To agree minutes of the meeting of the Advisory Committee held on 26 November 2024, as a correct record.

Resolved: That the Minutes from the meeting held on the 26 November 2024 be approved and signed by the Chairman as a correct record.

Any declarations not already registered.

There were none.

The Chief Officer for Customer and Resources confirmed the action was being investigated as part of the wider actions from the Task and Finish group.

The Portfolio Holder updated the Committee on key areas within his Portfolio, which included 27-37 High Street, Swanley (also known as Meeting Point)  being shortlisted for an award from the Royal Institute of British Architects. He congratulated the Economic and Development Team who had been shortlisted for small team of the year from the Local Government Chronicle, demonstrating their work supporting businesses locally. The Council had also been advised of the share of the UK Shared Prosperity Fund.

The planning applications for both the Otford Road Business Park and White Oak Residential Scheme had been submitted and were waiting validation. The White Oak Leisure Centre solar panels were progressing well and it was expected that they would be fully commissioned by the end of March.

Work was continuing on the IT systems and AI, with a grant from government of £15,000. Customer satisfaction across customer services across the council was 84%.

Members asked questions around solar panels on the Council Building, and were advised that with Local Government Reorganisation investing too much in the council offices could be a risk, but other opportunities for decarbonisation was still being looked into. Members further discussed opportunities around solar panels and InShape.  

There were none.

The Head of Information and Customer Solutions presented the report which set out the progress of the Customer Insights Team who were delivering digital transformation. Between 2019 and 2023, and increase in customer demand was seen, which had been sustained across the Council and in the Customer Service Team alone, it was an increase of 33%. In 2021 a new digital strategy was produced which was committed to providing more online services for customers that were willing and were able to self-serve.

The Council has observed a 5% decline in telephone inquiries, which traditionally constituted the highest volume of contact from residents. This reduction is attributed to the expansion of digital transaction options, allowing more residents to engage with services online. As a result, the Council now offers 83 different digital forms, improving accessibility and convenience for users.

Decision-making regarding digital transformation was guided by customer data, ensuring that services with the highest demand were prioritised for online availability. For example, refuse-related services, which generated substantial contact volumes, had been heavily featured on the website to streamline interactions. This focus had led to a 65% increase in online form submissions over the past year, reflecting a growing preference for digital engagement.

While telephone enquires had decreased, the Council continued to monitor customer satisfaction levels, which remained steady at 85% in 2024—indicating that residents were generally pleased with the service received.

Looking forward, the Council planned to expand digital services by continuing to use data-driven decision-making to identify opportunities for improvement. Additionally, it was acknowledged the rapidly evolving landscape of artificial intelligence (AI) and was exploring its potential benefits for service delivery, whilst remains cautious about data security, recognising the need to address emerging challenges in this space.

Members considered the report, discussing the use of AI including web chat on the website and frequently used forms.

Resolved: That the report be noted.

Members considered the report updated Members on the Council’s work exploring the opportunity of establishing a network of drone charging hubs across the district. Done technology was rapidly evolving, and could bring about significant benefits to local residents and businesses. The benefits were set out within the report and exploratory discussions were still ongoing, but some suitable sites for the possible location of some charging points had been identified. Further due diligence would need to be undertaken should any site be requested to progress further.

Members considered the report with a focus on air traffic and drone operations. A concern raised included that air traffic in the region extended beyond Biggin Hill, including flights from Redhill and various other sources such as police helicopters, air ambulances, and private aircraft. Airspace regulation fell under the Civil Aviation Authority (CAA) and National Air Traffic Services and so Local authorities did not have control over air protection zones. There were regulations which dictated where drones could fly, ensuring compliance with existing aviation guidelines.

Members also gave consideration to safety, and the environmental and quality of life impact including noise pollution, potential harm to birdlife, hand preventing environmental contamination from drone related infrastructure. Members considered that the technology would become more prevent, and local authorities would need to adopt to its growing presence, and development of clearer guidance on the interaction between drones and traditional aviation.

Resolved: That the report be noted.

Members considered the work plan.

The Regeneration Development Project Manager presented the report which advised that the Council had identified the opportunity to regenerate the Land to the East of Sevenoaks High Street. Feasibility work and due diligence studies had been undertaken to explore the potential redevelopment options for the site.

Council had approved a development approach to deliver a mixed-use scheme in collaboration with Kent County Council (KCC) and to establish an appropriate special purpose vehicle and other arrangements between the two Councils and a Strategic Development Partner(s) in July 2024.

Following KCC’s decision to no longer be a partner in the scheme, the project and initial scheme concept proposal was revised. It was important to note that KCC had committed to retaining the library and gallery in its existing form and location. Various alternative scheme concept scenarios had been tested by the Councils’ appointed consultants, which excluded KCC’s land and took into account feedback received from the public engagement exercises undertaken in April 2024.

The revisions suggested that a scheme scaled back to include a new, modern, fit-for-purpose and energy efficient leisure centre, new residential homes and public realm improvements remained viable and could be delivered. These revisions would result in a new development programme and new delivery approach which incurred additional set-up costs for the Council.

The Council’s imperative remained to re-provide the Sevenoaks leisure centre and improve the public realm to include a link between the High Street and Knole Park.

It was highlighted that the project was in the very early stage of testing the vision and early concept ideas for the site. Implementing sustainability measures, improving the environment, and delivering quality were key principals for the redevelopment of the site going forward. There was still a great appetite and interest in the project from potential development partners based on recent feedback received via soft market testing that had been undertaken.

This project represented a significant opportunity to create a high-quality mixed-use development that would enhance Sevenoaks Town Centre as a whole and provide an opportunity for creating a legacy for the benefit of the local community.

Officers sought approval to progress with the new revised scheme option and delivery structure in order to start the procurement process for the appointment of the Strategic Development Partner(s).

Members considered the report.

Resolved: That, under section 100A (4) of the Local Government Act 1972, the public be excluded from the meeting when considering Appendices C and D of Agenda Item 10, 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)).

Members asked questions of clarification and Members considered the objectives of the development, as well as noting a key objective of delivering a brand new leisure centre. Discussion centred on, design, timelines, delivery partners, and the bus station. Some Members raised concern regarding the procurement exercise and their aspiration for a Development Partner to  ...  view the full minutes text for item 37.