The Chairman explained that the meeting would be conducted in accordance with the Local Authorities and Police and Crime Panel (Coronavirus) (Flexibility of Local Authority Police and Crime Panel Meetings) (England and Wales) Regulations 2020 No. 392.

In welcoming all Members and members of the public, the Chairman explained which Swale Borough Council officers were in attendance.

To approve the Minutes of the Meeting held on 12 August 2020 (Minute Nos. 36 - 43) as a correct record.

The Minutes of the Meeting held on 12 August 2020 (Minute Nos. 36 – 43) were taken as read, approved and signed by the Chairman as a correct record.

Councillors should not act or take decisions in order to gain financial or other material benefits for themselves or their spouse, civil partner or person with whom they are living with as a spouse or civil partner.  They must declare and resolve any interests and relationships.

The Chairman will ask Members if they have any interests to declare in respect of items on this agenda, under the following headings:

(a)          Disclosable Pecuniary Interests (DPI) under the Localism Act 2011.  The nature as well as the existence of any such interest must be declared.  After declaring a DPI, the Member must leave the meeting and not take part in the discussion or vote.  This applies even if there is provision for public speaking.

(b)          Disclosable Non Pecuniary (DNPI) under the Code of Conduct adopted by the Council in May 2012.  The nature as well as the existence of any such interest must be declared.  After declaring a DNPI interest, the Member may stay, speak and vote on the matter.

(c)          Where it is possible that a fair-minded and informed observer, having considered the facts would conclude that there was a real possibility that the Member might be predetermined or biased the Member should declare their predetermination or bias and then leave the meeting while that item is considered.

Advice to Members:  If any Councillor has any doubt about the existence or nature of any DPI or DNPI which he/she may have in any item on this agenda, he/she should seek advice from the Monitoring Officer, the Head of Legal or from other Solicitors in Legal Services as early as possible, and in advance of the Meeting.

Councillor Elliott Jayes declared a Disclosable Non-Pecuniary Interest in respect of Item 5, Financial Management Report.  Councillor Jayes was the Treasurer and Trustee of Thistle Hill Community Centre which was included in the report in Table 9 – 2020/21 Allocations from Funds.

The Director of Regeneration, the Cabinet Member for Economy and Property and the Sittingbourne Town Centre Scheme Manager have been invited to attend for this item.

A paper which Members will be referring to at the meeting was added on 20 October 2020.

The Chairman welcomed the Director of Regeneration, the Cabinet Member for Economy and Property and the Sittingbourne Town Centre Scheme Manager to the Meeting.  The Chairman referred to the tabled update for this item, which had previously been emailed to Members and added to the online agenda.

The Cabinet Member for Economy and Property gave an update and reported that sections 1 and 2 of the Bourne Place Leisure Development had reached practical completion, and the development had moved from phase 1 (construction) to phase 2 (fit-out and operational).  Tenants were now fitting-out their units, and some were trading.  She said that fitting-out of the bowling alley was progressing well, and seating had been installed in the cinema.  Sentado Lounge restaurant, situated under the hotel, had opened last week.  Savills continued to market the two remaining units, which had been a challenge during the Covid-19 pandemic and the economic downturn.  The Cabinet Member said that the totems had been installed and these would be used for wayfinding.  There was an ongoing issue with the concrete slab in the Princes Street Retail Park and efforts were being made to find the least disruptive solution to the problem.

Members were invited to comment and ask questions.  A summary of the topics raised, and answers given are set-out below.

Page 1 of the tabled update

A Member referred to the two-year rent guarantee period, and the Chief Financial Officer explained that it was not possible to go into detail as there were different levels of rent, and he invited the Member to speak privately to him regarding this matter.  The Member also asked about the edge protection around Spring Street car park and the Cabinet Member for Economy and Property confirmed that there was a difference in height and measures would be taken to rectify this.  The Member also requested an update on the longstanding issue of the Vodafone cabling.  The Sittingbourne Town Centre Scheme Manager explained that although Spirit of Sittingbourne (SoS) were chasing this, he did not have an update on this issue.  He advised that the work that needed to be carried out was contained within the highway, and not within the leisure area.

