Agenda and minutes

Apologies for absence were received from Councillors M Rose and C D Zosseder.

(Councillor M Bates having been appointed to the Cabinet could not attend the meeting although he was still a member of the Overview and Scrutiny Committee)

It was noted that in accordance with Council Procedure Rule 4, Councillor K Mills had been appointed as substitute member for Councillor C D Zosseder.

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

There were no declarations of interest made by Members.

To confirm the Minutes of the meetings of the Committee held on 24 May 2021 and 14 June 2021 (to follow).

The Minutes of the meeting held on 24 May 2021 were approved as a correct record for signing by the Chairman.

To receive the Cabinet decisions in respect of recommendations of the Overview and Scrutiny Committee.

The decisions of the Cabinet relating to recommendations made by the Overview and Scrutiny Committee at its meeting held on 5 July 2021 were noted.

The Democratic and Corporate Services Manager advised that there were no issues referred to the Committee by Council, Cabinet or another Committee.

The Democratic and Corporate Services Manager presented the Notice of Forthcoming Key Decisions to the Committee for its consideration.

In the absence of any dissent, it was agreed that the Notice of Forthcoming Key Decisions be noted.

It is intended that the Committee monitor and prioritise its rolling work programme (to follow).

The Democratic Services Manager presented the Overview and Scrutiny Work Programme to the Committee for its consideration.

Members agreed to include an item on the ‘Greening of the Dover District’ for inclusion in the work programme:

In the absence of any dissent, it was agreed that the Work Programme be noted, subject to the inclusion of an item on the ‘Greening of the Dover District’.

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 9 and 10.

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

The Democratic and Corporate Services Manager advised that Councillor J Pout of Aylesham Parish Council had registered to speak on Minute No 36 (Release of Section 106 Monies from Aylesham Village Garden Public Realm Contributions).

In the absence of the registered speaker, the Vice-Chairman read out a statement submitted by Councillor Pout. 

To consider the attached report of the Housing Development Manager.

The Democratic and Corporate Services Manager advised that this item of business had been withdrawn from the agenda at the request of officers following the meeting of the Cabinet on 5 July 2021.

To consider the report of the Strategic Director (Operations and Commercial).

The Committee was advised that the report presented to the Cabinet meeting on 5 July 2021 had been subject to some late revisions that had created the perceived uncertainty around the use of the S106 resources for grounds maintenance in Aylesham.

It was emphasised that the additional S106 resources were required as the Council had taken on additional grounds maintenance responsibilities in Aylesham and that it was not intended that they be used for elsewhere in the district. This was in accordance with the S106 agreement.

Councillor L A Keen, with the permission of the Committee, spoke to express her concerns over the report and any implication that S106 monies reserved for use in Aylesham would be spent elsewhere in the district. In addition, she felt that the lack of consultation with Aylesham Parish Council on this matter within the last four years needed to be addressed.  

Members raised concerns over the perceived uncertainty as to the allocation of the Aylesham S106 monies and sought reassurance from officers that it would be used in accordance with the agreement.

Councillor O C de R Richardson informed the Committee that he had noted the points made by Members and that he would report these back to the members of the Cabinet.

It was moved by Councillor K Mills, duly seconded by Councillor R S Walkden, and

RESOLVED:       That it be recommended to Cabinet that the decision of Cabinet taken on 5 July 2021 under decision reference CAB 15 should not be implemented until Cabinet has received a further report which clearly identifies both the geographic areas within the district in which the new resources are to be deployed and appropriate means of financing the new resources having regard to the principal that section 106 monies received for the maintenance of the public realm in Aylesham cannot be used to defray expenditure incurred on grounds maintenance elsewhere in the district.

To consider the Food Poverty Review document (to follow) and determine recommendations (if any) to make to the full Council.

Councillor P M Brivio introduced the draft Food Poverty Review document to the Committee. She drew Members’ attention to the draft recommendations to the full Council set out in the document.

Members welcomed the document and noted the important work that was being undertaken in the district on this issue.

It was moved by Councillor K Mills, duly seconded by Councillor H M Williams, and

RESOLVED: (a)     That the Food Poverty Review be submitted to the full Council for consideration.

(b)     That it recommended to the Council that it request the Cabinet form a Food Poverty Working Group on the following basis:

(i)            That the objective of the food poverty working group be to investigate ways in which the Council can assist in tackling the issue of food poverty and its underlying causes in the district and as part of this how the Council can support the vital role undertaken by the voluntary and community sector.

(ii)           That the working group membership be politically balanced.

(iii)          That a representative from the Cabinet be appointed to the working group. (iv) That the working group be administratively supported by the Head of Community and Digital Services.

(iv)          That the working group be time limited to two years of operation and be required to report to Cabinet on its conclusions at the end of that period.

(v)           That the final Terms of Reference be determined by the Cabinet taking into account points (i) to (v).

(c)       That the Council recognises the importance of the work undertaken by Community Services in respect of deprivation and food poverty issues.

(d)      That the Council’s welcomes the participation by Dover District Council in the East Kent Food Poverty Working Group.

(e)      That the Council notes the excellent work undertaken by the Community and Voluntary Sector in respect of food poverty in the Dover district.

It was moved by Councillor K Mills, duly seconded by Councillor R S Walkden, and

RESOLVED:   That, under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the remainder of the business on the grounds that the items to be considered involved the likely disclosure of exempt information as defined in paragraph 3 of Part I of Schedule 12A of the Act.

To consider the attached report of the Strategic Director (Operations and Commercial)

The Head of Assets and Building Control presented the report on the Award of a 5 Year Consultancy Contract for Heating, Water and Electrical Safety Works.

Members considered the report and discussed the process of awarding the contract.