Venue: QE2 Room, Shoreham Centre, Shoreham-by-Sea
Contact: Chris Cadman-Dando
Democratic Services Officer
01903 221364 Email firstname.lastname@example.org
Apologies for Absence
Apologies were received from Councillors Barton, Flower and Sluman.
Declarations of interest
Members and officers must declare any disclosable pecuniary interests in relation to any business on the agenda. Declarations should also be made at any stage such an interest becomes apparent during the meeting.
If in doubt contact the Legal or Democratic Services representative for this meeting.
Councillor Catherine Arnold declared an interest as Chair of the ADA.
Questions from the public
To receive any questions from members of the public addressed to Members of the Executive in accordance with Council Procedure Rule 11. There is up to 5 minutes for each question, one supplementary question may be asked arising from the original question.
Questions must relate to any matter the Council has power or which affects the District except no questions may be asked on
a) A specific planning or licensing application
b) A specific staffing appointment or appeal or Standards determination
Public question time will last up to 30 minute; questions will be taken in order of receipt. The deadline for submissions is Tuesday 18 October 2022 at 12 noon.
Questions to be submitted to email@example.com
A Member of the public asked the following question: Further to the report to JOSC in July 2022 from the Director of Housing Services, could we please have a full report on the progress of works to buildings on the Southwick estate 'to ensure they remain safe and habitable until a decision is made regarding their development and refurbishment'. If none, or some, are as yet uncompleted I would be grateful for the proposed schedule of works. Members were told that the Authority had commissioned Faithorn Farrell Timms (FFT) who were leading on design, specification and procurement of the "Interim Works programme" for the Southwick Estate. As part of the process, FFT had undertaken surveys of all blocks, including a representative sample of internal property surveys, in order to capture the requirements of the scheme. They had also commissioned structural surveys of the balconies; which could potentially be a significant cost item in the programme, so that the Councils could determine the best course of action under the scheme of works to provide safe living accommodation, without amassing unreasonable leaseholder contributions; especially considering the potential for re-development currently being discussed with residents and leaseholders. FFT were progressing the specification and tender documents and will tie the advised balcony works in prior to publish of the tender. As per the August 2022 update, the proposed works would include:
? Structural repairs to lintels;
? Cavity clearance and localised repointing of washed out mortar;
? Wall ties where necessary;
? Structural repairs to balconies (extent not yet known);
? Concrete repairs;
? Window repairs, overhaul or replacement (depending on condition);
? Roof overlay waterproofing systems;
? Ground drainage improvements.
A Member of the Public asked the following question: It can take a very long time to get repairs done to the flats and buildings in Southwick, and sometimes the work carried out is not good enough or doesn't fix the problem, and we have to get people back in to fix it. It can be really stressful when we have to complain and wait again. Who is responsible for checking the quality of the work on the estate, and what is done to make sure that the people they pay to do the work are doing a good job? The Cabinet Member apologised for the experience with the repairs. It was acknowledged that the repair service was not up to the standard the authorities wanted it to be and assured that improving this service was a priority for the council. There had been some significant improvements in the service but there was still a lot more to do. Following the pause in planned capital works to some of the blocks in Southwick Estate, a dedicated surveyor had been working with both the repair services and residents to ensure essential repairs were carried out. The buildings in Southwick Estate are old and require a lot of investment. It is for this reason the Councils had started a consultation with residents to decide on the way forward. While the consultation is going ... view the full minutes text for item c/99/22-23
Confirmation of Minutes
To approve the minutes of the meeting of the Council on 21 July 2022, copies of which have been previously circulated.
Resolved: that the minutes of the meeting of the 14 July be approved as the correct record
Announcements by the Chairman, Leader of the Council, Cabinet Members and / or Head of Paid Service
The Chairman of the Council made the following announcement
‘There are just two matters I would like to speak about. However, they are the most important announcements I have made as Chairman. Those matters are the death of Her Majesty the Queen and the succession of King Charles the third.
In one of the most moving moments of my life, I was honoured to deliver the proclamation just outside this building.
Having been created in 1974, this is the very first time the proclamation has ever been read in the District of Adur.
I am now going to say a few words about our late Queen. For most of us, the only Monarch we had known.
At just 21 years old, five years before her coronation, the Queen pledged to the people of Britain and the Commonwealth “my whole life, whether it be long or short, shall be devoted to your service.”
And at her Coronation our Queen promised, “Throughout all my life and with all my heart I shall strive to be worthy of your trust.” Well, her life was long, her service devoted and our trust well placed. Throughout her seventy years on the throne Her Majesty the Queen has been a continual source of inspiration to all our communities.
