Agenda and minutes

Overview and Scrutiny Committee - Monday, 15th July, 2024 6.00 pm

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Media

Items
No. Item

17.

Apologies pdf icon PDF 31 KB

To receive any apologies for absence.

Minutes:

An apology for absence was received from Councillor M Bates.

18.

Appointment of Substitute Members pdf icon PDF 33 KB

To note appointments of Substitute Members.

Minutes:

It was noted that in accordance with Council Procedure Rule 4, Councillor R M Knight had been appointed as substitute member for Councillor M Bates.

19.

Declarations of Interest pdf icon PDF 55 KB

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

Minutes:

There were no declarations of interest made by Members.

20.

Minutes pdf icon PDF 46 KB

To confirm the Minutes of the meeting of the Committee held on 10 June 2023 (to follow).

Additional documents:

Minutes:

The Minutes of the meeting held on 10 June 2024 were approved as a correct record for signing by the Chairman.

21.

Decisions of the Cabinet Relating to Recommendations from the Overview and Scrutiny Committee pdf icon PDF 62 KB

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

Minutes:

There were no decisions to note.

22.

Issues referred to the Committee by Public Petition, Council, Cabinet, or another Committee pdf icon PDF 36 KB

To receive any public petitions or issues referred by Council, Cabinet or another Committee.

Minutes:

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

23.

Notice of Forthcoming Key Decisions pdf icon PDF 64 KB

It is intended that Members should use the Notice of Forthcoming Key Decisions to identify topics within the remit of the Committee for future scrutiny.

Minutes:

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

 

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

24.

Scrutiny Work Programme pdf icon PDF 138 KB

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

Minutes:

The Head of Corporate Services and Democracy presented the Overview and Scrutiny Work Programme to the Committee for its consideration.

 

Members requested that cyber security be identified for inclusion in the work programme.

 

A discussion was held in respect of changing the gap between Cabinet and Overview and Scrutiny Committee meetings and the Head of Corporate Services and Democracy was requested to bring forward proposals for new dates to the next meeting.  

 

RESOLVED:       That the Work Programme be noted, subject to the inclusion of an item on cybersecurity.

 

 

25.

Public Speaking pdf icon PDF 54 KB

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 to 13 (inclusive).

 

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.

Minutes:

The Head of Corporate Services and Democracy advised that no members of the public had registered to speak on items on the agenda to which the public speaking protocol applied.

26.

European Entry/Exit System (EES) Arrangements and Summer Travel Preparation at the Port of Dover pdf icon PDF 54 KB

To scrutinise progress in respect of preparedness for the implementation of EES, the recent traffic issues at half-term and what is being done to prepare for the summer holiday getaway/Olympics.

 

Representatives from the Port of Dover and the Kent and Medway Resilience Forum (KMRF) will be in attendance.

Minutes:

gttttThe Chairman welcomed the following attendees to discuss the arrangements for the European Entry and Exit System (EES) and preparation for summer travel at the Port of Dover:

 

·         Andy Jeffrey - Head of Resilience & Emergency Planning, Kent County Council and Chair, KMRF EES Tactical Planning Group

·         Toby Howe – Strategic Resilience Manager, Highways & Transportation, Kent County Council

·         Doug Bannister – Chief Executive, Port of Dover

 

The Committee was given a presentation that covered the following points:

 

·         That the Kent and Medway Resilience Forum (KMRF) had been planning for the impact of EES since the end of 2023. Kent County Council was the lead agency working with National Highways, Port of Dover and Eurotunnel.

·         partners are reviewing their business continuity plans, updating their internal That KMRF partners were reviewing their business continuity plans, updating their internal response plans, and ensuring they had sufficient competent staff to respond.

·         That implementation of EES was originally expected to be implemented from 6 October 2024, although this had not been confirmed and there might be some slight slippage in the date. 

·         A bespoke communication plan was being developed by KMRF to keep the public, businesses, road users and key stakeholders informed.

·         EES would primarily impact non-freight traffic. However, most KMRF capabilities were based around freight, although some of it would be adaptable to non-freight traffic. It was emphasised that there was currently a lack of legislation relating to passenger traffic as opposed to HGV traffic which could hinder measures to keep traffic in Dover moving.

·         The KMRF was finalising plans and capabilities and was looking to agree strategic intentions and tolerable levels of disruption.

