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Agenda and minutes

Cabinet
Thursday 10 December 2009 7.00 pm

Venue: Committee Room B12. View directions

Contact: Email: memberservices@dartford.gov.uk 

Items
Note No. Item

105.

Apologies for Absence

Minutes:

An apology for lateness was received from Councillor Mrs P A Thurlow.

106.

Declarations of Interest

To receive any declarations of interest Members may wish to make including the term(s) of the Grant of Dispensation(s) by the Standards Committee.

Minutes:

There were no declarations of interest.

107.

Confirmation of the Minutes of the Meeting held on 26 November 2009 pdf icon PDF 34 KB

Minutes:

            RESOLVED:

 

That the minutes of the Cabinet meeting held on 26 November 2009 be confirmed.

108.

Urgent Items

The Chairman will announce his decision as to whether there are any urgent items and their position on the agenda.

Minutes:

There were no urgent items.

109.

To receive the Minutes of the Cabinet Advisory Panel held on 7 December 2009

To follow

Minutes:

The Cabinet received the minutes of the Cabinet Advisory Panel held on 7

December 2009 and took note of the Panel’s views throughout the meeting.

110.

References from Committees

None at this stage.

Minutes:

There were no references from other Committees.

SD

111.

Acceptance of tender - Housing Repairs and Maintenance Partnering Contract pdf icon PDF 42 KB

Summary:

 

To consider the tenders for the Housing Repairs and Maintenance Partnering Contract to deliver reactive repairs, void property works, disabled adaptations, out of hours repairs and programmed works to the Councils housing stock.

 

Recommendations:

           

1.         That Cabinet agrees to enter into a contract with Company A (as detailed in Exempt Appendix A) on terms to be agreed by the Head of Legal Services for all repairs and improvements to the housing stock for a period of seven years from 1 April 2010, with the option to extend the contract for a further three years.

 

2.         That the contract be reviewed on a yearly basis by the Partnering Monitoring Board to ensure adequate performance.

 

3.         That Cabinet agrees that the Partnering Evaluation Board become the Partnering Monitoring Board and that Councillors Coleman, Scanlon and Baker be nominated to the newly established Board and that the Councillor nominations be reviewed at the Annual Meeting.

Minutes:

This report asked Members to consider the tenders for the Housing Repairs and Maintenance Partnering Contract to deliver reactive repairs, void property works, disabled adaptations, out of hours repairs and programmed works to the Councils housing stock.

 

Members noted the discussion that had taken place at the Advisory Panel and welcomed the involvement of tenants in the assessment process. They supported the decision that had been reached by the Partnering Evaluation Panel and hoped that the process required to establish the new working arrangements required by the contract would not have a major impact on the ongoing repair work being carried out for tenants.

 

            RESOLVED:

 

1.           That a contract with Company A (as detailed in Exempt Appendix A to the report) be entered into on terms to be agreed by the Head of Legal Services for all repairs and improvements to the housing stock for a period of seven years from 1 April 2010, with the option to extend the contract for a further three years.

 

2.           That the Partnering Evaluation Board becomes the Partnering Monitoring Board and that Councillors Coleman, Scanlan and Baker be nominated to the newly established Board and that the Councillor nominations be reviewed at the Annual Meeting.

 

3.           That the contract be reviewed on a yearly basis by the Partnering Monitoring Board to ensure adequate performance.

RD

112.

Parking Management - Dartford pdf icon PDF 319 KB

Summary:

 

1.         This is a Key Decision as it is significant in terms of its effects on communities living or working in an area of the Borough comprising two or more wards.

 

2.         Cabinet agreed to undertake a second round of non-statutory consultation regarding parking management for residential streets close to Dartford town centre and railway station on 22 January 2009 (Min 127). Consultation with residents took place between 21 August 2009 and 11 September 2009.

 

3.         This report summarises the results of that non-statutory consultation and seeks approval to undertake the statutory process for traffic regulation orders, to deliver proposals identified in Appendix A.

 

Recommendations:

 

1.         That Cabinet note the response to consultation on the draft parking management proposals, as set out in this report;

 

2.         That Cabinet approve the inclusion of the areas/streets identified in Appendix A in a parking management scheme to be taken forward via the statutory Traffic Regulation Order (TRO) process.

 

3.         That residents of the following areas be informed of the Council’s decision to exclude them from the draft scheme:

 

·        Newtown: Colney Road, Little Queen St, St Albans Road and streets to the west of it.

·        Brent: Brent Lane area (aside from some junction protection on Brent Lane).

