Agenda, decisions and draft minutes

To receive apologies for absence and notification of substitutions.

Apologies were received from Councillor Lee.

To confirm the minutes of the meeting held on 27 November 2023 as a correct record of proceedings.

The minutes of the meeting held on 27 November 2023 were agreed as a correct record.

To receive any disclosures of interest from councillors in accordance with the Council’s Code of Conduct for members.

Councillors Attewell and Sexton declared that they were also Surrey County Councillors.

The Chair, or his nominee, to answer any questions raised by members of the public in accordance with Standing Order 40.

At the time of publication of this agenda no questions were received.

There were none.

The Committee is asked to consider and note the significant strategic risks and issues highlighted in this report to ensure the continued wider reporting of the Corporate Risk Register and Risk Action Plan.

The Committee resolved to consider the significant strategic risks and issues highlighted in the report, ensuring continued wider reporting of the Corporate Risk Register and Risk Action Plan across other Committees.

The Committee considered a report from the Internal Audit Manager that sought to advise the Committee of the significant strategic risks and issues and how they were identified, managed, monitored, and reported. The Internal Audit Manager highlighted that five new proposed actions were included in the Risk Action Plan. The Committee’s attention was also drawn to one risk which had moved from amber to red as part of the review which related to Climate Change and Sustainability. This was due to increased extreme weather events and their impact.

The Committee raised technical queries related to mitigations the Council was putting in place to address the impact of groundwater flooding, and how the re-registration in housing affected the decrease in numbers. The Committee also noted risk description related to delays on the Council’s development schemes and requested modelling that demonstrated the developments would have delivered the yields identified if they were not delayed. Officers confirmed that answers would be provided after the meeting.

The Committee resolved to consider the significant strategic risks and issues highlighted in the report, ensuring continued wider reporting of the Corporate Risk Register and Risk Action Plan across other Committees.

Committee is asked to consider the report that seeks:

1.    Approval for the Council entering into a contract for the provision of a Bureau Service and Supply of Energy (gas and electricity) with Kent County Council (KCC) LASER for a period from October 2024 to September 2028,

2.    Authorisation for the Group Head of Assets to agree terms in respect of any necessary contract arrangements with KCC LASER; and

3.    Authorisation for the Group Head of Corporate Governance to enter into a contract with the KCC LASER.

The Committee resolved to

1)    Approve the Council entering into a contract for the provision of a Bureau Service and Supply of Energy (Gas and Electricity) with Kent County Council (KCC) LASER for a period from October 2024 to September 2028,

2)    Authorise the Group Head of Assets to agree terms in respect of any necessary contract arrangements with KCC LASER; and

3)    Authorise the Group Head of Corporate Governance to enter into a contract with the KCC LASER.

The Committee considered a report from the Property Account Manager on the procurement of bureau services and gas and electric supply through Kent County Council (KCC) LASER. The current contract with the provider required renewal, and KCC LASER provided the best value as energy was purchased in large volumes at lower prices, and bulk purchasing avoided market volatility. A bureau service was also offered which helped address queries, provided monthly portfolio reviews, and allowed for usage data to be collated to help identify trends.

The Committee queried the status of the contract should Kent County Council encounter any difficulties in future. The Property Account Manager assured the Committee that there should be no impact on energy as it was purchased in bulk, but this would be raised with them and an answer provided after the meeting.

The Committee resolved to

1)    Approve the Council entering into a contract for the provision of a Bureau Service and Supply of Energy (Gas and Electricity) with Kent County Council (KCC) LASER for a period from October 2024 to September 2028,

2)    Authorise the Group Head of Assets to agree terms in respect of any necessary contract arrangements with KCC LASER; and

3)    Authorise the Group Head of Corporate Governance to enter into a contract with the KCC LASER.

Report to follow.

The Committee resolved to:

1.    Approve the proposed Fees and Charges for 2024-25 for this Committee with the exception of any fees and charges over £25 which will be rounded to the nearest pound.

2.    Recommend to Council that they approve the proposed Fees and Charges for 2024-25.

The Committee considered the Fees and Charges under the Corporate Policy and Resources Committee’s remit as part of the annual Budget process. Following previous guidance from the Committee, all statutory fees were recommended to increase by the maximum permissible by the regulator, and all discretionary fees were recommended to increase by at least 5%.

The Committee noted that the process of increasing discretionary fees by a percentage resulted in odd pences. It was proposed by Councillor Beecher and seconded by Councillor Gibson that these figures be rounded up to the nearest £5 or £10 figure. The Chair acknowledged concern from some of the Committee with the proposal and suggested that the figures instead be rounded up to the nearest pound. A vote was taken, and a majority of the Committee agreed with the amended proposal.

Some members of the Committee expressed discomfort with the proposal as on smaller charges it may result in a disproportionate increase. After some discussion, the Committee suggested that this should be applied only to discretionary fees and charges over £25, with other proposed fees and charges left unrounded.

A recorded vote was requested and the results were as follows:

The Committee resolved to:

1.    Approve the proposed Fees and Charges for 2024-25 for this Committee with the exception of any discretionary fees and charges over £25 which will be rounded up to the nearest pound.

