Agenda and decisions

To approve as correct the minutes of the meeting held on 26 June

(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.)

To receive any declarations of interest from Members of the Cabinet

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

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

To consider the report of the Deputy Leader and Cabinet Member for Finance & Resources

RESOLVED

i)               To approve the award of a cash collections contract to the winning bidder following the conclusion of the procurement exercise;

ii)              To delegate authority to the Director of Resources in consultation with the Head of Legal and Democratic Services to finalise the terms and conditions of the required contract, details of which are in the Appendix.

REASON

The council is acting as lead authority on behalf of the four councils comprising of the Shared Procurement Service. Consequently, this requires Cabinet approval for the whole four councils’ spend as it falls above the threshold for Cabinet Member approval.

The four councils’ contracts for cash collection expire on 31 October 2024, and in order to get the new supplier in place before the expiry, the evaluations need to take place at the same time as the governance process.

To consider the report of the Deputy Leader and Cabinet Member for Finance & Resources

RESOLVED

To note the changes detailed in this report in the Council’s financial position in 2024/25 and medium-term financial strategy.

RECOMMENDED TO COUNCIL

i)      Subject to Council’s approval of recommendation iii, to approve (a) the introduction of overnight tariffs in Piries Place and Swan Walk car parks, (b) the extension of the car parking charging period from 6pm to 8pm in North Parade car park, (c) the introduction of season tickets to New Street car park and North Parade car park, and, (d) the introduction of pay per hour (alongside season tickets) at Jengers Mead car park.

ii)     That the charges from 1 April 2025 for the garden waste subscription service are increased from £54 to £59.

iii)    To increase the prices of car parking charges from 1 April 2025 as set out in Appendix II.

iv)    Subject to the scheme status quo remaining and a similar settlement to 2024/25, (i) approve that the Council remains in the West Sussex Business Rates pool in 2025/26 and (ii) to delegate authority to the Director of Resources in consultation with the Cabinet Member for Finance to (a) agree the operational details of the pooling arrangements with participating authorities, and, (b) enter into any required documentation to give effect to this proposal.

REASON

i)               The Council needs to acknowledge the effects that inflation, cost growth and reduced income will have on its financial position both in the short and medium-term. Deficits are predicted unless action is taken on fees and charges and savings are made. Given the level of uncertainty in the projections, the economy and proposed Government action, the report does not recommend direct action to drastically reduce expenditure, but does recommend the need to take decisions like these when setting the 2025/26 budget in January 2025, should the Settlement in December 2024 be unfavourable.

ii)              and iii) Council is required to approve fees and charges, and expenditure as per the constitution. iv) Remaining in the West Sussex Business Rates pool should benefit the County and therefore the district by retaining locally generated business rates, using it to further support the economic regeneration of the wider West Sussex area.

To consider the report of the Deputy Leader and Cabinet Member for Finance & Resources

RESOLVED

i)               To approve the amended Parking Services Discount Policy.

ii)              To delegate authority to the Director of Resources, in consultation with the Cabinet Member for Finance & 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 & 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 broaden the scope for discounts available within the Parking Services Discount Policy, to include Town Centre Day Passes alongside quarterly season tickets.

ii)     To support the business community which has highlighted difficulties in recruiting/retaining staff, particularly those in low paid roles, due to the financial burden of parking costs.

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

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

RESOLVED

To adopt the Digital and Technology Strategy 2024 - 2027 as contained in Appendix A to this report.

REASON

To provide a framework for which the Council uses technology in its operations and in the provision of its services.

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

RESOLVED

i)               To approve the direct award of a contract for clinical waste collection and support services via the West Sussex County Council (WSCC) framework agreement, following the procurement process; and

ii)              To delegate authority to the Director of Communities in consultation with the Head of Legal & Democratic Services to finalise the terms and conditions of and enter into the contract through the WSCC framework agreement.

REASON

Under section 45 of the Environmental Protection Act 1990 (‘the EPA’), Waste Collection Authorities have a duty to arrange for the collection of household waste. Household waste includes clinical waste produced at domestic properties. Waste Disposal Authorities are required by section 51 of the EPA to dispose of such waste.

