The Chair will formally welcome everyone to the meeting.

The Board’s Chair welcomed Board Members to the meeting and thanked Clacton Central Library for hosting the meeting.  The Chair then introduced Lisa Hastings (Tendring District Council’s (TDC’s) Corporate Director – Governance) and Damian Williams (TDC’s Corporate Director – Operations and Delivery).  They were attending for specific items on the agenda for the Board’s meeting.  Lastly, the Chair referenced the attendance at the meeting of C/Insp Stuart Austin, the newly appointed District Commander for Essex Police.

The Board is asked to note any apologies received from members of the Board.

The Board was advised of the apology for absence of Neil Gallagher, Rob Mitchell-Gears and Nigel Farage MP.

The Board is asked to approve as a correct record the minutes of the meeting of the Board held on 20 March 2025.

The Board is further asked to consider the actions contained in those minutes.

The Minutes of the meeting of the Board held on 20 March 2025 were submitted to the Board for confirmation.

It was AGREED that the Minutes of the meeting of the Board held on 20 March 2025 be received and confirmed as an accurate record of that meeting.

In relation to the required actions, it was noted that the intended presentation on the Government funded Community Regeneration Partnership (Minute 63 of 20 March 2025 refers) and the schemes it was proposed to pursue in Clacton-on-Sea through that Partnership would now be provided to the next meeting of the Board.

Board members are invited to declare any Interests in accordance with the Board’s Code of Conduct.

Board Members were invited to make any declarations of interest in respect of the matters to be considered at this meeting. At this point in the meeting there was a declaration of interest from Sharon Alexander in respect of the matters considered at Minute 73 below as it involved a discussion around the delivery of the contract with CVST around Community Engagement in support of the 10-year plan for the Board.  The declaration arose as she was the Chief Executive Officer of CVST.  In view of the nature of the discussions envisaged, Sharon would leave the meeting during that part of the meeting and the presentation would be made by Yvette Welton.

Lisa Hastings (Tendring District Council’s (TDC’s) Corporate Director - Governance) addressed the meeting to remind the Board Members of the requirements for robust declaration of interests arrangements and avoidance of conflicting interests by Board Members and at Board meetings.  This requirement had been in the original Government Guidance under the Long-Term Plan for Towns programme and had been repeated in the newer Government Guidance under the Plan for Neighbourhoods programme. 

In accordance with the Board’s adopted ‘Avoiding Conflicts of Interest and Upholding the Nolan Principles” policy (Minute 16(d) of 25 May 2024), all Board Members had been invited to complete and submit the declaration of interest information on 16 May 2025.  By virtue of the adopted policy these needed to be returned within 28 days. 

Declarations of interest needed to be made at Board Meetings when they arose and also for decisions to be taken between meetings. 

The Board discussed the arrangements referenced by Mrs Hastings. Some concern was raised around any publication of home address details recorded in the declaration of interest forms submitted by Board Members.  The Board was advised that Members could request their home address to be withheld from any publicly available record of interests.  Should a Member not initially make such a request, when submitting their general interests form, they would be contacted to ensure that making such a request had not been overlooked by them. 

It was AGREED that the letter to Board Members dated 16 May 2025 be recirculated with the Board’s ‘Avoiding Conflicts of Interest and Upholding the Nolan Principles” policy and the general declaration of interests form for the Board and that any extant general declaration of interests forms be returned before the next Board meeting.

The Board is asked to approve its terms of reference which have been updated to reflect the new Plan for Neighbourhoods name.

The adopted Terms of Reference for the Board were resubmitted to the Board with amendments to reflect solely the change in the name of the Government programme from “Long Term Plan for Towns” to “Plan for Neighbourhoods”.

It was AGREED to approve the changes to the Terms of Reference of the Board to reflect the fact that it was now operating within the Government’s “Plan for Neighbourhoods” programme.

The Board will be informed of any decisions that have been made since the last meeting of the Board.

Further to the decision at the 20 March 2025 meeting of the Board to adopt the “Decision Making Protocol between Board Meetings” (Minute 62 refers), it was proposed to have a standing item of business to note the position in respect of such decisions since the previous meeting. 

