To approve the Minutes of the Meeting held on 28 October 2015 (Minute Nos. 301 -306) as a correct record.

The Minutes of the Meeting held on 28 October 2015 (Minute Nos. 301 – 306) were taken as read, approved and signed by the Chairman as a correct record.

Councillors should not act or take decisions in order to gain financial or other material benefits for themselves or their spouse, civil partner or person with whom they are living with as a spouse or civil partner.  They must declare and resolve any interests and relationships.

The Chairman will ask Members if they have any interests to declare in respect of items on this agenda, under the following headings:

(a)          Disclosable Pecuniary Interests (DPI) under the Localism Act 2011.  The nature as well as the existence of any such interest must be declared.  After declaring a DPI, the Member must leave the meeting and not take part in the discussion or vote.  This applies even if there is provision for public speaking.

(b)          Disclosable Non Pecuniary (DNPI) under the Code of Conduct adopted by the Council in May 2012.  The nature as well as the existence of any such interest must be declared.  After declaring a DNPI interest, the Member may stay, speak and vote on the matter.

Advice to Members:  If any Councillor has any doubt about the existence or nature of any DPI or DNPI which he/she may have in any item on this agenda, he/she should seek advice from the Director of Corporate Services as Monitoring Officer, the Head of Legal or from other Solicitors in Legal Services as early as possible, and in advance of the Meeting.

Councillor Monique Bonney declared a Disclosable Non Pecuniary (DNP) interest in relation to Agenda Item 4 (Draft Indoor Sports Facility Strategy 2015 – 2025) as she was a Faversham Pools Trustee.

Councillor Andy Booth declared a Disclosable Non Pecuniary (DNP) interest in respect of Agenda Item 4 (Draft Indoor Sports Facility Strategy 2015 – 2025) as he was Chairman of Swale Community Leisure Limited.

Councillor Mike Henderson declared a Disclosable Non Pecuniary (DNP) interest in relation to Agenda Item 4 (draft Indoor Sports Facility Strategy 2015 -2025) as he was a Faversham Pools Trustee.

Councillor Nick Hampshire declared a Disclosable Non Pecuniary (DNP) interest in respect of Agenda Item 4 (Draft Indoor Sports Facility Strategy 2015-2025) as he was the Swale Borough Council’s representative for Swale Community Leisure Limited.

The Committee is asked to consider the Draft Indoor Sports Facility Strategy 2015 – 2025 (attached).

The Chairman welcomed the Cabinet Member for Localism, Sport, Culture and Heritage and the Head of Economy and Community Services to the meeting.

The Cabinet Member for Localism, Sport, Culture and Heritage introduced the report which outlined the work that had been undertaken by consultants to determine the future need and demand for indoor sports facilities. He emphasised how important it was that post-2019 when the current contract with Swale Community Leisure Limited (SCLL) and Serco Leisure Ltd who managed the Swallows and Sheppey Leisure Centre ended, the most suitable number and type of facilities were provided for local residents and visitors to Swale. The Cabinet Member for Localism, Sport, Culture and Heritage further highlighted the likelihood of a future reduction in available funding for sports facilities, a discretionary service, and the provision of the service from the private sector and voluntary organisations.  He drew attention to the proposal and feedback at items 3.1 and 3.2 on page 2 of the report and invited the views of the Policy Development Review Committee Members.

In answer to a question about the mandatory nature of the service, the Cabinet Member for Localism, Sport, Culture and Heritage advised that the Government made sports facilities non-mandatory in 1987.

A Member sought clarification on whether the expectation of spending to support sports facilities in the Borough was likely to reduce in the future. The Head of Economy and Community Services advised that the need, then the cost would be considered and there were possible efficiencies for the Council although the costs were sometimes neutral.  The Leader agreed and gave an example of a swimming pool out of the Borough that made a profit.

In response to a question from a Member, the Head of Economy and Community Services advised that the participation rates in sport and active recreation numbers were compared with neighbouring authorities, rather than national authorities just to gain a comparable idea, but further regional and national information could be sought from Sport England.

A Member asked if any sports facilities would be provided as part of the Sittingbourne Regeneration, referred to the information at 2.2 on page 15 regarding the requirement of local authorities to provide leisure facilities as part of the National Planning Policy Framework and highlighted the out-of-date population figures at 2.7 on page 23 which did not reflect the future increase in housing numbers to a likely 15,000 new homes.  The Cabinet Member for Localism, Sport, Culture and Heritage advised that the Council needed to identify its needs first and Spirit of Sittingbourne or developers may then be involved and the population figures would be updated.  

