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.

There were no declarations of interest.

To approve the minutes of the Joint Strategic Committee meeting held on 1 October 2024, copies of which have previously been circulated.

Resolved that the minutes from the Joint Strategic Committee meeting held on 1 October 2024

To receive any questions from members of the public.

Questions should be submitted by noon on Thursday 7 November 2024 to  Democratic Services, democratic.services@adur-worthing.gov.uk  

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

There were no questions from the public.

Pre-submitted Members questions are pursuant to rule 12 of the Council & Committee Procedure Rules.

Questions should be submitted by noon on Thursday 7 November 2024 to  Democratic Services, democratic.services@adur-worthing.gov.uk    

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

A Member asked the following question:

The savings targets were a key contributor to balancing the 2024/25 revenue budgets for both Adur and Worthing councils. Any shortfall in savings against the target therefore creates additional financial pressure. This update says there is a current estimated shortfall in savings of £1.2m in the current year for all services, but just looking at Neighbourhoods which have completed the redesign of their service, there is a predicted shortfall in savings of £336,149 this year. Given that the savings were going to happen from  “localising services and using digital tools” why isn’t that now expected to generate the savings expected, and when it says further savings will be identified and control measures be put in place to mitigate this gap, what makes you confident that’s possible?

Response:

The Organisational Design (OD) programme helps address the £1.2 million gap in expected savings by focusing on key big shifts outlined in 6.5 of the JSC report - in other words changes that make the council’s finances stronger and services more adaptive, participative and resilient.

Firstly, we are adapting services to be more self-sustaining, like shifting services to cover their own costs through fees and using data to make better income forecasts.

Secondly, resetting service standards means focusing resources on the most essential activities, while involving the community more actively reduces some service costs.

Thirdly, by prioritising funding for projects that benefit the environment and community, managing assets more strategically, and fine-tuning contracts, we will make sure every pound spent delivers real value.

Together, these changes help tackle immediate financial challenges while building a more resilient, sustainable council for the future.

In terms of Neighbourhoods, this covers a broad range of services and although the core team has been established the overall savings figure is also derived from initiatives such as the public convenience review, which hasn’t yet been agreed.

A Member asked the following question

The other aim was to “Empower residents to help tackle issues themselves where possible…particularly for those who want to play a more active role in making their neighbourhoods better places to live”.  How will green space groups, either ones that are ‘neighbourhood’ based like Ilex Way Conservation Group, or ones that serve the whole town like Green Tides, be more empowered by the NBH model than they were before?

Response:

What we are starting to see already is the value of neighbourhood leadership for community groups, residents and residents associations, using West Durrington and Beach House Park as examples.

In West Durrington, the neighbourhood team are leading an engagement process with residents in November over the specification for a new community building, working with the residents’ association and residents, ward councillors, and officers and directors in corporate functions, which is an excellent example of how ward, neighbourhood and corporate or town-wide roles and responsibilities can come together to achieve positive change. That approach has also led to the opening of a new playground and significant progress on the delivery of a  ...  view the full minutes text for item JSC/43/23-24

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

An urgent item was accepted by the Chairman by reason of special circumstances.

Before the Committee was an urgent report by the Director for Sustainability and Resources, copies of which had been circulated to all Members and a copy of which is attached to the signed copy of these minutes.

Worthing Pier was a well-loved heritage asset which had suffered weather-related damage, causing the first significant closure in 25 years on October 9th 2024.  A damaged pile had to be removed and an independent structural engineering assessment clearly advised closure was necessary for public safety reasons. The administration had given a clear direction that the works to the pier be prioritised because of the pier’s importance to the town.

Officers had been working hard on a temporary fix, enroute to a more permanent repair, and the report before members updated the committee on work to date, the implications of the short term closure and the proposed next steps.  The council's engineering and health and safety teams were working with specialist contractors on a temporary support structure to be installed in the November tidal window with the aim re-opening of the pier in time for Christmas, in support of the key local businesses based there.

Owing to the nature of the damage it was necessary to install a supporting gantry in advance of a permanent fix and this solution is outlined in this report. Once this was successfully installed the next step would be to develop the programme of works needed to deliver the permanent fix as well as consider the funding approach needed to support that work.

Members supported the report and commented that there has been a year on year increase in funding for the pier over the previous two years. 

Decision:

1.     That it be noted that under a pre-authorised and pre-existing NEC Terms Service Contract for Pier Maintenance the Contractor has prepared, developed and is implementing a plan for the urgent repair works to to stabilise the existing structure and with the goal of enabling the pier to re-open and to avoid further secondary structural damage or loss to business.

2.     That the Financial Implications in this Report be noted and the proposed cost of the urgent stabilisation work be authorised to ensure the urgent work can be completed, rather than the Chief Executive rely on the use of the delegated urgency powers within the Scheme of Delegations found at Part 4 of the Councils’ Constitutions.

