Public Document Pack Council

To all Members of the Council

14 May 2019

You are hereby summoned to attend the Annual Meeting of to be held on Wednesday 22 May 2019 at 6:30pm at the Council Chamber, Town Hall, Bexhill-on-Sea, when it is proposed to transact the business stated below.

At 6:25pm, prior to the commencement of the meeting, you are invited to join the Chairman in prayer which will be led by his Chaplain the Reverend Martin Harper.

1. The Chairman (Councillor J.M. Johnson) to take the Chair

2. Apologies for Absence To receive apologies for absence.

3. Election of Chairman The Chairman to announce first business to be the election of Chairman of the Council for the ensuring year. A Councillor to move that Councillor Terry Byrne be elected as Chairman of the Council. To be seconded. The Chairman to ask if there are any other nominations. If there is more than one nomination there will be a ballot in accordance with Council Procedure Rule 17.4

4. If there is only one nomination, the Chairman to put that nomination to the meeting and subsequently to declare the Councillor elected.

5. The retiring Chairman and the elected Chairman to retire to the Chairman's Room.

6. The elected Chairman to take the Chair and the retiring Chairman to take the seat reserved for him.

7. The Chairman to read and sign the Declaration of Acceptance of Office.

8. The Chairman to thank the Council for his election.

9. Appointment of Vice-Chairman The Chairman to seek nominations for the appointment of Vice-Chairman of the Council. A Councillor to move that Councillor Brian Drayson be appointed Vice-Chairman of the Council. To be seconded. The Chairman to ask if there are any other nominations. If there is more than one nomination there will be a ballot in accordance with Council Procedure Rule 17.4.

10. If there is only one nomination, the Chairman to put that nomination to the meeting and subsequently to declare the Councillor appointed.

For details of the Council, it’s elected representatives and meetings visit the Rother District Council Website www.rother.gov.uk 11. The Chairman to invest the Vice-Chairman with the Badge of Office.

12. The Vice-Chairman to take the seat on the right of the Chairman.

13. The Vice-Chairman to read and sign the Declaration of Acceptance of Office.

14. The Vice-Chairman to thank the Council for his appointment.

15. Minutes To approve as correct records and to authorise the Chairman to sign the Minutes of the Council Meetings held on 25 February and 4 March 2019.

16. Chairman's Communications.

17. Vote of Thanks The following vote of thanks to the retiring Chairman for past services to be moved and seconded.

“That the Council record its gratitude to Councillor Jonathan Johnson for his conscientious and impartial discharge of the duties of the Chairman during his term of office.”

18. The Chairman to put the motion to the Council for approval.

19. The retiring Chairman to reply to the vote of thanks.

20. Appointment of Leader of the Council The Chairman to seek nominations for the election of the Leader of the Council. A Councillor to move that Councillor Doug Oliver be elected as Leader of the Council. To be seconded. The Chairman to ask if there are any further nominations. If there is more than one nomination there will be a ballot in accordance with Council Procedure Rule 17.4.

21. If there is only one nomination, the Chairman to put that nomination to the meeting and subsequently declare the Councillor elected.

22. Appointment of Deputy Leader of the Council The Leader of the Council to confirm that Councillor Sue Prochak has been appointed as the Deputy Leader of the Council.

23. Appointment of Other Cabinet Members and Allocations of Portfolios The Leader of the Council to confirm that Cabinet will comprise the Leader and the following 7 other Members with the following portfolios:

Councillors Portfolios D.B. Oliver Strategic Overview, Finance, Resources and Value (Leader) for Money

For details of the Council, it’s elected representatives and meetings visit the Rother District Council Website www.rother.gov.uk S.M. Prochak Waste and Recycling, Rural Affairs, Parish and (Deputy Leader) Town Council Liaison Mrs C.A. Bayliss Regeneration and Bexhill Affairs (Business and Voluntary Sector Liaison) C.A. Clark Housing, Welfare and Equalities J.H.F. Brewerton Safer Communities and Communications, Young People, Sport and Leisure and Member Training and Development Champion

Mrs D.C. Earl- Culture and Tourism Williams

K.M. Field Environment and Public Realm J. Vine-Hall Strategic Planning, Gypsies and Travellers

(Note: In accordance with Article 7 of the Constitution, the Cabinet will consist of the Leader together with at least two, but not more than ten, Councillors appointed by the Leader).

24. Appointment of Council Representatives To confirm that Councillors Prochak and Field have been appointed as the Council’s representatives on the Joint Waste Committee and Joint Waste and Recycling Committees with Councillors Clark and Mrs Earl-Williams as substitutes.

25. Appointment of Members to the Property Investment Panel The Leader of the Council to confirm that Councillors Curtis, Dixon, Jeeawon, Oliver and Vine-Hall have been appointed as Members of the Property Investment Panel.

26. Constitution of Regulatory and Overview and Scrutiny Committees (Pages 1 - 4) To consider and approve as detailed in Appendix 1:  the committees to be established for the municipal year;  the size and terms of reference for those committees;  the allocation of seats to political groups in accordance with the political balance rules or as otherwise determined by the Council; and  the nominations of Group Leaders as to the Councillors to serve on each committee.

27. Report of the Executive Director, as Returning Officer (Pages 5 - 10) To receive the report of the Executive Director, as Returning Officer, on the District and Parish Ordinary Elections held on 2 May 2019.

28. Disclosure of Interest

For details of the Council, it’s elected representatives and meetings visit the Rother District Council Website www.rother.gov.uk To receive any disclosure by Members of personal and disclosable pecuniary interests in matters on the agenda, the nature of any interest and whether the Member regards the personal interest as prejudicial under the terms of the Code of Conduct. Members are reminded of the need to repeat their declaration immediately prior to commencement of the item in question.

29. Report of the Cabinet on Matters for Determination by Council (Pages 11 - 12) To receive the report of the Cabinet on matters for determination by the full Council at its meetings held on 11 March (the meeting scheduled for 8 April was cancelled), as under:

11 March 2019  Camber Western Car Park Ground Reinforcement (CB18/76)

30. Report of the Head of Paid Service on Decisions Taken by Cabinet as Matters of Urgency To receive the report of the Head of Paid Service, in accordance with paragraph 17a of the Overview and Scrutiny Procedure Rules and paragraph 4 of the Budget and Policy Framework Procedure Rules, of any urgent decisions taken at Cabinet meeting held on 11 March.

31. Report of the Licensing and General Purposes Committee (Pages 13 - 14) To receive the report of the Licensing and General Purposes Committee on the following matter for determination by the full Council considered at its meeting held on 15 April 2019, as under:

 Surveillance Activity Annual Update (LG18/12)

32. Report of the Executive Director on the Appointment of Representatives on Outside Bodies (Pages 15 - 24) To receive the report of the Executive Director on the Appointment of Representatives to Outside Bodies.

33. Member Development Task Group Annual Report (Pages 25 - 30) To receive the Annual Report of the Member Development Task Group.

34. Annual Report of the Overview and Scrutiny Committee (Pages 31 - 42) To receive the Annual Report of the Overview and Scrutiny Committee submitted in accordance with Article 6 of the Constitution.

35. Notice of Motion - Town Council for Bexhill In accordance with Council Procedure Rule 12 consideration be given to the following Motion to Council submitted by Councillor Oliver:

“In the light of the outcome of the Local Election results and the overwhelming support for candidates that support a Town Council for Bexhill-

For details of the Council, it’s elected representatives and meetings visit the Rother District Council Website www.rother.gov.uk on-Sea this Council requests officers to report as to the required procedure to achieve this as early as possible but by 2021.”

Dr Anthony Leonard Executive Director

Town Hall Bexhill-on-Sea East , TN39 3JX

NOTE: The Annual Meeting will be followed by meetings of each of the Committees to elect their Chairman and Vice-Chairman (see procedural note overleaf) and to appoint any relevant Sub-Committees. If a Committee is unable to elect its Chairman and Vice-Chairman, the Annual Meeting shall be resumed in order that such appointment(s) may be determined by full Council.