A Member considered the High Street/Station Street junction was dangerous, with a blind sport.  In response, the Sittingbourne Town Centre Scheme Manager advised that this had been reported to Kent County Council (KCC) in the road safety audit.  A sign had now been installed, and the Head of Highway Development at KCC had said they would monitor the situation before the final certificate was signed-off.  Another Member considered there should be road markings at this location in Station Street.   The Sittingbourne Town Centre Scheme Manager explained that the road layout had gone through the KCC technical process and audit, and they had been satisfied with the road layout and markings.

A Member asked whether there were plans to address traffic congestion in the town centre?  The Cabinet Member for Economy and Property said that  ...  view the full minutes text for item 201.

The Committee is asked to consider the Financial Management Report – First Quarter 2020/21.

The Chairman welcomed the Leader and Cabinet Member for Finance and the Chief Financial Officer to the meeting.

The Leader introduced the report which set-out the revenue and capital projected outturn position for 2020/21 as at the end of June 2020.  He reminded Members that this had been considered by Cabinet on 23 September 2020 and explained that there had been some updates since then.  The Leader said that the report outlined projections and the likely cost of the Covid-19 pandemic to the agreed budget and the likely overspend over the year.  An overspend of £4.1m was predicted in April 2020, by the end of June 2020 with the combination of the Projected Variance set-out in Table 1 and the under-recovery of Business Rates and Council Tax, the Covid-19 impact had been brought to £3,290,000, and after Government Funds this resulted in a projected over spend of £1.225m.  Grants to Faversham Pools and Swale Community Leisure, plus Government funding for lost income from fees and charges resulting in a revised projected overspend of £700,000.  He reminded Members that these were projections, with the unknown nature of Covid-19 to consider.  The Leader said that August 2020 had shown a rise in the impact of Covid-19, with a projected overspend increased to £860,000, and he acknowledged that there were difficult times ahead.

Members were invited to ask questions and comment on pages 5 to 14 of the report.

A Member offered his thanks to the Chief Financial Officer and his staff for looking after the Borough in these difficult times.  The Chief Financial Officer acknowledged his comments and said that he would pass them onto his staff.  The Chairman extended his thanks to all staff.

A Member sought clarification on paragraph 3.13 on the £50,000 for Swale Community Leisure (SCL).  The Leader explained that SCL was the go-between for the Council and SERCO, and the Chief Financial Officer added that the wording in the report should really reflect that they had needed the financial support from the Council.

A Member sought clarification on paragraph 3.12 in the report and requested a more detailed breakdown of what the identified £1.5m of earmarked reserves were.  The Chief Financial Officer explained that this was General Fund money, plus general reserve funds.  He said that over the years, two very large reserves had been built-up and there was an underspend, and it was agreed policy that this went to a reserve fund.  There was also payment from KCC to fund additional posts in revenue and benefits.  The reserves had not been drawn down, so that meant it could be reduced as it was far too large.  The Chief Financial Officer agreed to forward further information to Members.

A Member asked if the £521,000 variance in Housing, in Table 8 at Appendix I was for the year or a quarterly figure?  The Leader said that this figure was a projection for the year, and was a very conservative figure.

A Member asked whether there were likely to  ...  view the full minutes text for item 202.

The Committee is asked to consider the Forward Plan with a view to identifying possible items for pre-decision scrutiny.

The Chairman invited Members to go through the Forward Plan page-by-page.

There was some discussion on looking at the Swale House Refurbishment.  Members noted that the item was on the Forward Plan twice, in December 2020 as an update on progress, and in February 2021 when a business case was to be presented to Cabinet.  Members agreed that the review on this should commence at the 13 January 2021 Scrutiny Committee meeting.

Members were concerned that Beach Huts were no longer on the Forward Plan and wanted to know why this was.

Resolved:

(1)      That the Forward Plan be noted.

(2)      That the Swale House Refurbishment be considered by the Scrutiny Committee at their meeting on 13 January 2021.