3.     That the total cost of the urgent works be approve and the virements proposed by the Chief Finance Officer and the creation of a contingency fund as set out at paragraph 9.2.3 of the report be authorised. 

Call In: It was agreed by the Joint Chairs of the Joint Overview and Scrutiny Committee that this item is urgent and cannot be reasonably delayed. Therefore call-in is waived for this item 

To consider a report by the Assistant Director for People and Change, copy attached as item 6.

Before the Committee was a report by the Assistant Director for People and Change, 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 updated on the progress of our Organisational Design Programme, designed to create an organisation that supported staff to thrive, collaborated with our communities, and found creative ways to fund services.

For 2024/25, there was a savings target of £2.2 million, with an additional £1.8 million for 2025/26. The Councils had made important strides in redesigning key areas like Digital, Housing, Neighbourhoods and Resident Services. Other services were being supported to finalise proposals before Christmas. The Councils had prioritised a set of big shifts needed to make to redesign how we work and meet our financial challenges.

Whilst challenging, continued progress was being made towards these targets at the same time as managing considerable in-year budget pressures which were reported elsewhere.

Throughout the journey, focus was being kept on what matters most: people. The redesign was not just about cutting costs—it was about rethinking how we deliver services in a way that truly benefited communities.

Decision: That the Committee agree the progress of the programme, including

1.     Objectives

2.     Update on the Organisational Design Programme

3.     Progress on delivery of the overall programme

4.     Savings forecast

5.     Building blocks

6.     Risks and mitigations

7.     Governance

Call In: The call-in deadline for decisions will be 5.00pm on 22 November 2024

To consider a report by the Assistant Director for People and Change, copy attached as item 7.

Before the Committee was a report by the Assistant Director for People and Change, 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.

The Annual Performance updated Members on the  current work programme for Adur & Worthing Councils; Outline initial progress on the work programme;  Provided updates on the Quarter one performance of council services and outlined the governance for how programmes and performance would be managed.

Decision:

1.     That progress on the work programme for Adur & Worthing Councils be noted.

2.     That the mitigations on those showing significant issues be agreed.

3.     That the performance of council services be noted

4.     that the mitigations on areas at risk be agreed

5.     That the governance for managing programmes & performance be noted

Call In: The call-in deadline for decisions will be 5.00pm on 22 November 2024

To consider a report by the Director for Sustainability and Resources, copy attached as item 8

Before the Committee was a report by the Director for Sustainability and 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 purpose of the report and the other treasury management reports that were submitted during the year was to ensure that proper scrutiny was undertaken of the treasury and capital expenditure activities of the Councils and that the activities were conducted in a prudent manner in order to safeguard the financial position of the Councils.

Councils were required by regulations issued under the Local Government Act 2003 to produce an annual treasury management review of activities; and a review of performance against the prudential and treasury indicators for the year.

The key message arising from the report was that both Adur and Worthing Councils had complied with the approved policies and the indicators agreed prior to the start of the financial year.

Decision:

That the annual treasury management report for 2023/24 be noted.

Call In: The call-in deadline for decisions will be 5.00pm on 22 November 2024

To consider a report by the Director for Sustainability and Resources, copy attached as item 9

Before the Committee was a report by the Director for Sustainability and 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 9.

The Councils were undertaking strategic reviews across a number of core areas, aligned to the development of the medium term financial strategy. These reviews aimed to align policy and practice to the delivery of administration priorities in key areas including asset management, capital investment and programming, external funding and investment and procurement and contract management.

There were significant opportunities to steer the annual revenue spend of both councils with third party suppliers towards important outcomes such as local economic growth (the use of local suppliers), and environmental and social outcomes.

The updated Procurement Strategy 2024-27 had been developed to steer council spend towards those goals, whilst ensuring value for money. It also prepared the councils for alignment to the Procurement Act 2023 and the legislation expected to come into effect in February 2025.

The strategy would continue to be developed to align to national frameworks and guidance, but also as a result of new opportunities that may emerge with local public sector partners (aggregation), local suppliers and local communities. The three year strategy would be fully reviewed in November 2027

The Committee supported the Strategy and explored ways in which the strategy would help Small and Medium enterprises and how definitions of local worked.

Decision:

That the updated Sustainable Procurement Strategy be approved and adopted

Call In: The call-in deadline for decisions will be 5.00pm on 22 November 2024

To consider a report by the Assistant Director for Regenerative Development, copy attached as item 10

Before the Committee was a report by the Director for Sustainability and 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 10.

The report set out the proposals for an integrated asset management strategy to cover all the non - residential property assets (the estate) held by the Councils. Over the proceeding three to five years the Councils would achieve a right sized and appropriate estate, with a clear focus on reducing the revenue burden. It would be an estate that could be managed and maintained within risk appetite and within agreed fiscal and human resources.

It was proposed that the Councils embarked on a ‘flight to quality’, in which the Councils took a whole asset view in light of changing risk appetite, legislative changes, and Council and Community needs. It therefore sought to own and look after a higher quality, less risky and more sustainable estate.

