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Agenda and draft minutes

Cabinet Advisory Panel A
Monday 21 January 2019 7.00 pm

Venue: Council Chamber, Civic Centre, Home Gardens, Dartford, Kent, DA1 1DR

Contact: Email: memberservices@dartford.gov.uk 

Items
No. Item

1.

Apologies for Absence and Other Attendees

Minutes:

Apologies for absence were received from Councillors Brown, Cutler, Kaini,

M B Kelly and Read.

 

Councillor McLean attended as a substitute member for Councillor Kelly.

 

The Chairman welcomed the Leader of the Council, Councillor J A Kite, to the meeting and was sure that the Cabinet Advisory Panel would find his views on the matters under consideration helpful.

2.

Urgent Items

Minutes:

There were no urgent items.

3.

Items Reserved for Debate and Change of the Order of Business contained in the Agenda

Minutes:

The Chairman advised that the following agenda item had been drawn down for debate:

 

 

A.    Award of Waste Collection and Street Cleaning Services Contract 2019 to 2024 – Exempt Appendix A

 

 

Accordingly, Members endorsed the Officer recommendations in respect of the following items:

 

9. National Non-Domestic Discretionary Rate Relief 2019/20

 

10. Write-Off of National Non-Domestic Dates

 

11. Council Tax Discounts for Empty and Uninhabitable Dwellings and Empty Premium

 

12. Street Naming and Numbering – Lowfield Street

 

13. Housing Annual Report for Tenants and Leaseholders 2018

 

14. Calendar of Meetings of the General Assembly of the Council, cabinet, Committees and Boards

 

15. Minutes of the Policy Overview Committee meeting on 11 December 2018

 

B.     Write-Off of National Non-Domestic Rates – Exempt Appendix A

 

 

The Chairman said that he understood that there could be considerable discussion of agenda item 7, Award of the Contract for Waste Collection and Street Cleaning Services Contract 2019 to 2024 and that he proposed to take this item at the same time as Item A, the Exempt Appendix to the item 7. It would therefore be necessary for the Advisory Panel to resolve to move into closed session in order to allow a full discussion of matters relating to the tendering of the contract that could not be taken in public session as they affected the financial affairs of the authority and could not be publicly disclosed.

 

In order to dispose of business as efficiently as possible he had therefore decided to change the order of items on the agenda to take item 8, Consultation on Sevenoaks’ Proposed Submission Local Plan, ahead of item 7, whilst the Advisory Panel was still in open session.

4.

Declarations of Interest on Items Reserved for Debate Only

To receive declarations of interest from Members including the terms(s) of the Grant of Dispensation (if any) by the Audit Board or Managing Director.

Minutes:

There were no declarations of interests in respect of items in Part A of the agenda or the item drawn down for debate.

5.

References from Committees

None at this stage.

Minutes:

There were no references from other committees.

6.

Consultation on Sevenoaks' Proposed Submission Local Plan pdf icon PDF 75 KB

Summary:

 

Sevenoaks District Council has consulted the Council on the proposed submission version of the Sevenoaks Local Plan. An earlier consultation included potential proposals for large scale residential development at Fawkham/Hartley and at Pedham Place, Swanley. The results of the earlier consultation have been taken into account and parts of the Plan have been amended by Sevenoaks District Council. The Council’s proposed response to the consultation is set out in Appendix C to the report.

 

Recommendation:

 

That the Council’s response to the Sevenoaks Proposed Submission Local Plan, set out in Appendix C to the report, be endorsed.

Additional documents:

Minutes:

The Senior Policy Planner presented the Council’s response to the public consultation being carried out by Sevenoaks District Council from 18 December 2018 to 3 February 2019 on its Proposed Submission Local Plan. This was the latest stage of consultation on the proposed Local Plan following earlier consultations on which Dartford had submitted officer level comments, as a result of which, some aspects of the Local Plan had been altered. Notably proposals for large scale residential development at Fawkham and Hartley had been removed but the proposal for residential development at Pedham Place remained as a broad location for development. There was still work to be done by Sevenoaks Council on this site and further details would come forward when the Plan is reviewed in five years’ time. The Council understood the pressures and constraints faced by Sevenoaks in terms of meeting its housing needs given the extensive designations of Green Belt land and Areas of Outstanding Natural but also felt that it was essential that any large scale releases of land in the Green Belt would be informed by the potential impacts on the wider road network and was supported by appropriate infrastructure. There were also concerns about the loss of Oasis Academy as a school site, given the likely need to re-provide a school in the same area, and the lack of an Infrastructure Delivery Plan.  The Council’s proposed response to the consultation was set out in Appendix C to the report.

