Agenda and minutes

Members of the committee 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 14 November 2017.

With the amendment to include the presence of Councillor Alan Ewart-James, Cabinet Member for Housing, the minutes of the meeting held on 14 November were submitted, approved and signed by the Chairman.

Report C/17/65 considers the use of the free parks and the current charging structure of car parking fees and permits. It puts forward proposals for car park charges and permits to be increased in some car parks and for the introduction of charges in three of the nine free car parks.

Report C/17/65 considers the use of the free parks and the current

charging structure of car parking fees and permits. It puts forward

proposals for car park charges and permits to be increased in some car

parks and for the introduction of charges in three of the nine free car parks.

Andy Blaszkowicz, Head of Commercial and Technical Services informed members of the changes to be made to implement costs in line with other districts. The Council is still one of the lowest in Kent. The additional charging will assist budget pressures.

Particular attention was paid to the three carparks that will be affected; Stripes Club, Folkestone; Wilberforce Road, Sandgate and The Lade, Lydd.

Members were concerned that charging at Stripes would just move parking to different areas where there are no charges, such as the Bowling Club next door.

Permit holders have seen an increase in charges this year and this is again in line with other districts but still remains relatively low.

Members asked for clarification on the classification for the increased charges and were informed that they are based on the usage of the sites and assumptions made. Officers agreed that usage may dip initially but assume they will go up again in due course, it is anticipated that the additional income will be made.

Officers intend to review all additional charging sites after 12 months.

Proposed by Councillor Peter Gane

Seconded by Councillor Ms Susan Carey and

Resolved:

1.         To note report C/17/65.

(Voting: For 7; Against 0; Abstentions 1)

Presentation on the Transforming Shepway project proposal to change the way we operate – supporting members to deliver our corporate priorities, focusing on getting it right first time for our customers and investing in a workforce enabled by improved customer processes, training and technology.

Sarah Robson, Head of Transformation presented members with a progress report for Transforming Shepway, informing the committee that Cabinet agreed to the procurement of a blueprint in June, to look at a future operating model for the Council. A list of the Council’s design principles which will support the model is attached in the presentation papers.

In September the consultancy firm Ignite was appointed, working with officers to date to engage Council staff through a series of workshops to develop an understanding of the model, undertake an activity analysis of existing roles and strategic operational work and support the future design of work areas and processes.

The model that the Council wishes to adopt is set out in the attached papers. If the blueprint is approved, a detailed design and process exercise will then need to be undertaken. At this stage, the model will apply to all council staff, with the exception of delivery services such as grounds maintenance operatives and Hythe Pool staff. A brief overview of the model operational functions is detailed below:

·         Customers/Customer Self-Service – to encourage customers to use the self-service facilities that will be available to them 24/7.

·         Customer Enabling – universal customer contact, showing customers how to do things and starting their customer journey.

·         Customer Service advisor – 80% of enquiries get dealt with by self- service but it is those that do not use the self-service  that the council needs to help and this is a good starting point.

·         Case Management and Service processing – if an enquiry cannot be resolved in the customer service area above then it will come here.

·         Specialist – those with specialist skills will be used to make the final judgement using the knowledge they have.

·         Mobility officers – these will be key to the roles laid down as they will be out in the district, meeting customers and working with ward members, being more proactive and providing necessary support to officers not out in the field.

·         Strategy and Commissioning – this will be website interface, strategies and policies.

Transforming Shepway puts the customer at the heart of Council, therefore working with Ignite, officers will explore customer journeys, business processes and our ICT/digital capabilities to ensure we can deliver public services and provide the best customer service.

The Head of Transformation informed the Committee that model has successfully been delivered in other local authorities, including Eastleigh, Eastbourne and South Hams/West Devon to name a few. CMT and Members have undertook a site visit to South Hams/West Devon in late November and it was evident that transformation is the positive step forward for the Council in responding to our customer needs.

Members paid particular attention to the following:

·         Data Protection – the Council will continue to provide the necessary data protection for its customers.

·         Multi-skilled officers – the Council will have a robust system in place, some officers will have the knowledge and skills that can be shared with others.

·         Customers – some vulnerable customers may be more difficult  ...  view the full minutes text for item 62.

Report C/17/67 provides an update on the Council’s performance for the first quarter of 2017/18, covering 1^st April 2017 to 30^th June 2017.  The report enables the Council to assess progress against the approved performance indicators for each service area.  

This report includes the full list of performance indicators and key performance indicators that will be monitored during 2017/18 and reported to CMT and Members quarterly.

Report C/17/67 provides an update on the Council’s performance for the

first quarter of 2017/18, covering 1st April 2017 to 30th June 2017. The

report enables the Council to assess progress against the approved

performance indicators for each service area.

