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Minutes – Business Plan Sub-Committee – 18 May 2026

The agenda and papers for this meeting are available here: Business Plan Sub-Committee – 18 May 2026 – agenda and papers.

The minutes of this meeting are presented below.

You can also download a PDF copy of the minutes here: Minutes – Business Plan Sub-Committee – 18 May 2026.

BUSINESS PLAN SUB-COMMITTEE

Minutes

Date: Monday 18 May 2026

Time: 10.00am to 12:16Pm

Location: Council Chamber, The Council House • North Street • Chichester • West Sussex • PO19 1LQ

PRESENT: Councillors C Gershater (CG), Quail (SQ), Miall (RM), Russell (NR), McHale (SMH).

ALSO IN ATTENDANCE: Town Clerk (TC), Deputy Town Clerk (DTC), Council Services and Support Manager (CSSM), Project Manager (PM).

BP2026/11 ELECTION OF CHAIR OF THE SUB COMMITEE FOR 2026/2027

Proposed, seconded and RESOLVED that Councillor Miall be elected as Chair of the Sub-Committee for 2026-2027.

BP2026/12 APOLOGIES FOR ABSENCE

There were none.

Councillors Chant and Kondabeka were absent.

BP2026/13 DECLARATIONS OF INTEREST

There were none.

BP2026/14 SUB-COMMITTEE MEETING TIMES FOR 2026/27

The Sub-Committee AGREED meeting times for the year would be 10am.

BP2026/15 MINUTES OF THE PREVIOUS MEETING

The minutes of the meeting held on 9 February 2026 were approved and signed by the Chair as a correct record.

BP2026/16 UPDATE ON ACTIONS FROM PREVIOUS MEETING

Most of the actions are to be discussed elsewhere on the agenda.

  • The Community Affairs Committee had approved the events feed agreement with Chichester Living.
  • The staging project was complete.

BP2026/17 PROJECT MANAGERS REPORT

The Project Manager presented their report. They advised that:

A 50% reduction on the costs of the lighting installation at Litten Gardens had been agreed with the contractor due to the issues with the bollard performance.

Oaklands Park scheme was currently on hold pending a decision on the type of lighting to be re-installed at Litten Gardens and the outcome of Chichester District Council (CDC) design consultation on a new cycle track scheme, although CDC were not currently planning on installing lighting on the new path.

St Pauls Road, we are still awaiting a response from the developer to our letter dated 28th February 2026.

Wayfinding and What’s on – the e-ink developer has come back to the Council to offer a proposal of a 50% refund on the original invoice costs, and in addition they would like to continue the trial, so the two remaining screens will be upgraded with new SIM technology and redeployed in the city. In addition, the developer will waive the 12 months of CMS management fees, effectively allowing us to extend the project and run the project for no cost for 12 months.

A wide-ranging discussion was held considering the options and whether the scheme could be made to work. Members agreed that if they were to continue, it would be sensible to consider phasing the project with the improvements to mobile phone infrastructure in the city.

The staging project is complete and has been handed over to the property team.

Decision: E-Ink Screen trial.

The Sub Committee RESOLVED to reject the proposed offer of a 50% discount on the original invoice as a rebate and to discontinue the project whilst pursuing a larger refund.

Decision: Expenditure request to Council

The sub-committee RESOLVED to submit to council a request to amend to the Terms of Reference for the Business Plan Sub-Committee and the Council Scheme of Delegation as follows:

  • 9d. To request approval of expenditure up to £20,000 within existing budgets for the delivery of City Plan projects.

BP2026/18 DARK SPACES: PROPOSALS FOR REPLACEMENT LIGHTING FOR NEW PARK FOOTPATH

The Project Manager (PM) outlined the various options for the installation and advised that they were still awaiting a quotation from Enerveo for installation of a replacement scheme under the West Sussex County Council (WSCC) PFI scheme.

There remains £35k in the Dark Spaces budget until the end of 2026/27.

Members asked if it was possible to develop a hybrid scheme that used mains power to top up the solar charge when there was insufficient battery charge for the lights. PM advised that the technology is still new and emerging, so may be a risk.

Members asked for feedback from councils that have already installed the solar technology on how well it has worked, especially in winter and in areas with significant tree cover. PM advised that they would make contact and report back to the finance committee.

Action: The Sub-Committee requested that the PM prepare a detailed report for the Finance Committee, including costs for the solar hybrid model and other mains and PFI options for comparison.

BP2026/19 FLORENCE PARK: CAPITAL FUNDING STRATEGY

The Sub-Committee considered the PM’s report reviewing the funding requirements for delivery of the Florence Park community centre.

Noted that, currently, there was a shortfall of approximately £1million to delivering the full project, with the major shortfall being for the delivery of phase 3.

The proposal was to raise the shortfall from charitable grants and to submit funding applications to meet these needs.

There was a recommendation to establish a working group to support his work.

The group considered the likely funding pressures on delivery of phases one and two and how the £84K shortfall may be covered.

The sub committee considered the future management of the project development and agreed that the PM’s fortnightly update report would be reinstated and agreed that members were free to attend the weekly update meeting held at 1pm on a Thursday with the Chair and PM in order to monitor project progress.

A working group comprised of members of the Sea Cadets, City Council and community representatives would be established to consider community engagement.

Cllr Russell left the meeting at 12 noon.

Decision: Formation of Working Groups

The Sub-Committee RESOLVED to establish a working group to develop a fundraising strategy for raising the shortfall, to consider project progress and to develop a community engagement strategy. Membership to comprise PM, RM, SMH, SQ, representatives of the Sea Cadets and Sarah Sharp and Simon Oakley. Councillors J. Gershater and N. Russell to also be invited. The group to meet bi-monthly.

Action: The Sub-Committee requested that the PM update the Capital Funding Strategy document to incorporate modifications to the action plan, to be approved at the Finance Committee meeting on 10 June 2026.

Action: The Sub-Committee requested that the PM ask The Fundraisers consultancy for a quotation for preparing a stage 1 National Lottery Funding bid.

BP2026/20 FLORENCE PARK: PROCUREMENT

The PM advised members on progress of the procurement process for the detailed design work. The two closest organisations to the lowest bid will be invited to interview by the panel.

BP2026/21 ITEMS FOR NEXT AGENDA

  • Funding update

BP2026/22 DATE OF NEXT MEETING

Date of the next ordinary meeting – Monday 17 August 2026

Meeting closed at 12.16pm

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