Agenda and draft minutes

Venue: Conference Room, Parkside, Chart Way, Horsham

Contact: Email:  Direct line: 01403 215465

No. Item


Minutes pdf icon PDF 105 KB

To approve as correct the minutes of the meeting held on 12 June 2024

(Note: If any Member wishes to propose an amendment to the minutes they should submit this in writing to 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 held on 12 June 2024 were approved as a correct record and signed by the Chairman.


Declarations of Members' Interests

To receive any declarations of interest from Members of the Committee


There were no declarations of interest.



To receive any announcements from the Chairman of the Committee or the Chief Executive


There were no announcements.


Interim report from Task and Finish Group - Lease Contracts pdf icon PDF 187 KB

To receive the interim report of the Task and Finish Group – Lease Contracts


Councillor Ellis-Brown introduced the interim report of the Task and Finish Group – Lease Contracts.


Members were referred to the methodology used by the Task and Finish Group and the number of buildings leased, or managed, by Horsham District Council. 


The interim report concluded that the role of Cabinet and Council, within the lease contracts process, required clarification. Whilst full details were held for commercial leases, this was not the case for community and leisure lease contracts. The Group suggested that these contracts should be listed with details held to reflect those collected for commercial contracts.


The Task and Finish Group proposed the drafting of a framework document for leisure and community lease contracts. This would set out the value of the asset, potential future cost to the Council, community value in monetary terms, agreed charge to the leaseholder and community impact.


The Group would review a further 15 lease contracts and clarify the roles and delegated authority held by Officers in the lease process.  Further information would also be sought in relation to whether grants to organisations could be offset against rents.


Members discussed whether a working definition of ‘social value’ would be of benefit and how this could be calculated in relation to lease contracts. The Director of Resources agreed to work with the Task and Finish Group to consider this further. Councillor Ellis-Brown also suggested that the proposed framework document would help to assess social or community value.


It was recognised that there was a lack of audit trail in relation to some leases and that community and leisure leases were not mentioned in the Constitution. Members were of the view that clarity in relation to the roles and responsibilities of officers in relation to community and leisure lease contracts was required and that this should be considered in the review of the Constitution.






Work Programme pdf icon PDF 50 KB

To review the current Overview & Scrutiny work programme


The Chairman introduced the Committee’s work programme, which was noted.


The Chairman was mindful of the need to ensure a manageable agenda but confirmed that an update on the arboricultural contract and the Climate Action Strategy would both be brought to the September Overview & Scrutiny Committee meeting.


Members requested that interim updates were provided to the Committee in relation to the review of the Constitution, due to its potential impact on the work programme for the Overview & Scrutiny Committee. This was agreed.




Cabinet Forward Plan pdf icon PDF 136 KB

To review the current Forward Plan


Members queried the Community Event Parking Policy which was on the Forward Plan.  Officers confirmed this item had now been to Cabinet and, as such, would be removed from the next version of the Forward Plan.


The Cabinet Forward Plan was noted.



Urgent Business

Items not on the agenda which the Chairman of the meeting is of the opinion should be considered as urgent because of the special circumstances


There was no urgent business.