Agenda, decisions and minutes

Eastbourne Borough Council Cabinet
Wednesday, 21st March, 2018 6.00 pm

Venue: Town Hall, Eastbourne

Contact: Local Democracy on 01323 410000 

Items
No. Item

69.

Minutes of the meeting held on 7 February 2018. pdf icon PDF 80 KB

Minutes:

The minutes of the meeting held on 7 February 2018 were submitted and approved and the chairman was authorised to sign them as a correct record.

70.

Declarations of members' interests.

Minutes:

Councillor Tutt declared a personal and non-pecuniary interest in agenda item 11 (Waste services delivery vehicle) as a director of iESE and chair of iESE Transformation Ltd.

71.

Local car parking standards for new residential development. pdf icon PDF 140 KB

Report of Director of Regeneration and Planning.

Lead Cabinet member: Councillor Jonathan Dow.

Decision:

(KEY) (1) That it is not viable for Eastbourne Borough Council to introduce a policy on local car parking standards for all new residential developments. (2) That Eastbourne Borough Council work with East Sussex County Council to address member concerns within the framework of the existing County guidance. (3) That future consideration be given to issues relating to car parking and sustainable travel through the new Local Plan.

Minutes:

The Cabinet considered the report of the Director of Regeneration and Planning regarding the cost and viability of introducing a policy on local car parking standards for all new residential developments.

Visiting member, Councillor Smart addressed the Cabinet and recommended that they reject the officer’s recommendations.

The issue was referred to the Local Plan Steering Group, represented by both political groups and advice received was that the hierarchal structure meant that any standards introduced would only be considered as guidance and would be unlikely to outweigh East Sussex County Council’s advice as the local highway authority and statutory consultee.

It was clarified that the Planning Committee had the capacity to reject the County Council’s guidance on a case by case basis, providing it was justified.

Resolved (key decision):

(1) That it is not viable for Eastbourne Borough Council to introduce a policy on local car parking standards for all new residential developments.

(2) That Eastbourne Borough Council work with East Sussex County Council to address member concerns within the framework of the existing County guidance.

(3) That future consideration be given to issues relating to car parking and sustainable travel through the new Local Plan.

Reason for decision:

The introduction of local car parking standards is likely to be ineffective as they could not hold significant weight in decision making and many of the concerns raised can be addressed by working with East Sussex County Council within the existing car parking standards.

72.

Joint transformation programme - update. pdf icon PDF 71 KB

Report of Assistant Director for Human Resources and Transformation.

Lead Cabinet member: Councillor Dean Sabri.

Minutes:

The Cabinet considered the report of the Assistant Director for Human Resources and Transformation updating them on the progress of the joint transformation programme and key decisions taken by the programme board.

The report detailed the activity from November 2017 to February 2018, which saw the conclusion of phase two and rollout of new technology. The phase two recruitment process concluded at the end of November 2017, following over 400 interviews and compulsory redundancies was limited to four.

Officer discussions on the potential options and timescales for phase three had commenced and proposals set out in a business case would be considered by the Cabinet at a future meeting.

The Cabinet expressed their thanks to all officers involved for the progress that had been made.

Resolved:

That Cabinet notes the progress of the joint transformation programme and key decisions taken by the Programme Board.

Reason for decision:

To note the progress of Phase Two of the Joint Transformation Programme and the decisions made by the Programme Board.

 

73.

Devonshire Park redevelopment. pdf icon PDF 117 KB

Report of Director of Tourism and Enterprise

Lead Cabinet member: Councillor Margaret Bannister.

Decision:

(KEY) (1) That the progress to date of the scheme be noted. (2) To approve the proposed works to the Winter Garden and instruct the Director of Tourism & Enterprise and the Assistant Director for Legal & Democratic Services, in consultation with the lead Cabinet members for Tourism and Leisure Services and Financial Services, either to complete the relevant contract terms with Vinci Construction UK or to pursue alternative procurement arrangements as appropriate. (3) To approve the proposed revision to the capital programme, with the addition of a further £160,000 to enable refurbishments to the Winter Garden toilets to be reinstated, bringing the scheme to £53.96m gross (£48.36m net of guaranteed contributions) in order to deliver the whole scheme as recommended by the Project Board. (4) To note that the business plan is expected to meet target. (5) To note that the Council can take advantage of a VAT exemption which would increase revenues by a minimum of £250,000 per annum.

