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DOVER TOWN COUNCIL

Minutes of the Nineteenth Statutory Meeting of the DOVER TOWN COUNCIL held at the Town Hall, Dover on THURSDAY 15TH MAY 2014 at 7.00pm.

PRESENT

The Right Worshipful the Town Mayor, Councillor Mrs P M Brivio, in the chair

Councillors

G Cowan Mrs V PhilpottJ Goodwin Mrs V Revell

G Hood Mrs A SmithMrs S Jones J Smith

1. ELECTION OF TOWN MAYOR

Councillor G Hood proposed and Councillor G Cowan seconded the motion that Councillor Mrs Pamela Brivio be appointed Town Mayor of Dover and Chairman of Dover Town Council for the 2014/15 Municipal year.

RESOLVED: That Councillor Mrs Pamela Brivio be appointed Town Mayor of Dover and Chairman of Dover Town Council for the 2014/15 Municipal Year.

The Town Mayor, Councillor Mrs P Brivio, took the Chair and made her declaration of office. She thanked her proposer, seconder and her fellow Town Councillors.

2. THANKS TO THE FORMER TOWN MAYOR

Councillor J Goodwin proposed and Councillor Mrs A Smith seconded a motion for a vote of thanks to Councillor Mrs V Philpott, Town Mayor for the 2013/14 Municipal Year.

RESOLVED: That the Town Council should give a vote of thanks to the former Town Mayor Councillor Mrs V Philpott, for the 2013/14 Municipal Year.

The former Town Mayor, Councillor Mrs V Philpott, replied thanking the proposer, seconder and the remaining Town Councillors for the vote of thanks.

At the Town Mayor’s invitation, the Honorary Chaplain offered prayers.

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3. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors S Dimmock, N Law, R May, P Sherratt, Mrs S Amos and Ms J Tranter.

4. DECLARATIONS OF INTEREST

Members present made no declarations of disclosable pecuniary and/or other interests as required by law.

5. MINUTES

Councillor Mrs A Smith proposed and Councillor J Smith seconded the motion that the Minutes of the Extraordinary Town Council meeting held on 23rd April 2014 be accepted as a correct record.

Councillor Mrs S Jones proposed and Councillor Mrs A Smith seconded the motion that the Minutes of the Town Council meeting held on 23rd April 2014 be accepted as a correct record.

RESOLVED: That the Minutes of the extraordinary Town Council meeting held on 23rd

April 2014 and the Minutes of the Town Council meeting held on 23rd April 2014 be approved and signed by the Town Mayor.

6. PLANNING COMMITTEE MINUTES

Councillor Mrs P Brivio proposed and Councillor G Hood seconded a motion that the Minutes of the Planning Committee meeting held on the 6th May 2014 be accepted as a true record.

RESOLVED: That Minutes No 421 to 430 be received.

7. COMMUNITY & SERVICES COMMITTEE MINUTES

Councillor Mrs S Jones proposed and Councillor Mrs V Philpott seconded the motion that the Minutes of the Community & Services Committee meeting held on the 6th May 2014 be accepted as a true record.

RESOLVED: That Minutes No 431 to 440 be received.

8. ELECTION OF DEPUTY TOWN MAYOR

Councillor Mrs V Philpott proposed and Councillor J Goodwin seconded the motion that Councillor Mrs Susan Jones be appointed Deputy Town Mayor of Dover for the 2014/15 Municipal year.

RESOLVED: That Councillor Mrs Susan Jones be appointed Deputy Town Mayor of Dover for the 2014/15 Municipal Year.

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The Deputy Town Mayor, Councillor Mrs S Jones, having been invested with her Chain of Office and having made her declaration of office, thanked her proposer, seconder and her fellow Town Councillors for her appointment.

9. HONORARY CHAPLAIN

The Town Mayor appointed the Reverend Father Peter Sherred as her Honorary Chaplain for the 2014/15 Municipal Year. At the Town Mayor’s invitation, the Honorary Chaplain offered prayers.

10. HONORARY FREEMEN

The Town Mayor called Mr Graham Tutthill forward to be formally invested as an Honorary Freeman of the Town of Dover. Mr Tutthill made his formal declaration of acceptance of office.

The Town Clerk read the Roll of Honorary Freemen for the Town of Dover.

11. TOWN MAYOR’S CADET

Councillor Mrs V Philpott thanked Leading Cadet Michael Walsh for his year as Town Mayor’s Cadet and presented him with a small gift.

