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Agenda, decisions and minutes

Venue: Civic Suite, Gibson Building, Kings Hill, West Malling

Contact: Committee Services  Email: committee.services@tmbc.gov.uk

Items
No. Item

PART 1 - PUBLIC

CB 18/1

Declarations of interest pdf icon PDF 12 KB

Minutes:

Councillor N Heslop declared an Other Significant Interest in the item on Tonbridge Castle – Review of Fees and Charges in respect of concessionary users of the Council Chamber on the grounds of membership of the Board of the Bridge Trust.  He withdrew from the meeting during its consideration and the chair was taken by Councillor Coffin.

CB 18/2

Minutes pdf icon PDF 71 KB

To confirm as a correct record the Minutes of the meeting of the Cabinet held on 11 October 2017

Minutes:

RESOLVED:  That the Minutes of the meeting of the Cabinet held on 11 October 2017 be approved as a correct record and signed by the Chairman.

Matters for Recommendation to the Council

CB 18/3

Risk Management Strategy pdf icon PDF 57 KB

The report asks Members to review the Risk Management Strategy and to recommend its endorsement by the Council.  It also refers to the resourcing pressures in respect of the risk ‘Emergency Planning’ and adds a new strategic risk in relation to potentially contaminated land.

Additional documents:

Minutes:

The report of the Management Team invited Members to review the Risk Management Strategy which set out the Council’s risk management objectives and detailed the roles and responsibilities of officers, Members and partners in the identification, evaluation and cost-effective control of risks.  Attention was drawn to the resourcing pressures in respect of ‘Emergency Planning’ and the addition of a new strategic risk in relation to potentially contaminated land.

 

It was noted that the Audit Committee at its meeting on 22 January 2018 had endorsed the updated strategy.

 

The Director of Finance and Transformation referred to the recent collapse of Carillion which, whilst not directly affecting the Borough Council, highlighted the risk associated with the failure of major partners.  The Strategic Risk Register had been updated to reflect this situation and would be reported back to the Audit Committee in due course.

 

RECOMMENDED:  That

 

(1)             the updated Risk Management Strategy be adopted by the Council;

 

(2)             the impact of ongoing resourcing pressures to respond in respect of the identified risk ‘Emergency Planning’ and the subsequent report to the 29 January meeting of the General Purposes Committee on resourcing requirements be noted; and

 

(3)             the emergence of a new strategic risk in respect of the monitoring of potentially contaminated land, which is being added to the Strategic Risk Register, be noted.

*Referred to Council

CB 18/4

Treasury Management and Annual Investment Strategy 2018/19 pdf icon PDF 157 KB

The report provides details of investments undertaken and return achieved in the first nine months of the current financial year, explores the use of diversified income funds for medium term investment and recommends their inclusion in the 2018/19 Annual Investment Strategy  for adoption by the Council.

Additional documents:

Minutes:

The report of the Director of Finance and Transformation provided details of investments undertaken and return achieved in the first nine months of the current financial year.  The report explored the use of diversified income funds for medium term investment and recommended their inclusion in the 2018/19 Annual Investment Strategy. 

 

It was noted that the Audit Committee had reviewed the matters covered by the report at its meeting on 22 January 2018 and commended the strategy for adoption.

 

The Cabinet requested that its appreciation be conveyed to the Principal Accountant for his work in treasury management during the year.

 

RECOMMENDED:  That

 

(1)             the treasury management position as at 31 December 2017 and the higher level of income incorporated in the 2017/18 revised estimates be noted;

 

(2)             the Council’s exposure to property funds in 2018/19 be increased as additional long term funds become available, for example from selling property;

 

(3)             the limited use of diversified income funds for medium term investment be endorsed; and

 

(4)             the Annual Investment Strategy for 2018/19, as set out at Annex 4 to the report, be adopted.

*Referred to Council

CB 18/5

Setting the Budget 2018/19 pdf icon PDF 198 KB

Further to reports to the Finance, Innovation and Property Advisory Board and Overview and Scrutiny Committee earlier in the cycle, the report updates Cabinet on issues relating to the Medium Term Financial Strategy and takes Members through the necessary procedures in order to set the Budget for 2018/19.

