Minutes for Executive meeting, Mar 4 2010, 6.30PM official page

The Leader pointed out that the meeting was being recorded for subsequent broadcast via the council’s website and that the public speaker at the meeting would not be recorded if he did not wish that part of the recording to appear in the broadcast.

Councillor Patterson declared a personal interest in the item regarding the allocation of the developer contribution for the former Wyevale Garden Centre, Harbledown, because of his position as a member of the Development Control Committee.

Councillor Doyle declared a personal interest in the report on treasury management because her son is employed by one of the banks referred to in the report.

These interests are recorded in the relevant Minute below.

The Chief Executive 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 the Chief Executive’s office (Democratic Services) by 12.30 pm on Wednesday 3 March 2010.

The Leader reported that there was one public speaker for the meeting who wished to speak on the item regarding the implementation of the Budgets for 2010/11.

The Leader indicated that the speaker would be heard immediately before the consideration of the item.

TO RECEIVE any announcements from the Leader of the Council and other Members of the Executive.

(a)               Councillor Lee reported that following the Inspector’s comments on the Herne Bay Area Action Plan, we could now move forward with the Plan. He mentioned that the Herne Bay Projects Exhibition would be held at King’s Hall on Wednesday 24 March between 3 - 7pm and everyone was welcome to attend. He said that in addition to this event, in the main hall at the same time, there would be a local business exhibition, which would also give people the opportunity to talk to local businesses and find out how to use their services.

(b)               Councillor Mrs Law reported that there had been a good write-up in the local press about the inter-generation project at Herne Bay Museum.

(c)               Councillor Mrs Law reported that work on site had started at the Riverside outdoor play area and that it was hoped that the work would be completed by the end of March or early April. An official launch would take place towards the end of April on a date to be agreed.

(d)               Councillor Mrs Law mentioned the Creative Pursuits Exhibition which was a joint PCT and CCC project working with people with mental health problems. Exhibitions of their work had been arranged at Canterbury College on 1 March, and at Herne Bay library at 2pm on 7 April.

(e)               Councillor Mrs Law reported that there would be various community activities and events, including the involvement of the East Kent Polish Association, in connection with the Easter celebrations.

(f)                 Councillor Mrs Law mentioned that there would be consultation with the residents at the London Road Estate, Canterbury to follow up the community consultation and development of a local action plan.

(g)               Councillor Mrs Law reported that Community Development, the Community Safety Unit and the PCT were running a joint workshop event from 9am- 2pm on 31 March 2010, to shape the PCT’s emerging alcohol strategy and explore how agencies could work better together to tackle the wide range of problems associated with alcohol misuse.

(h)               Councillor Doyle reported that Marks and Spencer plc were giving £1.25million towards the Kent Waste Partnership to deal with issues regarding packaging of goods. Councillor Doyle pointed out that the company was very keen to ensure that the packaging it produced was recycled. Councillor Doyle also remarked that this would be of great benefit to everyone in the District and across Kent.

The Leader mentioned that there had been an announcement today that all the major supermarkets were also looking at their packaging.

(i)                 Councillor Doyle reported that the Herne Bay Memorial Park play area would be opened on 26 March and said that that this development would be extremely interesting and that she was pleased with the progress.

(j)                  Councillor A Taylor reported the council’s contractor, Sladdens, for work at the Whitstable Castle had gone into administration, However, Councillor A Taylor pointed out that we were fortunate that the company already working with Sladdens on site had put in a tender and it had  ...  view the full minutes text for item 220.

The time allocated for Members’ Questions at this meeting is limited to 20 minutes.

There were no questions for the meeting.

TO CONFIRM as a true record the minutes of the meeting of the Executive held on 4 February 2010 subject to the following corrections to Minute No. E208 (East Kent Shared Housing Landlord Services)

to include the declaration of a personal  interest by the Director of Community Services;

to add the words “who spoke in favour of the recommendation” after the reference to the Tenant Consultative Group” at the end of the minute).

The minutes of the meeting of the Executive held on 4 February 2010 were agreed as a true record and signed by the Leader subject to the following corrections to Minute No. E208 (East Kent Joint Housing Landlord Services) -

to include the declaration of a personal interest by the Director of Community Services;

to add the words “who spoke in favour of the recommendation “ after the reference to the Tenant Consultative Group” at the end of the minute.

TO NOTE the Forthcoming Decision List for the period 1 March - 30 June 2010

The Executive Members noted the Forthcoming Decision List, which had been published for the period 1 March - 30 June 2010.

