DARTFORD BOROUGH COUNCIL CABINET. MINUTES of the meeting of the Cabinet held on Thursday 28 July 2016 at 7.00 pm

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1 DARTFORD BOROUGH COUNCIL CABINET MINUTES of the meeting of the Cabinet held on Thursday 28 July 2016 at 7.00 pm PRESENT: Councillor J A Kite, MBE (Chairman) Councillor Mrs A D Allen, MBE Councillor P F Coleman Councillor A R Lloyd Councillor Mrs P A Thurlow 15. APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors K M Kelly and C J Shippam. 16. DECLARATIONS OF INTEREST Councillor J A Kite, MBE declared a prejudicial interest in Agenda Item 7, Princes Park Full Size Artificial Turf Pitch Replacement, as he is a Director of Dartford Football Club. 17. CONFIRMATION OF THE MINUTES OF THE MEETING HELD ON 2 JUNE 2016 That the minutes of the Cabinet meeting held on 2 June 2016 be confirmed. 18. URGENT ITEMS There were no urgent items. 19. TO RECEIVE THE MINUTES OF THE CABINET ADVISORY PANEL HELD ON 25 JULY 2016 Members noted that the Cabinet Advisory Panel meeting had been cancelled as there had been no A items on the agenda, and no B or C items had been drawn down for discussion. There were therefore no minutes to receive. 20. REFERENCE FROM POLICY OVERVIEW COMMITTEE: POLICY OVERVIEW COMMITTEE ANNUAL REPORT This report asked Members to consider the Annual Report of the Policy Overview Committee for the municipal year. That the Annual Report of the Policy Overview Committee be noted. 1

2 21. PRINCES PARK FULL SIZE ARTIFICIAL TURF PITCH REPLACEMENT Having declared a prejudicial interest Councillor J A Kite, MBE left the room and took no part in the debate or decision related to this item. Councillor A R Lloyd assumed the chair for this item. This report sought approval from Members to financially support and to commission works for the refurbishment of Princes Park Full Size Artificial Turf Pitch (Community Pitch). The Chairman noted that the pitch had been independently assessed and it had been confirmed that it required replacing. He also noted that the price quoted for its replacement compared favourably with similar pitch replacement work that had been carried out in other areas. Members questioned whether the pitch should have lasted longer but were advised by the Managing Director that it was now 10 years old and had been used heavily and maintained correctly, and that the predicted life of the surface was 10 to 15 years. He also confirmed that the replacement surface would be expected to last 10 to 15 years. In response to a question relating to the mini pitches at Princes Park the Managing Director confirmed that funding would be put aside so that their playing surfaces can also be replaced in due course. Members welcomed the use being made of the pitch and approved the proposed refurbishment. 1. That the financial support for the refurbishment of the Princes Park Full Size Artificial Turf Pitch (Community Pitch), as outlined in paragraph 4.3 of the report, be approved. 2. That the Managing Director be granted delegated authority, in consultation with the Portfolio Member for Leisure, to proceed with the appointment of contractors to deliver the refurbishment of the Princes Park Artificial Turf Pitch (Community Pitch). 22. INDEPENDENT REVIEWS OF HOMELESS DECISIONS This report sought ratification for the use of an independent reviewer to carry out reviews of the Council s homeless decisions. The Strategic Director (External Services) explained why it was necessary to use an external independent person when the Council was required to carry out a homeless decision review and said that the small size of the Housing Options and Private Sector team made it difficult to carry out reviews internally because the reviewer has to be someone who has not been involved in the original decision. She then noted that the Council had been 2

3 using an external resource since 2011 but said that, following a decision that had been made in a case that had been heard by the Court of Appeal, formal Cabinet approval was now being sought. Members endorsed the continued use of an external independent reviewer. That the contracting out of the Section 202 Housing Act 1996 (as amended) review function to Independent Reviews Ltd, be ratified. 23. STREET NAMING AND NUMBERING - NORTHFLEET WEST SUB STATION SITE & LAND AT CENTRAL ROAD This report asked Members to approve nine new road names for the first phase of the development at the Northfleet West Sub Station site and three new road names for the development of the land at Central Road. Members endorsed the twelve road names that had been proposed in the report. 1. That Ackers, Candy, Ekman, Frost, Glover, Hildefirth, Owen, Stopes and Wilson be approved as the new road names for the development of the Northfleet West Sub Station site. 2. That Alder, Samson and Sherbourne be approved as the new road names for the development of the land at Central Road. 24. CAPITAL PROGRAMME INCLUDING PRUDENTIAL INDICATORS - OUTTURN 2015/2016 This report informed Cabinet of the outturn position for the 2015/16 Capital Programme, the capital resources that were used to fund it, and those that remain available to fund future investment. The Strategic Director (Internal Services) advised that the approved Capital Programme budget for 2015/16 had been m and that the final preaudited outturn was m and noted how there had been an underspend of 757k on the Housing Revenue Account. She also highlighted how there had been a 0.99m underspend on the General Fund and said that the majority of this underspend related to the Acacia Hall, Fairfield Pool, Green Deal and Disabled Facility Grant projects. She then noted that the report would also be presented to the General Assembly of the Council in order that the proposed carry forward of 649k into 2016/17 may be agreed. The Managing Director noted that other opportunities for further capital receipts were being explored. 3

