ModernGov

Agenda and minutes

Venue: Online only - Zoom - To watch this meeting live, please go to bit.ly/YouTubeMeetings

Contact: Jemma West 

Items
No. Item

18.

Declarations of Interest

Members of the Council should declare any interests which fall under the following categories:

 

a)   disclosable pecuniary interests (DPI);

b)   other significant interests (OSI);

c)   voluntary announcements of other interests.

Supporting documents:

Minutes:

There were no declarations of interest at the meeting.

19.

Minutes

To consider and approve, as a correct record, the minutes of the meeting held on 24 June 2020.

Supporting documents:

Minutes:

The minutes of the meeting held on 24 June 2020 were submitted, approved and signed by the Chairman.

20.

General Fund Capital Programme Budget Monitoring 2020/21

This monitoring report provides an initial projection of the current financial position for the General Fund capital programme, based on expenditure to 31 May 2020, and identifies variances compared to the latest approved budget.

 

Supporting documents:

Minutes:

The monitoring report provided an initial projection of the current financial position for the General Fund capital programme, based on expenditure to 31 May 2020, and identified variances compared to the latest approved budget.

 

Proposed by Councillor Monk,

Seconded by Councillor Mrs Hollingsbee; and

 

RESOLVED:

1.        That report C/20/24 be received and noted.

 

(Voting figures: 7 for, 0 against, 0 abstentions).

 

REASONS FOR DECISION:

Cabinet was asked to agree the recommendations because it needed to be kept informed of the General Fund capital programme position and take appropriate action to deal with any variance from the approved budget.

 

21.

General Fund Revenue Budget Monitoring - 1st Quarter 2020/21

This monitoring report provides a projection of the end of year financial position of the General Fund revenue budget, based on expenditure to the 31 May 2020.

Supporting documents:

Minutes:

The monitoring report provided a projection of the end of year financial position of the General Fund revenue budget, based on expenditure to the 31 May 2020.

 

Proposed by Councillor Monk,

Seconded by Councillor Hollingsbee; and

 

RESOLVED:

1.        That Report C/20/28 be received and noted.

 

(Voting: 7 for, 0 against, 0 abstentions).

 

REASONS FOR DECISION:

Cabinetwas asked to agree the recommendations because it needs to be informed of the council’s General Fund revenue budget position and take appropriate action to deal with any variance from the approved budget.

 

 

22.

HRA Budget Monitoring Quarter 1

This monitoring report provides a projection of the end of year financial position for the Housing Revenue Account (HRA) revenue expenditure and HRA capital programme based on net expenditure to 31 May 2020. 

Supporting documents:

Minutes:

During the consideration of this item, the Chairman experienced some technical problems, and Councillor Mrs Hollingsbee took the chair.

 

The monitoring report provided a projection of the end of year financial position for the Housing Revenue Account (HRA) revenue expenditure and HRA capital programme based on net expenditure to 31 May 2020. 

 

Proposed by Councillor Godfrey,

Seconded by Councillor Mrs Hollingsbee.

 

RESOLVED:

1.        That Report C/20/23 be received and noted.

 

(Voting figures: 8 for, 0 against, 0 abstentions).

 

During consideration of this item, Councillor Wimble entered the meeting.

 

REASONS FOR DECISION:

Cabinetwas asked to agree the recommendations because Cabinet needs to be kept informed of the Housing Revenue Account position and take appropriate action to deal with any variance from the approved budget and be informed of the final 2020/21 position.

 

 

Adjournment

Proposed by Councillor Mrs Hollingsbee;

Seconded by Councillor Peall;

 

RESOLVED:

 

That due to technical issues, the meeting be adjourned for a period of 30 minutes (resuming at 17.50).

 

(Voting figures: 7 for, 1 against, 0 abstentions).

 

The meeting was adjourned at 17.20 and subsequently reconvened at 17.50.

23.

Annual Performance Report - Making a difference: a snapshot of our year 2019/20

This report sets out how the Council has continued to deliver for local people in the district in 2019/20 in response to the Corporate Plan (2017-20) vision of investing for the next generation ~ delivering more of what matters.

 

Supporting documents:

Minutes:

The report set out how the Council has continued to deliver for local people in the district in 2019/20 in response to the Corporate Plan (2017-20) vision of investing for the next generation ~ delivering more of what matters.

 

Proposed by Councillor Monk,

Seconded by Councillor Mrs Hollingsbee; and

 

RESOLVED:

1.        That report C/20/25 be received and noted.

2.        That the Annual Performance Report, Making a difference: a snapshot of our year 2019/20 be approved.

 

(Voting figures: 8 for, 0 against, 0 abstentions).

