To agree the Minutes of the meeting of the Committee held on 12 December 2024, as a correct record

Resolved: That the Minutes of the Cabinet meeting held on 12 December 2024, be approved and signed by the Chairman as a correct record.

Any interests not already registered

There were none.

Members took the opportunity to ask questions of the Cabinet. A Member asked a question regarding the Finance & Investment Advisory Committee Minutes with reference to the Procurement Agenda Item. Through the Chairman Officers responded, and the Portfolio Holder confirmed that an open mind would be kept in relation to a Procurement Officer.

In response to a question regarding the Local Plan, The Portfolio Holder for Development & Conservation advised that it was the intention to get the Local Plan through the process as soon as possible, following the unknowns around devolution and Local Government reorganisation. The timetable otherwise known as the Local Development Scheme would be coming to the next Cabinet meeting to set out that timetable. She expressed how important it was to collectively work for the benefit of the residents so ensure they and the district is in the best possible position.

Questions were raised regarding the development of Land East of the High Street, Sevenoaks, noting that KCC had withdrawn from the project. The Portfolio Holder for Improvement & Innovation advised that KCC had not wished to proceed with the Library element of the development as it was one of the most used libraries in Kent. The project would still be coming forward to ensure the delivery of a new leisure centre, and it was now considered that the scheme would be more viable. A further question was asked regarding timescales of delivering the leisure centre, and the Portfolio Holder advised that he would confirm in writing.

In response to a question regarding staffing levels, the Chairman, and Leader advised that staffing was an operational concerns and performance indicators were regularly reported to the relevant committees. The Chairman invited the Chief Executive to address Members, who further explained that there were a number of staffing challenges across the Council and a number of areas where it was just not possible to recruit despite going out to advert numerous times. Cost of consultants in some areas were high, and in others vacancies had been held in order to try and assist in balancing the budget. Local Government reorganisation was going to have an impact on staffing but this would continue to be looked at carefully.

There were none.

The Portfolio Holder for Finance & Investment presented the report, advising that this was stage four in the 2025/26 budget setting process. At the last Cabinet meeting on 12 December there was an annual budget gap of £437,000.  Following Cabinet’s request,  Officers had looked for further savings/additional income options focused on a number of areas.  SCIAs for these items were included in appendices D&E.

There had been a number of changes since the last meeting including the Provisional Local Government Finance Settlement which had resulted in the annual budget gap increasing to £509,000.

Despite the potential changes on the horizon due to local government reorganisation, it was his opinion that it was important for the council to continue on the same track that was agreed back in September and had been followed through the Advisory Committees. Ensuring that this council remained in a strong financial position, meant continuing with the 10-year budget approach through to the Council budget setting meeting in February as this would ensure there were strong foundations in place for the journey ahead recognising that our approach may need to change.

He further advised that the Finance & Investment Advisory Committee worked through a number of budget related reports in detail including looking at the potential changes in assumptions included in the SCIAs this evening.  The Committee was supportive of the changes to Council Tax increases and Interest Receipts, but they did raise concerns regarding changes to Business Rates Retention.

If Cabinet supported all of the SCIAs listed in Appendix D, which totalled a higher amount than the current budget gap, any excess could be put into a new budget for Local Government Reorganisation.

The Chief Officer - Finance & Trading further advised of the main reasons for the changes since the last report to Cabinet in December. This included the council tax base increased by less than the assumption, the annual review of fees and charges had been completed, and the provisional Local Government Finance Settlement announcement which could still change in the final settlement expected in early February. The changes results in the annual budget gap increasing to £509,000.

The Chief Officer explained the SCIAs as set out in the appendix, which when totalled together was a higher amount than the current budget gap. Any excess could be put into a new budget for Local Government Reorganisation. If supported by Cabinet, and approved by Council a balanced 10 year budget would be achieved once again.

Members considered the report. Some concerns were expressed with the uncertainty around Local Government Reorganisation and safeguarding services in the long term. It was expressed that it was disappointing that central government were only providing a partial grant to cover the National Insurance Employers’ contribution. The Portfolio Holder took the opportunity to highlight the work that had been carried out by officers and Members to get to this position. Officers had worked extremely hard through the training of Members to enable Members to look at what was a very complex picture and  ...  view the full minutes text for item 59.

