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Agenda and minutes
Venue: Town Hall, Queen's Square, Priory Meadow, Hastings, TN34 1QR
Contact: Michael Courts on 01424 451764 email mcourts@hastings.gov.uk
Items No. Item Minutes:
RESOLVED – that the minutes of the Annual Council meeting held on 20 May 2015 be signed by the Mayor as a correct record of the proceedings
Declarations of Interest
Minutes:
The following Councillors declared their interest in the minutes indicated: -
Councillor
Committee
Minute
Interest
Hodges
Full Council, 22 July 2015
7 – Co-location of ESCC Register Office in Hastings Town Hall and creation of civic facilities within Aquila House
Prejudicial – Member of East Sussex County Council
Pragnell
Full Council, 22 July 2015
7 – Co-location of ESCC Register Office in Hastings Town Hall and creation of civic facilities within Aquila House
Prejudicial – Member of East Sussex County Council
Pragnell
Cabinet, 6 July 2015
7 – Reducing Health Inequalities
Personal – Chair of the East Sussex County Council Adult Social Care Community Safety Scrutiny Committee
Scott
Full Council, 22 July 2015
7 – Co-location of ESCC Register Office in Hastings Town Hall and creation of civic facilities within Aquila House
Prejudicial – Member of East Sussex County Council
Webb
Full Council, 22 July 2015
7 – Co-location of ESCC Register Office in Hastings Town Hall and creation of civic facilities within Aquila House
Prejudicial – Member of East Sussex County Council
Webb
Cabinet, 6 July 2015
7 – Reducing Health Inequalities
Personal – Member of the East Sussex County Council Health and Wellbeing Board and Vice Chair of Adult Social Care Scrutiny Committee
Westley
Full Council, 22 July 2015
7 – Co-location of ESCC Register Office in Hastings Town Hall and creation of civic facilities within Aquila House
Personal – she is employed by East Sussex County Council
Wincott
Full Council, 22 July 2015
7 – Co-location of ESCC Register Office in Hastings Town Hall and creation of civic facilities within Aquila House
Prejudicial – Member of East Sussex County Council
Questions from Councillors Under Rule 12
(a) Members of the public under Rule 11
(b) Councillors under Rule 12
Minutes:
Questions to the Leader, Deputy Leader and other Lead Members were asked and answered in accordance with rule 12.1 as follows: -
Questioner and Councillor
Subject
Reply Given By Councillor
Atkins
Planning Department residents were disappointed when planning permission for the recent link road extension was withdrawn. Can the Lead Member confirm if the action plan of improvements for the planning department, recommended by Cabinet, has been agreed and implemented?
Councillor Poole replied that this matter fell within Councillor Forward’s portfolio of responsibilities. A written response to the question would be circulated to members.
Poole
Beaney
Alexandra Park Boating Lake a number of residents would like to see the boating lake in Alexandra Park returned to use, is this still possible now that the new islands have been installed?
Councillor Davies replied that it was still possible to use the boating lake for its original purpose, but as yet no one had come forward with a proposition to hire boats or pedalos on the lake. He commented that the park remained one of the town’s most popular attractions, achieving an 80% approval rating amongst residents. A consultation was currently ongoing regarding a potential cycle route within the park.
Davies
Beaver
Minimum Wage will the Leader of the Council join with me in welcoming the Government’s proposed increase in the minimum wage as a benefit for local residents?
Councillor Chowney responded that we would not welcome the proposed increase in the minimum wage, as it was offset by reductions to working tax credit and child tax credit so many households would not see their overall income increase.
Chowney
Edwards
Social Lettings Agency with five landlords joining the scheme in the first quarter, what are the prospects of this number increasing over the coming months?
Councillor Chowney replied that the council had anticipated that initial take-up of the scheme by landlords would be slow. However, he was confident that an increasing number of landlords would register with the agency over the coming months as the benefits of the scheme became clear. It had not been possible to accept all of the landlords that came forward for the scheme, as the council had set strict conditions on the standard of properties it would accept.
Chowney
Charlesworth
Queensway Gateway Planning Application the planning application for Queensway Gateway was due to be submitted to committee in July but has since been withdrawn. When will the application be submitted to Planning Committee?
