Minutes of the meeting of the Grants and Concessions Panel held in Training Room 2 at East Pallant House East Pallant on Wednesday 26 September 2018 at 09:30

Members Present Mrs E Lintill (Chairman), Mrs C Apel, Mrs P Dignum, Mrs N Graves and Mrs P Plant

Members Absent Mr J F Elliott and Mrs P Tull

Officers Present Mr D Hyland (Community and Partnerships Support Manager), Mr G Thrussell (Legal and Democratic Services Officer) and Ms S Turner (Corporate Information Officer)

17 Apologies for Absence

Apologies for absence had been received from Mr J F Elliott and Mrs P Tull.

All other members of the Grants and Concessions Panel were present.

[Note The Grants and Concessions Panel is denoted hereafter in these minutes by GCP]

18 Approval of the Minutes

The Grants and Concessions Panel approved as a correct record without making any amendments the minutes of its previous meeting on Wednesday 11 July 2018, a copy of which was circulated with the agenda.

RESOLVED

That the minutes of the Grants and Concessions Panel’s meeting on Wednesday 11 July 2018 be approved as a correct record.

19 Matters Arising from the Minutes

There were no matters arising from the minutes of the previous meeting.

20 Declarations of Interests

Mrs Apel declared a prejudicial interest in respect of (a) agenda items 8, 9, 10, 11, 12 and 13 as a member of Chichester City Council and (b) agenda item 10 as a trustee of the Oxmarket Centre of Arts. Mrs Dignum declared a prejudicial interest in respect of (a) agenda item 10 as a trustee of the Oxmarket Centre of Arts, (b) agenda item 11 as she had predetermined the merits by having agreed to speak in support of the prospective planning application in relation thereto and (c) agenda item 12 as a trustee of the Chichester Community Development Trust.

Mrs Plant declared a personal interest in respect of agenda item 22 as she was related to one of the applicant trustees of Village Hall.

Mr Hyland declared a personal interest in agenda item 10 as his father-in-law was a trustee of the Oxmarket Centre of Arts.

21 Members Report - Previously Funded New Homes Bonus Projects

The GCP received for noting the agenda report which summarised previously funded new homes bonus (NHB) projects for the period 2013-2017 and included awards using 2017 NHB funding for the Battle’s Over Centenary Beacons Event.

Mrs Lintill commented on the very varied multitude of projects which had received NHB funding and which would not have come to fruition without that assistance.

RESOLVED

That the agenda report on previously funded New Homes Bonus projects be noted.

22 Requests for New Homes Bonus Variations

The GCP received and considered the agenda report and its two appendices with respect to four requests by respectively the parish councils for Chidham and Hambrook, Donnington, and Southbourne for variations of previously approved New Homes Bonus (NHB) projects.

Mr Hyland presented the report by explaining each request in turn prior to the GCP reaching its decision as set out below.

Decision

The GCP unanimously agreed in respect of each of the aforesaid four variation requests to approve the making of the resolutions set out below.

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

(1) That the request by Chidham and Hambrook Parish Council for a variation in respect of funding provided in 2016 towards defibrillators be approved.

(2) That the request by Donnington Parish Council for an extension of one year in respect of funding provided in 2015 and subsequently varied in 2016 towards improvements to Donnington Parish Hall be approved. (3) That the requests by Easebourne Parish Council for a variation in respect of funding provided in 2016 towards improvements at Wheelbarrow Castle and a road safety project be approved.

(4) That the request by Southbourne Parish Council for a variation in respect of funding provided in 2017 towards a community equipment store be approved.