·        Princes: Heath Lane and Highfield Road (South).

·        West Hill: Penney Close, Baker Crescent, Tower Road, Roseberry Gardens, Christchurch Road and the streets west of King Edward Avenue including Priory Close.

Minutes:

Cabinet had agreed to undertake a second round of non-statutory consultation regarding parking management for residential streets close to Dartford town centre and railway station on 22 January 2009 (Min 127). Consultation with residents took place between 21 August 2009 and 11 September 2009.

 

This report summarised the results of that non-statutory consultation and sought approval to undertake the statutory process for traffic regulation orders to deliver proposals identified in Appendix A to the report.

 

Members wished to echo the thanks given by members of the Advisory Panel to officers, Councillor Mrs Shanks and local ward Members for their efforts in progressing this, and the Parking Management – Greenhithe, schemes.

 

Members said that although they were still receiving occasional representations on the details of the scheme they wished to continue to follow the process that had been agreed and begin the statutory process for traffic regulation orders.

 

            RESOLVED:

 

1.           That the response to consultation on the draft parking management proposals, as set out in the report, be noted.

             

2.           That the areas/streets identified in Appendix A to the report be taken forward in a parking management scheme via the statutory Traffic Regulation Order (TRO) process.

 

3.           That residents of the following areas be informed of the Council’s decision to exclude them from the draft scheme:

 

·        Newtown: Colney Road, Little Queen St, St Albans Road and streets to the west of it.

·        Brent: Brent Lane area (aside from some junction protection on Brent Lane).

·        Princes: Heath Lane and Highfield Road (South).

·        West Hill: Penney Close, Baker Crescent, Tower Road, Roseberry Gardens, Christchurch Road and the streets west of King Edward Avenue including Priory Close.

RD

113.

Parking Management - Greenhithe pdf icon PDF 254 KB

Summary:

 

1.         This is a Key Decision as it is significant in terms of its effects on communities living or working in an area of the Borough comprising two or more wards.

 

2.         Cabinet agreed to undertake statutory consultation regarding parking management for residential streets close to Greenhithe railway station on 26 February 2009 (Min 148). Statutory consultation took place between 8 October 2009 and 2 November 2009.

 

3.         This report summarises the results of that statutory consultation and proposes revisions to the draft proposals based on residents’ expressed preferences. It seeks authority for the revised traffic regulation order (TRO) to be submitted to Kent County Council with a request that the TRO be made and sealed.

 

Recommendations:

 

1.            That Cabinet note the responses to the consultation as discussed in the report and summarised in Appendix B to the report, and take into account the objections received.

 

2.            That on the basis of the responses received to the statutory and follow-up consultation, Cabinet approve the inclusion in the TRO of the following areas only, as identified in Appendix A to the report.

·        Eagles Road

·        High Street

·        Riverview Road

·        King Edward Road

·        Castle Street

·        Provident Street

·        Worcester Park

·        Charles Street (part only)

 

3.            That, the detailed proposals for on-street parking control set out in the thematic map signed by the respective ward Councillors for the designated areas referred to in recommendation 2 above and shown in Appendix A to the report, be approved and a request be submitted to Kent County Council for the appropriate Traffic Regulation Order to be made and sealed. It will also include permit parking proposals for the King Edward Road area;

 

4.            That subject to the making of the Traffic Regulation Order, the proposed parking controls be implemented;

 

5.            That residents in the areas covered by the consultation be informed of the outcome.

Additional documents:

Minutes:

Cabinet had agreed to undertake statutory consultation regarding parking management for residential streets close to Greenhithe railway station on 26 February 2009 (Min 148). Statutory consultation took place between 8 October 2009 and 2 November 2009.

 

This report summarised the results of that statutory consultation and proposed revisions to the draft proposals based on residents’ expressed preferences. It sought authority for the revised traffic regulation order (TRO) to be submitted to Kent County Council with a request that the TRO be made and sealed.

 

Members noted that, since the report’s publication, a local ward Member had managed to gain enough support for the inclusion of three additional roads onto the scheme.

 

The Managing Director said that as the inclusion of the additional roads would have an effect on the financial implications quoted in the report, the details of which had not been made available for consideration, it would not be possible to approve their inclusion at this time.

 

Having discussed how best to progress this item it was decided to consider the remaining items on the agenda and then adjourn the meeting and reconvene on 14 December 2009 at 6.45 pm, at which point the necessary financial implications and revised recommendations relating to the enlarged scheme would be made available as an addendum to the main report, enabling a decision on an enlarged version of the scheme to be made.