The Portfolio Holder for Finance & Investment presented the report which set out details of the calculation of the District’s tax base for council tax setting purposes.  These figures were used to determine tax rates for each of the council tax bands once the Council’s budget requirement was known. It also set out the tax base by Parish which had been provided to the Parish and Town Councils to enable the calculation of their individual precepts.  The report also advised Members of the timetable for setting the 2025/26 council tax.

The Senior Principal Accountant further advised that as part of the budget cycle the Council were required to calculate the council tax base of the district for tax setting purposes for the coming financial year and the calculation had to be approved by Cabinet and Full Council. The tax base was determined by converting all property and occupancy data to the equivalent number of band D properties and this figure was used to calculate the band D council tax charge.

This report showed that the current tax base for 2024/25 was £52,394.75  and the tax base for 2025/26 would be £53,008.33 which was an increase of 613 or 1.17% (0.78% last year). This was in part due to the introduction of the second homes premium which was already assumed in the budget as approved by members previously. However it should be noted that the target tax base growth was 730 and without the second home premium adjustment the growth would be a mere 153 (460 due to Second homes premium). This had a negative impact on the budget as mentioned in the previous report.

Collection rates had remained steady and therefore it was proposed to keep the expected collection rate at 99.4%. The increased tax base had been fed into the financial plan. Assuming an increase in band D of 2.99% (2.97% for 2024/25), just over £13.3m would be raised.

The timetable leading up to setting the council tax for 2025/26 was also included in the report. The major precepting authorities’ council taxes should be known in advance of this Council setting the tax for the whole District on 25 February 2025.

Members wished to highlight the excellent news on the high council tax collection rate and conveyed their thanks.

Public Sector Equality Duty

Members noted that consideration had been given to impacts under the public sector equality duty.

Resolved: That it be recommended to Council that

a)     The report of the Deputy Chief Executive and Chief Officer – Finance & Trading for the calculation of the Council’s tax base for the year 2025/26 be approved;

b)     Pursuant to the report of the Deputy Chief Executive and Chief Officer – Finance & Trading and in accordance with the Local Authorities (Calculation of Council Tax Base) Regulations 1992 (as amended) the amount calculated by Sevenoaks District Council as its council tax base for the whole are for the year 2025/26 shall be 53,008.33.

c)     Pursuant to the report of the Deputy Chief  ...  view the full minutes text for item 60.

The Portfolio Holder for Finance & Investment presented the report seeking Members’ approval of proposals for discretionary relief from business rates. Finance and Investment Advisory Committee had considered the same report and it was thoroughly discussed before supporting the recommendation.

The Head of Revenues and Benefits further advised that the Council required potential recipients of discretionary rate relief to submit a formal application every two years. The year 2025/26 was the start of a new two year cycle. Appendix B to the report set out the recommendations for awarding discretionary rate relief for 2025/26 to ratepayers who had submitted, or were expected to submit an application by 1 March 2025.

There were two categories eligible for rate relief, including not for profit organisations and top-up relief of 20% for charities and community amateur sports clubs as they already received 80% mandatory relief. If all recommendations were approved the total relief would be £228,865

Public Sector Equality Duty

Members noted that consideration had been given to impacts under the Public Sector Equality Duty.

Resolved: That the proposals for granting relief from business rates for 2025/26, as set out in Appendix B, be approved.

The Head of Legal and Democratic Services advised that his report set out the Council’s as set out in the report the current approach to procurement was detailed. A Procurement Strategy would be in place as soon as practicable once the Act was implemented. He further advised that the outstanding audit recommendations would also be able to be implemented at that time.  

Members considered the report noting the importance of a sound procurement process to the provision of social value, in social life and providing supporting to the local economy and ensuring that public money was spent appropriately.

Members considered the report noting the importance of procurement in social life and supporting local economy and ensuring that public money was spent appropriately.

Resolved: that the Council’s approach to procurement and to the implementation of the Procurement Act 2023 be approved.

The Portfolio Holder for Finance and Investment presented the report which set out the current financial position of the Council as at 30 November 2024 and the forecast to March 2025. The current forecast position to the end of March 2025 was an unfavourable variance of £124,000 which was an improvement from £288,000 in August’s monitoring. The Finance & Investment Advisory Committee had considered the same report and supported its recommendation to Cabinet.