23 New Homes Bonus Application -

[Note Prior to the consideration of the New Homes Bonus (NHB) applications at agenda items 7 to 44 inclusive Mr Hyland reviewed the principal aspects of and stages in the NHB process and distinguished it from that for discretionary grant applications]

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant Birdham Parish Council Declarations of Interest None Purpose Safety gates for parish playground area Sum Requested £4,697-75 Sum Approved £4,697-75 Reasons Enhancement to play amenity Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

24 New Homes Bonus Application - Chichester 1

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant Chichester City Council Declarations of Interest Mrs Apel withdrew from the meeting in accordance with her declaration of a prejudicial interest Purpose Boxing Club transport Sum Requested £12,000 Sum Approved £12,000 Reasons Provision of transport for well-used youth facility Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

25 New Homes Bonus Application - Chichester 2

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant Chichester City Council Declarations of Interest Mrs Apel withdrew from the meeting in accordance with her declaration of a prejudicial interest Purpose Nelson/Murray sculpture stage 2 Sum Requested £15,000 Sum Approved £15,000 Reasons Enhancing the public realm Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

26 New Homes Bonus Application - Chichester 3

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant Chichester City Council Declarations of Interest Mrs Apel and Mrs Dignum withdrew from the meeting in accordance with their declarations of a prejudicial interest Mr Hyland had a personal interest as his father-in-law was a trustee of the applicant Purpose Oxmarket Gallery Entrance Upgrade Sum Requested £15,000 Sum Approved £15,000 Reasons Improve visitor experience at this cultural attraction Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

27 New Homes Bonus Application - Chichester 4

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant Chichester City Council Declarations of Interest Mrs Apel and Mrs Dignum withdrew from the meeting in accordance with their declarations of a prejudicial interest Purpose 104 The Hornet: A Hub for Community Services Sum Requested £15,000 Sum Approved £15,000 Reasons Establishment of a community hub. The Grants and Concessions Panel felt that ascribing the funding to a specific element might complicate the process of drawing down on the award and so permitted wider use of the money through a condition. However the Grants and Concessions Panel still endorsed the inclusion of a Changing Place within the building as outlined in the bid. Grant Conditions Award for the community facility as a whole and not specifically for the changing place facility specified in the application Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

28 New Homes Bonus Application - Chichester 5

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant Chichester City Council Declarations of Interest Mrs Apel and Mrs Dignum withdrew from the meeting in accordance with their declarations of a prejudicial interest Purpose The Clubhouse Lower Graylingwell – fit out, furnished and equipped for use Sum Requested £5,628 Sum Approved £5,628 Reasons Equip new community facility Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

29 New Homes Bonus Application - Chichester 6

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant Chichester City Council Declarations of Interest Mrs Apel withdrew from the meeting in accordance with her declaration of a prejudicial interest Purpose Installation of new fire-resistant wooden cladding and roof repairs – South Downs Planetarium Sum Requested £12,000 Sum Approved £12,000 Reasons Enhancement to visitor attraction Grant Conditions Notify applicant that further applications in respect of the South Downs Planetarium will not be considered before completion of previously funded projects Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

30 New Homes Bonus Application - Chidham and Hambrook 1

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant Chidham and Hambrook Parish Council Declarations of Interest None Purpose Picket fence to create an enclosed children’s outdoor play area at St Wilfrid’s Church Hall Sum Requested £4,614 Sum Approved £4,614 Reasons Improved safety for young children at this community building facility Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application 31 New Homes Bonus Application - Chidham and Hambrook 2

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant Chidham and Hambrook Parish Council Declarations of Interest None Purpose Induction loop and public address system for Chidham Village Hall Sum Requested £3,317 Sum Approved £3,317 Reasons Enhancement to community facility Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

32 New Homes Bonus Application - Chidham and Hambrook 3

RESOLVED BY THE CABINET MEMBER FOR COMMUNITY SERVICES IN CONSULTATION WITH THE GRANTS AND CONCESSIONS PANEL

Applicant Chidham and Hambrook Parish Council Declarations of Interest None Purpose Interpretation board at The Dell Chidham Sum Requested £570 Sum Approved £570 Reasons Enhancement to public accessed open space Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

33 New Homes Bonus Application - Chidham and Hambrook 4

Applicant Chidham and Hambrook Parish Council Declarations of Interest None Purpose Benches and fencing at Hawthorne Meadow (public open space) Sum Requested £2,659-80 Sum Approved £2,659-80 Reasons Enhancement of newly acquired public open space Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