For details of the Council, it’s elected representatives and meetings visit the Rother District Council Website www.rother.gov.uk This page is intentionally left blank Agenda Item 26. Appendix 1 ANNUAL MEETING 22 May 2019

LOCAL GOVERNMENT & HOUSING ACT 1989 – PROPORTIONAL REPRESENTATION

ARRANGEMENTS – REGULATORY & OVERVIEW & SCRUTINY COMMITTEES 2019/2020 a) In accordance with Council Procedure Rule 2.3 (i) the following Regulatory and Overview and Scrutiny Committees of the Council be constituted for the ensuing year:

 Audit and Standards Committee  Planning Committee o Planning Urgency Sub-Committee  Licensing and General Purposes Committee  Overview and Scrutiny Committee b) In accordance with Council Procedure Rule 2.3 (ii) the terms of reference for the Regulatory and Overview and Scrutiny Committees and the scheme of delegation, be as set out within Articles 6 and 8 and “Part 3 – Responsibility for Functions” of the Constitution. c) In accordance with Council Procedure Rule 2.3 (ii) and (iii) the membership of Political Groups and the allocation of seats to serve on each Committee be as follows:

Membership

CONSERVATIVE (14) C

Barnes, J Hart Barnes, M L Johnson Bird Kirby-Green Browne Maynard Carroll Mooney Curtis Osborne Ganly Stevens

ASSOCIATION OF INDEPENDENTS (13) AoI

Brewerton Jeeawon Byrne Langlands Clark Madeley Drayson Oliver Earl-Williams Timpe Errington Vine-Hall Harmer

c190522 - Appointments to Committees Page1 1 LIBERAL DEMOCRAT & GREEN (8) LD&G

Cook Mier Dixon Norton Field Prochak Gray Thomas

LABOUR (3) LAB

Bayliss Coleman Courtel

d) The Liberal Democrat Group and the Green Party Member for Old Town and Worsham Ward have formed a political group for the purposes of the allocation of committee seats in accordance with the Local Government and Housing Act 1989. The Group will be known as the Liberal Democrat & Green Group. The allocation of Committee Seats is therefore as follows, in accordance with the political balance of the Council:

Allocation of Seats

Committees C Aol LD&G LAB

Audit and Standards (8 ) 3 3 2 0

Planning (14) 5 5 3 1 Licensing & General 4 4 3 1 Purposes (12) OSC (12) 5 4 2 1 TOTALS 17 16 10 3

Audit and Standards Committee – 8 Members (3xC, 3xAoI, 2xLD&G)

C AoI LD&G Barnes, J. Jeeawon Dixon Mrs Barnes, M.L. Langlands Norton Kirby-Green Timpe

Planning Committee – 14 Members (5xC, 5xAoI, 3xLD&G, 1xLAB)

C AoI LD&G LAB Mrs Barnes, M.L. Earl-Williams Mier Coleman Curtis Errington Prochak Ganly Langlands Thomas Johnson Timpe Stevens Vine-Hall

c190522 - Appointments to Committees Page2 2 Licensing & General Purposes Committee – 12 Members (4xC, 4xAoI, 3xLD&G, 1xLAB)

C AoI LD&G LAB Bird Drayson Field Coleman Browne Harmer Mier Curtis Jeeawon Thomas Hart Timpe

Overview and Scrutiny Committee – 12 Members (5xC, 4xAoI, 2xLD&G, 1xLAB)

C AoI LD LAB Barnes, J. Errington Cook Courtel Carroll Jeeawon Gray Hart Langlands Mooney Timpe Osborne

Dr Anthony Leonard Executive Director

c190522 - Appointments to Committees Page3 3 This page is intentionally left blank Agenda Item 27. Rother District Council

ANNUAL COUNCIL MEETING 22 May 2019

ROTHER DISTRICT AND PARISH AND TOWN COUNCIL ORDINARY ELECTIONS – 2 May 2019

REPORT OF THE RETURNING OFFICER

I have to report the results of the elections held on Thursday, 2 May 2019 to elect 38 District Councillors.

District Council Wards

(1) Bexhill Central

AZAD, Abul Kalam (C) 555 BAYLISS, Christine Ann (L) 788 ELECTED COURTEL, Paul Charles (L) 694 ELECTED HUGHES, Joy (C) 416 WILLIAMS, Roger Timothy (UKIP) 226

% Turnout = 36.62

(2) Bexhill Collington

DOUART, Patrick Rene (C) 318 EARL-WILLIAMS, Deirdre Celia (IND) 1,287 ELECTED GRAY, John Gulliver (Green) 232 OLIVER, Doug (IND) 1,234 ELECTED PHILLIPS, Alison (UKIP) 134 SHARKEY, Bob (L) 106 TODD, Mark Andrew (Green) 132 WATSON, Maurice Reginald (C) 247

% Turnout = 48.88

(3) Bexhill Kewhurst

DICKER, John Frank (UKIP) 151 DRAYSON, Brian John (IND) 1,071 ELECTED KENTFIELD, Brian (C) 553 KENWARD, Martin John (C) 388 LANGLANDS, Lynn Moira (IND) 1,181 ELECTED WALKER, John Brian George (L) 167

% Turnout = 44.03

Page 5 c190522 - Report of the Returning Officer (4) Bexhill Old Town and Worsham

BOND, Vivienne Barbara (LD) 236 BULLIN, Bill (IND) 254 GRAY, Polly Janet (Green) 326 ELECTED JOHNSON, Gillian Patricia (C) 220 MADELEY, Chris (IND) 286 ELECTED PHILLIPS, Michael Sheridan (UKIP) 157 POTTS, Jacqueline (C) 177 SAGE, Richard Douglas (L) 141

% Turnout = 31.82

(5) Bexhill Pebsham and St. Michaels

BREWERTON, Jay (IND) 738 ELECTED CLARK, Barbara (C) 309 CLARK, Charles Albert (IND) 1,022 ELECTED GRAHAM, Michael Peter (UKIP) 178 WATERHOUSE, Betty (C) 174

% Turnout = 37.47

(6) Bexhill Sackville

ALLEN-RODGERS, Sheila (UKIP) 238 BEARNE, Alan Michael (L) 290 BYRNE, Terry (IND) 718 ELECTED HOLLIDGE, Ian Richard (C) 484 TIMPLE, Hazel Linda (IND) 694 ELECTED WHEELER, Robert (C) 409

% Turnout = 37.69

(7) Bexhill Sidley

BLAGROVE, Sharon (C) 382 CARROLL, Jim (C) 438 ELECTED COLEMAN, Sam (L) 498 ELECTED MCCARTHY, Roger Francis (L) 381 ZIPSER, John Kamil (UKIP) 285

% Turnout = 27.95

(8) Bexhill St. Marks

DASH, Wendy Ann (LD) 128 ENSOR, Michael David (C) 318 ERRINGTON, Sarah Jane (IND) 1,116 ELECTED HARMER, Kathy (IND) 1,213 ELECTED MAYNARD, Kay (C) 243 WALKER, Jacqueline Anne (L) 98 ZIPSER, Christine (UKIP) 116

% Turnout = 46.06

Page 6 c190522 - Report of the Returning Officer (9) Bexhill St. Stephens

CARROLL, Richard (C) 321 JEEAWON, Ashan Kumar (IND) 683 ELECTED KEMPSON, Dick (Green) 376 SHARP, Lynn Rosemarie (UKIP) 220 SIVYER, Mark Harry (C) 294 THOMAS, Richard (LD) 380 ELECTED WALTON, Alan (L) 179

% Turnout = 34.91

(10) Brede and

ANDREWS, Wayne Nicholas (UKIP) 59 CAKEBREAD, James (L) 78 GREENUP, Derek William (LD) 58 JENKINS, Ian George, Francis (IND) 260 JOHNSON, Jonathan Miller (C) 303 ELECTED

% Turnout = 41.45

(11) and the

BARNES, John (C) 683 ELECTED KIRBY-GREEN, Eleanor (C) 606 ELECTED LINDSTROM, Laurel Louise (LD) 360 VARRALL, Mary Elizabeth (LD) 425 WEDMORE, Andrew John Michael (Green) 369

% Turnout = 37.22

(12) Crowhurst and

BISHOP, Nicky (Green) 172 CURTIS, Gary Clifford (C) 280 ELECTED DIXON, Tracy Ann (LD) 198 SMITH, Tony (UKIP) 79

% Turnout = 38.40

(13) Eastern Rother

BALL, Bob (L) 304 HART, Sally-Ann (C) 753 ELECTED OSBORNE, Paul Norman (C) 722 ELECTED SCHLESINGER, Sue (LD) 368

% Turnout = 34.64

(14) Hurst Green and

BARNES, Mary Leonora (C) 704 ELECTED BROWNE, Graham Stephen (C) 685 ELECTED NICHOLLS, Don (Green) 412 SAUNDERS, Martin Stuart (LD) 502

Page 7 c190522 - Report of the Returning Officer % Turnout = 32.32

(15) North Battle, Netherfield and

COOK, Vikki (LD) 963 ELECTED FIELD, Kathryn Margaret (LD) 1,059 ELECTED HUSBANDS, Christopher Temple (L) 145 MABON, Bernard Walter (UKIP) 165 REDSTONE, Paul Stevens (C) 340 SALTER, Louise (C) 389

