Agenda, decisions and minutes

Venue: The Guildhall, St Peter's Place, Canterbury

Contact: Pippa Tritton  01227 862 009 Email: democracy@canterbury.gov.uk

Items
No. Item

466.

Apologies for absence

Minutes:

An apology for absence was received from Councillor Sonnex.

467.

Substitute Councillors

Minutes:

Councillor Glover was in attendance as a substitute for Councillor Sonnex.

468.

Declaration of any interests

TO RECEIVE any declarations for the following in so far as they relate to the business for the meeting:-

 

a.       Disclosable Pecuniary Interests

b.       Other Significant Interests (what were previously thought of as non-pecuniary Prejudicial interests)

c.       Voluntary Announcements of Other Interests

 

Voluntary Announcements of Other Interests not required to be disclosed as DPI’s or OSI’s, ie announcements made for transparency reasons alone, such as:

         Membership of outside bodies that have made representations on agenda items, or

         Where a Councillor knows a person involved, but does not have a close association with that person, or

         Where an item would affect the well-being of a Councillor, relative, close associate, employer, etc but not his/her financial position.

 

[Note: an effect on the financial position of a Councillor, relative, close associate, employer, etc; OR an application made by a Councillor, relative, close associate, employer, etc, would both probably constitute either an OSI or in some cases a DPI].

 

Minutes:

In relation to the item on Strategic Grants Funding the following declarations were made:

 

Councillor I Stockley made a Disclosable Pecuniary Interest declaration due to his wife’s role as trustee of Herne Bay Pier Trust and advised that he would leave the Chamber when this item was discussed.

 

Councillor Butcher made an Other Significant Interest declaration due to her role as trustee of Northgate Community Centre (Over Sixties Service) and advised that she would leave the Chamber when this item was discussed.

 

Councillor R Jones and Howes made voluntary announcements that they had previously been trustees of Herne Bay Pier Trust.  Councillor Howes also made a voluntary declaration that he was a user of the Kent MS Therapy Centre.

 

Councillor Glover made a voluntary announcement that areas discussed in the Strategic Grants and Parish Council Capital Grants scheme were within her Ward.

 

In relation to the Water Bottle Filling Points item, Councillors N Baker and Glover made voluntary announcements that they were trustees of Whitstable Castle. The site was mentioned in the report but was not under discussion as a possible location at the meeting.

 

Councillor I Stockley made a voluntary announcement that he was a member of the King’s Hall Working Group in relation to the King’s Hall summer analysis and recommendation report.

469.

Public participation

The Chairman to report any requests from members of the public who have given notice that they wish to speak on any item on the agenda.  The public must give notice to Democratic Services by 12.30pm on the working day before the meeting.

Minutes:

The Chairman advised that there were two public speakers who would be heard before the relevant items.

470.

Minutes of meeting Wednesday, 26 September 2018 of Community Committee pdf icon PDF 75 KB

To CONFIRM as a true record.

Minutes:

The minutes of the meeting on 26 September 2018 were agreed and signed as a true record, subject to the deletion of Minute no 271(1).

 

 

471.

Response to Petition requesting a replacement play area at Bishop's Way, Canterbury pdf icon PDF 647 KB

TO CONSIDER the report of the Director of Commissioned Services.

 

Decision:

RESOLVED – That the decision to reinstate the Bishop’s Way play area be deferred until the results of the HRA review are known, and that further information regarding the possible use of an informal play area with moveable apparatus, such as football goals, be discussed at a future meeting.

 

Reason for decision:  The decision to defer was taken to allow for the results of the potential sites for housing review to be completed before a final decision on whether or not to reinstate the play park was made.

Minutes:

(Councillor Dixey spoke prior to the discussion on the item.)

 

The Strategic Contracts and Commissions Manager introduced the report which responded to a recent petition requesting a replacement play area at Bishop’s Way, Canterbury.  She explained that the land belonged to the Housing Revenue Account (HRA) and so no capital budget would be available for works.  It was also noted that there was currently a HRA review looking at potential sites for housing in the district and it was possible that this piece of land could be included in that review.

