Agenda, decisions and minutes

To receive any apologies for absence.

Apologies for absence were received from Councillor Fairweather.  Councillor Hamilton joined the meeting at 10:45am.

To receive any declarations of interest by Members in items on the agenda. For any advice on declarations of interest; please contact the Monitoring Officer before the meeting.

There were no disclosable pecuniary or other significant interests declared at the meeting.

To note any members of the Council wishing to speak, of which due notice has been given in accordance with Cabinet Procedure Rule 28.4, and which item(s) they wish to speak on.

There were no visiting Members who had registered as wishing to speak.

To approve the minutes of a previous meeting as a correct record. The only issue relating to the minutes that can be discussed is their accuracy.

Members reviewed the minutes.

It was requested and agreed that the penultimate bullet point on page 4 did not accurately reflect the discussion and should therefore be removed. 

RESOLVED –

1.    That CAB98/21 be amended to remove the penultimate bullet point.

2.    Subject to the above amendment the minutes of the meeting dated 2 December 2021 be approved as a correct record.

To receive any questions from members of the Council, of which due notice has been given in accordance with Cabinet Procedure Rule 28.3, to be submitted and answered.

There were no questions from members of the Council.

To receive any questions from members of the public, of which due notice has been given in accordance with Cabinet Procedure Rule 28.5, to be submitted and answered.

There were no questions from members of the public.

To note any forthcoming items as set out in the Forward Plan.

Members considered the plan. No amendments were proposed.

RESOLVED – That the Forward Plan as at 17 December 2021 be noted.

To consider and decide on the recommendations as set out in the associated report. 

RESOLVED –

1. That the Head of Housing, Health and Environment in consultation with the Monitoring Officer and S151 Officer be given delegated authority to enter into a further 2-year contract extension with Tivoli to end 31 December 2024 be approved.
2. That the Council’s Monitoring Officer and S151 Officer be given delegated authority to undertake all legal and financial requirements necessary to complete the extension of the Grounds Maintenance Contract be approved.
3. That the Head of Housing, Health and Environment works with Tivoli to identify further environmental enhancements for the service and increase public awareness of the actions being taken be approved. 

REASON FOR DECISION:

To give certainty of cost and minimise risk for the Council for a period of 3 years. 

Nigel Bolton, Interim Services Manager introduced the report set out in the agenda.

Following the Communities and Economic Cabinet Advisory Board (CAB) held on Tuesday 11 January 2022, additional comments included:

-       In response to the environmental and biodiversity issues raised at the CAB, including Kent’s Plan Bee and the gathering pace of the concept of ‘rewilding’, the CAB recommended and agreed that a further recommendation be considered by Cabinet

-       With reference to the Cross Cutting Issues:

o   Staffing Issues – There were no staffing implications associated with Option 1 but there may be TUPE implications with the other options.

o   Finance and other Resources – If the contract was extended, the additional cost could be accommodated within the budget and the medium term financial strategy.

Discussion and questions from Members included the following:

-       The importance of environmental measures, ‘rewilding’ etc. was welcomed.  In addition the need to ensure there was regular engagement with members of the public.

-       Discussions with various sports clubs had taken place and there had been positive responses from them about taking on additional responsibility for their grounds.

-       The additional 2-year extension would allow the Council the time to have in-depth discussions with clubs and organisations about the requirements of taking on additional responsibility for the maintenance of their own grounds. 

-       Additionally, it was noted, the procurement process would take approximately 18 months.

-       The additional recommendation read ‘That the Head of Housing, Health and Environment works with Tivoli to identify further environmental enhancements for the service and to increase public awareness of the actions being taken.’

-       The CAB raised issues related to biodiversity, ‘rewilding’ and Kent’s Plan Bee.

-       There was currently no option for zero carbon reductions on the equipment used.  The same issue was applicable to the current waste contract.  It was noted it was the Council’s intention to move to zero emission vehicles but that it was currently being constrained by the lack of technology. 

RESOLVED –

1. That the Head of Housing, Health and Environment in consultation with the Monitoring Officer and S151 Officer be given delegated authority to enter into a further 2-year contract extension with Tivoli to end 31 December 2024 be approved.
2. That the Council’s Monitoring Officer and S151 Officer be given delegated authority to undertake all legal and financial requirements necessary to complete the extension of the Grounds Maintenance Contract be approved.
3. That the Head of Housing, Health and Environment works with Tivoli to identify further environmental enhancements for the service and increase public awareness of the actions being taken be approved. 

REASON FOR DECISION:

To give certainty of cost and minimise risk for the Council for a period of 3 years. 

To consider any other items which the Chairman decides are urgent, for the reasons to be stated, in accordance with Section 100B(4) of the Local Government Act 1972.

There was no urgent business.

To note that the date of the next scheduled meeting is Thursday 10 February 2022 at 10:30am.

The next meeting would be held on Thursday 10 February 2022 commencing at 10:30am in the Council Chamber at the Town Hall, Tunbridge Wells.