Agenda, decisions and minutes
Venue: Town Hall, High Street, Maidstone
Contact: Caroline Matthews 01622 602743
No. | Item | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Apologies for Absence Minutes: It was noted that apologies for absence had been received from Councillor Mrs Robertson.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Notification of Substitute Members Minutes: Councillor Cox was substituting for Councillor Mrs Robertson.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Urgent Items Minutes: The Chairman advised that there was an urgent update to Agenda Item 12 - Report of the Head of Policy and Communications – Strategic Plan 2015-20, 2017-18 Update (Appendix B).
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Notification of Visiting Members Minutes: Councillor Mrs Gooch indicated that she wished to speak on Agenda Item 13 – Report of the Director of Finance and Business Improvement – Medium Term Financial Strategy and Budget Proposals 2017/18 and Agenda Item 16 – Report of the Head of Housing and Community Services – Service Level Agreements Review and Grant Budgets.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Disclosures by Members and Officers Minutes: The Chairman disclosed an interest in Agenda Item 16 as she was a Trustee of Citizens Advice Bureau. She indicated that she would leave the meeting during consideration of this item and Councillor D Mortimer, the Vice-Chairman would take the chair.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Disclosures of Lobbying Minutes: The following Members were lobbied on Agenda Item 16 – Report of the Head of Housing and Community Service – Service Level Agreement Review and Grant Budgets:-
Councillors Barned, Cox, Joy, D Mortimer, Mrs Ring, and Webb.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Exempt Items Minutes: RESOLVED: That the items on Part II of the agenda be taken in private as proposed.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Minutes of the Meeting Held on 13 December 2016 PDF 52 KB Minutes: RESOLVED: That the minutes of the meeting held on 13 December 2016 be approved as a correct record and signed.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Presentation of Petitions (if any) Minutes: There were no petitions.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Questions and answer session for members of the public (if any) Minutes: Miss A. Hogg addressed the meeting to ask a question as follows:-
Council support is vital for charities within Maidstone, to provide the help that meets the needs of local people, such as: Citizens Advice Bureau, Age Uk, Homeless Centres to name a few of many.
Without Council
support, these Charities, which many have volunteers to provide
much needed services for the public, would indeed struggle to carry
on, which would inevitably fall to the Council to then provide help
to people. In the long term, this would
cost the Council more money, to pay staff to provide these services
that will not have the expertise of the Charities
that provide them at present. Is it true that the Council still plans in cutting down the money given to these Charities, including the ones mentioned, that have been supported by Maidstone Borough Council for up to 15 years, which have in the past, and continue to provide exceptional service to all residents of the Borough, that rely on the Council's support in order to survive?
In
response the Director of Regeneration and Place stated that the
Council acknowledged the important role that the third sector
delivered, providing a range of services that were not necessarily
within the remit of the Council to supply but supported the wider
needs of residents within our community. Mr. Malhotra from the Citizens Advice Bureau delivered a statement which covered the following points:-
·
That there would be a diminished service if funding
was cut to the Citizens Advice Bureau
·
That residents referred to the charity’s
advice as priceless, invaluable and life changing.
·
The service saved money for the Council and helped
to prevent homelessness.
·
Providing money advice helped residents avoid using
credit. · The volunteers who provide the service got invaluable experience and gained confidence which assisted them in finding paid employment.
Mrs Salisbury of Maidstone Mediation delivered a speech to the committee which made reference to the following:-
·
That Maidstone Mediation was unique in its position
that it worked with the Safer Maidstone Partnership.
·
That who would carry out this vital work in the
community if Maidstone Mediation did not.
·
That the charity gave advice on anger management and
helped with family mediation. Mrs
Bobb from Involve addressed the
committee and made the following points:-
·
Involve provided essential networking opportunities
for various bodies, such as the disabled or older people.
·
The Organisation had other smaller community groups
with funding. · They also helped smaller charities to survive.
The
Chairman thanked all the visitors for their contribution to the
meeting.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Committee Work Programme PDF 186 KB Minutes: Members noted that the February and April meetings would include a Crime and Disorder Committee meeting.
