Agenda Item: URGENT BUSINESS Report PR20/21-18 Appendix 1

Addendum to approved Annual Governance Statement 2019/20 produced to provide an up to date

commentary on the Authority’s governance response to the Covid-19 pandemic

The following should be read in conjunction with the Annual Governance Statement approved by

the Policy and Resources Committee on 16 July 2020

1.1 The Authority responded positively to the implementation of The Local Authorities and

Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime

Panel Meetings) (England and Wales) Regulations 2020, which enable national park

authorities to hold meetings in public by electronic means, in order to operate effectively

during the period of the pandemic. The Authority undertook a thorough review of its

Standing Orders and associated processes and agreed to make temporary updates to its

Standing Orders, to be effective for the period during which the regulations apply, in order

to enable the Authority to make full use of the flexibilities granted by the regulations. These

updates made provision for the attendance at meetings of Members and members of the

public by virtual methods and the publication or provision of meeting documentation by

electronic methods. The updates provide for both virtual and hybrid meetings (where some

attendees are physically in a room together and some are attending by electronic means) to

allow for a phased return to normal democratic processes. The updates make provision for

the conduct of these meetings.

1.2 Virtual Meetings under the new regulations have taken place for the NPA, the Policy and

Resources Committee and the Planning Committee and monitoring of performance, finance

and ongoing updates to the Corporate Risk Register to also reflect issues arising from the

pandemic situation has continued throughout the pandemic period. In addition, the

Authority agreed to amend the Chief Executive’s urgency powers to enable consultation

with a wider group of individuals in order to ensure that the ability to take urgent decisions

on behalf of the NPA can continue in a situation of wide-spread illness.

1.3 Any attendance by officers or members at the Authority offices is on the basis of business

need and in accordance with government regulations and health and safety requirements.

These requirements include the production of risk assessments for activities undertaken by

staff and members.

1.4 Member training and engagement activity has also continued using on-line “virtual meeting”

software. A programme of “micro forums” has been introduced. These are on line

workshop style events aimed at ensuring members continue to play their full role in guiding

the development of Authority policy. Micro forums have been held on cultural heritage, the

emerging planning white paper, development of the Authority’s trading company

arrangements, the Authority’s response to the climate change emergency and how the

Authority and National Park respond to the “new normal”.

1.5 The Coronavirus pandemic meant that the planned audit of Procurement and Contract

Management was suspended and will therefore be considered for inclusion within the

Authority’s 2020/21 audit plan. Some decisions were delayed by the introduction of the new

regulations and new ways of committee working, however as our experience and ability to

deliver on line meetings has significantly improved over the period since May these decisions

are now being rescheduled. These decisions include changes to the Members’ Code of

Conduct, Financial Regulations and procedure rules and Contract Standing Orders and the

delay in these decisions has not unduly impacted upon the operation of the governance of

the Authority.

Agenda Item: URGENT BUSINESS Report PR20/21-18 Appendix 1

1.6 Changes to the Authority’s events programme to deliver events virtually in 2020 has

resulted in the widening of the audiences reached, both geographically and demographically.

The virtual Wild Chalk Festival, which took place over 6 days, and was delivered via a range

of social media platforms reached over 85,000 people and generated 14,000 engagements

(comments, likes etc.). Analysis has shown that whilst most people logged in from the

Brighton and Hove area where the normal festival would run, 14,000 people attended from

London, who would have not normally engaged in the physical event. Other events in the

2020 season have been redeveloped to run in a similar style with similar levels of success.

Content form these events remain available on the Authority’s social media channels, and

continue to reach and engage audiences.

1.7 Changes have been made to the way the Authority undertakes site visits for the purposes of

planning, planning enforcement and the operation of the Planning Committee. Site visits by

officers are compliant with social distancing and other requirements to ensure the safety of

staff and the public. Site visits by the Planning Committee have not yet resumed, however

additional briefing materials are being provided to Members of the Committee to aid their

understanding of sites.

1.8 The induction of new Members has been reviewed and delivered online, including a virtual

tour of the National Park and online roundtable sessions with SMT and Committee Chairs

and Deputies to ensure that new Members joining the Authority during the pandemic have

been be to fully engage in the work of the Authority.

1.9 Significant decisions taken by the Authority since the production of the 2019-20 Annual

Governance Statement include:

 A decision to establish a company limited by shares to deliver activities for a commercial

purpose to support the diversification of Authority income.

 The establishment of a Covid recovery fund to support organisations within the National

Park through the allocation of grants to support Covid recovery related projects.

 A review of the Members Allowances Scheme has been agreed and implemented.

Chief Executive Officer

Date 25/9/2020

On behalf of the SDNPA