 

Councillor Read noted that ongoing issues with commuter parking in the Greenhithe area might be further alleviated if Kent County Council could be persuaded to construct a new car park on an area of disused land near to the railway station and suggested that this could be taken forward by the Joint Transportation Board. Members also thought that the use of funds allocated to Kent County Council members for highways related projects should be investigated.

 

            RESOLVED:

 

That the meeting be adjourned following consideration of the remaining items on the agenda and that, following the production of an addendum which will specify the additional roads to be covered by the scheme, together with the associated impact on the financial implications, this item be reconsidered at the reconvening of the meeting on 14 December 2009 at 6.45pm.

ED

114.

Risk Management Update pdf icon PDF 29 KB

Summary:

 

To report to Cabinet the development of the Council’s risk management processes.

 

Recommendation:

 

That the Cabinet note the changes and seek any clarification from the Zurich consultant.

Additional documents:

Minutes:

This report advised Cabinet of developments to the Council’s risk management processes.

 

Mr Philip Coley, Principal Risk Management Consultant, Zurich Municipal Risk Management, gave Members a presentation during which he reminded them of the definitions, drivers and benefits of risk management. He then described the updates that were being made to Dartford’s approach and the associated challenge of identifying real threats and the associated new focus on opportunities. He updated them on suggested format changes to the Strategic and Business Risk Registers and described the process of monitoring and managing risks and the role of the Cabinet in this process. He then outlined the next steps required to ensure that risk management becomes a practical and useful tool delivering real benefits to the Council.

 

In response to a question on the potential work required to identify risks at all levels Mr Coley said that it was not necessary to identify every risk but that the Council should focus on those associated with key deliverables and business continuity and look at potential risks which might arise in the future.

 

Mr Coley also clarified the difference between strategic and business risks, which relate to more than one service area, and service risks, which are service specific. He also noted how important it was to prioritise risks.

 

Members noted that Dartford had joint working arrangements with other authorities and also worked with other outside agencies who might not have risk management processes in place and that this should be added as a risk for Dartford.

 

Members asked whether all staff were aware of the developments that were taking place with respect to risk management noting that for many staff risk consideration came naturally to them as part of their job. Mr Coley replied that all staff had received a briefing and would hopefully now be able to use the process to recognise opportunities as well as threats.

 

Members thanked Mr Coley for his presentation and attendance at the meeting.

 

Members welcomed the progress that had been made by the Management Analysis and Intelligence Manager and the Performance and Risk Officer as they worked towards developing a practical and coherent risk management strategy. They endorsed the new focus on opportunity and hoped that once finalised the process would be simple to use and enhance the decision making process of the Council.

 

            RESOLVED:

 

That the change in Dartford Borough Council’s approach to risk management be noted.

ED

115.

Waste and Recycling Services pdf icon PDF 37 KB

 

Summary:

 

To advise Members of options for the future development of the Council’s waste and recycling services.

 

Recommendations:

 

1.         That Members note the ongoing pressure and need to develop and improve the Council’s waste and recycling services to meet the increasing expectations of residents, the Kent Waste Partnership and the Government.

 

2.         That Members approve the introduction of an opt-in charged domestic Garden Waste Collection Service commencing 1 April 2010, as detailed in the report, with appropriate accompanying policies, including that bulk garden waste will no longer be collected in the general refuse wheeled bin.

 

3.         That the charge for the annual collection be set at £30 for 2010/11 payable annually in advance by direct debit.

 

4.         That the scheme is introduced in tranches so that the risk of any cost to the Council is minimised.

Additional documents:

Minutes:

This report advised Members of options for the future development of the Council’s waste and recycling services.

 

Members welcomed the proposed introduction of a garden waste recycling scheme as a way of taking forward the waste collection service noting that garden waste disposal had been ranked 4th in the ‘big bin vote’ that had been held to gather residents’ views on the refuse collection service. They said that it was important for the service to be promoted to ensure that all residents were made aware of the proposed changes and are given an opportunity to subscribe to the new scheme. They also noted the positive impact this service would have on the amount of waste being sent by the Council for recycling, hence reducing the weight of the refuse that is currently sent to land fill sites.

 

Following the publication of a related article in the local press Members wished to note that, following the introduction of the scheme, residents would have three options for the disposal of garden waste. They could subscribe to the new collection scheme, transport the waste themselves to a local waste transfer station or compost the material at home.

