Agenda and minutes

Venue: Council Chamber, Civic Suite. View directions

Contact: Email: sue.hill@gravesham.gov.uk 

Items
No. Item

7.

Apologies

Minutes:

An apology for absence was received from James Freeman (Head of Planning, Swale Borough Council).

 

An apology was also received from Kevin Woolmer (Finance Manager, Business Support and Regeneration, Community and Culture, Medway Council).

8.

Record of the Meeting pdf icon PDF 83 KB

Minutes:

The record of the meeting held on 13 June 2013 was signed by the Chair.

9.

Declarations of Interest

Minutes:

Cllr Burden announced an “Other Interest” in item 7, Monitoring Report April to August owing to the fact he is a member of Kent County Council’s Superannuation Fund Committee.

10.

South Thames Gateway Building Control Business Plan 2013/17 pdf icon PDF 73 KB

Additional documents:

Minutes:

The Director, South Thames Gateway Building Control presented a report which set out the revised Business Plan for the second term of the partnership covering the period 2013/17 and sought approval for the draft to be sent for consultation to partner authorities.

 

The Director, South Thames Gateway Building Control advised that Canterbury City Council had expressed an interest in the partnership.

 

Decision:

The Joint Committee approved the Business Plan for consultation as set out in the summary of this report.

 

Reasons for decision:

The Joint Committee has a duty under the Memorandum of Agreement to formally consult with partner authorities on the draft Business Plan.

11.

South Thames Gateway Building Control Document Retention Policy pdf icon PDF 73 KB

Minutes:

The Head of Administration & Business Development, South Thames Gateway Building Control Partnership presented a report which sought approval for the implementation of a retention policy on building control applications.

 

The Committee considered the following options:-

 

·         Option A:  Retain all records at Head Office;

·         Option B:  Retain all records but records prior to 2007 stored off site;

·         Option C:  Destroy all files prior to the regularisation date of 1985;

·         Option D:  Destroy all files prior to 1998 in line with Building Control Standard recommendation.

 

Decision:

The Joint Committee agreed Option D for the implementation of a retention policy, with the recommendation for the Partnership to approach either/both Medway Archives and KCC’s archives to house the records from 1974 to 1998.

 

Reasons for decision:

The Freedom of Information Act makes it important that the Partnership has clearly defined policies and procedures for secure document retention, storage and disposal.  Option D is in accordance with current Department for Communities and Local Government recommendations.

12.

Monitoring Report April to August pdf icon PDF 150 KB

Minutes:

The Director, South Thames Gateway Building Control presented a report which updated the Joint Committee on the current forecast for the 2013/14 financial year and provided details against the progress of the objectives of the Business Plan 2012/17.

 

The Director, South Thames Gateway Building explained that due to staff uptake of reduced hours, flexible retirement and a recent resignation, the partnership needed to review its resources and plan for the future.

 

Following a request from the Committee, the Director, South Thames Gateway Building Control advised that he would highlight any relevant training opportunities to Members of the Joint Committee as and when they arise.

 

Decision:

 

The Joint Committee noted the contents of the report.

 

Reasons for decision:

 

The Constitution requires Joint Committee to maintain a monitoring role on the progress of the Partnership.