The Chair 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 Chair will inform the meeting that: there is no scheduled test of the fire alarm during this meeting. If the alarm does sound, please leave the building quickly without collecting any of your possessions, using the doors signed as fire escapes, and assemble in the area near the Scout Hut which is to the left as you leave the entrance of the building. Await instructions  before re-entering the building. Should anyone require assistance in evacuating the building, please make the Swale Borough Council Democratic Services Officers aware of any special needs so that suitable arrangements may be made in the event of an emergency.

The Chairman read out the emergency evacuation procedures.

To confirm the Chairman and Vice-Chairman for the Municipal Year 2021/22.

Councillor Mike Baldock was confirmed as Chairman and Councillor Corrie Woodford was confirmed as Vice-Chairman for the Municipal Year 2021/22.

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.

No interests were declared.

To approve the Minutes of the Meeting held on 1 June 2021 (Minute Nos. 24 – 35) as a correct record.

The Minutes of the Meeting held on 1 June 2021 (Minute Nos. 24 – 35) were taken as read, approved and signed by the Chairman as a correct record.

The Chairman welcomed Marisa White, the Area Education Officer for East Kent and the Swale Borough Council Leader, Councillor Roger Truelove to the meeting for this discussion.

Following a question by a Member, the Leader explained that it was important for the matter of secondary school provision to be discussed at individual Area Committees as each area had specific issues they would want to discuss.

The Leader set out the Administration’s view of the situation of secondary school provision in Sittingbourne and the Isle of Sheppey.  Many people were concerned about secondary school places and a large number of Sittingbourne pupils had been allocated schools on the Isle of Sheppey.  There was also a skills gap in Swale.  The Leader added that it was important to get secondary education that would be of benefit to the pupils and the local economy.

The Area Education Officer went through her presentation, explaining the figures and the pressures on secondary schools.  She also went through the options Kent County Council (KCC) had considered for new secondary provision and the issues that had been encountered, making progress difficult.  The North West Sittingbourne allocated school site could not move forward until the site was purchased by the developer, which at present looked unlikely to happen for some time.  Discussions with the Oasis Academy indicated it was unlikely to release the West site at this time, meaning any new provision on the Isle of Sheppey would be subject to the identification of a new site.  The favoured option was for the Department for Education to work with the Oasis Academy to release the West site, but site searches continued.  If one were found it would take a number of years to implement and whilst KCC did not have the funds to purchase a site, if that was the only option, they would have to re-prioritise to pay for it. 

The expansion of the intake at existing Sittingbourne schools could only provide temporary respite, due to highways and other local issues constraining the possibility of significant expansion.  Other issues added to the pressures, such as parents not understanding the process of choosing school preferences, which resulted in unpopular outcomes.

A discussion ensued and below is a summary of comments:

·         Road access to release the North West Sittingbourne site was as a result of KCC Highways & Transporation decisions;

·         KCC policy on assistance with travel to schools was not helpful for Isle of Sheppey pupils who wished to attend a grammar school;

·         a Member suggested assisting parents in selecting their preferences, including a video explaining the process on the KCC website.  The Area Education Officer agreed that was a good idea and would follow this up;

·         home education was discussed, KCC could give advice and deal with safeguarding issues but did not have the money to provide resources.  A Parish Councillor commented that Swale had a good home education community; and

·         the pressures on special places were commented on in light of increasing mental health issues.

The Chairman  ...  view the full minutes text for item 206.

Members noted the progress on actions.

The Conservation & Design Manager gave an update on the Conservation Area (CA) Reviews:

·         The Milstead CA Review was out for consultation and available to view online.  The consultant had identified some boundary changes and had produced a very good document.  The consultation closed on 19 September 2021 and should be adopted in December 2021.

·         The consultant was not able to complete the CA Review documents for Rodmersham Green and Tunstall, a new consultant was appointed and would start on 13 September 2021.  These CA Reviews would go out for consultation late October 2021 and be adopted early in 2022.

·         More research needed to be undertaken on the possibility of an Iwade CA Review, the area would be limited to the High Street near the Church. 

With reference to the run-down state of the Western Area, it was suggested community litter picks could take place over the Autumn.

Further to the Chairman speaking to Highways England about the possibility of using spoil from the Junction 5 improvements to dampen the sound of road noise, they responded that although they were not opposed to the idea, the spoil would have to be checked for contamination.  So far, Bredgar Parish Council had not responded with information about how they dealt with a similar situation.

Members noted the paper on Youth Provision in Villages.  The Chairman suggested contacting the KCC Environment Warden for ideas in taking this forward.  Councillor Richard Palmer agreed to take this forward and said that a report would come back to the next meeting.

