Agenda and minutes

An apology for absence was received from Councillor Adrian Gulvin (Resources).

The record of the meeting held on 16 January 2018 was agreed and signed by the Leader as a correct record.  

Disclosable pecuniary interests

There were none.

Other significant interests

There were none.

Other interests

Councillor Filmer stated that in relation to agenda item 10 (Deangate Ridge), he had resigned as a Director of Medway Norse on 5 February 2018. He further stated that he had not been remunerated, had not received any expenses and had not been involved in the day to day running of Medway Norse. His role as a Director was to oversee the Council’s 50% interest in the Joint Venture.

Background:

This report detailed the revenue budget forecasts as at the end of quarter 3 (December 2017). The report noted that, after management action, the forecast outturn for 2017/18 was a potential overspend of £653,000, with an expectation that this figure would be reduced further as the financial year progressed.

The report set out an explanation of the pressures being faced and the corrective management action proposed by directorate management teams.

Reasons

Cabinet has the responsibility to ensure effective budgetary control to contain expenditure within the approved limits set by Council.

Background:

This report presented the capital monitoring information for the third quarter of the financial year, including outturn forecasts. The approved capital programme for 2017/18, and future years, was £92.002m.

The report provided details of new schemes and virements, as set out in section 4 of the report.

Reasons

Cabinet has the responsibility to ensure effective budgetary control to contain expenditure within the approved limits set by Council.

Background:

This report provided details of the proposed Housing Revenue Account (HRA) capital and revenue budgets for 2018/2019 including rent, garage rent and service charge levels. The report gave a breakdown of the factors taken into account formulating the budgets for 2018/2019.

The report provided an update on the HRA Business Plan in accordance with the requirement to ensure the Plan met the Government’s fit for purpose criteria.

The report also stated that tenants had been informed of the proposals, as set out in section 14 of the report.

The Business Support Overview and Scrutiny Committee considered this report on 30 January 2018 and its comments were set out in an addendum report.

A Diversity Impact Assessment had been carried out on the proposed budgets, as set out in Appendix E to the report.

Reasons:

The Council is required to carry out a review of rents and notify tenants not less than 28 days prior to the proposed date of change. The Council is required under the Local Government and Housing Act 1989 to ensure that the Housing Revenue Account does not fall into a deficit position.

Background:

This report provided details of the review of the Council Plan 2016/2021 including respective key projects, key measures of success and targets to ensure the delivery of the Plan remained focused, informative and relevant.

The Business Support Overview and Scrutiny Committee had considered this report on 30 January 2018 and its comments were set out in an addendum report, which included a recommendation to add some text to the jobs, skills and employability programme.

A Diversity Impact Assessment (DIA) had been completed as part of the refresh process, as set out in Appendix B to the report.

Reasons:

To ensure the delivery of the Plan remains focused, informative and relevant.

Background:

This report presented proposals for the capital and revenue budgets for 2018/2019.

It was noted that the Cabinet had considered initial budget proposals on 21 November 2017, which had been developed in accordance with the principles set out in the Medium Term Financial Strategy (MTFS). The MTFS had identified a potential revenue shortfall of £4.101 million in 2018/2019 rising to £17.715 million by 2021/2022.

The report stated that Medway’s joint submission to pilot 100% business rate retention, in a pooled arrangement with Kent County Council, Kent Fire and Rescue Service and the twelve lower tier Kent authorities, had been one of only ten successful bids.

The report stated that the proposed revenue budget requirement of £290.052 million (as set out in Appendix 2 to the report) exceeded the estimated available resources by £49,100. However, options were being considered to address this prior to the Council’s budget setting meeting on 22 February 2018. 

The proposed capital programme for 2018/2019, incorporating existing schemes and anticipated funding allocations, was £100.466 million. An overall summary and a summary by directorate of the proposed capital programme were attached at Appendix 4 to the report.

It was noted that budget proposals had been referred to all the Overview and Scrutiny Committees for consideration. The Overview and Scrutiny Committees’ views together with the recommendations of the Business Support Overview and Scrutiny Committee (30 January 2018) were set out for Cabinet in an addendum report.

The schedule of fees and charges was set out in Appendix 6 to the report.

The report set out the requirements under equality legislation and it was noted that an overarching Diversity Impact Assessment would be included in the budget report to Full Council on 22 February 2018.

Reasons:

The constitution requires that Cabinet’s budget proposals must be forwarded to Council for consideration and approval.

The Council is required by statute to set a budget and council tax levels by 11 March each year.

