Agenda and minutes

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.

Councillors Elizabeth Sparkes and David Simmons declared interests in items of business on the agenda as members of West Sussex County Council.

To approve the minutes of the Joint Strategic Committee meeting held on 10 March 2020, copies of which have been previously circulated.

Resolved that the minutes from the Joint Strategic Committee meeting held on 10 March 2020, be approved as an accurate record and signed by the Chairman.

To receive any questions from the public.

Questions should be submitted by noon on Friday 5 June 2020 to Democratic Services, democratic.services@adur-worthing.gov.uk   

(Note: Public Question Time will operate for a maximum of 30 minutes)

The following question was received from Mr Ian Davey, a Worthing resident.

Independent cafes and restaurants are at the heart of our local communities, shopping streets and economy, Maintaining social distancing within limited space presents a major challenge to their viability as they make key decisions regarding reopening. This is a particular problem for small businesses with little or no outdoor space.

Many local authorities are helping such businesses by creating new outdoor areas through reallocating road space to create 'parklets'. Parklets are an imaginative and creative repurposing of road space  to create new seating areas often with greenery and other features of interest..

The council has been allocated £150,000 from the government's "Reopening High Streets Safely Fund". The fund guidance specifically states that this money can be used for " street markings and temporary barriers". Would the council  please look at opportunities to reallocate road space to provide new outdoor seating to support struggling local businesses so that they may reopen safely.

Doing so could be make or break. Without this assistance, it is not over dramatic to say many may never reopen.

The Leader of Worthing Borough Council replied that the Council was fully aware of the importance of the hospitality sector, as well as the retail and leisure sectors, to the local economy. Not only were these sectors important for local residents but also visitors (in time).

The Council had supported these sectors during the pandemic in a number of ways, including the distribution of over £13m of COVID-19 grant funding to 1,460 businesses across Worthing. This included businesses in the sectors highlighted.

The Public Health & Regulation Teams’ Environmental Health and Licensing officers had been supporting businesses with advice and education on social distancing, risk assessments, off-sales and cleaning regimes. A proportionate and pragmatic approach had been taken to assist with the safe re-opening of businesses.

The Council’s work in recent weeks had accelerated regarding establishing Worthing town centre as a safe place, supporting social distancing measures. Based on the government guidance the Council had audited open spaces across the town centre to ensure compliance with social distancing, both for the public space and to support retailers both in-store and out-of-store.

The Council was grateful to receive £98,168 from the government to support the work in ‘getting the town’ ready. The funding had accelerated this work which included establishing on-road parking suspensions (to sufficiently widen pavements) and a number of temporary 'destination' road closures and Covid-19 signage, which were going in now. All of this was paid for out of the funding received.

In addition, the Council was also supporting a number of businesses who had applied for pop up concessions on open spaces (specifically the seafront), as an alternative or addition to their fixed premises.

All of the work mentioned will be closely monitored and adapted accordingly based on feedback received.

To consider any items the Chairman of the meeting considers to be urgent.

There were no items raised under urgency provisions.

To consider a report from the Chief Executive, a copy is attached as item 5.

Before the Committee was a report by the Chief Executive, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 5.

Due to the pandemic situation it had been necessary for the Council’s to be able to respond very quickly during the emergency and this had necessitated, on some occasions, needing to make decisions as a matter of urgency.

The Chief Executive had therefore been called upon to use his powers to make urgent decisions and the report advised Members of the Executive of the executive decisions made, and asked for their endorsement of those decisions.

The Committee wished to place on record its thanks to Adur and Worthing Councils Officers for all of their work in response to the Covid-19 pandemic. 

The recommendations in the report were proposed by Councillor Daniel Humphreys, seconded by Councillor Neil Parkin and unanimously agreed by the Committee.

Decision:  

The Joint Strategic Committee 

1. noted the content of the report and endorsed the decisions made by the Chief Executive; and

2. referred the decision to increase the Treasury Management limits onto Council for noting and endorsement.  

Call In: 

The call-in deadline for decision (1) will be 5.00pm on 19 June 2020.

