Decisions

WSCC/045/18/HA      Outdoor Performance Area.  Downlands School, Dale Avenue, Hassocks, West Sussex, BN6 8LP

87.1   Ms Lord stepped down from the Committee for the duration of the meeting in order to attend and speak as the local member.

87.2   The Committee considered a report by the Head of Planning Services, as amended by the agenda update sheet (copy appended to the signed copy of the minutes).  The report was introduced by James Neave, Principal Planner, who gave a presentation on the proposals, details of the consultation and key issues in respect of the application.

87.3   Mr Mark Wignall, Head Teacher, Downlands School spoke in support of the application.  Creative and performing arts are important to children’s development and provide numerous skills crucial to the workforce.  Due to budget cuts many schools have reduced investment in this area and GSCE entries in these subjects have fallen substantially.  Downlands School has already invested in music and dance and the outdoors performance area will add to this.  It will be used as an all-weather social area, a new creative classroom and for performances and events in the evening.  Ofsted has said “the school makes an exemplary contribution to the community” and this facility will be offered for community use.  The Parish Council are supporting the project with a £10,000 grant.  Residents and community groups support the proposals.  There is ample on-site parking for events.  Traffic movements for evening events will be lower than for school events.  The nearest properties are over 150 metres away and have no line of sight.  The amphitheatre will not have amplified sound.  The school will do its best to maintain the old oak tree.

87.4   Ms Kirsty Lord, Member for Hassocks and Burgess Hill South spoke on the application.  Downlands is an ‘outstanding’ school, well regarded in the local community and it takes its community remit seriously.  It also takes its commitment to the arts seriously, providing new music and dance facilities.  The outdoor performance area will serve a dual purpose: it can be used to deliver lessons and performances, and will also provide a social space and dining area.  It will deliver a space for the growing community.  The dance studio is already used by community groups.  Sports facilities are already used in the evenings and at weekends on a similar timetable.  Concerns about noise and light can be dealt with through the conditions proposed.  The site is shielded from housing.  There will be no loss of outdoor space.  The Council should support schools to provide arts provision.

87.5   During the debate the Committee raised the points below and clarification was provided by the Planning Officers, where applicable:

Benefits to the school

Point raised – the proposal would provide a wonderful facility for the school and community.

Response – none required.

Siting, design and impact on trees.

Points raised – What would the impact be on the roots of the established oak tree?  The Chairman clarified that the the Head Teacher has stated that the school is committed to doing its best to maintain the oak tree.

Response – The WSCC Arboriculturist objected because the proposal would result in a significant incursion into the root protection area and this has already been compromised by other development.  Owing to the poor quality of the tree survey submitted, the potential impacts upon the tree are somewhat unclear. Condition 6 – requires that an Arboricultural Method Statement must be submitted and approved before any works take place.  On balance, the relocation of immature oaks and new planting would to some degree offset any negative impact on the established oak tree. 

Lighting in relation to South Downs National Park

Point raised – The South Downs National Park Authority would wish to ensure that there is minimal impact from lighting on the area of the Park.

Response – Condition 5 would control the detail of any permanent lighting.  Temporary lighting used for performances would be directed inwards and downwards to minimise light spill and would only be used during approved hours of use.

Consistency of hours of use with Hassocks Sports Centre

Points raised – Are the evening and weekend hours of use consistent with Hassocks Sports Centre?

Response – Condition 3 allows eight evening events at the school per calendar month, between 18:00 and 21:00 with no use on Sundays or Bank Holidays.  The sport centre is open until 21:00 Monday to Saturday, and until 22:00 3 days per week and until 19:00 on Sunday.  The floodlit pitch can operate until 21:00 Monday to Saturday and to 19:00 on Sundays and Bank Holiday, and the lighting must be switched off after 19.30 on Saturdays and not used at all on Sundays.

87.6   The substantive recommendation was proposed by Mr Patel and seconded by Ltd Cdr, Atkins and was put to the Committee and approved unanimously.

87.7   Resolved – That planning permission be granted subject to conditions and informatives set out in Appendix 1 of the report, as agreed by the Committee.

