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

600.

Apologies for absence

Apologies for absence have been received from Councillors Clark and R Jones.

Minutes:

Apologies for absence were received from Councillors Clark, R Jones, Sonnex and H Taylor.

601.

Substitute Councillors

Councillor Glover will be present as a substitute for Councillor Clark and Councillor Walker will be present as a substitute for Councillor R Jones.

Minutes:

Councillor Glover was present as a substitute for Councillor Clark and Councillor R Thomas was present as a substitute for Councillor R Jones.

602.

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 Events Policy item, Councillor Westgate made a voluntary announcement that he was Chairman of the Friends of Westgate Park.

 

In relation to the East Kent Housing improvement plan item, Councillor Howes made a voluntary announcement that he was a member of the Tenants Consultative Group.  Councillor N Baker made a voluntary announcement that a family member lived in a property managed by East Kent Housing.

 

In relation to the item on Household Waste Collection from 2021, Councillor R Thomas made a voluntary announcement that he was a Kent County Councillor

603.

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 was one public speaker who would be heard before the relevant item.

604.

Minutes of the meeting held on 28 November 2018 pdf icon PDF 102 KB

TO CONSIDER the minutes of the meeting on 28 November 2018.

Minutes:

The minutes of the meeting dated 28 November 2018 were agreed and signed as a true record.

605.

Events Policy Review pdf icon PDF 100 KB

TO CONSIDER the report of the External Development and Events Manager.

 

Additional documents:

Minutes:

(Ian Blackmore spoke prior to the discussion on this item.)

 

(Councillor Westgate made a voluntary announcement that he was Chairman of the Friends of Westgate Park.)

 

The External Development and Events Manager introduced the report on the draft Events Policy and Implementation Strategy which had been developed in consultation with local event organisers and residents in order to develop an events service that enabled community and commercial activity within the district.

 

He advised that a number of suggestions had been taken on board following the consultation and also suggested the addition of two amendments to the document circulated – these being 1) that in relation to events size, this would be at any given time rather than per day and 2) that fees would be inclusive of VAT, not exclusive as in the report.

 

Councillors welcomed the report and asked points of clarification where necessary.

 

It was proposed, seconded and when put to a vote unanimously agreed that the draft Events Policy and Implementation Strategy be recommended to the Policy and Resources Committee for approval, subject to the two amendments.

 

RECOMMENDED (to the Policy and Resources Committee) That the amended draft Events Policy and Implementation Strategy be approved.

 

Reason for decision: The draft policy had been developed through the council’s consultation.  Where changes could not be made, mitigations were in place.  There was a greater focus on enabling events and offering support for local organisations.  Fees and charges are in line with the level of service being offered and offered a sustainable approach to delivering a non-statutory service benefiting the district.

 

Record of voting:

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

 

Against/abstained/absent from voting (0)

606.

Issue of fly tipped waste on unadopted roads pdf icon PDF 69 KB

TO NOTE the report of the Strategic Contracts & Commissions Manager.

Minutes:

This issue had been deferred until a future meeting.

607.

East Kent Housing Improvement Plan pdf icon PDF 102 KB

TO CONSIDER the report of the Director of Commissioned Services.

Additional documents:

Minutes:

(Councillor Howes made a voluntary announcement that he was a member of the Tenants Consultative Group.  Councillor N Baker made a voluntary announcement that a family member lived in a property managed by East Kent Housing.)

 

Deborah Upton, Chief Executive of East Kent Housing was present for this item.

 

Sarah Randall, the Strategic Contracts and Commissions Manager introduced the report identifying improvements required by East Kent Housing (EKH) and a proposed improvement plan for consideration.  The proposed plan included actions, outcomes and performance indicators to be monitored.

 

It was noted that EKH were performing well in some areas, but that there were a number of areas were they had not performed well and where urgent improvements were needed particularly in procurement and contract management.  It was acknowledged that there were difficulties with working for four separate client councils; that there had been an issue with recruiting suitable staff and that the introduction of Universal Credit had creating many difficulties.