 

Members welcomed the comments about the impact of the loss of the Oasis Academy as a school and  the Cabinet Advisory Panel endorsed the recommendations contained in the report.

 

7.

Exclusion of the Press and Public

Minutes:

            RESOLVED:

 

That under section 100A(4) of the Local Government Act 1972 (as amended) the press and public be excluded from the meeting during consideration of Appendix A to Agenda item 7, Award of Waste Collection and Street Cleaning Services Contract 2019 to 2024, on the grounds that this would involve the likely disclosure of exempt information.

8.

Award of Waste Collection and Street Cleaning Contract 2019 to 2024 pdf icon PDF 823 KB

This item is ‘to follow’.

Minutes:

The Cabinet Advisory Panel considered a report which provided details of the tender procurement process for the Waste Collection and Street Cleaning Services Contract for 2019 to 2024 following the end of the Council’s current contract on 30 June 2019. The services included in the contract were refuse, recycling, garden waste, bulky waste and medical waste collections, the provision of wheeled bins, street cleaning, litter and dog bin emptying, and illegal dumping clearance. Refuse would continue to be collected weekly and recycling and garden waste fortnightly, which had been supported by resident’s responses to the Third Big Bin Vote consultation. A full procurement exercise had been undertaken, following European Union Procurement rules. Twenty two expressions of interest were originally received but only two full bids had been submitted by the closing date. The Council’s current contractor, Amey LG Ltd, had dropped out of the procurement process part way citing a business restructuring. The two tenders received, from FCC Environment Ltd and Urbaser SA, had been fully evaluated by applying financial and quality criteria.

 

The Waste and Recycling Manager provided further details of the tender process and the rationale for the recommendation to the Cabinet on the award of the contract to the preferred contractor. He explained that the world had moved on since the award of the previous contract in 2005 and that there was more flexibility in terms of the conditions that could now be included in contracts, the incentives for performance and penalties that could be applied for under-performance. The preferred contractor had been able to demonstrate its commitment to improvement, provision of real-time information and management processes as well as a commitment to services and staff.

 

The Leader of the Council also addressed the Cabinet Advisory Panel and provided his perspective on the procurement process and the Council’s commitment to maintain and improve on the current levels of performance. He reminded Members that the existing levels of performance were extremely high and that Dartford remained one of only two councils in Kent to retain weekly bin collections. As recently as October 2018, 97.8% of bins were collected on the day scheduled for collection rising to over 99% of bins being collected the following day. He expected the new contract to continue to deliver outstanding performance and also to benefit from technological changes and innovative practices, which were not available when the previous contract had been awarded, but were on offer from the preferred contractor, and the delivery of additional services to benefit residents and the local environment.

 

Members thanked the Waste and Recycling Manager for his detailed response to their questions and the Cabinet Advisory Panel endorsed the recommendations contained in the report.

 

9.

National Non-Domestic Discretionary Rate Relief 2019/20 pdf icon PDF 76 KB

Summary:

 

To consider granting discretionary rate relief to ratepayers who have made applications, or who are expected to make an application, before 1 March 2019 in respect of 2019/20.

 

To receive an update on the local discretionary business rate relief scheme and to approve the proposed approach for implementation of the Retail Discount for 2019/20 and 2020/21.

 

Recommendations:

 

1.  That the maximum level of discretionary rate relief for 2019/20 for the organisations listed in Appendix A to the report be determined in accordance with the detailed recommendations set out in Appendix A to the report;

 

2.  That the estimated level of discretionary Business Rates Relief to be awarded in 2019/20 set out in paragraph 3.26 of the report be noted; and

 

3.  That the Business Rates Retail Discount Guidelines contained in Appendix E to the report be approved.

Additional documents:

Minutes:

The Cabinet Advisory Panel endorsed the recommendations contained in the report.