RESOLVED that the following nominations for appointment and reappointment as Local Authority School Governors be approved:

·         Mrs Stephanie Lewis appointed to Chesswood Junior School for a Four year term.

·         Mr John Daughtery reappointed to Durrington Infant and Durrington Junior School Federation.

The Call-in Deadline is the 5 March.

At its meeting on 25 February 2019 the Worthing County Local Committee considered the Community Initiative Funding applications received via the West Sussex Crowd as set out in Appendix A.

RESOLVED that the following pledges be approved:-

·         291/W – Home Start Arun, Worthing and Adur Parenting Workshops, up to £3,000 toward venue hire and marketing costs.

·         298/W – East Worthing Community Centre, New soft play surface at E W Community centre, up to £5,000 toward extending the existing soft play area surrounding the building

·         301/W – We Are Foodpioneers, Food for conversation in Worthing, up to £4482 toward funding cookery sessions, space hire and marketing costs.

·         325/W – Worthing Philharmonic Orchestra 70^th Anniversary, up to £3,151 toward purchasing a stage extension.

·         326/W – Friends of Downsbrook Forest School, up to £6,000, toward building a ‘forest school’ for pupils and a dedicated cabin for the community.

·         328/W – Tide of Light, Planet Plastic Schools Workshops, up to £3379.52 towards the cost of running 8 recycling workshops for schoolyears aged 2 to 5.

·         333/W – Worthing Dementia Action Alliance, Dementia Friendly Adur and Worthing, up to £2680 (plus any unallocated CIF from the 18/19 financial year).

·         334/W – Friends of Homefield Park, Homefield, Worthing People’s park, up to £3504, toward delivering community workshops and producing park info boards.

The Call-in Deadline is the 5 March.

At its meeting on 25 February 2019, the North Horsham County Local Committee agreed to authorise the Director of Law and Assurance to implement the proposals for double yellow lines on Christs Hospital Road, The Avenue, Station Road and King Edward Road, including the two short stretches of single yellow line on Christ Hospital Road, as detailed in the maps attached at Appendix A.

The call-in deadline is 5 March 2019

At its meeting on 25 February 2019 the North Horsham County Local Committee considered the Community Initiative Funding applications received via the West Sussex Crowd as set out in Appendix A.

 The following pledges were approved:-

•        290/NH – Barns Green Resurface Tennis Courts, up to £5,000 towards repairing cracks in two courts and resurfacing Court 1

•        302/NH – Road Safety in Forest Ward, up to £3,676 towards purchasing a mobile Speed Indicator Device (SID) and insurance

The call-in deadline is 5 March 2019

A contract for integrated advocacy services is to be delivered from July 2019. This procurement has been undertaken jointly with Brighton & Hove City Council and East Sussex County Council.

Initially the contract will integrate two statutory services: Independent Mental Capacity Advocacy and Independent Care Act Advocacy.  There is scope for Independent Mental Health Advocacy to be included from April 2020.

Key decision AH7 18-19 approved the procurement of an integrated advocacy service. Accordingly an experienced provider has been procured through a compliant, open and competitive procurement.

The Director of Adult Services has delegated powers to award the Contract to the bidder that provides the most advantageous tender.

The Director of Adult Services has approved that the contract for an Integrated Advocacy Service for up to 6 (4 & 1 & 1)years be awarded to PoHWER who submitted the highest scoring tender.

The European Agricultural Fund for Rural Development (EAFRD) finances the European Union's contribution to rural development programmes. West Sussex County Council (WSCC) submitted an expression of interest in 2018 which was received favorably and approval is now being sought to submit a formal application and to deliver various works along the Downs Link.

The Downs Link is an off-road Public Right of Way and the work delivered, if the bid is successful, will enable surfacing improvements along five sections as well as improved signage and interpretation. The funding, if secured, will improve a Public Right of Way that is popular for walking and cycling and is used for both commuting and leisure. It is anticipated that the increase in use, following the improvements, will increase support to local businesses from visitors.