Members requested that an item come forward in regard to litter enforcement once the changes to legislation are known.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Report of the Head of Policy and Communications - Strategic Plan 2015-20, 2017-18 Update PDF 461 KB Additional documents: Decision: 1. That the following amendments to the draft Strategic Plan 2015-20, 2017-18 Update be recommended to Policy and Resources Committee:
2. That it be recommended to Policy and Resources Committee that Key Performance Indicators for the action areas be considered by each Service Committee following the finalisation and adoption of the Strategic Plan ... view the full decision text for item 12. Minutes: Members considered the report of the Head of Policy and Communications relating to the Strategic Plan 2016-20, 2017-18 Refresh.
Members made suggested changes to the Strategic Plan within the areas of their specific responsibilities.
RESOLVED:
1. That the following amendments to the draft Strategic Plan 2015-20, 2017-18 Update be recommended to Policy and Resources Committee:
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Additional documents:
Decision: That:
1.
The budget proposals for services within the remit of the
Committee, as set out in Appendix B to the report of the Director
of Finance and Business Improvement, be
agreed for submission to Policy and Resources Committee. 2. The extension of the existing Parish Services Scheme for one further year to 31 March 2018 be agreed.
Minutes: The Director of Finance and Business Improvement presented a report on the Medium Term Financial Strategy and Budget Proposals 2017/18. The report set out details of the revenue budget proposals for the Committee for the year 2017/18 and the remainder of the five year medium term strategy planning period.
It also provided details of the Chancellor’s Autumn Statement and the Local Government Finance Settlement 2017/18.
Members were advised that New Homes Bonus would be reduced from 2017/18 it would only be paid for five years after a new home is built and from 2018/19 for four years. However, the committee noted that this change would not affect the Council’s revenue position as New Homes Bonus had always been used to fund revenue projects.
Members’
attention was drawn to Appendix ‘B’ which detailed the
Budget Proposals. It was noted that when changes to voluntary
sector grants were originally proposes, the voluntary sector grants
were first drawn up, the recommendation was to phase out the grants
altogether. However, Members had
decided against that particular course of action. Therefore the proposal that was considered by the
committee in the Director of Finance and Business
Improvement’s report was to reduce grants by 25% each
year. Members were asked to take into account that Sports & Recreation and Culture & Tourism had been ranked low in terms of importance by members of the public when considering the budget proposals.
In response to questions by Members, the Director of Finance and Business Improvement advised that:-
·
The Parish Services Scheme did not form part of the budget
proposals under the voluntary sector grants. The scheme would be
dealt with in a separate report when it was reviewed next
year.
·
Although no decision had been made yet on CCTV options, Officers
were confident that savings would be made.
·
The figure quoted for Disabled Facilities Grants was related
to the staff
time associated with processing of the applications.
·
Savings identified for the Recycling Collection were as a result of
taking out a vacant post and using the Kent Resources Partnership
for marketing purposes. RESOLVED That:
1.
The budget proposals for services within the remit of the
Committee, as set out in Appendix B to the report of the Director
of Finance and Business Improvement, be
agreed for submission to Policy and Resources Committee.
2.
The extension of the existing Parish Services Scheme for one
further year to 31 March 2018 be
agreed. Voting: For: 9 Against: 0 Abstentions: 0
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Report of the Director of Finance and Business Improvement - Fees and Charges PDF 105 KB Additional documents: Decision: That:
1.
The proposed fees and charges for 2017/18 as set out in detail in
Appendix A to the report of the Director of Finance and Business
Improvement be approved. 2. The fees and charges set by the government for 2017/18, as detailed in Appendix A to the report of the Director of Finance and Business Improvement, be noted.
Minutes: The Director of
Finance and Business Improvement presented a report on the Medium
Term Financial Strategy 2017/18 – Fees and Charges.
In response to questions from Members, the Director of Finance and Business Improvement advised:-
·
That some services do not increase the charges as it was either
counterproductive to do so; or the charge related to a statutory
charge that cannot be changed.
·
As the contract for the Pest Control Service had only recently been
renewed, Officers intended to retain the current charges.
·
That the information, when presented next year, would be separated
out to indicate what are discretionary and what are statutory charges. · That Officers would circulate a copy of the comparisons with other Local Authorities in terms of their fees and charges.
RESOLVED That:
1.
The proposed fees and charges for 2017/18 as set out in detail in
Appendix A to the report of the Director of Finance and Business
Improvement be approved.
2.