The Town Mayor appointed Able Cadet Natasha Miles as the Town Mayor’s Cadet for the 2014/15 Municipal Year. The Town Mayor’s Cadet was presented with the swagger stick and uniform badge by the Town Mayor.

12. ANNUAL RETURN 2013/14

Councillor G Cowan proposed and Councillor G Hood seconded a motion to note McCabe Ford Williams’ letter of 25th April 2014 concerning their final audit visit for the year ended 31st March 2014.

Councillor G Cowan proposed and Councillor G Hood seconded a motion that the Annual Return for the Year Ending 31st March 2014 be approved by those Councillors present.

RESOLVED: a) That McCabe Ford Williams’ letter of 25th April 2014 concerning their final audit visit for the year ended 31st March 2014 be noted;

b) That the Annual Return for the Year Ending 31st March 2014 be adopted and signed by the Town Mayor.

13. COMMITTEE MEMBERSHIP FOR 2014/15

Councillor Mrs V Revell proposed and Councillor Mrs A Smith seconded a motion to adopt the proposed Committee membership for 2014/15 (Appendix 1 attached).

RESOLVED: That the proposed Committee membership for the 2014/15 Municipal Year be adopted.

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The Town Mayor announced that there was no further business on the agenda and declared the meeting closed at 7.50pm.

THE RIGHT WORSHIPFUL THE TOWN MAYOR (Councillor Mrs Pamela Brivio)

CHAIRMAN

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APPENDIX 1 – COMMITTEE MEMBERSHIP FOR THE 2014/15 MUNICIPAL YEAR

Town Mayor – ex-officio of all Committees

Civic & Special Projects Committee

Councillor Stewart Dimmock Councillor John Goodwin Councillor Neil Law Councillor Mrs Ronnie Philpott Councillor Mrs Viv Revell Councillor Mrs Anne Smith Councillor Mick Smith

Finance & General Purposes

Councillor Mrs Sheila Amos Councillor Gordon Cowan Councillor John Goodwin Councillor Jim Hood Councillor Roger May Councillor Mrs Ronnie Philpott Councillor Pat Sherratt

Community & Services Committee

Councillor Mrs Shelia Amos Councillor Stewart Dimmock Councillor Mrs Susan Jones Councillor Mrs Ronnie Philpott Councillor Neil Rix Councillor Bobby Royston Councillor Mick Smith Councillor Mrs Anne Smith

Planning Committee

Councillor Mrs Pam Brivio Councillor Jim Hood Councillor Stewart Dimmock Councillor Chris Precious

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MAYORAL ENGAGEMENTS 23RD APRIL 2014 TO 2ND JULY 2014

APRIL

23rd (1000) Dover Town Council’s Zeebrugge Raid Commemorations (1800) Dover Town Council meeting MDH 25th to 27th Zeebrugge Raid Commemorations in Zeebrugge

MAY

1st (1800) Presentation to the P&O Choir (1900) Spring Showcase at Dover Grammar School for Girls 3rd (1915) Cabaret at Dover Town Hall 7th (1900) People of Dover Awards (MDH) 8th (1830) ‘Calamity Jane’ at Astor College for the Arts9th (1900) Folkestone Mayor Making 10th (1930) Street Pastors Commissioning Service 12th (1845) Faversham Mayor Making 15th (1900) Dover Mayor Making 16th (1850) Dover & Deal Sea Cadets Annual Awards Evening (Deputy Mayor) 28th (1930) Dover Rotary Club Jazz Evening

JUNE

4th (1900) Try-Angle Awards 7th (0900) Dover/Calais Festival of Sport 8th (0915) DYRMS Grand Day 10th (1900) Kent County Council Civic Dinner 13th (1115) Dover SmArt Project – Marine Parade 16th (1800) Bishops Reception, Canterbury 17th (1100) Town TV/Dover Interview 19th (1700) Dover Girls Grammar School Art Exhibition) 20th (1300) Business in a box at K College (1630) Dover College Junior School Assembly 22nd (1815) CJ’s Dance 20th Anniversary Celebrations 23rd (1030) Armed Forces Day Flag Raising at Sandwich 29th (1040) Folkestone Town Sunday Service (1430) Blessing of the Fisheries at Folkestone

JULY

2nd (1800) Town Council meeting MDH

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DOVER TOWN COUNCIL

Minutes of the meeting of the PLANNING COMMITTEE held at the Council Offices, Maison Dieu House, Biggin Street, Dover, on Monday 2nd June 2014 at 1.00pm.

