Policy and Resources Committee 18 July 2019

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 broadcast all Planning Committee meetings through our webcasting portal. Meetings can be viewed live or on-demand up to six months after the meeting.

Agenda

Agenda

1. Apologies for absence
2. Election of Chair
   To elect a chair for the Policy and Resources Committee.
3. Election of Deputy Chair(s)
   To elect up to 2 Deputy Chairs for the Policy and Resources Committee.
4. 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.
5. Minutes of previous Policy and Resources Committee meetings
   a. To ratify as a correct record the minutes of the Policy and Resources Committee meeting on 25 April 2019 (page 1).
   Agenda Item 5a
   b. To approve as a correct record the minutes of the Policy and Resources Committee meeting on 6 June 2019. (page 1)
   Agenda Item 5b
6. 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.
7. 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.
8. Public participation
   To hear questions or comments from members of the public present at the meeting.

   PERFORMANCE AND PROCEDURES

9. Year End Performance Report 2018/19
   To consider a report from the Performance and Research Lead (PR19/20-01 page 11).
   Agenda Item 9
   Agenda Item 9 Appendix 1
   Agenda Item 9 Appendix 2
   Agenda Item 9 Appendix 3
   Agenda Item 9 Appendix 4
   Agenda Item 9 Appendix 5
   Agenda Item 9 Appendix 6
   Agenda Item 9 Presentation
   

   AUDIT

10. Audited Statement of Accounts and Letter of Representation
    To consider a report from the Chief Finance Officer (PR19/20-02).
    Agenda Item 10
    Agenda Item 10 Appendix 2
    Agenda Item 10 Appendix 3
11. Audit Results Report 18/19
    To consider a report from the External Auditors (PR19/20-03).
    Agenda Item 11
    Agenda Item 11 Appendix 1
12. Annual Governance Statement and Updated Local Code of Corporate Governance
    To consider a report from the Head of Governance (PR19/20-04 page 61).
    Agenda Item 12
    Agenda Item 12 Appendix 1
    Agenda Item 12 Appendix 2
    

    PERFORMANCE & PROCEDURES

13. Corporate Risk Register
    To consider a report from the Head of Governance (PR19/20-05 page 91)
    Agenda Item 13
    Agenda Item 13 Appendix 2
14. Quarter 4 Project Update
    To consider a report from the Project Management Officer (PR19/20-06 page 99).
    Agenda Item 14
    Agenda Item 14 Appendix 1
15. Annual Review of Strategic Fund, Projects, the Sustainable Communities Fund and Ranger Project Support
    To consider a report from the Project Management Officer (PR19/20-07 page 105).
    Agenda Item 15
    Agenda Item 15 Appendix 1
    Agenda Item 15 Appendix 2

Confirmed Minutes 

Members of the Policy & Resources Committee

Sebastian Anstruther, Ken Bodfish, Helen Burton, Chris Dowling, Chris Henry, Helen Jackson, Doug Jones, Michael Lunn, Russell Oppenheimer, Henry Potter, Vanessa Rowlands, Andrew Shaxson, Isabel Thurston and Richard Waring

Independent Members of the Committee: Tom Fourcade and Carole Nicholson

Ex officio Members (may participate but not vote): Margaret Paren and Ian Phillips

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 the Committee Officer on committee.officer@southdowns.gov.uk or 01730 814810.

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.

Feedback

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