% Turnout = 43.37

(16) Northern Rother

EMERY, Jane (L) 278 GANLY, Tony (C) 935 ELECTED HARDY, Stephen Philip (LD) 506 HYETT, Larry (L) 176 MOONEY, Martin (C) 877 ELECTED

% Turnout = 40.59

(17)

GOOD, Graham John (L) 51 MORRIS, Robert Donald (C) 220 PROCHAK, Sue (LD) 569 ELECTED

% Turnout = 41.65

(18) Rye and

CREASER, Cheryl Anne (L) 397 GREEN, Ruth (UKIP) 207 HOGGART, Chris (IND) 451 LEE, Jonathan Paul (L) 314 NORTON, Howard John (LD) 453 ELECTED STEVENS, Gennette Florence (C) 538 ELECTED STEVENS, Jayne (C) 407

% Turnout = 39.04

(19) and Westfield

COUPAR, Beverley Jane (L) 391 MAYNARD, Carl Raymond (C) 718 ELECTED PHILCOX, Jim (C) 654 VINE-HALL, Peter Jonathan (IND) 866 ELECTED

% Turnout = 40.14

Page 8 c190522 - Report of the Returning Officer (20) South Battle and Telham

COUGHLAN, Daniel Patrick John (C) 164 DIXON, Kevin Paul (LD) 406 ELECTED GATELY, John (L) 68

% Turnout = 37.78

(21) Southern Rother

BIRD, Roger Keith (C) 742 ELECTED LEE, Jonathan Paul (L) 235 MIER, Andrew Stanley (LD) 787 ELECTED SAINT, Christopher John (C) 664 WARREN, Nick (L) 314

% Turnout = 46.35

The average turnout for the District Wards was 38.97% a decrease of 31.12% over 2015. This decrease is likely due to fact that in 2015 the district elections were held at the same time as the UK Parliamentary election which always results in a higher turnout.

Parish and Town Councils

Of the 32 Parish, Parish Ward, Town or Town Council Wards, 4 went to Poll as follows:

Guestling – Three Oaks Ward Rye Town Council Ticehurst – Ticehurst Ward

38 Parishes or Wards of Parishes were uncontested.

Malcolm Johnston Returning Officer

Page 9 c190522 - Report of the Returning Officer This page is intentionally left blank Agenda Item 29. Rother District Council

Report to - Council Date - 22 May 2019 Report of the - Cabinet Subject - References from Cabinet Meetings

The Council is asked to consider recommendations arising from the Cabinet meetings held on 11 March (the meeting scheduled for 8 April 2019 was cancelled) as set out below.

CABINET – 11 March 2019

CB18/76. CAMBER WESTERN CAR PARK GROUND REINFORCEMENT

Members gave consideration to the Executive Director’s report on proposed ground improvements to Camber Western Car Park (CWCP).

CWCP was the largest of three car parks owned by the Council in Camber. It consisted of 1,800 spaces and measured approximately 35,000sqm. The surface was primarily laid to grass on a thin layer of topsoil. As a result of the high volume of traffic during summer seasons and localised flooding during the winter months, temporary repairs had been carried out in the past and an upgrade was now required for a more permanent solution.

During October 2018, three independent specialist companies assessed the car park; they recommended reinforcing the ground with heavy duty grass blocks, with a plastic interlocking grid system which was estimated to last approximately 20-25 years, minimising the need for further maintenance costs over the period. The indicative cost, plus contingencies and other associated costs amounted to £330,000. Provision would be made in the Capital Programme and the work completed during October 2019 to March 2020. As a result of this investment, it was anticipated that income would increase by £19,000, reduce maintenance costs by £6,500 and that £625,000 saving would be realised over 20-25 year period. Therefore it was proposed that provision be made for the works from the Car Park Earmarked Reserve and the financial forecast for 2020/21 be amended to take account of the changes in income and costs.

The estimated cost of the improvements was below the current EU limit and procurement would follow the Council’s procurement process with companies being invited to tender for the works.

Cabinet agreed that the upgrade and financial recommendations be forwarded to full Council for formal approval. It was agreed that the improvements would secure the future of CWCP, reduce the health and safety risks associated with its current operation, provide additional income and reduce ongoing maintenance costs to the Council. Investment in the infrastructure would reduce traffic congestion and improve/maintain economicPage viability 11 of Camber. c190522 – Cabinet References The Leader thanked the officer team that supported the operation of CWCP and associated project.

RECOMMENDED: That the:

1) improvements to the surface of Camber Western Car Park as outlined in the report be approved;

2) 2019/20 Capital Programme be updated to make provision for £330,000 for these works funded from the Car Parks Earmarked Reserve; and

3) financial forecast for 2020/21 be amended to increase income by £19,000 and reduce maintenance costs by £6,500.

(Cabinet Agenda Item 6.1)

Councillor C.R. Maynard Leader of the Council

Page 12 c190522 – Cabinet References Agenda Item 31. Rother District Council

Report to - Council Date - 22 May 2019 Report of the - Licensing and General Purposes Committee Subject - Reference from the Licensing and General Purposes Committee - Surveillance Activity Annual Update

The Council is asked to consider the recommendation arising from the Licensing and General Purposes Committee held on 15 April 2019 as set out below.

LICENSING AND GENERAL PURPOSES COMMITTEE – 22 MAY 2019

LG18/12. SURVEILLANCE ACTIVITY ANNUAL UPDATE

Members received the report of the Executive Director providing an update on surveillance activity over the previous year, in line with the inspecting officer’s recommendations.

There had been no use of legally approved surveillance powers in 2018, although overt activity had been undertaken; the last time the Council had applied for and were granted surveillance powers by a Magistrate was in 2015.

The landscape of the Regulation of Investigatory Powers Act was changing and the use of social media surveillance by local authorities would therefore need to be considered. Training for relevant staff was planned and this would be reported on in the next annual surveillance activity update.

RECOMMENDED: That the Council’s annual report on covert surveillance be noted.

(Licensing and General Purposes Committee 5.2)

Chairman of the Licensing and General Purposes Committee

Page 13 c190522 – L&GP Reference This page is intentionally left blank Agenda Item 32. Rother District Council

Report to - Council Date - 22 May 2019 Report of the - Executive Director Subject - Appointments of Representatives to Outside Bodies

Recommendation: It be RESOLVED: That:

1) appointments be made to the outside bodies attached at Appendices 1 and 2 for a term of one year except where stated otherwise, and attendance be designated as an approved duty; and

2) Members be reminded of the need to report annually via the Members’ Bulletin on the outside bodies to which they are appointed.

Introduction

1. Full Council has retained the responsibility for approving the list of outside bodies to which formal appointments are made, making such appointments at the Annual Council meeting or as otherwise required.

2. Attached at Appendix 1 is a list of outside bodies to which the Council has the responsibility for making appointments. It also lists the name(s) in bold of the representatives that were appointed for the last municipal year if they have been re-elected to the Council.

3. There are a number of appointments which are reserved for Members holding a certain position within the Council, for example the Portfolio Holder for Housing will be the Council’s representative on the Sussex Local General Panel (formerly known as the AmicusHorizon Area Panel). Those that are reserved in this way are listed at Appendix 2; these appointments are therefore not open for re-appointment and/or nomination but will be dealt with automatically, following confirmation of appointments. Substitutes, where appropriate, will be confirmed by the Leader of the Council.

4. Following the District Council elections held on 2 May, the Council will need to appoint Councillors at this meeting to the outside bodies listed.

5. In considering each appointment, Members will need to take account of the following:

 the benefit to the authority that continued membership provides; and  the views of the previous Member representative, if available.

6. To aid the Council’s deliberations, Member representatives have been asked to submit comments in support or otherwise of the outside bodies to which they were previously appointed; these comments are attached at Appendix 3 for consideration. Any comments received subsequent to the publication of this report will be circulated at the meeting.

c190522 - Appointments to Outside Bodies Page1 15 7. Where the Council has appointed non-Councillors as its representatives to certain outside bodies, it is confirmed that all are happy to continue to represent the Council in their appointments if that is Members’ decision.

8. Members are requested to consider each outside body and appoint thereto. In the light of any evidence given by the previous representative, either on the night or in writing, the Council may also wish to agree to the removal of any outside body from the current list.

Removals from the List

9. Since appointments to outside bodies were made in May 2018, there have been no removals from the Council’s list of approved outside bodies.

Additions to the List

10. Since appointments to outside bodies were made in May 2018, there have been no additions to the Council’s list of approved outside bodies.

Amendment

11. The Pevensey and Cuckmere Water Level Management Board (formerly - Pevensey Levels Internal Drainage Board (Shadow Board)) have advised that the appointment of Mr Robin Patten in July 2017 should have been for a three year period and consequently up for renewal in October 2020. It is requested that the Council confirms this appointment up until October 2020.