PRESENT

Councillor Mrs P Brivio Councillor Mr J Hood

Councillor Mr C Precious Mr P Sherratt (Dover Society Representative)

Councillor Mrs P Brivio took the Chair until Agenda Item 1.

14. APPOINTMENT OF CHAIRMAN & VICE-CHAIRMAN

The Committee considered the election of the Chairman and Vice-Chairman of the Committee for the 2014/15 Municipal Year.

Councillor Mr J Hood proposed and Councillor Mrs P Brivio seconded a nomination for Councillor Mrs P Brivio as Chairman of the Committee for the 2014/15 Municipal Year. When put to the vote it was in favour. Councillor Mrs Brivio then took the chair.

Councillor Mrs P Brivio proposed and Councillor Mr J Hood seconded a nomination for Councillor Mr J Hood as Vice-Chairman of the Committee for the 2014/15 Municipal Year. When put to the vote it was in favour.

RESOLVED: That Councillor Mrs P Brivio be appointed Chairman and Councillor Mr J Hood be appointed Vice-Chairman of the Committee for the 2014/15 Municipal Year.

15. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillor Mr S Dimmock

16. DECLARATIONS OF INTEREST

Councillors present made no declarations of disclosable pecuniary and/or other interests as required by law.

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17. MINUTES

The Committee considered the minutes of the meeting of the Committee held on the 6th May 2014.

RESOLVED: That the minutes of the meetings of the Committee held on the 6th May 2014 be approved as a correct record and signed by the Chairman.

18. COMMITTEE BUDGET

The Committee noted the latest out-turn against the Committee’s 2014/15 budget.

19. DETERMINED PLANNING CONSENTS

The Committee noted the decisions of Dover District Council on the following planning applications:

Application No: Address Decision Town Council Decision

DOV/13/00952 Former Site of Powell Print, 57 Coombe Valley Road, Dover, CT17 0EX

Granted No objection

DOV/14/00195 139-141 Folkestone Road, Dover, CT17 9SG

Granted No objection

DOV/13/00894 5 Maison Dieu Road, Dover, CT16 1RW

Granted No objection

DOV/13/00082 118 Coombe Valley Road, Dover, CT17 0EX

Granted No objection

DOV/14/00296 161 Snargate Street, Dover, CT17 9BZ

Granted No objection

DOV/14/00283 First Floor, 4-5 Waterloo Crescent, Dover, CT16 1LA

Granted No objection

DOV/14/00270 1 Westbury Road, Dover, CT17 9QH

Refused No objection

DOV/14/00227 Holmestone Pumping Station, Holmestone Road, Poulton Close, Dover, CT17 0UF

Granted No objection

DOV/13/00890 10-11 Market Square, Dover, CT16 1NX

Granted No objection

DOV/14/00321 Frith Lodge, 14 Frith Road, Dover, CT16 2PY

Granted No objection

DOV/14/00266 74-94, High Street, Dover, CT16 1EE

Granted No objection

20. APPLICATIONS FOR PLANNING CONSENT

The Committee considered applications for planning consent passed to the Town Council for consultation purposes.

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RESOLVED: That the following observations be passed to the Dover District Council in relation to the applications now considered:

Application No: DOV/13/01115Proposal Erection of detached dwelling and creation of vehicular access

R/O 44 Salisbury Road & Fronting, Park Avenue, Dover, CT16 1EYComments: No objection

Application No: DOV/14/00018Proposal Retrospective application for the change of colour to elevations

263 London Road, Dover, CT17 0SZComments: No objection

Application No: DOV/14/00432Proposal Erection of a detached dwelling and conversion of existing building into 4

self-contained flats137 Folkestone Road, Dover, CT17 9SG

Comments: Object. 1,This is a back garden development 2, Concerns at increase in refuse & food bins to be located at boundary line on Folkestone Road a busy public highway & envisage there will be a four told increase in traffic when converting a single family home to accommodation for 4 families

Application No: DOV/14/00439Proposal Retrospective application for the change of use and conversion into one

self-contained flat and one maisonette98 Oswald Road, Dover, CT17 0JS

Comments: No objection. There doesn’t appear to have been provision made for storing waste receptacles in the planning application