Additional documents:

Minutes:

Further to the reports to the Finance, Innovation and Property Advisory Board and the Overview and Scrutiny Committee earlier in the cycle, the joint report of the Chief Executive, Director of Finance and Transformation, the Leader and Cabinet Member for Finance, Innovation and Property updated the Cabinet on issues relating to the Medium Term Financial Strategy (MTFS) and gave details of the necessary procedure to be followed in order to set the budget for 2018/19.  It also highlighted adjustments made to the Revenue Estimates presented to the Advisory Board and Committee. 

 

The Director of Finance and Transformation explained that the final local government settlement had now been received and did not differ significantly from the provisional settlement so the figures within the report would stand.  Reference was made to the Council’s previous decision to accept the four year funding settlement to 2019/20 offered by the Government and to the referendum threshold for 2018/19 which had been set at the higher of 3% or £5.

 

The favourable position regarding New Homes Bonus funding in 2018/19 was explained and reference made to the successful outcome of the Kent and Medway authorities’ bid for pilot status in respect of 100% business rates retention.  However, illustrative allocations up to 2019/20 were presented and a comparison of the Council’s Settlement Funding Assessment for the period 2018/19 to 2019/20 with those of the other Kent district councils demonstrated that Tonbridge and Malling continued to receive the lowest or one of the lowest Assessments both in total and per head.

 

The report also suggested a mechanism for responding to the technical consultation on the Fair Funding Review and referred to a forthcoming consultation on “Negative RSG” announced by the Secretary of State.

 

Attention was drawn to recommendations from Advisory Boards and the decision of the Licensing and Appeals Committee regarding the levels of fees and charges to be implemented from 1 April 2018 which had been incorporated in the draft estimates.  Members were reminded of the approach to preparation of the Capital Plan, an updated summary of which was set out at Annex 7 to the report.

 

The report then described the remaining procedure to be followed in setting the budget for 2018/19 and calculating the council tax.  For the purposes of updating the MTFS a council tax increase of around 3% in 2018/19 had been assumed, followed by an increase of £5 each year up to 2026/27 and 3% in 2027/28.  The Cabinet deliberated on the most appropriate guidance to offer the Council as to the way forward for updating the MTFS for the next ten year period and setting the council tax for 2018/19.  Members were advised of details of special expenses for 2018/19.

 

An updated copy of the Savings and Transformation Strategy was presented, including revised outline targets and timescales to be revisited and aligned with the latest projected “funding gap”.  Finally, the Director of Finance and Transformation explained the basis on which the statement as to the Robustness of the Estimates and Adequacy  ...  view the full minutes text for item CB 18/5

CB 18/6

Setting the Council Tax 2018/19 pdf icon PDF 61 KB

The report takes Cabinet through the process of setting the level of Council Tax for the financial year 2018/19 and seeks its recommendations.

Additional documents:

Minutes:

The joint report of the Chief Executive, Director of Finance and Transformation, Leader of the Council and Cabinet Member for Finance, Innovation and Property set out the requirements under the Local Government Finance Act 1992 for a billing authority to set an amount of council tax for each category of dwelling in its area.  Members were advised of the position concerning the determination of their respective precepts for 2018/19 by the major precepting authorities.

 

Consideration was given to a draft resolution identifying the processes to be undertaken in arriving at the levels of council tax applicable to each part of the Borough to which any charges under the special expenses scheme would be added.  The resolution and further information regarding the precepts of the other authorities would be reported to the full Council on 20 February 2018. 

 

RECOMMENDED:  That the resolution be noted and the Council be recommended to approve a 2.99% or £5.91 per annum increase in the Borough Council’s element of the council tax for 2018/19, representing a notional “average” charge at Band D of £203.42.

*Referred to Council

CB 18/7

Local Council Tax Reduction Scheme 2018/19 pdf icon PDF 51 KB

To approve and recommend to full Council the draft Local Council Tax Reduction Scheme for 2018/19.

Minutes:

Consideration was given to the report of the Director of Finance and Transformation regarding the draft Local Council Tax Reduction Scheme for 2018/19.  It was noted that several changes had been made to the 2017/18 Scheme following public consultation and the draft Scheme for 2018/19 showed little change from the previous year.

 

RECOMMENDED:  That the draft Scheme for 2018/19 be approved and adopted from 1 April 2018 as the Tonbridge and Malling Borough Council Local Council Tax Reduction Scheme 2018/19.

