Agenda and draft 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.

Cllr Sophie Cox declared an interest as a former employee of the Russell Martin foundation

Cllr Rita Garner declared a pecuniary interest as a trustee of South Downs Leisure and left the room for discussion of item 13

To approve the minutes of the Joint Strategic Committee meeting held on 6 February 2025, copies of which have been previously circulated.

Resolved: that the minutes of the meeting of the Joint Strategic Committee of the 6 February 2025 be approved as the correct record and be signed by the Chairman

To receive any questions from members of the public.

Questions should be submitted by noon on Monday 3 March 2025 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 Monday 3 March 2025 to  Democratic Services, democratic.services@adur-worthing.gov.uk    

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

A Member had pre-submitted a question to the Committee. As the member was not able to attend the committee, the Chair read the question out and stated that the question would be responded to in writing.

The Organisational Design Programme report describes under 6.5 how the council has worked with VCSE organisations to identify priorities for future support and at 8.2 how cabinet and members are briefed on key areas of focus. And yet robust feedback from many VCSE organisations and members at briefings, Full Council and by other means has been that the tender for a partner to deliver future support was failing to address the real needs of the sector for a borough-wide specialist core infrastructure service

What lessons have been learnt about how to engage and strengthen partnerships with the VCSE and how/when to involve members, many of whom are active in the sector, before commissioning and procurement decisions are made, so that better outcomes are achieved?

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

There were no urgent items

To consider a report by the Director for Sustainability and Resources, copy attached as item 6

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 6.

The updated the Joint Strategic Committee with expenditure and income projections for both Adur District Council and Worthing Borough Council for the current financial year 2024/25, compared to the Revenue Budget approved by both Councils in February 2024. This report was accurate to 31st December 2024 with any relevant updates included beyond that date wherever possible.

The outturn projection for the 2024/25 financial year for the Worthing Borough Council General Fund was a net overspend of £792k and for Adur District Council General Fund is a net underspend of £558k. These projections reflected the assumption that the budgeted contributions to rebuild reserves within the councils budgets would not be possible unless there were underspend outturn positions and surplus funds to transfer.

Decision:

1)    That  the report and projected outturn position for the Joint Committee, Adur District Council and Worthing Borough Council against the approved revenue budgets and proposed use of reserves be noted (Appendix 2b and 3b).

Call In: The call-in deadline for decisions will be 5.00pm on 18 March 2025

To consider a report by the Director for Sustainability and Resources, copy attached as item 7

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 7.

The report updated the Committee on the progress made on the delivery of the 2024/25 Capital Investment Programme for Adur District Council and Worthing Borough Council. The programme included schemes which supported the delivery of services by the Joint Services Committee.

Decision:

1)    That the reprofiling of the Adur District Council capital schemes as advised in paragraph 7.1.2 and appendix 2 be noted.

2)    That the reprofiling of the Worthing Borough Council capital schemes as advised in paragraph 7.2.1 and appendix 2 be noted.

3)    That the application of UKSPF funding and creation of a capital budget for Pier Decking Works in the 2024/25 programme as detailed in 6.3.1 be approved.

4)    That the virement of £5k underspend from the Roof Replacement project to the Splashpoint fire dampers replacement project as requested in 5.2.1 be approved

Call In: The call-in deadline for decisions will be 5.00pm on 18 March 2025

To consider a report by the Assistant Director of People and Change, copy attached as item 8  

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 8.

The report detailed progress on the Organisational Design Programme, helping us tackle financial pressures whilst reshaping how the councils worked for communities.

Since November, key milestones had been reached. Digital, Housing, Neighbourhoods, Place & Economy, and Resident Services had completed their redesigns, and teams were settling into new ways of working. Other areas, like People & Change, Finance, Regenerative Development and Legal & Democratic Services, had finished consultations and were moving forward with recruitment and finalising their redesigns. Work was also underway in Bereavement, Waste, and Revenues & Benefits, with changes planned for later this year.

The authorities were on track to meet savings targets while ensuring the changes made were sustainable. By focusing on cost recovery, strategic partnerships, and community engagement, the Councils were not just saving money but creating a stronger, more adaptable organisation.