The Cabinet Member has approved:

1)   the submission of the grant funding application for £612,000 to European Agricultural Fund for Rural Development (EAFRD) for improvements to the Public Right of Way and promoted route, the Downs Link as described in the report;

2)   the use of existing S106 and Highways Maintenance Block funding in 2019/20 to match fund the bid, as detailed in paragraphs 4.3-4.4.; and

3)   the delegation of authority to the Director of Highways and Transport to a) enter into the necessary legal agreements with the funding body if the bid is successful and b) commence the procurement process and award associated contracts to deliver the work.

As part of the County Council’s commitment to building stronger and more resilient communities it recognises the vital role played by the voluntary and community sector in developing a healthy and dynamic civic society across West Sussex.

To evidence this commitment a set of clear Partnership Principles to reset the relationship between the Authority and the voluntary and community sector (VCS) were agreed in 2018.

To sustain and strengthen the role played by the VCS within the many communities of West Sussex the County Council has worked with the providers of local voluntary and community sector infrastructure services, the District and Borough councils and representatives from Health to develop a fit for purpose model to ensure adequate support and advice is available to support and enable the continued growth of dynamic and effective voluntary organisations across the county.

The Cabinet Member has approved:

1)     the Voluntary & Community Sector Infrastructure (VCSI)  Alliance proposal to provide VCSI in West Sussex in support of the objectives of the 2017-22 West Sussex Plan;

2)     the award of a grant of £206,070 per annum to the VCSI Alliance for a period of three years from April 2019; and

3)     the continuation of a funding partnership with District & Borough Councils to support VCSI provision in West Sussex via a formal ‘Declaration of Intent’ Partnership Agreement document.

To support completion of the County Council budget for the financial year 2019/20 there needs to be agreement of the extent to which discretionary fees and charges are increased.  As a rule, the fees and charges will be increased by the Retail Price Index, as at September 2018, 3.3%.  This is in line with the County Council’s policy to budget for cost inflation.  All changes will be implemented from 1 April 2019, unless otherwise stated.

The Cabinet Member for Finance and Resources has approved that;

1)   the discretionary fees and charges as set out at Appendix A take effect from 1 April 2019 or as otherwise stated within this report; and

2)   the Directors, in consultation with the Director of Finance, Performance and Procurement and the relevant Cabinet Member/s, be granted delegated authority to vary fees and charges in-year within their respective portfolios in support of achieving their income budgets, taking account of changes in service costs, the market environment, demand and/or service levels and any statutory constraints, except where other specific decision-making arrangements have been formally adopted (for example, on-street car parking).

The proposed A29 Realignment Scheme will deliver a ~4km bypass to the east of Eastergate, Westergate and Woodgate villages.  The new road alignment will provide the highway infrastructure needed to mitigate the impacts of planned strategic development of 30ha of employment land and 3,720 new homes in the area.  Along with alleviating problems of traffic congestion along the existing A29, notably at the Woodgate level crossing which causes delays on a key access route to Bognor Regis.

To date, West Sussex County Council has commissioned the consultants WSP to carry out a Route Option Review of the A29 Realignment Scheme, develop the preliminary design and Full Business Case (FBC).  The previously submitted Strategic Outline Business Case to the Coast to Capital Local Enterprise Partnership (LEP) allocated in principle £13m of Local Growth fund to the scheme, subject to submission and approval of a FBC.

The Cabinet Member for Highways and Infrastructure has:

(1)     Approved the identified route for the A29 Realignment set out in sections 3.4 and 3.6 of the report;

(2)     Approved the A29 Realignment Business Case (exempt appendix to the report) for submission to Coast to Capital LEP for its approval;

(3)     Delegated authority to the Director for Highways and Transport, in consultation with the Director for Finance, Performance and Procurement, to enter into a Funding Agreement with Coast to Capital LEP for the whole scheme once approved;

(4)     Agreed to commence public consultation on the proposed scheme for the A29 Realignment described in section 3 of the report in Feb/March 2019;

(5)     Authorised, subject to business case approval, the commencement of a process to procure and award a ‘design and build’ contractor for Phase 1 of the A29 Realignment scheme from the approved list of contractors on the Highways and Transportation Framework;

(6)     Delegated authority to the Director for Highways and Transport to award the design and build contract following the outcome of the procurement process; and

(7)     Delegated authority to the Director for Highways and Transport to submit a planning application for Phase 1 of the scheme.