The Head of Finance further advised that there had not been any significant changes since the August monitoring which showed a stable financial position. Officers continue to look at ways to reduce this further.  All significant areas of variance had been well discussed by Members  and the main reasons for the change in the forecast since the last report were an improvement in Interest receipts as the cash balances were in a healthy position and interest rates remain higher than in previous years. The inclusion of the agreed pay award which resulted in a £73,000 saving compared to the budget assumption.

In regards to the capital programme the budget for the year is £33.6m and the current forecast was £7.5m the difference due to the delay in the Bevan Place scheme as it was being re-evaluated, the approved funding facility for Quercus Housing not being required to date as well as the delay in the White Oak Residential scheme whilst a new contractor was found.

The report was considered.

Resolved: That the report be noted.

The Portfolio Holder for People & Places presented the report which set out the six monthly update from April 2024 to September 2024 on the performance of the interim leisure contract for Edenbridge and Sevenoaks Leisure Centres and Lullingstone Park golf course. The contract continued to perform extremely well and as a result a revised year two forecast was included in the report. Total usage across all sites had increased and memberships had increased at both centres. The usage at the golf course had increased during quarter two despite the poor weather. The People & Places Advisory Committee had considered the same report and received a through presentation from Everyone Active, who responded fully to any questions raised.

The Community Projects and Funding Officer further advised that Everyone Active worked closely with the Council in delivering health and wellbeing outcomes which were detailed in the report. With regards to the maintenance of the centres, regular meetings took place quarterly on a more formal basis, with the operator raising any issues on a day to day basis and the monthly monitoring meeting. The report was very positive in terms of performance and highlighted the successes.

The report was considered.

Resolved: That Everyone Active’s performance in providing leisure facilities and services for the community and visitors of Sevenoaks District for the period April to September 2024, be noted.

Resolved: That, under section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting, on the grounds that likely disclosure of exempt information is involved as defined by Schedule 12A, paragraph 3 (Information relating to the financial or business affairs of any particular person (including the authority holding that information)).

The Portfolio Holder for People & Places advised that the procurement process for the leisure operator contract for Edenbridge and Sevenoaks Leisure Centres and Lullingstone Park golf course began in March 2024 with Cabinet approval to conduct the procurement and evaluation exercise. The contract would be for five years with an option to extend for a further two years, depending on performance.

The tender specification was developed following member engagement events which were held last year.  The process was launched through an invitation to prospective bidders to engage in a competitive dialogue tender process. The procurement process had been thorough and resulted in a positive and exciting outcome with a strong credible and financially viable bid from everyone active. The People & Places Advisory Committee had considered the same report and it was thoroughly debated with questions from Members.

The Chief Officer, People and Places further expressed her thanks to all Members for their involvement especially with Meet the Bidder events which gave cross-party Members the opportunity to raise points of clarification and negotiation for reflecting the Council’s requirements. A procurement process had been undertaken in line with  a Procurement Strategy as set out at Appendix 1 of the report, and Officers also considered the findings of the audit of the Sencio contract management undertaken in May 2024.

The Sports England standard contract had been used, which was the industry standard and was adapted to reflect local needs. In addition to setting up an officer project group to manage the procurement process, in consultation with the Cabinet Member for People and Places and Cabinet Member for Finance and Investments, the Council utilised two specialist consultants to act as a “critical friend” - legal consultant, Trowers and Hamlin and leisure consultant, Max Associates. The intention was to utilise the knowledge and experience of Council officers and keep costs to a minimum; but to also seek specialist advice and guidance when and where required.

The project team prepared the tender specification which was developed in consultation with all Members as part of engagement events held on 14 and 15 May 2024 as set out in Appendix 2 of the report. The tender specification was launched through an invitation to prospective bidders to engage in a competitive dialogue tender process.

The procurement route used involved a series of structured phases of dialogue with bidders (Appendix 3). Following each phases the Council refined and clarified its specification and contact documents and bidders were asked to submit initial, interim or final tenders setting out how their proposed service delivery model would fulfil the Council’s requirements.

Following the submission of tenders, a tender assessment panel was established to evaluate the tenders and a thorough  ...  view the full minutes text for item 65.

This notice was published on 20 January 2025. The decisions contained in Minute 59, 61, 62, 63 and 64 take effect immediately. The decisions contained in Minute 65a and b take effect on Tuesday 28 January. The decisions contained in Minutes 60 and 65c are references to Council.