There is no call-in for recommendations to Adur and Worthing Councils, decision (2).

To consider a report from the Director for the Economy, a copy is attached as item 6.

Before the Committee was a report by the Director for the Economy, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 6. 

The report sought approval to adopt the final version of the Adur & Worthing Local Cycling and Walking Infrastructure Plan (LCWIP): a high level, strategic network plan for safe and accessible future cycling and walking infrastructure provision.

The report outlined recently published government guidance for walking and cycling provision relating to the COVID-19 pandemic; and sought member approval for urgent work with West Sussex County Council on local improvements in line with the Adur & Worthing LCWIP. 

It was noted that a Draft version of the LCWIP had been presented to the Joint Strategic Committee on 7th November 2019, where Members approved the draft version being taken through Public Consultation between November 2019 and January 2020.

The report outlined the outcomes of the public consultation, in particular, the overwhelming support for improved cycling and walking infrastructure provision (see section 4). It sought approval for amendments made to the Plan as a result of the consultation responses.

The Committee noted that the Plan had been produced with the consistent support and input from the Adur & Worthing Cycling & Walking Group; and oversight and support from West Sussex County Council.

A Member sought clarification regarding the timeline for delivery of the cycle route between George V to Sea Lane ‘the Goring Cycleway’. Officers agreed to provide a written response to the question. 

During discussion on this item, Members considered a number of issues including:-

• Incentive schemes for getting people out of cars and onto bikes;
• The maintenance of cycling infrastructure; 
• WSCC’s ability to deliver on a number of ambitious schemes;
• The security of bike stores.

The recommendations in the report were proposed by Councillor Daniel Humphreys, seconded by Councillor Neil Parkin and unanimously agreed by the Committee.

Decision:  

The Joint Strategic Committee 

(a)         In relation to the Adur & Worthing LCWIP:

        i.         noted the outcomes of the Public Consultation;

       ii.         approved the amendments made to the cycling network routes and walking zones listed at paragraph 4.7 (Worthing) and 4.8 (Adur) in response to the consultation; and 

      iii.         approved the formal adoption of the Final LCWIP and the utilisation of the document to support funding or investment opportunities on the network; and

      iv.         delegated authority to the Director for the Economy in consultation with the relevant Executive Member to make minor design amendments to the Plan prior to publication.

In relation to the COVID-19 guidance from government for interventions on the traffic network and in public spaces to allow for social distancing and active travel: 

      v.         delegated authority to the Director for the Economy, in consultation with the Leaders of Adur District and Worthing Borough Councils to:

·       Work with, agree proposals and submit representations to West Sussex County Council for the implementation of emergency interventions on the road networks to include emergency traffic regulation and  ...  view the full minutes text for item JSC620-21

To consider a report from the Director for Digital & Resources, a copy is attached as item 7.

Before the Committee was a report by the Director for Digital & Resources, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 7.

Ruth O’Brien, West Sussex County Council Sustainability Team, was in attendance at the meeting during the consideration of this item.   

In December 2019, West Sussex County Council (WSCC) adopted their Electric Vehicle (EV) Strategy setting out an ambitious vision for EV take up across the county. 

The Strategy set out the intention to procure a supplier to deliver, on a concessionary basis, one consistent, affordable, easy to use, reliable, widely accessible and recognisable charging network across the county. The aim was to provide renewable energy charging primarily for those residents who did not have access to off road parking and would be unable to switch to EV without public charging.

Adur & Worthing Councils, along with the other Districts and Boroughs across West Sussex, had been invited to collaborate with WSCC on this scheme to develop an extensive county-wide network, by nominating and providing potential sites in council ownership to be part of the EV charging network.

The WSCC EV network solution would improve and expand significantly the provision of electric vehicle charging infrastructure across the Borough and District to meet existing and future demand and encourage the shift away from petrol and diesel vehicles.

Subject to Member approval, Adur & Worthing Councils (A&WCs) participation in the procurement of an EV network would assist in meeting council commitments to reduce transport carbon emissions, increase EV charging infrastructure and improve air quality, reducing the resources required to achieve these ends. 

