Agenda, decisions and minutes

Councillor Chapelard, Leader of the Council welcomed everybody to Pembury Village Hall.  This was the 3^rd stop on the Cabinet ‘on tour’ programme and a continuation of the Borough Partnership’s agreement to reach different parts of the Borough. 

To receive any apologies for absence.

Apologies for absence were received from Councillor Fitzsimmons.

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. No amendments were proposed.

RESOLVED – That the minutes of the meeting dated 22 September 2022 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 18 October 2022 be noted.

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

RESOLVED –

1. That Officers shall continue to work towards reducing the projected budget deficit in line with the Budget Strategy and report back in December with draft proposals prior to public consultation.
2. That £100,000 from the car park income budget be transferred to the Community Support Fund be approved.

REASON FOR DECISION:To enable Directors and Heads of Service to continue the service planning process and to help develop proposals with their respective Cabinet Member(s) for savings, changes to service delivery and optimise income

Councillor Christopher Hall Cabinet Member for Finance and Performance introduced Lee Colyer, Director of Finance, Policy and Development who presented the report set out in the agenda.

Discussion and questions from Members included the following:

-       There had been a gradual improvement on the Council’s finances.

-       Although the Quarter one report had forecast car parking revenue at £293k above its original budget, the position was still an overall deficit forecast of £944k.

-       Quarter two reports would be published shortly which will show a gradual improvement, particularly around the Council’s income streams.  Car parking income would further improve when the new car parking charges were introduced. This would also help reduce the deficit.

-       At the in-year budget review (20 July 2022), Cabinet agreed the principle of an allocation to the  Community Support Fund.  In light of the improving financial position, it was recommended that an additional recommendation be made, that Cabinet agreed to the virement of £100k from the car park income budget to the Community Support Fund.  This would allow the commencement of the fund, with terms of reference to be agreed.  Expressions of interest from Community Groups could then be sought. 

-       The focus of the distribution of the Community Support Fund would be on initiatives that provided practical assistance to the Borough’s most vulnerable residents. 

-       It was within the gift of Cabinet to make an additional recommendation but the risk must be recognised that the in-year budget deficit would not be reduced as quickly as previously agreed.  Any remaining deficit at year end would have to be met from Reserves.

RESOLVED –

1. That Officers shall continue to work towards reducing the projected budget deficit in line with the Budget Strategy and report back in December with draft proposals prior to public consultation.
2. That £100,000 from the car park income budget be transferred to the Community Support Fund be approved.

REASON FOR DECISION:To enable Directors and Heads of Service to continue the service planning process and to help develop proposals with their respective Cabinet Member(s) for savings, changes to service delivery and optimise income

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

RESOLVED – That Full Council be recommended:

1.  That the progress of the income banded Council Tax Reduction Scheme be noted.

2. That no changes are made to the Council Tax Reduction Scheme for 2023/24 for the reasons stated in the report be approved.

3. That the Council seeks to provide support to those struggling on low incomes and with the ‘cost of living’ crisis through the establishment of a Community Support Fund and through the use of the Household Support Fund be approved.

REASON FOR DECISION: To continue with the new system that has provided a simplified inbuilt claiming process covering a wide range of income ranges. 

Councillor Christopher Hall, Cabinet Member for Finance and Performance introduced Zoe Kent, Interim Head of Mid Kent Revenues and Benefits who presented the report as set out in the agenda.

A statement made by Councillor Hall included the following:

-       Rising inflation and high fuel and energy prices had resulted in economic uncertainty and a huge challenge for residents.

-       There had been little from Central Government regarding the likelihood of any further support for residents. 

-       The delay in the autumn statement (17 November 2022) meant that any future funding remained uncertain. 

-       The Partnership would therefore need to consider ways for more support to be made available to those most vulnerable.  This would include reviewing the current support available, including the level of Council Tax Support offered and to investigate other support initiatives that targeted those that need it the most. 