 

Councillors asked questions and made a number of comments regarding the current use of the land, whether temporary play equipment could be installed and what would happen to the land in the short-term whilst the housing review was carried out.

 

There were two options given in the report – to support the petition and provide a new play area or to agree not to support the provision of a new play area.

 

Following further discussions, a proposal was made to defer the decision to re-provide a play area at Bishop’s Way until a decision was made on the future use of the site.  In the meantime, a report was requested regarding the possibility of using the site as an informal play area with moveable apparatus.  This was seconded, and when put to a vote, unanimously agreed.

 

RESOLVED – That the decision to reinstate the Bishop’s Way play area be deferred until the results of the HRA review are known, and that further information regarding the possible use of an informal play area with moveable apparatus, such as football goals, be discussed at a future meeting.

 

Record of voting: 

For the proposal (9):  Councillors B Baker, N Baker, Butcher, Clark, Glover, Howes, R Jones, I Stockley and Westgate.

Against/abstained/absent from voting (0)

 

Reason for decision:  The decision to defer was taken to allow for the results of the potential sites for housing review to be completed before a final decision on whether or not to reinstate the play park was made.

472.

Response to a Petition requesting the provision of toilets in Wincheap pdf icon PDF 66 KB

TO CONSIDER the report of the Director of Commissioned Services.

Decision:

RESOLVED – That no action be taken on the petition, but that council officers work with the community to investigate more cost effective alternative options for toilets in harder to reach areas, and advise on potential funding sources for these.

 

Reason for the decision: No action to be taken on the petition as the provision was closed a number of years ago and the case for toilet provision has not changed at the site.  Officers would work with the local community.

Minutes:

(Paul Todd spoke prior to the discussion on the item.)

 

The Strategic Contracts and Commissioning Manager introduced the report responding to the petition to provide public toilets at Wincheap Park.  She reminded those present that the public conveniences were closed a number of years ago and that the building was no longer owned by the council.

 

As the play area was identified as a Locally Equipped Area for Play (LEAP), there was no obligation to provide toilets as the catchment area was 400 metres.

 

The report explained that if councillors wished to consider installing toilets at the park, a full and detailed review would need to be undertaken which would be both timely and costly.

 

Councillors discussed the issue of toilets in some detail, particularly the possible use of toilets such as those used in the street in Berlin and Paris, the use of compostable toilets in play areas, the issues of on-going maintenance and vandalism with conventional toilets and the involvement of community groups in toilet provision.

 

Two options were outlined in the report, Option 1 – to agree not to renew the provision of public toilets at Wincheap Play Area and Option 2 – to undertake a feasibility study for a public convenience facility at Wincheap Park.

 

It was proposed that given the current financial constraints no immediate action be taken but that council officers worked with the community to investigate alternative options for toilet provision in harder to reach areas.  This was seconded and when put to a vote, unanimously agreed.

 

RESOLVED – That no action be taken on the petition, but that council officers work with the community to investigate more cost effective alternative options for toilets in harder to reach areas, and advise on potential funding sources for these.

 

Record of voting:

For the proposal (9):  Councillors B Baker, N Baker, Butcher, Clark, Glover, Howes, R Jones, I Stockley and Westgate.

 

Against/abstained/absent from voting (0)

 

Reason for the decision: No action to be taken on the petition as the provision was closed a number of years ago and the case for toilet provision has not changed at the site.  Officers would work with the local community.

 

473.

Serco Six Monthly Performance Update pdf icon PDF 594 KB

TO NOTE the report of the Director of Commissioned Services.

Additional documents:

Minutes:

The Strategic Contracts and Commissions Manager introduced the Serco six monthly performance report and advised that it covered waste collection and street cleansing, and grounds maintenance and associated works.

 

Jonathan Longley (Contract Manager) and Paul Barry (Area Manager) from Serco were in attendance for this item and answered questions and provided points of clarification where required.  They also confirmed that plans were in place for the winter period.

 

Generally councillors felt that the service received from Serco had improved recently and it was felt this was due both to increased resilience and increased vehicle numbers.  Councillors reported receiving fewer complaints from residents regarding the service than they had previously.

