitate the procurement of vehicles and caddies to give effect to the implementation of this service.

 

In order to meet timelines and achieve best value for money, it was necessary to award the contracts earlier than anticipated and the schedule of Cabinet meetings did not align with securing the products required within these timeframes. The Deputy Cabinet Member advised that orders needed to be placed in July, lead times were around 12 months, and the Council would be competing with other authorities.

 

Councillor Sam Raby, Cabinet Member for Housing, Communities and Wellbeing supported the proposal and was encouraged by the solid procurement process the Council was undertaking.

 

 

RESOLVED

 

i)               To approve the award of the contract to the best supplier (based on a formula of identifying the supplier with the most suitable vehicles and the ability to deliver within the requisite timeframe) for the purchase of food waste vehicles, subject to procurement, as follows: a. 11 x 12 tonne food waste vehicles b. 3 x 7.5 tonne food waste vehicles

 

ii)              To approve the award of the contract to the highest scoring bidder for the supply and distribution of food waste caddies to all households, subject to procurement, as follows: a. 60,000 x 23 litre external caddy b. 70,000 x 5 litre internal caddy (to account for flats)

 

iii)             To delegate authority to the Director of Communities in consultation with the Head of Legal and Democratic Services to finalise the terms and conditions of and enter into any contractual documentation required to give effect to the above two recommendations.

 

See Appendix A (Exempt)

 

REASON

 

i)               To facilitate the procurement of the vehicles and caddies to give effect to the implementation of the food waste collection service.

EX/31

Statement of Licensing Policy pdf icon PDF 144 KB

To consider the report of the Cabinet Member for Environmental Health, Recycling and Waste

Additional documents:

Decision:

RESOLVED

 

i)               To agree that the Statement of Licensing Policy set out in Appendix A to this report proceeds to statutory consultation;

 

ii)              Subject to there being no representations received during the consultation period, to recommend to Council that the Statement of Licensing Policy be adopted;

 

 

RECOMMENDED TO COUNCIL

 

That the Head of Environmental Health and Licensing be authorised, in consultation with the Cabinet Member for Environmental Health, Recycling and Waste, to make such minor amendments to the Statement of Licensing Policy as may be required following adoption.

 

REASON

 

i)      To ensure compliance with legislative requirements; and

 

ii)     To ensure openness and transparency in the Council’s decision making.

Minutes:

Councillor Nick Grant, Deputy Cabinet Member for Environmental Health, Recycling & Waste introduced the report on the Statement of Licensing Policy. He reported that, Local authorities are legislatively required to maintain up to date and relevant Licensing Policy and these needed to be reviewed and approved at least every five years.

 

The report set out the proposed Horsham District Council Licensing Policy for the period through to 2029.  It reflected current best practice in Licensing and had been considered by the relevant PDAG and endorsed by Licensing Committee who have recommended it to Council for approval.

 

Subject to Cabinet’s support for the policy, statutory consultation would be undertaken.  Provided no objections are received, the policy will be submitted to Council for formal approval in July.

 

 

RESOLVED

 

To agree that the Statement of Licensing Policy set out in Appendix A to this report proceeds to statutory consultation;

 

RECOMMENDED TO COUNCIL

 

i)               Subject to there being no representations received during the consultation, that the Statement of Licensing Policy be adopted; and

 

ii)              That the Head of Environmental Health and Licensing be authorised, in consultation with the Cabinet Member for Environmental Health, Recycling and Waste, to make such minor amendments to the Statement of Licensing Policy as may be required following adoption.

 

REASON

 

i)               To ensure compliance with legislative requirements; and

 

ii)         To ensure openness and transparency in the Council’s decision making.

EX/32

Licensing Authority Policy Statement pdf icon PDF 129 KB

To consider the report of the Cabinet Member for Environmental Health, Recycling and Waste

Additional documents:

Decision:

RESOLVED

 

i)               To agree that the Licensing Authority Policy Statement set out in Appendix A to this report proceeds to statutory consultation;

 

ii)              Subject to there being no representations received during the consultation period, to recommend to Council that the Licensing Authority Policy Statement be adopted;

 

RECOMMENDED TO COUNCIL

 

To recommend to Council that the Head of Environmental Health and Licensing be authorised, in consultation with the Cabinet Member for Environmental Health, Recycling and Waste, to make such minor amendments to the Licensing Authority Policy Statement as may be required following adoption.

