Agenda and draft minutes

Cabinet Advisory Panel A - Monday 7 December 2020 5.00 pm

Venue: Virtual Meetings - This meeting will be held virtually. Details of how to access the meeting on YouTube are contained in the meeting page, along with the agenda and papers.. View directions

Contact: Email: memberservices@dartford.gov.uk 

Note: This meeting may be viewed on YouTube by highlighting and opening the following link: https://youtu.be/7pvQWXdIYO4 

Items
No. Item

1.

Apologies for Absence

Minutes:

The Chairman announced that Ian Armitt had resigned from the Council and would not be attending the meeting. He thanked Councillor Armitt for his assistance as the Vice-Chairman of the Advisory Panel.

 

Apologies  for absence were received from Councillors Canham, Edie, Maddison and  L J Reynolds.

 

Councillor Oakley-Dow attended the meeting as a substitute member in place of Councillor Edie.

2.

Items Reserved for Debate

Minutes:

The Chairman advised that no items from Parts B, C and D of the agenda had been drawn down for debate.

 

However he had been advised that a Member wished to seek clarification on some matters relating to agenda item 10 (Information Technology Resilience Arrangements).

 

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

 

10

Information Technology Resilience Arrangements 

11

Financial Contributions to Parishes and Town Councils 2021/22

12

Local Scheme of Support for Council Tax

13

Revenue Budget Monitoring 2020/21 – Projected Outturn and 2021/22 Budget Process

14

Capital Budget Monitoring 2020/21 – Progress and Projected Outturn

15

Delegated Decision under SO38: Local Restrictions Support Grants (Closed) and Additional Restrictions Grants

16

Minutes of the meeting of the Strategic Housing Board held on 14 October 2020

A

Exempt Appendix A – Phases 1A and 2 Dartford Town Centre Regeneration [Main report is contained in part A of the agenda]

 

3.

Declarations of Interest

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

Minutes:

There were no declarations of interests in items contained in Part A of the agenda and no items had been drawn down for debate from the remaining Parts of the agenda.

4.

Urgent Items

The Chairman will announce his decision as to whether there are any urgent items and their position on the agenda.

Minutes:

There were no urgent items.

5.

References from Committees

None at this stage.

Minutes:

There were no references from other committees.

6.

Community Infrastructure Levy: Funding Review 2020 pdf icon PDF 162 KB

Summary:

 

To consider a report which sets out an update of the Indicative 5-Year Delivery Programme of potential infrastructure projects that could be supported by funding secured through Dartford’s Community Infrastructure Levy (CIL).  It also sets out the progress that has been made over the past year with regard to projects within Dartford’s Infrastructure Delivery Plan (IDP), CIL receipts and a prospective mechanism that would enable the release of CIL retained for unparished areas to fund locally focused projects.

 

Recommendations:

 

1.    That the Indicative 5-Year Delivery Programme as set out in Appendix C to the report, be agreed as a basis for ongoing liaison with the relevant infrastructure providers and further development of the identified schemes;

2. That, once individual projects within the Indicative 5-Year Delivery Programme are sufficiently progressed to demonstrate they are deliverable, further reports be submitted to Cabinet for decisions on the release of CIL funding contributions towards them;

  3.  That delegated authority be granted to the Head of Planning Services to publish the Infrastructure Funding Statement, in accordance with Government guidance, incorporating the CIL monitoring shown in     Appendix A to the report; and

4.    That the work on developing governance arrangements to enable the release of CIL funds retained for unparished areas is noted and that the conclusion of this work will be the subject of a further report to Cabinet for approval.

Additional documents:

Minutes:

The Senior Infrastructure Planner presented a report which provided an update of the Indicative 5-Year Delivery Programme of potential infrastructure projects that could be supported by funding secured through Dartford’s Community Infrastructure Levy (CIL).  The report also detailed the progress that had been made over the past year with regard to projects within Dartford’s Infrastructure Delivery Plan (IDP), CIL receipts and a prospective mechanism that would enable the release of CIL retained for unparished areas to fund locally focused projects. The report also advised Members of a new requirement to publish an annual Infrastructure Funding Statement, with the first statement detailing the CIL receipts and spending of developer contributions for 2019/20 to be published by 31st December 2020 (Appendix A to the report).  In the financial year 2019/20 the Council’s CIL receipts had amounted to £3.794m of which £114,700 had been transferred to the Parish/Town Council’s (15% of the CIL receipts from development in their areas) whilst the Council also retained 15% of CIL receipts in unparished parts of the borough, amounting to £468,800. The total amount of CIL receipts retained for funding strategic infrastructure projects in 2019/20 was £3.035m and it was estimated that potential CIL receipts for the next 5 years could be in the region of £18-20m, although this could vary.

