Agenda and draft minutes

There were no declarations at this point in the meeting. However, during the discussions around the wastewater treatment facility, Paula Hirst declared that was on the south Canterbury design board.

To agree as a true record the minutes of the meeting held on 22 July 2024.

The minutes of the meeting held on 22 July 2024 were agreed as a true record of the meeting.

To receive and consider an update on current activities from the Managing Director, Otterpool Park LLP.

The Managing Director of the Otterpool Park LLP gave an update on the following matters:

·       Commercial position and active work.

The following points were discussed:

o   in respect of the wastewater treatment works, consultation was expected to take place in December 2024, and the planning application likely to be submitted to KCC before Christmas, or early in January 2025. FHDC would be a statutory consultee on the application.

o   The Members’ Agreement stated that planning applications required the approval of the LLP Board.

o    A date for the public consultation was still to be fixed. This would include an afternoon session, and designs would be available on the website, alongside a webform to capture feedback. The afternoon event would be advertised on social media, and leaflets would be circulated to the local area.

o   Ward Members would be briefed on the timeline prior to the consultation event. The LLP would also attend a meeting of Sellindge Parish Council (Planning Committee) regarding the planning application.  

·       Financial position

o   The Finance Manager of the LLP gave an update, and advised that the accounts were now fully audited. The Interim S151 officer of FHDC also provided a written statement advising that the statement of accounts do not show anything unusual and reflect the financial position of the LLP, and that the LLP operation budget for 24/25 was in line with the agreed transition arrangements.

·       Planning and S106 agreements

o   It was noted that a meeting was scheduled for Friday 8^th December 2024 with Kent County Council colleagues.

·       Land options

o   A report relating to land agreements would be considered at the Cabinet meeting scheduled for 11^th December 2024.

·       Risk Register

o   There were no changes to report in respect of the risk register.

o   There may be changed impact in terms of the FHDC risk register in respect of government emerging policy on large developments which would be kept under review and reported to council via normal A&G risk register reports.

·       Land and site management

o   The Service Level Agreement was near completion and would need board approval.

A discussion took place around options in respect of indexation/place making premiums. There was also discussion around the phasing and balancing the provision of essential infrastructure with speed of delivery.

To receive and note the Otterpool Park LLP and Otterpool Development Company Ltd audited accounts for 2023-24.

Appendices one and two will be circulated in due course.

This matter was discussed as part of the above item.

To receive an update on the 23-25 OP LLP transition budget from the Commercial Director and Finance Manager, Otterpool Park LLP.

This matter was discussed as part of the above item.

To receive and consider the Council Corporate Risk Register (as at November 2024) from the Director of Strategy & Resources.

To receive and consider the Otterpool Park LLP Strategic Risk Register (as at November 2024).

This matter was discussed as part of the above item.

To receive and consider a verbal update on progress in delivery of the joint Governance Action Plan from the Director of Strategy & Resources.

The Corporate Policy Advisor (East Kent) advised that the Audit findings had been reported to the Audit and Governance Committee at their meeting on 11 September 2024. The Audit had given an opinion of Substantial Assurance on the basis that the Council and the OPLLP have evidenced positive action in response to the recommendations made by Local Partnerships in 2023.

·       The Chief Executive advised that the council’s currently had a call for sites to support the next iteration of the Local Plan. The Development Manager, OP LLP would be working to formalise the two submissions in respect of the OP development. A discussion took place around the level of detail required in respect of the submission.

·       The Chief Executive reported that the New Towns Task Force call for evidence had launched that week. The submission asked four questions, and the deadline was 13 December 2024. A submission is being prepared.

·       Otterpool Park LLP - OSC Task and Finish Group – The group had met on 18 October 2024. A further meeting was scheduled for 26 November 2024.