The changes were about people as well as processes. Staff were supported with a new Skills Framework and practical tools to help them thrive in new roles. The Councils were working with communities, giving residents more opportunities to shape local services and supporting projects that helped them make a difference.

Decision:

1)    That the Committee agree the progress of the programme including the

a.    Objectives

b.    Update on the Organisational Design Programme

c.    Progress on delivery of the overall programme

d.    Savings forecast

e.    Building blocks

f.     Risks and mitigations

g.    Governance

Call In: The call-in deadline for decisions will be 5.00pm on 18 March 2025

To consider a report by the Assistant Director for Regenerative Development, copy attached as item 9

Before the Committee was a report by the Assistant Director for Regenerative Development, 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 informed members that statutory guidance placed a duty on Local Authorities to prepare an annual investment strategy to be approved by the full Council or equivalent, in advance of forthcoming financial years. The report provided an update on the recent investment activities and current position of the Strategic Property Investment Fund as of January 2025. This covered

·         The current overall Fund structures and completions within the current financial year to date.

·         Review of market situation and Public Works Loan Board (PWLB) Funding criteria.

·         Review and update of processes to support the ongoing structured and measured approach to property income generations and proactive risk management inherent in any property investment.

·         Update on specific aspects of the funds

The primary objective of the Commercial Property Investment Strategy (CPIS) was to build a balanced portfolio generating revenue for the Councils’ delivery of services for the benefit of Adur and Worthing.

Decision:

1)    That the suggested delivery and governance model as set out in the report which will be approved by the full Council as part of the overall CPIS be agreed;

2)    That it be recommended that Adur District Council and Worthing Borough Council adopt the Commercial Property Investment Strategy for 2025/26;

3)    That the budget for future years may be brought forward with the approval of the relevant Cabinet Members for Resources, following their consideration of a business case be approved;

4)    That the contents of the report be noted

Call In: The call-in deadline for decisions will be 5.00pm on 18 March 2025

There are no call-ins for recommendations to Council

To consider a report by the Assistant Director for Place and Economy, copy attached as item 10

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 10.

The report before members outlined the strategic approach to implementing the economic principles which were first developed by Worthing Borough Council and then developed through the new financial strategy which supported both Councils.

It informed the Councils’ Members of funding of £150,000.00 for each authority, from the Pooled Business Rates (PBR), distributed by West Sussex County Council. This funding was ring-fenced for economic/regeneration projects. The report signalled the rationale for the economic approach outlined within and how it complimented the Adur and Worthing business support programme.

The report also outlined the preparatory work being done to explore the opportunities presented by devolution and the key principles which Adur and Worthing would be advocating for, as part of the process of implementation.

Decision:

1)    That the Business Support Programme and wider economic ambitions were supported by the projects be noted;

2)    The creation of a budget of £300,000.00 across Adur District Council and Worthing Borough Council for the specific purposes as outlined in section 4 of this report be noted;

3)    That authority be delegated to the Assistant Director for Place & Economy, in consultation with the Executive Member for Regeneration (Worthing) and Executive Member for Regeneration & Strategic Planning (Adur), the authority to approve and award associated contracts, subject to compliant procurement procedures and ensuring that the overall programme is within the authorised budget

4)    That authority be delegated to the Assistant Director for Place & Economy to approve an engagement plan targeting businesses, which would complement emerging devolution opportunities.

Call In: The call-in deadline for decisions will be 5.00pm on 18 March 2025

To consider a report by the Director for Sustainability and Resources, 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.

This report provided an update on the management of the Councils’ Corporate Risks and Opportunities.

The Accounts and Audit Regulations 2015 required that the Councils had in place effective arrangements for the management of risk. These arrangements were kept under constant review and it wa important that the Risks and Opportunities were soundly based to help the Councils optimise the achievement of the Councils’ objectives and prioritise actions for managing the risks and opportunities. 

The Committee discussed the presentation of date and in future requested that members be presented scoring information and mitigation details.

Decision:

1)    That the Committee agree to receive a further progress report in September 2025. 