 

Minutes:

The Cabinet considered the report of the Director of Tourism and Enterprise updating them on the redevelopment of Devonshire Park, including the budget position and to obtain agreement for the refurbishment of the Winter Garden.

Councillor Tutt proposed that an additional £160,000 would be added to the scheme, to enable refurbishments to the Winter Garden toilets to be reinstated into the scheme. This was detailed in resolution three below.

The Cabinet was also advised of a revision to recommendation two to provide flexibility to the Director of Tourism and Enterprise and Assistant Director for Legal and Democratic Services, in consultation with the lead Cabinet members for Tourism and Leisure Services and Financial Services to complete the relevant contact terms with Vinci Construction UK, or to pursue alternative procurement arrangements as appropriate.

Visiting member, Councillor Smart addressed the Cabinet and although acknowledging the issues that were outlined in the report, raised concerns with the project’s rise in cost and cuts to the proposed works at the Winter Garden.

Visiting member, Councillor Freebody addressed the Cabinet and reiterated Councillor Smart’s comments. He highlighted concerns about the transparency of the project, overall net borrowing and capital expenditure.

The Cabinet responded and stated that key factors had led to the project exceeding its budget. This included the impact of Brexit on the price of importing materials and the supply of labour and sub-contractors, an overheated construction market, especially in London, as schemes were prioritised in order to obtain European Union funding, the scale and complexity of the scheme with a mix of new build and refurbishment and the risks attached to work in heritage buildings and scope increase and clarification of quality for elements of the scheme since the original budget was developed in autumn 2015.

The project was carefully managed by the Devonshire Park Project Board, represented by both political groups and had also been subject to quarterly progress reports to the Scrutiny Committee.

The redevelopment of the Devonshire Park Quarter was on schedule to be completed by March 2019. The cultural quarter would create around 100 additional jobs across the economy and compete for conference business worth around £10 million to the town’s economy.

Resolved (key decision):

(1) That the progress to date of the scheme be noted.

 

(2) To approve the proposed works to the Winter Garden and instruct the Director of Tourism and Enterprise and the Assistant Director for Legal and Democratic Services, in consultation with the lead Cabinet members for Tourism and Leisure Services and Financial Services, either to complete the relevant contract terms with Vinci Construction UK or to pursue alternative procurement arrangements as appropriate.

 

(3) To approve the proposed revision to the capital programme, with the addition of a further £160,000 to enable refurbishments to the Winter Garden toilets to be reinstated, bringing the scheme to £53.96m gross (£48.36m net of guaranteed contributions) in order to deliver the whole scheme as recommended by the Project Board.

 

(4) To note that the business plan is expected to  ...  view the full minutes text for item 73.

74.

Corporate performance - quarter 3 - 2017/18. pdf icon PDF 77 KB

Report of Deputy Chief Executive and Director of Regeneration and Planning.

Lead Cabinet member: Councillors Gill Mattock and Dean Sabri.

 

(This report contains an exempt appendix. Any discussion of this must take place at item 13 following exclusion of the public.)

 

Additional documents:

Decision:

(KEY) (1) That the achievements and progress against Corporate Plan priorities for 2017/18, as set out in Part A of the report be noted. (2) That the general fund, housing revenue account and collection fund financial performance for the quarter ended December 2017, as set out in part B of the report, be agreed. (3) That the amended capital programme as set out in appendix 4 of the report be agreed. (4) That the Treasury Management performance as set out in section 5 in part B of the report be agreed. (5) That the write offs as set out in the exempt appendix be approved.

Minutes:

The Cabinet considered the report of the Deputy Chief Executive and Director of Regeneration and Planning, updating them on the Council’s performance against corporate plan priority actions, performance indicators and targets over the quarter three 2017/18.

Visiting member, Councillor Freebody addressed the Cabinet on staff sickness. During this quarter, a number of long term absences increased significantly and an explanation for this was detailed in the report. Assurances were given that staff were and would continue to be appropriately supported with their health and wellbeing.