In April 2019, WSCC entered into an agreement with a supplier to provide both the collection and support services for clinical waste as well as the treatment and disposal of the waste and this contract is due to expire on 31 March 2025. There are currently 2,885 customers utilising the clinical waste service in the Horsham district.

To consider the report of the Cabinet Member for Economic Development & Property

RESOLVED

i)               To approve the award of a works contract (to facilitate the fit out of the Council’s new offices) to Company 1, as detailed in the exempt appendix;

ii)              To delegate authority to the Director of Place in consultation with the Head of Legal and Democratic Services to finalise the terms and conditions of and enter into the required contract (on the terms contained in the exempt appendix); and

iii)             To approve a procurement exemption to facilitate the award of the works contract to Company 1.

REASON

To facilitate the fit out of the Council’s new premises in a timely manner which will also enable the Council to vacate its existing premises by the break date contained in its existing lease.

To consider the report of the Cabinet Member for Climate Action and Nature Recovery

RESOLVED

i)               To approve the continuation of the Wilder Horsham District initiative until 31 March 2028.

ii)              To delegate authority to the Director of Communities in consultation with the Cabinet Member for Climate Action and Nature Recovery to agree the terms of and enter into a new Collaboration Agreement with the Sussex Wildlife Trust.

iii)             To earmark a further £378,000 of general reserves into the green reserve for the costs of the Wilder Horsham District initiative for the three years 2025/26 to 2027/28.

REASON

i)               A new Collaboration Agreement would be required to continue the Wilder Horsham District initiative which should include updated deliverables for the project.

ii)              Funding is required to extend this initiative for a further three years; until the end of March 2028. Council will approve use of in-year reserve as part of each budget setting process.                

To consider the report of the Cabinet Member for Climate Action and Nature Recovery

RESOLVED

To delegate authority to the Director of Communities in consultation with the Cabinet Member for Climate Action and Nature Recovery to raise any objection and to agree and provide any other feedback to West Sussex County Council on the draft Local Nature Recovery Strategy.

REASON

To ensure that feedback on the draft Local Nature Recovery Strategy for West Sussex can be provided to West Sussex County Council promptly and that any objection to the draft Strategy can be raised within the statutory period of 28 days.

To consider the report of the Deputy Leader and Cabinet Member for Finance and Resources

RESOLVED

i)               To approve a public consultation on potential changes (as detailed in this report) to the Council Tax Reduction Scheme for 2025/26.

ii)              To delegate authority to the Director of Resources, in consultation with the Cabinet Member for Finance and Resources, to finalise the scheme for 2025/26 after considering the results of the consultation for consideration by full Council as part of the Council’s budget setting process.

REASON

The Council Tax Reduction Scheme has not been changed since inception in 2013/14 and consultation with preceptors and the public is required with any change to the scheme.

To consider the report of the Cabinet Member for Economic Development and Property

RESOLVED

i)               To approve the publication of the Enterprising Horsham Economic Prospectus and Business Charter documents for stakeholder consultation; and

ii)              To delegate authority to the Director of Place, in consultation with the Cabinet Member for Economic Development and Property, to finalise the documents ready for consultation.

REASON

To enable stakeholder engagement to help shape the Council’s economic policy. This is a critical part of the process of developing policies that reflect and respond to the needs, demands and aspirations of the range of relevant local and strategic stakeholders.

To consider the report of the Cabinet Members for Housing, Communities and Wellbeing and Economic Development and Property

RECOMMENDED TO COUNCIL

(i)             To authorise the making of applications to the Secretary of State under section 32 of the Housing Act 1985 for consent to let the Council’s properties (as contained in the Appendix) to Horsham District Homes (Holdings) Limited on short leases of up to five years, when required; and

(ii)            Subject to Council’s approval of the above-noted recommendation, delegate authority to the Head of Legal and Democratic Services to make and submit any such applications when and if required.

REASON

To ensure the lawful letting of properties.

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

To note the Forward Plan