         (Due to consultation requirements and the need to ensure as much advance notice of the proposals and the scheme timetable as possible, there has been publicity for this decision.  This has been undertaken subject to the call-in process and will not prejudice any request for call-in.)

Following the call-in by the Environment, Communities and Fire Select Committee the Cabinet Member confirmed the following:

Thank you for making recommendations on the A29 Realignment Scheme (HI20 18/19) which were that the Committee:

•    Supports, in principle, the need for the A29 Realignment Scheme.

•    Calls on the Cabinet Member for Highways and Infrastructure to withdraw this decision and reconsider it in light of the concerns expressed by members today, and that any further decision which commits the County Council to any course of action relating to this is not published until after the current public consultation takes place, in which all contributions are given close consideration.

•    Agrees for the BPG to look into the current process surrounding the initial costing of major projects.

The scheme will help to deliver the West Sussex Transport Plan and the recently adopted Arun Local Plan which has established the principle of strategic development in the area and the A29 Realignment as part of the supporting infrastructure package.  By providing improved infrastructure to support the economy, I consider that the scheme will also help to deliver the West Sussex Plan which is our commitment to our residents.  Therefore, it is now up to the County Council to deliver the A29 Realignment to support the delivery of development and meet the needs of current and future residents.

It is clear to me from the information given by officers that withdrawing the decision would result in delays to the delivery programme.  This is a major infrastructure project with multiple funding partners and dependencies, so delaying the delivery programme would incur potential legal, financial and reputational risks.  Although I acknowledge the level of local concern that exists about the scheme that was reflected in the Committee debate and recommendations, I also note that the Committee supports, in principle, the need for the scheme.  Therefore, I consider that the decision should not be withdrawn as to do so would delay the delivery programme and could jeopardise delivery of the scheme.

However, in response to the Committee’s recommendations, I can confirm that comments received during the consultation will be taken into account before the scheme design is finalised.   I will also ensure that procurement of a design and build contractor should only take place provided that no substantive changes are required to the scheme.  I hope that these assurances will demonstrate to the Committee that the feedback received during the public consultation will be given due consideration as the scheme develops. 

Yours sincerely

Roger Elkins

Cabinet Member for Highways and Infrastructure

As part of its capital programme management, in line with the County Council’s West Sussex Asset Management Policy and Strategy, the Council continually reviews its property estate. This includes consideration of assets which are likely to become surplus to operational requirements, i.e. no longer needed. In addition, the Council acquires or develops assets to meet statutory and service requirements as well as the Council’s wider purposes, including investment or to promote social and economic development opportunities. From time to time these activities give rise to decisions to purchase, dispose of or to develop an asset.

In February 2018 Full Council approved the Capital Programme for 2018/19 which included £50m for Investment Property Opportunities to deliver a revenue return as part of its overall Treasury Management Strategy to deliver the investment ambition agreed by Council. 

In line with the approach the Cabinet Member has endorsed the acquisition of the freehold of a property in Hove, East Sussex.

The County Council’s Future West Sussex Plan set outs its ambition to minimise the burden of local taxation, delivering the best outcomes for residents with the money it spends, whilst living within its means.  In 2018 the County Council agreed to adopt an Asset Management Policy and Strategy. An objective of the strategy is to acquire, manage, maintain and dispose of property effectively, efficiently and sustainably, together with optimising financial return and commercial opportunities.

In 2018 the County Council agreed the Choices for Future Strategy which included the relocation of adult day care services from Glenvue day centre.  The County Council now proposes to lease the Glenvue day centre to Age UK East Grinstead.

The Cabinet Member has endorsed:

1)   The decision that the County Council declares Glenvue Day Centre, Railway Approach, East Grinstead, East Grinstead, West Sussex, RH19 1BS, surplus to service operational requirements and that;

2)   the County Council enters into a sub-lease of Glenvue Day Centre, Railway Approach, East Grinstead, East Grinstead, West Sussex, RH19 1BS, with AgeUK East Grinstead and that; 

3)   authority is delegated to the Executive Director of Economy, Infrastructure and Environment in consultation with the Director of Law and Assurance to conclude the terms of the lease with AgeUK. 

