Agenda and minutes

TO CONFIRM the Chairman in post

Councillor John Gilbey was confirmed as Chairman of this Committee for the

remainder of the Council year 2008/09.

TO RECEIVE apologies for absence

Apologies for absence were received from Councillors Paul Carter (KCC), Sandy

Ezekiel (TDC), Alex King (KCC), Roger Latchford (TDC), Frederick Scales (DDC), and Paul Watkins (DDC).

TO RECEIVE declaration of interests

There were none made.

TO CONSIDER a report of the Head of Legal and Democratic Services, Canterbury City Council

The Head of Legal and Democratic Services (CCC) outlined his report on the

Procedure Rules of the East Kent (Joint Arrangements) Committee. He asked the

Committee to agree the terms of reference; the procedure rules and to note the

operating arrangements and terms of reference of the East Kent (Joint Scrutiny)

Committee.

A Member asked the Head of Legal and Democratic Services whether it was possible

to have named substitutes for both this Committee and the East Kent (Joint Scrutiny)

Committee. The Head of Legal and Democratic Services advised that the procedure

rules had been designed in order to be flexible. However this Committee could

introduce the practise of having named substitute Members, but this would not be

binding. This Committee could recommend to the East Kent (Joint Scrutiny)

Committee it have named substitute Members.

The Committee then debated the issue of Substitute Members.

RESOLVED –

a) That the terms of reference in the Schedule to Appendix 1of the report now submitted be accepted.

b) That the committee procedure rules detailed in Appendix 2 of the report now submitted, be adopted.

c) That the operating arrangements and terms of reference of the East Kent (Joint Scrutiny) Committee detailed in Appendix 3 of the report now submitted.

d) That this Committee have named substitute Members where it is expedient to do so and that the East Kent (Joint Scrutiny) Committee be recommended to adopt the same practice for their committee to ensure continuity.

TO CONSIDER a report of the Head of Legal and Democratic Services, Canterbury City Council

The Head of Legal and Democratic Services (CCC) outlined his report on the

Administrative Processes of the above two Committees. He asked Members to agree

to review the arrangements of both Committees after six months. The Committee

were informed that it had been suggested that the time of future meetings be

amended to 10.00am. The report contained details of suggested speaking rights and

proposed dates for both meetings. It was possible that the dates for future “Joint

Scrutiny” committee meetings might be amended. The report also included

arrangements for recommending items to the Leaders of the respective Councils for

inclusion in their Forward Plans.

The Head of Legal and Democratic Services answered a question from a Member

explaining that if the administrative arrangements were to change significantly they

would need to be approved by the constituent Councils.

RESOLVED –

a) That the operational arrangements of the East Kent (Joint Arrangements)Committee and the East Kent (Joint Scrutiny) Committee be reviewed byofficers of the respective host authorities in six months and a report be taken to a future meeting of the Committees.

b) That the Committee may, by invitation of the Chairman invite the Chairman of the East Kent Joint Scrutiny Committee or other persons to attend and speak to items on its Agenda.

c) That the dates for the Joint Committee Meetings as set out in Appendix 1 of the report subject to the time of this Committee being amended to 10.00am.  Meetings to be set according to these arrangements.

d) That the Committee adopt the arrangements as set out in Appendix 3 of the report now submitted for recommending items to the Leaders of the respective Councils for inclusion on their Forward Plans

TO CONSIDER a report from the Head of Policy and Improvement,

Canterbury City Council

The Head of Policy and Improvement (CCC) outlined his report and asked that the

guiding principles, project initiation process, measuring of success and the core

programmes for shared service projects, be approved.

The Chief Executive of (CCC) in response to a Members query confirmed that

Revenues and Benefits were to be treated as two separate services initially as it was

not always the case that they were a combined service in all authorities.

Members queried whether it would be possible to change any of the Officers that had

been designated as project managers. The Chief Executive (CCC) confirmed to

Members, it would not be advisable to change those project managers where work

had already been started. However, the Chief Executives Group could change the

Project Managers on those projects that had not already been started.

RESOLVED – That the guiding principles, project initiation process, measures for

success and the core programme for shared services projects be

approved and that the programme of shared service projects could

commence.

TO CONSIDER a report from the Corporate Director, Thanet District Council

The Committee received a presentation from the Corporate Director and Deputy

Chief Executive (TDC) updating Members on converging the waste and recycling

facilities of East Kent. The presentation covered the background and goals of the

project, an overview of the principles agreed so far and outlined the next steps and

the budget required to fund them.

The Corporate Director and Deputy Chief Executive (TDC) answered Members

questions. He advised that Kent County Council would be providing the majority of

the funding requested in the report. It would be recommended to the district Councils

that the balance of the budget required would be divided between them on the basis

of waste spend. He further advised that at the February 2009 meeting of this

Committee, there would be a report covering the recommended Notional Optimum

Model.

The Head of Legal and Democratic Services (CCC) reminded the Committee that

under their agreed terms of reference the Committee would ask the constituent

Member Councils to allocate it funding for a project. When the funding was allocated,

it would then become a joint budget under the control of this Committee.

RESOLVED – That in order that external legal and technical support can be procured

and the waste management project managed, each Council in the East Kent group,

be requested to;

a) Note the report

b) That approval is given to spend £200,000 of Waste Collection Authority and Waste Disposal Authority resources to be divided between the five authorities on a waste spend basis. (Underpinned by £100,000 from the Kent Waste Partnership)

It will be necessary to exclude the press and public for any business

under this item.