 

Appendix B to the report detailed the IDP which was divided into three sections. Part 1 of the IDP described fully funded projects including the Dartford Town Centre Regeneration project, Rivermill Primary School and the secondary school at Stone Lodge, improvement works to the Bean and Ebbsfleet junction on the A2, and the start of work on a new primary school at Ebbsfleet Green. Part 2 described projects that could potentially be enabled by CIL monies, including additional works in Dartford Town Centre, a pedestrian/cycle bridge over the River Darent, primary school expansion within the Dartford North area, a new 2 form entry primary school at Stone, Dartford Town Centre Health and Well Being Hub, a new primary care facility in the Stone/Greenhithe area and improvements to the Darent Valley Path and associated waymarking.

 

These projects were considered to be necessary to support development in the Borough and, on the information currently available, were likely to meet the CIL Assessment Criteria. These schemes were recommended for inclusion in the indicative CIL Delivery Programme for 2021/22 to 2025/26 contained in Appendix C to the report and it was hoped that works could be delivered on three projects (Dartford Northern Gateway Bridge, primary school expansion in North Dartford and the Darent Valley Path and way-marking) during 2021/22. The final Part of the IDP detailed those schemes that were less advanced but where feasibility work was ongoing’ including scope for future Fastrack projects, the future expansion of Darent Valley hospital and possible medium to long term solutions to traffic congestion at junction 1A on the M25.. The report also detailed the work of the Leader’s Advisory Group on CIL and the amount of CIL income  ...  view the full minutes text for item 6.

7.

Phases 1A and 2 Dartford Town Centre Regeneration pdf icon PDF 121 KB

Summary:

 

The report informs Members of the outcome of tender evaluations for the Town Centre Regeneration Phase 1A (High Street) and Phase 2 (Instone Road/Highfields Road junctions) construction works and seeks approval for the award of the contract to the successful tenderer(s). The matter needs to be dealt with expeditiously due to there being considerable pressure upon materials ordering lead-in times and the need to commence the works in January 2021.

 

Recommendations:

 

1. That the details of tenders shown at Appendix A in the exempt part of the Agenda be noted; and

2. That authority be granted to the Strategic Director (External Services) to accept the winning tender(s), as identified in exempt Appendix A, and for the Strategic Director (External Services), in consultation with the Head of Legal Services, to enter into contract(s) for the construction phase of Phase 1A (High Street) and Phase 2 (Instone Road/Highfields Road junctions) of the Dartford Town Centre Regeneration project with the successful tenderer(s).

Minutes:

The Dartford Town Centre Regeneration Programme Manager presented a report which advised Members of the outcome of the re-tendering of the contract for the Town Centre Regeneration Phase 1A (High Street) and Phase 2 (Instone Road/Highfields Road junctions) construction works and sought approval for the award of the contract to the successful tenderer(s). The report also explained the time criticality to place orders for certain building materials as soon as possible in order that works on these phases of the project could start in January 2021.

 

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

 

 

8.

Town Centre Public Spaces Protection Order pdf icon PDF 248 KB

Summary:

 

This report seeks authority to make a Public Spaces Protection Order (PSPO) pursuant to Part 4, Section 59 of the Anti-Social Behaviour, Crime and Policing Act 2014, to supress the incidents of crime and anti-social behaviour occurring principally in Dartford Town Centre. There are no other relevant orders within the proposed area.

 

Recommendations:

 

1.  That, on being satisfied that the anti-social behaviour activities detailed in      paragraphs 3.8 to 3.10 of the report are having, or likely to have, a detrimental effect on the quality of life of those in the locality, are persistent or continuing in nature, are unreasonable and that on the basis that the consultation process, (as outlined in Appendix C), confirms local support for the making of the PSPO, the Public Spaces Protection Order 2020 – Dartford Town Centre be made on terms set out in Appendix A to the report; to apply to specific areas of Dartford Town Centre, as shown on the Map at Appendix B;

2.  That the Strategic Director (External Services), in consultation with the Head of Legal Services, be authorised to undertake the statutory notice process for the making of the Order in accordance with the Anti-social Behaviour, Crime and Policing Act 2014 (Publication of Public Spaces Protection Orders) Regulations 2014; and

3.  That the fixed penalty notice fine be set at £100, with a 50% discount if paid within 10 days.

Additional documents:

Minutes:

The Community Safety Manager presented a report which sought authority to make a Public Spaces Protection Order (PSPO) pursuant to Part 4, Section 59 of the Anti-Social Behaviour, Crime and Policing Act 2014, to supress the incidents of crime and anti-social behaviour occurring principally in Dartford Town Centre.