TO CONSIDER the report of the Director of Environment

The portfolio holder introduced the report of the Head of Transportation and Engineering, which advised on the request of the Development Control Committee regarding the allocation of the developer contribution for transport infrastructure in connection with the planning permission, under reference CA/09/01251/FUL, for office buildings on the above site.

The portfolio holder pointed out that in addition to a contribution of £47,000, the developer had agreed to provide a gateway entrance for Harbledown and some footpath improvements. He mentioned that Harbledown and Rough Common Parish Council had asked that the allocation of the developer contribution be deferred to allow consideration to be given to the possibility of money being allocated for traffic calming and interactive signage in the area.

The portfolio holder advised that these proposals required approval of the county council, which would also need to look at the costs involved. He indicated that he was happy to see the allocation of the developer contribution deferred to allow the parish council to be consulted and a report back to the Executive.

RESOLVED - That the allocation of the developer contribution for the above site be deferred for consultation with the parish council and that a further report be made to the Executive in due course.

TO CONSIDER the report of the Head of Transportation and Engineering

The portfolio holder introduced the report of the Head of Transportation and Engineering on the Parking Regulation Review, which contained proposed changes to Traffic Regulation Orders relating to on-street parking. Based on recommendations from officers and the Joint Transportation Board, the Executive Members were asked to decide which of these items should be the subject of public consultation.

RESOLVED –

(a)               That the list of proposals set out in the report be put forward for public consultation, in line with the recommendations of officers and the Joint Transportation Board.

(b)               That any objections received during the public consultation be reported to the Joint Transportation Board and the Executive in due course.

(c)               That the Head of Transportation and Engineering be authorised to instruct Kent County Council to proceed with amending the Traffic Regulation Order in respect of each of the proposals which receive no objections during the consultation period.

(d)               That the Head of Transportation and Engineering be authorised to proceed with the implementation of each of the proposals which receive no objections during the consultation period.

TO CONSIDER the report of the Head of Environment and Street Scene

The portfolio holder introduced the report of the Head of Environment and Street Scene, which sought approval for the adoption of the Waste Collection Commitment. This provided an understood standard of service that local residents could expect. It defined the levels of service they would receive and the reasons for that level of service. It would also assist the council in achieving its goals in relation to National Indicators, Customer Service Excellence and public satisfaction, as well as actions required in the Departmental Service Plan.

As waste collection methods changed in future years it would also ensure that such changes were acceptable to local residents within budgetary commitments. The commitment would help with getting the message across that Canterbury was giving a very good waste collection service to the public now and would raise residents’ understanding of our waste issues. Adherence to the Waste Commitment was a low cost action that should produce significant benefits to residents and the council.

RESOLVED - That the Council signs up to the Waste Collection Commitment.

TO CONSIDER the joint report of the Head of Environment and Street Scene and the Head of Housing

The portfolio holder introduced the report of the Head of Environment and Street Scene, which advised on the proposed playground enhancement programme for 2010/11. The proposals were based upon the Play Strategy, met procurement processes and they were within budget constraints.

The proposed playground programme was also in line with the deliverable projects in the Play Strategy priority list. The council would engage widely with the local community and partners for each playground and the programme of enhancements would be delivered within available resources.

RESOLVED - That the proposed playground enhancement programme for 2010/11 as set out below be approved:-

Franklyn Road Playground (Canterbury)  £25,000

Lucerne Drive (Whitstable) £105,000, subject to successful external funding bid.

Notice of the Council’s intention to dispose of an area of public open space, comprising 2,234 square metres, at Thanington Recreation Ground, for the proposed A2 northbound on-slip road from A28 Thanington Road, Canterbury, has been advertised in accordance with the relevant statutory provisions.

The deadline for the submission of any representations about the proposal is Monday 1 March 2010.

A verbal update will be given at the meeting advising on any representations received.

The Council is required to consider any representations before deciding whether to proceed with the disposal of the public open space.

TO CONSIDER

The Head of Environment and Street Scene reported that the council’s intention to dispose of an area of public open space at the above site, which was required for the proposed A2 northbound on-slip from the A2 Thanington Road, Canterbury, had been advertised in accordance with the relevant statutory provisions. No objections had been received by the deadline of Monday 1 March 2010.

The Head of Environment and Street Scene advised that at Minute No. E184 of the Executive meeting on 4 December 2009, authority had been given for the completion of the disposal of the land in the event of no objections being received. He indicated that this would be dealt with accordingly.

RESOLVED - That the position be noted.