 

The Strategic Contracts and Commissioning Manager explained that discussions were taking place with Kent County Council and Thanet Waste regarding the potential closure of waste sites on Saturday 12 January. A back up plan had been arranged if needed regarding collections which would be communicated through social media if needed.

 

The report was NOTED.

474.

Kent Joint Municipal Waste Management Strategy Refresh pdf icon PDF 94 KB

TO CONSIDER the report of the Director of Commissioned Services.

Additional documents:

Decision:

RESOLVED: That the refreshed Kent Joint Municipal Waste Management Strategy up to 2020/21 be adopted. 

 

Reason for decision:  This would allow work to continue with partner agencies to support the delivery of the Kent Joint Municipal Waste Management Strategy.

 

 

 

 

Minutes:

The Strategic Contracts and Commissioning Manager updated the committee on the recent refresh of the Kent Joint Municipal Waste Management Strategy and asked councillors to formally adopt the Strategy up to 2020/21.

 

It was proposed that the refreshed Kent Joint Municipal Waste Management Strategy up to 2020/21 be adopted.  This was seconded and when put to a vote unanimously agreed.

 

RESOLVED: That the refreshed Kent Joint Municipal Waste Management Strategy up to 2020/21 be adopted. 

 

Record of voting:

 

For the proposal (9):  Councillors B Baker, N Baker, Butcher, Clark, Glover, Howes, R Jones, I Stockley and Westgate.

 

Against/abstained/absent from voting (0)

 

Reason for decision:  This would allow work to continue with partner agencies to support the delivery of the Kent Joint Municipal Waste Management Strategy.

 

 

 

 

475.

Draft Private Sector Housing Policy 2018-2023 pdf icon PDF 97 KB

TO NOTE the joint report of the Deputy Chief Executive and the Director of Community Services.

Additional documents:

Decision:

RESOLVED – That the draft Private Sector Housing Policy 2018-2023 be agreed for consultation.

 

Reason for decision: The draft policy is intended to ensure that the council meets its statutory duties, and delivers its regulatory functions in relation to private sector housing, in the most effective and efficient way.  Feedback from the consultation will be used to appropriately inform the final version of the policy.

 

 

 

 

Minutes:

The Deputy Chief Executive introduced the report which outlined the new Private Sector Housing Policy.  The new policy brings together Private Sector Housing, Housing Assistance and Disabled Facilities Grants and key changes since the previous policies were published in 2012 were highlighted.  In addition, the new policy sets out the team’s approach and priorities.

 

Councillors were asked to agree the draft policy going out to public consultation where consultees would be asked to consider the content of the draft policy and the actions that the council could take to meet the aims of the policy.  The final policy would then be presented to Community Committee in March 2019, and to Policy and Resources Committee in April 2019.

 

There was a query whether cautions issued by the council would be recorded and made available to other councils, and vice versa, to address concerns of repeat offenders.

 

It was proposed, seconded and when put to a vote unanimously agreed that the draft policy be put out to consultation.

 

RESOLVED – That the draft Private Sector Housing Policy 2018-2023 be agreed for consultation.

 

Record of voting:

 

For the proposal (9):  Councillors B Baker, N Baker, Butcher, Clark, Glover, Howes, R Jones, I Stockley and Westgate.

 

Against/abstained/absent from voting (0)

 

Reason for decision: The draft policy is intended to ensure that the council meets its statutory duties, and delivers its regulatory functions in relation to private sector housing, in the most effective and efficient way.  Feedback from the consultation will be used to appropriately inform the final version of the policy.

 

 

 

 

476.

Draft Temporary Accommodation Policy 2018-2023 pdf icon PDF 93 KB

TO NOTE the joint report of the Deputy Chief Executive and the Director of Community Services.

Additional documents:

Decision:

RESOLVED – That the draft Temporary Accommodation Policy 2018-2023 be agreed for consultation.

 

Reason for decision:  Many of the changes in the draft policy were as a direct result of guidance from central government.  The draft policy is intended to ensure that the council meets its statutory duties in relation to providing and placing people into temporary accommodation in the most effective way.  Feedback from the consultation will be used to appropriately inform the final version of the policy.

