Policy & Resources 16 July 2020

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.

The meeting can be viewed live here.

Agenda

1. 1. Apologies for absence
      
   2. Election of the Chair
      To elect a Chair for the Policy and Resources Committee
   3. Election of the Deputy Chair(s)
      Prior to this election members of the committee will be asked to decide if they wish to elect 1 or 2 members as Deputy Chair(s) 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 meeting
      To approve as a correct record the minutes of the Policy and Resources Committee meeting on 27 February 2020 (page 1).
      Agenda Item 5
   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.
   9. Need for Part II Exclusion of Press and Public
      The Committee is asked to consider whether, in respect of the items indicated 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 for the reasons given.
   10. Internal Audit – Annual Report and Opinion
       To consider a report from the Chief Internal Auditor (PR20/21-01) page 9.
       Agenda Item 10
       Agenda Item 10 Appendix 1
   11. Internal Audit – Strategy and Annual Audit Plan 2020/21
       To consider a report from the Chief Internal Auditor (PR20/21-02) page19.
       Agenda Item 11
       Agenda Item 11 Appendix 1
   12. External Audit Plan Addendum for COVID-19 Risk 2019/20
       To consider a report from the External Auditor- Grant Thornton (PR20/21-03) page 35.
       Agenda Item 12
       Agenda Item 12 Appendix 1
   13. Annual Governance Statement and Updated Local Code of Corporate Governance
       To consider a report from the Head of Governance and Support Services (PR20/21-04) page 39.
       Agenda Item 13
       Agenda Item 13 Appendix 1
       Agenda Item 13 Appendix 2
   14. Theme Programme Boards Update
       To receive a verbal presentation from the Countryside and Policy Managers.
   15. Contract for Bat Surveys at West Dean, Singleton and Cocking Tunnels
       To consider a report from the Head of Business Services (PR20/21-05) page 69.
       Agenda Item 15
       Agenda Item 15 Appendix 2
   16. Quarter 4 Project Performance Report
       To consider a report from the Performance and Research Lead and Project Management Lead (PR20/21-06) page 77.
       Agenda Item 16
       Agenda Item 16 Appendix 1
   17. Year End Corporate Performance and Project Performance Report 2019/20
       To consider a report from the Performance and Research Lead & Project Management Lead (PR20/21-07) page 85.
       Agenda Item 17
       Agenda Item 17 Appendix 1
       Agenda Item 17 Appendix 2
       Agenda Item 17 Appendix 3
       Agenda Item 17 Appendix 4
       Agenda Item 17 Appendix 5
       Agenda Item 17 Appendix 6
       Agenda Item 17 Appendix 7
       Agenda Item 17 Appendix 8
   18. Annual Review of the Sustainable Communities Fund
       To consider a report from the Funding Coordinator (PR20/21-08) page 145.
       Agenda Item 18
       Agenda Item 18 Appendix 1
       Agenda Item 18 Appendix 2
       Agenda Item 18 Appendix 3
   19. Annual Review of Planning Performance: Financial Year 2019/20
       To consider a report from the Major Planning Projects and Performance Manager (PR20/21-09) page 151.
       Agenda Item 19
       Agenda Item 19 Appendix 1
   20. Corporate Risk Register
       To consider a report from the Head of Governance and Support Services (PR20/21-10) page 179.
       Agenda Item 20
       Agenda Item 20 Appendix 2

CONFIRMED P&R minutes 16.07.20 (please note these were updated at the 24 September 2020 meeting).

1. To all members of Policy & Resources Committee

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.