This report includes the full list of performance indicators and key

performance indicators that will be monitored during 2017/18 and reported

to CMT and Members quarterly.

Proposed by Councillor Clive Goddard

Seconded by Councillor Mrs Claire Jeffrey and

Resolved:

1.         To receive and note report C/17/67.

2.         To note the performance information for quarter 1.

(Voting: For 8 ; Against 0; Abstentions 0)

Report C/17/64 The Council adopted a Community Infrastructure Levy (CIL) in August 2016, herein referred to as ‘the levy’.  This report provides a copy of the draft CIL Monitoring Report for 2016/17. In addition, minor changes are proposed to the CIL Payment in Kind Policy in order to clarify that the delivery of appropriate infrastructure can satisfy a charge arising from the levy.

Report C/17/64 The Council adopted a Community Infrastructure Levy

(CIL) in August 2016, herein referred to as ‘the levy’. This report provides

a copy of the draft CIL Monitoring Report for 2016/17. In addition, minor

changes are proposed to the CIL Payment in Kind Policy in order to clarify

that the delivery of appropriate infrastructure can satisfy a charge arising

from the levy.

Members acknowledged the changes to the policy and asked discussed the following issues:

Concern was raised in that a developer had circulated information to residents relating to a planning application in one of the outlining villages in Shepway explaining that if they supported the application then substantial monies would come into the village via CIL. This is incorrect as parish and town councils are capped as to the amounts received at £100 per unit (without a neighbourhood plan) and self and custom build exemptions apply.

There are 4 charging zones across the district which have been adopted by CIL, which will be reviewed regularly.

It was agreed that officers would educate parish and town councils on the systems in place as a matter of urgency, through the Planning User Group and briefings.

Proposed by Councillor Clive Goddard

Seconded by Councillor Ms Jan Holben and

Resolved:

1.         To receive and note report C/17/64.

(Voting: For 8; Against 0; Abstentions 0)

Report C/17/69 sets out the Council’s Draft General Fund budget for 2018/19.

Report C/17/69 sets out the Council’s Draft General Fund budget for

2018/19.

Members were given an overview of where the Council is at in regards to the general fund budget and were provided with an up to date analysis for 2018/19 showing the top 10 movements in expenditure and income. This is attached to the minutes for information.

Members paid particular attention to the following:

·         Otterpool - members were informed that there is a base budget provision for 2018/19 in respect of the final year for the masterplanning phase of the scheme. The budget was not finalised in time for the 2017/18 base budget although this has subsequently been resolved.  The 2018/19 budget provides for the masterplanning and consultancy costs for the council’s role as developer and also includes the contribution it expects to receive towards these costs from its partner, Cozumel Estates Limited. Additionally there is provision for further consultancy costs to support the council’s role as the local planning authority in this matter. This is an incomplete picture in as much as the budget report does not bring together the whole position for the current phase for Otterpool and further information will be brought to Cabinet in a separate report in January 2018.

·         Other non-service specific grants – further information has been requested which will be provided to members following the meeting in respect of principle categories of grants that the Council receives in respect of this heading.

·         Elections - members were informed that the £40,000 increase was in respect of the lead up to the May 2019 elections, staffing costs, printing, IT equipment and training.

·         Public conveniences – the reduction in spend of £1,800 and the reason for this will be provided by officers directly to the committee, members were assured this was not in respect of a drop in service standards.

·         Development Control – the increase of £55,000 is in respect of planning fees increasing by 20% bringing more revenue income.

Proposed by Councillor Russell Tillson

Seconded by Councillor Clive Goddard and

Resolved:

1.         To note report C/17/69.

(Voting: For 8; Against 0; Abstentions 0)

Report C/17/68 sets out the Housing Revenue Account Revenue and Capital Budget for 2018/19 and proposes a decrease in rents and an increase in service charges for 2018/19.

Report C/17/68 sets out the Housing Revenue Account Revenue and

Capital Budget for 2018/19 and proposes a decrease in rents and an

increase in service charges for 2018/19.

Members were given an overview of the report paying particular attention to the following:

·         Fire protection works – members were pleased to see a large increase in the fire risk assessment budget.

·         New Builds – members noted that although there had been a reduction in the number of new builds proposed, due to the reduction in rents of 1% for 4 years set by government, they were pleased to see that officers were still on track to meet the new target set.

Proposed by Councillor Peter Gane

Seconded by Councillor Mrs Claire Jeffrey and

Resolved:

1.         To receive and note Report C/17/68.

(Voting: For 8; Against 0; Abstentions 0)