Minutes:

The Deputy Chief Executive introduced the report explaining the new draft Temporary Accommodation Placement Policy and outlining the consultation proposal.

 

Addressing concerns regarding the number of approaches Canterbury City Council receives compared to other authorities, it was explained that this was partly due to the method of data collection and partly the help provided.

 

Thanks were given for the work involved in producing the report.

 

Councillors were asked for approval to consult on the draft policy where consultees would be asked to consider the content of the draft policy.  Feedback from the consultation exercise would be used appropriately to inform the final version of the policy which would then be presented to Community Committee and Policy and Resources Committee in Spring 2019.

 

It was proposed, seconded and when put to a vote unanimously agreed that the draft policy be put out to consultation.

 

RESOLVED – That the draft Temporary Accommodation Policy 2018-2023 be agreed for consultation.

 

Record of voting:

 

For the proposal (9):  Councillors B Baker, N Baker, Butcher, Clark, Glover, Howes, R Jones, I Stockley and Westgate.

 

Against/abstained/absent from voting (0)

 

Reason for decision:  Many of the changes in the draft policy were as a direct result of guidance from central government.  The draft policy is intended to ensure that the council meets its statutory duties in relation to providing and placing people into temporary accommodation in the most effective way.  Feedback from the consultation will be used to appropriately inform the final version of the policy.

477.

Progress on bringing empty homes back in to use pdf icon PDF 2 MB

To CONSIDER the report from the Head of Community Services

Minutes:

The Deputy Chief Executive introduced the report which updated councillors on the progress made by the Private Sector Housing team in bringing empty homes back into use between September 2017 and September 2018.

 

Councillors welcomed the report and noted that empty properties could be reported either online or by contacting the Private Sector Housing team.

 

The report was NOTED.

 

 

478.

Parish Councils Capital Grant scheme 2019 pdf icon PDF 76 KB

TO CONSIDER the report of the Director of Commissioned Services

Additional documents:

Decision:

RESOLVED – To fund all six applications to the Parish Councils Capital Grant scheme 2019 at 100%.

 

Reason for decision:  All applications demonstrated some evidence of local need, contribution towards the corporate objects and were match funded.  A summary of the applications had been presented to the Rural Forum on 12 November 2018 and the Forum voted unanimously to support funding all six applications at 100%.

Minutes:

(Councillor Glover made a voluntary announcement that areas discussed in the Parish Council Capital Grants scheme were within her Ward.)

 

The Policy and Partnership Advisor introduced the report detailing the Parish Council capital grant applications for 2019-2020 and setting out the options for the allocation of the available budget.

 

She advised that six new applications had been considered at a total value of £25,836.  These applications had been self-assessed, before being assessed, rescored and moderated by Commissioned Services based on set criteria as laid out in the report.

 

Plans were underway to provide more information particularly for new parish clerks and to run extra briefings next year in order to encourage more applications to the scheme.

 

Three options were available in the report for councillors:

Option 1 – to fund all projects at 100%

Option 2 – to fund all projects scoring over 50 points at 100%

Option 3 – to fund all projects scoring over 70 points at 100%

 

It was proposed, seconded and when put to a vote unanimously agreed, to fund all projects at 100% (Littlebourne Parish  Council x 2, Bridge Parish Council, Barham Parish Council, Westbere Parish Council and Womenswold Parish Council).

 

RESOLVED – To fund all six applications to the Parish Councils Capital Grant scheme 2019 at 100%.

 

Record of voting:

 

For the proposal (9):  Councillors B Baker, N Baker, Butcher, Clark, Glover, Howes, R Jones, I Stockley and Westgate.

 

Against/abstained/absent from voting (0)

 

Reason for decision:  All applications demonstrated some evidence of local need, contribution towards the corporate objects and were match funded.  A summary of the applications had been presented to the Rural Forum on 12 November 2018 and the Forum voted unanimously to support funding all six applications at 100%.

479.

Water bottle filling points pdf icon PDF 243 KB

TO CONSIDER the report of the Director of Commissioned Services.

