Agenda, decisions and minutes

There were no declarations of interest made in accordance with the Code of Conduct.

To confirm as a correct record the Minutes of the meeting of the Cabinet held on 12 October 2016

RESOLVED:  That the Minutes of the meeting of the Cabinet held on 12 October 2016 be approved as a correct record and signed by the Chairman.

The report of the Director of Finance and Transformation referred to the identification of the opt-in to a sector led body as the preferred option for the appointment of external auditors when the transitional arrangements came to an end on 31 March 2018 (Minute AU 16/18).  Members were advised that the formal invitation to opt-in to the appointing person arrangements made by Public Sector Audit Appointments Limited (PSAA) was received on 27 October 2016 with a closing date of 9 March 2017.  A copy of the PSAA prospectus and FAQs were annexed to the report and it was noted that the Audit Committee at its meeting on 23 January 2016 had recommended that the Council opt in to the arrangements.

RECOMMENDED:  That the Council opts in to the appointing person arrangements made by Public Sector Audit Appointments for the appointment of external auditors.

*Referred to Council

The joint report of the Chief Executive and Director of Finance and Transformation presented an updated Risk Management Strategy which had been fully reviewed together with the Risk Management Guidance.  Details were given of the main changes to the risk management process which involved identified risks falling in the “red zone” being subject to “escalation” to the relevant service management team, corporate Management Team and subsequently Members as appropriate.

It was noted that the Corporate Risk Register was being updated to align with the recently approved Corporate Strategy and would be presented in due course.  The updated Risk Management Strategy had been considered by the Audit Committee at its meeting on 23 January 2017 and commended for adoption. 

RECOMMENDED:  That

(1)             the proposed change to the risk management process detailed at paragraph 1.2.2 of the report be endorsed; and

(2)             the Risk Management Strategy set out at Annex 1 to the report be adopted by the Council.

*Referred to Council

The report of the Director of Finance and Transformation provided details of investments undertaken and returns achieved in the first nine months of the current financial year together with an introduction to the Treasury Management and Annual Investment Strategy for 2017/18. 

It was noted that investment income at the end of December was £22,900 above budget for the same period although the pattern of income generation had changed significantly following the August Bank Rate cut which resulted in lower returns going forward.  Nevertheless it was expected that income for the year as a whole would still be in line with the original budget.

Reference was made to a review of investment duration and additional flexibility, subject to appropriate safeguards, was sought.  The report explored the use of property funds for long term investment and recommended their inclusion in the 2017/18 Annual Investment Strategy. 

It was noted that the Audit Committee had reviewed the matters covered by the report at its meeting on 23 January 2017 and commended the Strategy for adoption.

RECOMMENDED:  That

(1)             the treasury management position as at 31 December 2016 be noted;

(2)             the use of property funds for long term investment be endorsed;

(3)             subject to the caveats identified in paragraph 1.3.14 of the report, the Council allow up to six months to be added to Capita’s suggested duration for UK institutions, subject to overall duration not exceeding 12 months; and

(4)             the Annual Investment Strategy for 2017/18, as set out at Annex 4 to the report, be adopted.

*Referred to Council

Item SSE 16/12 referred from Street Scene and Environment Services Advisory Board minutes of 7 November 2016

Item SSE 16/12 referred from Street Scene and Environment Services Advisory Board minutes of 7 November 2016

The Cabinet received the recommendations of the Street Scene and Environment Services Advisory Board at its meeting on 7 November 2016 in relation to the review of the Council’s bulky refuse collection and WEEE recycling service undertaken in partnership with Veolia.

RECOMMENDED:  That

(1)             the revised schedule for the collection of bulky refuse and waste electrical and electronic equipment (WEEE) from locations across the Borough be approved;

(2)             the revised arrangements commence in February 2017 for a period of two years; and

(3)            the bulky refuse and WEEE service be reviewed further as part of the retender of the Council’s Refuse and Street Cleansing Contract.

*Referred to Council

Item FIP 17/3 referred from Finance, Innovation and Property Advisory Board minutes of 4 January 2017

The Cabinet received the recommendations of the Finance, Innovation and Property Advisory Board at its meeting on 4 January 2017 in relation to the formulation of initial draft proposals in respect of the Budget.  All budgetary matters were referred for consideration in detail at the subsequent Budget meeting of the Cabinet.

Item FIP 17/4 referred from Finance, Innovation and Property Advisory Board minutes of 4 January 2017

The Cabinet received the recommendations of the Finance, Innovation and Property Advisory Board at its meeting on 4 January 2017 in relation to the initial stage of the Capital Plan review process.  All budgetary matters were referred for consideration in detail at the subsequent Budget meeting of the Cabinet.

Decision Notice D170006CAB

Decision Notice D170007CAB

Decision Notice D170008CAB

Decision Notice D170009CAB

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.  A number of recommendations in respect of budgetary matters and fees and charges were referred to the subsequent Budget meeting of the Cabinet.

Street Scene and Environment Services Advisory Board of 7 November 2016

Communities and Housing Advisory Board of 14 November 2016

Planning and Transportation Advisory Board of 15 November 2016

Finance, Innovation and Property Advisory Board of 4 January 2017

RESOLVED:  That the report be received and noted.

The minutes of meetings of Advisory Panels and Other Groups are attached, any recommendations being identified by an arrow.

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

Parish Partnership Panel of 17 November 2016

RESOLVED:  That the report be received and noted.

The report of the Director of Central Services gave details of the circumstances in which a waiver under Contracts Procedure Rule 13 had been approved in respect of unexpected costs arising following the commencement of roof repairs at Tonbridge Swimming Pool.

RESOLVED:  That the report 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.

The Chairman moved, it was seconded and

RESOLVED:  That as public discussion would disclose exempt information, the following matters be considered in private.

LGA 1972 Sch 12A Paragraph 3 – Financial or business affairs of any particular person

Annex 3

(LGA 1972 Sch 12A Paragraph 3 – Financial or business affairs of any particular person)

Annex 3 containing exempt information in respect of item at Decision Notice D170008CAB.