Agenda, decisions and minutes

Contact: Maria Short, 01227 862 009, Email: democracy@canterbury.gov.uk 

Items
No. Item

742.

Apologies for absence

Apologies have been received from Councillors Metcalfe and Sonnex.

Minutes:

Apologies had been received from Councillors R Jones, Metcalfe, Sonnex and Walker.

743.

Declarations of any interests by councillors or officers

Councillors are reminded that the code of conduct as set out in the constitution still applies at these meetings. This means you are required to make declarations relating disclosable pecuniary interests and other significant interests and that you should consider any other voluntary announcements you would like to make.

Minutes:

The following declarations were made:

·         Councillor Fitter-Harding declared an other significant interest that he was a Hackington Parish Councillor, who had made an application to the opportunities fund in item 7 and would leave the room for the debate and vote on that item.

·         Councillor R Thomas made a voluntary declaration that he was a county councillor but had not been involved with the consultation in relation to item 4 and that he was a member of the Joint Transportation Board with regards to the same item.

·         Councillor Doyle made a voluntary declaration that she was the Vice Chairman of the Joint Transportation Board in relation to item 4.

 

744.

Minutes of the meeting held on 21 January 2019 pdf icon PDF 77 KB

To confirm as a true record.

Minutes:

The minutes were agreed as a true record.

745.

Annual Parking Review pdf icon PDF 87 KB

To consider the report of the Senior Transportation Officer.

Additional documents:

Minutes:

The Head of Corporate Governance introduced the item with a potential method to discuss the proposals, Councillors agreed to discuss the proposals in the order they were shown in the agenda.

 

Councillors discussed the proposals and an amendment was requested for the proposal regarding St Michaels Close, Rough Common, outside numbers 2 and 3 to replace the proposed double yellow lines with a white “H-bar” to deter parked cars from obstructing access to a private driveway.

 

The amendment was agreed and would be recommended to the Joint Transportation Board for implementation.  A record of the vote is as follows:

 

For the proposal: Councillors A Baker, S Cook, Doyle, Fitter-Harding, Glover and H Taylor (6)

 

Against the proposal: None

 

Abstained from voting: Councillor R Thomas (1)

 

A proposal was put that the other proposals within the annual parking review be recommended for implementation in accordance with the officer’s recommendations.  This proposal was agreed and would be recommended to the Joint Transportation Board for implementation.  A record of the vote is as follows:

 

For the proposal: Councillors A Baker, S Cook, Doyle, Fitter-Harding, Glover and H Taylor (6)

 

Against the proposal: None

 

Abstained from voting: Councillor R Thomas (1)

 

746.

Review of Pilot Area Forum Arrangements

Presentation from the Director of Community Services and the Head of Corporate Governance on the review of the forum arrangements, followed by general discussion on topics including venue, timing, meet and greet, agendas, public speaking, question and answer item and publicity.

Minutes:

The Director of Community Services and Head of Corporate Governance introduced the item and gave a presentation regarding the review of the area forum arrangements.

 

The forum discussed the presentation and provided feedback on the forum arrangements and content of the presentation.  The following points were covered:

 

  • The possibility of allowing parish councillors to have voting rights on the Joint Transportation Board. It had been confirmed that the council’s constitution does not allow for this provision and that the county council were looking to regularise transportation board committees with regards to parish councillor voting rights across the county.
  • The question & answer session had not been part of the Rural Forum arrangements as it was not considered to be effective for attendees of the meetings, potentially leading to an ill-informed debate or a lack of substantive answers.  It was deemed to be important to ensure that the correct officers were present at meetings to answer any questions the forum may have and if a question & answer session was to be reinstated, it should only be to inform the next agenda.
  • The meet & greet session was a good opportunity to ask members of the forum questions or request future agenda items, however it needed to be better publicised on the agenda.
  • Although the monitoring sheet details the outcomes of recommendations, there were long periods of time between meetings of the forum and parish councillors confirmed that email updates would be beneficial.
  • Residents were well represented, however would there be scope for rural businesses to attend. The new chairman of the Rural Forum could write to invite local businesses to the forum.
  • The idea of an independent chairman had been raised at a previous meeting, however the forum felt that the current chairman arrangements work well due to the knowledge of the district that city councillors have and the connection with the council’s officers.