Reports on Outside Bodies

12. It has previously been agreed that Members appointed to outside bodies are required to produce an annual report (published in the Members’ Bulletin) to keep all other Councillors informed of the work of the outside body or bodies to which they had been appointed. Appendix 4 lists the reports that have been received from the Council’s representatives over the last municipal year. While it is noted only a few reports have been received from the appointed representatives during the last year, it is acknowledged that in some cases this is due to the fact that the outside body has not met or the Council’s representative has been unable to attend any meetings.

13. A template for reports and timetable will be circulated after the meeting to those Members who represent the Council on outside bodies for reports to be submitted for inclusion in the Members’ Bulletin.

Dr Anthony Leonard Executive Director

Risk Assessment Statement Failure to appoint representatives to outside bodies may result in the loss of conduit between the Council and the respective external organisations.

c190522 - Appointments to Outside Bodies Page2 16 Appendix 1 APPOINTMENTS REQUIRED

DETAILS OF APPOINTMENT APPOINTMENTS IN REQUIRED FOR 2019/20 OUTSIDE BODY 2018/19

Battle Abbey Explanatory Councillor Curtis One appointment Board (formerly the Battle required. Abbey Advisory Group).

Battle Area Sports Centre Councillors J. Johnson and Two appointments and Management Committee (4 Curtis (expires June 2019), two substitute years) and Ganly (expires June appointments required. 2020) (Substitutes: Elliston and Jenkins expires June 2019)

Bexhill Chamber of Councillor Hollidge - One appointment Commerce and Tourism appointed until May 2019 required.

Bexhill Museum Limited Councillor Mrs Hughes One appointment and one (formerly Society of Bexhill (Substitute: Councillor A.K. substitute appointment Museums) (SLA) Azad) required.

Bexhill Town Forum Councillor Mrs Hughes One appointment and one Executive Committee (Substitute: Councillor substitute appointment Hollidge) required.

Bexhill Trust (5 years) Councillors A K Azad (May Two appointments (The membership of the 2021), J.J. Carroll (May required. Trust will continue for the 2021), Mrs Hughes (June periods indicated.) 2019), Kentfield (June 2019), (Trustees remain as trustees Kenward (June 2022) & for the duration of their term Mayor (R) and Deputy Mayor of appointment even if no (R) (ex-officio), Mrs J. Potts longer an elected Member). (May 2021) and M.R. Watson (May 2021)

Combe Valley Community Councillors Elford and Two appointments Interest Company Kenward required.

Connecting and Councillor Hollidge One appointment and one Rother Together, Local Substitute: Councillor Mrs substitute appointment Action Group Hughes required.

Dungeness Power Station Councillor Lord Ampthill One appointment and one Site Stakeholders Group (Substitute: Councillor substitute appointment Osborne) required.

East Sussex Energy, Councillor Lord Ampthill One appointment Infrastructure & required. Development Ltd

c190522 - Appointments to Outside Bodies Page3 17 Health and Councillor J Barnes One appointment Wellbeing Board required.

East Sussex Health Councillor Mrs Barnes One appointment and one Overview and Scrutiny (Substitute Councillor substitute appointment Committee Osborne) until May 2019 required. (Member of Overview and Scrutiny Committee) Hastings Advice and Councillor Elliston One appointment and one Representation Centre (Substitute: Councillor Mrs substitute appointment (HARC) (SLA) Hughes) required.

Harbour of Rye Advisory Councillors Lord Ampthill Two appointments Committee (3 year and Stevens until May 2019 required. appointments) Hastings and Bexhill Councillor Lord Ampthill One appointment Renaissance Ltd required. (SeaSpace)

Hastings and Rother Councillor Saint One appointment and one Mediation Service (SLA) (Substitute: Councillor Mrs substitute appointment Hart) required.

Hastings Furniture Service Councillor Watson One appointment (SLA) required.

Local Government Councillor Jenkins One appointment Association – Coastal Issues required. Special Interest Group

Pevensey and Cuckmere Mr R.H. Patten One appointment required Water Level Management / reconfirm until October Board (formerly - Pevensey 2020. Levels Internal Drainage Board (Shadow Board)) Police & Crime Councillor Mrs Kirby-Green Two substitute Commissioner Panel (expires May 2020) appointments required. (4 years) (Substitute: Councillors Saint and Graham)

Romney Marshes Area Councillors Bird, J. Seven appointments Internal Drainage Board Johnson, Osborne and Mrs required. Prochak and Mr D. Lovejoy, Mr R.A. Nickerson and Mr R. H. Patten.

Romney Marsh Partnership Councillor Mrs Hart One appointment required.

Rother District Citizens Councillor Mrs Hart One appointment and one Advice Bureau (SLA) (Substitute: Councillor Elford) substitute appointment required. Rother Voluntary Action Councillor Potts One appointment and one (SLA) (Substitute: Councillor G. substitute appointment Johnson) required. c190522 - Appointments to Outside Bodies Page4 18 Rural Rother Trust Chairman of Council – Four appointments Councillor Johnson (R), Vice- required. Chairman of Council – Councillor Elford (R), and Councillors Browne, Elliston, Ganly and Mrs Prochak

Rye Harbour Nature Reserve Mr A.H. Lloyd and Councillor Two appointments and Management Committee J.M. Johnson one substitute (SLA) (Substitute: Councillor appointment required. Browne)

Rye Partnership Councillor Osborne One appointment required.

Rye Sports Centre Advisory Councillors Lord Ampthill, Three appointments and Committee Osborne and Stevens one substitute appointment (4 years) (Substitute: Councillor Mrs required. Hart) (expires May 2019)

Safer Rother Partnership Councillor Mrs Kirby-Green One appointment required. (4 years) (expires May 2019)

Safer Rother Partnership: Councillors Mrs Hughes and Two appointments required. Violent Crime Action Group Jenkins (1 rural 1 Bexhill).

WARR Partnership Councillor Browne One appointment required.

(SLA) = Voluntary Sector Service Levels Agreements

c190522 - Appointments to Outside Bodies Page5 19 Appendix 2 RESERVED APPOINTMENTS (R)

APPOINTMENTS OUTSIDE BODY RESERVED FOR REQUIRED FOR 2019/20 Action in Rural Sussex Cabinet Portfolio Holder for One appointment and (SLA) (R) Rural Affairs one substitute to be confirmed.

1066 Country Member Cabinet Portfolio Holder for One appointment Liaison Group (R) Culture and Tourism required to be confirmed. A21 Reference Group Cabinet Portfolio Holder for Two appointments to (R) Transport and the Chairman of be confirmed. the Overview and Scrutiny Committee

De La Warr Pavilion (R) Cabinet Portfolio Holder for Two appointments to Culture and Tourism be confirmed.

District Councils’ Leader of the Council One appointment to Network (DCN) (R) be confirmed.

East Sussex Strategic Leader of the Council One appointment and Partnership (R) one substitute to be confirmed. Hastings and Rother Leader of the Council One appointment to Task Force (R) be confirmed High Weald AONB Chairman of the Planning One appointment to Forum / Joint Advisory Committee be confirmed Committee (R) Local Government Leader of the Council One appointment to Association (R) be confirmed.

Rother Local Strategic Deputy Leader of the Council One appointment to Partnership (R) be confirmed

South East Employers Chairman of Licensing & One appointment and (R) General Purposes Committee one substitute to be confirmed.

The Sussex Local Cabinet Portfolio Holder for One appointment to General Panel (formerly Housing be confirmed. known as the AmicusHorizon Area Panel) (R)

c190522 - Appointments to Outside Bodies Page6 20

OUTSIDE BODY REPRESENTATIVE(S) APPOINTMENT APPOINTED IN 2018/19 REQUIRED FOR 2019/20

Team East Sussex Leader of the Council One appointment to (TES) (R) be confirmed.

Tourism South East (R) Cabinet Portfolio Holder for One appointment and Tourism one substitute to be confirmed.

(SLA) = Voluntary Sector Service Levels Agreements

c190522 - Appointments to Outside Bodies Page7 21 Appendix 3

East Sussex Health Overview and Committee: Councillor Mrs Barnes This body meets four times a year, although working parties set up to examine aspects of its work meet more frequently. I am also on its Urgent Care Working Group .Urgent Care Centres together with Emergency Care, will, it is hoped, ease the flow of the public into A and E and together with an enhanced 111 phone service for the public, provide a more streamlined service. The setting up of Urgent Care Centres has been made mandatory by the Government and in our case it is hoped, will be run from and The Conquest hospitals.

HOSC has one representative from each of the local District Councils and meets at County Hall . Its main objective is to ask searching questions of the professionals about the way our NHS service is run.