 

REASONS FOR DECISION:

The Annual Report highlights the activities and achievements of Folkestone & Hythe District Council in 2019/20 against priorities set out in 2017-20 Corporate Plan.

 

24.

Adoption of the Places and Policies Local Plan

This report summarises the findings of the planning Inspector’s report into the Places and Policies Local (PPLP). The report recommends that the council proceeds to adopt the PPLP with Main Modifications identified by the Inspector, and the council’s Additional Modifications, so that the plan can be used decide planning applications.

Supporting documents:

Minutes:

The report summarised the findings of the planning Inspector’s report into the Places and Policies Local (PPLP). The report recommended that the council proceeds to adopt the PPLP with Main Modifications identified by the Inspector, and the council’s Additional Modifications, so that the plan can be used decide planning applications.

 

Proposed by Councillor Wimble,

Seconded by Councillor Collier; and

 

RESOLVED:

1.        That report C/20/20 be received and noted.

2.        That the final report of the planning Inspector who carried out the examination of the Places and Policies Local Plan be noted;

3.        That the Submission Places and Policies Local Plan be amended to incorporate:

a)     The Inspector’s Main Modifications as set out in his report (Appendices 1 and 2);

b)     The Council’s Additional Modifications;

c)     Amendments to the Policies Map; and

d)     Any other minor formatting changes or minor corrections that are necessary for clarity or comprehension; and

4.        To recommend to Full Council that it adopts the Folkestone & Hythe District Places and Policies Local Plan, with the amendments set out in recommendation 3, to form part of the development plan for the district.

 

(Voting figures: 7 for, 2 against, 0 abstentions).

 

During the consideration of this item, Councillor Field entered the meeting.

 

REASONS FOR DECISION:

To ensure that the council has an up-to-date development plan to guide development in the district.

 

25.

COVID-19 Recovery - Future of Community Hubs

This report outlines the role of the community hubs which were set up as part of the Council’s response to the Covid-19 pandemic. The report highlights the successful outcomes of this response, identifies good practice and considers the Council’s future role in the hubs.

 

Cabinet is asked to consider continued support and additional funding for the hubs, recognising the significance of the role they have played to date, including the extent and strength of the volunteering effort, depth of community engagement and value of the partnerships that have been established.

 

Supporting documents:

Minutes:

The report outlined the role of the community hubs which were set up as part of the Council’s response to the Covid-19 pandemic. The report highlights the successful outcomes of this response, identifies good practice and considers the Council’s future role in the hubs.

 

Cabinet was asked to consider continued support and additional funding for the hubs, recognising the significance of the role they have played to date, including the extent and strength of the volunteering effort, depth of community engagement and value of the partnerships that have been established.

 

Cabinet Members noted that in the event of a second peak or other emergency COVID-19 requirement (eg localised lockdowns) the hub operations and needs would be reviewed.

 

Proposed by Councillor Mrs Hollingsbee,

Seconded by Councillor Wimble; and

 

RESOLVED:

1.          That report C/20/21 be received and noted.

2.          That the Community Hub model be noted.

3.          That the Council provide up to £35,000 in 2020/21 to support the Community Hub model; and

4.          That the allocation of funding be delegated to the Director of Place, in consultation with Cabinet Member for Communities, Lifeline, Area Officers & Street Homeless.

 

(Voting figures: 9 for, 0 against, 0 abstentions).

 

REASONS FOR DECISION:

Cabinet was asked to agree the recommendations because:

 

a)              Support for the continuation of a community and voluntary sector led response to Covid-19 will be a key feature of the District’s recovery period.

b)              There is a significant opportunity to create a positive and continued legacy for the hub model to support the health and well-being of communities, based on a contribution from all stakeholders, volunteers and the community.

c)              Council support for the hub response, moving into the recovery period, requires a final funding contribution in 2020/21 to enable a self-sustaining model to be developed.

 

 

 

26.

Customer Access Strategy

A central part of the Council’s transformation programme is the relationship with the customer.  The Customer Access Strategy seeks to set out the Council’s future approach to that relationship enhancing new technology and the benefits of the digital age whilst also ensuring those most in need are not excluded.  This strategy sets out this approach and the move to channel shift and will form the basis of how the relationship on the future.