Application No: DOV/14/00446Proposal Siting of a portable building

Ambulance Station, Winchelsea Road, Dover, CT17 9TTComments: Object. Committee have considered the factors set out in the design &

access statement around paragraph 3.2 however they still cannot support the siting of a temporary building. Object. The Committee recognise the value of having an ARCP situated in Dover. They object to the siting of a temporary unit on the site as there is existing unused ambulance station building

Application No: DOV/14/00467Proposal Erection of a detached bungalow and associated car parking

Land rear of the former Wheelwrights Ph, The Linces, Dover, CT16 2BNComments: No objection

Application No: DOV/14/00483Proposal Erection of single storey rear extension to facilitate the change of use and

conversion into a single residential dwellingFormer Pharos Office, 17 London Road, Dover, CT17 0ST

Comments: No objection

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Application No: DOV/14/00499Proposal Conversion of garage to habitable room and construction of decking and

ballustrading to roof11 Friars Way, Dover, CT16 2DH

Comments: No objection

Application No: DOV/14/00505Proposal Change of use to a public hand washing/valeting service/car

rental/leasing facility, the erection of a low level roof canopy and lighting (part retrospective)Former Ferry Approach Filling Station, Maison Dieu Road, Dover

Comments: Objection. Landscaping needed at the South end of the site where this facility is currently sited without planning permission. No information is provided with regard to waste water run-off. Sunday openings should be no longer than 10am – 4pm. Councillors also draw Dover District Council’s attention to CMW’s practice of parking their vehicles on public land (pedestrian) on the corner of White Horse Lane. This should be stopped.

21. LATE PLANNING APPLICATIONS & ANY OTHER ITEMS

The Committee considered planning applications received after the preparation of the agenda.

RESOLVED: That the following observations be passed to the Dover District Council in relation to the applications now considered:

Application No: DOV/14/00471Proposal: Erection of new sway bracing (existing sway bracing to be removed)

Covered Walkway, Cruise Terminal 1, Western Docks, Dover, CT17 9EQComments: No objection

Application No: DOV/14/00512Proposal: Change of use to micro pub and microbrewery (use classes A4 and B2)

Ground Floor, 3 Bench Street, Dover, CT16 1JHComments: Object. Early morning (8am) opening not appropriate for sale of alcohol in

Town Centre where residential property exists

Application No: DOV/14/00513Proposal: Temporary siting of portable building for use as dispensing pharmacy

145 Folkestone Road, Dover, CT17 9SGComments: Object a portable building is not a secure place for holding medications

could lead to antisocial behaviour; there are already facilities in the area that can be used.

Application No: DOV/14/00520Proposal: Variation of condition 8 of planning permission DOV/13/00478 to reduce

the Code for Sustainable Homes from level 4 to level 3 (application under Section 73)149-156, Snargate Street, Dover, CT17 9BZ

Comments: No objection as it seems Dover District Council planning has agreed a condition which could never be delivered.

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22. MEMBERSHIP OF THE COMMITTEE

The Committee considered inviting relevant outside bodies to nominate a non-voting representative to join the Planning Committee.

RESOLVED: That Dover Society be invited to nominate a non-voting representative to the Dover Town Council Planning Committee for the 2014/15 Municipal Year.

(Councillor Precious left the meeting after agenda item 22)

23. LICENCING CONSULTATIONS

None received

24. INFORMATION ITEMS

The members noted:

A letters from Kent County Council regarding extension of planning application for portable building to St Richards Primary School;

A letter from Kent County Council regarding extending opening in old Charlton Road to the entrance of St Edmunds School;

Letter from Dover District Council regarding planning application DOV/14/00301 consideration date as objections had by raised;

Letter from East Kent Housing regarding consultation and agreed the Chairman to look into this and respond on behalf of the Town Council.

25. DATE OF NEXT MEETING

The next meeting will be held on the 30th June at 6pm

The meeting closed at 2.15pm.

Councillor P Brivio CHAIRMAN

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Chairman

DOVER TOWN COUNCIL

Minutes of the meeting of the CIVIC AND SPECIAL PROJECTS COMMITTEE held on Tuesday 24th June 2014 at 10.00am held in the Town Council Offices, Maison Dieu House, Biggin Street, Dover.

PRESENT

Councillor Mrs P Brivio (Town Mayor of Dover) Councillor S Dimmock

Councillor Mrs V L Philpott (Chairman from Item 1) Councillor Mrs A Smith

Councillor M Smith

Vice Chairman of the Committee for 2013/14, Councillor Mrs V L Philpott took the chair until the end of Agenda item 1.

