Minutes Template

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Minutes of the meeting held on Wednesday 24 April 2019



Councillors Mrs Blackmore, Clark, Cox (Chairman), Field, Garten, Mrs Gooch, Harvey, McKay, McLoughlin, D Mortimer, Newton, Perry and Purle




200.     Apologies for Absence


It was noted that apologies had been received from Councillors Boughton, M Burton and Springett.




201.     Notification of Substitute Members


It was noted that the following members were present as substitute members:


·         Councillor Purle for Councillor Boughton

·         Councillor Garten for Councillor Springett




202.     Urgent Items


The Chairman informed the Committee that he had decided to accept the items on the amended agenda, Minutes of the Meeting Held on 21 November 2018, and Minutes of the Meeting Held on 28 November 2018 so that they could be signed off within the municipal year.


Note: Cllr Newton arrived during consideration of this item.




203.     Notification of Visiting Members


There were no visiting members.




204.     Disclosures by Members and Officers


There were no disclosures by Members or Officers.




205.     Disclosures of Lobbying


There were no disclosures of lobbying.







206.     To consider whether any items should be taken in private because of the possible disclosure of exempt information.


RESOLVED: That all items be taken in public, with Item 17 – Minutes (Part II) of the Meeting Held on Wednesday 27 March 2019 to be taken together with Item 8 – Minutes (Part I) of the Meeting Held on 27 March 2019 with no discussion.




207.     Minutes (Part I and Part II) of the Meeting Held on 27 March 2019


RESOLVED: That the Minutes (Part I and Part II) be agreed as an accurate record of the meeting and signed.




208.     Presentation of Petitions (if any)


There were no petitions.




209.     Questions and answer session for members of the public (if any)


There were no questions from members of the public.




210.     Committee Work Programme


RESOLVED: That the Committee Work Programme be noted.




211.     Key Performance Indicators 2019-20


Mrs Angela Woodhouse, Head of Policy Communications and Governance presented the report and drew Members’ attention to the urgent update which included the comments from service committees on the KPIs in their areas.  It was noted that Strategic Planning, Sustainability and Transportation Committee had not considered their KPIs.


The Committee suggested a number of possible amendments to how KPI reporting was carried out, including decreasing the number of indicators, adding additional indicators, reporting by exception, weighting indicators by impact, and taking a strategic view of indicators important to the Committee recognising that each service Committee could raise concerns with their own indicators if they wished.


Concerns were raised around the prevalence of graffiti and the Committee recommended that Communities, Housing and Environment Committee consider a suitable performance indicator for monitoring the Council’s effectiveness in dealing with graffiti.




1.   Officers bring forward recommendations on a small number of Strategic KPIs to June meeting of the Committee, and other KPIs that have been identified by other service committees by exception; and


2.   The Communities, Housing and Environment Committee be requested to consider whether a performance indicator for graffiti was appropriate


Voting: Unanimous


Note: Cllr Mrs Blackmore arrived during consideration of the item.




212.     Corporate Risk Update


Mr Rich Clarke, Head of Audit Partnership, presented the report.  The report set out an updated risk management framework which had arisen out of the recent risk workshop.


The Committee raised concerns regarding the mitigated risk score for no deal Brexit.  The concerns were not related to the actions that were taken or the quality of the planning, but rather that significant elements of the risk were out of the Council’s control.  The Committee requested that the score remain at its reported level, however it was noted that the risk owner, Mr Green, Director of Finance and Business Improvement was carrying out actions to mitigate the risk.


Concerns were also raised regarding the risk of building incomplete communities arising out of a failure in implementing the local plan.  It was noted that the risk was a natural consequence of delivering a complex plan at the speed and volume required.




1.   The risk relating to short term Brexit impacts remain at its reported rating, noting that the risk is owned by the Director of Finance and Business Improvement;


2.   The other revised Corporate Risks set out in Appendix 1 to the report be noted; and


3.   The revised Risk Framework set out in Appendix 2 to the report be approved.


Voting: Unanimous




213.     100% Business Rates Retention Pilot - Update


Mr Chris Hartgrove, Interim Head of Finance, presented the report.  The Committee considered the summary of progress against the agreed projects and were informed that the final figures for the amount of funding being available exceeded initial expectations.  There was a workshop planned for 13 June 2019 in order to identify how to allocate the additional funding.


The Committee were disappointed that the bus station had not secured firm funding commitments from Capital and Regional and Arriva to date, but it was reported that the project was at the initial design stages and would be adapted to fit the amount of funding available.


The Members’ Community Grant funding had worked well but the Committee were concerned that £14k of the funding had not been spent and would be reallocated.  They requested that further help and reminders were given to Members in 2019/20 to ensure the full allocation was spent next year.


Consideration was given to using the underspend of £19K on electric vehicle charging points and it was noted that this would be included in the funding under consideration at 13 June 2019 workshop.


RESOLVED: That the progress with the Business Rates Retention pilot projects be noted.




214.     Property Asset Review Update


Mr Mark Green, Director of Finance and Business Improvement, presented the report.  It was noted that the past 3 months’ work had been focussed on estates work and management intervention as set out in the report.


The Committee sought clarification regarding the disposal of land alongside Gallagher stadium.  It was noted that it was a freehold disposal with an overage clause of at least 20 years.


Questions were raised regarding the transfer of residential property management to the Housing Management Team in relation to the Cobtree Estate.  The Director undertook to respond in more detail directly to the Member concerned.


RESOLVED: That the progress made on the effective use of the Council’s property assets since the property asset review report was completed in January 2019 be noted.




215.     Nominations to Outside Body - Rochester Bridge Trust


RESOLVED: That Mr Derek Butler be appointed to the Rochester Bridge Trust as the Council’s representative with effect from 1 June 2019, and a letter of appointment be sent to Mr Butler to include the Committee’s thanks for his work so far and continued work in the future.


Voting:        For – 12      Abstentions - 1









216.     Minutes of the Meeting Held on 21 November 2018


RESOLVED: That the minutes be agreed as an accurate record of the meeting and signed.




217.     Minutes of the Meeting Held on 28 November 2018


RESOLVED: That the minutes be agreed as an accurate record of the meeting and signed.




218.     Duration of Meeting


6.30pm to 7.58pm