Agenda, decisions and minutes

To receive any apologies for absence.

Apologies for absence were received from Councillors Scott and Hamilton.

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 or members of the public registered to speak, of which due notice has been given in accordance with Cabinet Procedure Rule 28.4 and 28.6, 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 29 July 2021 be approved as a correct record.

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 16 August 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 25 August 2021 be noted.

To note the appointments made by the Leader of the Council, in consultation with the leaders of the minority parties, as set out in the associated schedule.

Appointments to Boards, Panels and Working Groups made by the Leader, in consultation with the other group leaders.

RESOLVED – That the report be noted.

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

RESOLVED –

1.    That the progress of the inaugural year of the income banded Council Tax Reductions Scheme be noted; and

2.    That Full Council be recommended that no changes be made to the Council Tax Reduction Scheme for 2022-2023.

REASON FOR DECISION: The new income banded scheme had so far been successful but introducing changes before completion of its first year would be premature.

Sheila Coburn, Head of Mid Kent Revenues and Benefits Partnership introduced the report as set out in the agenda.

Discussion and questions from Members included the following:

-       The consensus was that the Income Banded Scheme had been very helpful.

-       The compensation scheme for those that might have missed out on funds as a result of the move to the new scheme was still in place. 

RESOLVED –

1.    That the progress of the inaugural year of the income banded Council Tax Reductions Scheme be noted; and

2.    That Full Council be recommended that no changes be made to the Council Tax Reduction Scheme for 2022-2023.

REASON FOR DECISION: The new income banded scheme had so far been successful but introducing changes before completion of its first year would be premature.

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

RESOLVED –

1.    That at Quarter 1 net expenditure on services year to date was £3,337,000, £159,000 less than budget, be noted;

2.    That by year end the Council anticipated net expenditure of £15,269,000 on services, £48,000 over budget, be noted; and

3.    That by year end the Council anticipated receiving an increase in funding of £1,388,000, an overall improvement to budget of £1,340,000 which would reduce the budget deficit that was to be met from reserves, be noted.

REASON FOR DECISION: To show the actual expenditure on services compared to the revised budget for the period ending 30 June 2021, and the forecast outturn position, highlighting significant variances from the revised annual budget.

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

Discussion and questions from Members included the following:

-       Quarter one had been good news for the Council.  But there remained funding issues for the Council going forward.

RESOLVED –

1.    That at Quarter 1 net expenditure on services year to date was £3,337,000, £159,000 less than budget, be noted;

2.    That by year end the Council anticipated net expenditure of £15,269,000 on services, £48,000 over budget, be noted; and

3.    That by year end the Council anticipated receiving an increase in funding of £1,388,000, an overall improvement to budget of £1,340,000 which would reduce the budget deficit that was to be met from reserves, be noted.

REASON FOR DECISION: To show the actual expenditure on services compared to the revised budget for the period ending 30 June 2021, and the forecast outturn position, highlighting significant variances from the revised annual budget.

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

RESOLVED –

1.    That the actual gross and net expenditure for the year and the sources of finance as shown at Appendices B to D to the report be noted;

2.    That the proposed variations to the Capital programme set out in paragraphs 4.3 to 4.5 of the report be approved;

3.    That the proposed movement between years set out in paragraph 4.6 of the report be approved; and

4.    That the new Capital Applications detailed in Appendices G and H to the report be approved.

REASON FOR DECISION: Managing and forecasting capital expenditure effectively was vital in order to support all of the services provided by the Council.

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

RESOLVED –

1.    That the actual gross and net expenditure for the year and the sources of finance as shown at Appendices B to D to the report be noted;

2.    That the proposed variations to the Capital programme set out in paragraphs 4.3 to 4.5 of the report be approved;

3.    That the proposed movement between years set out in paragraph 4.6 of the report be approved; and

4.    That the new Capital Applications detailed in Appendices G and H to the report be approved.

REASON FOR DECISION: Managing and forecasting capital expenditure effectively was vital in order to support all of the services provided by the Council.

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

RESOLVED –

1.    That the Treasury Management and Prudential Indicator position for 2021/22 be noted; and

2.    That the forecast for investment and bank interest at £432,000, an increase of £70,000 from the approved budget of £362,000, be noted.

REASON FOR DECISION: Ensuring effective cash flow management was vital in order to support all the services provided by the Council. The interest received from investments was an important source of income in helping to set a balanced budget.

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

Discussion and questions from Members included the following:

-       It was noted that at the Audit and Governance meeting held on 16 September 2021, the auditors, Grant Thornton confirmed they would be giving the Council an unqualified audit report with no recommendations for changes going forward. 

-       It was anticipated that the reports would be signed off week beginning 20 September 2021 – in time for the Government deadline of the end of September 2021.

-       The success was welcomed and the team congratulated for all their efforts. 

RESOLVED –

1.    That the Treasury Management and Prudential Indicator position for 2021/22 be noted; and

2.    That the forecast for investment and bank interest at £432,000, an increase of £70,000 from the approved budget of £362,000, be noted.

REASON FOR DECISION: Ensuring effective cash flow management was vital in order to support all the services provided by the Council. The interest received from investments was an important source of income in helping to set a balanced budget.