Committee is ask to:

1.    Formally review the proposed Revenue Growth Bids (Appendix B), Savings Plan (Appendix C) and Capital Growth Bids (Appendix D) for 2024-25 for this Committee; and

2.    Approve the proposed Revenue Growth Bids (Appendix B), Savings Plan (Appendix C) and Capital Growth Bids (Appendix D) for 2024-25 for this Committee.

The  Committee resolved to:

1.    Approve the proposed Revenue Growth Bids, Savings Plan, and Capital Growth Bids for 2024-25 for this Committee.

The Committee considered the Revenue Growth Bids, Revenue Savings Plans, and Capital Growth Bids under the Committee’s remit for 2024-25. The Chief Accountant advised the Committee that at present the budget anticipated to be presented to Council was balanced. Growth bids presented in the budget papers, if approved, would still be subject to due process by the Committee. The Chief Accountant highlighted to the Committee that a change was required to Appendix E and that “Sea Cadets” required removal. 

The Committee noted anomalies in the figures against Thameside House and requested this be clarified after the meeting when a related item was to be discussed. The Committee also requested that clarification on what was included in individual budget items be provided after the meeting.

The  Committee resolved to:

1.    Approve the proposed Revenue Growth Bids, Savings Plan, and Capital Growth Bids for 2024-25 for this Committee.

To consider the Forward Plan for committee business.

The Committee noted the forward plan for future committee business.

No urgent actions have been taken.

There were no urgent actions to report.

To move the exclusion of the Press/Public for the following items, in view of the likely disclosure of exempt information within the meaning of Part 1 of Schedule 12A to the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985 and by the Local Government (Access to information) (Variation) Order 2006.

It was proposed by Councillor Bateson, seconded by Councillor Button and resolved that the public and press be excluded for the following agenda items, in accordance with paragraph 3 of part 1 of Schedule 12A of the Local Government Act 1972 (as amended) because it was likely to disclose information to the financial or business affairs of any particular person (including the authority holding that information) and in all the circumstances of the case, the public interest in maintain the exemption outweighs the public interest in disclosing the information because, disclosure to the public would prejudice the financial position of the authority in being able to undertake even-handed negotiations and finalizing acceptable contract terms.

Committee are asked to:

1.     note the Annual Commercial Property Report for the year ending 31 March 2023,

2.    approve Option B as outlined in the report; and

3.    approve the publication of the report to make it publicly available.

The Committee resolved to:

1.    Note the Annual Commercial Property Report for the year ending 31 March 2023,

2.    Approve option B as outlined in the report; and

3.    Approve the publication of the report to make it publicly available.

The Committee considered the Annual Commercial Property Report 2022/23 from the Asset Manager. The report had previously been considered by the Development Sub-Committee at their meeting on 8 January 2024 and was recommended for approval by this Committee. The Asset Manager drew the Committee’s attention to the vacancy rates, portfolio value, and rent collected for the year.

The Committee noted that operating costs were lower than budgeted. The Asset Manager explained that this as due a delay in some refurbishments, though the costs of some refurbishment costs were substantially lower than anticipated.

The Committee resolved to:

1.     Note the Annual Commercial Property Report for the year ending 31 March 2023,

2.     Approve option B as outlined in the report; and

3.     Approve the publication of the report to make it publicly available.

Committee is asked to consider the report and authorise Officers to undertake a tender process.

The Committee resolved to authorise officers to undertake a tender process to procure a demolition contractor to demolish Thameside House.

The Committee considered a report from the Development Advisor on the proposed demolition of Thameside House. The property had been vacant for over ten years and was deteriorating, and additionally was incurring £295,000 per annum to the Council in business rates and security costs. Demolition of the site would provide savings. Cost of internal refurbishment and re-use of the site would far exceed anticipated costs of demolition.

The Committee provided suggestions for options for the site and the Group Head – Assets confirmed that if the procurement exercise was successful, a report would be presented to the Committee which included options for the site. A consultation would be undertaken. A full survey of the site had been undertaken which would form part of the tender. The Committee provided suggestions for requests that should also be included in the tender.

The Committee noted that the final decision for the outcome of the site would be made by members.

The Committee requested that the minutes for this item be public.

A recorded vote was requested and the results were as follows:

The Committee resolved to authorise officers to undertake a tender process to procure a demolition contractor to demolish Thameside House.

To receive any updates from the Chair of Corporate Policy & Corporate Committee.

There were no updates for this meeting.

The meeting ended at 20:45.

The following actions rose from the meeting:

-       Further information would be provided on what mitigations the Council was putting in place with regards to the impact of groundwater flooding

-       Further information would be provided on how the re-registration process brought the numbers on the housing register down.

-       Members would be provided with modelling that demonstrated the Council’s developments would have delivered the yields promised if they were developed when intended.

-       Further information would be provided on the outcome of the energy contract if Kent County Council entered financial difficulties.

-       Justification for the reduction in some car park fees would be provided.

-       Clarification on the numbers listed against Thameside House listed in Appendix C of the Revenue Growth Bids, Revenue Savings Plans, Capital Growth Bids 2024-25

-       Clarification would be provided on what was covered under the Chief Executive’s Training budget listed in Appendix F of the Revenue Growth Bids, Revenue Savings Plans, Capital Growth Bids 2024-25

-       Further information would be provided on when we anticipate business rates liability to end on Thameside House.