Agenda and minutes

Apologies for absence were received from Councillors R J Frost, M J Holloway and M Rose.

It was noted that, in accordance with Council Procedure Rule 4, Councillor M J Ovenden had been appointed as substitute for Councillor M J Holloway.

To receive any declarations of interest from Members in respect of business to be transacted on the agenda.

Councillor B J Glayzer declared a Disclosable Pecuniary Interest (DPI) in the item Public Petition – More Parking Spaces at Aycliffe (Minute No. 26) by reason of his renting a garage and advised that he would be withdrawing from the meeting when that item of business was considered.

To confirm the Minutes of the meeting of the Committee held on 23 May 2017 (to follow).

The Minutes of the meeting held on 23 May 2017 were approved as a correct record and signed by the Chairman.

Please note that in accordance with the agreed Protocol for Public Speaking at Overview and Scrutiny, the right to speak only applies to agenda items 11 and 12.

The right of the public to speak does not apply to the following agenda items: Apologies, Appointment of Substitute Members, Declarations of Interest, Minutes, the Forward Plan, the Scrutiny Work Programme, any agenda item that is not accompanied by a written report and items that are exempt business.

Members of the public wishing to speak must register to do so by no later than 2.00 pm on the second working day before the meeting.

The following decisions were taken by the Cabinet at its meeting held on 12 June 2017 in respect of recommendations from the Scrutiny (Policy and Performance) Committee:

·         Performance Report - Fourth Quarter 2016/17

·         Adoption of Waterloo Crescent, Dover Conservation Area Character Appraisal

·         Extensions to the Nelson Street, Deal Conservation Area

·         Appropriation of Land for Play Areas

·         St Radigund's Play Area Project

Members received the decisions of the Cabinet relating to recommendations made by the Committee.

RESOLVED: That the decisions be noted.

There were no items of business for consideration.

(a)    Items placed on the agenda by a Member of the Committee or any individual Non-Executive Member

       Any individual Councillor may request that a matter is placed on the agenda of one of the Council's Overview and Scrutiny Committees by providing Democratic Support with notice of the matter prior to the agenda being published.

       There are no items for consideration.

(b)    Items the subject of Call-In

       Executive Decisions may be called-in by the Chairman or Spokesperson of the Scrutiny (Policy and Performance) Committee or any three non-executive members.

       There are no items for consideration.

(c)    Public Petition

(i)    More Parking Spaces at Aycliffe

An e-petition on the Council’s website with 42 validated signatures was received from Mr G Dodd.

The petition states as follows:

“We the undersigned petition the council to provide more parking spaces at Aycliffe. This can be done by widening of roads where there are banks etc. A Survey and public consultation will be needed.

Parking at Aycliffe is now at a premium. Where people park it makes it difficult for emergency vehicles to get pass. Therefore widening of roads would provide more parking spaces and better access for emergency services.”

In accordance with the Council’s adopted Petition Scheme, the Committee will determine the action(s) to be taken in relation to the petition, which include:

(a)  To recommend to the relevant decision maker that they take the action requested in the petition;

(b)  To hold an inquiry into the matter, including meeting with any parties the committee is of the view would be appropriate to consult;

(c)  Requesting officers undertake research into the matter and report to a future meeting;

(d)  Request the Leader, Portfolio Holder or an officer to provide a written response to the petition organiser setting out the Council’s views about the request in the petition;

(e)  Take any other action within its remit that it considers appropriate; or

(f)   Take no further action.

Public Petition – More Parking Spaces at Aycliffe

Mr G Dodd presented the petition signed by 42 people calling for the creation of more parking spaces at Aycliffe through the widening of roads where there was the space. The current parking arrangements were considered insufficient and as a consequence this had led to vehicles being parked in such a manner that obstructions were being created and there was concern that this could affect access for emergency service vehicles. However, Mr Dodd stated that he did not wish to see restrictive parking arrangements (such as double yellow lines) introduced as this would only move the problem on to other areas.

In response to the petition, the Director of Environment and Corporate Assets advised that when the Aycliffe estate was built the demand for car parking spaces was not as high. It was suggested to Members that a report be brought back to Committee covering the following matters:

·         issues of land ownership (Kent County Council, Dover District Council or Housing Revenue Account land);

·         potential solutions for creating additional parking spaces; and 

·         the cost and feasibility of implementing the solutions for additional parking spaces.