The Crawley Growth Programme (CGP) is a key delivery mechanism to achieve the economic growth outcomes agreed in the Crawley Growth Deal. The programme is supported by financial allocations from the Coast to Capital Local Enterprise Partnership, West Sussex County Council (WSCC) and Crawley Borough Council. A WSCC decision in December 2017 (OKD03(17/18)) agreed funding allocations and delivery governance for the projects within the CGP. A critical CGP project approved in December 2017 is the improvements at Eastern Gateway in Crawley Town Centre.

Preliminary design and engagement has now been completed for the Eastern Gateway improvement scheme and it is proposed that scheme delivery is now progressed further through the procurement of a design and build partner from the WSCC Highways Design and Build framework.

The scheme will:

·         Improve connectivity between the town and key development sites in the vicinity of the proposals including the Town Hall, County Buildings, Crawley College and Telford Place;

·         Support the delivery of residential and commercial development in Crawley Town centre;

·         Improve the public realm and living environment in the town.

The Executive Director for Economy, Infrastructure and Environment has approved the commencement of a call-off procurement under an existing framework agreement for a design and build partner, from the WSCC Highways Design and Build framework, to progress the Crawley Eastern Gateway proposal.

Woodlands Meed is a Special School and College for 2-19 year olds located in Burgess Hill.  This report sets out the potential options to improve accommodation for the 15-19 year old pupils who are currently educated at the Woodlands Meed College site in Birchwood Grove Road, Burgess Hill.

The existing accommodation has significant suitability and condition issues meaning the College is unable to offer the full curriculum and unable to accommodate the full range of Special Educational Needs.  This currently results in the need for young people to be educated in costly placements in the independent non-maintained school sector.

Following a feasibility study to assess different potential solutions for improving the College it is proposed that the County Council develops the proposal to rebuild Woodlands Meed College on its current site and expand it by an additional 30 planned places from 100 to 130.  In order to progress this option it is necessary to appoint a design team through the County Council’s Multi-Disciplinary Consultant to undertake the design work required to develop the feasibility design into a formal proposal. This will entail the submission of a planning application and for all construction works to be fully designed, enabling costs to be sought for all elements of the proposal including construction, ICT, and furniture and equipment.

Once all costs are known, the Full Business Case for the project will be considered within the County Council’s Capital Programme governance.  Should this result in the development of a proposal to proceed it will be subject to the Key Decision process.

The Cabinet Member for Education and Skills has approved the allocation of £0.5m from the Capital Programme to enable a costed design to be produced for rebuilding and expanding Woodlands Meed College on its current site. The decision is subject to approval by the County Council in February 2019 of an allocation for Woodlands Meed within the Capital Programme.

WSCC/030/18/SWInstallation of new lighting layout to the existing car parking area.  The Glebe Primary School, Church Lane, Southwick, West Sussex, BN42 4GB

70.1   The Committee considered a report, as amended by the agenda update sheet, by the Head of Planning Services (copy appended to the signed minutes).  The report was introduced by Sam Dumbrell, Planner who provided a presentation on the proposals, details of consultation and key issues in respect of the application. 

70.2   Mr Barry Candy, local resident, spoke in objection to the application.  The need for lighting is accepted, but the tall lighting columns in the car are intrusive and impact on residents’ amenity; they should be replaced with bollard style lighting.  A school governor has stated that the tall lighting columns in the car park had not been a requirement.  The installation of lighting was sub contracted to a company based in Birmingham that has stated it is not prepared to amend the design which was done without any visit to the location.  A consultation was then carried out, but the design has not been changed.  The Head Teacher has stated that she was not engaged regarding the design, and would be happy with an alternative.  The tall columns are out of scale with the size of the car park.  The intensity of the lamps in the lighting columns is greater than that of the nearby highway lighting.  Residents’ objections are supported by their current County Councillor, and by a previous one as well.  The Committee is urged to either prevent the use of the tall lighting columns in the car park or impose restrictions on their height.

