Agenda, decisions and minutes

Members in any doubt about such declarations are advised to contact Legal or Democratic Services in advance of the meeting

Councillor M Coffin declared an Other Significant Interest in the Policy on the Use of the Council’s Open Spaces (agenda item 11) on the grounds that his business could apply to use these open spaces for a number of activities and events. He did not participate in the discussion or vote on the matter.

To confirm as a correct record the Minutes of the meeting of the Cabinet held on 16 March 2021

RESOLVED:  That the Minutes of the meeting of Cabinet held on 16 March 2021 be approved as a correct record and signed by the Chairman.

To confirm as a correct record the Minutes of the extraordinary meeting of the Cabinet held on 27 April 2021

RESOLVED:  That the Minutes of the extraordinary meeting of the Cabinet held on 27 April 2021 be approved as a correct record and signed by the Chairman.

The notes of meetings of Advisory Boards are attached, any recommendations identified by an arrow being for determination by the Cabinet. Notices relating to any decisions already taken by Cabinet Members under the arrangements for delegated decision making have previously been circulated.

The notes of the meetings of the following Advisory Boards were received, any recommendations contained therein being incorporated within the decisions of the Cabinet reproduced at the annex to these Minutes.

-        Planning and Transportation Advisory Board of 17 May 2021

-        Economic Regeneration Advisory Board of 18 May 2021

-        Finance, Innovation and Property Advisory Board of 19 May 2021

-        Communities and Housing Advisory Board of 25 May 2021

RESOLVED:   That the report be received and noted.

Members are invited to give further consideration to the recommendations from the Cabinet meeting, held on the 26 January 2021, in respect of CCTV. Additional information has become available and high-profile serious crime has taken place, resulting in the need for the original recommendations to be reassessed.

The joint report of the Director of Central Services, the Director of Street Scene, Leisure and Technical Services and the Cabinet Member for Communities invited further consideration of the recommendations from the meeting of Cabinet held on 26 January 2021 in respect of CCTV. 

As a result of additional information becoming available and some high profile crime taking place in recent months, the Cabinet welcomed the opportunity to reassess the original recommendations of the Overview and Scrutiny Committee of 3 December 2020.

The Cabinet recognised the importance of CCTV in relation to community safety and reducing the fear of and deterring crime and anti-social behaviour.  There was also recognition of the financial burden of CCTV operations on residents and the Borough Council would continue to lobby the Police and Crime Commissioner, Kent Police and local Members of Parliament for additional funding support.

In addition, it was reported that Government had increased funding for the Safer Streets initiative which could potentially be used for improvements to CCTV and lighting in high risk areas.   

RECOMMENDED:  That it be commended to Council that the current live CCTV monitoring remain unchanged following a reassessment of the existing operation on the grounds of community safety and crime prevention.

*Referred to Council

A report relating to the provision of electric vehicle charging points throughout the Borough was considered by the Communities and Housing Advisory Board on 25 May 2021.

Due to the timescale and print deadlines for Cabinet, recommendations arising from the Advisory Board will be circulated to Members in advance of the meeting.

Consideration was given to the recommendations from the meeting of the Communities and Housing Advisory Board of 25 May 2021 (as set out at Minute Number CH 21/12).

RECOMMENDED:  That

(1)             the provision of electric charging points in Borough Council car parks across the borough be progressed in accordance with the phased approach outlined in the report;

(2)             subject to an exemption from Contract Procedure Rules (to be sought from the relevant Statutory Officers), the phase one charging points be procured through the Kent Commercial Services Framework Y21002;

(3)             the phase two charging points be procured through the Kent County Council joint procurement exercise;

(4)             the phase one project be added to the Capital Plan List A for implementation in 2021/22;

(5)             the Borough Council’s contribution of £40,000 is met, subject to Kent County Council approval, from Kent Business Rates Pool monies held in the Business Rates Retention Scheme reserve; and

(6)             the budget growth of £12,000 and its impact on the Borough Council’s savings target be noted.

*Referred to Council

A report setting out proposals related to mobile homes and management of sites was considered by the Communities and Housing Advisory Board on 25 May 2021.

Due to the timescale and print deadlines for Cabinet, recommendations arising from the Advisory Board will be circulated to Members in advance of the meeting.

Consideration was given to the recommendations from the meeting of the Communities and Housing Advisory Board of 25 May 2021 (as set out at Minute Number CH 21/13).

RECOMMENDED:  That the charging of a fee of £235 for the processing of an application to determine if the site owner/caravan site licence holder, or the person appointed by them to manage the relevant protected site, was a fit and proper person to do so and be placed on the register of fit and proper persons be endorsed.

*Referred to Council

A report introducing a proposed new policy setting out how applications made to use the Council’s open spaces will be assessed was considered by the Communities and Housing Advisory Board on 25 May 2021.

