Agenda, decisions and minutes

The minutes of the meeting held on 6 February 2025 were submitted and approved and the Chair was authorised to sign them as a correct record.

An apology for absence was reported from visiting member, Councillor Gauntlett.

Disclosure by councillors of personal interests in matters on the agenda, the nature of any interest and whether the councillor regards the interest as prejudicial under the terms of the Code of Conduct.

Councillors Collier, Denis, Maples and Robinson declared a personal and non-prejudicial interest in agenda item 9 (Local Government Reorganisation and Devolution) as members of East Sussex County Council. Councillor Maples also declared the same interest as a Lewes Town Councillor for the same item. They all remained in the room and voted on the item.

To deal with any questions received from members of the public in accordance with Council Procedure Rule 11 (if any).

Written questions had been submitted by a member of the public, Dr Jennifer Chibnall. As the questions related to agenda item 15 (Asset Management), these were considered and responded to under that item.

To consider recommendations from the meeting of the Full Council on 4 March 2025 in relation to the Southern Water Panel Report.

(Non-key decision):

To accept the recommendations from Full Council, on 4 March 2025.

The Cabinet considered the recommendations from Full Council on 4 March 2025 in relation to the Southern Water Panel Report.

Cabinet unanimously agreed to accept the recommendations from Full Council and thanked the Panel for their work. Work had already begun on enacting those recommendations.

Councillor Brett, Chair of PPAC, spoke in support of the recommendations.

Resolved (Non-key decision):

To accept the recommendations from Full Council, on 4 March 2025.

Reason for decision:

To respond to the recommendations from Full Council and to reflect the work of the Southern Water Panel report.

Report of Chief Executive

Lead Cabinet member: Councillor Zoe Nicholson

(Key decision):

(1) To agree the Interim Plan set out at Appendix 2 to the report.

(2) To approve the continued development of proposals for the establishment of a single tier authority for the EastSussex area, subject to public and stakeholder engagement, and clarity on population size by MHCLG

(3) To agree that the Chief Executive, in conjunction with the Leader, provide a formal response to the consultation on Sussex and Brighton Devolution currently being undertaken by central government.

The Cabinet considered the report of the Chief Executive, seeking its approval of an Interim Plan, in conjunction with other East Sussex district and borough councils, and East Sussex County Council (ESCC), for submission to Central Government regarding proposals for Local Government Reorganisation in East Sussex and to seek agreement of Cabinet to continue to progress, working with other relevant authorities, to develop a full proposal for a single tier authority for submission to Central Government by 26 September 2025.

Policy and Performance Advisory Committee (PPAC), held on 13 March 2025 considered the report and were supportive of the officer recommendations in full. Councillor Brett, Chair of PPAC, was in attendance to report on PPAC’s discussion.

Cabinet members spoke to proposals on the importance of the district boundaries within East Sussex, financial costs of LGR and requirement for funding from government and the positive co-operation between East Sussex Leaders. It was noted that should government amend their criteria for reorganisation in terms of population and should public consultation suggest an alternative structure in terms of the number of unitary authorities for East Sussex, this would be acknowledged and considered prior to submission of full detailed proposals.

Resolved (Key decision):

(1) To agree the Interim Plan set out at Appendix 2 to the report.

(2) To approve the continued development of proposals for the establishment of a single tier authority for the East Sussex area, subject to public and stakeholder engagement, and clarity on population size by MHCLG.

(3) To agree that the Chief Executive, in conjunction with the Leader, provide a formal response to the consultation on Sussex and Brighton Devolution currently being undertaken by central government.

Reason for decisions:

The plan appended to this document is also being considered by the county council and other district and borough councils in East Sussex, and if approved by all authorities will be submitted to central government, with a view to development of a unitary authority for East Sussex.

Report of Director of Finance and Performance

Lead Cabinet member: Councillor Zoe Nicholson

(Non-key decision):

(1) To note the forecast outturn position for 2024/25 and associated risks.

(2) To delegate authority to the Director of Finance and Performance and the portfolio holder for finance to apply the required budget virements to support effective management of the overall budget.

(3) To note Appendix 1 and 2 to the report.

The Cabinet considered the report of the Director of Finance and Performance, providing an assessment of the Council’s financial performance against its approved 2024/25 budget, incorporating key financial risks, issues and opportunities for the General Fund and the Housing Revenue Account.

