Apologies had been received from Councillor Barker.

Councillor Kearsley declared a non- pecuniary interest in Agenda Item 12 “MCa/17/45 - Wingfield Barns Community Interest Company (WBCIC) Update Report” as Chairman to WBCIC.

Councillor Brewster and Councillor Gowrley declared non-pecuniary interests in Agenda Item 13 “MCa/17/46 - Regal Theatre Stowmarket Improvement Project” as Stowmarket Town Councillors.

Councillor Horn declared a non-pecuniary interest in Agenda Item 17 “ Local Tourism Strategy Review” as the Chair and a Trustee of the Museum of East Anglian Life.

Councillor Stringer declared non-pecuniary interests in Agenda Item 14, Wingfield Barns Community Interest Company (WBCIC) update report and Agenda Item 18 “Strategic Acquisition of Property” as a Director of the John Peel Centre who dealt with arts and administration.

The minutes of the meeting held on 8 January 2018 were confirmed as a correct record subject to within paragraph 72.2 the words “it was agreed amendments” be removed.

None received.

The following questions were received:

Councillor John Matthissen to Councillor Glen Horn

“What is our Service Level Agreement for the IT service provided by Suffolk County Council, and what has the performance been over the years 2015/16, 2016/17, and since the move to Ipswich.”

Response from Councillor Morley as the Lead Member

“We are working closely with the SCC IT service to review the partnership and accompanying performance measures.  The performance measures have not been reviewed recently, and due to a number of changes within SCC IT, both in terms of their processes, level of resources and the tools they use to measure performance, comparisons over the period requested would be very difficult to provide and unlikely to represent an accurate picture of the service actually provided.  SCC IT have confirmed that their average measurement of customer satisfaction across all customers is as follows:

2015 -  89%

2016 -  91%

2017 -  89%

Information from August 17 to January 18 demonstrates all of our calls raised (including immediate help desk queries as well as additional requests for new services) over the last 6 months, on average approximately 44% are resolved within 24 hours and 70% of calls are resolved within one week.  We will be working with SCC IT to further analyse this data.

Taken from table below:

Councillor Matthissen then asked a supplementary question requesting that comparisons were put in place as his personal experience had not been the same as what had been quoted.  Councillor Morley stated she had asked the “facts and stats” team to monitor usage and she would also keep an eye on this.

Councillor John Matthissen to Councillor Jill Wilshaw

“When will the Quarter 3 housing delivery statistics be published, and if they have already been published then what are the statistics?”

Response from Councillor Wilshaw

“Q3 Housing delivery statistics have been updated on Connect and can be found at:

“https://suffolknet.sharepoint.com/sites/BMSDCDemo/housingdeliveryprogramme/SitePages/Performance.aspx”

Councillor Matthissen responded by saying he was asking for a single number and did Councillor Wilshaw agree this was crucially important in respect of the Council’s finances and residents?  Councillor Wilshaw replied that she understood the importance.

Councillor John Matthissen to Councillor John Whitehead

“Staff turnover: how many staff have left from 01/04/17 to 31/12/17 by Department? As the East of England LGA are willing to provide a benchmarking report, will you request one?”

Response from Councillor Whitehead

“For the first part of the question please see the table below:

It was RESOLVED:-

1.1   That prior to any future shared services or partnership working arrangements, a full and proper business case be prepared and be presented to the Overview and Scrutiny Committees for pre-scrutiny

Reason for Decisions:

To ensure that Overview and Scrutiny Members are provided with a full and proper business case in relation to future shared services or partnership working arrangements.

Alternative Options Considered and Rejected:  To not approve the recommendation made by the Joint Overview and Scrutiny Committee

Any Declarations of Interest declared: None

Any Dispensation Granted: None

Councillor Eburne introduced the report and explained the Shared Legal Service had been scrutinised.  This had highlighted real issues in performance.  The Joint Overview and Scrutiny Committee had therefore requested a response be received, hopefully with an improvement in performance.  This item had been difficult to scrutinise as no business plan nor savings/benefits had been identified in the first instance.