It was AGREED to note that since the Board’s meeting on 20 March 2025 there had been no decisions under the “Decision Making Protocol between Board Meetings”.

The Board will consider a report on any updates received from MHCLG in respect of the Plan for Neighbourhoods including:-

-    Governance submission (and approval/feedback if received); and

-    Datapack & insights – including Zencity data.

Further to the decisions of the Board at its last meeting (Minute 59 of 20 March 2025 refers), the Board was advised that the Ministry of Housing, Communities and Local Government (MHCLG) had been advised of those decisions:

“It was AGREED:

(1)   To note the overview of the new Plan for Neighbourhoods provided to the Board (which itself highlighted the changes that had been made from the position as it applied to the previous Long Term Plan for Towns programme);

(2)   to approve the full retention of the Board’s membership and governance structure to serve as the new Board under the Plan for Neighbourhoods programme, noting that Health and Education were already represented on the Board;

(3)   to amend the Clacton-on-Sea ‘Plan for Neighbourhoods’ area/boundary to include the mixed use development areas identified in the Local Plan to 2033 of Hartley Gardens, Rouses Farm and Cooks Green Farm (north of the Clacton Shopping Village); and

(4)   to authorise the District Council’s Deputy Chief Executive to submit the above decisions to the Government’s MHCLG by the deadline for confirmation of these matters of 22 April 2025.”   

MHCLG had also been advised of the Board’s adopted terms of reference and code of conduct policy and the authorised use of capacity funding to date and plans for additional spending going forward.

The Board was advised that, following the above submission, MHCLG had raised a question around the proposed revised boundary which was being taken as solely a mapping issue.  A revised map had been submitted to MHCLG with the assistance of Tendring District Council’s Planning Directorate. Once validation of the Board’s arrangements was completed by MHCLG the associated additional £200k capacity funding would be provided.

It was AGREED to note the position in respect of the submission of arrangements for the Board to MHCLG.

The Board was further advised that we were awaiting the “Clacton-on-Sea - local data profile” from MHCLG which would provide indicators for policy investment themes and neighbourhood demographics and deprivation information from a range of data sources collated together specifically for each of the Plan for Neighbourhood place.

The Board was also advised that MHCLG had commissioned a targeted survey through ZenCity to deliver statistically representative insights from the population of each Plan for Neighbourhoods place. This survey was live at the time of the Board’s meeting, and the question set was included in the report to the Board. This ZenCity survey was provided at no additional cost to Boards and was intended to supplement

community engagement data secured locally.

In the discussion of this item, the potential benefit of repeating the ZenCity survey at points during the delivery of the Regeneration Plan was identified to assess perceived improvements.  This would be raised MHCLG as to its plans.  On the same theme, there appeared to be some overlap between the ZenCity question set and previous survey work from a number of years ago around national indicators and, if this data was still accessible, it could provide for a  ...  view the full minutes text for item 70.

The Board will consider a report which will include:-

(1)     the guidance on the Regeneration Plan (if published);

(2)     a draft brief and process for selecting consultants that fits with the masterplan; and

(3)     a request for nominations to sit on the sub-group / steering group.

The report submitted to the Board on the issue of the Regeneration Plan and it set out the broad approach being followed to develop that plan.  The plan would comprise both the long-term vision for Clacton-on-Sea for the next 10 years along with a more detailed 4-year investment plan for the town.   As previously advised to the Board, the list of possible interventions in the Regeneration Plan could fall under the one or more of the following themes:

·        Regeneration, High Streets, and Heritage.

·        Housing;

·        Work, Productivity, and Skills;

·        Cohesion;

·        Health and Wellbeing;

·        Transport;

·        Safety and Security; and

·        Education and Opportunity.

The MHCLG guidance to underpin the development of the Regeneration Plan was still awaited.  However, the timetable in the prospectus for the Plan for Neighbourhoods programme envisaged the Regeneration Plan being submitted to Government this winter. 