LGA - Coastal Issues Special Interest Group: Councillor Jenkins By implication it is important that RDC retains its membership; we had strong relationship re the Camber issue. It is a valuable source of knowledge as to what other coastal towns are doing covering the whole Country.

Hastings Advice and Representation Centre (HARC): Councillor Elliston The HARC do an excellent job in helping claimants with complex problems and have gained much needed money for Rother claimants. I have attended most of their board meetings. They are definitely worth supporting.

Romney Marshes Area Internal Drainage Board: Councillor Bird An extremely important function for the lowland community.

East Sussex Health and Wellbeing Board: Councillor Barnes The East Sussex Health and Well Being Board’s main task currently appears to be oversight of the process of integrating health and social care services in East Sussex. It also has a defined role in relation to public health. The position is one without voting rights, but this is of no great moment as votes are rare. The importance of the body cannot be overestimated, more particularly since relevant services are split between the tiers of local government.

The outside bodies that I represent RDC on are all relevant and add value to the work undertaken by RDC. Councillor Mrs Hart

c190522 - Appointments to Outside Bodies Page8 22 Appendix 4

OUTSIDE BODY / MEMBER Members’ Bulletin Edition / link REPRESENTATIVE Local Government Association July 2018 – – Coastal Issues Special http://www.rothermembersbulletin.co.uk/13233 Interest Group / Councillor Jenkins Local Government Association November 2018 – – Coastal Issues Special http://www.rothermembersbulletin.co.uk/13495 Interest Group / Councillor Jenkins Hastings Advice and April 2019 – Representation Centre / http://www.rothermembersbulletin.co.uk/14067 Councillor Elliston

c190522 - Appointments to Outside Bodies Page9 23 This page is intentionally left blank Agenda Item 33. Rother District Council

Report to - Council Date - 22 May 2019 Report of the - Member Development Task Group

Subject - Annual Report of the Member Training and Development Task Group

Recommendation: It be RESOLVED: That the report be noted.

Introduction

1. The Member Development Task Group (MDTG) provides a structured and on- going Member-led approach to Member training and development. This report provides Members with the last annual update on Member Training and Development issues from the current MDTG.

2. The Membership of the MDTG is usually fixed for the life of the Council and is made up of all Group Leaders, the majority Group Leader’s Representative, the Member Training and Development Champion, two newly elected Members from the last elections (2015) and any independent (non-Group Members).

3. The current membership is therefore confirmed as: Councillors Lord Ampthill (Member Training and Development Champion and Chairman), Clark (non- Group Member), Dixon (Liberal Democrat Group Leader), Kenward (Conservative Group), Oliver (Independent Group Leader) and Potts (newly elected 2015 Member). All Group Leaders are able to send a substitute if they are unable to attend. Following the resignation of Councillor Graham, there is technically a vacancy for a newly elected Member, however, this will now be held over until May 2019.

4. The MDTG has met four times since the last annual report with its primary focus during 2018/19 being preparing for the new Council in May 2019. The minutes arising from the meetings are highlighted within the Members’ Bulletin eZine and published on the Members’ Area of the website. Despite being in the last full year of the life of this Council, there has remained a steady provision of Member Training and Development opportunities for Members, including annual mandatory training during the past 12 months.

South East Charter for Member Development – Areas for Development

5. As reported last year the Council was reassessed and awarded the South East Employers’ (SEE) Charter for Elected Member Development in March 2018 for the fourth time.

6. In June 2018, the MDTG gave consideration to the areas for development that had been highlighted in SEE’s final report, as follows:

i) MDTG to lead on mapping the skills/knowledge required to meet the Rother 2020 agenda and ensure they are reflected in the Member Development work programme.Page 25 c190522 - MDTG Annual Report Training sessions on transformation, change and financial risk management to be incorporated within the Member Training Programme for 2019/20.

ii) Member development to focus on skills for the future – for example, transformation, change, risk and ensure that Overview and Scrutiny is used as an engine for ideas.

Emerging topics from the Overview and Scrutiny Committee will be covered at Member Learning Days.

iii) Develop a forward looking induction programme for 2019 and explore opportunities for shared induction with neighbouring District Councils.

In light of mixed feedback, only appropriate joint generic training will be pursued in the future.

iv) Build leadership development into the Terms of Reference for the Member Development Task Group. Prioritise developing a systematic approach to leadership development to support succession planning.

This would not be pursued at present.

v) Take forward the process of introducing mandatory training led by the Member Development Task Group. Explore the possibility of linking training attendance to Members Basic Allowance.

The advantages and disadvantages of introducing a financial linkage between training attendance and Members’ Basic Allowance are still being explored.

vi) Reinvigorate the shared/joint approach to supporting member development across East Sussex.

Shared/joint generic training opportunities will be explored where appropriate.

vii) Explore transferring the political group 1-1 process into corporate Personal Development Plans.

1-1 evaluations should be progressed by political Group Leaders with the results being fed into MDTG.

viii) Introduce an e-learning package to support all Councillors to engage with training and development activities. Explore whether there is an opportunity to jointly procure a solution with neighbouring Districts and link to a wider Digital Strategy for the Council.

Further research will be undertaken on e-learning packages and reported back at a later date.

7. The Council’s Charter Award is subject to an 18 month review in September/October 2019; this usually involves a conference call with the Chairman of the MDTG and Democratic Services.

Page 26 c190522 - MDTG Annual Report Member Induction Programme 2019

8. Since September of last year, in conjunction with the Strategic Management Team, the MDTG has worked on the formulation of the Member Induction Programme 2019, including the Induction Day itself. The Programme has been compiled by drawing on the feedback received from both Members and officers following the 2015 induction programme.

9. The MDTG is confident that the Programme which is currently being put in place will meet the needs of the new Council by providing a comprehensive induction programme, at a reasonable pace.

10. The Programme will be reviewed and monitored by the MDTG and it is hoped that the approach and initiatives will be welcomed by both new and returned Members. It is vital that returned Members are active participants in the induction training for a number of reasons: to reinforce this Council’s commitment to Member Training and Development; to encourage and help shared learning with fellow newly elected Members; and to further increase their own knowledge as new legislation and initiatives change the face of local government and service delivery.

Pre-Election Event

11. On 19 November 2018, the Council held its second pre-election event which forms part of the Council’s strategy in attracting new Members to stand for election. Following a successful media campaign 64 delegates pre-registered to attend; however, disappointingly, only 31 people out of the 64 actually attended.

12. The programme for the evening included: a welcome and introduction session by the Executive Director; a Panel of current serving Councillors who shared their experiences, including specific formal roles and work in their local areas; a brief overview of member development and training by the Democratic Services Manager; a question and answer session; and an informal session at the end for networking with Councillors, officers and political agents.

13. General feedback received showed that overall the event was well-received, with the majority of attendees indicating that they would be standing for election in May.

Training and Development Programme

14. Historically, during the last year of a four year term leading up to elections, training and development activity is kept to a minimum. This tends to be due to a number of reasons including Members feeling more confident in their role and knowledge due to the earlier intensive training activity, training fatigue and a re-focus towards re-election and whether or not to re-stand.

15. This last year has been no exception with training focusing on on-going (mandatory) regulatory training (planning and licensing), Social Media, Health and Wellbeing, Equality and Diversity (mandatory), Chairing Skills, Managing Your Workload and Treasury Management (mandatory for Audit and Standards Committee Members).

Page 27 c190522 - MDTG Annual Report 16. The Members’ Learning Days have also proven to be popular with content including Licensing, Active Rother Strategy, Rough Sleepers and SMT Updates at each session.

17. Each appropriate training and development event held in 2018-19 has been evaluated on the day by participants and a summary of the results have been monitored and considered by the MDTG and published in the Members’ Area on the website.

18. Members can also benefit from attending conferences and other external events where they relate to their areas of interest or responsibility and assist in meeting the Council’s corporate objectives, as well as individuals’ personal development. Members are requested to contact their Group Leaders in the first instance if they wish to attend an external conference / event.

19. During this past year Members have attended external events on Local Government Income Generation, Playing for the Future and What Tomorrow’s Transport Technology could mean for Councils and the LGA’s Annual Culture and Tourism Conference 2019.

Finance

20. As part of the 2018/19 Revenue Budget setting process the Member training budget was reduced from £12,000 to £9,000. This, together with the separate Members’ Conference Expenses Budget of £6,000 leaves a total budget of £15,000. During this last year, as training and development activity is usually at a minimum, the budget has been adequate with just under £7,000 being spent.

21. In light of budget reductions, and in order to ensure value for money (vfm), it is essential that once Members have requested a place on a training session that the date is reserved, particularly where an external consultant or other additional expenditure such as transport is involved.