Her legacies will live on: positivity, hope, forgiveness and, her greatest gift to us all, love. In the words of the late Sir Bruce Forsyth “didn’t she do well?”
Many people, across Adur, shed a respectful tear as they laid flowers in gardens of remembrance, attended services, and signed books of condolence placed across the district. Probably remembering how the many ways the reign of the Queen had touched their lives over the last seventy years.
I was honoured to visit nursing homes across Adur to deliver the proclamation and give residents the opportunity to sign books of condolence. I must confess that I was moved to tears at every visit. And so were many of the residents, some of them old enough to remember the coronation of the Queen.
We must now look forward to embracing the reign of our new King, Charles the Third, who, in his Accession speech paid great respect to his mother, Queen Elizabeth, saying “my mother’s reign was unequalled in its duration, its dedication, and its devotion. Even as we grieve, we give thanks for this most faithful life
I now ask all those present to please stand in silence for one minute to show respect for our late Queen Elizabeth.
(One minute silence )
God Save the King
On behalf of the people of Adur I have sent a letter of condolence to King Charles the third.’
The Leader of the Council thanked the outgoing Interim Monitoring Officer for work undertaken whilst in the role, in particular work concerning the Cnstitution
Items raised under urgency provisions
To consider any items the Chairman has agreed are urgent
There were no urgent items
To consider recommendations to the Council, details of which are set out in the attached items as 7A-7F. Full reports are available on the website as listed below:
7(a) Joint Governance Committee – 28 July 2022
Making Provision for an Audit Committee with Independent Non-Voting Co-opted Members
The Chairman introduced the recommendations to the Council which was seconded and on a vote unanimously approved.
I. That the name of the Joint Governance Committee be changed to the Joint Audit and Governance Committee
II. That the Council confirm the appointment of two Independent co-opted Persons to the Committee to assist with the Councils’ with the audit function.
7(b) Joint Governance Committee – 27 September 2022
Modernising and Updating the Councils’ Constitutions
The Chairman of the Committee introduced the recommendation stating that the new constitution be implemented from the 1 November 2022. The Motion was put to the Council which was seconded and debated
The following amendment was put and seconded:
That paragraphs in the Scrutiny Procedure rules that state the following:
The Chair of the [Overview & Scrutiny Committee] [Joint Overview & Scrutiny Committee] shall be appointed by the Council. The Chair will first be offered to a member of a Political Group that does not form part of the Administration or an ungrouped Member, with the Vice-Chair being drawn from any other Political Group.
Be replaced with the following:
The Chair of the [Overview and Scrutiny Committee][Joint Overview and Scrutiny Committee] shall be appointed by the Council. In addition to consideration of experience, expertise, interests and the ability to act impartially, the Chair should have the ability to work as part of a group, to lead and build a sense of teamwork and consensus among committee members.
Members debated the amendment and on a vote it was agreed that the vote on the amendment would be recorded.
The vote on the amendment is as follows
For the amendment
Councillors Carol Albury, Carson Albury, Tony Bellasis, Kevin Boram, Ann Bridges, Mandy Buxton, Angus Dunn, Emma Evans, Paul Mansfield, Andy McGregor, Steve Neocleous, Joe Pannell, Neil Parkin, Rob Wilinson (14)
Against the amendment
Councillors Catherine Arnold, Robina Baine, Lee Cowen, Gabe Crisp, Jeremy Gardner, Jude Harvey, Carol O’Neal, Julian Shinn, Debs Stainforth, Julia Watts (10)
Councillor Joss Loader
The Council voted on the motion as amended and on a vote it was
Resolved: that the revised Constitution be approved
7(c) Joint Governance Committee – 27 September 2022
Conferment of Honorary Aldermen and Alderwomen
The Chairman of the council introduced the recommendations which were seconded and debated. On a vote it was
Resolved: That a special meeting of the Council be arranged under section 249(1) of the Local Government Act 1972 for the specific purpose of conferring the titles of Honorary Alderwoman to Liza McKinney and Debbie Kennard and Honorary Alderman to Brian Boggis and Geoff Howitt
7(d) Joint Strategic Committee - 11 November 2022
Our Plan - The new corporate plan for Adur & Worthing Councils
The Leader introduced the recommendation to the Committee which was seconded and debated. On a vote it was
Resolved: that ‘Our Plan’ be approved as a core strategic document for the ... view the full minutes text for item c/103/22-23
To receive a report from the Leader as item 8. The report contains decisions taken by the Cabinet, Cabinet members, the Joint Strategic Committee and the Joint Strategic Sub-Committee (Adur) since the last Council meeting.