The recommendation was proposed by Councillor Wilshaw and seconded by Councillor Flatman.

By an unanimous vote

It was RESOLVED:-

(1)  That prior to any future shared services or partnership working arrangements, a full and proper business case be prepared and be presented to the Overview and Scrutiny Committees for pre-scrutiny

Reason for Decision:

To ensure that Overview and Scrutiny Members are provided with a full and proper business case in relation to future shared services or partnership working arrangements.

The Forthcoming Decisions List was noted and it was agreed the latest version provided more clarity.

It was discussed for future agenda packs that if there were late papers these should be provided in a “late paper bundle” which were numerically numbered, the number of “intentionally left blank” pages were unacceptable and “Environmental Implications” should be included in reports.

The Corporate Manager for Democratic Services explained work was currently taking place on a report template, which would include an Environmental Impact section.

At its meeting on 15 January 2018, the Joint Audit and Standards Committee (JAC) scrutinised Paper JAC/17/15 – a link to the report is provided for Members’ information.  However, a revised version of the report is attached as Paper MCa/17/41 which reflects changes to the numbers since the meeting due to amendments to the capital programme as part of the Budget process.

JAC agreed the recommendations to Cabinet and Council as set out in Paper JAC/17/15, subject to an amendment to correct the figures in the Capital Financing – General Fund for Mid Suffolk in Appendix F, paragraph 2.4, to reflect an error identified by the Committee.  The draft JAC Minute is attached as Appendix K.

A list of the changes is attached as Appendix J and the changes are highlighted within the text and tables of Paper MCa/17/41.  Revised Appendices A, C, E, F, G and I replace those attached to the original report.

It was RESOLVED:-

1.1            That the Treasury Management Strategy for 2018/19 including the Annual Investment Strategy as set out in Appendix A to paper JAC/17/15 be approved.

1.2           That the Treasury Management Policy Statement set out in Appendix B to paper JAC/17/15 be approved.

1.3           That the Treasury Management Indicators set out in Appendix E to Paper JAC/17/15 be approved.

1.4           That the Prudential Indicators and Minimum Revenue Provision Statement set out in Appendix F (subject to an amendment to correct the figures in the Capital Financing – General Fund for Mid Suffolk to reflect the error identified by the Committee) and Appendix G to Paper JAC/17/15 be approved.

1.5           That the key factors and information relating to and affecting Treasury Management activities set out in Appendices C, D and H to Paper JAC/17/15 be noted.

Reason for Decisions:

To ensure that Members approve the Treasury Management Strategy for 2018/19, including the Annual Investment Strategy.

Alternative Options Considered and Rejected:  To not approve the Treasury Management Strategy for 2018/19.

Any Declarations of Interest declared: None

Any Dispensation Granted: Yes

It was RESOLVED:-

1.1       That the Joint Medium Term Financial Strategy (MTFS) and Budget proposals set out in the report be approved.

1.2       That the final General Fund Budget for 2018/19 is based on a council tax increase of 0.5%, an increase of 81p per annum for a Band D property to support the Council’s overall financial position be approved.

1.3       That the Housing Revenue Account (HRA) Investment Strategy 2018/19 to 2022/23 and HRA Budget for 2018/19 be agreed.

1.4       That the mandatory decrease of 1% in Council House rents, equivalent to an average rent reduction of £0.83 a week, as required by the Welfare Reform and Work Act be implemented.

1.5       That the Sheltered Housing Supported people cost of £3 per week be removed and Service charges be increased by £5 per week for each scheme (set at £4 cap per week last year) meaning a net increase of £2 per week to tenants.  This will reduce the subsidy by £30k.

1.6       That Sheltered Housing utility charges are kept at the same level.

1.7       That in principle, Right to Buy receipts should be retained to enabled continued development and acquisition of new council dwellings.