Decision:

RESOVLED – That water bottle refill points be installed at the following sites: Military Road council offices; the Beaney; King’s Hall, Herne Bay and the Horsebridge Centre, Whitstable.

 

Reason for decision:  Would put the council in a strong position to further promote the refill scheme, and for environmental benefits for residents.

Minutes:

(Councillors N Baker and Glover made voluntary announcements that they were trustees of Whitstable Castle. The site was mentioned in the report but was not under discussion as a possible location at the meeting.)

 

The Head of Corporate Business Support introduced the report providing recommendations and costings to install water bottle filling points on the exterior of suitable council buildings.  This was in response to a Notice of Motion on Single Use Plastics agreed at Community Committee in March 2018.

 

The estimated outlay would be circa £3000 per site for the installation, but the cost would depend on the type of water filling station installed.  The cost of installations would be met from budget underspend in the current financial year; in Whitstable a budget of £5,936 had been allocated form the Whitstable Forum Opportunities Fund.

 

Some sites previously suggested by councillors did not appear in the report, but it was felt that if the scheme was successful additional sites could be considered in future.

 

It was proposed, seconded and when put to a vote unanimously agreed to install water bottle refill points at the following sites:  Military Road council offices, the Beaney, King’s Hall, Herne Bay and the Horsebridge Centre, Whitstable.

 

RESOVLED – That water bottle refill points be installed at the following sites: Military Road council offices; the Beaney; King’s Hall, Herne Bay and the Horsebridge Centre, Whitstable.

 

Record of voting:

 

For the proposal (9):  Councillors B Baker, N Baker, Butcher, Clark, Glover, Howes, R Jones, I Stockley and Westgate.

 

Against/abstained/absent from voting (0)

 

Reason for decision:  Would put the council in a strong position to further promote the refill scheme, and for environmental benefits for residents.

480.

King's Hall Working Group Recommendations pdf icon PDF 136 KB

TO CONSIDER the report of the Head of Commercial and Cultural Development.

Decision:

RESOLVED – That the council retains operation of the King’s Hall for the next three years until 2021/22, which would allow further diversification and a reduction in subsidy whilst continuing to explore fundraising opportunities.

 

Reason for decision:  The success over the summer period has given strong signs that the market for the King’s Hall was stronger than previously identified.  Coupled with strong public support, the option allows the council a further period of operation in order to better assess the potential for both income generation and fund raising.

 

Minutes:

(Councillor I Stockley made a voluntary announcement that he was a member of the King’s Hall Working).

 

The Head of Commercial and Cultural Development introduced the report outlining the findings from operational improvements implemented at the King’s Hall over the summer period in 2018.  The report also made recommendations for the future operation of the venue.

 

Several key changes have been made to the business this year, including improved marketing and rebranding, extension of opening hours and the introduction of a number of events such as summer season of roof top gigs.

 

Councillors welcomed the report and the changes made to the King’s Hall over the past year.  It was felt that advertising could be improved within the town and this was something that was already being planned with an increased marketing budget.

 

There had been no weddings booked this year but it was felt that this may have been due to concerns over the hall’s future at the time.

 

Thanks were given to both the officers and Working Group for getting to the current position.

 

Options available to councillors included:

 

1)     To commit to retain council operation of the King’s Hall for the next three years until 2021/22, allowing further diversification and a reduction in subsidy whilst continuing to explore fundraising activities.

2)     The establishment of a Community Trust option.

3)     Value the asset, and test the market for interest in the sale of the asset.

 

It was proposed, seconded and when put to a vote unanimously agreed to commit to retain council operation of the King’s Hall for the next three years.

 

RESOLVED – That the council retains operation of the King’s Hall for the next three years until 2021/22, which would allow further diversification and a reduction in subsidy whilst continuing to explore fundraising opportunities.

 

Record of voting:

 

For the proposal (9):  Councillors B Baker, N Baker, Butcher, Clark, Glover, Howes, R Jones, I Stockley and Westgate.

 

Against/abstained/absent from voting (0)

 

Reason for decision:  The success over the summer period has given strong signs that the market for the King’s Hall was stronger than previously identified.  Coupled with strong public support, the option allows the council a further period of operation in order to better assess the potential for both income generation and fund raising.