 

The Deputy Leader reported that the recycling of food waste had been considered, but that in order to gain access to Waste and Resources Action Programme (WRAP) funding to help set up such a scheme the Council would have had to move to fortnightly collections.

 

It was noted that those subscribing to the scheme would have to find space for an additional bin, which was thought might be an issue for some households. Members also asked that the possible theft of garden waste bins be taken into consideration. The Executive Director confirmed that these issues would be considered before finalising the details of the scheme.

 

The Executive Director outlined the LGA/WRAP Waste Collection Commitment and said that in view of the high levels of resident satisfaction, and the expansion of the service, this should be pursued.

 

            RESOLVED:

 

1.           That the ongoing pressure and need to develop and improve the Council’s waste and recycling services to meet the increasing expectations of residents, the Kent Waste Partnership and the Government be noted.

 

2.           That the introduction of an opt-in charged domestic Garden Waste Collection Service commencing 1 April 2010, as detailed in the report, with appropriate accompanying policies, including the fact that bulk garden waste will no longer be collected in the general refuse wheeled bin, be approved.

 

3.           That the charge for the annual collection be set at £30 for 2010/11 payable annually in advance by direct debit.

 

4.           That the scheme be introduced in tranches so that the risk of any cost to the Council is minimised.

 

5.           That the Council pursues signing up to the LGA/WRAP Waste Commitment.

RD

116.

Partial Review of the South East Plan - Gypsies, Travellers and Travelling Showpeople: Examination in Public pdf icon PDF 33 KB

Summary:

 

1.            The Examination in Public of the South East Plan proposed policies and district allocations for gypsy and traveller provision is to take place in February 2010.   The Council has been invited to participate in the Examination and to submit a written statement in response to matters identified as relevant to the Council by the Examination Panel.

 

2.            This report suggests that the Council should take up this invitation, and proposes the scope of the Council’s written response and representations at the Examination.  

 

Recommendations:

 

1.            That the invitation to participate in the Examination in Public of the partial review of the South East Plan: planning for gypsy and traveller accommodation be accepted;

 

2.            That the Planning Policy Manager and the Regeneration Director be granted delegated authority to prepare and submit evidence to, and represent the Council at the Examination in Public, on the basis set out in this report.

Minutes:

The Examination in Public of the South East Plan proposed policies and district allocations for gypsy and traveller provision is to take place in February 2010.   The Council had been invited to participate in the Examination and to submit a written statement in response to matters identified as relevant to the Council by the Examination Panel.

 

This report suggested that the Council should take up this invitation, and proposed the scope of the Council’s written response and representations at the Examination. 

 

            RESOLVED:

 

1.           That the invitation to participate in the Examination in Public of the partial review of the South East Plan: planning for gypsy and traveller accommodation be accepted.

 

2.           That the Planning Policy Manager and the Regeneration Director be granted delegated authority to prepare and submit evidence to, and represent the Council at the Examination in Public, on the basis set out in this report.

RD

117.

Dartford's Local Development Framework: Annual Monitoring Report 2008 - 2009 pdf icon PDF 27 KB

Summary:

 

The Planning and Compulsory Purchase Act 2004 requires Local Authorities to prepare an Annual Monitoring Report setting out performance in relation to planning policies and objectives.  This is to be submitted to the Government Office by the end of December each year. A Monitoring Report for the period April 2008 to March 2009 is attached. Cabinet is asked to endorse the Report prior to submission to Government.

 

Recommendation:

 

That Members note and endorse the contents of Dartford’s Local Development Framework: Annual Monitoring Report: 2008-2009 attached to the report as Appendix A.

Additional documents:

Minutes:

The Planning and Compulsory Purchase Act 2004 requires Local Authorities to prepare an Annual Monitoring Report setting out performance in relation to planning policies and objectives.  This is to be submitted to the Government Office by the end of December each year. This report asked Cabinet to endorse the Monitoring Report for the period April 2008 to March 2009 prior to submission to Government.

 

The Regeneration Director said that the Annual Report gave an overview on what had been accomplished and identified any emerging issues.

 

Members’ attention was drawn to a tabled addendum, which had been prepared in response to a question that had been asked at the Advisory Panel in relation to Dartford’s decision not to bid for local authority house building funding earlier in the year. The Managing Director said that although it had not been possible to bid for this particular funding scheme the Council had made good use of the ‘Kickstart’ scheme and had supported bids which had attracted significant funds for developments within the Borough.

 

            RESOLVED:

 

That the contents of Dartford’s Local Development Framework: Annual Monitoring Report: 2008-2009, attached as Appendix A to the report, be noted and endorsed.