The forecast outturn position for 2024/25 as at Quarter 3 2024/25 was an overspend of £0.200m, which represented an improvement of £134k from the Quarter 2 position.

Policy and Performance Advisory Committee (PPAC), held on 13 March 2025 considered the report and were supportive of the officer recommendations in full. Councillor Brett, Chair of PPAC, was in attendance to report on PPAC’s discussion.

Resolved (Non-key decision):

(1) To note the forecast outturn position for 2024/25 and associated risks.

(2) To delegate authority to the Director of Finance and Performance and the portfolio holder for finance to apply the required budget virements to support effective management of the overall budget.

(3) To note Appendix 1 and 2 to the report.

Reason for decisions:

To update members on the financial position of the Council and ensure that the Authority complies with its financial regulations.

Report of Director of Finance and Performance

Lead Cabinet member: Councillor Chris Collier

(Non-key decision):

To note progress and performance for Quarter 3 2024/25.

The Cabinet considered the report of the Director of Finance and Performance, in relation to the council’s progress and performance in respect of service areas for the third quarter of the year (October-December 2024), as detailed at Appendix 1 to the report.

Policy and Performance Advisory Committee (PPAC), held on 13 March 2025 considered the report and were supportive of the officer recommendation in full. Councillor Brett, Chair of PPAC, was in attendance to report on PPAC’s discussion.

Resolved (Non-key decision):

To note progress and performance for Quarter 3 2024/25.

Reason for decision:

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

Report of Deputy Chief Executive and Director of Regeneration and Planning

Lead Cabinet member: Councillor Christine Robinson

(Non-key decision):

That Cabinet notes the achievements and activities of the E&L CSP in 2024/25.

The Cabinet considered the report of the Deputy Chief Executive and Director of Regeneration and Planning, in relation to the 2024/25 performance of the Eastbourne and Lewes Community Safety Partnership (E&L CSP).

Thanks were conveyed to the portfolio holder and officers in partnership with others for the work achieved as set out in the report.

Policy and Performance Advisory Committee (PPAC), held on 13 March 2025 considered the report and were supportive of the officer recommendation in full. Councillor Brett, Chair of PPAC, was in attendance to report on PPAC’s discussion.

Resolved (Non-key decision):

That Cabinet notes the achievements and activities of the E&L CSP in 2024/25.

Reason for decision:

To consider progress on delivery of the current Community Safety Plan.

Report of Deputy Chief Executive and Director of Regeneration and Planning

Lead Cabinet member: Councillor Mark Slater

(Non-key decision):

To note the summary of performance, operating challenges, and the key activities that Homes First is taking to address these.

The Cabinet considered the report of the Deputy Chief Executive and Director of Regeneration and Planning, providing it with a summary of Homes First’s current performance.

Policy and Performance Advisory Committee (PPAC), held on 13 March 2025 considered the report and were supportive of the officer recommendation in full. Councillor Brett, Chair of PPAC, was in attendance to report on PPAC’s discussion.

Officers responded to queries by Cabinet members in relation to work undertaken by the council to address tenant satisfaction with communal areas.

Resolved (Non-key decision):

To note the summary of performance, operating challenges, and the key activities that Homes First is taking to address these.

Reason for decision:

To provide information about the current operating performance and challenges.

Report of Deputy Chief Executive and Director of Regeneration and Planning

Lead Cabinet member: Councillor Emily O’Brien

(Key decision):

(1) To approve a hybrid approach for future grounds maintenance delivery, which includes contracting to an external provider for the council’s grounds maintenance core service provision via a joint procurement exercise with Eastbourne Borough Council.

(2) Give delegated authority to the Deputy Chief Executive and Director of Regeneration and Planning, in consultation with the Leader and portfolio holder, to develop and progress operational and procurement plans to ensure new service arrangements are in place for April 2026, including all contractual and ancillary arrangements.

The Cabinet considered the report of the Deputy Chief Executive and Director of Regeneration and Planning, asking it to determine the future operation and management of the council’s ground maintenance arrangements.

Policy and Performance Advisory Committee (PPAC), held on 13 March 2025 considered the report and were supportive of the officer recommendations in full. Councillor Brett, Chair of PPAC, was in attendance to report on PPAC’s discussion.

