Agenda and minutes

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

There were no declarations of interest.

To consider and approve as a correct record the minutes of the meeting

held on 17 January 2017.

The minutes of the meeting held on 17 January 2017 were submitted, approved and signed by the Chairman.

A presentation will be given by Mark Luetchford, Communications Manager and Tim Madden, Corporate Director – Organisational Change.

Tim Madden, Corporate Director for Organisational Change, informed members that a Digital Transformation Board had been set up, headed by him, to continue moving forward with a strategy for a digitally enabled world.

The board meets monthly to exchange ideas, co-ordinate work and monitoring the process of moving forward. It has agreed to work on 6 projects, listed below: 

1.         Revenues and Benefits – this is the biggest and most wide ranging project and the main factors are shown in the attached presentation papers.

3 dedicated kiosks have been set up in the reception area which members of the public are encouraged to use to access all the necessary forms and information relating to this area and it has already shown that these are well used. Staff are on hand to give support and guidance where necessary.

2.         Parking - to deliver a self serve virtual parking and visitor voucher system which will allow customers to apply for and renew parking permits / vouchers on line with no need to display traditional permits / vouchers in vehicles, this will ease customer process and reduce pressure on front office and customer contact.

3.         Events – officers are working towards streamlining the process and introducing an App that will allow customers to organise events and liaise directly with the Safety Advisory Group.

4.         Grounds maintenance – the council is already working towards streamlining of internal processes and officers are looking at booking systems.

5.         Finance – an internal review of processes and structure is currently being undertaken.

6.         Taxi Licensing – officers are aiming to deliver an online taxi licensing application service which will include an online knowledge test, an online DBS application solution and online license applications for taxi drivers.

Members paid particular attention to how the council will work with and help those people who are more vulnerable and less capable of using IT equipment and were given reassurance that allowance had been given to these types of people and visiting officers would still make the necessary arrangements if and when necessary.

Mark Luetchford, Communications Manager informed members that the Government Digital Service (DGS) is part of the Cabinet office created in 2013, with an aim to deliver online services that are straight forward and convenient for the customer.

In May 2015 the council redesigned its website making services available digitally and improving the customer experience, removing any old or broken links and updating data and forms wherever necessary.

A selection of tools to track and monitor how the site is performing enables officers to use the data to make amendments/improvements on a regular basis as part of the evolving development.

The website improvement project is ongoing and members were given assurances that any areas still in need of improvements, such as, planning will be looked at and improved through the project, paying particular attention to the planning area, which was raised as a concern by members.

A presentation will be given by Ben Geering, Head of Planning.

This item was raised as part of the Annual Scrutiny Programme 2015/16 by New Romney Town Council.

Ben Geering, Head of Planning presented members with an overview of the requirements for collection and allocation of planning obligations. A copy of the presentation is attached to these minutes for information.

Mr Geering informed members that planning obligations, also known as s106 agreements are private legal agreements made between local authorities and developers and can be attached to a planning permission to make acceptable development which would otherwise be unacceptable in planning terms.

Explaining the land itself, rather than the person or organisation that develops the land, is bound by a Section 106 Agreement.

Mr Geering explained that planning obligations are used for 3 purposes; prescribe, compensate and mitigate, examples of which are shown in the attached presentation. He made it clear that planning obligations must be directly relevant to the proposed development.

In addition to S106 agreements he explained the use of the Community Infrastructure Levy 2010 (CIL) which the Council adopted in August 2016, together with Regulation 123.

The role of CIL is shown in the attached presentation but Mr Geering acknowledged difficulties of balancing CIL and S106, especially where infrastructure needs multiple sites to contribute. He informed that Government are now reviewing CIL, which may lead to a CIL light approach, with S106 taking prominence and CIL replaced by a different tariff. He felt that CIL would benefit smaller sites, leaving S106 for the larger developments. Officers are waiting on the outcome of the review.

The Planning Policy Team is now looking at the Places and Policies Local Plan which will identify funding stream for key infrastructure – CIL or s106. He explained that a S106 Working Group, headed by the Corporate Director for Strategic Operations, met to ensure funds collected are allocated and spent as required, examples of which are in the attached papers.

Mr Geering felt officers had a robust mechanism in place with appropriate monitoring and clear accountability.

Members paid particular attention to the 15% benefit that Town and Parish Councils could receive through CIL and 25% where a Neighbourhood Plan is in place.

Following a question from Mr Peter Coe, New Romney Town Council, Mr Geering explained that any works carried out and relating to the issue raised in respect of either a crossing or curbing in the area would be carried out as permitted and that any S106 monies would be spent accordingly.