The strategy set out how the Councils intended to align the estate to specific goals and objectives (asset tiers) based on each asset’s rationale for ownership, to address opportunities for improved Biodiversity Net Gain and to meet energy efficiency regulations.

The strategy met the challenges of managing an ageing estate, changing community and social needs, and the ability to maintain net income levels while seeking to reduce costs (or total cost of ownership).

Decision:

That the contents of the report be noted  actions set out in the attached report be authorised, empowering the Assistant Director for regenerative development to implement the proposals in the report.

That the associated Disposals Strategy Process document be approved and the Assistant Director for regenerative development be authorised to implement the strategy.

That funds raised by implementing this strategy are reinvested to i) focus on reducing the revenue burden; and ii) add to the estate, and to repair, upgrade and improve retained assets.

That the revised financial limitation to paragraph 3.10.3 of the Scheme of Delegations be approved which is proposed at paragraph 3.26 - 3.28 of this report and the amendment to the each Councils’ Constitutions be recommended to the Joint Governance Committee in November and then to both Full Councils in December.

Call In: The call-in deadline for decisions will be 5.00pm on 22 November 2024. Decisions of full council are exempt from call in.

To consider a report by the Director for Housing and Communities, copy attached as item 11

Before the Committee was a report by the Director for Sustainability and 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 11.

Council Tax Support is a scheme to help some people pay their Council Tax. This depended on their income and personal circumstances and only available to some people in the UK who were living on a low income.

The Council Tax Support scheme had to be considered each year as part of the Local Government Finance Act 2012 (which introduced the framework for localism of Council Tax Support), with Members confirming revisions, continuing the scheme as is or replacing this with another scheme.

The Scheme formed an important part of the Councils’ ambition to become the fairest coastal towns by supporting people who are living on the lowest incomes. It should be noted that whilst the Councils were both experiencing budgetary pressures, the scheme is one way in which the Councils are responding to the enduring impacts of poverty. The Proactive programme had been one response to this, focusing early help and support for residents experiencing vulnerabilities.

Given the importance of this scheme, the report asked Members of both Councils to continue this scheme with no changes and to recommend this to the Full Councils in respect of 2025/26.

Decision:

1.     That the report be noted

2.     That it be recommended to Adur District Council that the Council Tax Support scheme in respect of working age customers for 2025/26 should:

a.     Be based upon the current Council Tax Support scheme for 2024/25 with no restrictions; and 

b.     Not be further altered with any other changes beyond necessary technical amendments required to keep the scheme consistent with the national rules in respect of Housing Benefit

3.     Recommend to Worthing Borough Council that the Council Tax Support scheme in respect of working age customers for 2025/26 should:

a.     Be based upon the current Council Tax Support scheme for 2024/25 with no restrictions; and

b.     Not be further altered with any other changes beyond necessary technical amendments required to keep the scheme consistent with the national rules in respect of Housing Benefit 

Call In: The call-in deadline for decisions will be 5.00pm on 22 November 2024. Decisions of full council are exempt from call in.

To consider a report by the Director for Housing and Communities, copy attached as item 12

Before the Committee was a report by the Director for Sustainability and 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 12.

The report sought approval to grant Worthing Homes a 250 year lease of Ashcroft, the vacant sheltered housing site, located at 100 Kingston Lane, Shoreham-by-Sea, to Worthing Homes. This was pursuant to a marketing exercise where three suitable Registered Providers were invited to bid competitively.

The granting of the lease is subject to Worthing Homes obtaining planning permission for 56 units of Sheltered Accommodation, and subject to securing Homes England grant funding.

Adur District Council would enter into a contract with Worthing Homes, to grant them the 250 year lease subject to planning and grant funding. The contract would contain obligations requiring Worthing Homes to procure a contractor to deliver the site in a timely manner in line with the obtained planning consent, and to enter into a nominations agreement ahead of practical completion.

The report set out the options that have been considered for the site, and the reasons why granting a lease to Worthing Homes is the recommended option. Draft Heads of Terms are included in Exempt Appendix A, which would form the basis of the terms of the contract with Worthing Homes.

Decision:

1.     That the release of land at Ashcroft (the vacant sheltered housing site at 100 Kingston Lane, Southwick), from the HRA be approved.

2.     That the outcome of a marketing exercise to secure the redevelopment of the former Ashcroft site be noted.

3.     That authority be delegated to the Assistant Director for Housing and Homelessness Prevention, to grant a 250 year development lease of the former Ashcroft site to Worthing Homes (Housing Association), subject to Heads of Terms being agreed and secured via a contract between Adur District Council and Worthing Homes, and subject to receipt of a valuation report confirming best consideration has been achieved by the Council together with any other associated legal documentation.

Call In: The call-in deadline for decisions will be 5.00pm on 22 November 2024