Draft minutes

Proposed venue: Usually held at the Civic Centre in Gravesend

Contact: Email: carlie.simmonds@gravesham.gov.uk 

Items
No. Item

1.

Apologies for absence

Minutes:

Apologies of absences were received from Cllr John Cubitt, Cllr Gerry Lewin, Stephen Gaimster and Mo Olatuja.

 

2.

Election of Temporary Chairman

Minutes:

Due to Chairman and Vice-Chairmen of the Committee both sending apologies for the meeting it was proposed by Cllr Theobald and seconded by Cllr Mulhern that Cllr Jane Chitty chair the meeting. 

 

3.

Election of Chairman

Minutes:

Cllr Theobald proposed and Cllr Mulhern seconded that Cllr John Cubitt act as Chair of the Committee for the next municipal year.

 

Resolved that Cllr John Cubitt would act as Chairman of the Committee for the next municipal year.

 

4.

Election of Vice-Chairman

Minutes:

Cllr Theobald proposed and Cllr Mulhern seconded that Cllr Jane Chitty act as Vice-Chairman of the Committee for the next municipal year.

 

Resolved that Cllr Jane Chitty would act as Vice-Chairman of the Committee for the next Municipal year.

 

5.

Record of Meeting

Minutes:

The record of the meeting held on 17 March 2016 was agreed as a correct record and signed by the Chairman.

 

6.

Declarations of Interest

Minutes:

No declarations of interest were made.

 

7.

Urgent Matters by Reason of Special Circumstances

Minutes:

The Chairman agreed to the inclusion of the financial item, Final Outturn and Statement of Accounts 2015/16 due to the necessity of the item.

 

8.

Annual Report

Minutes:

The Director of the South Thames Gateway Building Control Partnership introduced the report which informed Members of the performance and financial information for the year 2015/16.

 

The Director of the South Thames Gateway Building Control Partnership highlighted an overall 25% increase in the number of building applications as compared to 2014. He also advised that performance has improved throughout the year exceeding the percentage targets for the last nine months. 

 

The Director answered Members questions on the report.

 

Members were very pleased with the positive performance and asked that their thanks be given to the team.

 

Resolved that:

 

(1)  The report be noted.

 

9.

Business Plan

Minutes:

The Director of the South Thames Gateway Building Control Partnership introduced the Business Plan to the Committee which outlines how the building control function will be delivered across the three partner Councils up until 2019. He highlighted that that the reduction of partner contributions over the three year period of the plan. He explained that the plan has been approved as a final draft at all three of the partner Cabinets and now comes to the partnership AGM to be formally adopted. 

 

The Director answered Member’s questions on the report.

 

Resolved that:

 

(1)  The Joint Committee adopted the 2016-19 Business Plan  dated 18 December 2015 version 4 as well as the Service Delivery Documentation 

 

10.

Progress on the Business Case

Minutes:

The Director of the South Thames Gateway Building Control Partnership gave a report to the Committee which updated Members on the progress of the business case for commercialisation of the Consultancy and the options available.        

 

The Director highlighted the main points in the report.

 

Member’s acknowledged that progress is slow but methodical and carefully considered and spoke out in support of the recommendation for the continuation of the work to establish the Local Authority Company.

 

Resolved that:

 

(1)  The report be noted

(2)  Members agreed to the continuation of the work necessary to establish a Local Authority trading Company (LATC)

 

11.

Administrative Arrangements 2016-17

Minutes:

The Committee received a report that set out the administrative arrangements for the 2016-17 municipal year.

 

The Assistant Director Communities advised the Committee that Cllr John Cubitt had requested that the start time of the meeting on 22 September 2016 be moved from the morning to the afternoon.

 

The Assistant Director Communities also clarified that the blanks in the report for Proper officers was an oversight and the existing Proper officers should have been included with a view to continuing in those roles.

 

As follows:

 

  • Monitoring Officer – Mike Hayley (Gravesham Borough Council)
  • Deputy Monitoring Officer – Mark Radford (Swale Borough Council)

 

  • S151 Officer – Phil Watts (Medway Council)
  • Deputy S151 Officer – Nick Vickers (Swale Borough Council)

 

Resolved that:

 

(1)  The timetable of meetings for 2016-17 municipal year (as set out in paragraph 3.2 and 3.3) be agreed

(2)  The appointment of officers listed in paragraph 4.2 as Proper Officers be noted

(3)  A secretary selected by Gravesham Borough Council be provided for the Committee for the 2016-17 municipal year

(4)  The time of the meeting of 22 September 2016 be rescheduled to the afternoon of the same day at 2:00pm

 

12.

Urgent Matters by Reason of Special Circumstances - Final Outturn Statement of Accounts to 2015-16

Minutes:

The Director of the South Thames Gateway Building Control Partnership gave his apologies to the Committee for the lateness of the item.

 

The Director of the South Thames Gateway Building Control Partnership presented to Members a report that addresses the requirement for the Committee to approve the draft Statement of Accounts for the 2015-16 financial year. According to the Memorandum of Agreement it requires the Statement of Accounts to be approved by the 30 June 2016.

 

The Finance Business Partner, Medway Council advised that the 2015-16 balance being carried forward is £4246.

 

On questioning, the Finance Business Partner, Medway Council clarified that in accordance with regulations, changing policy is such that ‘breakeven’ on changed reworks must be demonstrated over time.

 

The Finance Business Partner, Medway Council advised that recommendation 6.1(c) did not need to be approved as signing of the statement by the Chair and monitoring officer is no longer required.

 

Resolved that:

 

(1)  The outturn for 2015-16 and respective partner contributions as presented in section 2.2 of the report be noted

(2)  The Statement of Accounts as presented in Appendix 1 be approved