34 New Homes Bonus Application - Donnington 1

Applicant Donnington Parish Council Declarations of Interest None Purpose Equipment at Wiston Avenue playground Sum Requested £3,604 Sum Approved £3,604 Reasons Enhancement of well-used play facility Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

35 New Homes Bonus Application - Donnington 2

Applicant Donnington Parish Council Declarations of Interest None Purpose Wheelchair access to stage area of Donnington Parish Hall Sum Requested £9,362 Sum Approved £9,362 Reasons Improved access to a well-used community facility Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

36 New Homes Bonus Application - and Bracklesham

Applicant East Wittering and Bracklesham Parish Council Declarations of Interest None Purpose Booker Green seafront improvements Sum Requested £12,000 Sum Approved £12,000 Reasons Enhancement of public open space Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

37 New Homes Bonus Application - Easebourne

Applicant Easebourne Parish Council Declarations of Interest None Purpose Easebourne Park Phase II (previously known as Wheelbarrow Castle Field) Sum Requested £12,536 Sum Approved £12,536 Reasons Enhancement of public open space Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

38 New Homes Bonus Application - Fernhurst

Applicant Fernhurst Parish Council Declarations of Interest Mrs Plant declared a personal interest as a relative was one of the trustees of the applicant Purpose New stage curtains and tracking for Fernhurst Village Hall Sum Requested £2,000 Sum Approved £2,000 Reasons Improvements to a well-used community building Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

39 New Homes Bonus Application - Fishbourne

Applicant Fishbourne Parish Council Declarations of Interest None Purpose Footpath linking the Fishbourne Centre to Blackboy Lane Sum Requested £11,400 Sum Approved £11,400 Reasons Improved access to public open space Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

40 New Homes Bonus Application -

Applicant Funtington Parish Council Declarations of Interest None Purpose Bridleway repairs (near Asdean) Sum Requested £2,650 Sum Approved £2,650 Reasons Enhancement to public bridleway Grant Conditions A revised quotation and a third quotation must first be obtained and provided Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

41 New Homes Bonus Application - Hunston

Applicant Hunston Parish Council Declarations of Interest None Purpose Disabled toilet facilities for Hunston Village Hall Sum Requested £3,600 Sum Approved £3,600 Reasons Improvements to well-used community building Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

42 New Homes Bonus Application - Lavant

Applicant Lavant Parish Council Declarations of Interest None Purpose New swings for playground Sum Requested £3,989 Sum Approved £3,989 Reasons Improvements to children’s playground Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

43 New Homes Bonus Application - Lynchmere

Applicant Lynchmere Parish Council Declarations of Interest None Purpose New grave markers at Lynchmere burial ground Sum Requested £2,100 Sum Approved £1,410 Reasons Enhancement to burial amenity, limited to 110% maximum of the indicative New Homes Bonus figure for the parish Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

44 New Homes Bonus Application -

Applicant Midhurst Town Council Declarations of Interest None Purpose New heating Midhurst Old Library Sum Requested £17,700 Sum Approved £17,700 Reasons Improvements that will increase use of a community building. The Panel felt that ascribing the funding to a specific element might complicate the process of drawing down on the award, and have permitted wider use of the money through a condition. However the Grants and Concessions Panel still endorsed the inclusion of improved heating within the building as outlined in the bid. Grant Conditions Award for the improvements as a whole and not specifically for the heating specified in the application. Sum not to be released until the applicant has acquired freehold ownership of the Old Library Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

45 New Homes Bonus Application - Oving 1

Applicant Oving Parish Council Declarations of Interest None Purpose New chairs for Jubilee Hall Sum Requested £5,250 Sum Approved £5,250 Reasons Improvements to a well-used community building Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

46 New Homes Bonus Application - Oving 2

Applicant Oving Parish Council Declarations of Interest None Purpose Donation to Scarecrow Day Sum Requested £450 Sum Approved NIL Reasons Application did not demonstrate how the shortfall in funding would be met in future years Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