1.8       That garage rents are kept at the same level.

1.9       That the revised HRA Business Plan in Appendix E be noted.

1.10   That the Capital Programme in Appendix D be agreed.

1.11   That the offer to participate for Mid Suffolk in the Business Rate Pilot for 2018/19 as set out in paragraph 11.9 to 11.10 in the report be accepted.

Reason for Decisions:

To ensure that Members approve the budget proposals for 2018/19, Medium Term Financial Strategy and the Council Tax for 2018/19.

Alternative Options Considered and Rejected:

The alternative option is that we do not report the budget proposals for 2018/19 and Medium Term Financial Strategy, we fail in our statutory duty to set the Council tax for 2018/19.

Any Declarations of Interest declared: None

Any Dispensation Granted: Yes

Councillor Whitehead, the Cabinet Member for Finance, introduced report MCa/17/42 and moved the recommendation which was seconded by Councillor Burn.

Councillor Otton felt she could not support the proposals at they stood.  As such both herself, Councillor Gowrley, Councillor Whitehead would meet to discuss her proposals.  She was concerned over the £30,000 set aside for supported living which would penalise residents in sheltered housing as well as an increase in being able to reduce the £200,000 rent loss on council homes and would like to see some work produced on this.  £19,000 had been spent on disabled facilities grants, Suffolk County Council had publicly stated that the organisation which they had employed to deal with these had not performed as expected.  It was noted sheltered housing came under the HRA and as such had no impact on the Council Tax.

Concern was also raised within paragraph 11.10 of the report, in respect of business rates not being kept separate, also the Growth and Efficiency budget should list where funds had been spent as had been the case in the past.  Councillor Whitehead, with the help from the Assistant Director of Finance, explained growth initiatives had been put to Government and agreement reached at the Suffolk Leaders meeting.  A further update to be given at Council.  Concern was raised that Mid Suffolk should be able to influence whether the £750,000 be spent rather than delegating to the Public Sector Leaders.  It was reiterated that Mid Suffolk would decide in both an open and transparent way and as such would come back to Cabinet for approval.

It was pointed out within the January 2018 Cabinet minutes, which had been approved, that paragraph 72.2 said the budget would include the average underspends, however no reference had been made.  It was noted much had been obtained from extra income and it was variable, therefore to put comparative detail into the report would prove difficult.

It was RESOLVED[NG1] :-

(1)        That the Joint Medium Term Financial Strategy (MTFS) and Budget proposals set out in the report be approved.

(2)        That the final General Fund Budget for 2018/19 is based on a council tax increase of 0.5%, an increase of 81p per annum for a Band D property to support the Council’s overall financial position be approved.

(3)        That the Housing Revenue Account (HRA) Investment Strategy 2018/19 to 2022/23 and HRA Budget for 2018/19 be agreed.

(4)        That the mandatory decrease of 1% in Council House rents, equivalent to an average rent reduction of £0.83 a week, as required by the Welfare Reform and Work Act be implemented.

(5)        That the Sheltered Housing Supported people cost of £3 per week be removed and Service charges be increased by £5 per week for each scheme (set at £4 cap per week last year) meaning a net increase of £2 per week to tenants.  This will reduce the subsidy by £30k.

(6)        That Sheltered Housing utility charges are kept at the same level.

(7)        That in  ...  view the full minutes text for item 81.

It was RESOLVED:-

1.1       That the current thinking around a framework for CIL expenditure be noted and used as a basis for development of a detailed CIL expenditure framework.

1.1           That the creation of a Panel comprising of three Members from each Council to shape the development of a detailed CIL expenditure framework be approved.

1.2           That the framework be returned to Cabinet for consideration and agreement before being presented to Full Council as a key decision for both Councils.

Reason for Decisions:

To ensure member involvement in the development of the framework before this is presented to Full Council for approval.

Alternative Options Considered and Rejected:  To not create a Panel comprising of three Members from each Council nor develop a detailed CIL expenditure framework.

Any Declarations of Interest declared: None

Any Dispensation Granted: None

Councillor Whybrow, the Cabinet Member for Planning, introduced report MCa/17/43 and moved the recommendation which was seconded by Councillor Flatman.