 

481.

Strategic Grants 2018 pdf icon PDF 99 KB

TO CONSIDER the report of the Director of Commissioned Services.

 

Please note the additional information contained in the annex which is exempt from publication.

Minutes:

(Councillor I Stockley made a Disclosable Pecuniary Interest declaration due to his wife’s role as trustee of Herne Bay Pier Trust and advised that he would leave the Chamber when this item was discussed.

Councillor Butcher made an Other Significant Interest declaration due to her role as trustee of Northgate Community Centre (Over Sixties Service) and advised that she would leave the Chamber when this item was discussed.

Councillor R Jones and Howes made voluntary announcements that they had previously been trustees of Herne Bay Pier Trust.  Councillor Howes also made a voluntary declaration that he was a user of the Kent MS Therapy Centre.

Councillor Glover made a voluntary announcement that areas discussed in the Strategic Grants application were within her Ward.)

 

This item was discussed after the exclusion of the press and public and the decision for this item is detailed under Minute 484.

482.

Date of next meeting

7 pm, Wednesday 23 January 2018, the Guildhall, St Peter’s Place, Canterbury

Minutes:

7 pm,  Wednesday 23 January 2019, the  Guildhall, St Peter’s Place, Canterbury.

483.

Any other urgent business to be dealt with in public

Minutes:

No items of urgent business were dealt with on the night.

484.

Exclusion of the Press and Public

TO RESOLVE – That under Section 100(A)(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following items of business on the grounds that there would be disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act or the Freedom of Information Act or both.

Minutes:

RESOLVED - That under Section 100(A)(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following items of business on the grounds that there would be disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act or the Freedom of Information Act or both.

485.

Annex Exempt from publication: Strategic Grants 2019

(The information contained in this annex is exempt from publication since it contains commercially sensitive information regarding external organisations (section 43 of Freedom of Information Act 2000 and Paragraph 3 of schedule 12a of the Local Government Act 1972 apply). The Council considers that the public interest maintaining the exemption outweighs the public interest in disclosing the information.)

 

TO NOTE

 

Please see report contained in the public part of this agenda.

 

APPENDIX 2 TO FOLLOW

Decision:

RESOLVED – That funding be approved for the Strategic Grant Panel’s recommendations regarding the allocation of Strategic grant funding to voluntary and community, cultural and sports organisations.

 

Reason for decision: Items proposed were based on higher scoring applications, linkage to grant priorities, avoiding potential service duplication and geographical coverage.

 

Minutes:

The External Development and Events Manager introduced the report setting out the recommendations of the Strategic Grants Panels for the allocation of Strategic Grants for 2019/20.  He explained that there were 19 applications for funding, with approximately 30% of the applications from organisations that had not been previously funded or supported. 

 

The budget for Strategic Grants for 2019/20 was £150,000 and the total value of applications made was £423,766.

 

Officers were thanked for their hard work with the scheme and councillors felt that the new process was clearer and easy to follow.

 

There were two options within the report:

Option 1 – to approve the Panel’s recommendations regarding the allocation of Strategic Grant Funding.

Option 2 – not to approve the Panel’s recommendations/make changes to the recommendations.

 

It was proposed, seconded and when put to a vote unanimously agreed to approve the Panel’s recommendations regarding the allocation of Strategic grant funding to voluntary and community, cultural and sports organisations.

 

RESOLVED – That funding be approved for the Strategic Grant Panel’s recommendations regarding the allocation of Strategic grant funding to voluntary and community, cultural and sports organisations.

 

Record of voting:

 

For (7): Councillors B Baker, N Baker, Clark, Glover, Howes, R Jones and Westgate.

Absent for voting (2): Councillors Butcher and I Stockley

Against/abstained (0)

 

Reason for decision: Items proposed were based on higher scoring applications, linkage to grant priorities, avoiding potential service duplication and geographical coverage.

 

486.

Any other urgent business which falls under the exempt provisions of the Local Government Act 1972 or the Freedom of Information Act 2000 or both

Minutes:

No items of urgent business were dealt with on the night.