70.3   Mr David Simmons, Member for Southwick spoke on the application.  He requested that this matter be brought before the Committee.  The tall lighting columns in the car park cause a loss of amenity to local residents and can be said to have a significant impact on adjacent properties.  Shielding of lamps on tall columns does not prevent light spill.  Due process has not been followed: the lighting columns were installed without planning permission and without consultation.  Consideration of the impact has not included the floodlights on front of the school.  Lighting levels are unacceptable; only ‘adequate’ lighting is required and this could be obtained by use of bollard lighting in the car park.  Where bollard lighting is proposed along the access road, which next to walls and vegetation, it is considered adequate.  The bollard lighting has no impact on the adjacent Conservation Area and so should be used throughout.  The person in support of the application lives on the school site.  The designers/engineers did not even visit the site before the tall lighting columns were installed.  The part of the application recommending lighting columns in the car park should be rejected.

70.4   In response to points made by the speakers, Planning Officers clarified the following:

·         On the last point made Mr Simmons, the Committee is required to consider the acceptability of the whole application.

·         In relation to suggested bollard lighting for the car park, the WSCC Street Lighting Team has stated that bollard lighting can be blocked by parked cars and this may obscure a small person/child. 

·         As soon as Planning Officers were made aware of the installation of the lighting in the car park without planning permission the school was advised to submit an application to regularise the matter.

·         The WSCC Street Lighting Team has acknowledged that the column lighting is brighter than lighting on the adjacent highway but that it is not overly bright.  Baffles on their eastern side as well as timings, as required in condition 7 – Hours of Use, will limit the impact.

·         Painting the columns green, as required in condition 3 – Finishes, could help alleviate concerns about the industrial look of the lighting columns.

70.5   During the debate the Committee raised the points below and clarification was provided by the Planning Officers, where applicable:

Lamp intensity

Point raised – Shielding of lamps (baffles) does not work well or it has only a limited effect.

Response – None given.

Height of lighting columns in the car park

Point raised – The height of the lighting columns in the car park seems excessive, even at the proposed reduction to 4m.  It was agreed that bollard lighting for the car park could prove a risk to small people/children.  The designers did a poor job and the design could be improved.

Response – None given.

Conservation area

Point raised – There is a lack of information about the impact of the development on the Conservation Area, such as location of Listed Buildings and the church.

Response – The impact of the proposed lighting, upon the conservation area and on Listed Buildings was highlighted, as were the comments of Adur District Council (Planning & Environmental Health) and the WSCC Archaeologist, neither of whom raised any concerns.

Bat survey

Points raised – Why has a bat survey not been carried out, especially given the significant impact that lighting can have on bats?

Response – The WSCC Ecologist was not consulted on the need for a bat survey because these are generally only required for major works, such as demolition of buildings where there might be roosts.  Lighting is generally installed under permitted development and therefore, in most instances, a bat survey is not undertaken.

Five year replanting and maintenance plan

Points raised – Condition 5 – Tree Protection Statement should be amended, based on standard wording, requiring a five year replanting and maintenance plan.

Response – Should the Committee wish to propose this then this would be reasonable.

70.6  Mr S Oakley proposed that Condition 5 – Tree Protection Statement should be amended, based on standard wording, requiring a five year replanting and maintenance plan.  This was seconded by Mr Barrett-Miles, and put to the Committee and approved unanimously.  The final form of wording of the condition was delegated to the County Planning Team Manager.

70.7   Mr Barrett-Miles proposed that the item be deferred on the following grounds:

·         Pending further investigation into the impact of the design on the conservation area, listed buildings and surroundings adjacent to the site;

·         To ascertain whether or not a bat survey is required; and

·         To further investigate the impact on residential amenity caused by the current light spill and height of the lighting columns in the car park and to establish a way of mitigating this.

The proposal to defer was seconded by Lt. Cdr. Atkins.  The Committee voted on the proposal to defer the item, which was approved by a majority.

70.8   Deferred – for the reasons set out Minute 70.7 above, as stated by the Committee.

70.9   The Committee recessed at 2.35 p.m. and reconvened at 2.46 p.m.