Policy & Resources Committee 27 June 2024

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

1. 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 revisedPR tabled minutes of the Policy and Resources Committee meeting on 29 February 2024.
      Agenda Item 3 – Minutes
   4. Updates on previous Committee Decisions
      To receive any updates on previous decisions from the Policy and Resource Committee minutes that are not covered elsewhere on the agenda.
   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 Appendix 3 of Agenda Item 16, Appendix 4 of Agenda Item 19 and Agenda Item 21 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 or business affairs of any particular person including 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. It is proposed on the basis that whilst there is a public interest in the transparency of Authority proceedings, corporate risks, and of audit results, it is felt that on balance this is outweighed by the requirement of the National Park Authority to be able to consider matters in relation to its business and fully consider the implications of its actions or proposed actions particularly in relation to decisions which may have implications on the effective day-to-day running of the Authority without the disclosure of information that could adversely impact the day-to-day running of the Authority and its ability to deliver its services.
      
   8. Chair Update
      To receive a verbal update from the Chair of the Policy and Resources Committee.

      STRATEGIES AND POLICIES

   9. Q4 Corporate Performance and Projects Report 2023/24
      To consider a report from the Performance and Projects Lead (PR23/24-40).
      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_Appendix 7
      Agenda Item 9_Appendix 8
   10. Q4 South Downs Commercial Operations Limited Performance report 2023/24
       To consider a report from the Head of Governance (PR23/24-41).
       Agenda Item 10
       Agenda Item 10_Appendix 1
       
   11. Annual Review of Sustainable Community Fund (SCF)
       To consider a report from the Grants Officer (PR23/24-42)
       Agenda Item 11
       Agenda Item 11_Appendix 1
       Agenda Item 11_Appendix 2
       Agenda Item 11_Appendix 3
       
   12. Large Grants Update
       To consider a verbal report from the Head of Marketing and Income Generation.
       Agenda Item 12 Presentation
   13. Partnership Management Plan Delivery 2024-25 for Nature Recovery, Climate Change and National Park for All
       To consider a report from the Performance and Project Manager (PR23/24-43).
       Agenda Item 13
       Agenda Item 13_Appendix 1
       Agenda Item 13_Appendix 2
       Agenda Item 13_Appendix 3
       
   14. Annual Review of Planning Performance: Financial Year 2023/24
       To receive a report from the Director of Planning (Interim) (PR23/24-44)
       Agenda Item 14
       Agenda Item 14_Appendix 1
       Agenda Item 14_Appendix 2
   15. Centurion Way Contract Procurement
       To consider a report from the Procurement Manager (PR23/24-45).
       Agenda Item 15
       Agenda Item 15_Appendix 1
       Agenda Item 15_Appendix 2
       

       GOVERNANCE

   16. Corporate Risk Register
       To consider a report from the Head of Governance (PR23/24-46).
       Agenda Item 16
       Agenda Item 16_Appendix 1
       Agenda Item 16_Appendix 2
   17. Annual Governance Statement and Updated Local Code of Corporate Governance
       To consider a report from the Head of Governance (PR23/24-47).
       Agenda Item 17
       Agenda Item 17_Appendix 1
       Agenda Item 17_Appendix 2
       
   18. External Audit Plan & Informing the Risk Assessment 2023/24
       To consider a report from the External Auditor (PR23/24-48).
       Agenda Item 18
       Agenda Item 18_Appendix 1
       Agenda Item 18_Appendix 2
   19. Update on Internal Audit Progress and Implementation of Actions
       To consider a report from the Chief Internal Auditor (PR23/24-49).
       Agenda Item 19
       Agenda Item 19_Appendix 1
       Agenda Item 19_Appendix 2
       Agenda Item 19_Appendix 3
       
   20. Internal Audit Annual Report and Opinion
       To consider a report from the Chief Internal Auditor (PR23/24-50).
       Agenda Item 20
       Agenda Item 20_Appendix 1PART II
       THE FOLLOWING ITEMS ARE FOR MEMBERS OF THE AUTHORITY ONLY

        

   21. Part II Minutes of previous Policy and Resources Committee meeting
       To approve as a correct record the part II minutes of the Policy and Resources Committee meeting on 29 February 2024. 

To all Members of the Policy & Resources Committee:
Annie Brown, Tim Burr, Peter Diplock, Mark Fairweather, Theresa Fowler, Joan Grech, Melanie Hunt, Baroness Jones of Whitchurch, Jerry Pett and Steven Ridgeon and Vicki Wells

Independent Committee Members: Tom Fourcade and Catriona Aves
Co-opted Committee Members: Morris Findley and OlaOlu Adedayo

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. 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 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 the SDNPA website.

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