Agenda, decisions and minutes

In the interests of transparency Councillors T Bishop and M Davis advised that they were the Council’s appointees to the Tonbridge and Malling Leisure Trust to which reference was made in the report on Discretionary Rate Relief.

To confirm as a correct record the Notes of the meeting of the Finance, Innovation and Property Advisory Board held on 8 January 2020

RESOLVED:  That the notes of the meeting of the Finance, Innovation and Property Advisory Board held on 8 January2020 be approved as a correct record and signed by the Chairman.

A report giving details of renewal applications for discretionary rate relief.  Details of new applications are also set out.

Decision Notice D200048MEM

The report of the Director of Finance and Transformation gave details of renewal applications for discretionary rate relief for the period 1 April 2020 to 31 March 2022.  Details of three new applications were also set out.  The Council’s policy in respect of discretionary rate relief was attached at Annex 1 of the report.

RECOMMENDED:  That

(1)          discretionary rate relief be awarded for the period 1 April 2020 to 31 March 2022 in respect of the re-applications for relief as set out at Annex 2 to the report;

(2)          the application for discretionary rate relief received from Tree of Hope be refused;

(3)          the application for discretionary rate relief received from Samaritan's Purse International Limited be refused; and

(4)          the application for discretionary rate relief received from Refugease be refused. 

The report brings together information on three key budget areas – salaries, major operational income streams and investment income.  The performance of the key budget areas, together with approved variations to the revenue budget and areas identified through revenue budget monitoring are then summarised to provide an indicative overall budget position for the year.

Details of the impact of the Covid-19 pandemic on the Council’s finances to the end of June and projected for the year 2020/21; and the scale of the potential longer term impact on the Medium Term Financial Strategy and Savings and Transformation Strategy and, in turn, savings and transformation contributions required to balance the budget are also set out. 

Finally, Members are updated on capital expenditure and variations that have been agreed in relation to the capital plan.

Decision Notice D200049MEM

The report set out information on the three key budget areas of salaries, major operational income streams and investment income.  Performance of the key budget areas, together with approved variations to the revenue budget and areas identified through revenue budget monitoring, were summarised to provide an indicative overall budget position for the year.

Details of the impact of the Covid-19 pandemic on the Borough Council’s finances to the end of June and projected for the year 2020/21; the scale of the potential longer term impact on the Medium Term Financial Strategy and Savings and Transformation Strategy and, in turn, savings and transformation contributions required to balance the budget, were also set out.

Finally, updates on capital expenditure and variations that had been agreed in relation to the capital plan were provided. 

RECOMMENDED:  That

(1)          the likelihood that the Covid-19 pandemic would have a significant adverse impact on the Council’s finances and reserve balances and as a result, in turn, on the scale and timing of the savings and transformation contributions required be noted;

(2)          the decision made by Cabinet to impose an ‘essential spend only’ policy for 2020/21 in order to preserve resources and to set a ‘savings target’ of £500,000 to be delivered as a result of this policy be noted;

(3)          the decision made by Cabinet that the general revenue reserve balance should not fall below £2m at any point during the MTFS 10-year period and to retain a minimum of £3m by the end of the period be noted;

(4)          the decision made by Cabinet in light of the difficult financial landscape that lays ahead to set a savings target of £100,000 to be delivered by April 2021 followed by a further £100,000 by April 2022 be noted;

(5)          the need to not only deliver any new targets, but to also deliver on the ‘outstanding’ decisions made prior to the Covid-19 pandemic and factored into the MTFS be noted;

(6)          the intention to bring a draft revision of the Savings and Transformation Strategy to Cabinet in the Autumn be noted; and

(7)          the financial challenge was such that financial sustainability was at increased risk be noted. 

The ‘Digital strategy 2019-23’ was developed with a customer centric focus around the residents and businesses within Tonbridge and Malling.  In alignment with the Council’s Corporate Strategy, the Digital Strategy’s primary drivers are based on improving the overall quality of life for our residents through proactive and seamless engagement through the digital platform. Having completed the first year of the four year strategy, this report aims to provide Members with an update on the progress made to date.   