26. CHAIRMAN & VICE-CHAIRMAN

The Committee considered the election of the Chairman and Vice-Chairman of the Committee for the 2014/15 Municipal Year.

Councillor S Dimmock proposed and Councillor Mrs A Smith seconded the motion that Councillor Mrs V L Philpott be appointed Chairman of the Committee for the 2014/15 Municipal Year.

Councillor M Smith proposed and the Town Mayor of Dover, Councillor Mrs P Brivio seconded the motion that Councillor Mrs A Smith be appointed Vice-Chairman of the Committee for the 2014/15 Municipal Year.

RESOLVED: That Councillor Mrs V L Philpott be appointed Chairman and that Councillor Mrs A Smith be appointed Vice-Chairman of the Civic & Special Projects Committee for the 2014/15 Municipal Year.

Councillor Mrs V L Philpott remained in the chair.

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27. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors J Goodwin, Mrs V Revell & N Law.

28. DECLARATIONS OF INTEREST

Members present made no declarations of disclosable pecuniary and/or any other interests as required by law.

29. MINUTES

The Committee considered the Minutes of the Civic & Special Projects Committee held on the 15th

April 2014.

RESOLVED: That the Minutes of the meeting of the Civic & Special Projects Committee held on the 15th April 2014 be approved as a correct record and signed by the Chairman.

30. PROGRESS SHEETS

The Committee noted outstanding actions.

31. BUDGET

The Committee noted the latest out-turn against the Committee’s 2014/15 budget.

32. FIELD OF REMEMBRANCE & DOVER WAR MEMORIAL GARDENS

The Committee noted the Town Mayor’s report dated 17th June 2014 concerning a Flag Pole at the Memorial Gardens and adopted the proposal made by Councillor S Dimmock, that the matter be reviewed in 6 months.

The Committee considered the Management Process Officer’s report dated 28th May 2014 concerning replacement Marker Crosses for the Field of Remembrance.

RESOLVED: That 200 replacement Marker Crosses be purchased at a cost of up to £1,500 for the Field of Remembrance; costs to be met from the Remembrance Day provision in the Civic & Special Project Committee’s 2014/15 budget, with discussions and agreement to be delegated to the Proper Officer in consultation with the Clerk to the Committee.

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33. TIME OF COMMITTEE MEETINGS

The Committee noted the Urgent Decision No: UD 14/15 – 001 concerning change of time for the Civic & Special Projects Committee on 18th June 2014.

The Committee noted the Urgent Decision No: UD 14/15 – 002 concerning the re-scheduling of the Civic & Special Projects Committee meeting that was due to take place 18th June 2014.

The Committee considered the Management Process Officer’s report dated 29th May 2014 concerning time changes to future Committee meetings.

RESOLVED: That times for the forthcoming Civic & Special Projects Committee meetings be set by a meeting by meeting basis for the remainder of the 2014/15 Municipal Year.

34. CHRISTMAS 2014/15

The Committee considered the Management Process Officer’s report concerning Christmas 2014/15.

RESOLVED: a) That a budget of up to £4,500 be agreed for the organisation of the 2014 Christmas Event; costs to be met from the Events Facilitation provision in the Civic & Special project Committee’s 2014/15 budget;

b) That the Marlowe Theatre Christmas Pantomime Characters be invited to switch the lights on with the Town Mayor of Dover for Christmas 2014.

RESOLVED TO RECOMMEND: a) That the current lighting scheme (Appendix A) be accepted, at a cost of £13,000; costs to be met from the Festive Lights provision in the Civic & Special Project Committee’s 2014/15 budget;

b) That a budget of up to £9,000 be set aside for the tree arrangements, electricity, purchase and installation of new Christmas tree lights and contingency; all costs to be met from the Festive Lights provision in the Civic & Special Project Committee’s 2014/15 budget;

c) That a Canopy of Lights be hired and installed for 2014/15, over the central Christmas tree in the Market Square, at a cost of up to £8,000; costs to be met from the Festive Lights Reserve provision;

d) To delegate all negotiations, contracts, agreements and arrangements to the Proper Officer in consultation with the Town Mayor of Dover.

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35. INFORMATION ITEMS

The Committee noted, letter of thanks from the White Cliffs Ramblers, dated 12th April 2014.

The Committee discussed the future of services at the Dover Medical Practice, Dover Health Centre, Maison Dieu Road, Dover, CT16 1RH and instructed the Proper Officer to respond to the NHS consultation in support of Option 2 under an Urgent Decision.