Background:

This report provided details of the Council’s Treasury Management Strategy for 2018/2019. The Strategy had been prepared in line with CIPFA’s Local Authority Treasury Management Code, and set out the Council’s borrowing requirement and strategy and its strategy in respect of investments. It also provided details of the Council’s current portfolio position and set out the prudential and treasury indicators that would be used to monitor and measure treasury performance.

The Audit Committee considered this report on 9 January 2018 and its comments were set out in paragraph 6 of the report.

A Diversity Impact Assessment had been undertaken on the Treasury Management Strategy, as set out in Appendix B to the report.

Preamble

Reasons:

Cabinet has the responsibility to make recommendations to Full Council on the approval of the Council’s Treasury Management, Investment Strategy and Minimum Revenue Provision Policy Statement and has responsibility for the implementation of the Treasury Management Practices and associated schedules.

Background:

This report provided details of a proposal to close Deangate Ridge golf course on the basis of ongoing financial instability. The report also set out a proposal to begin detailed planning for the development of a new sports centre on the Hoo Peninsula to meet the modern needs of residents.

The report gave details of the annual total net budget costs for operating Deangate Ridge golf course in the past seven completed financial years and concluded that given the income generated at Deangate Ridge golf course currently compared to the running costs of the course and the national decline in golf participation, it was not possible to project a scenario where the annual net cost situation for the Council would improve materially.

The report stated that the Bowls Club would be unaffected by the proposal to close the golf course and would continue to operate from its current location. The remainder of the sports facilities at Deangate Ridge would also remain open.

A Diversity Impact Assessment had been carried out on this proposal and was set out in Appendix 1 to the report.

Councillor Filmer made representations on behalf of local residents and requested that the consideration of the matter be deferred to enable consultation with the local community.

Reasons:

Currently, there is a need for an annual Council subsidy to operate the facility against a backdrop of a decline in the number of golf participants. On this basis, it is not possible to project a time when the centre will be self-sustaining.

It is the Council’s intention to provide a modern sports centre for the Hoo Peninsula, which reflects the needs of present and future residents.

Background:

This report provided details of the in-depth Task Group review on Employment Opportunities for 18-25 Year Olds (including apprenticeships).

The report provided details of the scope of the review, including the key lines of enquiry, the methodology together with the conclusions and recommendations of the Task Group.

The Children and Young People (11 January 2018) and the Regeneration, Culture and Environment (23 January 2018) Overview and Scrutiny Committees both considered the report and their comments were set out in sections 6 and 7 of the report respectively.

A Diversity Impact Assessment had been undertaken as part of the Task Group’s work, as set out in Appendix A to the report.

Reasons:

The decisions aim to bring together the wide range of national policy initiatives and activities undertaken across the Council and with regional and local partners to develop a more cohesive and collaborative approach to ensure the intended outcomes are achieved.

This includes securing closer links between education providers and business, supporting young people in the transition from education to employment and to developing effective interventions to bring down the number young people who are not in education, employment or training (NEETS).

Background:

This report provided details of a proposal that Medway Council assumes responsibility for the discharge of Gravesham Borough Council’s HR functions as permitted under Section 101(1) of the Local Government Act 1972 which allows local authorities to delegate non-executive functions to other local authorities.

A Business Case had been prepared by officers from Gravesham and Medway to provide further information to their respective Cabinets.  A copy of the draft Medway Business Case was set out in Appendix B to the report.

The Business Support Overview and Scrutiny Committee considered these proposals on 30 January 2018 and its comments were set out in an addendum report.

Reasons:

It is anticipated that the shared service arrangement will deliver some initial savings and further opportunities to realise savings will be explored as the arrangement progresses.

Background:

This report provided details of the South Thames Gateway Building Control Partnership Business Plan for 2018/2021 and Delivery Plan.

The Business Plan, as set out in the exempt appendix, outlined how the building control function would be delivered on behalf of the partnership Councils (currently Medway, Gravesham and Swale) up until 2021 and indicated the reduced contributions for each partner. The report also provided an update on Canterbury City Council’s intention to join the Partnership on 1 April 2018. As such, the Plan included two scenarios in the financial plan to cover both a three partner and four partner arrangement.

A Diversity Impact Assessment had been undertaken on the proposal for Canterbury City Council to join the Partnership, as set out in Appendix A to the report.

Reasons:

The constitution of the Joint Committee requires approval of the Business Plan for the following year by the Cabinet of each Partner Authority.

Background:

The Cabinet accepted this report as urgent for the reasons specified in paragraph 1.4 of the report.