An example of a scheme in Elvington where additional parking bays were created using housing land was cited. 

The Director of Environment and Corporate Assets advised that traffic control measures would be considered as part of the design of parking spaces.

The Chairman advised Mr Dodd that he was invited to attend and speak at the meeting where the report from the Director of Environment and Corporate Assets was received.

RESOLVED:     That the Director of Environment and Corporate Assets be requested to provide a report to the 12 September 2017 meeting of the Scrutiny (Policy and Performance) Committee.

(Councillor B J Glayzer declared a Disclosable Pecuniary Interest (DPI) in Minute No. 26 (Public Petition – More Parking Spaces at Aycliffe) by reason of his renting a garage and withdrew from the meeting for the consideration of that item of business.)

The Team Leader – Democratic Support presented the Notice of Forthcoming Key Decisions to the Committee for its consideration.

RESOLVED:   That the Notice of Forthcoming Key Decisions be noted.

The Team Leader – Democratic Support presented the Scrutiny Work Programme to the Committee for its consideration.

Members were advised that dates were being identified for the scrutiny of the Regent Cinema and an update on lorry parking.

RESOLVED:   That the Work Programme be noted.

To consider the attached report of the Director of Environment and Corporate Assets.

The Director of Environment and Corporate Assets presented the report on the Oldstairs Bay to Sandwich Bay Beach Management Plan.

Members were advised that the report sought approval from the Cabinet to undertake coastal protection works in the location of Oldstairs Bay to Sandwich Bay over a five year period. The cost of the work was to be grant funded by the Environment Agency.

RESOLVED: That it be recommended to Cabinet:

(a)   That approval be given to undertake coastal protection works in the location of Oldstairs Bay to Sandwich Bay over a five year period, including the following works outlined in the Beach Management and Shoreline Management Plans:

(i)     Regular monitoring and annual recycling works from Oldstairs Bay to Sandwich Bay.

(ii)    Continued beach levels/surveys from Regional Coastal Monitoring Programme.

(iii)   Research and development of new sea defences at Wellington Parade and North Deal to reduce the migration of shingle.

(b)   That it be noted that the Environment Agency had approved funding for the period 2016/17 to 2020/21.

To consider the attached report of the Director of Environment and Corporate Assets.

The Head of Museums and Tourism presented the report on the Accommodation Charter for the Dover District.

Members were advised that the current Council policy reflected the historic government one, in that Local Authorities and their Visitor Information Centres (VICs) should not work with or promote non-accredited/graded accommodation providers. However, in 2012 the Department of Culture, Media and Sport had advised that Government had changed its position, recognising changes in the ways that providers marketed their products, leaving it for the industry to determine the most appropriate arrangements.

As a consequence, the current scheme had seen a steady decline in the number of registered providers as increasingly providers opted not to seek costly accreditation/grading and instead promote themselves through alternative means. The Dover VIC had experienced problems finding sufficient accredited accommodation during the months of July and August and often had to resort to booking accredited accommodation in Shepway and Canterbury instead of good quality, but non-accredited, accommodation in the Dover District.

The proposed Accommodation Charter developed in conjunction with Visit Kent and Tourism South East would set out the basis for accepting non-accredited providers and end the exclusion of good quality non-accredited providers from accessing marketing through the Council, expanding the range of good quality local accommodation that could be offered to visitors.

There would be an appeals system to assess complaints and monitor on-line reviews of providers that were signed up to the Accommodation Charter. The Council reserved the right to withdraw any property from the Accommodation Charter as a result.

Members asked for an update on the performance of the Accommodation Charter later in the year.

RESOLVED: That it be recommended to Cabinet:

(a)  That the Accommodation Charter be adopted to enable working with district wide non-graded accommodation.

(b)  That Visitor Information Centres within the District be permitted to book customers into non-graded accommodation through The Accommodation Charter.

(c)  That authority be delegated to the Head of Museums and Tourism to exclude a property from the Accommodation Standards Charter where it is considered necessary following investigation.

(Councillor T A Bond declared a Disclosable Pecuniary Interest (DPI) by reason of his employment in the hotel industry and withdrew from the meeting for the consideration of that item of business.)