A Member questioned whether charging points in residential areas would be included in the network. Officers advised that WSCC would explore opportunities for street locations when designing the network plan. 

The Committee highlighted the need for competitive charging rates and sought clarification regarding the number of partners in the network.  

The recommendations in the report were proposed by Councillor Daniel Humphreys, seconded by Councillor Neil Parkin and unanimously agreed by the Committee.

Decision:  

The Joint Strategic Committee:-

        i.         noted the work undertaken by Officers with WSCC to date, in developing a potential site list in the Adur and Worthing areas for the installation of EV points, and authorises the Councils to enter into an Inter-Authority Agreement with West Sussex County Council to install electric vehicle charging points across the county of West Sussex, on Council owned property; and

       ii.         delegated authority to the Director for Digital and Resources in consultation with the Leaders, to commit Adur District Council and Worthing Borough Council to a joint procurement for a concessionaire to deliver a rapid and cash payment free roll out of an extensive EV charging network across Worthing Borough and Adur District and to enter into a contractual arrangement with the preferred concessionaire as a result of the WSCC procurement process and;

      iii.         delegated authority to the Director for Digital and Resources in consultation with  ...  view the full minutes text for item JSC720-21

To consider a report from the Director for Digital & Resources, a copy is attached as item 8.

Before the Committee was a report by the Director for Digital & Resources, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 8. 

The report provided an update on the progress made to deliver next generation digital infrastructure across Adur and Worthing council areas - providing widespread ultrafast internet access to homes, businesses and public spaces, creating the most digitally connected places in the south east.  

The commercial roll out of fibre to homes and businesses by Cityfibre was progressing well and was on schedule with more than 3,000 homes passed to date.

The report focused on the next stage in the programme which was to provide free Citizen WiFi and an “internet of things” (IoT) network.  These were key deliverables in Platforms for our Places and had even greater importance for the post COVID-19 world, where digital connectivity would play a greater part in everyone's lives.  

Providing council-run Citizen WiFi to residents and visitors in key public places would put Adur and Worthing in a really strong position to innovate in high street renewal, tourism, creative and digital arts, local business growth and to provide essential access to the digitally excluded.  The Councils had become regional leaders in digital infrastructure and with Citizen Wifi and IoT networks, they would add two new highly valuable layers to the civic digital platform.

The Committee welcomed the report and expressed their support for the proposals. 

The recommendations in the report were proposed by Councillor Daniel Humphreys, seconded by Councillor Edward Crouch and unanimously agreed by the Committee.

Decision:  

The Joint Strategic Committee: 

        i.         approved a revised capital budget of £3.7m, the increase being funded through external funding, the revenue consequences of which could be accommodated within the existing budgets;

       ii.         noted that a procurement for Citizen Wi-Fi would be undertaken once the design lab (see 1.5) was complete;

      iii.         approved a budget of £25k in 2020-21, funded from the inflation budget, which would enable the Councils to exploit opportunities in 2020-21 to commence design and pilot testing of Citizen Wi-Fi. This approval would be on the basis that the Councils’ return to the Joint Strategic Committee in 2021-22 to update on the progress and status of network consolidation to reduce costs, and revenue generating activities that aimed to address the revenue impact of Citizen WiFi expansion from 2022-23 onwards;

      iv.         approved the release of £300k in the period 2021/22 - 2024/25, noting that this would commit the Council to additional £75,000 funding in 2021/22 as previously outlined in the report to members on the 2020/21 budget which would enable the contract to progress.

Call In: 

The call-in deadline for this decision will be 5.00pm on 19 June 2020.

To consider a report from the Director for the Economy, a copy is attached as item 9.

Before the Committee was a report by the Director for the Economy, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 9. 

The Committee noted that separate to the Councils strategic investment portfolio, there were 939 land and building assets which were managed by the council’s estates team.

The report outlined a new strategy for the better management of these assets, focussed on supporting Platforms for our Places: Going Further and to consider how the Councils could best use its assets to meet its communities prosperity and wellbeing.