22. The MDTG receive routine budget reports throughout the year and, whilst it is evident that in most years the budget is not spent, the majority of spend will be within the first two years of a Council. The initial Member Induction Programme that is being put in place already includes a number of training sessions that will be provided by external sources and this will involve a much heavier call on the budget than in subsequent years.

Member Training and Development Attendance Statistics

23. The MDTG continues to receive an update at each meeting on the number of training events each Member has attended since the elections in May 2015; this information is primarily for use by the Group Leaders and the most recent update is attached as Appendix 1 to this report.

24. Training and Development is not compulsory, except for those Members serving on the Council’s regulatory committees; each Member has very specific training and development requirements, based on their own personal circumstances which will include experience, role (both internal and external to Rother), interests, availability and length of service as a Councillor.

Page 28 c190522 - MDTG Annual Report Terms of Reference

25. The MDTG undertook a review of the current Terms of Reference (ToR), including the membership and agreed that the current arrangements worked well. It was decided that the ToR would be reviewed by the new MDTG at its first meeting in June 2019.

Conclusions

26. This last civic year in the four year cycle, has seen the customary reduction in Member Training and Development, with only mandatory and other essential training taking place.

27. The next 12 months will be a busy and challenging time for the new MDTG; the all-out district elections in May will see a number of long-standing Councillors not seeking re-election, and this, together with the unpredictable election results, could result in many new Councillors being elected.

28. The need to ensure that Councillors therefore engage in a high quality, relevant and robust Member Training and Development Programme is therefore even more crucial than ever. The MDTG will be monitoring and evaluating the on-going Member Induction Programme and agreeing the Member Training Programme, based on the results of the Training Needs Analysis for the following 18 months after the initial induction period.

29. It has been a privilege to steer this Group since May 2015 and I am pleased with the continued high quality Member Training and Development offer. I am pleased to take this opportunity to thank formally my current fellow Task Group Members, Councillors Clark, Dixon, Kenward, Oliver and Potts for the contribution they have made over their time on the MDTG and the officer support that is provided both directly by Democratic Services and indirectly through all staff involved in guiding and providing assistance to Members.

Councillor Lord Ampthill Chairman of the Member Development Task Group

Page 29 c190522 - MDTG Annual Report Appendix 1

MEMBER TRAINING ATTENDANCE STATISTICS 2015-2019

1. Detailed below is a summary of the number of training events that each individual Member has attended since election in 2015 to date.

TRAINING TRAINING COUNCILLOR COUNCILLOR EVENTS EVENTS Lord Ampthill 40  (1) Ian Hollidge 46  (2) Abul Azad 57  Bridget Hollingsworth 19  John Barnes ** 9  Joy Hughes 58  (1) Mary Barnes 25  (1) Ian Jenkins 24  (1) Roger Bird 17  Gillian Johnson 20  Graham Browne 30  Jonathan Johnson 17  James Carroll 31  Brian Kentfield 23  (1) Richard Carroll 8  Martin Kenward 7  (1) Charles Clark 12  (1) Eleanor Kirby-Green 8  (1) Gary Curtis 48  (1) Carl Maynard 7  Kevin Dixon * 13  Martin Mooney 22  Patrick Douart 15  Doug Oliver 30  (2) Deirdre Earl-Williams ** 9  Paul Osborne 6  Simon Elford 9  Jacqueline Potts 28  (1) Robert Elliston 29  (1) Sue Prochak 27  (1) Kathryn Field 13  Chris Saint 35  (1) Tony Ganly 18  (1) Gennette Stevens 38  (1) Kathy Harmer *** 1  (1) Maurice Watson 48  (1) Sally-Ann Hart 43 

KEY  None attended since last MDTG meeting  + (number) Attended since last MDTG meeting

* Elected 15 July 2015 ** Elected 27 October 2016 *** Elected 10 January 2019

Page 30 c190522 - MDTG Annual Report Agenda Item 34. Rother District Council

Report to - Council Date - 22 May 2019 Report of the - Chairman, Councillor Paul Osborne Subject - Annual Report of the Overview and Scrutiny Committee

Recommendation: It be RESOLVED: That the report be noted.

Introduction

1. The Local Government Act 2000 states that where councils operate an executive style administration, there must be at least one committee that has the power to review or scrutinise decisions or actions which affect the authority’s area or its residents. The Overview and Scrutiny Committee (OSC) acts as a critical friend to the Cabinet (Executive) and other local service providers, helping to monitor performance and develop policies. The OSC also has the power to hold the Cabinet to account by “calling in” decisions before or after they have been taken.

2. The OSC cannot make decisions or policies themselves, but they have the power of influence. They make recommendations informed by partner and public opinions, performance information, examples of best practice and professional advice.

3. In accordance with Article 6, paragraph 6.3. (d) of Rother District Council’s (RDC) Constitution, the OSC must report annually to Council on their workings and make recommendations for future work programmes and amend working methods, if appropriate.

4. In compiling this report, consideration has been given to the terms of reference contained within Article 6 of the Constitution and how the OSC has fulfilled its role under these terms.

5. This report covers the period from April 2018 through to the end of March 2019; the report has been prepared before the last scheduled meeting of the OSC for the 2018/19 municipal year has been held.

Scrutiny at Rother

6. Currently, Rother District Council has 38 elected Members who represent 20 wards within the boundaries of Rother. With 10 Cabinet Members, this enables 28 Members to have the opportunity to be involved in Scrutiny.

7. During the period of this report, 57% of non-Cabinet Members have been involved in Scrutiny either through membership of the Council’s Scrutiny Committee or in the Task and Finish Group(s).

c190522 – OSC Annual Report to Council Page 31 Structure of Scrutiny Committees

8. During the period of this report, two Task and Finish Groups have been in operation. In addition to Scrutiny meetings, the Council can have up to four active Task and Finish Groups in place at any one time.

9. There are 12 Members appointed on the OSC and they meet formally eight times a year. The OSC is politically balanced in that its make-up reflects that of the Council as a whole and its Chairman and Vice-Chairman are elected annually from amongst its membership.

Overview and Scrutiny Committee

10. Membership as at 29 April 2019 is:

P.N. Osborne (Chairman), M. Mooney (Vice-Chairman), J. Barnes, G.S. Browne, C.A. Clark, Mrs D.C. Earl-Williams, S.D. Elford, R.V. Elliston, J.M. Johnson (ex-officio), J. Potts, Mrs S.M. Prochak, G.F. Stevens and M.R. Watson.

11. The membership changed during the municipal year with Councillor Mrs D.C. Earl-Williams replacing Councillor S.H. Earl, who had sadly passed away. The Committee has met eight times between April 2018 and the end of March 2019. This figure does not include the meeting of the Committee directly following the Annual Council Meeting when the Chairman and Vice-Chairman are elected.

12. Attendance at meetings by Members appointed to the Committee has been good with an average of 89% of the Committee attending the meetings during the period of this report.

13. The average number of reports on the agenda for each meeting was four and the average length of a meeting was one hour and twenty six minutes. The press attended two meetings and a total of 28 members of the public were in attendance at eight of the Committee meetings held during the period of this report. Dependent on the business to be considered, the relevant Cabinet Portfolio Holders continued to be invited to attend meetings.

14. Between April 2018 and the end of March 2019, the OSC received reports on a number of issues including:

 Coastal Environments Corporate Project – East Parade  Council Tax Reduction Scheme 2019/20  Council Tax Reduction Scheme Consultation Report  Final Recommendations of the Housing Issues Task and Finish Group  Flexible Homelessness Support Grant 2019/20  Formal Substitute System for Committees  Housing and Homelessness Strategy – Consultation  Housing Benefit Performance Update  Housing Benefit – Service Issues and Proposals for Improvement  Medium Term Financial Strategy 2019/20 to 2023/24  Rother District Council Corporate Programme Update  The District of Rother Parking Places Order  The Progression of the Rother District Public Realm Strategic Framework c190522 – OSC Annual Report to Council Page 32  Tourism Task and Finish Group

15. Standing items reviewed by the Committee included:

 Annual Work Programme  Call-in and Urgency Procedures  Draft Annual Report to Council  Draft Revenue Budget  Key Performance Targets  Quarterly Progress Reports on the Annual Performance Plan  Revenue Budget and Capital Monitoring Programme

Crime and Disorder Committee

16. In 2009, the Scrutiny Committee was designated as the Council’s ‘Crime and Disorder Committee’ under section 19 of the Police and Justice Act 2006. This is not a separate working or steering group; it simply means that on an annual basis, as part of their regular Scrutiny business, the OSC reviews the work of the Safer Rother Partnership (SRP) as the Council’s Crime and Disorder Committee.