Resolved (Key decision):

(1) To approve a hybrid approach for future grounds maintenance delivery, which includes contracting to an external provider for the council’s grounds maintenance core service provision via a joint procurement exercise with Eastbourne Borough Council.

(2) Give delegated authority to the Deputy Chief Executive and Director of Regeneration and Planning, in consultation with the Leader and portfolio holder, to develop and progress operational and procurement plans to ensure new service arrangements are in place for April 2026, including all contractual and ancillary arrangements.

Reason for decisions:

To meet the council’s financial and service needs in the most efficient and economically viable manner, as recommended by professional advisors.

Report of Deputy Chief Executive and Director of Regeneration and Planning

Lead Cabinet member: Councillor Zoe Nicholson

(This report contains an exempt appendix. Any discussion of this must take place at item 17 following exclusion of the public)

(Key decision):

(1) To note the current position regarding land and property assets at:

i) Southover House, and

ii) the North Street Quarter

(2) To approve entering into a long lease of Southover House with Charleston Lewes Limited, subject to ongoing due diligence and agreed final terms.

(3) To authorise the Assistant Director – Property and Development, in consultation with the Deputy Chief Executive and Leader of the Council, to:

·        conclude commercial negotiations in relation to Southover House, including determining final terms, and

·        enter into a lease of Southover House on the terms agreed, including all associated documents.

(4) To authorise the Director of Regeneration and Planning, in consultation with the Leader of the Council, Director of Finance and Performance, and Head of Legal Services, to assess options to further the delivery of the North Street Quarter development as set out in Appendix 2 to the report (exempt).

(5) To agree that compliance with the Council’s Contract Procedure Rules is waived in the event that any agreed rent, or turnover rent, exceeds £25,000 per annum.

The Cabinet considered the report of the Deputy Chief Executive and Director of Regeneration and Planning, providing a (by exception) update regarding council-owned land and property assets, specifically: Southover House and the North Street Quarter.

Policy and Performance Advisory Committee (PPAC), held on 13 March 2025 considered the report and were supportive of the officer recommendations in full. Councillor Brett, Chair of PPAC, was in attendance to report on PPAC’s discussion.

The Chair split the discussion of the item into two parts, one on proposals related to Southover House and then one on proposals related to the North Street Quarter.

In discussing proposals related to Southover House, the Chair provided context and the positive cultural contribution and economic impact of Charleston on Lewes District. Proposals would contribute in the efforts to fulfil a vision of opening a national gallery and new cultural centre in Lewes.

The Cabinet received a question from Dr Jennifer Chibnall in relation to benefits for existing local galleries and artistic community in Lewes, arising from the agreement with Charleston. The Assistant Director - Property and Development responded to the question verbally at the meeting and covered conditions of the lease that the tenant must adhere to, including production of an Annual Benefits report that would be monitored by the Council and be publicly available. A full written response would be forwarded to the questioner after the meeting.

Visiting member, Councillor Makepeace, asked a question on collaboration with the Town Council.

The Chair agreed that the lease would include an expectation that Charleston work with stakeholders, including Lewes Town Council, on promoting the visitor economy.

The Cabinet then considered proposals related to the North Street Quarter.

The Head of Democratic Services (and Monitoring Officer) read out a statement by a member of the public, Ms Sarah Clowes on proposals related to the North Street Quarter.

The Cabinet then received a question from Dr Jennifer Chibnall in relation to low-cost housing at the North Street Quarter site. The Chair responded to the question verbally at the meeting. A full written response would be forwarded to the questioner after the meeting.

The Chair provided the context for proposals, arising from a Cabinet decision taken in 2020 to sell its minority share of land at the North Street Quarter (NSQ) to Human Nature to progress redevelopment of the whole scheme. Given the time passed and limited existing delegation, it was prudent to re-assess all alternative options available to the council and undertake due diligence in the public interest through further delegation before a future report is considered by Cabinet.

Following initial discussions on North Street Quarter, Cabinet resolved to exclude the public, in order to respond to a question by visiting member, Councillor Imogen Makepeace, as otherwise there was a likelihood of disclosure to them of exempt information as defined in schedule 12A of the Local Government Act 1972, paragraph 3 – Information relating to the financial and business affairs of any particular person (including the authority holding that information).  ...  view the full minutes text for item 63.