Issue - meetings

The Leader’s Portfolio

To consider report OSC/303 of the Chair of the Council-owned Neighbourhood Parades Scrutiny Panel, which was referred to the meeting of the Overview and Scrutiny Commission on 5 September 2022.

RESOLVED

That the Cabinet:

i)        Engages the Council's Business and Economic Development Team to signpost all neighbourhood parade tenants to business and training support, advice, and resources (e.g., the West Sussex Retail Hub) at the beginning of and, when appropriate, during their tenancy.

ii)       Incorporates into any future review of CCTV coverage in the borough an assessment of any blind spots at any neighbourhood parades, including through representations to the Safer Crawley Partnership.

iii)      Prepares and sends an annual questionnaire to parade shop tenants, with the process reviewed after the second year, based on the experience of the extent of demands on officer time this creates.

iv)      Subjects the lease agreement to an external test of the language used (e.g. Crystal Mark accreditation) and produces a summary version in plain language, accompanying while not substituting for the legal content of the main lease, for which tenants must continue to ensure they obtain their own independent legal advice before signing.

v)       Requests the Cabinet Member for Public Protection and Community writes to the local district commander at Sussex Police requesting that they enhance the arrangements of a zero-tolerance policy on alcohol consumption at the parades and increase patrols from Sussex Police/PCSOs.

vi)      Requests that Sussex Police provides tenants with updates on the mechanisms for crime and anti-social behaviour reporting.

vii)    Considers a capital resource allocation to assess a further round of neighbourhood parade improvements, to maintain the benefits delivered by the previous programme.

viii)   Requests that officers circulate to all councillors details of the Asset Team's small budget allocated for improvement works on the neighbourhood parades.

ix)      Raises awareness among parade businesses on options for putting together their own Business Improvement Districts (BIDs) if they consider that matters such as an enhanced inspection and cleaning regime and dedicated warden patrol patterns would be desirable as an increased priority for the neighbourhood parades.

x)       Gives instructions to the Asset Team that confirm that they must pro-actively prevent the build-up of unacceptably high tenant debt in the interests of the tenants and Council taxpayers, to include the realistic consideration of an early termination of tenancy in preference to allowing an increasing debt with no prospect of repayment.

xi)      Continues to maintain a web presence for all neighbourhood parade shops that wish to be represented, with this forming part of the offer of a new lease assignment.

Reasons for the Recommendations

The Cabinet adopted those recommendations which it considered practical and viable considering the current financial restraints on the Council, whilst having due regard for the detailed work of the Panel.

The Panel’s original recommendations reflected the objectives set out in the scoping framework.  The main aims of the Panel were to examine the various roles of Crawley Borough Council’s neighbourhood shopping parades, explore how effectively these were being discharged, and to consider any improvements that could be made.

The Panel’s recommendations were consciously framed with a whole Council approach, noting that contributions can be made by various departments beyond that  ...  view the full decision text for item 5

Councillor Nawaz left the room and took no part in the discussion or vote on this item.

Councillor Lanzer as Chair of the Council-owned Neighbourhood Parades Scrutiny Panel presented report OSC/303, the Panel’s final report to the Cabinet. The Cabinet was reminded that the main aims of the Scrutiny Panel were to examine the various roles of Crawley Borough Council’s neighbourhood shopping parades, explore how effectively these were being discharged, and to consider any improvements that could be made.

The Cabinet was informed that the Scrutiny Panel’s large number of recommendations were consciously framed with a whole Council approach, noting that contributions can be made by various departments beyond that responsible for the Property Strategy, and by partner organisations.

Councillor T Belben presented the O­verview and Scrutiny Commission’s comments on the report as detailed in report OSC/304 to the Cabinet following consideration of the matter at its meeting on 5 September 2022, which included:

·       Endorsement of the report and recommendations and thanks to all Panel members and officers involved in the process.

·       Disappointment at the response rate to the parade tenant section of the consultation but recognition that further in-person consultation had been successful.  The need for tenants to seek legal advice when signing a lease was discussed, and concerns were raised about the level of arrears owed.