·         A number of issues would be escalated to the government including access for all KMRF partners to all relevant information and modelling; funding and planning decisions in respect of off-highway sites; agreeing funding for KMRF costs in respect of EES planning and response; concerns over issues with proposed technological solutions for the Port of Dover and liaison with the European Union and Police aux Frontieres.

·         Exercise Bute would be held on 4 September 2024.

·         That Operation Brock could hold up to 2,000 HGV’s and could be a pressure valve to stop gridlock in Dover and Folkestone.

·         That Dover TAP could hold traffic outside of Dover to prevent the town from becoming gridlocked.

·         That Brock and TAP had a degree of fragility which could mean that any incidents could have a significant impact on Dover.

·         That compliance with and enforcement of any arrangements would be key to avoiding gridlock in Dover. This included junction management and there would be potential for the use of private companies to help the Police with this.

·         Trials of a permit system had been undertaken, requiring any HGV without a permit to return to the back of the queue.  

·         That the KMRF Community Impact Group was jointly chaired by Dover District Council and Folkestone and Hythe District Council. It would be made clear to the public and local businesses what could and could not be done  ...  view the full minutes text for item 26.

27.

Revised Complaints Policy pdf icon PDF 92 KB

To consider the attached report of the Head of Corporate Services and Democracy.

Additional documents:

Minutes:

The Head of Corporate Services and Democracy presented the Revised Complaints Policy. Members were advised that the Policy had been considered by the Cabinet at its meeting held on 8 July 2024 and would be considered by the Council at its meeting to be held on 17 July 2024.

 

The Housing Ombudsman and Local Government and Social Care Ombudsman have introduced a new Joint Complaint Handling Code for local authorities to use as the basis for their complaints policy. The current DDC Complaints Policy was compliant in all key areas of operation with the Joint Complaint Handling Codes. The Council operated the required two stage complaints process and had arrangements in place for dealing with service requests. However, the structure of the Council’s current Complaints Policy and in places some of the language used was different from that set out in the Joint Complaint Handling Code. Accordingly, to ensure that there would be no doubt about compliance with the Joint Complaint Handling Code, a revised Complaints Policy had been developed.

 

It was agreed to note the report.

28.

First Homes Policy 2024 pdf icon PDF 124 KB

To consider the attached report of the Head of Housing.

Additional documents:

Minutes:

The Head of Housing presented the First Homes Policy 2024 report.

 

Members were advised that the Council has an established policy for First Homes which was approved by Cabinet in 2022. This set out how the Council would manage its administrative and governance duties. However, the Policy needed to be reviewed and updated on a two-year basis and the government had recently published ‘Local Authority Guidance Notes’ which updated the scheme, eligibility and qualifying criteria and provided for a better understanding of the administrative and governance duties and responsibilities expected of local authorities.

 

It was agreed to note the report.

29.

Customer Relationship Management System pdf icon PDF 83 KB

To consider the attached report of the Strategic Director (Corporate and Regulatory).

Minutes:

The Technology Lead presented the report on procuring and implementing a Customer Relationship Management System. Members were advised that the project was at an early stage.

 

Members welcomed the proposals and were reassured that the system would not have any adverse impact on residents who were digitally excluded.

 

It was agreed to note the report.

 

30.

Exclusion of the Press and Public pdf icon PDF 50 KB

The recommendation is attached.

 

MATTERS WHICH THE MANAGEMENT TEAM SUGGESTS SHOULD BE CONSIDERED IN PRIVATE AS THE REPORT CONTAINS EXEMPT INFORMATION AS DEFINED WITHIN PART 1 OF SCHEDULE 12A OF THE LOCAL GOVERNMENT ACT 1972 AS INDICATED AND IN RESPECT OF WHICH THE PROPER OFFICER CONSIDERS THAT THE PUBLIC INTEREST IN MAINTAINING THE EXEMPTION OUTWEIGHS THE PUBLIC INTEREST IN DISCLOSING THE INFORMATION

Minutes:

It was moved by Councillor L M Wright, duly seconded by Councillor M J Nee 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.

31.

Update on Development to Provide 8 Flats at Military Road, Dover

To consider the attached report of the Head of Housing.

Additional documents:

Minutes:

Members considered the report of the Head of Housing in respect of the Update on Development to Provide 8 Flats at Military Road, Dover.

 

It was agreed to note the report.

32.

Purchase of New Affordable Housing at Wallers Field, Deal

To consider the attached report of the Head of Housing.

Minutes:

Members received the report of the Head of Housing on the Purchase of New Affordable Housing at Wallers Field, Deal.

 

It was agreed to note the report.