The new strategy set out a policy approach to the Councils assets and a series of performance indicators for the review of the estate. Following a review, the policy would introduce new processes and a series of tasks to put the Councils in a better position for the management of their assets.

The recommendations in the report were proposed by Councillor Elizabeth Sparkes, seconded by Councillor Angus Dunn and unanimously agreed by the Committee.

Decision:  

That the Joint Strategic Committee approved the Property Asset Management Plan and agreed the adoption of the policy.

Call In: 

The call-in deadline for this decision will be 5.00pm on 19 June 2020.

To consider a report from the Acting Director for Environmental Services, a copy is attached at item 10.

Before the Committee was a report by the Acting Director for Environmental Services, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 10. 

The report provided a response and recommendations to the Joint Strategic Committee on the recommendations contained within the Joint Overview and Scrutiny working group review of ‘Adur and Worthing Gypsy & Traveller Encampments’, initially presented to this committee in November 2019.          

It was suggested by a councillor that a member of the traveller community be invited to participate in the councillor awareness training. Officers welcomed the suggestion.  

The recommendations in the report were proposed by Councillor Brian Boggis, seconded by Councillor Heather Mercer and unanimously agreed by the Committee.

Decision:  

The Joint Strategic Committee 

      i.        agreed that a review of the impact and value of the West Sussex Transit agreement is brought before the JSC on a 3 yearly basis, with the next formal review being in 2022;

     ii.        endorsed the plan to source member training on these matters to include a refresher on current processes; and

    iii.        agreed that litter bins are not provided at encampment sites.

Call In: 

The call-in deadline for this decision will be 5.00pm on 19 June 2020.

To consider a report from the Director for the Economy, a copy is attached as item 11.

Before the Committee was a report by the Director for the Economy, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 11. 

The report sought authority to release s106 funds to deliver an improvement scheme for the Widewater bridge in Lancing.

The majority of funds were held by the County Council but the scheme required £103,773 held by Adur District to fully fund the scheme.  Whilst, these funds were specifically held for transport improvement schemes as the total exceeds £100,000 Committee approval to release the funds was required.  

The report set out some of the approval processes already undertaken by the County Council and described some of the key improvements to be undertaken to improve accessibility to the seafront cyclepath.         

The recommendations in the report were proposed by Councillor David Simmons, seconded by Councillor Neil Parkin and unanimously agreed by the Committee.

Decision:  

The Joint Strategic Committee agreed to release £103,773 towards the proposed improvement scheme to Widewater Bridge and agreed that the scheme be added to the capital programme.

Call In: 

The call-in deadline for this decision will be 5.00pm on 19 June 2020.

* At 8.12pm Adur Councillors Carson Albury, Angus Dunn, Emma Evans, Neil Parkin and David Simmons left the meeting in accordance with the Joint Committee Agreement.

To consider a report from the Director for the Economy, a copy is attached as item 12.

Before the Committee was a report by the Director for the Economy, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 12. 

Worthing Borough Council had introduced a Community Infrastructure Levy (CIL) to allow funds to be raised from developers to pay for infrastructure that was needed to support growth. The Council adopted the Charging Schedule for CIL in February 2015 and implementation of the levy commenced in October 2015. The Council had overarching responsibility for the allocation of CIL monies and reporting the amount of money collected and spent.  

The report provided an update on progress made by the Joint Officer and Member Board (JOMB) for CIL Governance and:

• provided an update on the current level of CIL funding collected;
• set out the Infrastructure Investment Plan (formerly called the Infrastructure Business Plan) which would set out priorities for the spending of CIL; and
• set out the need for a formal review of the CIL charging schedule based on the recent recommendations of the Council’s Consultants.     

The recommendations in the report were proposed by Councillor Kevin Jenkins, seconded by Councillor Val Turner and unanimously agreed by the Committee.

Decision:  

The Joint Strategic Committee 

1. noted the progress made by the Joint Officer and Member Board in relation to governance arrangements for overseeing the Community Infrastructure Levy (CIL);

2. agreed the Infrastructure Investment Plan (IIP) which set out the priorities of infrastructure projects to receive CIL funding over the next three years; and

3. agreed the formal revised draft CIL Charging Schedule prior to undertaking a public consultation exercise.