17. The opportunities and challenges for 2018/19 included: rough sleeping and members of the street community, white ribbon campaigns, training on the tools and powers available to address anti-social behaviour, criminal damage, drug taking, victim domestic abuse support, rural crime (including cross border crime), tackling modern slavery, cuckooing and the use of cocaine across Rother. Youth Engagement Officers had been working within secondary schools to raise awareness of County Lines and the issues of drug supply and cuckooing, and inter-agency working enabled the Partnership to share information to assist the police with tackling crime across the district.

Scrutiny Reviews

September 2018

18. Strategic Overview and Regeneration / Cabinet Portfolio Holder Overview: The Leader of the Council provided Members with an update on the main aims for regeneration across the region, namely the Rother 2020 Programme, the South East Local Enterprise Partnership (SELEP), the North Bexhill development and the work of the Bexhill Town Centre Steering Group.

19. Rother District Council Corporate Programme Update: Members were updated on 29 key projects linked to the four aims within the Council’s Corporate Programme 2014-2021. 11 projects had been completed, two were currently in the planning phase with completion by end 2018/19 and the remainder were all underway. The cost to deliver all projects amounted to £57.8m, however not all funding had been secured. The Committee were shown a brief video showing interviews with Cabinet Members and members of the public, who spoke about some of the key projects which formed part of the Programme.

c190522 – OSC Annual Report to Council Page 33 October 2018

20. Technology and Infrastructure: Katy Thomas, Team Manager, Economic Development, East Sussex County Council (ESCC) gave Members a presentation and general update on the roll-out of Superfast Broadband across the Rother district. ESCC had appointed BT in 2013 as their delivery partner to roll out faster broadband over three years, until mid-2016. The £34m project was being funded by ESCC and central Government, through their delivery arm Broadband Delivery UK (BDUK) and BT was essentially an infrastructure investment programme. The project would bring faster, more reliable speeds and connectivity to areas not viable for private sector telecoms infrastructure providers. Since the completion of project one in 2016, there had been two further contracts signed with BT, the third and final project due to commence at the end of 2018.

November 2018

21. Housing Benefit Performance Update: Members received and considered the report of the Executive Director which gave an update on the Housing Benefit Performance against key actions. The resilience contract with Reigate and Bansted Borough Council was in place and operational, Capita’s performance had improved with more experienced officers being deployed to undertake the Council’s work, the training for new in-house staff had been delivered and more training was being planned. Service performance showed improvement in processing times in the second quarter of the year. Members congratulated staff and officers on the improvement in performance, but recognised this is a journey the Council is on.

22. The OSC also scrutinised the performance of services and the resources they use on a quarterly basis. In conjunction, the OSC looked into the wider, strategic implications for the district and the lives of residents that are represented by individual indicators and targets. Just some of the themes addressed over the period were:

 Homelessness: Members were advised that there had been the anticipated rise in the number of homelessness applications received by the Council as a result of new legislation introduced in 2017 (Homelessness Reduction Act). Members agreed it was important that the Council continued to monitor performance. In January 2019, Members received the report of the Executive Director which recommended a series of measures which would improve rates of homelessness prevention by utilising ring-fenced central government funding.  New Affordable Homes Completed: Members were concerned that the target for 2018/19 of 10 new homes seemed very low, particularly as this had already been exceeded by the end of quarter one 2018/19. Members were advised that the completion of the development in Peasmarsh had been delayed from quarter four of 2017/18, reducing delivery for the last financial year, but increasing it for this year. The target set for 2018/19 had been as a result of reviewing all the housing sites due to commence during the financial year. Lengthy lead-in times in the past had often resulted in fewer homes actually being completed during the year, which accounted for the target set. Members also considered the fact that developers were often able to reduce the number of affordable homes c190522 – OSC Annual Report to Council Page 34 provided on a site if they were deemed not viable and more explanation was requested for a later meeting.  Public Land and Highways with Unacceptable Amounts of Detritus: Members were concerned at the amount of detritus on streets and it was explained that this was due to Kier staff having to be taken off street cleansing duties to assist with refuse collection. It was suggested that this may also have been due to a hot summer and therefore more visitors to the area. Members noted that the Council were continuing to attend weekly operational team meetings with the contractor in an attempt to manage the contract performance and to sustain a positive relationship with the contractor, so that performance did not deteriorate further.  Return on Investment from Investment Assets: This was reported in cash terms as well as achieving the target percentage return that was agreed at Cabinet and full Council. The Council had forecasted a net income of £195,210.77, in quarter three, the result was £242,510.57 (net). This gave a total income for the financial year so far of £997,627.23 (net).  Temporary Accommodation (TA): Members were concerned that many households that required TA were placed in Eastbourne due to the lack of suitable accommodation in Bexhill. The Head of Service for Housing and Community advised that a piece of work was being undertaken on the issue and a number of reports would be brought forward based on recommendations made by the Housing Issues Task and Finish Group.

Recommendations to Cabinet

23. During the period of the report a total of 12 recommendations were made to Cabinet, all of which were supported by Cabinet. Details of all recommendations made to Cabinet by the OSC can be seen at Appendix 1.

Call-In

24. The OSC has not found it necessary to Call-In any decisions of the Cabinet for further scrutiny during the last year. The annual report on the Call-In and Urgency Procedures can be seen elsewhere on the Agenda for this meeting.

Task and Finish Groups

25. During the period of this report, the OSC established one new Task and Finish Groups: Tourism Task and Finish Group (TT&FG). The Housing Issues Task and Finish Group (HIT&FG) was still on-going until it was dissolved in July 2018. The Public Realm Working Group had not met during 2017/18 or 2018/19 and was dissolved in November 2018 having completed its Terms of Reference with the Public Realm Strategy being recommended to Cabinet in January 2019.

26. Members have previously requested that this Annual Report to Council incorporates a cumulative examination of the results of working groups, when they have concluded their work, to see if their recommendations and outcomes have delivered their set objectives.

Housing Issues Task and Finish Group (completed objectives / disbanded)

27. The HIT&FG was established to carry out a review of a number of housing issues across the district, namely land supply issues / development options; c190522 – OSC Annual Report to Council Page 35 affordable and social housing delivery; homelessness; and managing the impact of welfare reform. The main desired outcome of the Group was to present a forward looking and solution-focused report to OSC and Cabinet incorporating innovative ways of addressing housing issues in Rother District. The Group comprised of Councillors J. Barnes (Chairman), G.S. Browne, C.A. Clark, S.H. Earl, Mrs S.M. Prochak, J. Potts, G.F. Stevens and M.R. Watson whilst undertaking its Terms of Reference.

The HIT&FG met six times in total. Representatives from several organisations attended the meetings including Housing Trust, Clinical Commissioning Group, Department for Work and Pensions, Developers East Sussex, East Sussex County Council, Hastings Unity Group, Homes and Communities Agency, Ministry of Housing, Communities and Local Government, Optivo and Rother Voluntary Action. The recommendations from the Group were presented to the OSC on 23 July 2018 for onward recommendation to Cabinet on 30 July, but are not replicated here in the interests of economy.

OUTCOME: A consultation draft Housing and Homelessness Strategy was developed and submitted to the OSC in September and approved by Cabinet in October, with the final strategy being approved and adopted by the Council in April 2019. Measures to ensure a sufficient, continuous supply of housing land are being actively promoted.

Having fulfilled its terms of reference, the HIT&FG was disbanded.

Tourism Task and Finish Group (on going)

The TT&FG was established to review the current support to the tourism sector, including a summary of available visitor research across the district; agree work within the four areas of Future Opportunities and Trends Within the Tourism Sector, Marketing, Events and Visitor Accommodation; consult relevant identified partners and key stakeholders to inform discussions; and produce a draft revised visitor economy chapter within the Economic Regeneration Strategy. The desired outcomes of the group were to review and inform Rother’s visitor economy chapter and present a draft revised visitor economy chapter to Cabinet within the Economic Regeneration Strategy following the review. The Group comprised of Councillors Mrs M. Barnes, K.P. Dixon (Chairman), Mrs D.C. Earl-Williams, S.D. Elford, G.F. Stevens and M.R. Watson whilst undertaking its Terms of Reference.

The TT&FG have met six times and representatives from several organisations have attended including Blue Sail Consultancy, Tourism South East, Brochure Connect, East Sussex County Council, Battle Marketing Group, 1066 Country, HEM Events, 18 Hours, De La Warr Pavilion, Rye International Jazz Festival and Strand House Guest Accommodation. The Group’s recommendations are scheduled to be presented to the OSC elsewhere on the Agenda for this meeting for onward recommendation to Cabinet.

c190522 – OSC Annual Report to Council Page 36 Steering Groups

Bexhill Town Centre Steering Group

28. The Bexhill Town Centre Steering Group (BTCSG) has been established by Cabinet to deliver the vision and objectives of the Bexhill Town Centre Strategy June 2013; the Strategy seeks to collaborate with key groups and agencies in the area in its delivery plan.

