Agenda and minutes

To receive any apologies for absence.

There were no apologies.

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 visiting Members and members of the public wishing to speak, of which due notice has been given in accordance with Council Meeting Procedure Rule 18 and 19 and which items they wish to speak on.

There were no visiting persons registered 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.

No amendments were proposed.

RESOLVED – that the minutes of the meeting dated 24 January 2023 be approved as a correct record.

To note forthcoming items as set out in the Forward Plan

No amendments were proposed. 

However, it was noted that when using the term ‘disposal’  when referring to assets, a more thorough explanation should be included. 

RESOLVED – That the Forward Plan as at 15 February 2023 be noted. 

To consider and provide a recommendation to Cabinet on the proposals set out in the attached report.

Jane Fineman, Head of Finance, Procurement and Parking introduced the report set out in the agenda.

Discussion and questions from Members included the following:

-       It was confirmed that 168 computers were purchased for Council staff.

-       Because of lock down, there was a delay in purchasing computer equipment.  There were approximately 340/350 staff in the Council, of which 168 had now received up to date equipment.  The funding would provide equipment for the remaining staff.

-       A survey was undertaken on the retaining wall at the Warwick Road car park.  It was understood that the whole wall would have to be removed and they would have to dig quite a long way down in order to provide the necessary foundations that would be sufficient to hold back the soil.

-       In addition, since the original survey was undertaken, increases in inflation and building works had increased the original cost of around £50k (2 years ago) to the present cost of around £156k.

-       Further clarification on the reasons for the increase in cost was requested and it was agreed this would be reverted after the meeting.

-       Following the meeting, additional information was provided as follows:

“The original budget in the capital application was an estimate and following a quote submitted by the Council’s Term Contractor (Cheesmur Building Contractors), the budget forecast requested in the Capital Management report for the works, was increased to £165,000.  This now considers the outcome of an assessment of Party Wall Issues, structural, drainage and other associated surveys, liaison around Conservation Area limitations and necessary temporary works.  The quotation we have had is for £135,000, we have already expended a further £15K on surveys and a further 10% has been set aside as contingency.  Further quotes will be tendered for shortly.”

-       Capital programmes continued to be deferred year after year.  It would seem that the Council’s capacity to deliver Capital Programmes that were included in the budget were a lot less than predicted. This meant the Council were not being realistic about forecasting.  There was a need to be more realistic about the Council’s ability to deliver. 

RESOLVED – That the recommendations to Cabinet as set out in the report be supported.

To consider and provide a recommendation to Cabinet on the proposals set out in the attached report.

Jane Fineman, Head of Finance, Procurement and Parking introduced the report set out in the agenda.

Discussion and questions from Members included the following:

-       The Council budgeted for a £944k deficit for 2022/23.  The Council were now budgeting for a £943k deficit for 2023/24. 

-       The Council had taken advantage of the increases in interest rates.  The Council had been fortunate that it had received quite a lot of Government Grant money that it had been able to use to generate income from the higher interest rates. 

-       Staff vacancies had been good in terms of the Council’s finances.  But for the staff working at the Council, it had been difficult as they have had to try and plug the gaps by undertaking the additional work this created.  This could not continue.  

-       Without the increase in interest rates, and the savings made due to staff shortages, offset by the energy increases, the Council would still have a budget deficit of £943k for 2022/23.

-       Determining where the Council would be in respect of the number of staff vacancies at the beginning of the year and again at the end of the year was difficult to predict as each vacancy was assessed individually depending on the needs of the relevant department.

-       Each post was looked at independently and a judgement was then made as to whether it would be filled by the end of the year. 

-       The 34 vacant posts was therefore just a snapshot in time. The Council had an attrition rate, but also people were joining the Council all the time. 

-       At the beginning of each year, the Council budgeted for a full complement of staff.  It also budgeted for a vacancy rate (a vacancy factor). 

-       For 2022/23 there was a forecast vacancy factor of £260k.  The 2023/24 budget included a vacancy factor of £340k.

-       As part of the budget setting process, a new post had been included to recruit an HR Change Manager.  The role would include refreshing HR policies post pandemic and addressing the loss of staff.  Unfortunately, the post remained unfilled.  The market was extremely competitive with salaries at a level the Council could not compete with. 

-       The Council continued to explore all avenues in trying to attract staff to the Council.   However, at present, the Council was not seen as an attractive place the work. 

-       The Council was committed to try and change this mindset, but the task continued to be very difficult.

-       TWBC were not alone in struggling with staff turnover.  The Council benchmarked itself against other Councils and unfortunately the story was similar.  Other Councils in West Kent were also experiencing 20%- 25% staff turnover.

-       The Council had a programme of training but unfortunately this often meant that once trained, officers left for jobs in the private sector offering higher salaries.

-       The public sector had a rigid pay structure.  Officers could see the maximum they could achieve within their particular grade.  ...  view the full minutes text for item FG88/22

To consider and provide a recommendation to Cabinet on the proposals set out in the attached report.

Jane Fineman, Head of Finance, Procurement and Parking introduced the report set out in the agenda.

Discussion and questions from Members included the following:

-       It was noted that the Council did not have a treasury team and this work was undertaken by existing staff with the finance team within TWBC.

-       A Treasury Management Strategy report was approved by Full Council every year. 

RESOLVED – That the recommendations to Cabinet as set out in the report be supported. 

To consider and provide a recommendation to Cabinet on the proposals set out in the attached report.

Pamela Grover-Morgan, Performance and Governance Manager introduced the report set out in the agenda.

Discussion and questions from Members included the following:

-       A request was made to organise a Members Briefing so that Members could better understand how performance indicators worked.

RESOLVED – That the recommendations to Cabinet as set out in the report be supported.

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 Tuesday 6 June 2023 at 6.30pm,Town Hall, Tunbridge Wells.

The date of the next meeting is scheduled for Tuesday 6 June at 6:30pm.