Call In: 

The call-in deadline for this decision will be 5.00pm on 19 June 2020.

The meeting was adjourned at 8.23pm and reconvened at 8.30pm.

To consider a report from the Director for the Economy, a copy is attached as item 13.

Before the Committee was a report by the Director for the Economy, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 13. 

The report updated the committee on progress to procure a construction firm for the Worthing Integrated Care Centre and recommended that the Committee:-

• agree the preferred procurement route for the development stage of the project;

• delegate authority to the appropriate officers to make appointments for the necessary professional and consultancy support services required to support the procurement exercise and oversee the construction of the development; and 

• subject to further due diligence and legal advice, delegate authority to the Head of Major Projects & Investment, in consultation with the Executive Member for Resources, to enter into a contract with West Sussex Estate Partnership as the preferred procurement route for the project.        

A Member highlighted the consultant fee percentage outlined in the report and sought clarification regarding a cap being imposed on the fee. Officers advised that they were confident that consultants were working to reduce fees but would raise the inclusion of a cap. 

The Committee welcomed the direction and pace the project was travelling in. 

The recommendations in the report were proposed by Councillor Kevin Jenkins, seconded by Councillor Val Turner and unanimously agreed by the Committee.

Decision:  

The Joint Strategic Committee 

1)    agreed to the preferred procurement route as detailed in Section 4 of the report;

2)    delegated authority to the Head of Major Projects and Investment in consultation with the Executive Members for Resources to:- 

• agree the terms of a detailed Project Agreement with West Sussex Estates Partnership and; 
• to enter into a contract to deliver the project on the terms set out in the Project Agreement and the LIFTCO Strategic Partnership Agreement which creates a Framework Agreement for the delivery of the project;  

such authority to be granted subject to the requirements set out in paragraph 4.9 which includes compliance with all necessary due diligence.

Call In: 

The call-in deadline for this decision will be 5.00pm on 19 June 2020.

To consider a report from the Director for the Economy, a copy is attached as item 14.

Before the Committee was a report by the Director for the Economy, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 14. 

The report updated Members on the Portland Road scheme and sought authority for Worthing Borough Council (WBC) to act as the lead authority for West Sussex County Council (WSCC) and the delivery body for Coast to Capital LEP (C2C) on the terms set out. 

The rationale for WBC delivering the project and the parallel approach being undertaken by WSCC in order for the monies to be used by WBC for the purposes of Portland Road were outlined. 

The Committee noted that WSCC would continue to design and deliver the public realm works at Railway Approach (Teville Gate) in consultation with WBC. 

In addition, the report confirmed that WBC had been offered external funding through Local Growth Funding (LGF) of £697,000 from the Coast to Capital LEP (C2C) to support the costs of the Portland Road scheme.  

The Committee acknowledged the work undertaken by Worthing Members of West Sussex County Council.        

The recommendations in the report were proposed by Councillor Kevin Jenkins, seconded by Councillor Elizabeth Sparkes and unanimously agreed by the Committee.

Decision:  

The Joint Strategic Committee 

        i.         agreed to WBC taking on the project management and delivery responsibility of Portland Road Public Realm work, supported by WSCC (both financially and by it’s officer time);

       ii.         delegated authority to the Director for the Economy to approve a direct award under the Eastern Shires Purchasing Organisation (ESPO) framework to award a contract to Project Centre Consultants, to act as the project manager for WBC to deliver the public realm works at Portland Road on behalf of the Growth Board;  

      iii.         delegated authority to the Director for the Economy, in consultation with the Executive Member for Regeneration and WSCC, to approve and award a contract for the construction work required to deliver the public realm project subject to the development of a procurement strategy and the outcome of a compliant procurement process;  

      iv.         delegated authority to the Director for the Economy to enter into the C2C Funding Agreement; and

      v.         approved the creation of a budget of £3.697m (to include the WSCC funding and the C2C funding) within the capital programme fully funded by external grants and contributions.