Call In: The call-in deadline for decisions will be 5.00pm on 18 March 2025

To consider a report by the Director for Sustainability and Resources, copy attached as item 12

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

The report informed members collection of clinical waste from households is a statutory duty for the District and Borough as the waste collection authority. It was a specialist service which was contracted out to a private contractor Medisort in April 2023. This was done through a framework with West Sussex County Council. That contract was up for renewal from April 2025. Working with the district and boroughs, the county council had led on the re-procurement of the service.

Decision:

1)    That the contents of the report be noted

2)    That authority be delegated to the Director for Sustainability and Resources, in consultation with the Adur Cabinet Member for Finance and Resources and Worthing Cabinet Member for Resources, to enter into a contract for the collection of clinical waste from households in Adur and Worthing.

Call In: The call-in deadline for decisions will be 5.00pm on 18 March 2025

To consider a report by the Assistant Director of Place and Economy, copy attached as item 13

Before the Committee was a report by the Assistant Director for Place and 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 before members provided Members with an update on the Southwick FC scheme to upgrade the pitch (3G) and infrastructure and build a new Clubhouse at a currently failing facility.

Decision:

1)    That a virement of £338.5k be approved from the Buckingham Park 2024/25 capital budget, combining with the current 2024/25 capital budget for the Southwick FC project to fund the Adur District Council match funding and to underwrite a project contingency of £138.5k;

2)    That it be noted that the match funding allocation from the capital programme benefits the Southwick FC scheme in preference of the new Buckingham Park pavilion at this time;

3)    That the acceptance of the Football Foundation’s funding offer letter be authorised and in doing so release £2m in funding for the delivery of the Southwick FC scheme;

4)    That the acceptance of the associated Premier League - Stadium Fund offer letter be authorised and in doing so release £100k towards the delivery of the Southwick FC scheme;

5)    That it be noted that the necessary match funding of £500k from RMF and £638.5k from ADC required in order for the project to proceed at an acceptable level of risk. ADC’s contribution is £500k for the construction and £138.5k to underwrite the shared project contingency;

6)    That an overall capital budget for the project of £3,140,500 be approved to be funded from a combination of funding as set out in section 5.2;

7)    That authority be given to enter into a tripartite agreement between Adur District Council, Football Foundation and the Russell Martin Foundation for the long term use of the new sporting facilities at the Southwick FC grounds;

8)    That authority be delegated to the Assistant Director for Regenerative Development, in consultation with the Cabinet Member for Regeneration and Strategic Planning, to approve and award contracts for construction to Mountjoy Ltd, Lano Sports and all other associated services necessary for the delivery of the scheme.

9)    That authority be delegated to the Assistant Director for Regenerative Development, in consultation with the Cabinet Member for Regeneration and Strategic Planning, to enter into the agreement for lease and subsequent lease with the Russell Martin Foundation, subject to the Russell Martin Foundation having complied with the condition precedents specified in the agreement for lease.

Call In: The call-in deadline for decisions will be 5.00pm on 18 March 2025

To consider a report by the Director for Sustainability and Resources, copy attached as item 14

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 14.

Development of the Worthing Heat Network was progressing according to plan with the construction of the Energy Centre underway and the pipework for the pioneer network being installed.

The report before Members updated on the progress with the construction of the Worthing Heat Network and the associated preparatory works to council buildings as well as the progress with the Heat Connection and Supply Agreements.

Decision:

1)    That progress be noted

2)    That authority be delegated to the Director for Sustainability & Resources authority, in consultation with the Executive Members for Resources and Regeneration to:

a.    Negotiate and enter into the Connection Agreement and Heat Supply Agreement for Splashpoint Leisure Centre and the Pavillion Theatre

b.    To authorise payment of the connection fees to Hemiko for the Splash Point Leisure Centre and Pavillion Theatre connections as referenced in the Financial Paragraphs below, with payment to be made from the Public Sector Decarbonisation Scheme Grant Funding further details of which are set out in the financial section to this report.

Call In: The call-in deadline for decisions will be 5.00pm on 18 March 2025