36. DATE OF NEXT MEETING

The next meeting of the Civic & Special Projects Committee will be held on the 29th July 2014 at 6pm, in the Town Council Offices, Maison Dieu House, Biggin Street, Dover, Kent, CT16 1DW.

The meeting closed at 10.35am.

CHAIRMAN Councillor Mrs V L Philpott

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DOVER TOWN COUNCIL

Minutes of a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE held in the Council Offices, Maison Dieu House, Biggin Street, Dover on Wednesday 25th June 2014 at 6pm.

PRESENT

Councillor G Cowan (Chairman) Councillor Mrs P Brivio Councillor J Goodwin Councillor P Sherratt

37. CHAIRMAN & VICE-CHAIRMAN

Councillor Goodwin proposed and Councillor Mrs Brivio seconded a nomination for Councillor G Cowan be appointed as Chairman of the Committee for the 2014/15 Municipal Year.

Councillor Mrs Brivio proposed and Councillor Goodwin seconded a nomination for Councillor G Hood be appointed as Vice-Chairman for the 2014/15 Municipal Year.

RESOLVED: a) That Councillor G Cowan be appointed Chairman and Councillor G Hood be appointed Vice-Chairman of the Committee for the 2014/15 Municipal Year.

38. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors Mrs V Philpott and G Hood.

39. DECLARATIONS OF INTEREST

Members present made no declarations of disclosable pecuniary and/or other interests as required by law.

40. MINUTES

The Committee considered the minutes of the meeting of the Finance & General Purposes Committee held on 2nd April 2014.

RESOLVED: That the Minutes of the meeting of the Finance & General Purposes Committee held on 2nd April 2014 be approved as a correct record and signed by the Chairman.

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41. PERSONNEL WORKING GROUP

The Committee considered the appointment of members to the Committee’s Personnel Working Group for the 2014/15 Municipal Year.

RESOLVED: That Councillors Cowan (Chairman), Hood (Vice-Chairman), Mrs Brivio, Mrs Jones, Mrs Philpott and Sherratt be appointed as members of the Personnel Working Group for the 2014/15 Municipal Year.

42. TOWN COUNCIL FINANCIAL INFORMATION

The Committee noted that the schedules of payments made by the Town Council during March 2014 were approved at the Town Council Meeting held on 23rd April 2014.

The Committee approved the schedule of payments made by the Town Council during April and May 2014.

The Committee considered the setting up of a direct debit to Scottish & Southern Energy for the payment of electricity supplies to Maison Dieu House.

The Committee noted that the statutory publication of the total sum paid to Councillors in respect of parish basic allowance and parish travelling and subsistence allowance for the year ended 31st March 2014 was made on 7th April 2014.

RESOLVED: a) That the schedules of payments made by the Town Council during April and May 2014 be laid before the next meeting of the Town Council in accordance with Standing Order 3(x).

b) That a direct debit to Scottish & Southern Energy be set up for the payment of electricity supplies to Maison Dieu House.

43. ANNUAL ACCOUNT AND AUDIT FOR THE 2013/14 MUNICIPAL YEAR

The Committee considered the Chairman’s report of 14th April 2014 concerning the Financial out-turn for the year to 31st March 2014.

The Committee noted that the Annual Return for the 2013/14 Financial Year had been submitted to the External Auditor.

RESOLVED TO RECOMMEND: That the Town Council note the Chairman’s report concerning the Financial out-turn for the year to 31st March 2014.

44. PROGRESS SHEETS

The Committee noted outstanding resolutions made by the Finance & General Purposes Committee.

45. COUNCILLORS WARD GRANTS

The Committee noted the current out-turn for Councillors Ward Grants awarded during 2014/15 (handed out at the meeting). The management and guidance for Councillor Ward Grants will be an agenda item for the next Finance & General Purposes Committee meeting on 24th September 2014 and all Councillors will be invited to attend and take part in the debate.

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46. TOWN COUNCIL BANKING

The Committee noted that Internet and Telephone banking had been set up with HSBC with the RFO as the primary contact.

47. OFFICE PREMISES & ADMINISTRATION

The Committee considered the Town Clerk’s Report of 13th May 2014 concerning Roof Repairs to Maison Due House.

The Committee considered the Town Clerk’s Report of 28th May 2014 concerning Planned Preventative Maintenance Schedule for Pencester Pavilion.