29. The overarching aims of the town centre strategy are to achieve enhanced commercial vitality; to reduce levels of deprivation and to maintain and enhance the quality of the built environment and public realm. In carrying out its purpose the BTCSG will engage fully with town centre communities and drive collaboration between the key agencies with responsibilities in this area.

30. By working with the community, businesses and partners, there is an opportunity to create a positive, attractive identity for the town centre that will see enhanced commercial and social vitality, reduce levels of deprivation and attract innovative and entrepreneurial people.

31. The BTCSG comprises: Councillors I.R. Hollidge (Chairman), A.K. Azad, Mrs J.M. Hughes, B. Kentfield and C.R. Maynard and the following officers: Dr Anthony Leonard, Executive Director, Ben Hook, Head of Service Acquisitions, Transformation and Regeneration and Melanie Powell, Regeneration Officer.

32. In November 2018, Cabinet agreed the revised Terms of Reference and timescale for delivery to undertake a more strategic approach to defining the shared vision for the town centre. To develop this shared vision and a new strategy, focused workshops with key stakeholders from the current BTCSG membership, as well as additional partners, were held on 19 and 20 March 2019.

Overview and Scrutiny Chairman’s Statement

33. From the contents of this report it is evident that this has been another busy and productive year for the OSC. As Chairman, I am pleased with the progress that has been made in terms of improved scrutiny processes and comprehensive contributions from outside representatives. I would like to thank the Members of the Committee for their attendance and their input to the many debates that have taken place.

34. The Task and Finish Groups that we have established continue to do a lot of good work with regard to the individual tasks that they have been set. I would particularly like to thank the Members of these Task and Finish Groups, as well as outside representatives and officers for their time and input.

35. I would like to thank Councillor Martin Mooney, my Vice-Chairman and Democratic Services, in particular Louise Hollingsworth for their continued support throughout the year.

Councillor Paul Osborne Chairman, Overview and Scrutiny Committee c190522 – OSC Annual Report to Council Page 37 Risk Assessment Statement Failure to produce this report would be in breach of Article 6, paragraph 6.3. (d) of the Constitution.

c190522 – OSC Annual Report to Council Page 38 Appendix 1 REFERENCES TO CABINET

From April 2018 until March 2019, the Overview and Scrutiny Committee (OSC) referred the following reports to Cabinet:

23 APRIL 2018

1. CALL-IN AND URGENCY PROCEDURES: The OSC received a report on the Council’s Call-In and Urgency Procedures. The Committee requested an amendment be made that any two non-executive Members of Council who need not be Members of the OSC be able to call-in a decision with effect from the new civic year and the Constitution be amended accordingly.

Cabinet agreed to support the recommendation to Council on the proviso that at least one of the two Members requesting a call-in must have been present at the Cabinet meeting in question and have heard first-hand the debate and reasons for decision; the proposed new structure would also be subject to review after one year.

2. COASTAL ENVIRONMENTS CORPORATE PROJECT – EAST PARADE: The OSC received a report from Cabinet and a detailed presentation from Cheryl Poole, Programme and Projects Officer and Julian Porter, District Curator, on the four projects proposed for the Bexhill East Parade. Members were supportive of Project A, improvements to the easternmost end of East Parade and a new Bexhill Sea Angling Club building, but requested that the architects reconsidered the design of the clubhouse to be sympathetic with the heritage theme and recommended that the remaining three projects be further developed and brought before Members as appropriate.

Cabinet was fully supportive of the project and agreed to recommend to Council that the project proceed as submitted. The project was considered long overdue and all Members were looking forward to it coming to fruition. It was hoped that as a consequence, public access to the Sea Angling Club and its facilities would be improved.

11 JUNE 2018

3. COUNCIL TAX REDUCTION SCHEME 2019/20: The OSC considered the report of the Executive Director and given a presentation by Chris Watchman, Revenue and Benefits Manager, detailing the proposed changes to the Council Tax Reduction Scheme (CTRS) for the financial year 2019/20. The proposals were the result of work undertaken jointly by all the East Sussex Councils. Cabinet were requested to approve the proposals set out within the report and the Council Tax for Care Leavers be approved for consultation.

Cabinet was supportive of the OSC’s recommendation submitted.

4. HOUSING BENEFIT – SERVICE ISSUES AND PROPOSALS FOR IMPROVEMENT: The OSC received the report of the Executive Director detailing the processing times for housing benefits, which had been picked up through the performance reports as an area of concern. The Assistant Director Resources explained that processing times were in the bottom quartile of local authority performance and, within this quartile, were also c190522 – OSC Annual Report to Council Page 39 towards the bottom. Members were supportive of the proposals for improvement detailed in the report.

Cabinet was supportive of the OSC’s recommendation submitted.

10 SEPTEMBER 2018

5. HOUSING AND HOMELESSNESS STRATEGY - CONSULTATION: Members considered a report of the Executive Director detailing the draft Consultation Plan and Consultation Document for a Rother Housing and Homelessness Strategy. The aim of the consultation plan was to provide statutory and voluntary partners, resident groups and interested parties an opportunity to certify that Rother District Council had identified the key housing issues that affected Rother, and to give their views on what the housing priorities for the Rother district should be. The outcomes of the consultation exercise would formulate a final Housing and Homelessness Strategy, which would be used to steer the direction of Housing Services, including the homelessness and housing options services, over the next five years (2019-24) and be in place for April 2019. The OSC were supportive of the proposed questionnaire and approach and agreed to recommend to Cabinet.

Cabinet was supportive of the approach and approved both documents for the consultation process.

15 OCTOBER 2018

6. MEDIUM TERM FINANCIAL STRATEGY 2019/20 TO 2022/23: The OSC considered the report of the Executive Director on the Medium Term Financial Strategy 2019/20 to 2022/23 which set out the main financial issues affecting the Council’s Revenue Budget, Capital Programme and Reserves.

Cabinet considered the OSC’s comments and were supportive of the recommendations submitted.

26 NOVEMBER 2018

7. THE PROGRESSION OF THE ROTHER DISTRICT PUBLIC REALM STRATEGIC FRAMEWORK: The OSC gave consideration to the report of the Executive Director that detailed progression of the Rother District Public Realm Strategic Framework (PRSF). A draft PRSF had been produced by officers and was presented as an appendix to the report for Members’ consideration and recommendation to Cabinet for public consultation (including relevant stakeholders).

Cabinet was pleased to endorse the draft PRSF.

8. COUNCIL TAX REDUCTION SCHEME CONSULTATION REPORT: The OSC received and considered the report of the Executive Director, which gave Members an update on the outcome of the Council Tax Reduction Scheme (CTRS) consultation and made the final recommendations for the scheme design. Cabinet were requested to approve the proposals set out in the report.

c190522 – OSC Annual Report to Council Page 40 Cabinet was supportive of the recommendations submitted.

9. THE DISTRICT OF ROTHER PARKING PLACES ORDER: The OSC considered the report of the Executive Director detailing the proposed changes to the Parking Places Order and which gave three options to consider for recommendation to Cabinet. The Committee were supportive of the option to draft and consult on one new District of Rother Parking Places Order and requested for approval from Cabinet.

Cabinet agreed that the option recommended by the OSC be approved.

28 JANUARY 2019

10. DRAFT REVENUE BUDGET 2019/20: The OSC considered the draft Revenue Budget proposals which detailed the financial settlement figures for 2019/20 and made recommendations to Cabinet, to be considered at its meeting on 11 February 2019.

Cabinet noted the OSC’s comments and agreed to increase Council Tax at Band D by £5.13 (2.9%) per annum and set at £179.45.

11. KEY PERFORMANCE TARGETS 2019/20: The OSC considered the report of the Key Performance Targets for 2019/20, which proposed that the Council measured 10 Key Performance Indicators (KPI): Housing and Homelessness (4 indicators), Benefits Performance (2 indicators), Waste and Recycling (2 indicators) and Asset Income (2 indicators).

Cabinet was supportive of the OSC’s recommendations. It was acknowledged that the KPIs selected would adequately reflect a review of the Council’s performance.

12. FLEXIBLE HOMELESSNESS SUPPORT GRANT 2019/20: The OSC considered the report of the Executive Director which recommended a series of measures which would improve the rates of homelessness prevention, by utilising ring-fenced central government funding in the form of a Flexible Homelessness Support Grant.

Cabinet was supportive of the OSC’s recommendation submitted.

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