 

The Committee discussed the report and asked a number of questions.  The Strategic Contracts and Commissions Manager and the Chief Executive of East Kent Housing gave points of clarification where necessary.

 

Points including the following where made:

 

1)     All four councils would need to agree the proposals for additional funding for it to go ahead.  If there was no agreement, alternative options would need to be considered but these may take some time to implement.

2)     The telephone service was provided by Civica, not by EKH and work was being undertaken to try to improve the service.

3)     The majority of issues were caused by the introduction of Universal Credit and historically the service provided by EKH was very good.  There had been no increase in funding since the introduction of EKH in 2011 and nearly all costs were staffing.

4)     Recruitment was proving particularly difficult, despite using different recruitment methods. This appeared to be a wider problem and was not limited to the East Kent area. 

5)     Housing officers still existed and now worked in dedicated teams.  Staff were only able to discuss cases with the individual concerned due to data protection issues.         

6)     If the money was to be awarded, an improvement would need to be seen very quickly.  The improvement plan would be monitored by the Board which was made up of one councillor and one tenant from each authority, plus four independent members.  The Committee wished to see a progress report in September 2019.

 

Options contained within the report were:

 

i)                 Support the proposed improved plan (recommended).

ii)                To do nothing but to continue to work with EKH as per the current arrangements.

iii)              Terminate the current shared arrangement and take back in-house or into a local authority trading company.

 

It was proposed, seconded and when put to the vote agreed that the draft improvement plan at Annex 1 be endorsed and that it was recommended to the Policy and Resources Committee that the costs set out in the report be included within the Housing Revenue Account  ...  view the full minutes text for item 607.

608.

Household Waste Collection from 2021 pdf icon PDF 430 KB

TO CONSIDER the report of the Director of Commissioned Services.

 

Decision:

RESOLVED:   That the future collection methodology  be agreed as twin-stream – fortnightly  plus dedicated vehicle for weekly food waste.

 

Reason for decision:  This is the existing collection scheme with new arrangement for food to be collected by a separate vehicle on the recycling week.  Operationally this is the most cost effective as recycling rounds could be carried out by twin pack rather than triple pack vehicles.  From the residents’ perspective, the scheme would remain essentially the same.  There would be no need for new communications, a transition period or new containerisation.

 

Minutes:

(Councillor R Thomas made a voluntary announcement that he was a Kent County Councillor.)

 

The Director of Commissioned Services introduced the report detailing options regarding the future collection methodology for waste collection and disposal options for 2021 onwards, when the current waste collection and street cleansing contract with Serco expired.

 

The report dealt solely with kerbside collections from households.  Various options had been considered, including the possibility of moving to three-weekly collections as had been introduced elsewhere in the country and the use of different types of collection vehicles.

 

There were three options available to councillors:

 

 

i)                 Business as usual

ii)                Twin stream – fortnightly + dedicated vehicle for weekly food (recommended)

iii)              Twin stream – three weekly (garden fortnightly, food weekly) (public consultation would be required if this option was chosen).

 

The councillors discussed the report and the Director of Commissioned Service provided points of clarification.

 

Issues covered included:

 

a)     The recommended option was a modification of the current system and there would be no difference as far as the public were concerned.

b)     The fortnightly collection was working.

c)     Weekly food collections should be continued regardless of the option chosen.

 

RESOLVED:   That the future collection methodology  be agreed as twin-stream – fortnightly  plus dedicated vehicle for weekly food waste.

 

Reason for decision:  This is the existing collection scheme with new arrangement for food to be collected by a separate vehicle on the recycling week.  Operationally this is the most cost effective as recycling rounds could be carried out by twin pack rather than triple pack vehicles.  From the residents’ perspective, the scheme would remain essentially the same.  There would be no need for new communications, a transition period or new containerisation.

 

Record of voting:

 

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

 

Against/abstained/absent from voting (0)

 

609.

Date of next meeting

7 pm, Wednesday 20 March 2019.

Minutes:

7 pm, Wednesday 20 March 2019

610.

Any other urgent business to be dealt with in public

Minutes:

No items were discussed.

611.

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.

612.

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 were discussed.