Meeting documents

Finance, Innovation and Property Advisory Board
Wednesday, 22nd May, 2013 7.30 pm

Place:
Civic Suite, Gibson Building, Kings Hill, West Malling
ItemDescriptionResolution
PART 1 - PUBLIC
FIP 13/001 Declarations of interest.
Councillor N Heslop declared an Other Significant Interest in the item on Applications for Discretionary Rate Relief on the grounds of being a member of the Board of the Bridge Trust and took no part in the discussion.
FIP 13/002 Minutes
RESOLVED: That the notes of the meeting of the Finance and Property Advisory Board held on 9 January 2013 be approved as a correct record and signed by the Chairman.
FIP 13/003 Minutes
RESOLVED: That the notes of the extraordinary meeting of the Finance and Property Advisory Board held on 30 January 2013 be approved as a correct record and signed by the Chairman.
MATTERS FOR RECOMMENDATION TO THE CABINET
FIP 13/004 Update of Discretionary Rate Relief Guidelines
 
Decision Notice D130060MEM

Consideration was given to revised criteria for determining applications for rate relief in the light of the introduction of the business rate retention scheme from 1 April 2013. It was noted that the awarding of discretionary rate relief would in future have a direct financial effect on the Council, having previously been funded largely by Central Government. However until the financial implications became clearer a modest amendment to the criteria was suggested.

It was noted that a further Members' briefing would be arranged on business rate retention.

RECOMMENDED: That the revised criteria for determining applications for discretionary rate relief, as set out at Annex 2 to the report, be approved.
FIP 13/005 Applications for Discretionary Rate Relief
 
Decision Notice D130061MEM

The report of the Director of Finance and Transformation gave details of renewal and new applications for discretionary rate relief and renewal applications for rural rate relief which were considered in accordance with the updated guidelines considered at Minute FIP 13/004 above.

RECOMMENDED: That

1) in respect of the reapplications for relief set out at Annex 1 to the report, 20% discretionary rate relief be awarded in each case apart from Margaret MacMillan House and Pre-School Learning Alliance where 5% relief be awarded and Cobdown Sports and Social Club where 10% relief be awarded, all with effect from 1 April 2013 time-limited to 31 March 2015;

2) the renewal applications for rural rate relief be awarded on the basis set out at Annex 3 to the report; and

3) the new applications for discretionary rate relief be determined as follows:

Trottiscliffe Village Hill, Church Lane, West Malling - no discretionary relief be granted;

Hadlow Village Hall, Williams Field, Marshall Gardens, Hadlow - no discretionary relief be granted.
FIP 13/006 Corporate Investigations Update
The report of the Director of Finance and Transformation updated the Advisory Board on the work of the Corporate Investigation Section during 2012/13, work undertaken so far in 2013/14 together with developments in relation to fraud investigation. These included the detection of housing fraud, the Single Fraud Investigation Service and the Council Tax Reduction Scheme. The Business Plan for 2013/14 was presented for endorsement.

The Chairman advised that this was the last meeting to be attended by James Flannery, Senior Benefits Investigator, before his departure for a post with Kent County Council. Members' thanks to Mr Flannery and best wishes for the future were recorded.

RECOMMENDED: That the Corporate Fraud Investigation Section Business Plan 2013/14, as set out at Annex 1 to the report, be endorsed.
*Referred to Cabinet
MATTERS SUBMITTED FOR INFORMATION
FIP 13/007 Publication of Allowances Paid to Members During the Financial Year 2012/13
The Advisory Board received a copy of the statement of the actual allowances paid to Members during the financial year 2012/13 which had been published in accordance with regulation 15 (3) of the Local Authorities (Members Allowance) (England) Regulations 2003.
FIP 13/008 Council Tax and Business Rates Update Report
The report of the Director of Finance and Transformation gave details of recent developments in respect of council tax and business rates including the final collection rates for 2012/13. Congratulations were offered to the staff involved for their achievement of high collection rates during challenging circumstances.

The report also outlined future arrangements for payment dates for business rates, the impact on the Council's cashflow and the decision to discontinue the option for new direct debit payers to pay on the twentieth of the month.
FIP 13/009 Benefits Update
Members were advised of current issues arising in the benefits field including performance and workload of the benefits service. An update was given on the implementation of various aspects of welfare reform and their impact in the Borough. Reference was made to training which had been undertaken for staff and representatives of local stakeholders and thanks recorded to all involved in managing and implementing the changes.
MATTERS FOR CONSIDERATION IN PRIVATE
FIP 13/010 Exclusion of Press and Public
The Chairman moved, it was seconded and

RESOLVED: That as public discussion would disclose exempt information, the following matters be considered in private.
PART 2 - PRIVATE
MATTERS FOR RECOMMENDATION TO THE CABINET
FIP 13/011 Financial Planning and Control
(Reason: LGA 1972 Sch 12A Para 3 - Financial or business affairs of any particular person)
 
Decision Notice D130062MEM

  • (Attachment: 16)Report of Director of Finance and Transformation
  • (Attachment: 17)Annex 1
  • (Attachment: 18)Annex 2
  • (Attachment: 19)Annex 3
The report of the Director of Finance and Transformation provided information on the Council's key budget areas of salaries, major income streams, investment income and the trading position of the Leisure Services Business Unit. It also gave an update on the variations agreed in relation to the revenue budget, summarised to provide an indicative overall outturn position for 2012/13 which showed a net favourable variance of £360,100.