Alongside the update for the Board on the progress to date with the process of developing the Regeneration Plan, the Board was reminded that a Clacton Town Centre Masterplan was being developed in support of the separate Government funded Community Regeneration Partnership programme for Clacton-on-Sea.  The draft timeline for taking developing that Masterplan was also reported to the Board.   The need for the Community Regeneration Partnership Masterplan and the Plan for Neighbourhoods Regeneration Pan to be complementary documents was clear for all to see.  For both plans there was a need to ensure that the Police ‘designing out crime’ approach was actively considered.

The Board was also advised on the approach to secure support for the development of the Regeneration Plan and the soft market testing that had taken place to date.  The specification for the support contract from an appropriately qualified business was something that needed to be completed; and this would benefit from involvement from Board Members.  As the specification was being developed within Tendring District Council it was important that Board Members should, ideally, not be from that Council.

It was AGREED:

1.    To note the proposals and timetable for the development of the Regeneration Plan; and

2.    To establish a sub-group to act as advisors on the specification for the procurement of support in developing the Regeneration Plan and that the Sub-Group would be comprised of Laura Taylor-Green and Greg Myddleton (from the Office of the Police, Fire and Crime Commissioner).

The Board will receive oral updates on the following work on engagement:-

-    Community;

-    Business; and

-    Youth.

Yvette Wetton, Head of Infrastructure at CVST (who was leading on Community Engagement) provided a slide presentation on the intended community engagement work being undertaken by CVST on behalf of the Board. 

CVST would be using an online engagement app to identify community priorities and ambitions so that the Town Board could ensure that any plans are co-created with the community from the start.  Engaging with individuals and communities simply, easily, and effectively, the online platform would allow local people to have their say on a specific place, good or bad, and to make positive suggestions to improve it.

CVST were working with ‘Create Streets’ who had worked with other local Town Boards in coproducing plans with their communities. 

In addition to the digital tool, CVST would arrange a diverse array of activities targeted at engaging distinct parts of our community – this would include pop up events either on their own or as part of larger prominent events in the town.  Specific focus groups and events for collecting local people’s voices as well as targeted engagement working with other local voluntary and community sector organisations to ensure that there would be a demographically representative sample.

The intention was to commence the engagement formally on 1 June 2025.  In support of this CVST were liaising with TDC’s Communications Team.  The intention would be to submit initial findings to the Board at the end of July 2025 with a final report in the autumn.  The timeline was presented as follows:

In the discussion, the opportunity to work in conjunction with the Clacton Hospital was referenced, as was the opportunity for the Police Communications Team to promote the engagement.  There was also a hope that some of the access to health issues referenced earlier in the meeting around the ZenCity survey could be picked up in the community engagement work this matter was concerned with. 

It was AGREED to receive and welcome the update provided on the community engagement work to be undertaken on behalf of the Board by CVST.

[Note: In accordance with the declaration made earlier (Minute 68 refers), the Board Member Sharon Alexander left the meeting for the duration of this item as it concerned the delivery of a contract procured from CVST (of which she was the Chief Executive Officer) in respect of community engagement to support the development of the Board’s Regeneration Plan.]

The Board will receive an oral update on the work of the Enforcement Sub-Group.

Damian Williams, TDC’s Corporate Director – Operations and Delivery updated the Board on the proposals discussed at the recent meeting of the Board’s Enforcement Sub-Group. 

Damian reflected on a proposal that he was developing around a team of officers that would seek to address enforcement issues around the standard of shop fronts etc. at the initial or initiation level.  Should issues then need to be referred to relevant professional teams, due to alleged non-compliance, it would at that stage be referred to them.   In this way there was a triage style approach.  There would also be a building on the good working arrangements the Council had with the Divisional Neighbourhood Policing Team.  The proposal outlined by Damian would then need to be developed through the District Council’s governance arrangements before it could be implemented.

Other members of the sub-group spoke about the meeting and the support for the approach being proposed.  There was also reference to a finding against Brentwood District Council concerning its response to an enforcement complaint.

A draft letter from the Board’s Chair and the chair of the Town’s Tourism Group to owners/operators of premises considered to be in need of shop-front improvement was also circulated to the Board.