TO CONSIDER the report of the Head of Finance.

At the commencement of the meeting Councillor Doyle had declared a personal interest in this item because her son is employed by one of the banks referred to in the report.

The portfolio holder introduced the report of the Head of Finance, which advised on the results of the council’s treasury management activities in the third quarter of the financial year ended 31 March 2010.

The Leader congratulated the Finance staff on the report.

The Director of Corporate Services drew attention to an issue, which had been raised in the report regarding compliance with the treasury limits in so far as it related to one of the council’s investments.

RESOLVED - That the report be noted.

TO CONSIDER the report of the Head of Finance

The portfolio holder presented the report of the Head of Finance, which advised on the projected outturn against the General Fund Revenue Budget based upon the income and expenditure position for the 9 months ending 31 December 2009. It also advised upon specific issues which had been identified and options available to ensure departmental cash limited budgets were not exceeded.

RESOLVED -

(a)         That the approach adopted by Management Team be endorsed.

(b)         That where major budget variations have been identified, Directors action the necessary virements within existing cash limits.

(c)         That contributions to reserves be amended as detailed in the report.

TO CONSIDER the joint report of the Director of Corporate Services and the Head of Finance

The portfolio holder presented the report of the Head of Finance, which advised on the position of the General Fund Capital Budget for 2009/10 and its financing, nine months through the financial year.

RESOLVED - That the report be noted

TO CONSIDER the report of the Director of Corporate Services

The portfolio holder introduced the report of the Director of Corporate Services that advised on those debts that should be written off as irrecoverable for the year 2009/10, which it had been agreed would be reported to Executive prior to the Director of Corporate Services authorising the write-offs.

The report indicated that processes were in place to manage debts and that the write offs, now reported, were considered appropriate.

RESOLVED - That the Executive agrees to the authorisation of the Director of Corporate Services to write off the debts

Prior to the consideration of this item, Mr D Eburne spoke to the item.

The portfolio holder introduced the report of the Director of Corporate Services, which was required by the Constitution to enable the Executive to implement the budgets set by Full Council on 18 February 2010.

RESOLVED - That authority be granted to the Chief Executive to implement the 2010/11 budgets from 1 April 2010 subject to the proviso that

i)              decisions in relation to restructure or reconfiguration of the museums service shall be subject to report(s) to the Executive;

ii)      any decisions which rank as key decisions in their own right be subject to report to the Executive.

TO RESOLVE – That under Section 100(A)(4) of the Local Government Act 1972, the public and press 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.

RESOLVED – That, under Section 100(A) 4 of the Local Government Act 1972, the press and public be excluded from the meeting during the consideration of the following item 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.

TO CONSIDER the report of the Head of Culture and Communications (report to follow)

(Exempt information)

The Executive Members considered the report of the Head of Culture and Communications, which advised on the negotiations to agree the terms of the Funding Agreement and Partnership Agreement between the Council, Herne Bay High School and the County Council for the development of the new sports village at Herne Bay High School. The Chief Executive provided a verbal report at the meeting on the latest position following the further discussion by the Officers with the School earlier today.

The Executive Members were advised that final agreement on the terms of the arrangements was required by 5 March 2010, but further information was still awaited on some aspects of the development. In these circumstances, it had not yet been possible to reach final agreement on the terms.

The Executive Members considered fully the issues affecting the city council's position. They were asked to consider a suggestion that, if they wished the council to proceed with the development and in order to meet the deadline for the completion of the documents, the Officers be delegated the power to continue negotiations and provided that they were satisfied as to the terms agreed, including the capping of the city council's expenditure, to proceed to execute the documents for the development.

RESOLVED - That the Chief Executive, in consultation with the Leader and the portfolio holder for Finance and the Head of Legal and Democratic Services and the Director of Corporate Services, be given delegated authority to continue negotiations towards the suite of documents required for the construction of the Arena at Herne Bay High School, together with any necessary side documents, and provided that they are satisfied with those documents, with the full design package and the costs capped at £2.6 million, they may proceed to execute those documents.

(In view of the urgency to complete the documents by the deadline of 5 March 2010, in making this decision the Executive Members wished to see applied the provisions of paragraph 16 of the Overview and Scrutiny Procedure Rules to the effect that the call-in procedure did not apply to the decision as any delay to the implementation of the decision would seriously prejudice the council's position to proceed with the development

Pursuant to the above Procedure Rule, the Chair of the Overview and Scrutiny Committee would be asked to agree that the proposed decision is reasonable in all the circumstances and to it being treated as a matter of urgency).