Policy & Resources Committee 29 February 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 (Updated 22.02.24)

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 revised tabled minutes of the Policy and Resources Committee meeting on 23 November 2023.
      Agenda Item 3
   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 Appendices 3, 4, & 5 of 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 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.

      STRATEGIES AND POLICIES

   8. Update on Protected Landscapes Targets and Outcomes Framework
      To receive a verbal update from the Director of Landscape and Strategy.
   9. The Chalk Coast National Nature Reserve: Proposal to extend Lullington Heath National Nature Reserve including Land at Seven Sisters County Park
      To consider a report from the Countryside and Policy Manager(Eastern Downs)  (PR23/24-27).
      Agenda Item 9
   10. Direction of Travel for Cultural Heritage in the SDNPA 
       To consider a report from the Cultural Heritage Lead (PR23/24-28)
       Agenda Item 10
       
   11. Revised Corporate Plan Measures
       To consider a report from the Performance and Project Manager (PR23/24-29).
       Agenda Item 11
       
   12. Q3 South Downs Commercial Operations Limited Performance Report 2023/24
       To consider a report from the Head of Governance (PR23/24-30).
       Agenda Item 12
       
   13. Procurement of Planning Administration System
       To consider a report from the Procurement Manager (PR23/24-31).
       Agenda Item 13
       

       GOVERNANCE

   14. Corporate Risk Register
       To consider a report from the Head of Governance (PR23/24-32).
       Agenda Item 14
       
   15. Budget Monitoring Report 2023/24: Month 9
       To consider a report from the Chief Finance Officer (PR23/24-33).
       Agenda Item 15
       
   16. Treasury Management Strategy 2024/25
       To consider a report from the Chief Finance Officer (PR23/24-34).
       Agenda Item 16
   17. Audited Statement of Accounts 2022/23 and Letter of Representation
       To consider a report from the Chief Finance Officer (PR23/24-35).
       Agenda Item 17
       
   18. External Audit Findings and Opinion
       To consider a report from the External Auditor (PR23/24-36).
       Agenda Item 18
       
   19. Value for Money – Auditors Annual Report 2022/23
       To consider a report from the External Auditor (PR23/24-37).
       Agenda Item 19
       
   20. Internal Audit Strategy, Annual Audit Plan and Charter
       To consider a report from the Chief Internal Auditor (PR23/24-38).
       Agenda Item 20
   21. Internal Audit Progress and Implementation
       To consider a report from the Chief Internal Auditor (PR23/24-39).
       Agenda Item 21
       

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 Fourade 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