The fees and charges set by the government for 2017/18, as detailed
in Appendix A to the report of the Director of Finance and Business
Improvement, be noted.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
EXCLUSION OF THE PUBLIC FROM THE MEETING RESOLVED: That the public be excluded from the meeting for the following items of business because of the likely disclosure of exempt information for the reason specified, having applied the public interest test:-
Head of Schedule 12 A and Brief Description
Minutes: RESOLVED: That the public be excluded from the meeting for the following items of business because of the likely disclosure of exempt information for the reason specified having applied the Public Interest Test:
Head of Schedule 12A and
Brief Description Report of the Head of Commercial Paragraph 3 – Information re and Economic Development - business/financial affairs Property Acquisitions – Brunswick Street Redevelopment
Report of the Head of Housing and Paragraph 3 – Information re Community Services – Service business/financial affairs Level Agreements Review and Grant Budgets
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Additional documents:
Decision: That:
1.
The draft Heads of Terms, as set out in Appendix 2 to the exempt
report of the Head of Regeneration and Economic Development for the
freehold acquisition of the premises detailed be agreed.
2.
The Director of Finance and Business Improvement be granted delegated authority to conclude
negotiations with the owners regarding the acquisition of both
sites.
3.
The Director of Finance and Business Improvement be granted delegated authority to commence and
conclude negotiations with the tenants regarding the early
surrender of the lease.
4.
The Head of Mid Kent Legal Services be authorised to complete the
documentation required for the purchases and early surrender of the
lease as agreed by the Director of Finance and Business
Improvement.
5.
The acquisition costs related to the development of the Brunswick
Street car park site be funded from
approved resources within the Housing Investments Capital
Programme. Minutes: Members considered the
exempt report of the Head of Commercial and Economic Development on
the Property Acquisition for Brunswick Street redevelopment.
The committee was informed that further negotiation would be required with the current tenant of one of the sites to agree to an early surrender of the lease if possible.
RESOLVED That:
1.
The draft Heads of Terms, as set out in Appendix 2 to the exempt
report of the Head of Regeneration and Economic Development, for
the freehold acquisition of the premises detailed be agreed.
2.
The Director of Finance and Business Improvement be granted delegated authority to conclude
negotiations with the owners regarding the acquisition of both
sites.
3.
The Director of Finance and Business Improvement be granted delegated authority to commence and
conclude negotiations with the tenants regarding the early
surrender of the lease.
4.
The Head of Mid Kent Legal Services be authorised to complete the
documentation required for the purchases and early surrender of the
lease as agreed by the Director of Finance and Business
Improvement.
5.
The acquisition costs related to the development of the Brunswick
Street car park site be funded from
approved resources within the Housing Investments Capital
Programme. |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Report of the Head of Housing and Community Services - Service Level Agreements Review and Grant Budgets
Additional documents:
Decision: That Option B as set out in paragraphs 3.3 to 3.8 (with the exclusion of paragraph 3.6) in the exempt report of the Head of Housing and Community Services, for funding post April 2017 grants to external organisations under Service Level Agreements with the Council be adopted. Minutes: The Committee considered the exempt report of the Head of Housing and Community Services on Service Level Agreements – Review and Grant Budgets.
The Chairman, Councillor Mrs Ring, having declared an interest in this item left the room and Councillor D Mortimer took the chair.
The Director of Finance and Business Improvement informed the committee that the Council had provided financial support for external organisations in order to deliver services on the Council’s behalf or to supplement those provided directly by the Council. The total budget for that support amounted to £300,000.
The Council was
undertaking a review of all expenditure as part of its Efficiency
Plan as it needed to find £4m savings over the next five
years.
During the discussion Members raised the following points:-
·
If the funding was cut to some of the smaller charities, it could
be the difference that prevents them from carrying on.
·
That robust SLAs should be put in place with particular emphasis on
performance, value for money and a definition of what the residents
of Maidstone should be getting from that particular
organisation. This would help inform
the decision on how the organisations’ grants should be cut
year on year.
·
That an analysis should be carried out which looked at what the
organisation did for the Council and what impact it would have if
they did not continue to carry out the service. · In response to a question from the committee, the Director of Regeneration and Place explained that the proposed Maidstone Borough Council lottery was not material to this decision. This was because this idea was at an early stage, and no decision had yet been made to go ahead with this proposal.
RESOLVED: That Option B as set out in paragraphs 3.3 to 3.8
(with the exclusion of paragraph 3.6) in the exempt report of the
Head of Housing and Community Services, for funding post April 2017
grants to external organisations under Service Level Agreements
with the Council be adopted.
|
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Duration of Meeting Minutes: 6.30 p.m. to 9.30 p.m.
|