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

RESOLVED –

1.    That the summary of project performance over quarter one 2021/22, set out at Appendix A to the report, be noted;

2.    That the summary of service performance over quarter one 2021/22, set out at Appendix B to the report, be noted; and

3.    That the Recovery Plans for quarter one 2021/22, set out at Appendices C to G be noted.

REASON FOR DECISION: To monitor the effectiveness of the council’s actions and plans to meet all of the objectives within the Five-Year Plan, highlight underperforming areas, and propose actions to remedy any underperformance to ensure the key objectives are met.

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

RESOLVED –

1.    That the summary of project performance over quarter one 2021/22, set out at Appendix A to the report, be noted;

2.    That the summary of service performance over quarter one 2021/22, set out at Appendix B to the report, be noted; and

3.    That the Recovery Plans for quarter one 2021/22, set out at Appendices C to G be noted.

REASON FOR DECISION: To monitor the effectiveness of the council’s actions and plans to meet all of the objectives within the Five-Year Plan, highlight underperforming areas, and propose actions to remedy any underperformance to ensure the key objectives are met.

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

RESOLVED –

1.    That the release of Section 106 funding for affordable housing totalling £613,056 held by the Council in lieu of affordable housing provision at the Former Kent & Sussex Hospital site (Planning permission 12/02547) be approved; and

2.    That the Head of Housing, Health and Environment, in consultation with the Head of Legal Partnership, be authorised to enter into a grant agreement and all associated legal documentation with Town & Country Housing to facilitate the delivery of fourteen social rented homes, Ten x 1 and 2 bed flats at Hop Pocket Inn site in Paddock Wood and 4 flats at Homewood Road, Langton Green.

REASON FOR DECISION: To support the delivery of much needed social rental properties.

Sarah Holmes, Housing Register and Development Manager introduced the report as set out in the agenda.

Discussion and questions from Members included the following:

-       It was confirmed that the funding total was £613,056.

-       The amount of funding left from the Kent and Sussex site was £750k.  At present no projects had been identified for its use.

-       The subsidy on the Hop Pocket Inn site had changed.  It was originally £400k but this had now been reduced by £23,154 (£376,846).

RESOLVED –

1.    That the release of Section 106 funding for affordable housing totalling £613,056 held by the Council in lieu of affordable housing provision at the Former Kent & Sussex Hospital site (Planning permission 12/02547) be approved; and

2.    That the Head of Housing, Health and Environment, in consultation with the Head of Legal Partnership, be authorised to enter into a grant agreement and all associated legal documentation with Town & Country Housing to facilitate the delivery of fourteen social rented homes, Ten x 1 and 2 bed flats at Hop Pocket Inn site in Paddock Wood and 4 flats at Homewood Road, Langton Green.

REASON FOR DECISION: To support the delivery of much needed social rental properties.

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

RESOLVED –

1.    That PSPO 4 of 2021 - The Dogs on Leads Measure at The Nevill Ground and PSPO 5 of 2021 - the Alcohol Control Measure for Roads in Southborough be extended for a period of three months while the results of the most recent consultation are assessed and brought back to Cabinet for decision; and

2.    That PSPO 1 of 2021 - The Town Centre Measures, PSPO 2 of 2021 - The Alcohol Control Measures and PSPO 3 of 2021 – The Dog Control Measures be approved in accordance with the conditions in Section 59 (2) of the Anti-Social Behaviour Crime and Policing Act 2014 as all consultation, publicity and notifications have been completed.

REASON FOR DECISION: To maintain the protections afforded by the Orders.

CALL-IN AND URGENCY: In accordance with the provisions of Overview and Scrutiny Procedure Rule 14 in Part 4 of the Constitution, the Chairman of the Overview and Scrutiny Committee gave prior agreement that this decision was urgent and would not be subject to call-in as delay in implementing the decision would seriously prejudice the Council’s or the public’s interest.

Terry Hughes, Community Safety Manager introduced the report as set out in the agenda.

Discussion and questions from Members included the following:

-       It was confirmed that the 3 month extension provided sufficient time to assess the results of the recent consultation.

RESOLVED –

1.    That PSPO 4 of 2021 - The Dogs on Leads Measure at The Nevill Ground and PSPO 5 of 2021 - the Alcohol Control Measure for Roads in Southborough be extended for a period of three months while the results of the most recent consultation are assessed and brought back to Cabinet for decision; and

2.    That PSPO 1 of 2021 - The Town Centre Measures, PSPO 2 of 2021 - The Alcohol Control Measures and PSPO 3 of 2021 – The Dog Control Measures be approved in accordance with the conditions in Section 59 (2) of the Anti-Social Behaviour Crime and Policing Act 2014 as all consultation, publicity and notifications have been completed.

REASON FOR DECISION: To maintain the protections afforded by the Orders.

CALL-IN AND URGENCY: In accordance with the provisions of Overview and Scrutiny Procedure Rule 14 in Part 4 of the Constitution, the Chairman of the Overview and Scrutiny Committee gave prior agreement that this decision was urgent and would not be subject to call-in as delay in implementing the decision would seriously prejudice the Council’s or the public’s interest.

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 28 October 2021 at 10:30am.

The next meeting would be held on Thursday 28 October 2021 commencing at 10:30am in Council Chamber, Town Hall, Tunbridge Wells.