Agenda, decisions and minutes

There were no declarations of interest made in accordance with the Code of Conduct.  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 Leybourne Lakes Country Park – Facilities Improvements.  In the interests of transparency, Councillor M Tatton advised that she was a trustee of the East Malling Centre and Councillor G Thomas advised that she volunteered at Tonbridge Baptist Church and at Crossroads Care Kent, all of these being organisations to which reference was made in the report on the Local Emergency Assistance Grant.    

To confirm as a correct record the Notes of the meeting of the Finance, Innovation and Property Advisory Board held on 22 July 2020

RESOLVED:  That the notes of the meeting of the Finance, Innovation and Property Advisory Board held on 22 July 2020 be approved as a correct record and signed by the Chairman. 

A report seeking fast track approval to Cabinet and subsequently Full Council to include a project to build a purpose built lakeside facility at Leybourne Lakes Country Park in List A of the Council’s Capital Plan.

The joint report of the Director of Street Scene, Leisure and Technical Services and the Director of Central Services and Deputy Chief Executive reminded Members of the Council’s long held aspiration to provide a purpose built lakeside facility at Leybourne Lakes Country Park (LLCP) to provide year round catering and a centre for water sports.   A List C Capital Plan Evaluation for Facility Improvements at LLCP was set out at Annex 1 to the report which recommended a fast track transfer to List A to enable the commencement on the design and procurement of the project.  The report outlined a proposed framework to be used for the scoping, design and construction of the project.

RECOMMENDED:  That

(1)   the project to develop a lakeside purpose built facility at Leybourne Lakes Country Park be transferred from List C to List A of the Council’s Capital Plan;

(2)   a report on the design, procurement and timescale of the project be reported to a future meeting of the Communities and Housing Advisory Board;

(3)   a further report be brought to the Communities and Housing Advisory Board on the potential transfer of the Management of Leybourne Lakes Country Park to the Tonbridge and Malling Leisure Trust including any new facility; and

(4)   subject to further investigation, the Denbighshire County Council UK Leisure Framework be utilised to progress the project.

*Referred to Cabinet

An update on progress towards delivering the IT Strategy which was adopted in June 2018. Members are requested to note the progress made, and are asked to identify/suggest any relevant technology training that would assist Members in discharging their roles.  In addition, Members are asked to consider a capital plan evaluation for an enterprise document management system and recommend to Full Council that this be transferred to List A and funded from the Invest to Save Reserve.

The report provided details of progress towards the delivery of the IT Strategy adopted in June 2018.  Members were invited to note the progress made and to identify any relevant technology training which would assist them in discharging their roles as Councillors.  Consideration was given to a capital plan evaluation for an enterprise document management system and the proposal that this be transferred to List A of the Council’s Capital Plan and funded from the Invest to Save Reserve. 

RECOMMENDED:  That

(1)   the progress in respect of the IT Strategy be noted;

(2)   any technology training which might be helpful for elected Members be identified; and

(3)   the List C project “Enterprise Document Management Solution” be transferred to List A of the Council’s Capital Plan and funded from the Invest to Save Reserve.

*Referred to Cabinet

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 the impact of the Covid-19 pandemic on the Council’s finances 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; and

-          updates Members on capital expenditure and variations that have been agreed in relation to the capital plan.

Decision Notice D200059MEM

The report of the Director of Finance and Transformation provided information on the performance of the three key budget areas of salaries, major operational income streams and investment income, together with details of approved variations to the revenue budget and areas identified through revenue budget monitoring and summarised an indicative overall budget position for the year.  Details of the impact the Covid-19 pandemic had had on the Council’s finances, the scale of the potential longer term impact on the Medium Term Financial Strategy and, in turn, the savings and transformation contributions required to balance the budget, were provided.  Additionally, the report provided an update on capital expenditure and variations agreed in relation to the capital plan. 

RECOMMENDED: That

(1)                it be noted that the financial impact of the Covid-19 pandemic is such that unless there are further significant tranches of funding provided by the Government some significant decisions will need to be made if the integrity of the MTFS is to be maintained and financial sustainability is not to be placed at risk;

(2)                the progress made in meeting both the one-off savings target of £500,000 and ongoing savings target of £100,000 be noted; and

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

This report identifies the post implementation reviews carried out since the meeting of this Board in July 2019 and the capital plan schemes for which reviews will be due.  The report also brings forward a post implementation review in respect of the Replacement Revenue and Benefits Document Management System for consideration and approval.

Decision Notice D200060MEM

The report of the Director of Finance and Transformation identified the post implementation reviews carried out since the meeting of the Advisory Board held on 17 July 2019 and provided details of the capital plan schemes due for review.  Consideration was given to the post implementation review in respect of the Replacement Revenue and Benefits Document Management System.

RECOMMENDED: That the Post Implementation Review in respect of the Replacement Revenue and Benefits Document Management System, as set out at Annex 2 to the report, be approved. 

A report providing a brief description of the new Grant and making recommendations on its use.

Decision Notice D200061MEM

The joint report of the Chief Executive and the Director of Finance and Transformation provided details of £47,355.61 made available through the Local Emergency Assistance Grant to provide local support during the pandemic to assist vulnerable households.  Details of the bids received from groups working within the community to sustain or supplement their services were set out at Annex 1 to the report.

RECOMMENDED:  That

(1)                awards of the Council’s Local Emergency Assistance Grant be made in accordance with the approved bids listed at Annex 1 to the report; and

(2)                the balance of £3,748.61 be held on reserve for use as necessary within the parameters of the scheme under direction of the Chief Executive or Director of Finance and Transformation.

A report informing Members of the requirement to review the Council’s rural settlement list and recommending that the current list should be retained, unaltered, for the financial year 2021/22.

Decision Notice D200062MEM

The report of the Director of Finance and Transformation referred to the requirement to review the Council’s rural settlement list and recommended that the current list should be retained unaltered for the financial year 2021/22.

RECOMMENDED:  That the current rural settlement list remain in force for the year 2021/22.

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.

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.

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 D200063MEM

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

RECOMMENDED:  That the 1 item shown in the schedule of amounts over £5,000, totalling £8,524.41 be written off for the reason stated within the schedule.