 

The Director of Community Services confirmed that the forum’s comments would be fed back to the Community Governance Review working group on the 21 March 2019, before going to the Governance Committee on the 3 April 2019 and then the annual Council meeting in May 2019.

 

747.

Prospective Parish Councillor Event - KALC

A discussion topic for the Forum.

Minutes:

The Director of Community Services confirmed that the Council were working with the Kent Association of Local Councils to agree a date for the prospective parish councillor event, looking at availability for the 26 March 2019.  It was also confirmed that the Council would assist with publicity for the event.

748.

Opportunities Fund pdf icon PDF 76 KB

To consider the report of the Director of Community Services.

 

Applications have been received from:

 

·         The Community Safety Unit for £4,770

·         Hackington Parish Council for £100

·         Blean Parish Council for the total amount of £900 across two applications

·         Kingston Parish Council for £550

·         Bridge Parish Council for £341.95

 

Total applications = £6,661.95

Additional documents:

Decision:

A proposal was put to fund the parish council applications in full.  This proposal was agreed.

 

A proposal was put that the remaining funds of £2,906.55 be awarded to the Community Safety Unit to fund the provision of home safety kits provided the kits paid for by the Rural Forum are distributed to rural residents only via KCC Wardens, ward councillors, parish councillors and the use of the council’s communications team to promote the kits. The proposal was agreed.

Minutes:

The Director of Community Services introduced the applications to the forum. It was agreed to hear the applications from the parish councils before hearing the application from the Community Safety Unit.

 

(Councillor Fitter-Harding left the room for the debate and vote on the parish council applications)

 

A representative for Hackington Parish Council confirmed that the amount for their application was actually for £70 not £100.

 

A proposal was put to fund the parish council applications in full.  This proposal was agreed and a record of the vote is as follows:

 

For the proposal: Councillors A Baker, S Cook, Doyle, Glover, H Taylor and R Thomas (6)

 

Against the proposal: none

 

Abstained from voting: none

 

Absent during consideration: Councillor Fitter-Harding (1)

 

(Councillor Fitter-Harding returned to the room for the remaining business)

 

The forum discussed the application from the Community Safety Unit and the following points were covered:

 

  • The kits were a good idea and would benefit the vulnerable members of the rural communities.
  • Although the kits were useful, they did not have information regarding rogue traders.
  • Concerns were raised regarding how the kits would be distributed, rather than distributing them at supermarkets in the urban areas it would be beneficial to hold events in the rural areas or providing them to parish councils to distribute the kits.
  • The packs would also be given to the Kent County Council (KCC) Wardens for distribution.
  • It’s important that the kits paid for by the Rural Forum are only distributed to rural residents.
  • The council’s communications team should help to promote the kits.
  • The parish clerks would be emailed regarding the distribution of the kits, however the kits would need time to be assembled.

 

A proposal was put that the remaining funds of £2,906.55 be awarded to the Community Safety Unit to fund the provision of home safety kits provided the kits paid for by the Rural Forum are distributed to rural residents only via KCC Wardens, ward councillors, parish councillors and the use of the council’s communications team to promote the kits.

 

The proposal was agreed and a record of the vote is as follows:

 

For the proposal: Councillors A Baker, S Cook, Doyle, Fitter-Harding, Glover, H Taylor and R Thomas (7)

 

Against the proposal: none

 

Abstained from voting: none

 

An update on the distribution of the kits would be provided at the next meeting of the Rural Forum.

749.

Monitoring Sheet pdf icon PDF 54 KB

The attached list indicates the current position regarding previous decisions of the Forum.

Minutes:

The monitoring sheet was noted by the forum.

750.

Future Items

Other items requested yet to be allocated to a meeting

 

·         Concurrent Functions Funding – future plans

·         Buses & Community Transport – invitation to Stagecoach

·         Outcome of KCC conversation regarding Rural Bus Services

·         Invitation to ACRE

Minutes:

The future items were noted by the forum.

751.

Date of next meeting

7pm on Monday, 17 June 2019 (to be confirmed).

Minutes:

7pm on Monday, 17 June 2019 (pending confirmation following the annual Council meeting in May)

752.

Any other urgent business to be heard in public

Minutes:

There was no other urgent business.

753.

Any other urgent business to be heard following the exclusion of the press and public

It will be necessary to pass a resolution to exclude the press and public before business can be taken under this item.

Minutes:

There was no other urgent business to be heard following the exclusion of the press and public.