Councillor Whybrow gave thanks to the team for their recent member briefing which he found to be excellent.  He also explained three workshop dates had been set for 5pm on 12/13/15 February 2018 which would allow time to report back to March Cabinet and Full Council in April.  The first bid round was due in May 2018 but more time may be required.  The Panel of members would comprise of Councillors Whybrow, Brewster and Stringer from Mid Suffolk.

On page 167, the level of delegation was questioned and as to why there would be no appeal process.  It was explained details would be worked through at a later date, via the Joint Member Panel.

The Infrastructure team requested that all enquiries in the future, in respect of Section 106 agreements, be diverted to themselves in the first instance in order for them to be aware of potential spend.

By a unanimous vote.

It was RESOLVED:-

(1)        That the current thinking around a framework for CIL expenditure be noted and used as a basis for development of a detailed CIL expenditure framework.

(2)        That the creation of a Panel comprising of three Members from each Council to shape the development of a detailed CIL expenditure framework be approved.

(3)        That the framework be returned to Cabinet for consideration and agreement before being presented to Full Council as a key decision for both Councils.

Reason for Decisions:

To ensure member involvement in the development of the framework before this is presented to Full Council for approval.

It was RESOLVED:-

1.1       That the Joint Babergh Mid Suffolk Economic Development “Open for Business” Strategy attached as Appendix A in the report be endorsed.

Reason for Decisions:

To accessibly set out the local strategic approach towards meeting and positively impacting upon district level and broader economic challenges, and expressing our offer to the business community.

Alternative Options Considered and Rejected:  To not endorse the Joint Babergh Mid Suffolk Economic Development “Open for Business” Strategy.

Any Declarations of Interest declared: None

Any Dispensation Granted: None

Councillor Brewster, the Cabinet Member with responsibility for Economy, introduced report MCa/17/44 and moved the recommendation which was seconded by Councillor Horn.

Members wished to see within paragraph 1.77, paragraph 6.4, the inclusion of once relevant education and training skills were gained students were then encouraged to stay within the District.  Disappointment was expressed that within paragraph 6.10 other local railway stations, such as Elmswell, Thurston, Needham Market had not been mentioned as it was critical they remain and be fit for purpose.  It was agreed this would be included.

It was also felt this was an opportunity to include an enhancement objective for the general economy of the area.  In respect of environment it was felt it conflicted with 5.2H and as such the wording should be revised.  It was agreed 5.2H would be further enhanced.

By a unanimous vote.

It was RESOLVED:-

(1)        That the Joint Babergh Mid Suffolk Economic Development “Open for Business” Strategy attached as Appendix A in the report be endorsed.

Reason for Decisions:

To accessibly set out the local strategic approach towards meeting and positively impacting upon district level and broader economic challenges, and expressing our offer to the business community.

It was RESOLVED:-

1.1       That the current revenue budget of £6000 (which provides support for the WBCIC) is transferred to the Communities Grant budget.

1.2       That the initial grant payment of £6000 is made to WBCIC for 2018/19.

1.3       That a further £12000 of grant funding is available to WBCIC to apply for during the next two years, to appy for this additional grant WBCIC will need to include a business case as part of the application which outlines how the organisation will achieve sustainability.

1.4       That a maximum total of £18000 will be the final revenue grant support made available by MSDC to WBCIC.

1.5       That the rental charge for 2018/19 is waived in keeping with the terms of the WBCIC lease.

1.6       That an annual revenue budget of £15000 is established to meet landlord obligations at the Wingfield Barns site and that this budget is administered by Property Services.

1.7       That further work is carried out to explore, the potential for a new cost effective and efficient heating system for the site and consideration of the lease to enable subletting of some of the parts of the site by the WBCIC.

Reason for Decisions:

To ensure that Members approve the grant funding to the WBCIC

Alternative Options Considered and Rejected:  That the grant funding is not approved.