The need to be prepared for any resistance to improvements requested from premises owners/operators approached as part of these efforts to improve shop fronts was commented upon.  Having pre-prepared press statements could be beneficial for such circumstances.

It was AGREED, that:

(a)     the proposals referenced to the meeting for a new enforcement team within Tendring District Council be supported;

(b)     the draft letter from the Chair and the Tourism Group to premises owners/operators encouraging improvement in shopfronts be noted; and

(c)     an update from the enforcement Sub-Group be provided to the next meeting of the Board.

The Board will receive an oral update / presentation on the launch of the Board’s website and the Love Clacton branding.

The Board was advised that the ‘Love Clacton’ streetlamp post banners were to be installed in the Town Centre in the week following the Board’s meeting.  In total there would be 70 such banners installed using the range of themes and colours previously outlined to the Board. 

The Board also received a ‘walk-through’ video of the Town Board’s new website showing its various features and content.  The website was now fully operational.  In the resulting discussion that followed the ‘walk-through’ video the opportunity for news from the Divisional Police around Clacton-on-Sea activities was referenced as was the Safer Streets funding expansion of the Town Centre CCTV system.  It was also suggested that there should be a link to the Tendring4Growth website to facilitate businesses accessing the information and resources available on that website.  

The opportunity for the Board website to articulate the level of partnership working that exists locally was commented upon.

It was AGREED to receive and welcome the update provided on the installation of the 70 ‘Love Clacton’ branded streetlamp banners and the implementation of the Board’s website and that the proposals for enhancements to the website be actively considered.

The Board will receive a report updating it on its current finances and budgets.

The report itself is “To Follow”.

The Board was reminded of its decisions around budget allocation from its meeting on 23 March 2025 (Minute 61 refers).  This included the uses to which the existing £250K capacity funding awarded for the Board in relation to the development of the Regeneration Plan and proposals for the allocation of funding from the £200K anticipated in this financial year following approval of the Board’s revised boundary and governance arrangements by MHCLG. 

In so far as when expenditure was likely to be incurred, the Board was provided with the following table (presuming that the £200K identified above was forthcoming): 

The report also addressed project management support for the preparation of the Regeneration Plan (and individual project delivery), a part-time communications role for the work of the Board, the part-time Town Centre Manager role for Clacton-on-Sea, additional engagement work with businesses, young people and visitors and the enforcement proposal mentioned earlier in this meeting.

In respect of the project management elements identified above, Tendring District Council was developing the job description and determining the time commitment required for this role. The cost of a full-time equivalent (FTE) project manager was estimated to be around £55,000 per annum, including oncosts. To finance this from the Plan for Neighbourhoods capacity funding, it would be necessary to reallocate existing funds scheduled for 2026/27 to the current 2025/26 financial year.

It was AGREED:

1.       to note the current budget position, including expenditure and commitments to date; and 

2.       to note the intention to request a reallocation of capacity funding, currently profiled for 2026/27, to the 2025/26 financial year. This reallocation would support the appointment of a project manager to help deliver the Plan for Neighbourhoods, contingent on receipt of the additional £200,000. 

At the end of the meeting, Officers would like to get some group photos of the Board with the street banners, that can then be used for a press release.

The Board’s Chair reported that he, along with the other 75 Chairs of Plan for Neighbourhood Boards across England, had been invited to a networking and reception day being held in Central Hall Westminster on Tuesday 10 June 2025. Minister Alex Norris MP would be attending the event.  Unfortunately, the Board’s Chair was unable to attend the event and he proposed that the Deputy Chair attend in his place.

Under this item, Board Members noted that there was a ‘Coast Clean’ campaign event on 6 June 2025 (between 9.30am and 11.30am) being hosted by CGN Restaurants/McDonald’s in Clacton-on-Sea.  The event was being organised with a local litter-picking group and other volunteers were always welcome.

The intention was for the next meeting to be held in July 2025.  This would be followed by meetings in October and December 2025 and then March 2026.

The Board is invited to fix a date for its meeting in July 2025 and to think further about future dates and their relation to the feeding into the milestones for the regeneration plan.

To be confirmed in due course.