 

10.

Write-Off of National Non-Domestic Rates pdf icon PDF 58 KB

Summary:

 

To consider writing-off National Non-Domestic Rate debts where it has not been possible to obtain payment because of insolvency, because the ratepayer cannot be traced or where the debt is otherwise irrecoverable.

 

Recommendation:

 

That the sums shown in exempt Appendix A to the report amounting to £160,261.30 be written off as uncollectable.

Minutes:

The Cabinet Advisory Panel endorsed the recommendations contained in the report

 

11.

Council Tax Discounts for Empty and Uninhabitable Dwellings and Empty Premium pdf icon PDF 64 KB

Summary:

 

To consider the level of Council Tax discount for unoccupied and unfurnished dwellings, and dwellings undergoing or requiring major structural repair, and increasing the premium on dwellings that are long term empty (unoccupied and unfurnished for more than 2 years).

 

Recommendations:

 

1.  That the Council Tax discount for unoccupied and unfurnished dwellings be reduced from 100% for three months to 100% for two months;

 

2.  That the Council Tax discount for unoccupied dwellings undergoing or requiring major structural repair be reduced from 100% for 12 months to 0% for 12 months; and

 

3.  That the additional charge for dwellings that are unoccupied and unfurnished for 2 years or more be increased from 50% to 100%.  

Minutes:

The Cabinet Advisory Panel endorsed the recommendations contained in the report.   

 

12.

Street Naming and Numbering - Lowfield Street pdf icon PDF 50 KB

Summary:

 

To consider and approve five new road names for the development at Lowfield Street.

 

Recommendation:

 

That the Cabinet approve Brewers, Carnegie, Festival, Imperial and Truman as the five new road names for the Lowfield Street development.

 

 

Additional documents:

Minutes:

The Cabinet Advisory Panel endorsed the recommendations contained in the report.

13.

Housing Annual Report for Tenants and Leaseholders 2018 pdf icon PDF 49 KB

Summary:

 

To consider and approve the seventh Housing Annual Report for Tenants and Leaseholders for 2018 that has been developed in consultation with the Dartford Borough Resident’s Forum (DBRF).

 

Recommendation:

 

That the draft Housing Annual Report for Tenants and Leaseholders 2018, attached at Appendix A to the report, be approved.

Additional documents:

Minutes:

The Cabinet Advisory Panel endorsed the recommendations contained in the report.

 

14.

Calendar of Meetings of the General Assembly of the Council, Cabinet, Committees and Boards pdf icon PDF 44 KB

Summary:

 

To seek Members’ views on the proposed calendar of meetings for 2019/20 and the provisional calendar for 2020/21.

 

Recommendation:

 

That the proposed calendar of meetings for 2019/20 and the provisional calendar of meetings for 2020/21 be submitted to the Annual Meeting of the Council for approval.

Additional documents:

Minutes:

The Cabinet Advisory Panel endorsed the recommendations contained in the report.

 

15.

Minutes of the Policy Overview Committee meeting on 11 December 2018 pdf icon PDF 140 KB

Summary:

 

To receive the minutes of the Policy Overview Committee held on 11 December 2018.

 

Recommendation:

 

That the minutes of the Policy Overview Committee held on 11 December 2018 be noted.

Minutes:

The Cabinet Advisory Panel received the minutes of the Policy Overview Committee  held on 11 December 2018.

 

 

16.

Award of Refuse Collection and Street Cleansing Contract 2019 to 2024 - Exempt Appendix A
(Exempt Category SO46(1)(b)

This item is ‘to follow’.

Minutes:

Following consideration of the main report (minute 8 refers), the contents of the exempt appendix were noted.

17.

Write-off of National Non-Domestic Rates - Exempt Appendix A
(Exempt Category SO46(1)(b)

Minutes:

Members noted the contents of this exempt appendix.