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; 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.

The Chairman drew attention to the fire evacuation procedure.

To approve the Minutes of the Meeting held on 15 November 2017 (Minute Nos. 327 - 338) as a correct record.

The Minutes of the Meeting held on Wednesday 15 November 2017  (Minute Nos. 327 - 338) 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.

(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 room 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.

No interests were declared.

The Cabinet Member for Regeneration, Director of Regeneration, the Special Projects Manager and the Town Centre Scheme Manager have been invited to attend for this item.

The Chairman welcomed the Cabinet Member for Regeneration, the Director of Regeneration, the Special Projects Manager, the Sittingbourne Town Centre Regeneration Scheme Manager, Huw Evans and Simon Western from Quinn Estates and Kevin McEveer from Lowick Communications to the meeting.

The Cabinet Member for Regeneration introduced the update report and advised that, due to deadlines, the report had been produced before Christmas and further updates would be discussed during the meeting.

In response to questions from a Member, the Special Projects Manager advised that the revised floor plans and elevations for the Multi-Storey Car Park (MSCP) would be available to view imminently and that the licence for alterations to the Forum Car Park was necessary as the Council leased the land from Tesco.  He added that there would be 318 car parking spaces although this might change if more disabled spaces were required.

There was a discussion on the complex measures required to complete the land swap and Huw Evans stated that  good engagement with Network Rail was continuing in order to complete the Land Disposal Policy Condition 7 (LC7) process. The Chairman applauded the good communication with Network Rail.

A Member asked about the current risks of the project.  The Sittingbourne Town Centre Regeneration Manager advised that a strategic risk register was available and gave examples of non-operational risks such as failure of the partners to deliver or the loss of tenants.  The Director of Regeneration added that measures were in place to minimise risk and reminded Members that Swale Borough Council’s (SBC) risks had reduced since the scheme went unconditional on 29 November 2017. 

The same Member asked about costs of the project.  The Special Projects Manager explained that the costs of the MSCP were fixed and were no longer affected by the exchange rate.  He added that a Quantity Surveyor had been appointed for the MSCP and costs were all within budget.

The Chairman was pleased that the completion date of 8 December 2017 for the first phase of the highways works had been met and referred to future target dates highlighted in the update report.  The Cabinet Member for Regeneration explained that there might be enforced winter weather delays and that an exact date in May for work to the leisure units was still to be confirmed.  Huw Evans added that work to Units 1 and 2 had gone well, and preparatory works to the leisure units could commence before May 2018.

In response to a question from a Member, the Director of Regeneration advised that all the retail units had been let.

There was a discussion on the impact of moving the Sittingbourne Market to the High Street to allow access to the Forum Car Park for the scheme, and the Director of Regeneration apologised for the lack of communication to traders and public, and advised that the team were working to find a solution for issues raised by traders.  The Cabinet Member for Regeneration referred to the meeting with 33 traders earlier in the  ...  view the full minutes text for item 432.

The Committee is asked to review the updated log of recommendations (attached).

The Policy and Performance Officer introduced the report and drew attention that the Visitor Economy Strategy would be discussed at the Policy Development and Review Committee on 17 January 2018 and invited Members to attend. 

In response to questions from a Member, the Policy and Performance Officer confirmed the information in the report that several recommendations in the Leisure and Tourism review were still ongoing. 

The Committee is asked to consider updates on other reviews.

The Chairman advised that he had agreed with the Head of Planning Services to delay his report back to the Scrutiny Committee until the meeting in March 2018 as work was progressing.

A Member sought assurance that the work of the part-time Tree Officer would be covered in his absence. 

A Member praised the improvement in the Planning Enforcement service.

The Chairman thanked the Policy and Performance Officer for the Development Management report circulated to Members of the Task and Finish Group prior to the meeting and suggested that the Policy and Performance Officer should confirm dates with the Development Management Task and Finish Group to formulate an action plan.  The Policy and Performance Officer agreed.

The Policy and Performance Officer reminded Members that the draft Visitor Economy Strategy would be considered at the Policy Development and Review Committee on 17 January 2018 and then at the Cabinet Meeting on 7 February 2018.

The Chairman referred to the Regeneration Member Briefing held earlier in the week and a Member stated that the information gained from the briefing was a good starting point.   A discussion on Regeneration projects took place and the following points were made:

·         many projects have stalled;

·         some areas of the Borough were being left out;

·         majority of regeneration projects were at SBC’s arm’s length;

·         High Streets in Sheerness and Sittingbourne were being neglected;

·         a clean up of townscapes was required;

·         local authority as well as commercially led schemes were required; and

·         what had previous grant money awarded been spent on and what had it achieved?

The lead Member for Non-Sitingbourne Town Centre Regeneration projects  advised that a meeting of the Task and Finish Group would be arranged within the next month.

The Committee is asked to consider the Forward Plan with a view to identifying possible items for pre-decision scrutiny.

The Senior Democratic Services Officer advised that there had been an addition to the Forward Plan since the Scrutiny Agenda had been printed and advised that updated paper copies of the Forward Plan were available and the plan was on the Council’s website.

A Member referred to the item on Landholdings Review – Sale of Various Sites – and expressed his concern that SBC should balance maximising income but not at the threat of quality of life.

There was a discussion around the location of the sites referred to on the Forward Plan, on page 8 of the Agenda, and Members requested plans and further information from the Estates Surveyer.

In response to a Member’s question, the Policy and Performance Officer clarified that the Economy Strategy had been re-named the Swale Regeneration Framework.

A Member referred to the Digital Strategy on page 15 of the Agenda and the Policy and Performance Officer advised that the Policy Development Review Committee would be considering that item.

The Committee is asked to consider any requests from Committee Members to commence a review.

There were no urgent business requests.

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

The Policy and Performance Officer reminded Members that the Budget Scrutiny meeting would be held on Thursday 25 January 2018 and all Members had been invited to attend.  He further advised that the Waste and Recycling Team would be invited to attend the Scrutiny meeting scheduled for 28 February 2018.