The report of the Director of Finance and Transformation reminded Members that the ‘Digital Strategy 2019-23’ was developed with a customer centric focus around the residents and businesses within the Borough, aligned to the Council’s Corporate Strategy and based on improving the overall quality of life for residents allowing proactive and seamless engagement through the digital platform.  Following completion of the first year of the four year strategy the report provided an update on progress made to date.

An information report providing Members with a record of the issues arising from the power outage on 5/6 April 2020 in respect of which Members will note that a compensation claim against UK Power Networks was lodged.  In addition, the report provides a short summary of the issues arising from the failure of the air conditioning in the server room on 16 June.

The report provided a record of the issues arising from the power outage on 5/6 April 2020 in respect of which a compensation claim against UK Power Networks had been lodged.  In addition, the report provided a short summary of the issues arising from the failure of the air conditioning in the server room on 16 June 2020.

A report detailing recent developments in respect of council tax, business rates, council tax reduction and housing benefits.

The report provided details of recent developments in respect of council tax, business rates, council tax reduction and housing benefits.

A report detailing the Government schemes to assist businesses and charities affected by the COVID-19 lockdown measures.

The report provided details of the Government schemes providing assistance to businesses and charities affected by the COVID-19 lockdown measures.

Publication of the Statement is required in accordance with regulation 15 (3) of the Local Authorities (Members Allowances) (England) Regulations 2003.

The report of the Director of Finance and Transformation provided details of the Statement of Allowances paid in the financial year 2019/20 which had been published in accordance with regulation 15 (3) of the Local Authorities (Members Allowances) (England) Regulations 2003.

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 2 – Information which is likely to reveal the identity of an individual)

Approval is sought for the writing-off of debts that are considered to be irrecoverable.

(LGA 1972 Sch 12A Paragraph 2 – Information which is likely to reveal the identity of an individual)

Decision Notice D200050MEM

The report of the Director of Finance and Transformation sought approval for the writing-off of debts considered to be irrecoverable.

RECOMMENDED:  That the 4 items shown in the schedule of amounts over £5,000, totalling £29,174.94, as set out in the report, be written off for the reason stated within the schedule. 

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

This report details a request received by Tonbridge 1st Scouts for a new lease of their scouting building at Lamberts Yard Tonbridge.

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

Decision Notice D200051MEM

The report detailed a request received from Tonbridge 1st Scouts for a new lease of their scouting building at Lamberts Yard, Tonbridge.

RECOMMENDED:  That the proposed new lease to Tonbridge 1st Scouts, as detailed within the report, be agreed.

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

This report details a request received by East Peckham Methodist Church to purchase the car park and associated land (as shown in Annex One) to allow for the redevelopment of a new Church and Community Hall, including public car parking.

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

Decision Notice D200052MEM

The report detailed a request received from East Peckham Methodist Church to purchase the car park and associated land to allow for the redevelopment of a new Church and Community Hall, including public car parking.

RECOMMENDED:  That, subject to clarification of the legal cost to the Borough Council, the proposed disposal to the Methodist Church, as detailed in the report, be agreed.

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

This report details a request by three home owners to be allowed to purchase an area of land owned by the borough council to create an access to their rear gardens for the sole purpose of off road parking. The area is shown in annex one.

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

Decision Notice D200053MEM

The report provided details of a request by three home owners to be allowed to purchase an area of land owned by the Borough Council to create an access to their rear gardens for the sole purpose of off road parking.

RECOMMENDED:  That the proposed disposal of the area of land, as set out in the report, be agreed

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

This report details a request for a rental reduction

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

Decision Notice D200054MEM

The report set out details of a request for a rental reduction in respect of a retail unit.

RECOMMENDED:  That no rent reduction be offered to the tenant.