 

Members were reminded that the Cabinet had considered this proposal at its meeting in September and that since that time the proposals had been through public consultation. The intention of a PSPO was to deal with a particular nuisance or problem in a specific area that was detrimental to the local community’s quality of life by imposing conditions on the use of that area which apply to everyone and was designed to ensure that the law-abiding majority of people could use and enjoy public safety safe from anti-social behaviour. The Council could make a PSPO on any public space within its area. The original PSPO had been introduced in 2017 for a three year period which ended in September 2020 and the proposed new order was effectively a renewal of that order.

 

The report contained a detailed review of the operation of the PSPO and the outcome of the statutory consultation that had been carried out on the proposal to make a further PSPO, which had resulted in support for the making of the order by the Police and Crime Commissioner for Kent and the Local Police Divisional Commander and from 89% of the respondents to the consultation. Whilst the PSPO had proved to be an effective measure in dealing with anti-social behaviour in the town centre, in conjunction with other powers, the police did not see themselves as the primary enforcement agency of the PSPO but had agreed to provide further training on the use of PSPO powers to response officers so that they could use the powers when appropriate to do so in their normal patrol work. They also stated that when appropriate, the Town Centre Officers would use the powers to deal with more persistent local problems.  They also would be supportive of using the powers when working as part of joint operations with other community safety partners.  It was noted that powers available under a PSPO would be applied with discretion and proportionality and that this was not a panacea for dealing with anti-social behaviour but provided additional options to the other measures available. It was proposed that a new PSPO be made for a further three years.

 

A Member welcomed the proposed PSPO and clarity on police engagement with the Council. He sought clarification on the supporting data referred to in paragraph 3.21 in the report. The Community Safety Manager explained that this was data captured by the Council’s CCTV system which had been interrogated to identify incidents that could be dealt with under the PSPO. Many of these were minor in nature and would not be investigated or recorded as offences by the police but were anti-social actions that were detrimental to the local community. The  ...  view the full minutes text for item 8.

9.

Information Technology Resilience Arrangements pdf icon PDF 167 KB

Summary:

 

Following a review of the Council’s arrangements for recovery in the event of a failure of, or a loss of, the IT systems within the Civic Centre, this report recommends an enhancement of its disaster recovery facilities.

 

Recommendation:

 

That the Council’s IT resilience arrangements be enhanced by replacing the ageing hardware in the Civic Centre and migrating the older hardware to the disaster recovery site, to ensure an effective and timely failover in the event of a failure of, or loss of, the IT systems in the Civic Centre.

Minutes:

Although this item had not been drawn down for debate Councillor Garden, with the Chairman’s permission, sought clarification on the timeframe for implementation of the IT resilience arrangements and timescales that would be set for the resumption of services at the contingency site. He also asked what procedures would be in place to ensure that all applications and data at the contingency site were consistent with those held at the Civic Centre and how frequently the contingency site would be ‘exercised’. He also asked what the estimated life-span was for the old equipment being transferred to the contingency site. He felt that these were critical aspects of any disaster recovery plan which should be drawn to the attention of the Cabinet.

 

The Strategic Director (Internal Services) said that it was intended to start implementation immediately with the aim of completing this by the end of the current financial year. Systems and data would be copied overnight and there would also be daily overnight backups of data once the new arrangements were fully operational. It was intended to conduct an annual resilience test initially, possibly moving to six monthly testing in the future. Whilst the equipment was not new its’ condition would be kept under regular review.

 

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

10.

Financial Contributions to Parish and Town Councils 2021/22 pdf icon PDF 128 KB

Summary:

 

To agree the level of financial contributions to be paid to Parish and Town Councils in 2021/22.

 

Recommendations:

 

1.    That the following contributions be made to Parish and Town Councils to compensate for lost council tax income in local areas for the introduction of the council tax support scheme:

                                                                           £

 

Bean

334

Darenth

1,923

Longfield

631

Southfleet

198

Stone

7,021

Sutton at Hone and Hawley

1,737

Swanscombe and Greenhithe

14,435

Wilmington

1,317

 

2.  That the contributions be made subject to the Parish and Town Councils submitting suitably analysed details of estimated net expenditure for the ensuing year by 31 January each year, and actual net expenditure for the preceding year no later than six months after the end of each financial year, in a format prescribed by the Council;

 

3.  That the payments be made in two equal instalments; the first on 30 April (or next working day) and the second, the latter of 30 September (or next working day) or seven days following receipt of the Parish or Town Councils’ 2020/21 accounts, certified as correct by their Clerks;

 

4.  That the Council continues to operate the Capacity Building Fund and makes a contribution of £40,000 into the fund in 2021/22;

 

5.  That the Strategic Director (Internal Services), be granted delegated authority, in consultation with the Leader and Deputy Leader of the Council, to agree the Capacity Building Fund bidding criteria; and

 

6.  That Capacity Building Funding bids from Parish and Town Councils be submitted to the Grants Panel, and that the Strategic Director (Internal Services) be delegated authority to approve the award of the bid(s), on the recommendation of the Grants Panel.