The Committee considered the Chairman’s report of 30th May 2014 concerning meeting room hire charges.

The Committee considered the Chairman’s report of 30th May 2014 concerning the cleaning contract for Maison Dieu House.

RESOLVED: a) That hire rates for meeting room at Maison Dieu House be as proposed in the 2014/15 Meeting Room Hire Schedule;

b) That no change be made to the rates for Civil Ceremonies;

c) That the Town Clerk be delegated to manage the hiring of rooms at Maison Dieu House including waiving or reducing hire charges where appropriate;

d) That the licence for Maison Dieu House as approved premises for Civil Ceremonies not be renewed when the licence expires on 30th June 2015.

e) That Tender B (Blitz Cleaning) be accepted for the Cleaning Maison Dieu House for a 3-year period at an annual cost of £4,992 + VAT, costs to be met from the Contract Cleaning provision in the relevant year’s budget of the Finance & General Purposes Committee;

f) That all negotiations, contracts, agreements and arrangements in relation to this contract be delegated to the Proper Officer.

RESOLVED TO RECOMMEND: a) That the 2013/14 budget of £7,000 in the Premises Maintenance Provision in respect of the necessary repairs to the Maison Dieu House roof, be rolled over under the same provision in the 2014/15 budget;

b) That £4,000 be budgeted each year for the Pencester Pavilion maintenance (subject to annual review), to allow for planned and managed maintenance of the structure and pathway, subject to;

c) That a Pavilion Reserve be created to ring-fence the unspent residue of the Pencester Pavilion budget in any year.

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48. TOWN COUNCIL WEBSITE

The Committee considered the Town Clerk’s report of 19th June 2014 (handed out at the meeting) concerning the Town Council’s Website. The Committee thanked the Town Clerk for the hard work behind the report.

RESOLVED TO RECOMMEND: a) That the Proper Officer be instructed to commission the design, build and support of a new website for the domain www.dovertowncouncil.gov.uk based on Tender 4 (MT Studios) with a budget of up to £14,000;

b) That a Website Working Group be set up under the Finance & General Purposes Committee comprising of Councillors Cowan, Mrs Brivio and Sherratt.

49. INFORMATION ITEMS

The Committee noted that there had been no items of information regarding the Committee’s responsibilities received.

50. EXCLUSION OF THE PUBLIC

RESOLVED: That in accordance with Standing Order 7a(xv) and in view of the confidential nature of the business about to be transacted it would be advisable in the public interest that the public be temporarily excluded and they be requested to withdraw for the duration of the agenda.

51. TOWN COUNCIL STAFFING MATTERS

The Committee considered the RFO’s report of 24th March 2014 concerning the annual salary increment increases.

RESOLVED: That the annual salary increments for eligible staff be approved from April 2014.

The meeting closed at 7.30pm

Councillor G Cowan CHAIRMAN

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FLEXIBLE WORKING (post 30 June 2014)

Qualification

To make a flexible working request, you must:

be an employee;

have been continuously employed by the Council for more than 26 weeks at the date the

application is made; and

not have made another formal flexible working request during the past 12 months.

Scope of a Request

If you qualify, you may request:

a change to hours worked;

a change to the times you are required to work;

a change in duties;

a change to any other terms of your employment.

Any agreed change to your terms and conditions will be permanent, unless agreed otherwise.

Your Application

Before making a flexible working request you should consider:

what working pattern you are seeking;

the financial implications a change might have on you;

what effects, if any, the change will have on the Council’s business and on your colleagues and how these might be accommodated.

Your application must be in writing (email is acceptable), signed and dated and:

state that it is an application under the right to apply for flexible working arrangements;

specify the change applied for;

specify the date on which you would like the change to be effective;

explain what effect, if any, you think making the change applied for would have on the

Council; and

explain how you meet the eligibility requirements.

You can only make one application in any 12 month period. If you have made a previous application,

your new application must state this and give the date on which the previous application was made.

Our Response

Unless we jointly agree otherwise, the Council will deal with your application, from start to finish,

within a maximum of three months.

The Council may agree to your request without discussing it with you. If so, the Town Clerk will notify

you of this, in writing.

Otherwise, the Town Clerk will invite you to a meeting within 28 days of receiving your application.

You have the right to be accompanied to the meeting by a work colleague.

The Meeting

At the meeting, we will discuss your requested work pattern in detail and consider and how it might be

accommodated. We may also discuss alternative working patterns.

