Minutes – Community Affairs Committee – 4 December 2023
The agenda and papers for this meeting are available here: Community Affairs Committee – 4 December 2023 – agenda and papers
The minutes of this meeting are presented below.
You can also download a PDF copy of the minutes here: Minutes – Community Affairs Committee – 4 December 2023
COMMUNITY AFFAIRS COMMITTEE
Minutes
Date: 4 December 2023
Time: 5.30pm – 6.50pm
Location: The Council Chamber – The Council House • North Street • CHICHESTER • West Sussex • PO19 1LQ
PRESENT: Councillors Apel, Chant, J Gershater, Knight, Kondabeka, Squire
EX-OFFICIO: The Mayor (Councillor C Gershater), Councillor Butler (Chairman of Planning & Conservation), Councillor Scicluna (Chairman of Finance)
ALSO IN ATTENDANCE: The Town Clerk, the Deputy Town Clerk, Civic & Council Support Officer, Community Officer, Helen Marshall (CEO and Chairman of Chichester BID), Hilary Bartle (CEO of Stonepillow), Aly Oliver-Ede and Bud Hagon (Young Persons Information Shop), Carley Sitwell and Ian Swann (Friends of Centurion Way)
39. APOLOGIES FOR ABSENCE
RESOLVED to accept and approve apologies and reasons for absence from the meeting from Councillors Loxton and Hitchman.
The Deputy Mayor, Councillor Corfield, was absent.
40. DECLARATIONS OF INTEREST BY MEMBERS OF THE COMMITTEE IN MATTERS ON THE AGENDA FOR THIS MEETING
Councillor Chant declared an interest as The Young Persons Information Shop is an asset lock for his Community Interest Company.
Councillor Kondabeka declared an interest as a Trustee of the Young Persons Information Shop.
Councillor Scicluna declared an interest in all four friends’ associations.
41. MINUTES OF THE COMMUNITY AFFAIRS COMMITTEE MEETING HELD ON 4 SEPTEMBER 2023 AND THE DISCRETIONARY GRANTS MEETING HELD ON 2 OCTOBER 2023
RESOLVED to approve and sign as a correct record the minutes of the Community Affairs Committee meeting held on 4 September 2023 and the Discretionary Grants Meeting held on 2 October 2023.
At this point the Chairman took agenda items 7 and 8.
42. PRESENTATIONS FROM OUTSIDE ORGANISATIONS
Stonepillow
Ms Hillary Bartle, CEO of Stonepillow, gave Members a powerpoint presentation about the organisation (Slides attached).
In response to a question from Councillor Chant, Ms Bartle explained that the high level of local rents meant they were having to move clients out of the area which created a higher chance of failure. Members were informed that the average rent was £950 and short-term hostels were being used for longer periods, highlighting the need for more affordable, quality, local housing.
Members discussed how Stonepillow clients might access timely healthcare. Ms Bartle advised that mental health issues often prevented this with anxiety and behavioural difficulties often contributing to a negative spiral.
The Mayor offered to talk to the NHS Community Trust he was involved with for advice.
Members were invited to visit Stonepillow if they wanted to learn more about what the charity did.
In response to suggestions from Members, Ms Bartle advised that their current location was ideal for their clients to access but an additional storage facility would be welcome.
Young Persons Information Shop (YPIS)
Aly Oliver-Ede and Bud Hagon gave Members a presentation using Powerpoint (slides attached).
Councillor J Gershater asked what happened with clients with more serious mental issues that the YPIS could not deal with and was informed that the YPIS dealt with all clients and recommended services to them, and that nobody was turned away.
Councillor Chant asked how the YPIS planned to expand given the lack of space at their current location. The Committee was informed that space was a struggle and that, while Graylingwell continued to offer use of their community café, there was a need for confidential counselling rooms.
Councillor Butler asked how they reached boys as the service was mostly used by girls. She was informed that the YPIS used sports such as skateboarding and outreach at the skatepark and schools to let all children know they were available for help.
43. UPDATES ON GRANTS AWARDED
Friends of Centurion Way (FOCW)
Carley Sitwell gave an update on the project, explaining the difficulty the group were having in getting West Sussex County Council (WSCC) to take responsibility for the original ownership and ongoing maintenance and insurance liabilities of the replacement archway.
She reported that this was hampering meaningful progress on the project and without proof of ownership, they were unable to raise any additional funds.
Members were advised that WSCC had previously maintained the sculpture, along with other sculptures along Centurion Way and that they hope to put in a bid to the UK Shared Prosperity Fund, but this could not be done without support from WSCC.
Ms Sitwell informed Members that FOCW had not spent their Grant funding and requested an extension. She also said that FOCW would appreciate City Council support in getting WSCC to admit their ongoing ownership and liabilities.
It was reported that West Sussex County Councillor Joy had been approached for support but had not been able to pursue this due to personal commitments.
Councillor Oakley suggested that it may be worth exploring whether a Community Highways Scheme would be an appropriate route to pursue for this project.
It was AGREED that the deadline for spending the grant money would be extended and that the issue would be revisited in 12 months time. It was further AGREED that the Town Clerk would write to Matt Davey at WSCC asking for clarification on the issue.
At this point the Chairman took agenda item 5b.
44. POLICING AND SECURITY IN THE CITY
Chichester BID
Members were informed that the Christmas lights “switch on” had been a success. They were further informed that businesses were bracing for shoplifters with reports of larger gang robberies but that there was a good police presence in the city of 4 or 5 officers.