Visiting member, Councillor Smart addressed the Cabinet and commented on the presentation at appendix 4 of the report.

Visiting member, Councillor di Cara addressed the Cabinet and commented on the town centre vacant retail business space target. It was clarified that the percentage was based on the number of units. A written response on whether Multiyork was part of quarter three’s percentage would be forwarded to Councillor di Cara. It was also agreed that a breakdown of the figures relating to the percentage of household waste sent for reuse, recycling and composting would be forwarded to Councillor di Cara.

 

Part B of the report detailed the Council’s financial performance during quarter two.

As this would likely be her last meeting as portfolio holder for finance, the Cabinet expressed their thanks to Councillor Mattock for all her work over the years.

 

Resolved (key-decision):

(1) That the achievements and progress against Corporate Plan priorities for 2017/18, as set out in part A of the report be noted.

(2) That the general fund, housing revenue account and collection fund financial performance for the quarter ended December 2017, as set out in part B of the report, be agreed.

(3) That the amended capital programme as set out in appendix 4 of the report be agreed.

(4) That the Treasury Management performance as set out in section 5 in part B of the report be agreed.

(5) That the write offs as set out in the exempt appendix be approved.

 

Reason for decision:

To enable Cabinet members to consider specific aspects of the Council’s progress and performance.

75.

Waste services delivery vehicle. pdf icon PDF 124 KB

Report of Director of Service Delivery

Lead Cabinet member: Councillor Jonathan Dow

 

(Appendices to this report are exempt. Any discussion of these must take place at item 14 following exclusion of the public.)

Additional documents:

Decision:

(KEY) (1) To consider the service delivery options for waste, recycling, street and beach cleansing services from June 2019, as outlined in the report. (2) To set up a local authority controlled company (LACC). (3) To authorise the Director of Service Delivery, in consultation with the Portfolio Holder for Place Services, to develop and implement the preferred option to ensure new service arrangements are in place for June 2019. (4) To instruct officers to develop options to stay within budget through cost reduction or income generation measures and bring proposals to a future Cabinet meeting.

Minutes:

The Cabinet considered the report of the Director of Service Delivery on the future arrangements for Eastbourne waste, recycling and street cleansing services post June 2019.

The Cabinet unanimously agreed to set up a local authority controlled company (LACC). Both options set out in the report were viable however a LACC offered flexibility in terms and conditions, the potential to develop options in parallel on future trade waste and have lower operating costs and a broader Environmental Services officer.

 

The exempt appendices, attached to the report were considered and noted, following exclusion of the public.

 

Resolved (key-decision):

(1) To consider the service delivery options for waste, recycling, street and beach cleansing services from June 2019, as outlined in the report.

(2) To set up a local authority controlled company (LACC)

(3) To authorise the Director of Service Delivery, in consultation with the Portfolio Holder for Place Services, to develop and implement the preferred option to ensure new service arrangements are in place for June 2019.

(4) To instruct officers to develop options to stay within budget through cost reduction or income generation measures and bring proposals to a future Cabinet meeting.

Reason for decision:

- Mutual exit of the Kier contract in June 2019

- Decision made by Cabinet on 12 July 2017 to bring the service in-house.

- Current financial context.

- Timely consideration of future shape of service.

(Note: Councillor Tutt declared a personal and non-pecuniary interest in this item).

76.

Exclusion of the public.

The Chief Executive considers that discussion of the following items is likely to disclose exempt information as defined in Schedule 12A of the Local Government Act 1972 and may therefore need to take place in private session.  The exempt information reasons are shown beneath the items listed below.  Furthermore, in relation to paragraph 10 of Schedule 12A, it is considered that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. (The requisite notices having been given under regulation 5 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.)

 

(Note: Exempt papers are printed on pink paper).

 

Minutes:

Resolved:

 

That the public be excluded from the remainder of the meeting as otherwise there was a likelihood of disclosure to them of exempt information as defined in schedule 12A of the Local Government Act 1972. The relevant paragraph of schedule 12A and a description of the exempt information is shown below. (The requisite notice having been given under regulation 5 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.)