Policy and Resources Committee 24 May 2018

The Openness of Local Government Bodies Regulations are in force, giving a right to members of the public to record (film, photograph and audio-record) and report on proceedings at committee meetings. Please read our protocol on Filming, Recording and Reporting of SDNPA Meetings Protocol for more information.

At the start of the meeting the Chair will make an announcement that the meeting may be filmed, recorded or photographed. Webcasting is undertaken in the public interest and in the exercise of our official authority, by entering the meeting room and using the public seating area you are consenting to being filmed, recorded and photographed. If you have any queries regarding this please contact committee.officer@southdowns.gov.uk

Webcasting

We now broadcast all full Authority and Committee meetings through our webcasting portal. You can watch the meetings live or on-demand for up to a year after the meeting. At the start of the meeting the Chair will make an announcement that the meeting may be filmed, recorded or photographed. By entering the meting room and using the public seating area you are consenting to being filmed, recorded and photographed. If you have any queries regarding this please contact committee.officer@southdowns.gov.uk

Agenda

1. Apologies for absence
2. Declaration of Interests
   To enable Members to declare to the meeting any disclosable interest they may have in any matter on the agenda for the meeting.
3. Minutes of previous Policy and Resources Committee meetings
   To approve as a correct record the minutes of the Policy and Resources Committee meeting on 29 March 2018 (page 1)
4. Matters arising
   To enable any matters arising from the Policy and Resources Committee minutes that are not covered elsewhere on this agenda to be raised.
5. Urgent Matters
   To consider any matter on the agenda which the Chair agrees should be considered as a matter of urgency to due special circumstances.
6. Public participation
   To hear questions or comments from members of the public present at the meeting.
7. Need for Part II Exclusion of Press and Public
   The Committee is asked to consider whether, in respect of Agenda Item 17 the public, including the press, should be excluded from the meeting on the basis that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if a member of the public were present during the items there would be disclosure to them of exempt information within Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972, being information relating to the financial and business affairs of individuals, companies and other organisations, and that in all the circumstances of the case, the public interest in maintaining the exempt information outweighs the public interest in disclosing the information. This conclusion is reached on the basis that whilst there is a public interest in maintaining transparency of Authority proceedings in relation to commercial activities it is felt that on balance this is outweighed by the requirement of the National Park Authority to be able to discuss commercial activities and fully consider the implications of its actions or proposed actions without commercially sensitive information being released into the public domain.

STRATEGY

8. Newton Valence Parish Plan
   To consider a report from the Director of Countryside & Policy Management (PR19/18 page11)
9. Affordable Housing – Recommendations Arising From the Affordable Housing Task and Finish Group
   To consider a report from the Major Planning & Performance Manager (PR20/18 page 17).

AUDIT

10. Provisional Outturn and Budget Carry Forward Requests for the Financial Year 2017/18
    To consider a report from the Chief Finance Officer (PR21/18 page 25)
11. Internal Audit Annual Report and Opinion for 2017/18
    To consider a report from the Internal Auditor (PR22/18 page 37)
12. Annual Governance Statement and Updated Local Code of Corporate Governance
    To consider a report from the Head of Governance (PR23/18 page 45).

PERFORMANCE & PROCEDURES

13. Framework for the Review of the Partnership Management Plan
    To consider a report from the Performance and Projects Manager (PR24/18 page 71).
14. Corporate Risk Register
    To consider a report from the Head of Governance (PR25/18 page 83).

GRANTS & PROJECTS

15. Options paper for the Sustainable Communities Fund
    To consider a report from the Head of Income Generation and Marketing (PR26/18 page 91)
16. Mid Projects Update – Truleigh Hill YHA
    To consider a report from the Performance and Project Manager (PR27/18 page 109)

PART II

The papers for the next item(s) are enclosed for Members of the Committee only

17. Exempt Minutes of previous meeting held on 29 March 2018 (Part II)
    To approve as a correct record the Part II minutes of the Policy & Programme Committee meeting held on 29 March 2018 (page 277). These minutes are not for publication as they contains exempt information within Paragraphs 3 of Part 1 of Schedule 12A to the Local Government Act 1972, being information relating to the financial and business affairs of the Authority, and that in all the circumstances of the case, the public interest in maintaining the exempt information outweighs the public interest in disclosing the information