Due to the timescale and print deadlines for Cabinet, recommendations arising from the Advisory Board will be circulated to Members in advance of the meeting.

Consideration was given to the recommendations from the meeting of the Communities and Housing Advisory Board of 25 May 2021 (as set out at Minute Number CH 21/14).

Particular reference was made to the request to include an annual fee schedule for regular activities.  Due to the volume and differing sizes and scales of activities identified it was not considered practicable to produce an annual fee schedule without further information.  However, Officers committed to reassessing the need for an annual fee schedule for particularly common regular activities following a one year ‘pilot’ of the new Policy when there was a better understanding of the types of applications being received.

RECOMMENDED:  That

(1)             the Policy on the Use of the Council’s Open Spaces (attached at Annex 1) be adopted, subject to consideration of:

-        there being a requirement for membership of a relevant professional association for certain activities, including professional dog walking;

(2)             administration fees and charges are introduced as detailed in the Policy, subject to consideration of

-        the requirement for an annual fee schedule for common regular activities be re-assessed following a one year period

(3)             delegated authority be granted to the Cabinet Members for Finance, Innovation and Property and Community Services to consider and determine appeals; and

(4)             delegated authority be granted to the Cabinet Members for Finance, Innovation and Property and Community Services to determine fees and charges in exceptional circumstances.

*Referred to Council

In accordance with the Council’s Financial Procedure Rules we present a report and accompanying information detailing actual Revenue and Capital Outturn for the year ended 31 March 2021 and subsequent adjustments made in light of the Outturn position.

Due to its size the Revenue and Capital Outturn booklet (Annex 1) is attached as a supplement.

(Decision Notice D210059CAB)

In accordance with the Borough Council’s Financial Procedure Rules, consideration was given to information detailing actual Revenue and Capital Outturn for the year ended 31 March 2021. Subsequent adjustments made in light of the Outturn position were also considered.

Despite a positive Outturn position the Borough Council continued to have a difficult financial outlook and the importance of identifying savings to meet the savings and transformation contribution of £100,000 for 2021/22 was emphasised.

Members welcomed the better than anticipated contribution to the General Revenue Reserve (GRR)  and noted the balance as at 31 March 2021.  The value of a positive GRR position in a challenging financial environment was recognised.

RESOLVED that:

(1)         the Revenue and Capital Outturn for the year 2021/21 be noted and endorsed;

(2)         the action taken following a review of specific earmarked reserves, set out in paragraph 1.2.3, be noted and noted;

(3)         the Treasury Management and Investment Strategy Review 2021/21 (as set out at Annex 4 of the report) be noted and endorsed; and

(4)         further consideration to be given to identify how the savings and transformation contribution of £100,000 for the current financial year was to be achieved.

This report provides an update as to how the Council and our communities continue to respond and adapt to living with coronavirus, and updates on the government’s latest advice.

(Decision Note D210060CAB)

The Cabinet were provided with an update on how the Borough Council and its communities continued to respond and adapt to living with coronavirus.   An update on the Governments latest advice was also provided.

Reference was made to the commitment to review the Corporate Plan Addendum at the end of the first year in 2020/21 and this would be presented to the next meeting of Cabinet.

It was reported that the mass vaccination centre at the Angel Centre, Tonbridge would continue into the summer as the Borough Council continued to work with the NHS on delivering this important programme.    Members were pleased that the efforts of the Leader, the Chief Executive and Officers had secured this facility for Tonbridge, which was a significant benefit to residents across the Borough.

RESOLVED:  That

(1)         the Borough Council’s ongoing work in respect of the response to Covid-19 be endorsed; and

(2)         an update to the Corporate Plan Addendum be presented to Cabinet at its meeting on 6 July 2021.

The Decisions taken under Emergency Provisions since the last meeting of Cabinet are attached:

-        D2100003EM (Restart Grants)

-        D2100004EM (Provision of Livestreaming Facilities)

Details of the Decisions taken in accordance with Emergency Provisions were presented for information.

The Cabinet Member for Economic Regeneration was pleased to report that of the £5M grant funding received from Government for the Restart Grant Scheme, £3.5M had been successfully distributed as at the end of May 2021.    The Borough Council continued to make every effort to contact eligible business.

With regard to the discretionary Additional Restrictions Grant Scheme £850,000 had been distributed to 300 businesses.  It was anticipated that additional funding would be received in due course as the Borough Council had successfully met all the deadlines set by Government.

Reference was also made to the continuation of livestreaming of Council meetings and Members thanked Democratic and IT Services for their work in ensuring that a full meeting programme had continued during the pandemic and now moving towards a social distanced, hybrid like model. 

RESOLVED:  That the Decision Notices be received and noted.

The Chairman to move that the press and public be excluded from the remainder of the meeting during consideration of any items the publication of which would disclose exempt information.

There were no items considered in private.