The Chairman will advise the meeting of the evacuation procedures to follow in the event of an emergency. This is particularly important for visitors and members of the public who will be unfamiliar with the building and procedures.

The Chairman will inform the meeting whether there is a planned evacuation drill due to take place, what the alarm sounds like (i.e. ringing bells), where the closest emergency exit route is, and where the second closest emergency exit route is, in the event that the closest exit or route is blocked.

The Chairman will inform the meeting that:

(a) in the event of the alarm sounding, everybody must leave the building via the nearest safe available exit and gather at the Assembly points at the far side of the Car Park.  Nobody must leave the assembly point until everybody can be accounted for and nobody must return to the building until the Chairman has informed them that it is safe to do so; and

(b) the lifts must not be used in the event of an evacuation.

Any officers present at the meeting will aid with the evacuation.

It is important that the Chairman is informed of any person attending who is disabled or unable to use the stairs, so that suitable arrangements may be made in the event of an emergency.

The Chairman outlined the emergency evacuation procedure.

To approve the Minutes of the Meeting held on 12 July 2017 (Minute Nos. 103 - 110) as a correct record.

The Minutes of the Meeting held on 12 July 2017 (Minute Nos. 103 – 110) 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 room 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.

No interests were declared.

Cabinet Member for Finance and Performance

Cabinet considered the report of the Head of Residents’ Services and the above Cabinet Member, which outlined that Central Government had made £300 million available for those businesses that had faced the steepest increases in their business rates bill as a result of the 2017 revaluation of business rates.

Resolved:

(1) That the Revaluation Discretionary Rate Relief criteria be adopted for 2017/18, with a review prior to year two of the scheme.

(2) That delegated authority be given to the Revenues and Benefits Manager in consultation with the Cabinet Member for Finance and Performance for the award of the Revaluation Discretionary Rate Relief.

Cabinet Member for Finance and Performance

Cabinet considered the report of the Chief Financial Officer and the above Cabinet Member.

The Cabinet Member for Finance and Performance introduced the report, which had already been noted by the Scrutiny Committee, and highlighted that although the projected net underspend of £386,620 was positive news, efficiencies were continually being sought in order that this trend may continue.  He drew attention to the higher than expected planning fees income.

The Deputy Cabinet Member for Planning added that whilst there had been many major planning applications recently, there may not be so many applications in the future.

Resolved:

(1) That the projected revenue underspend on services of £382,620 (including £672,000 additional income) be noted.

(2) That the capital expenditure of £1,000,380 to end of June 2017 be noted.

(3) That the projected capital overspend of £71,225 be noted.

(4) That the additional capital funding of £71,225 be approved.

Cabinet Member for Finance and Performance

Cabinet considered the report of the Chief Financial Officer and the above Cabinet Member.

In response to a question from a Member, the Cabinet Member for Finance and Performance clarified that the table at paragraph 3.2 on page 26 of the report referred to a 5-year period.

The Cabinet Member for Safer Families and Communities highlighted that quality was a significant factor in appointing the contractor and gave his support.

The Cabinet Member for Finance and Performance added that as the lifts were old, replacement parts often needed to be made and he hoped that new parts would be produced quicker in the future.

Resolved:

(1) That the appointment of Amalgamated Lifts to undertake the refurbishment of the lifts in Swale House, together with servicing and maintenance for the initial period of three years be approved.

(2) That delegated authority be given to the Head of Property Services in consultation with the Cabinet Member for Finance and Performance to extend the contract for a further period of up to two years subject to satisfactory performance of the Contractor.

Cabinet Member for Housing and Wellbeing

The Cabinet Member for Housing and Wellbeing congratulated the Housing Task and Finish group on the review undertaken and advised that the recommendations in the report would be considered by Cabinet at a future meeting.

The Chairman of the Scrutiny Committee thanked the members of the Housing Task and Finish Group, and paid particular attention to Councillor Derek Conway who lead the review.

Councillor Conway praised the hard work of Housing Options staff and thanked the Policy and Performance Officer for his assistance.  He explained that the issues around Housing changed constantly and looked forward to Cabinet’s response.

The Leader agreed that work on Housing issues was one of the biggest topics that Members would be involved in throughout the rest of their term in office.

Resolved:

(1) That the report of the Scrutiny Committee on Housing Services be noted and the recommendations responded to at a subsequent Cabinet meeting.

Cabinet Member for Finance and Performance

Cabinet considered the report of the Head of HR Shared Service with the above Cabinet Member which sought authority to award the agency staff services contract.

The Cabinet Member for Finance and Performance advised that there had been large savings in using Agency Staff since Swale Borough Council had been part of a vendor-neutral contract, along with Maidstone Borough Council.  He added that the current contract expires on 30 September 2017, a tender process had been undertaken and Matrix SCM Ltd scored the highest.

Resolved:

(1) That that appointment of Matrix SCM Ltd as the recommended provider for vendor neutral agency services provision for an initial three year period with an option to extend for one year be approved.

To decide whether to pass the resolution set out below in respect of the following item:

That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Act:

3. Information relating to the financial or business affairs of any particular person (including the authority holding that information).

Resolved:

(1)       That under Section 100 (4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Act:

Paragraph 3: Information relating to the financial or business affairs of any particular person (including the authority holding that information).

At 7.25pm, the meeting was adjourned to allow Members to consider the confidential report Property Acquisition Sittingbourne.  The meeting was reconvened at 7.33pm.

Confidential report to be circulated at the Cabinet meeting.

Cabinet Member for Finance and Performance

Cabinet considered the report of the Chief Financial Officer and the above Cabinet Member.

The Cabinet Member for Finance and Performance stressed that the Council must be ambitious and generate income in future years and the purchase of the site would offer different options.

A discussion ensued and Members welcomed the opportunities that purchasing the land could offer.

Resolved:

(1)  That responsibility be delegated to the Head of Property Services in consultation with the Cabinet Member for Finance and Performance to negotiate to acquire commercial land, Sittingbourne at the guideline price as set out in the report, or such other reasonable amount, to protect the Council’s interest.