Meeting Papers

• Agenda
• Agenda Item 3
• Agenda Item 8
• Agenda Item 8 Appendix 1
• Agenda Item 8 Presentation
• Agenda Item 9
• Agenda Item 9 presentation
• Agenda Item 10
• Agenda Item 11
• Agenda Item 12
• Agenda Item 12 Appendix 1
• Agenda Item 12 Appendix 2
• Agenda Item 13
• Agenda Item 13 presentation
• Agenda Item 14
• Agenda Item 14 Appendix 2
• Agenda Item 15
• Agenda Item 15 Appendix 1
• Agenda Item 15 Presentation
• Agenda Item 16
• Agenda Item 16 Appendix 1
• Confirmed Minutes
  

To all Members of the Policy & Resources Committee:
Sebastian Anstruther, Ken Bodfish, Tim Burr, Jo Carr, Chris Dowling, Janet Duncton, Mark Dunn, Philip Ede, Daniel Humphreys, Helen Jackson, Russell Oppenheimer, Sue Saville and Pete West
Independent Members of the Committee: Lewis Doyle and Carole Nicholson

Ex officio Members (may participate but not vote):Margaret Paren and Norman Dingemans

Members’ Interests

SDNPA Members have a primary responsibility for ensuring that the Authority furthers the National Park Purposes and Duty. Members regard themselves first and foremost as Members of the Authority, and will act in the best interests of the National Park as a whole, rather than as representatives of their appointing body or any interest groups.

Members are required to declare any disclosable pecuniary interest that is not already entered in the Authority’s register of interests, and any personal interest and/or public service interest (as defined in Paragraph 18 of the Authority’s Code of Conduct) they may consider relevant to an item of business being considered at the meeting (such disclosure to be made at the commencement of the meeting, or when the interest becomes apparent).

Access to Information

If you would like a copy of this agenda in large print or an alternative format/language please contact Member Services on committee.officer@southdowns.gov.uk or 01730 814810

Recording of Meetings

The Openness of Local Government Bodies Regulations give a right to members of the public to record (film, photograph and audio-record) and report on proceedings at committee meetings. The Authority has a protocol on ‘Filming, Recording and Reporting of South Downs National Park Authority Meetings’ which is available on our website www.southdowns.gov.uk

As part of the Authority’s drive to increase accessibility to its public meetings, this meeting may be filmed for live and/ or subsequent broadcast via the internet; at the start of the meeting the Chair will confirm if all or part of the meeting is to be filmed. The images and sound recording may be used for training or any other purposes by the Authority. By entering the meeting room and using the public seating area you are consenting to being filmed, recorded or photographed and to the possible use of those images and sound recordings for webcasting and/or training purposes. If you have any queries regarding this, please e-mail committee.officer@southdowns.gov.uk

Public Participation

Anyone wishing to speak at the meeting should register their request no later than 24 hours before the meeting by e-mailing public.speaking@southdowns.gov.uk The public participation protocol is available on our website www.southdowns.gov.uk

Feedback

If you wish to give us feedback on your experience of the meeting please e-mail committee.officer@southdowns.gov.uk

Public participation

Anyone wishing to speak at the meeting should register their request, by emailing the following information to public.speaking@southdowns.gov.uk no later than 12 noon on the Monday before the meeting.

• Name:
• Address:
• Phone Number:
• Email:
• Planning Application Number:
• Details of Proposed Development:
• Indicate if you are speaking in support or against the application:
• Who are you representing?:
• In the event that more than 3 people request to speak in favour or against an item it may be necessary for them to agree amongst themselves who should speak at the meeting. In order to facilitate this process we would ask you to confirm that you are happy with us sharing your name and e-mail address with other potential speakers. We will not share any other personal details with any other third parties.
• YES / NO (delete as appropriate)

Confirmation that you have registered to speak will be send after 12 noon deadline. Further information on public speaking and registering as a speaker.

Please note that there is no catering provision for members of the public during meal breaks. However there are cafes, pubs and shops in Midhurst town centre, approximately 5 minutes’ walk away.