Councillor Chowney replied that the planning application was due to be submitted to Planning Committee in August. The application had been withdrawn from the July meeting to allow more time to revise the report.
Chowney
Pragnell
White Rock Trust will the Lead Member join with him in congratulating the White Rock Trust on becoming a Coastal Communities Team, as part of the government scheme and provide details of how the council plans to support the Trust in the future?
Councillor Poole congratulated the White Rock Trust on becoming a Coastal Communities Team but explained ... view the full minutes text for item 3.
Membership of Committees
To give effect to any request received from a political group for a change in their representation on committee(s).
Minutes:
Councillor Chowney proposed a motion regarding the membership of committees, as set out in the resolution below.
RESOLVED – that the council adopt the following arrangements for the membership of committees: -
1) Councillor Terri Dowling be appointed to Licensing Committee in place of Councillor Fitzgerald
Councillor Atkins proposed a motion regarding the membership of committees, as set out in the resolution below.
RESOLVED – that the council adopt the following arrangements for the membership of committees: -
1) Councillor Clarke be appointed to Overview and Scrutiny Committee for Services, in place of Councillor Lee, and;
2) Councillor Edwards be appointed to the Country Park Management Forum, in place of Councillor Beaver
Annual Audit Report 2014/15 to Council PDF 149 KB
(Report of the Chief Auditor)
Minutes:
The report of the Chief Auditor, from the Audit Committee, on the annual review of the effectiveness of internal audit was submitted. Under regulation 6 of the Accounts and Audit Regulations (England) 2011, local authorities are required to publish a statement of internal control each year, with the authorities’ financial statements. The findings of the annual review of the council’s internal control had been considered by the Audit Committee. The report set out the review of internal control and assurance gathering process. The council was also working with the Sussex Audit Group on a reciprocating basis to arrange a peer review of internal audit, which would be completed by 31 March 2018.
Under rule 13.3 the report was approved without being called for discussion.
RESOLVED – that the Audit Committee report 2014/15 to Council be accepted
The reason for this decision was:
Regulation 6 of the Accounts and Audit Regulations (England) 2011 requires relevant bodies to conduct an annual review of the effectiveness of its system of internal audit and of a committee of the body to consider the findings.
Reports of Committees PDF 190 KB
(a) To resolved that the public be excluded from the meeting during the discussion of any items considered while the public were excluded by the relevant committee because it is likely that if members of the public were present there would be disclosure to them of “exempt” information as defined in the respective paragraphs of Schedule 12A to the Local Government Act 1972 referred to in the minutes of the relevant committee
(b) To receive and consider the recommendations and any decisions of the following committees:-
Minute No.
Subject
Cabinet Member / Chair
CABINET – 6 July 2015
2 (C)
Boundary Review Council Size
Cartwright
3 (C)
Amendments to the Council’s Constitution
Cartwright
4
Cabinet Appointments to Committees, Working Groups and Partnerships
Chowney
5
Corporate Plan Retrospective Report on Performance During 2014/15 and Proposed Performance Indicator Targets for 2015/16
Forward
6 (C)
Sex Establishment Policy – Review of Numbers and Development of a Policy
Davies
7
Reducing Health Inequalities
Forward
8
Final Accounts 2014/15
Chowney
9 (C)
Annual Treasury Management Report 2014/15
Chowney
10
EU Funding Project Approval (SHINE)
Forward
(C) = Council Decision
Notes:
(1) The Mayor will call over the minutes and members will rise and indicate those items, which they wish to have discussed
(2) No discussion shall take place at this stage upon any part II minute covered by the resolution at 8 (a) above. Any such discussion shall be deferred until item 9 on this agenda.
Minutes:
The Mayor having called over the minutes set out in the agenda, the under mentioned minutes were reserved for discussion.
