Agenda and minutes

To declare any interests in respect of recommended items

Councillor M Davis declared an Other Significant Interest (OSI) on the matter related to the installation of a PV System at Larkfield Leisure Centre (agenda item 9) on the grounds that he was one of the Borough Council’s appointees to the Board of the Tonbridge and Malling Leisure Trust.  He withdrew from the meeting during consideration of this item and did not participate in the discussion and voting.

To confirm as a correct record the Minutes of the meeting of Council held on 10 May 2022

RESOLVED:  That the Minutes of the proceedings of the meeting of the Council held on 10 May 2022 be approved as a correct record and signed by the Mayor.

The Mayor advised that she had attended a number of engagements since her inauguration and made particular reference to:

•           The Royal Garden Party

•           The Oaks Specialist College Dance Competition

•           Hilden Oaks Prep School Opening of New Building & Jubilee Celebration

•           Snodland Town Council’s Lightening of the Queens Jubilee Beacon

•           Unveiling of Plaque on Jubilee Flower Bed at Larkfield Fire Station

•           Coffee Morning at the East Malling Centre

•           West Malling Community Choir’s Concert

•           Tonbridge Lion Club’s Fete and Fun Dog Show

•           TMBC Baton Event at Tonbridge Castle

The Civic Ceremony would be held at All Saints Church, Snodland at 2pm on 25 September 2022. Details of future charity events would be shared in due course.

Finally the Mayor thanked the Deputy Mayor for attending a number of events on her behalf.

No questions were received from members of the public pursuant to Council Procedure Rule No 5.6.

No questions were received from Members pursuant to Council Procedure Rule No 5.5.

The Deputy Leader provided a number of announcements on behalf of the Leader who had submitted apologies. 

There was reference to the importance of building relationships and working in partnership with local authority neighbours, parishes, Kent County Council and central Government.

The Borough Council had recently been awarded the title of the most patriotic council in Kent with more street parties than anywhere else during the Queens Platinum Jubilee weekend.  Tribute was made to everyone who had helped celebrate the Jubilee and the teams at the Borough Council who worked to make sure that all these community events could happen.

Reference was made to the Queens Baton Relay which had passed through Tonbridge ahead of the Commonwealth Games and was a memorable experience for everyone.

The public consultation in relation to the future of Tonbridge Castle and how to make best use of the historic asset for the benefit of future generations had received an excellent response.

Good progress continued to be made on the Climate Change Action Plan with a number of actions completed and demonstrated the commitment from everyone at the Council to meeting climate change aspirations.

Finally, reference was made to the Local Plan and the Regulation 18 Consultation which would take place during the summer months.  It was emphasised that no firm decisions had been taken on any sites and it was important for everyone to submit comments so that all views were presented and listened too. 

The report provided details in respect of a potential photovoltaic/solar panel installation.

Annex 1 is restricted on the grounds of commercially sensitive information

The joint report of the Director of Central Services and Deputy Chief Executive and the Director of Street Scene, Leisure and Technical Services set out proposals for the installation of photovoltaic/solar  (PV) panels at Larkfield Leisure Centre.  It was felt that this represented the quickest and simplest way of reducing utility usage, which was a significant overhead for the Leisure Trust due to the current global economic situation.

Due to it being the largest utility user of all the leisure centres, coupled with the fact that it had large flat roofs on which to mount a PV system, it was felt that Larkfield Leisure Centre was an appropriate facility for this type of installation.

A proposal had been received from a framework contractor (SAS Energy) and this was summarised in 1.3.4 of the report.   As a result of the current volatility in the market, SAS energy would be asked to re-price for the installation if Members agreed that this was the best approach.

In addition, it was proposed that the sports hall flat roof be replaced prior to the installation of the PV system.

A Capital Plan evaluation setting out financial details of the proposals was attached at Annex 2.

Members welcomed the installation of PV/solar panels on the grounds of supporting the Climate Change Strategy, and the aspiration to become carbon neutral by 2030, and potentially producing savings to support the Savings and Transformation Strategy.  However, concern was expressed in respect of the sports hall flat roof and it was requested that a certified structural report be provided confirming that the roof could support the weight of PV/solar panels.  This was proposed by Councillor Rhodes, seconded by Councillor Taylor and supported unanimously.

RESOLVED:   That

(1)             subject to a certified structural assessment report confirming that the sports hall roof would support the weight of PV/solar panels, SAS energy be asked to re-price for the PV proposal;

(2)             if the revised price was within 15% of the original quote, SAS energy be appointed under the Laser procurement framework Y18003 to supply and install the system;

(3)             the Scheme be added to the Capital Plan in 2022/23 with funding being provided from the Climate Change Reserve; and

(4)             the re-felting of the sports hall roof be met from the BRREP reserve with funding of this Plan to be reviewed as part of the forthcoming budget setting process.

Item GP 22/20 referred from the General Purposes Committee of 15 June 2022

Item GP 22/20 referred from General Purposes Committee of 15 June 2022   

RESOLVED:    That

(1)             the outcomes of the equality monitoring as set out in Section 4 of the HR Strategy be noted; and

(2)             the Workforce Strategy be approved.

To consider appointments to the Berry Housing Trust and the High Weald Area of Outstanding Natural Beauty

Consideration was given to appointments to the Berry Housing Trust, Stansted and the High Weald Area of Outstanding Natural Beauty.  The report of the Director of Central Services and Deputy Chief Executive provided details of the role of the organisations and recommended that Mr Paul Gurney and Mr Richard  Hobgin  be appointed as trustees to the Berry Housing Trust and Councillor Dave Davis be appointed to sit on the Joint Advisory Board of the High Weald Area of Outstanding Natural Beauty.

RESOLVED:  That

(1)             Mr Paul Gurney be appointed as the Borough Council representative to serve as Trustee to the Berry Housing Trust, Stansted for an indefinite period;

(2)             Mr Richard Hogbin in be appointed as the Borough Council representative to serve as Trustee to the Berry Housing Trust, Stansted for an indefinite period; and

(3)             Councillor D Davis be appointed as the Brough Council representative to serve on the High Weald Area of Outstanding Natural Beauty Joint Advisory Committee for the reminder of the municipal year.

To authorise the Common Seal of the Council to be affixed to any Contract, Minute, Notice or other document requiring the same.

RESOLVED:  That authority be given for the Common Seal of the Council to be affixed to any instrument to give effect to a decision of the Council incorporated into these Minutes and proceedings.