·       Some concern about the costs involved in some of the recommendations.

Councillor Crow was invited to speak on the item and in doing so thanked the Panel for its considerations and recognised the importance of the work that was done.  Concerns were raised regarding the appropriateness and viability of recommendations (a), (b), and (m).

Councillors C Mullins and S Mullins spoke as part of the discussion on the report.  It was considered important to ensure the neighbourhood parades continued to be community hubs with their own identities – the work of the Panel reflected this, but there were hesitancies about the financial implications of some of the recommendations especially as it would be difficult to fairly distribute funds or resources across all parades.  It was highlighted that there were problems of crime and anti-social behaviour in some areas and this was a matter for Sussex Police; it would not be appropriate or fair to request the Council’s community wardens to undertake further work on this issue.  Also discussed was the extent to which the Council should have influence on the balance of trades  at the parades.

The Leader of the Council, having heard the views expressed by the Cabinet and the Overview and Scrutiny Commission, concluded that it was possible to adopt some of the Panel’s recommendations.  Others however were not financially viable at present in light of the current financial restraints on the Council, or not practicable (for example, because it was difficult to exercise control over the balance of trades/uses).  It was also highlighted that the Council needed to maintain a professional tenant-landlord relationship with shop tenants and some of the recommendations were seen to confuse or compromise  ...  view the full minutes text for item 5

To consider report OSC/303 of the Chair of the Council-owned Neighbourhood Parades Scrutiny Panel.

The Commission considered report OSC/303 of the Chair of the Council-owned Neighbourhood Parades Scrutiny Panel, Councillor Lanzer.  

The OSC was reminded that the main aims of the Scrutiny Panel were to examine the various roles of Crawley Borough Council’s neighbourhood shopping parades, explore how effectively these were being discharged, and to consider any improvements that could be made.  Commission members were informed that the Scrutiny Panel’s large number recommendations were consciously framed with a whole Council approach, noting that contributions can be made by various departments beyond that responsible for the Property Strategy, and by partner organisations.

As a result of the final report and the discussion Councillor Lanzer (Chair of the Panel), the Head of Corporate Finance, Asset Manager and Democratic Services Officer (JT), the following points were expressed:

·       There was general support for the report and the Panel’s work.  Panel members and officers were thanked for a thorough review and comprehensive report.

·       The Commission considered the Panel’s recommendations to be practical and offered support for actively encouraging the use of the borough’s parades.  It was commented that they provided a community hub for the neighbourhood and there was a need to focus on engagement and awareness going forward.

·       It was felt disheartening that there had been a low response to the parade tenant section of the Panel’s survey but acknowledged that tenants’ attendance at the Panel’s meetings and witness sessions had been positive and engaging.

·       There was support for various points documented within the report including the cleanliness of the parades, safety aspects, local community engagement and the cost of living (ie affordability). It would be beneficial to look at the cost of living in parallel with the cost of services.  It was acknowledged that signposting businesses was important to ensure they receive the support and assistance as and when required, particularly to providing information regarding the rent review process.

·       Clarification sought and obtained on the maintenance responsibilities as outlined within each lease agreement; most of the responsibilities for building upkeep fell to the tenant.

·       It was felt that there was a need to diversify the range of units on the parades as usage had changed over time. It was subjective as to what constituted a ‘good range of parade shops’. Demand for parade units was high and some may appear vacant but were already let. Traditional uses were popular with shoppers and the parades should reflect this however there was a need for balance of necessity and achieving rent rate. Additionally some use classes were more profitable than others and it was acknowledged that use classes under Planning legislation had become streamlined. 

·       It was recognised that legislation implemented during the pandemic had restricted the measures that the Council as landlord could take to recover owed funds. This legislation was due to fall away in September 2022 and whilst the majority of tenants worked well with the Council to manage their finances, it was noted a large portion of the substantial arrears was owed by a  ...  view the full minutes text for item 4