 

REASON

 

i)               To comply with legislative requirements; and

 

ii)              To ensure openness and transparency in the Council’s decision making

Minutes:

Councillor Nick Grant, Deputy Cabinet Member for Environmental Health, Recycling & Waste introduced the report on the Licensing Authority Policy Statement.

 

Local authorities are legislatively required to maintain an up to date and relevant gambling Licensing Policy and these need to be reviewed and approved at least every three years and the Council has now to adopt a new policy.

 

The report set out the proposed Horsham District Council Licensing Policy for the period through to 2027.  It reflected current best practice in Licensing and had been considered by the relevant PDAG and endorsed by Licensing Committee who  recommended it to Council for approval.

 

Subject to Cabinet’s support for the policy, statutory consultation will be undertaken.  Provided no objections are received, the policy will be submitted to July Council for formal approval.

 

 

RESOLVED

 

i)               To agree that the Licensing Authority Policy Statement set out in Appendix A to this report proceeds to statutory consultation;

 

ii)              Subject to there being no representations received during the consultation period, to recommend to Council that the Licensing Authority Policy Statement be adopted.

 

RECOMMENDED TO COUNCIL

 

That the Head of Environmental Health and Licensing be authorised, in consultation with the Cabinet Member for Environmental Health, Recycling and Waste, to make such minor amendments to the Licensing Authority Policy Statement as may be required following adoption.

 

REASON

 

i)               To comply with legislative requirements; and

 

ii)              To ensure openness and transparency in the Council’s decision making

EX/33

Recommendation from Licensing Committee - Tables and Chairs Licensing pdf icon PDF 49 KB

To receive the report to the Licensing Committee held on 17 June in connection with a non-key Cabinet decision and, if approved, to adopt the recommendations contained therein:

 

Tables and Chairs Licensing (report available at: Agenda Item 5)

Decision:

RESOLVED

 

i)              That the Pavement Licensing Policy as set out in Appendix A to the report to the Licensing Committee be adopted;

 

ii)             That the Head of Environmental Health and Licensing be authorised, in consultation with the Cabinet Member for Environmental Health, Recycling and Waste, to make such minor amendments to the Pavement Licensing Policy as may be required;

 

RECOMMENDED TO COUNCIL

 

That pavement licence fees be set at £500 for new applications and £350 for renewal applications with effect from 17 July 2024.

 

REASONS

 

i)              To ensure compliance with legislative requirements;

 

ii)             To ensure openness and transparency in the Council’s decision making; and

 

iii)           To ensure the Council has a policy in place governing the pavement licence framework

Minutes:

 

Councillor Nick Grant, Deputy Cabinet Member for Environmental Health, Recycling & Waste introduced the report on the Tables and Chairs Licensing.

 

Following the Licensing Committee on 17 June, the report concerned the introduction of a Pavement Licensing Policy for the Horsham district along with the setting of application fees. This followed the making permanent of the pavement licensing regime under the Business and Planning Act 2020.

 

The Government has set maximum fees, and it was recommended that the Council adopts these costs in order to cover administration.

 

These fees differ to the current fee structure, and most of these licences are in Horsham Town Centre. The current fee is £688 for the initial application and then £253 for a one year licence. The proposed fee structure is £500 for the initial application and then £350 for a two-year licence. 

 

Therefore, over the longer term, the proposed approach delivers better value for local businesses and Cabinet were recommended to support the proposal.

 

 

 

RESOLVED

 

i)               That the Pavement Licensing Policy as set out in Appendix A to the report to the Licensing Committee be adopted;

 

ii)              That the Head of Environmental Health and Licensing be authorised, in consultation with the Cabinet Member for Environmental Health, Recycling and Waste, to make such minor amendments to the Pavement Licensing Policy as may be required.

 

RESOLVED, Subject to Council Approval

 

That Cabinet recommends to Council that pavement licence fees be set at £500 for new applications and £350 for renewal applications with effect from 17 July 2024.

 

REASON

 

i)               To ensure compliance with legislative requirements;

 

ii)              To ensure openness and transparency in the Council’s decision making; and

 

iii)             To ensure the Council has a policy in place governing the pavement licence framework

EX/34

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/35

Forward Plan

To note the Forward Plan    

Minutes:

The Forward Plan was noted.

EX/36

To consider matters of special urgency

Minutes:

There were no matters of special urgency to be considered.