*Referred to Council

CB 18/8

Revenue Estimates 2018/19

Minutes:

Item FIP 18/3 referred from Finance, Innovation and Property Advisory Board minutes of 3 January 2018

 

The Cabinet received the recommendations of the Finance, Innovation and Property Advisory Board at its meeting of 3 January 2018 in relation to the formulation of initial draft proposals in respect of the Budget.  All budgetary matters were considered in detail in the substantive item on Setting the Budget 2018/19.

CB 18/9

Capital Plan Review 2017/18

Minutes:

Item FIP 18/4 referred from Finance, Innovation and Property Advisory Board minutes of 3 January 2018

 

The Cabinet received the recommendations of the Finance, Innovation and Property Advisory Board at its meeting of 3 January 2018 in relation to the initial stage of the Capital Plan review process.  All budgetary matters were considered in detail in the substantive item on Setting the Budget 2018/19.

Decisions taken in accordance with Paragraph 4, Part 3 of the Constitution

CB 18/10

Waste Services Contract Retender pdf icon PDF 43 KB

Item SSE 17/15 referred from Street Scene and Environment Services Advisory Board minutes of 6 November 2017

Additional documents:

Minutes:

Decision Notice D180007CAB

CB 18/11

Review of Car Parking Fees and Charges pdf icon PDF 49 KB

Item SSE 17/16 referred from Street Scene and Environment Services Advisory Board minutes of 6 November 2017

Additional documents:

Minutes:

Decision Notice D180008CAB

CB 18/12

Review of Fees and Charges pdf icon PDF 42 KB

Item SSE 17/17 referred from Street Scene and Environment Services Advisory Board minutes of 6 November 2017

Additional documents:

Minutes:

Decision Notice D180009CAB

CB 18/13

Review of Cemetery Charges 2018/19 pdf icon PDF 39 KB

Item CH 17/31 referred from Communities and Housing Advisory Board minutes of 13 November 2017

Additional documents:

Minutes:

Decision Notice D180010CAB

CB 18/14

Pre-Application Planning Advice Charging Regime and Building Control Application Fees pdf icon PDF 44 KB

Item PE 17/17 referred from Planning and Transportation Advisory Board minutes of 5 December 2017

Additional documents:

Minutes:

Decision Notice D180011CAB

CB 18/15

Review of Fees and Charges 2018/2019 pdf icon PDF 44 KB

Item FIP 18/5 referred from Finance, Innovation and Property Advisory Board minutes of 3 January 2018

Additional documents:

Minutes:

Decision Notice D180012CAB

CB 18/16

Tonbridge Castle - Review of Fees and Charges pdf icon PDF 45 KB

Item FIP 18/6 referred from Finance, Innovation and Property Advisory Board minutes of 3 January 2018

Additional documents:

Minutes:

Decision Notice D180013CAB

CB 18/17

Select Committee Review of Effectiveness of Local Authority Overview and Scrutiny Committees pdf icon PDF 41 KB

Item OS 18/6 referred from Overview and Scrutiny Committee minutes of 23 January 2017

Additional documents:

Minutes:

Decision Notice D180014CAB

CB 18/18

Parish Charter pdf icon PDF 46 KB

A revised Parish Charter has been drawn up and informally agreed between the parties. Following a resolution to adopt the Charter by KALC, its adoption by the Borough Council is now recommended.

Additional documents:

Minutes:

Decision Notice D180015CAB

Matters submitted for Information

CB 18/19

Matters Referred from Advisory Boards pdf icon PDF 18 KB

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.

Additional documents:

Minutes:

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.

 

Street Scene and Environment Services Advisory Board of 6 November 2017

Communities and Housing Advisory Board of 13 November 2017

Planning and Transportation Advisory Board of 5 December 2017

Finance, Innovation and Property Advisory Board of 3 January 2018

 

RESOLVED:  That the report be received and noted.

CB 18/20

Matters Referred from Advisory Panels and Other Groups pdf icon PDF 17 KB

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

Additional documents:

Minutes:

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 19 November 2017

Joint Transportation Board of 27 November 2017

Tonbridge Forum of 4 December 2017

 

RESOLVED:  That the report be received and noted.

CB 18/21

Exclusion of Press and Public pdf icon PDF 28 KB

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.

 

Minutes:

There were no items considered in private.