Call In: 

The call-in deadline for this decision will be 5.00pm on 19 June 2020.

To consider a report from the Director for the Economy, a copy is attached as item 15.

Before the Committee was a report by the Director for the Economy, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 15. 

The report updated Members on the progress made towards the remediation of the former landfill site. The remediation (and decontamination) of Decoy Farm would ensure that the money funded by the Local Enterprise Partnership was spent by the March 2020 deadline.

The Committee was informed of the timetable for remediation works commencing on site including the procurement of a specialist remediation contractor.

The report also sought delegation of authority for the Director for the Economy to award the required remediation contract to enable the works to be carried out subject to a compliant procurement process.

It was noted that a further report would be brought to the Committee, in due course, outlining a strategy with future ambitions for the site.       

The recommendations in the report were proposed by Councillor Daniel Humphreys, seconded by Councillor Kevin Jenkins and unanimously agreed by the Committee.

Decision:  

The Joint Strategic Committee authorised the Director for the Economy to undertake the procurement for the remediation contractor and to award that contract and any recommended contracts arising from the works as necessary to support and enable the remediation works at Decoy Farm, the costs for which, shall be met from the budgets set out in the report.

Call In: 

The call-in deadline for this decision will be 5.00pm on 19 June 2020.

To consider a report from the Director for the Economy, a copy is attached as item 16.

Before the Committee was a report by the Director for the Economy, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 16. 

The report requested that Members agree to the recommended virement to enable the re-profiling of the programme of works for Buckingham and High Street Multi-Storey Car Park refurbishment projects, allowing capital funds of £800,000 to be brought forward for use into the 2020/21 budget year.  

The recommendations in the report were proposed by Councillor Kevin Jenkins, seconded by Councillor Daniel Humphreys and unanimously agreed by the Committee.  

Decision:  

The Joint Strategic Committee agreed a budget virement of £800,000 from the capital allocation for High Street MSCP to the Buckingham MSCP project budget.  This would enable the regenerative benefits and improvement options identified, to be incorporated into the Buckingham MSCP scheme. 

Call In: 

The call-in deadline for this decision will be 5.00pm on 19 June 2020.

To consider a report from the Acting Director for Housing & Wellbeing, a copy is attached as item 17.

Before the Committee was a report by the Director for Communities, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 17. 

Councillor Martin McCabe, the proposer of the motion, attended the meeting to explain the motion and answer questions from the Committee. 

The report set out a motion regarding Chat Benches (attached as Appendix 1), referred from the meeting of Worthing Borough Council on 18 February 2020. 

Members of the Joint Strategic committee were asked to consider and determine the Motion. The Committee could either support the motion and ask for further work to be carried out in this regard, or, could reject the motion.    

The Committee acknowledged the idea but raised concerns about the suitability of the scheme in the current climate.     

It was proposed by Councillor Daniel Humphreys, second by Councillor Val Turner and unanimously approved that the motion be rejected.

Decision:  

The Joint Strategic Committee agreed to reject the motion.

Call In: 

The call-in deadline for this decision will be 5.00pm on 19 June 2020.

To consider a report from the Acting Director for Housing & Wellbeing, a copy is attached as item 18.

Before the Committee was a report by the Director for Communities, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes as Item 18. 

Councillor Bob Smytherman, the proposer of the motion, attended the meeting to explain the motion and answer questions from the Committee. 

The report set out a motion regarding EU Citizens (attached as Appendix 1), referred from the meeting of Worthing Borough Council on 18 February 2020. 

Members of the Joint Strategic committee were asked to consider and determine the Motion. The Committee could either support the motion and ask for further work to be carried out in this regard, or, could reject the motion.      

The Committee acknowledged the sentiment of the motion but questioned whether this was in the remit of Worthing Borough Council.    

It was proposed by Councillor Daniel Humphreys, second by Councillor Kevin Jenkins and unanimously approved that the motion be rejected.

Decision:  

The Joint Strategic Committee agreed to reject the motion.

Call In: 

The call-in deadline for this decision will be 5.00pm on 19 June 2020.