47 New Homes Bonus Application -

Applicant Petworth Town Council Declarations of Interest None Purpose Cricket practice equipment Sum Requested £1,940 Sum Approved £1,940 Reasons Improvements to a growing sports organisation Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

48 New Homes Bonus Application - Plaistow and 1

Applicant Plaistow and Ifold Parish Council Declarations of Interest None Purpose Ifold notice board doors Sum Requested £799-16 Sum Approved £799-16 Reasons Improvements to a well-used community communication facility Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

49 New Homes Bonus Application - Plaistow and Ifold 2

Applicant Plaistow and Ifold Parish Council Declarations of Interest None Purpose Plaistow benches Sum Requested £1,118 Sum Approved £1,118 Reasons Improvements to street furniture Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

50 New Homes Bonus Application -

Applicant Rogate Parish Council Declarations of Interest None Purpose Rake playground project Sum Requested £712 Sum Approved £712 Reasons Contribution towards aspiration to create a children’s playground Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

51 New Homes Bonus Application -

Applicant Selsey Town Council Declarations of Interest None Purpose Inclusive play equipment at East Beach amenity area Sum Requested £15,000 Sum Approved £15,000 Reasons Improved play equipment with specific reference to children with disabilities Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

52 New Homes Bonus Application - Southbourne 1

Applicant Southbourne Parish Council Declarations of Interest None Purpose Recreation ground improvements Sum Requested £6,574-56 Sum Approved £6,574-56 Reasons Enhancements to public realm Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

53 New Homes Bonus Application - Southbourne 2

Applicant Southbourne Parish Council Declarations of Interest None Purpose Automatic external defibrillator (AED) and cabinet Sum Requested £2,345 Sum Approved £2,345 Reasons Equipment to improve the chances of survival of those suffering cardiac arrest Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

54 New Homes Bonus Application - and

Applicant Stedham with Iping Parish Council Declarations of Interest None Purpose Parish defibrillator Sum Requested £1,250 Sum Approved £1,250 Reasons Equipment to improve the chances of survival of those suffering cardiac arrest Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

55 New Homes Bonus Application - 1

Applicant Tangmere Parish Council Declarations of Interest None Purpose Village centre stage sound, lighting and projection Sum Requested £11,900 Sum Approved £11,900 Reasons Improvements to stage equipment at community building Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

56 New Homes Bonus Application - Tangmere 2

Applicant Tangmere Parish Council Declarations of Interest None Purpose Seven trees Sum Requested £649-87 Sum Approved £649-87 Reasons Enhancement to the visual amenity of the local area Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

57 New Homes Bonus Application - Tangmere 3

Applicant Tangmere Parish Council Declarations of Interest None Purpose Portable speed indicator devices Sum Requested £5,710 Sum Approved £5,710 Reasons Identified community project to improve road safety Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

58 New Homes Bonus Application -

Applicant West Wittering Parish Council Declarations of Interest None Purpose West Wittering Memorial Hall kitchen refurbishment Sum Requested £7,000 Sum Approved £7,000 Reasons Enhancement to community building Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

59 New Homes Bonus Application - Westbourne

Applicant Westbourne Parish Council Declarations of Interest None Purpose Traffic calming and speed watch group Sum Requested £5,000 Sum Approved £5,000 Reasons Identified community project to improve road safety Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

60 New Homes Bonus Application -

Applicant Westhampnett Parish Council Declarations of Interest None Purpose Furniture for Westhampnett Community Hall Sum Requested £12,963 Sum Approved £12,963 Reasons Provide furniture for much anticipated community facility Grant Conditions None Alternative Options Considered and Rejected The Grants and Concessions Panel always considers whether or not to support each application

61 Next Meeting

It was noted that the GCP’s next meeting will take place on Wednesday 10 October 2018 at 09:30 in Committee Room 2 at East Pallant House.

[Note The meeting ended at 12:06]

CHAIRMAN DATE