RESOLVED – That Full Council be recommended:

1.  That the progress of the income banded Council Tax Reduction Scheme be noted.

2. That no changes are made to the Council Tax Reduction Scheme for 2023/24 for the reasons stated in the report be approved.

3. That the Council seeks to provide support to those struggling on low incomes and with the ‘cost of living’ crisis through the establishment of a Community Support Fund and through the use of the Household Support Fund be approved.

REASON FOR DECISION: To continue with the new system that has provided a simplified inbuilt claiming process covering a wide range of income ranges. 

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

RESOLVED – That the report be noted.

REASON FOR DECISION: To comply with the constitution

Councillor Christopher Hall, Cabinet Member for Finance and Performance introduced David Candlin, Head of Economic Development and Property who presented the report as set out in the agenda.

To note, the matter was decided taking the exempt information set out in the report as read.

RESOLVED – That the report be noted.

REASON FOR DECISION: To comply with the constitution

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

RESOLVED –

1. That a Management and Maintenance Agreement be entered into with Town & Country Housing (T&CH) for the management and maintenance of Sherwood Lake and Conneyburrow Woods on terms to be agreed be approved.
2. That authority be delegated to the Head of Economic Development & Property to agree terms for and negotiate and complete the Management & Maintenance agreement to be entered into with T&CH be approved.
3. That authority be delegated to the Head of Economic Development & Property to make such changes to the Management & Maintenance arrangements and/or to put such alternative arrangements in place for proper and effective management and maintenance of Sherwood Lakes and Conneyburrow Woods as may be considered appropriate be approved.
4. That authority be given to the Head of Mid Kent Legal Services to negotiate and complete all legal documentation and formalities to give effect to these recommendations be approved.

REASON FOR DECISION: To comply with the terms of the contract between TWBC and T&CH and to provide a community amenity and recreational use that would be covered by an agreement for the day-to-day maintenance of the site, and protect an established and much valued community resource.

Councillor Christopher Hall, Cabinet Member for Finance and Performance introduced David Candlin, Head of Economic Development and Property who presented the report as set out in the agenda.

Discussion and questions from Members included the following:

-       The transfer of responsibility for the lake and woods back to the Local Authority was welcomed.

-       The area had village green status which meant it was protected and as such there was no danger of anything happening to the area.

-       There as also confidence in the Kent High Weald Partnership as an organisation and therefore no doubt that the space would be well looked after.

To note, the matter was decided taking the exempt information set out in the Agenda as read.

RESOLVED –

1. That a Management and Maintenance Agreement be entered into with Town & Country Housing (T&CH) for the management and maintenance of Sherwood Lake and Conneyburrow Woods on terms to be agreed be approved.
2. That authority be delegated to the Head of Economic Development & Property to agree terms for and negotiate and complete the Management & Maintenance agreement to be entered into with T&CH be approved.
3. That authority be delegated to the Head of Economic Development & Property to make such changes to the Management & Maintenance arrangements and/or to put such alternative arrangements in place for proper and effective management and maintenance of Sherwood Lakes and Conneyburrow Woods as may be considered appropriate be approved.
4. That authority be given to the Head of Mid Kent Legal Services to negotiate and complete all legal documentation and formalities to give effect to these recommendations be approved.

REASON FOR DECISION: To comply with the terms of the contract between TWBC and T&CH and to provide a community amenity and recreational use that would be covered by an agreement for the day-to-day maintenance of the site, and protect an established and much valued community resource.

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

RESOLVED –

1. That the Draft Allocation Scheme set out in Appendix A of the report be approved for consultation.
2. That the Head of Housing, Health and Environment in consultation with the Cabinet Member for Housing and Planning be delegated authority to consider any comments received through the public consultation and make any appropriate minor changes to the Draft Allocation Scheme before then publishing the Scheme for implementation be approved.

REASON FOR DECISION: To comply with Part 6 of the Housing Act 1996 and to ensure the Scheme continues to remain relevant and up to date with current housing policy.

Councillor Hugo Pound, Cabinet Member for Housing and Planning, introduced Stuart Clifton, Housing Services Manager who presented the report as set out in the agenda.