After the Meeting

The Town Clerk will write to you within 14 days of the meeting with the Council’s decision. We will

either agree a new working pattern and a start date or we will refuse your request and give the

reasons for refusal.

The grounds on which the Council can reject your request are:

burden of additional costs;

detrimental effect on the ability to meet customer demand;

inability to reorganise work amongst existing staff;

inability to recruit additional staff;

detrimental effect on quality;

detrimental impact on performance;

insufficiency of work during the periods the employee proposes to work;

planned structural changes;

any other ground allowed by regulations.

The Appeal Procedure

You may appeal the Council’s decision in writing within 7 days of receiving it, setting out your grounds

of the appeal.

The Town Clerk will either invite you to an appeal meeting within 14 days of receiving your appeal, or

the Council may allow your appeal without a meeting.

The Town Clerk will give you a written appeal outcome within 7 days of the hearing. If the Council

allows the appeal, we will specify the variation agreed and the date from which it is to take effect.

Where the Council rejects your appeal, we will explain why. This decision will be final.

RREEPPRREESSEENNTTAATTIIVVEESS OONN EEXXTTEERRNNAALLOORRGGAANNIISSAATTIIOONNSS

To be agreed on at Town Council meeting on 2nd July 2014

DOVER JOINT TRANSPORTATION BOARD1 Councillor Reserve:

DOVER NEIGHBOURHOOD FORUM2 Councillors

Reserve:

DOVER PEOPLE’S PORT TRUST LTD (DPPT)Town Mayor

DOVER FAIRTRADE NETWORK GROUP1 Councillor

PORT & COMMUNITY FORUM (P&CF)1 Councillor

R V COLEMAN TRUSTCouncillor Mrs Pam Brivio (2013 – 2017)

TOWN HALL HERITAGE LOTTERY FUND STEERING GROUP1 Councillor

WHITE CLIFFS COUNTRY TOURISM ASSOCIATION (WCCTA)1 Councillor Reserve:

DOVER TOWN COUNCIL Report to: Full Town Council Meeting date: 2 July 2014

From: Cllr Gordon Cowan, Chairman Finance & General Purposes Committee

Date written: 26 June 2014

Subject: Provision of Public Conveniences in Dover

1. INTRODUCTION

Following DDC’s policy decision to withdraw from the provision of public conveniences in the District, Dover Town Council together with other parish councils across the district have funded and provided the service in accordance with residents’ expressed views.

Since 2011 DTC has spent almost £110,000 on funding public conveniences in Dover town - either Stembrook or Maison Dieu toilets under a DDC contract, three community toilets – McDonalds in Biggin St, Macaris in Pencester Rd and the Bull Public House in London Road and the refurbishment and opening of the Eastcliff toilets and kiosk (nominated for the Loo of the Year awards 2014).

2. INFORMATION

There have been and continue to be problems with the Public Toilets at Stembrook and Maison Dieu. Drug taking and dealing, overdoses and deaths regularly take place, the toilets themselves are unwelcoming and of a poor standard and there is a range of antisocial behaviour including drunkenness, the dumping of syringes and fighting.

With the opening of the refurbished and fully attended toilets at Eastcliff, which are run by Pebbles CIC on behalf of DTC, it has become clear that the public welcome good quality, clean and properly managed public conveniences even when a small (20p) charge is levied. Likewise the community toilet scheme provides safe attended facilities at reasonable cost. Both developments have increasingly highlighted the poor value offered by traditionally run toilets with Maison Dieu costing annually around £22k.

It is difficult to see how Maison Dieu public conveniences with their crime, hygiene and safety issues offer good value to Dover. There is no agreement in place for 2014-15 between DDC and DTC for the continued funding of this or any other public convenience in Dover.

3. DECISION

The Council is invited to resolve to:-

a. Note that no funding agreement is in place between DDC and DTC for the subsidising of cleaning and management of public conveniences in Dover Town and no payment for such is therefore authorised;

b. Consider proposals for new build or refurbished public conveniences of a high standard in Dover Town if and when DTC or other bodies or organisations develop them;

c. Continue to seek suitable businesses as partners in the Community Toilet Scheme for 2014-15.

Statutory Powers: LGA 1974 s14 para 9

The Town Council abides by the spirit of Best Value.

The Council is committed to open governance and accountability. Both Councillors and members of the public must be able to fully understand the entire picture of any project proposal when approved.