 

Additional documents:

Minutes:

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

 

11.

Local Scheme of Support for Council Tax pdf icon PDF 141 KB

Summary:

 

To recommend the rolling forward of the Local Council Tax Reduction Scheme 2020/21 with effect from 1st April 2021.

 

Recommendation:

 

That the General Assembly of the Council be recommended to roll forward the Local Council Tax Reduction Scheme 2020/21, to be effective from 1 April 2021.

Minutes:

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

 

12.

Revenue Budget Monitoring 2020/21 - Projected Outturn and 2021/22 Budget Process pdf icon PDF 227 KB

Summary:

 

To notify Members of the Projected Outturn on the General Fund and the Housing Revenue Account for 2020/21, with the reasons for significant variances, and inform Members of, and seek approval for, the budget setting process for 2021/22.

 

Recommendations:

 

1.  That Members note the projected outturn position for the General Fund and the Housing Revenue Account for 2020/21; and

 

2. That the Strategic Director (Internal Services) and the Head of Finance be granted delegated authority to determine and publish the 2020/21 draft budget, in consultation with the Leader and the Finance Portfolio Holder, prior to the budget being presented to the General Assembly of the Council for approval on 1st March 2020.

Additional documents:

Minutes:

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

 

13.

Capital Budget Monitoring 2020/21 - Progress and Projected Outturn pdf icon PDF 322 KB

Summary:

 

To inform the Cabinet of the progress to date on the schemes in the approved Capital Programme, and to report the latest position on capital resources.

 

Recommendations:

 

1.    That the Cabinet notes the progress made to date on the 2020/21 Capital Programme; and

 

2.    That the Cabinet recommend to the General Assembly of the Council to agree to bring forward £2.208m of the New Homes budget from 2021/22 to fund new home spend in 2020/21.

 

 

Additional documents:

Minutes:

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

 

14.

Delegated Decision under S038: Local Restrictions Support Grants (Closed) and Additional Restrictions Grants pdf icon PDF 113 KB

Summary:

 

To report to Cabinet, in accordance with the requirements of Standing Order 38(2)(b), the delegated action taken under Standing Order 38(2)(a) by the Strategic Director (Internal Services), in consultation with the Cabinet Chairman, in relation to the implementation of arrangements under the Local Restrictions Support Grants Scheme (Closed) and the Additional Restrictions Grants Scheme and the endorsement of supporting policies.

 

Recommendation:

 

That the Cabinet note the action taken by the Strategic Director (Internal Services), in consultation with the Cabinet Chairman, under Standing Order 38(2)(a), in relation to the implementation of arrangements under the Local Restrictions Support Grants Scheme (Closed) and the Additional Restrictions Grants Scheme and the endorsement of supporting policies.

Additional documents:

Minutes:

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

 

15.

Minutes of the meeting of the Strategic Housing Board held on 14 October 2020 pdf icon PDF 195 KB

Summary:

 

To receive and note the minutes of the meeting of the Strategic Housing Board held on 14 October 2020.

 

Recommendation:

 

That the minutes of the meeting of the Strategic Housing Board held on 14 October 2020 be noted.

Minutes:

The Cabinet Advisory Panel received the minutes of the Strategic Housing Board held on 14 October 2020.

 

16.

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 agenda item A on the grounds that this involves the likely disclosure of exempt information.

 

The live YouTube stream was ended at this point and no members of the press or public were able to observe discussion of this business.

 

17.

Phases 1A and 2 Dartford Town Centre Regeneration - Exempt Appendix A
(Exempt Category SO46(1)(b) Annex 1 Paragraph 3)

Minutes:

The Cabinet Advisory Panel received clarification of the methodology used in the assessment of the quality of the tenders received for the Phases 1A and 2 Dartford Town Centre regeneration works.

 

The Cabinet Advisory Panel noted the contents of Exempt Appendix A and endorsed the recommendations contained in the main report (minute 17 above).