Discussion and questions from Members included the following:

-       The scheme in its current form was welcomed as it had refined the process in terms of priority which would benefit residents.

RESOLVED –

1. That the Draft Allocation Scheme set out in Appendix A of the report be approved for consultation.
2. That the Head of Housing, Health and Environment in consultation with the Cabinet Member for Housing and Planning be delegated authority to consider any comments received through the public consultation and make any appropriate minor changes to the Draft Allocation Scheme before then publishing the Scheme for implementation be approved.

REASON FOR DECISION: To comply with Part 6 of the Housing Act 1996 and to ensure the Scheme continues to remain relevant and up to date with current housing policy.

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

RESOLVED –

1.       That the Council make additional funding available to demonstrate its intention to meet the SALIX requirement that the project did not proceed at risk be approved.

2. That Cabinet agree to the addendum to the report and delegate to the s151 officer and Monitoring Officer, in agreement with the Cabinet Member for Finance and Performance to agree the final financial budget required to deliver the schemes, the completion of all necessary formalities and to identify the source of any additional funding, or terminate the schemes if no longer financially viable, be approved.
3. That the interim Head of Mid Kent Legal Services be authorised to complete all necessary legal documentation and formalities to give effect to these recommendations be approved.

REASON FOR DECISION: To support the delivery of the Council’s ambition to make its own operations and services carbon neutral by 2030.

Councillor Luke Everitt, Cabinet Member for Environment, Sustainability and Carbon Reduction introduced David Candlin, Head of Economic Development and Property who presented the report as set out in the agenda.

Discussion and questions from Members included the following:

-       The UK Power Network (UKPN) tendering process was complicated and a request was made for a ‘layman’s explanation as to how it worked.

-       A number of requests were made to UKPN for additional load capacity.  UKPN provided estimates which were based on current load usage and any requests currently in the pipeline. 

-       Each organisation making a request had 30 days to either accept or reject the quotation from UKPN. Until such time as the offer had either been accepted, rejected or the 30 days had elapsed, the organisation remained in their place in the queue. 

-       If an organisation accepted the quote provided by UKPN, the quotes given to the other organisations in the queue changed.  UKPN would then provide revised quotes for all those organisations who remained in the queue. 

-       UKPN would inform the organisation the quote previously given was no longer valid and another request for a quote would have to be submitted.  In short, the process began again.

-       The remaining 5% of emissions were made up of carbon usage from the make-up of the building, including elements of the fabric of the building e.g. insulation.

-       Insulation was not part of the current funding request.  The funding was specific to boilers. 

-       This infrastructure was seen as vital for the health and wellbeing of the community.

-       It was important for the Council to show its commitment to Carbon reduction on the assets it currently owned.

-       The 7% reduction in CO2 emissions was very welcomed and delivered on the Commitments made by the Borough Partnership. 

-       Cabinet agreed to proceed with Option 2 as detailed in the main report.

-       Of the three recommendations, recommendations one and three remained the same.  Recommendation two would be amended as follows:

“Cabinet agree an addendum to the report and delegate to the s151 officer and the Monitoring Officer, in agreement with the Cabinet Member for Finance and Performance, to agree the final financial budget required to deliver the scheme, the completion of all necessary formalities and to identify the source of any additional funding or terminate the schemes if no longer financially viable.”

To note, the matter was decided taking the exempt information set out in the agenda as read

RESOLVED –

1.       That the Council make additional funding available to demonstrate its intention to meet the SALIX requirement that the project did not proceed at risk be approved.

2. That Cabinet agree to the addendum to the report and delegate to the s151 officer and Monitoring Officer, in agreement with the Cabinet Member for Finance and Performance to agree the final financial budget required to deliver the schemes, the completion of all necessary formalities and to identify the source of any additional funding, or terminate the  ...  view the full minutes text for item CAB68/22

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 17 November 2022 at 6:30pm.

The next meeting would be held on Thursday 17 November 2022 commencing at 6:30pm.