PD

118.

The Bridge pdf icon PDF 26 KB

Summary:

 

To update Members on progress on this major development project.

 

Recommendation:

 

That Members note the report and the actions being taken by the officers with the Council’s development partners, to bring forward this major project.

Additional documents:

Minutes:

This report updated Members on progress on this major development project.

 

            RESOLVED:

 

That the report and the actions being taken by the officers with the Council’s development partners to bring forward this major project be noted.

ED

119.

Performance Updates pdf icon PDF 22 KB

Summary:

 

To present to Members an update on performance and the Second Quarter performance indicator outturns for 2009/10 included in the Corporate Plan 2009/12.

 

Recommendations:

 

1.         That Members note the comments in paragraph 3.9 of the report and await the list of indicators that will be used to measure the Council’s performance against its Corporate Plan.

 

2.         That Members note the contents of Appendix A to the report and the 2nd quarter performance Indicator outturns for 2009/10 contained within Appendix B to the report.

Additional documents:

Minutes:

This report presented to Members an update on performance and the Second Quarter performance indicator outturns for 2009/10 included in the Corporate Plan 2009/12.

 

Members referred to the indicator relating to the ‘percentage of household waste sent for reuse, recycling and composting’ and wished to emphasise the difference between rejection rates and levels of contamination. The Deputy Leader said that the majority of the waste received from Dartford should be recyclable as it had been shown to have a low level of contamination. He said that the due to Allington processing plant’s inability to find a market for low grade plastic, rejection rates from that particular plant continued to be too high. He also noted the investigations that were underway to see if low grade plastic could be used to produce fuel for vehicles.

 

            RESOLVED:

 

That the contents of Appendix A to the report, and the 2nd quarter performance Indicator outturns for 2009/10 contained within Appendix B to the report, be noted.

SD

120.

Acceptance of tender - Housing Repairs and Maintenance Partnering Contract - Appendix A
(Exempt Category SO 46 (1) (b) Annex 1 Paragraph 3)

Minutes:

                     RESOLVED:

 

That, following discussion of the main report (minute 111), the appendix be noted.

PD

121.

The Bridge - Appendix B
(Exempt Category SO 46 (1) (b) Annex 1 Paragraph 3)

Minutes:

                     RESOLVED:

 

That, following discussion of the main report (minute 118), the appendix be noted.

122.

Meeting Adjournment

Minutes:

                     RESOLVED:

 

That the meeting be adjourned at 8.30 pm and reconvened on 14 December 2009 at 6.45 pm

123.

Re-convening of Meeting

Minutes:

The meeting re-convened on 14 December 2009 at 6.45pm to consider the item on ‘Parking Management – Greenhithe’.

 

PRESENT:               Councillor J A Kite (Chairman)

Councillor A R Martin (Vice-Chairman)

Councillor S H Brown

Councillor B E Read

Councillor Mrs P A Thurlow

124.

Parking Management - Greenhithe

Minutes:

Following the decision to defer the decision on this item (minute 113) pending the provision of further information, Members’ attention was drawn to a tabled addendum, which asked that 3 additional roads be considered for the scheme and presented the associated impact this would have on the financial implications.

 

Members noted the revised scope of the scheme and the budgetary information supplied and gave support to the inclusion of three additional roads.

 

The Leader asked that Cabinet Members be involved in the process to inform residents that their roads would not be included as part of the scheme.

 

            RESOLVED:

 

1.           That the responses to the consultation as discussed in the report and summarised in Appendix B to the report be noted, and the objections received be taken into account.

 

2.           That, on the basis of the responses received to the statutory and follow-up consultation, the inclusion in the TRO of the following areas only be approved, as identified in Appendix A to the report addendum.

 

·        Eagles Road

·        High Street

·        Riverview Road

·        King Edward Road

·        Castle Street

·        Provident Street

·        Worcester Park

·        Charles Street (part only)

 

3.           That, the detailed proposals for on-street parking control set out in the thematic map signed by the respective ward Councillors for the designated areas referred to in recommendation 2 above and shown in Appendix A to the report addendum, be approved and a request be submitted to Kent County Council for the appropriate Traffic Regulation Order to be made and sealed. It will also include permit parking proposals for the King Edward Road area.

 

4.           That, subject to the making of the Traffic Regulation Order, the proposed parking controls be implemented.

 

5.           That, in consultation with Cabinet Members, residents in the areas covered by the consultation be informed of the outcome.