Agenda and draft minutes

To receive any apologies for non-attendance and details of Member substitutions.

There were none.

To confirm as a correct record the minutes of the meeting held on 25 March 2024.

Councillor Williams proposed a change to the minutes to include ‘The Sub-Committee delegated authority to make that recommendation to CPRC and Council to the Chair and Vice-Chair’, this was agreed by the Sub-Committee.

The minutes of the meeting held on 25 March 2024 were agreed as a correct record subject to the above change being made.

To receive any disclosures of interest from members in accordance with the Members’ Code of Conduct.

Councillors Beatty, Beecher, Burrell, Chandler, Gibson, Howkins, Nichols and Williams advised the Committee that they were members of the Planning Committee and therefore would not be making comment on any applications due to come before the Planning Committee.

Councillors Sexton advised that she was a Surrey County Councillor.

Councillor Nichols advised that he was a member of Knowle Green Estates Board.

The Chair, or their 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.

To consider any urgent action that have arisen since last meeting.

There were none.

To note the Forward Plan for future Development Sub-Committee business.

The Sub-Committee resolved to note the Forward Plan.

To consider recommending to Corporate Policy and Resources Committee to:

1. Approve the introduction of a Development Delivery Strategy;

2. Approve the form and content of the draft Development Delivery Strategy attached to this report; and

3. Refer the Development Delivery Strategy to Council for adoption.

The Sub-Committee received a report on the draft Development Delivery Strategy. The Group Head Assets advised that delivery options would be considered on a site-by-site basis and that the strategy would set out the criteria for deciding the relevant options for each site.

The Sub-Committee asked for clarification over what would be prioritised; achieving the objectives of the Corporate Plan or the need to achieve financial returns on the sites. The Group Head Assets advised that while the Council has a statutory obligation to achieve best value in terms of financial returns, it is the Councillors who would make the decision as to how the sites are progressed and could decide that best value meant something beyond the financial implications.

The Sub-Committee queried how residents should interpret Appendix 2 and were advised that it showed anticipated delivery mechanisms that would be acceptable to the market, but that no decision would be made until a report was brought to the relevant committee. The Sub-Committee expressed reservation about Appendix 2 being in the public domain and it was resolved that it would not be published with the rest of the Development Delivery Strategy.

The Sub-Committee queried whether it would be possible to do nothing and wait for interest rates and construction cost to reduce. The Chief Accountant advised that doing nothing was not an option and that progress needed to be made on the sites to avoid £15m being transferred to the revenue budget.

The Chair suggested that further work on the strategy was needed to identify which sites should be prioritised. The Group Head Assets suggested the report be withdrawn and that a workshop with selected Councillors held to identify priority sites. The report could then return to Development Sub-Committee in May 2024.

The Sub-Committee resolved to withdraw the report and reconsider it at the next meeting.

Report to follow.

The Sub-Committee received a report on the update Key Performance Indicators and Risk Register for the Asset Management Plan 2024-2028.

The Sub-Committee queried the frequency by which these documents would be reviewed and were advised that it was planned as a yearly review. The Sub-Committee advised that the Risk Register should be reviewed more regularly and requested quarterly reviews. The Group Head Assets stated that it could be done on a 6-monthly basis as part of the portfolio review. The Sub-Committee suggested that it did not need to be a full report and advised that it could be a standing item on the agenda as a verbal update. The Group Head Assets agreed to consider the options.

The Sub-Committee resolved to:

1. Approve the updated Key Performance Indicators and Risk Register which will form part of the final version of the Asset Management Plan (AMP) 2024-2028.

2.    Agree subject to a final review of the Asset Management Plan being undertaken to ensure it reflects any other Council policy changes since December 2023, that the AMP can be published on the Council’s website.

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 Clarke, seconded by Councillor Woodward and resolved to exclude 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 relating 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 maintaining 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.

The Sub-Committee received a report on the Asset Investment Strategy for 2024/2025. The Asset Management Consultant identified that this document formed part of the wider Asset Management Plan suite of documents and highlighted that the report set out key lease events, expenditure and risks for the next 12 months. The Sub-Committee expressed their thanks to the Assets Team and praised the quality of the report.

The Sub-Committee resolved to note the Asset content of the Asset Investment strategy which sets out the priorities and key focuses for proactive management of the Council’s Investment and Regeneration Portfolio during 2024/25.

To consider an urgent item relating to Ashford Victory Place.

The Chair has authorised the inclusion of this item for the following reason:

“Due to the nature of the item it would not be practicable to wait until the next scheduled meeting of the Development Sub-Committee in May, as such this item has been added to allow Councillors to consider the proposal.”

The Sub-Committee received a verbal update on Ashford Victory Place.

The Sub-Committee resolved to agree to the recommendation given in the verbal update.

Meeting ended at 21:31