There is up to 15 minutes for Cabinet Members to make any statements on the report.
There is up to 15 minutes for Cabinet Members to respond to questions on the report; these questions will not be the same as any asked under ‘Members Questions under Council Procedure Rule 12’
A clarification was sought about provision of a low emission fleet.
To consider a report by the Director for Digital, Sustainability & Resources, copy attached as item 9.
Before the committee was a report by the Director for digital, sustainability and Resources, a copy of which was circulated to all members, a copy of which is attached to the signed copy of these minutes as item 9. The purpose of the report was to formally designate the Council’s Monitoring Officer.
The recommendation in the report was proposed, seconded and on a vote it was
Resolved: That the Council designate Joanne Lee as the Council’s Monitoring Officer with effect from 28 October 2022
Members question time under Council Procedure Rule 12
Members question time will last up to 30 minutes, questions will be taken in order of receipt, in rotation from each political group on the Council. The deadline for submission of questions is Tuesday 18 October 2022 at 12 noon. Questions to be submitted to firstname.lastname@example.org
Questions received can be asked of the following:
a) The Chairman
b) A Member of the Executive
c) The Chairman of any Committee
d) The Councils representative on any outside body
Questions cannot be asked on the following
a) A specific planning or licensing application
b) A specific staffing appointment, appeal or Standards determination
A Member asked the following question: The Queen's green canopy initiative is taking place in Adur District but with the exclusion of land belonging to Adur Homes. I've been informed by Adur Homes that no planting can be carried out as it requires an urban ranger to carry out public consultation, engagement and landscape design. When will Adur Homes be making arrangements to facilitate this?
The Cabinet Member stated that the Council was pleased with contributions to the green canopy across Adur District celebrating the Queen's Platinum. The council believed that it was important that communities were able to have a say in changes that affected their places and had worked with local groups in creating the queen’s green canopy for Adur. As well as the rest of the organisation, Housing Services was currently going through a process of change which included services delivered to Adur Homes residents. The arrangement with the Council’s Parks and Foreshore Team did not include consultation and engagement with residents and so there had not been an ability to progress as quickly as liked. This would be dealt with as part of the ongoing changes within the Council.
A Member asked the following question: What are the current numbers of Households awaiting social housing by band and the current number of void tenancies? What new housing stock has been agreed and when will this be available?
The Cabinet Member stated that there were currently 842 residents on the Adur Council’s housing register and detailed the exact figures relating to bed Size/Band.
There were about 100 void properties most of which required significant work to ensure they were compliant and in a lettable standard while some were earmarked for temporary decant of residents for the ongoing inner rooms project.
Construction was already at an advanced stage on the Albion Street site which would deliver 49 new homes, the Council had nearly finalised plans to deliver nearly 40 homes through the small sites programme and were working to deliver a new Ashcroft Sheltered Housing. All those units would go to households on the Council’s housing register.
More affordable homes would be delivered through the planning process and the Council’s Local Plan. The Old Civic Centre would deliver over 100 homes and there would be more homes through the New Monks Farm developments. Residents are already successfully bidding for the New Monks Farm homes on the housing register.
A Member asked the following question: Given the cost of living crisis, fuelled by high energy price rises, what is the Council doing to inform, educate and assist homeowners, tenants and businesses about energy saving measures, which will be of direct benefit to households and also address the climate emergency? These include direct financial support, improved retrofit insulation options, alternative heating solutions and finance & grant availability.
The Cabinet Member told the meeting that the Council had a comprehensive range of support for residents affected by the Cost of Living situation which was accessible from the front page of the ... view the full minutes text for item c/106/22-23
To consider a report submitted by the Director of Communities, copy attached as item 11.
Before the Committee was a Motion submitted by Councillor Debs Stainforth and seconded by Robina Baine.
In accordance with the constitution the Motion was proposed, seconded and referred to the Joint Strategic Sub Committee without debate.
Resolved: that the motion be submitted to the Joint Strategic Sub Committee (Adur)
To consider a report submitted by the Director of Communities, copy attached as item 12.
The Chairman announce that the Motion would be heard at a Council meeting on another date
To consider a report submitted by the Director of Communities, copy attached as item 13.
Before the Committee was a Motion submitted by Councillor Catherine Arnold and seconded by Jeremy Gardner.
In accordance with the constitution the Motion was proposed, seconded and referred to the Joint Strategic Sub Committee (Adur) without debate.
Resolved: that the motion be submitted to the Joint Strategic Sub Committee (Adur)
Unasked Public Questions