Any Declarations of Interest declared: Councillor Kearsley declared a non- pecuniary interest in Agenda Item 12 “MCa/17/45 - Wingfield Barns Community Interest Company (WBCIC) Update Report” as Secretary to WBCIC.  Councillor Stringer declared a non-pecuniary interest in Agenda Item 12 “MCa/17/45 – Wingfield Barns Community Interest Company (WBCIC) Update report as a Director of the John Peel Centre where he also administers art equipment which Wingfield Barns occasionally use.

Any Dispensation Granted: None

Councillor Flatman, the Cabinet Member for Communities, introduced report MCa/17/45 and moved the recommendation, subject to an amendment in 2.4 to read “a maximum total of £18,000”, which was seconded by Councillor Brewster.

It was questioned as to whether the heating system should be maintained?  It was pointed out that, Mid Suffolk District Council, as landlords, should look after their assets. 

It was proposed to amend the recommendation in 2.7 to read “consideration of lease”, this was seconded.

It was questioned whether a break clause should be included as part of the lease but it was felt it would be up to WBCIC to prove itself sustainable.

It was noted that an annual maintenance budget be established in the first instance and managed by Property Services.

It was RESOLVED:-

(1)        That the current revenue budget of £6000 (which provides support for the WBCIC) is transferred to the Communities Grant budget.

(1)        That the initial grant payment of £6000 is made to WBCIC for 2018/19.

(2)        That a further £12000 of grant funding be made available to WBCIC to apply for during the next two years.  To apply for this additional grant WBCIC will need to include a business case as part of the application which outlines how the organisation will achieve sustainability.

(3)        That a maximum total of £18000 will be the final revenue grant support made available by MSDC to WBCIC.

(4)        That the rental charge for 2018/19 is waived in keeping with the terms of the WBCIC lease.

(5)        That an annual revenue budget of £15000 is established to meet landlord obligations at the Wingfield Barns site and that this budget is administered by Property Services.

(6)        That further work is carried out to explore, the potential for a new cost effective and efficient heating system for the site and consideration of the lease to enable subletting of some of the parts of the site by the WBCIC.

Reason for Decisions:

To ensure that Members approve the grant funding to the WBCIC

It was RESOLVED:-

1.1       That Option 3 (as per paragraph 8.6 of the report), the funding of up to £2.56m, (Loan and Grant) from the Transformation Fund, to support the redevelopment of the Regal Theatre and the regeneration of Stowmarket Town Centre be approved.

1.2       That the Section 151 Officer, in consultation with the Monitoring Officer and the Cabinet Member for Finance, negotiates and enters into a legal agreement between Mid Suffolk District Council and Stowmarket Town Council for a £1m loan and £1.56m capital grant (as per paragraphs 3.2, 4.2 and 4.3) be authorised.

1.3       That funding of up to £15000 from the Transformation Fund, for the remodelling of Ipswich Road car park (referred to in paragraphs 10.6 and 10.7 of the report) which will result in a reduction of, no more than, 10% of the total number of parking spaces available be approved.

1.4       To establish with Stowmarket Town Council an integrated project team to ensure project delivery.

Reason for Decisions:

The recommendations to support the redevelopment and financial sustainability of the Regal Theatre, the regeneration of Stowmarket Town Centre and provides wider social and economic benefits to Stowmarket and the surrounding areas.

Alternative Options Considered and Rejected: 

The following options have been considered prior to the recommendations, in section 2 of the report: -

Option 1-MSDC not providing financial support

Option 2-MSDC only providing financial support in the form of a loan to STC

Option 3-MSDC providing support through a capital grant and a loan (over 30yrs)

Any Declarations of Interest declared: Councillor Brewster and Councillor Gowrley declared non-pecuniary interests in Agenda Item 13 “MCa/17/46 - Regal Theatre Stowmarket Improvement Project” as Stowmarket Town Councillors.  Councillor Stringer declared a non-pecuniary interest in this item as a Director of the John Peel Centre in Stowmarket.