 

Supporting documents:

Minutes:

A central part of the Council’s transformation programme is the relationship with the customer.  The Customer Access Strategy seeks to set out the Council’s future approach to that relationship enhancing new technology and the benefits of the digital age whilst also ensuring those most in need are not excluded.  This strategy sets out this approach and the move to channel shift and will form the basis of how the relationship on the future.

 

Proposed by Councillor Monk,

Seconded by Councillor Godfrey; and

 

RESOLVED:

 

1.          That the report be received and noted.

2.          That the Customer Access Strategy as set out in Appendix A be agreed. 

 

(Voting figures: 9 for, 0 against, 0 abstentions).

 

REASONS FOR DECISION:

 

Cabinet is asked to agree the recommendations because:-

 

(a)            This is an important element of the Council’s transformation programme and will help shape the relationship between the Council and its customers in the future.  Included is the action plan which sets out how this will be developed over the medium term.

 

27.

East Kent Housing - Single System

The strategy for the transfer of the single system from East Kent Housing to Folkestone and Hythe District Council was presented to the May Cabinet meeting.  At that meeting, more information was requested in relation to the costs of splitting the database prior to agreeing the additional funding.  This report sets out the results of an independent review of the proposal and seeks the funding to continue the transfer of the system.

Supporting documents:

Minutes:

The strategy for the transfer of the single system from East Kent Housing to Folkestone and Hythe District Council was presented to the May Cabinet meeting.  At that meeting, more information was requested in relation to the costs of splitting the database prior to agreeing the additional funding.  This report set out the results of an independent review of the proposal and seeks the funding to continue the transfer of the system.

 

Proposed by Councillor Godfrey,

Seconded by Councillor Mrs Hollingsbee; and

 

RESOLVED:

1.          That report C/20/26 be received and noted.

2.          That the report from SOCITM attached at Appendix A be received and noted.

3.          That additional budget from the HRA of a capital sum of up to £130,000 and ongoing revenue of £105,000 per annum to support the transfer of the system be agreed.  The exact amounts to be agreed by the Director of Transformation and Transition in consultation with the portfolio holder for Housing, Transport and Special Projects.

 

(Voting figures: 9 for, 0 against, 0 abstentions).

 

REASONS FOR DECISION:

Cabinet was asked to agree the recommendations because:-

 

(a)            This is a significant element of transitioning the housing service to Council operation and as such requires additional funds to be made available to ensure this happens.

(b)            The timescales involved are such that this provides the most secure means of transferring the system and provide a basis for providing a stable service upon transition.

(c)            This approach has been agreed by the other 3 councils and it is needed to ensure the speedy and robust splitting of the system across all 4 councils.

 

 

28.

Exclusion of the Public

To exclude the public for the following item of business on the grounds that it is likely to disclose exempt information, as defined in paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 –

 

‘Information relating to the financial or business affairs of any particular person (including the authority holding that information).  “Financial or business affairs” includes contemplated as well as current activities.’

 

Part 2 – Exempt Information Item

Minutes:

Proposed by Councillor Monk,

Seconded by Councillor Mrs Hollingbee; and

 

RESOLVED:

 

That the public be excluded for the following item of business on the grounds that it is likely to disclose exempt information, as defined in paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 –

 

‘Information relating to the financial or business affairs of any particular person (including the authority holding that information).  “Financial or business affairs” includes contemplated as well as current activities.’

 

(Voting figures: 9 for, 0 against, 0 abstentions).

29.

Waste Project 2021 - Contract Award

The Waste, Recycling and Street Cleansing Contract ends in January 2021. The council, in partnership with Dover District Council, has been engaged in a tender process for the new contract. This report outlines the outcomes of this tender process and makes recommendations for award. 

Minutes:

The Waste, Recycling and Street Cleansing Contract ends in January 2021. The council, in partnership with Dover District Council, has been engaged in a tender process for the new contract. The report outlined the outcomes of this tender process and makes recommendations for award. 

 

Proposed by Councillor Peall,

Seconded by Councillor Godfrey; and

 

RESOLVED:

1.     That report C/20/19 be received and noted.

2.     That the new contract be awarded to Veolia ES (UK) Limited to start on 16/01/21.

3.     To proceed with the service transition to the new contract.

 

(Voting figures: 9 for, 0 against, 0 abstentions).

 

REASONS FOR DECISION:

a)    The council has engaged in a tender exercise for a new Waste, Recycling and Street Cleansing Contract. The tender exercise is completed. 

b)    The bids have been evaluated on a combined price and quality basis. A winning bid has been identified. 

c)     The new contract will need to be awarded to ensure a successful service transition ready for January 2021.