A Member highlighted the use of the natural coastline, as identified at the bottom of page 7, as a major issue and several Members sought clarification on the 53% satisfaction rate in using Council leisure facilities as referred to at the bottom of page 8.  The Head of Economy and Community Services agreed to clarify the information from the Local Area Perception Survey  ...  view the full minutes text for item 348.

The Committee is asked to consider the Local Engagement Forums and Swale Rural Forum Reviews (attached).

The Chairman welcomed the Economy and Community Services Coordinator to the meeting.

The Cabinet Member for Localism, Sport, Culture and Heritage introduced the report and sought views and suggestions on the future operation of Swale Borough Council’s Local Engagement Forums (LEFs) and Swale Rural Forums.

A Member suggested one Committee with a similar agenda to bring together residents, Parish Councils and Heads of Services to be called Swale Localism Forum but another Member was not in favour of the name change, the attendance of the Parish Councils or the Local Engagement Forums.

Another Member stated that residents were not using the LEF’s or Swale Rural Forums effectively and they were poorly attended whilst another Member commented on the effect the new Police reorganisation would have on Police attendance at the meetings in the future.

The Leader considered that the current meetings were not fit-for-purpose, were a drain on staff resources, poorly attended and sought suggestions for alternatives from Members.

One Member considered that whilst there had been some duplications at the meetings, the Rural Forum had tackled rural issues and gave an example to which the Leader commented that issues could have been discussed at other forums.  The same Member suggested the forums needed to be more proactive.

A Member stated that the forums were no longer required in their current form and suggested the use of IT and online communication instead. The Head of Economy and Communities agreed that alternative methods of communication could be used to engage with residents and agreed to discuss with the Communication Manager if necessary although a Member had concerns that the Internet was not accessible to all residents and some residents relied on face-to-face communication.  A Member suggested webcasting the meetings from the Council Chamber.

Several Members agreed that the forums were not engaging people and it was recommended that both forums ceased and a report be prepared for the General Purposes Committee to consult with the general public.

The Chairman stated that the name change and timing of meetings could be discussed at a future date.

The Cabinet Member for Localism, Sport, Culture and Heritage agreed to all the above and would seek feedback from the current LEF attendees and those organisations that have attended in the past.

The Chairman thanked the Head of Economy and Community and the Economy and Community Services Coordinator for their attendance.

Resolved:

(i)            That the Policy Development and Review Committee recommends to Cabinet that both the Local Engagement Forums and Swale Rural Forums cease in their current form;

(ii)          That a consultation is undertaken  with the public on changing the arrangements.

The Committee are asked to consider the report on Access Strategy/Digital First.

The Chairman welcomed the Leader and the Head of Commissioning and Customer Contact to the meeting.

The Leader introduced the report and spoke of the changes in the way customers chose to interact with the Council.

The Head of Commissioning and Customer Contact gave an example of how technology was being used in Benefit Claims and advised that the report focused on:

·         ways of accessing services

·         response

·         customer charter

·         standards

The Head of Commissioning and Customer Contact acknowledged that more traditional methods of communication were necessary for those that required it.

A Member suggested the name of the strategy to be changed to ‘Contacting the Council’ and Members agreed. 

Members made the following comments:

·         other social media to be used as channels of communication

·         website much improved and more customer friendly

·         staff answering phones were very good

·         concerns over safeguarding when documents provided digitally

·         initial emails acknowledged but lack of response thereafter

·         suggested tracking system of communication on website

·         suggested webcasting meetings

·         digital strategy could identify savings

·         pleased with response times in call centre answering

In response to a question from a Member regarding an objective that customers contact the service only once wherever possible, the Head of Commissioning and Customer Contact clarified that sometimes more information was required from a customer.

The Head of Commissioning and Customer Contact confirmed that Customer Services could access services on behalf of customers without IT facilities, through the Single Citizen Account.

In response to further questions from Members, the Head of Commissioning and Customer Contact stated that the service improvement programme will identify opportunities for efficiencies and cost reductions, which could be realised through staff reductions or other cost savings.

The Chairman thanked the Leader and the Head of Commissioning and Customer Contact for their attendance at the meeting.

Resolved:

(i)            That the report be noted.

The Committee is asked to note the Committee’s Work Programme (attached) for the remainder of the year.

The Policy and Performance Officer introduced the report which set out the policies, plans and strategies due to be reviewed by the Committee.

The Chairman suggested the Open Space Policy should be merged with Sports Facilities Strategy and Planning Pitch Strategy in the future which was noted by the Policy and Performance Officer.

Resolved:

(i)            That the report be noted.