Agenda and minutes

To receive any apologies for absence.

Apologies were received from Councillor Holden. 

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 Members or members of the public who had 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 dated 16 November 2021 be approved as a correct record. 

To note forthcoming items as set out in the Forward Plan

No amendments were proposed.

RESOLVED – The Forward Plan as at 14 January 2022 be noted.

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

Lee Colyer, Director of Finance, Policy and Development introduced the report set out in the agenda.

Discussion and questions from Members included the following:

-       Government support had been a significant factor in determining the level of deficit the Council faced. Last year the Council had forecast a deficit, however Government had provided sufficient funds that meant the Council ended the year with a small surplus.

-       The shortfall for this year that would have been met by using reserves had been halved, again due to support provided by Central Government.

-       The Local Government Finance Settlement was received late and was only for one year.  The new Secretary of State made clear that this would be the final year of having a single year settlement, in future Government would provide a multi-year settlement.

-       A multi-year settlement would provide some certainty of Government funding that would allow for better medium term stability.

-       Discussions with the Portfolio holder took place every fortnight and covered updates on local finances, any emerging legislation and technical guidance received from Government. 

-       The level of changes required would be quite fundamental.  Given that the settlement was published  late, only for one year and with only a few months’ notice, it would not be prudent to make fundamental decisions for the medium/longer term without some certainty of what the Council might expect to receive from Government and a timescale that would allow proper discussion and consultation.

-       One of the main focuses had been the arrangements for co-working at the Town Hall.  It was hoped this would raise significant income and a share in expenses in running the Town Hall.  This should allow the Council to remain at the Town Hall for the foreseeable future.  Further details would be available over the next few months. 

-       Appendix A of the report set out the Council’s projections over the next 6 years.  These had been updated to reflect Government funding.  In addition Cabinet had agreed for the Grounds Maintenance contract to be extended where previously £500k had been allowed as an additional cost if the contract had gone back out to market.  The cost for the extension was lower.  Overall, the deficit for future years was lower but there remained an issue still to be resolved because the level of income was not sufficient to sustain the current range of services the Council provided.

-       The budget for next year assumed the garden waste services was fully operational and the income budgeted would be received.

-       The budget did not include any details associated with the letting out of the Town Hall as no decision had yet been taken.  However, if it was approved, it would improve projections as it would provide an income stream to the Council whilst also reducing operational and running costs

-       The Labour Group rejected the budget, their reasons included:

o   The Council Tax Support Grant should be reassessed with the aim to provide an uplift to help those hardest  ...  view the full minutes text for item FG69/21

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

John Antoniades, Estates Manager introduced the report set out in the agenda.

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

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. 

John Antoniades, Estates Manager introduced the report set out in the agenda.

Discussion and questions from Members included the following:

-       The 5-Year Plan was effectively no more and given the current uncertainty it was not possible to develop a new Plan.

-       The focus was now on the Town Hall and would remain so until the Council was in a position to undertake something else.

-       The figures for the maintenance on the Sports Centres were based on condition surveys that were undertaken two years ago.  It was noted they were very high both in the short and medium term

-       The St John’s sport centre wasn’t in the best of conditions.  A lot of plant replacement would be needed along with works to the roof.  The heating system would also require updating. 

-       It was unfortunate but not unusual that the life cycle of several of the component parts would come at the same time. 

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.

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.

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. 

Denise Haylett, Head of Facilities and Community Hubs introduced the report set out in the agenda.

Discussion and questions from Members included the following:

-       Monitoring would be active and the hours of operation would be:

o   Monday to Wednesday 8am – 1am (+1)

o   Thursday 8am – 4am (+1)

o   Friday and Saturday 8am - 5am (+1)

o   Sunday 9am – 1am (+1)

-       If the Kent Partnership went ahead then monitoring would be 24/7.

-       The officer working with the supplier wrote the tender document and was involved in the procurement exercise.

-       The tender was open to anyone who wanted to apply.  The Council only received 3 replies none of which were from Tunbridge Wells. 

-       The maintenance of cameras currently rested with Tonbridge and Malling with Tunbridge Wells responsible for monitoring and staffing.

-       TWBC therefore already paid a contribution to Tonbridge and Malling for camera maintenance.

-       There would be no additional cost for maintenance under the new contract. 

-       Savings would include out of hours costs which were currently provided by Medway City Council.  There would also be no need to use duty managers.  Total savings for this would be £50k a year. 

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

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 1 March 2022.

The next meeting is scheduled for Tuesday 1 March at 6:30pm.