In addition, details were given of variations identified through revenue budget monitoring in respect of 2013/14 together with an update on capital expenditure and variations agreed in relation to the capital plan.

RECOMMENDED: That

1) the temporary one year reduction in the contract sum paid by the Clubhouse Catering Services Contractor at Poult Wood Golf Centre be approved for the reasons set out at paragraph 1.8.4 of the report; and

2) the contents of the report be noted and endorsed.
FIP 13/012 Debts for Write Off
(Reason: LGA 1972 Sch 12A Para 2 - Information likely to reveal information about an individual)
 
Decision Notice D130063MEM

  • (Attachment: 20)Report of Director of Finance and Transformation
  • (Attachment: 21)Annex
The report of the Director of Finance and Transformation recommended approval of the writing-off of debts considered to be irrecoverable. Details were also given of debts under £1,000 which had been written off in accordance with Financial Procedure Rule 17.2 together with cumulative totals of debts in the current and previous financial years and information on budgeted bad debt provision.

RECOMMENDED: That the four items shown in the schedule totalling £9,964.67 be written off for the reasons stated.
FIP 13/013 Proposed Licence Agreement - Land at Sovereign Way North Car Park
(Reason: LGA 1972 Sch 12A Para 3 - Financial or business affairs of any particular person)
 
Decision Notice D130064MEM

  • (Attachment: 22)Report of Director of Central Services
  • (Attachment: 23)Annex
The report of the Director of Central Services gave details of a proposed licence agreement of a small area of land at Sovereign Way North Car Park, Tonbridge for the siting of a pedestrian bridge linking a residential development across the Gas Works Stream.

RECOMMENDED: That the proposed licence be approved on the basis set out in the report.
FIP 13/014 Proposed New Lease of Retail Unit at Larkfield Leisure Centre
(Reason: LGA 1972 Sch 12A Para 3 - Financial or business affairs of any particular person)
 
Decision Notice D130065MEM

  • (Attachment: 24)Report of Director of Central Services
  • (Attachment: 25)Annex
The report of the Director of Central Services gave details of a proposed new lease of a retail unit at Larkfield Leisure Centre.

RECOMMENDED: That the proposed new lease be progressed on the terms outlined in the report.
FIP 13/015 Proposed New Ground Lease of Vale Rise, Tonbridge
(Reason: LGA 1972 Sch 12A Para 3 - Financial or business affairs of any particular person)
 
Decision Notice D130066MEM

  • (Attachment: 26)Report of Director of Central Services
  • (Attachment: 27)Annex
Consideration was given to a proposed new long ground lease of a site at Vale Rise, Tonbridge.

RECOMMENDED: That the proposed new ground lease be progressed on the basis outlined in the report.
FIP 13/016 New Leisure and Community Facility at Bradford Street, Tonbridge
(Reason: LGA 1972 Sch 12A Para 3 - Financial or business affairs of any particular person)

  • (Attachment: 28)Report of Management Team
The report of the Management Team updated Members on progress made to date with the new Leisure and Community Facility at Bradford Street, Tonbridge which formed part of the overall regeneration proposals for the town centre. Details were given of the project programme and arrangements for procurement of consultants.

RECOMMENDED: That progress made on the new Bradford Street Leisure and Community Centre including the appointment of the design team and other consultants be noted.
*Referred to Cabinet
MATTERS SUBMITTED FOR INFORMATION
FIP 13/017 Procurement of Banking Services
(Reason: LGA 1972 Sch 12A Para 3 - Financial or business affairs of any particular person)

  • (Attachment: 29)Report of Director of Finance and Transformation
The report of the Director of Finance and Transformation gave details of an exemption from the Council's Contracts Procedure Rules which had been approved in respect of the provision of banking services to enable a new contract to be negotiated with the current provider.
The meeting ended at 2059 hours

Attendance Details

Present:
Cllr A K Sullivan (Chairman), Cllr R Taylor (Vice-Chairman), Cllr J Atkins, Cllr T Bishop, Cllr P F Bolt, Cllr D A S Davis, Cllr S R J Jessel, Cllr Mrs F A Kemp, Cllr Miss A Moloney and Cllr C P Smith.
In attendance:
Councillors Mrs Anderson, Coffin, N Heslop, Luker, Mrs Murray, Rhodes and Rogers were also present pursuant to Council Procedure Rule No 15.21.

Apologies for absence were received from Councillors M Davis, Evans and Homewood.