Agenda and draft minutes

Venue: Council Chamber , Swale House, East Street, Sittingbourne, Kent, ME10 3HT

Contact: Democratic Services, 01795 417330  Democratic Services Officer

Items
No. Item

151.

Emergency Evacuation Procedure

The Chairman will advise the meeting of the evacuation procedures to follow in the event of an emergency. This is particularly important for visitors and members of the public who will be unfamiliar with the building and procedures.

 

The Chairman will inform the meeting whether there is a planned evacuation drill due to take place, what the alarm sounds like (i.e. ringing bells), where the closest emergency exit route is, and where the second closest emergency exit route is, in the event that the closest exit or route is blocked.

 

The Chairman will inform the meeting that:

 

(a) in the event of the alarm sounding, everybody must leave the building via the nearest safe available exit and gather at the Assembly points at the far side of the Car Park. Nobody must leave the assembly point until everybody can be accounted for and nobody must return to the building until the Chairman has informed them that it is safe to do so; and

 

(b) the lifts must not be used in the event of an evacuation.

 

Any officers present at the meeting will aid with the evacuation.

 

It is important that the Chairman is informed of any person attending who is disabled or unable to use the stairs, so that suitable arrangements may be made in the event of an emergency.

Minutes:

The Chairman outlined the emergency evacutation procedure.

152.

Minutes

To approve the Minutes of the Meeting held on 9 June 2021 (Minute Nos. 61 - 69) as a correct record.

 

Minutes:

The Minutes of the meeting held on 9 June 2021 (Minute Nos. 61 – 69) were taken as read, approved and signed by the Chairman as a correct record.

153.

Declarations of Interest

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 Interests (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.

 

(c)           Where it is possible that a fair-minded and informed observer, having considered the facts would conclude that there was a real possibility that the Member might be predetermined or biased the Member should declare their predetermination or bias and then leave the meeting while that item is considered.

 

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 Monitoring Officer, the Head of Legal or from other Solicitors in Legal Services as early as possible, and in advance of the Meeting.

 

Minutes:

There were no declarations of interest.

154.

Financial Management Report - Financial Outturn Report 2020/21 pdf icon PDF 368 KB

Additional documents:

Minutes:

The Leader introduced the report which outlined the revenue and capital outturn position of the Council for 2020/2021. The Leader highlighted the £3.893m overspend due to the Covid Pandemic. He said that tables 4 and 5 show the amount of government funding the Council had received in the past year. He asked members to agree to the settlement of the litigation case.

 

The Cabinet Member for Economy and Property proposed the recommendations which were seconded by the Cabinet Member for Community.

 

Resolved:

 

(1)  Noted the revenue underspend of £1.321m.

(2)  Approved the revenue service rollovers of £293,753 and setting up of new reserves as set out in Appendix I Table 13.

(3)  That delegation be given to the Chief Executive for the allocation of uncommitted underspends to a Covid Recovery Fund.

(4)  Noted the capital underspend of £4,400,272 and expenditure of £9,603,218 as detailed in paragraph 3.33 and Appendix I Table 16.

(5)  Approved the capital rollovers of £5,880,664 as detailed in Appendix I Table 17

(6)  Approved the transfer of reserves as set out in Table 3

(7)  Agreed the settlement on litigation as set out in paragraph 3.25 of the report

(8)  That delegation be given to the Chief Executive to top up the General Reserve as required and set out in paragraph 3.30 of the report.

155.

Land at Colegates Close, Oare - Community Asset Transfer pdf icon PDF 91 KB

Additional documents:

Minutes:

The Cabinet Member for Property and Economy introduced the report which sought approval for a 125 year lease on Land at Colegates Close to Oare Parish Council.

 

The Cabinet Member for Property and Economy proposed the recommendations and the Cabinet Member for Housing seconded.

 

Resolved:

 

(1)  That a new 125-year lease of the property, Land at Colegates Close, Oare be entered with Oare Parish Council.

(2)  That the Head of Property Services in consultation with the Cabinet Member for Economy and Property be authorised to finalise the terms and the Head of Legal Services be authorised to negotiate and complete the necessary legal formalities and all necessary deeds and agreements arising from or ancillary to the grant of the lease of the property.

156.

Future Delivery of Property Maintenance pdf icon PDF 111 KB

Minutes:

The Cabinet Member for Property and Economy introduced the report which set out the three different options for a modified term contract for the delivery of property maintenance from 1 April 2022. The report set out the three different options and the Cabinet Member summarised the options as;

 

·         Option 1 – retain the status quo and keeping the current single term contract we have;

·         option 2 – create a framework contract along the same lines as the Staying Put framework the Council are currently operating; and

·         option 3 – to modify the current term contract to encourage all labour and materials to be locally based/procured.

 

The Cabinet Member suggested to members that Option 2 was the most favourable option but due to the amount of work required by officers to get it in place it was not a practicable option. Option 3 was the best option for the Council to encourage the use of local trades and services.

 

The Cabinet Member for Property and Economy proposed the recommendation and Cabinet Member for Climate Change.

 

Resolved:

 

(1)  That Council proceed with Option 3 in the report for the delivery of property maintenance from 1 April 2022.

157.

Procurement of Utility Supplies pdf icon PDF 126 KB

Minutes:

The Leader introduced the report which was to enter into a contract with Laser Buying Group from 1 October 2021 until 30 September 2025 for electricity and on a 1+1+1 basis for the gas supply on the terms set out in the report.

 

A member sought clarification from the officer as to why it is only recommended that we move to 50% of our electricity usage rather than 100%. The officer responded by explaining to the Cabinet that the 50% recommendation was to minimise the risk of a financial penalty.

 

The Leader proposed the recommendation and this was seconded by the Cabinet Member for Climate and Ecological Emergency. 

 

Resolved:

 

(1)   The Council enter into a contract with Laser Buying Group from 1 October 2021 until 30 September 2025 for electricity on a 1+1+1 basis for gas supply on the terms set out in the report.

158.

Recommendations from the Swale Joint Transportation Board meeting held on 21 June 2021 - to-follow pdf icon PDF 95 KB

Recommendations published 6 July 2021.

Minutes:

Resolved:

 

(1)   That the recommendations in Minute Nos. 85, 86, 87, 88, 89, 90 and 91 be agreed.

159.

Recommendations from the Local Plan Panel meeting held on 8 July 2021 - to-follow

Minutes:

Resolved:

 

(1)   That the recommendations in Minute No. 49 be agreed.