A Member advised that the Agricultural Bill would be discussed at the September 2021 Swale Area Committee Meeting.  A Tunstall Parish Councillor had done some work on this and would feedback.

Due to a technical problem, it was not possible to give this presentation.  The Conservation & Design Manager gave a verbal update under Matters Arising from Previous Meetings instead.

No issues were raised.

A Parish Councillor for Bobbing brought the Committee’s attention to the Government Fund Changing Places Toilets.  Local Authorities were invited to submit expressions of interest by 26 September 2021 to install larger accessible toilets for people who could not use standard accessible toilets, with equipment such as hoists, curtains, adult-sized changing benches and space for carers.  The Committee agreed that as this was a Borough-wide issue and it should be referred to Cabinet.

A Parish Councillor for Bobbing raised the issue of residents in the future needing to charge electric cars at home when they had no driveway.  There needed to be a policy change to allow for a wire to be run either under or over the pavement.  The Committee agreed that this issue was not specific to the Western Area and should be referred to Cabinet. Additionally, a Member said that the infrastructure needed to be put in place locally for high-speed rapid chargers.  If such chargers were installed in communal parking areas, there would be a quick turnover of cars using them.

Councillor Mike Baldock proposed and Councillor Alan Horton seconded taking the Changing Places Toilets and the suggested solutions for charging electric vehicles locally to Cabinet.  Members agreed.

Resolved:  That the Changing Places Toilets and suggested solutions for charging electric vehicles locally be taken to Cabinet to be considered as a whole Borough issue.

Tabled Paper added 27 August 2021.

The Chairman explained that over £1 million of works needed to be carried out across Swale on closed churchyards to ensure they were maintained for heritage and health and safety reasons but the Council did not have this funding.  Each year there was a budget of £50k to carry out these works which achieved limited progress.  The Chairman asked if the Area Committee wanted to look at this going forward?

Discussion ensured and the possibility of a pilot scheme trialled in the Western Area was considered which would provide an avenue for the community to engage in this work.  It was agreed to add this to the work plan to discuss further at a future meeting.

The Area Committee considered the report setting out a proposed work plan and criteria for future funding applications to comply with.

Discussion ensued which focused on the process proposed by the Area Committee Review Working Group to score funding bids and if this mechanism was in line with the Constitution.  The Chief Executive advised that officers had considered this and it was in line with the Constitution.

After further discussion Councillor Mike Baldock proposed and Councillor Paul Stephen seconded the following:

·         The work plan for the year 2021/22 to include:

Ø  Continue with ongoing projects and receive updates;

Ø  potential positive activities for young people in villages; and

Ø  closed churchyards.

·         References to fireworks and drones in the section on Exceptions to funding to be checked and if found to be incorrect, removed;

·         bids for funding should demonstrate the criteria “seek to improve the appearance, environment and facilities of the area and should benefit residents across the Western Area”; and

·         to reject the Area Committees Review Working Group’s process for scoring of applications, the Western Area Committee Members to assess the bids individually.

On being put to the vote, members agreed the proposal.

Resolved: That the work plan for the year 2021/22 to include:

Ø  Continue with ongoing projects and receive updates;

Ø  potential positive activities for young people in villages; and

Ø  closed churchyards.

·         references to fireworks and drones in the section on Exceptions to funding to be checked and if found to be incorrect, remove;

·         bids for funding should demonstrate the criteria “seek to improve the appearance, environment and facilities of the area and should benefit residents across the Western Area”; and

·         to reject the Area Committees Review Working Group’s process for scoring of applications, the Western Area Committee Members to assess the bids individually.

The Monitoring Report for funding allocations for 2020-21 was noted.

The Chairman advised that since publishing the agenda, the following update had been received:

“Sittingbourne in Bloom Sensory Garden refurbishment at King George V Playing Field.  Phase 1 had been completed which included replacing all timber bunding around the old ex-sensory beds and the recomposting and new planting.  This cost £3,884.  Phase 2 – SBC Green Spaces Team were being consulted regarding the planting regime and groundwork.”

No issues were raised.

It was agreed to take the following matters to Cabinet for consideration:

·         Changing Places Toilets – submit an Expression of Interest by 26 September 2021;

·         to look at changing policy to allow residents to run a wire either under or over a pavement to charge an electric vehicle where there was no driveway;

·         to encourage the installation of high speed/rapid chargers locally; and

·         to encourage the provision of communal parking areas where high speed/rapid chargers could be installed.

The meeting was adjourned from 20:15 to 20:22.