The Cabinet had agreed on 19 December 2017 to receive a further report on the future use of Aut Even. This report provided details of three options considered for the use of the property, namely using it as Supported Accommodation for young people in care (option 1), using it as provision for parent and child placements (option 2), and disposing of the property (option 3). It was noted that consultation would be undertaken, as set out in section 7 of the report.

A Diversity Impact Assessment had been undertaken on the proposals as set out in Appendix 1 to the report.

Reasons:

The other options explored, bar disposal of Aut Even, are not cost effective, would add ongoing revenue liabilities to the Local Authority, be potentially against best practice and not provide the best environment for the needs of the individual and/or young person.

Utilising the Aut Even building as Supported Accommodation will, in part, assist the Council to fulfil its legislative duties for Care Leavers by providing good quality accommodation which is fit for purpose and will help maintain local young people in a local resource where they can easily access leaving care services and sustain their links to the local community.

Background:

This report provided details of a proposal for the loan of £400,000 to Delce Academy to fund capital expenditure on the installation of a four classroom block of modular buildings.

The report stated that the school had requested funding from the Council on several occasions and had been refused on the basis that this was not considered a priority project when allocating limited funding for the provision of school places. However, provision of the loan would allow the school to provide the additional classroom space it required in the short term and, over the longer term, this additional capacity would become necessary for the wider area.

The report also stated that the loan would have to be made on commercial terms and at an interest rate commensurate with those available in the private sector in order to have no adverse effect on the Council’s budget and to avoid breaching ‘state aid’ rules.

Reasons:

The making of a loan to Delce Academy would allow the school to provide the additional classroom space it requires in the short term and there is little doubt that over the longer term, as Medway grows, this additional capacity will become necessary for the wider area.

Background:

This report provided details of the outcomes of the formal consultation (statutory representation) period on the Council’s proposal to enlarge the premises at Halling Primary School, by way of statutory prescribed alteration. The Cabinet had previously authorised (4 April 2017) the Director of Children and Adults Services to commence the formal consultation stage of the statutory process. This took place over a four-week period between 13 November and 10 December 2017, details of which were set out in section 4 of the report.

The report stated that there had been one response to the formal consultation. This had raised concerns about the impact of the expansion on other schools in the area. This was addressed in paragraph 5.10 of the report.

A Diversity Impact Assessment had been undertaken on the proposals, as set out in Appendix 1 to the report.

Reasons:

Where an objection has been made during formal consultation to the proposals for prescribed alterations to a School, the Cabinet must consider the objection(s) and decide whether to approve the proposals.

Approval to proceed with the proposals would ensure that the Council meets its statutory duty to provide sufficient school places.

Background:

This report provided details of consultation which sought views on proposals to delegate the administration of in-year admissions for community and voluntary controlled schools (whereby Medway Council was the admission authority) with effect from 16 April 2018.

The report stated that public consultation took place between 7 November 2017 and 18 December 2017, the outcome of which was set out in paragraph 4.1 of the report.

A Diversity Impact Assessment had been undertaken on the proposals, as set out in Appendix 2 to the report.

Reasons:

The Council is required to undertake a consultation exercise prior to such delegation. The decision takes into account the responses from consultation and, as provided for under the School Admissions Code 2014, there is no statutory requirement for the Council to co-ordinate or administer the processes. In delegating the administration of in-year admissions to community and voluntary Controlled schools, the Council will benefit from a financial saving.

Background:

This report provided details of the Adoption Agency’s Annual Report (September 2016 to September 2017). This annual report covered adoption performance during this period and provides an update on the work of the team.

This report also included information about the progress made towards Medway forming a Regional Adoption Agency (RAA) with Kent County Council and the London Borough of Bexley.

The Children and Young People Overview and Scrutiny Committee considered this report on 11 January 2018 and its comments were set out in section 6 of the report.

Reasons:

Statutory guidance requires adoption agencies to report on adoption agency activity in the last year.

Background:

This report provided details of the recent agreement by the Partners in Practice Board and the Department of Education to partner with Medway Children’s Services during the course of 2018.

The report stated that a comprehensive package of support would be provided by the Centre for Systemic Social Work practice (CfSSW), based in the original tri- borough of Westminster, Hammersmith and Fulham and Kensington and Chelsea.

Reasons:

This initiative is likely to make a significant contribution to improvements in children’s social work practice in Medway.

Background:

This report presented information on vacancies that officers had requested approval to commence recruitment for, following the process agreed by the Cabinet on 7 January 2003 (decision number 9/2003).

Details of the posts were set out within Appendix 1 to the report.

Reasons:

The posts presented to Cabinet would support the efficient running of the Council.