RESOLVED – under rule 13.3 that the reports and minutes of committees set out in the agenda be received. Minute number 9 of Cabinet on 6 July 2015, which was a matter for Council decision, was approved without being called for discussion. Only those items which were reserved were discussed, as follows: -
Meeting
Minute
Councillor
Cabinet, 6 July 2015
2 – Boundary Review – Council Size
Beaver
Cabinet, 6 July 2015
3 – Amendments to the Council’s Constitution
Turner
Cabinet, 6 July 2015
5 - Corporate Plan Retrospective Report on Performance During 2014/15 and Proposed Performance Indicator Targets for 2015/16
Lee
Cabinet, 6 July 2015
6 - Sex Establishment Policy – Review of Numbers and Development of a Policy
Clark
Cabinet, 6 July 2015
7 – Reducing Health Inequalities
Webb
Cabinet, 6 July 2015
EU Funding Project Approval (SHINE)
Westley
Minute number 2 of Cabinet on 6 July 2015 was a matter for Council decision. Councillor Cartwright moved approval of the minute, seconded by Councillor Westley, which was agreed by 21 votes for, 0 against with 8 abstentions.
Minute number 3 of Cabinet on 6 July 2015 was a matter for Council decision. Councillor Cartwright moved approval of the minute, seconded by Councillor Turner, which was unanimously agreed.
Minute number 6 of Cabinet on 6 July 2015 was a matter for Council decision. Councillor Davies moved approval of the minute, seconded by Councillor Clark, which was unanimously agreed.
No motions for reference to an Overview and Scrutiny Committee or reference back to cabinet were approved in respect of the items reserved for discussion and they were, therefore, received and agreed.
(Report of the Director of Corporate Services and Governance)
Minutes:
This item was moved down the agenda with the agreement of the Mayor.
Councillors Hodges, Pragnell, Scott, Webb and Wincott, having declared a prejudicial interest in this matter left the Council Chamber for the duration of this item.
The Right Worshipful the Mayor proposed that the Council should proceed as if it were a committee for this item, in order for Members to take advice from the Assistant Director of Financial Services and Revenues to inform decision making on this matter.
The Assistant Director of Financial Services and Revenues presented the report of the Director of Corporate Services and Governance, which invited Members to agree to lease space within Hastings Town Hall to accommodate the East Sussex County Council Register Office. A refurbished space within Aquila House would accommodate a fully accessible Council Chamber, Committee Rooms, Mayors Parlour and Member facilities in order for the council to transfer its democratic and civic functions from the Town Hall.
Following the relocation of the Register Office from its present location, the council would be able to achieve a capital receipt from the sale of land at Summerfields to Amicus Horizon for a social housing scheme. The council would also receive additional income from the lease of space in Hastings Town Hall to East Sussex County Council.
Councillor Cooke proposed an amendment to one of the recommendations of the report, as follows:
“Council is recommended that the Director of Corporate Services and Governance, be given delegated authority, in consultation with the Leader and the Leader of the Opposition…”
The proposed amendment was accepted by the Leader of the Council.
Councillor Chowney proposed approval of the recommendations, as set out in the resolution below, which was seconded by Councillor Cartwright.
RESOLVED (by 23 votes for, 2 against) that: -
1) Council delegate authority to the Director of Corporate Services and Governance, in consultation with the Leader of the Council and the Leader of the Opposition, to:
a) Agree Heads of terms with East Sussex County Council for the lease of space in the Town Hall for 10 years;
b) Design and implement a programme of refurbishment to accommodate the civic functions within Aquila House and any other accommodation works as required to facilitate the move, to a maximum cost of £200,000;
c) Renegotiate the existing Aquila House internal refurbishment work contract to undertake the works, rather than tender the additional works on the grounds of expediency and urgency
2) That the Council agrees to the replacement of the existing microphone system, and the purchase of new audio visual equipment at an estimated cost of £50,000
The reason for this decision was:
An opportunity has arisen to achieve a substantial capital receipt for sale of land at Summerfields for affordable housing. This sale has prompted the proposal to co-locate the ESCC Register Office within the Town Hall – providing an income stream, and an opportunity to relocate the council’s civic and democratic functions to an efficient, modern, flexible working environment in Aquila House.
PART II
Co-location of ESCC Register Office in Hastings Town Hall and creation of civic facilities within Aquila House
(Report of the Director of Corporate Services and Governance)
Minutes:
The Director of Corporate Services and Governance submitted a report to advise Members of the commercially sensitive information regarding the sale of land at Summerfields to Amicus Horizon.
Under rule 13.3 the report was agreed without being called for discussion.
RESOLVED – that Members note the report
The reason for this decision was:
To inform the Member decision on the co-location of the East Sussex County Council Register Office in Hastings Town Hall and the creation of civic facilities within Aquila House.
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