4 Members noted the Capital Programme s outturn position and the proposed carry forward of funds into 2016/ That the draft outturn for the Capital Programme for 2015/16 be noted. 2. That the draft outturn position for 2015/16 on Capital resources and the balance available to be carried forward into 2016/17 be noted. 3. That the General Assembly of the Council be asked to agree the capital budgets carried forward into 2016/17, as set out in Appendix C to the report. 4. That the outturn position on the Capital Prudential Indicators, as shown in Appendix D to the report, be noted. 25. REVENUE BUDGET MONITORING - OUTTURN 2015/16 This report informed Members of the detailed final pre-audit 2015/16 figures for the General Fund and Housing Revenue Account, including reasons for significant variances when compared to the probable outturn. The Strategic Director (Internal Services) advised that the pre-audited General Fund outturn was m and that this meant that there had been an underspend of 554k. She then noted that this underspend, together with additional business rates income, had allowed an additional 2.337m to be transferred into earmarked reserves. She then highlighted that the Housing Revenue Account (HRA) had made a surplus of 1.82m compared with the projected surplus of 88k. In response to a question relating to whether the HRA surplus could be used to pay off some of the Council s outstanding loan debt the Managing Director advised that the financial penalty for doing this would exceed the amount that would be saved by paying reduced interest on the remaining debt. Members then welcomed the underspending that had been achieved on the Council s internal services and said that residents would expect the Council to focus on making internal efficiency savings in order to protect the external services that were being delivered That the 2015/16 outturn for the General Fund and Housing Revenue Account, together with the reasons for significant variances compared to probable outturn, be noted. 4

5 26. CAPITAL PROGRAMME - MONITORING 2016/2017 This report informed Cabinet of the progress to date on the schemes in the approved Capital Programme, and reported the latest position on capital resources. The Strategic Director (Internal Services) drew Members attention to the funding gap of 508k that had been identified in the report and said that she hoped that additional capital receipts would be forthcoming during the year to bridge the gap. If not she said that other options for financing the programme would be explored, but added that commitments to spend would not be made unless the associated funding requirements can be confirmed. Members noted the predicted October 2017 completion date for the development work planned for the Acacia and asked for reassurance that the associated designs would soon be made available for Members to review and that an associated public consultation exercise would also take place. The Managing Director advised that each building was being carefully assessed and that once complete the design proposals would be made available for Member and public consideration. Members then referred to the success of the Green Deal Communities Programme and noted how 98% of the improvements that had been delivered had been signed off, and that those which still had outstanding issues were being addressed. The Managing Director made reference to the complexities associated with the project and highlighted the way that it had been effectively managed by Peter Dosad, the Head of Housing, and Paul Koster, the Housing Maintenance Manager. Members endorsed the Managing Director s comments and, having noted the efficient response that had been given to any problem raised, asked that their thanks be passed to all those involved in the programme. That the progress made to date on the 2016/17 Capital Programme be noted. 27. REVENUE BUDGET MONITORING 2016/17 This report updated Members on financial performance against the 2016/17 budget to date for the General Fund and Housing Revenue Account. That the fact that that no significant budget problems have been identified in the first three months of the financial year be noted. 28. DARTFORD FIVE YEAR HOUSING LAND SUPPLY This report provided an update of the Council s Five Year Housing Land supply 1 April 2016 to 31 March It is a requirement of the National 5

6 Planning Policy Framework (NPPF) that this land supply is updated and published annually. The Head of Regeneration noted that the land supply document had been sent out to developers and service providers for consultation and that the responses received had, in general, agreed with its content. She did however note that one developer had advised that the building rate in Eastern Quarry on their plot would be slower than that predicted, resulting in the lower delivery estimate of 5,731 homes being delivered over the 5 year period being reduced to 5,688 (43 fewer). Members asked whether the Ebbsfleet Development Corporation s (EDC) programme for the accelerated delivery of housing had been incorporated in the document. The Head of Regeneration replied that high (with intervention) and low (normal) delivery figures had been included for each site and that the increased predicted delivery resulting from EDC s accelerated programme had been included in the higher figures for those sites in the Ebbsfleet area. In response to a question the Head of Regeneration also confirmed that the figures contained within the document related to general house builds only and did not include accommodation that may need to be provided for gypsies and travellers. That the Council s Five Year Housing Land Supply for 1 April 2016 to 31 March 2021, attached at Appendix A to the report, as amended by the above minute, be noted and agreed for publication. 29. ANNUAL TREASURY REPORT 2015/2016 This report informed Cabinet of the outturn position (subject to audit) of the Council s investments and borrowing for the 2015/2016 financial year, and the outturn position of the Council s prudential indicators. The Managing Director said that he had nothing to add to the report but advised that, following the decision to leave the European Union, the Council was being more cautious when making new investments and was looking to spread any associated risk further. He noted how individual financial institutions would be assessing their own levels of exposure following the decision and said that, having spoken to a number of them, he found that they had differing views of the impact that the decision to leave the EU might have on their businesses. Members agreed that the Council should remain aware of the possible impact that the decision to leave the European Union could have on areas such as costs, staffing and contract procurement, but noted that existing legislation and regulations were still in place, and would continue to apply until legislative changes are made by Parliament. 6

7 1. That the outturn for the Council s treasury management operations for 2015/2016 be noted. 2. That the outturn for the Council s treasury indicators be noted. 30. PRINCES PARK FULL SIZE ARTIFICIAL TURF PITCH REPLACEMENT - EXEMPT APPENDIX B (EXEMPT CATEGORY SO 46 (1) (B) ANNEX 1 PARAGRAPH 3) That, following discussion of the main report (minute 21), the appendix be noted. The meeting closed at 7.30 pm Councillor J A Kite, MBE CHAIRMAN 7