Any Dispensation Granted: None

Councillor Whitehead, the Cabinet Member for Finance, introduced report MCa/17/46 and moved the recommendation with amendments as follows:

Within recommendation 2.2 the words “(as per paragraphs 3.2, 4.2 and 4.3)” be included and an additional recommendation of 2.4 be added “To establish with Stowmarket Town Council an integrated project team to ensure project delivery.”  This was seconded by Councillor Whybrow.

Members considered that this would bring both economic, social and community benefits if this project commenced and thought it was good to see a document which funded something tangible which would change the town for the better. 

By a unanimous vote

It was RESOLVED:-

(1)        That Option 3 (as per paragraph 8.6 of the report), the funding of up to £2.56m, (Loan and Grant) from the Transformation Fund, to support the redevelopment of the Regal Theatre and the regeneration of Stowmarket Town Centre be approved.

(2)        That the Section 151 Officer, in consultation with the Monitoring Officer and the Cabinet Member for Finance, negotiates and enters into a legal agreement between Mid Suffolk District Council and Stowmarket Town Council for a £1m loan and £1.56m capital grant (as per paragraphs 3.2, 4.2 and 4.3) be authorised.

(3)        That funding of up to £15000 from the Transformation Fund, for the remodelling of Ipswich Road car park (referred to in paragraphs 10.6 and 10.7 of the report) which will result in a reduction of, no more than, 10% of the total number of parking spaces available be approved.

(4)        To establish with Stowmarket Town Council an integrated project team to ensure project delivery.

Reason for Decisions:

The recommendations to support the redevelopment and financial sustainability of the Regal Theatre, the regeneration of Stowmarket Town Centre and provides wider social and economic benefits to Stowmarket and the surrounding areas.

To consider whether, pursuant to Part 1 of Schedule 12A of the Local Government

Act 1972, the public should be excluded from the meeting for the business specified below on the grounds that if the public were present during these items, it is likely that there would be the disclosure to them of exempt information as indicated against each item. The authors of the reports proposed to be considered in Part II of the Agenda are satisfied that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

By a unanimous vote

It was RESOLVED:

That pursuant to Part 1 of Schedule 12A of the Local Government Act 1972, the public should be excluded from the meeting for the business specified below on the grounds that if the public were present during these items, it was likely there would be the disclosure to them of exempt information as indicated against each item.  The authors of the reports proposed to be considered in Part II of the agenda were satisfied that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

It was RESOLVED:-

1.1  The recommendation as set out in the report MCa/17/46 – Part 2 be approved subject to minor amendments

Alternative Options Considered and Rejected:  That the recommendation not be approved.

Any Declarations of Interest declared: None

Any Dispensation Granted: None

By a unanimous vote.

It was RESOLVED:-

 The recommendation as set out in the report MCa/17/46 – Part 2 be approved subject to minor amendments

Members agreed that this item be deferred until the next Cabinet meeting on the 5 March 2018 due to wider implications which had arisen and further options to be explored.

This is an urgent key decision.

It was RESOLVED:-

1.1   The recommendation as set out in the report MCa/17/48 be approved, subject to a minor amendment, and that the decision was taken on the grounds of urgency and as such cannot reasonably be deferred as the property will be auctioned before the next scheduled Cabinet meeting and the cost was likely to exceed the key decision threshold. Under paragraph 17 of the Overview and Scrutiny Procedure Rules within Part 3 of the Council’s Constitution THIS DECISION IS EXEMPT FROM CALL-IN ON THE GROUNDS OF URGENCY.

It was RESOLVED:-

The recommendation as set out in the report MCa/17/48 be approved, subject to a minor amendment, and that the decision was taken on the grounds of urgency and as such cannot reasonably be deferred as the property will be auctioned before the next scheduled Cabinet meeting and the cost was likely to exceed the key decision threshold. Under paragraph 17 of the Overview and Scrutiny Procedure Rules within Part 3 of the Council’s Constitution THIS DECISION IS EXEMPT FROM CALL-IN ON THE GROUNDS OF URGENCY.