Councillors were advised that the new Chief Inspector of Sussex Police had been invited to the next board meeting and that the Chichester City Ambassadors were out patrolling and feedback from retailers had been positive.
The meeting returned to the published agenda order.
45. UPDATES ON ACTIONS FROM THE PREVIOUS MINUTES NOT COVERED ELSEWHERE ON THE AGENDA
(a) Provide a list of useful contacts to the hygiene bank (minute 20 refers)
Members were advised that this had now been completed.
(b) Advise Chichester District Council of the date of the 2024 Chichester Gala (minute 21 refers)
Members were informed that the date would be 29 June 2024 and that the Chilli & Cheese Festival would be on June 22/23, meaning no date clash in 2024.
(c) Invite Sussex Police to send a PCSO representative to the next Committee meeting (minute 22b refers)
The Town Clerk reported that Sussex Police had been unable to provide an officer to attend the meeting. However, PCSO Ebou Faal had attended a briefing with the Chair of the Committee and the Town Clerk on 31st October to provide an update on activities and service developments.
(d) Prepare a report on LGBTQ+ inclusion and diversity (minute 25 refers)
This item was deferred until the March 2024 Committee meeting.
e) Organise late autumn voluntary sector networking event in the Assembly Room (minute 27 refers)
Members noted the report that had been circulated with the agenda and that this event would be taking place 5 December 2023, and all are welcome to attend.
f) Organise a voluntary sector promotion and recruitment event in the Assembly Room (minute 27 refers)
Members were informed that this would be organised in the New Year, after compiling data from 5 December event.
g) Complete ward-based community asset mapping (minute 28 refers)
It was reported that South Ward councillors had provided a list of assets and that remaining wards were still outstanding. A deadline of 31 January 2024 was given.
46. POLICING AND SECURITY IN THE CITY
(a) Community Wardens
Members noted the reports from the Community Wardens that had been circulated with the agenda.
(b) Chichester Police
Councillor Vivian requested that questions for the PCC Katy Bourne be provided to him as she will be attending an overview & scrutiny committee meeting at CDC in the new year.
47. TO NOTE REPORTS RECEIVED FROM THE FOLLOWING:
- Friends of Chartres: Councillor Scicluna gave verbal report of the recent Christmas party that had been held at the Bishop’s Palace.
- Friends of Ravenna: It was reported that their Christmas Party would be on 5 December in The Assembly Rooms.
- Friends of Speyer: Members were informed that a committee meeting had been held on the previous Friday and that an AGM was planned for 25 January 2024, to elect a permanent committee.
- Friends of Valletta: Members noted the report that had been received which included a request for a link between Chichester Cathedral and Valletta Cathedral.
- Chichester Tree Wardens: No report had been received.
48. UPDATES ON GRANTS AWARDED
Think18:
Members noted the report had been provided, thanking the Committee for their funding contribution.
49. REVIEW OF CITY COUNCIL DISCRETIONARY GRANTS AND CONCESSIONS
It was proposed by Councillor Chant proposed, seconded by Councillor Kondabeka and unanimously AGREED that the recommendations of the working group be adopted.
It was RECOMMENDED to the Finance Committee on 11 December 2023 that the draft City Council budget for 2024/2025 be amended in line with the Working Group recommendations such that:
£50,000 per annum be made available from the City Council’s CIL allocation for the provision of funding for defined projects submitted by community groups and organisations.
£50,000 per annum be allocated from the City Council revenue budget for the longer term provision of funding for local voluntary groups.
The committee further AGREED that a follow up meeting of the Working Group be called for January 2024 to agree the criteria for the two schemes for recommendation to the March 2024 meeting of the Community Affairs Committee.
50. INSTALLATION OF A HEADSTONE FOR THE VICTIM OF THE WORLD WAR TWO LIBERATOR CRASH
Councillor Scicluna summarised her report and advised that she was requesting funds to provide a headstone for the victim.
The committee requested that Councillor Scicluna bring more detailed information about costs, permission from the family and cemetery approval to a future meeting.
51. ITEMS FOR THE NEXT AGENDA
- Gala expansion – Councillor C Gershater to research celebrating twinning links.
- New Park expansion plans
- Evening and Nighttime Economy update
- Headstone for war victim – Councillor Scicluna to report
- LGBTQ+ issues – Councillor Chant to report
52. DATE OF NEXT ORDINARY MEETING
DATE OF NEXT MEETING ORDINARY MEETING: MONDAY 4 MARCH 2024
The meeting closed at 6.50 pm
Actions arising from this meeting
| Minute ref. | Agreed action | Assigned for action to |
| 41 | Councillor C Gershater to talk to the NHS Community Trust about Stonepillow clients accessing services. | Councillor C Gershater |
| 42 | Town Clerk to write to Matt Davey at WSCC asking for clarification of Friends of Centurion Way archway responsibilities. | Town Clerk |
| 44(f) | Organise Voluntary Sector Promotion and Recruitment Event in the New Year | K Coffey |
| 44(g) | Complete ward-based community asset mapping | North, West, East and Central Wards |
| 45(b) | Provide Councillor Vivian with questions for the PCC Katy Bourne for overview & scrutiny meeting in the New Year | All Councillors |
| 49 | Get more detailed costs, permission from the family and cemetery approval for the war victim headstone. | Councillor Scicluna |