Venue: King Edmund Chamber, Endeavour House, 8 Russell Road, Ipswich. View directions
Contact: Committee Services
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APOLOGIES FOR ABSENCE To receive apologies for absence. Minutes: 19.1 Apologies for absence were received from Councillors Sue Burgoyne, Tom Burrows, Margaret Maybury, Mark Newman, William Shropshire, Ray Smith and Harriet Steer. Councillor Sue Ayres was unable to be present. |
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DECLARATION OF INTERESTS BY COUNCILLORS Minutes: 20.1 The Monitoring Officer under her delegated authority had granted dispensations to all Members in respect of item 12 BCa/17/29 Joint Medium Term Financial Strategy and 2018/19 Budget. |
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BC/17/24 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 21 NOVEMBER 2017 PDF 270 KB Minutes: 21.1 Councillor Hinton requested that the responses to his supplementary questions were circulated to all Councillors.
21.2 Councillor Bavington requested that the transcript of the Council meeting be amended to reflect that the remarks attributed to Councillor Bavington should have been attributed to Councillor Simon Barrett as he had left the meeting at 8.20pm.
It was Resolved: -
(i) That subject to the above amendments, the Minutes be approved as a true record.
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BC/17/25 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 4 DECEMBER 2017 PDF 76 KB Minutes: It was Resolved: -
That the Minutes be approved as a true record.
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BC/17/26 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 19 DECEMBER 2017 PDF 285 KB Minutes: 23.1 Councillor Hinton requested that under page 18 a response was to be provided to him within 3 months.
23.2 Councillor Williams requested that a ‘d’ was added to quantified under bullet point 3.
23.3 Councillor Bavington requested that 11.7 was amended to read that a referendum was held on the same basis as the 2011 referendum.
23.4 Councillor Busby requested that his name was amended in the recorded vote list.
It was Resolved: -
That subject to the above amendments, the Minutes be approved as a true record.
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BC/17/27 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 4 JANUARY 2018 PDF 122 KB Minutes: 24.1 Councillor Bavington requested that 18.5 was amended to read “that the referendum be held on the same basis as the 2011 referendum”
24.2 The Chairman stated that there had been a typographical error on page 30 and the Minute should be amended to read “that Councillor John Ward be appointed Leader until the Annual Council meeting 2019”.
It was RESOLVED: -
That subject to the above amendments, the Minutes be approved as a true record.
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BC/17/28 ANNOUNCEMENTS FROM THE CHAIRMAN AND LEADER PDF 31 KB In addition to any announcements made at the meeting, please see Paper BC/17/28 attached, detailing events attended by the Chairman and Vice-Chairman. Minutes: 25.1 The Leader updated Council with the latest information on the Boundary Review. The Local Government Boundary Commission for England was due to publish its final recommendations for the Babergh and Mid Suffolk boundary reviews on 6 February 2018, however the Council had been advised by the Boundary Commission that it had delayed publication of its final recommendations as they were examining the electorate data and forecast that underpin all of the recommendations and were also considering the suggested amendments that had arisen from the consultation. However the Leader went on to say that it was expected that a further announcement would be made imminently regarding an additional 8- week consultation stage, this information would be circulated to all Councillors as soon as it was received.
25.2 The Leader informed Council that following the full Council meeting on 21 November 2017 where Councillor Jenkins had responded as Leader advising the Council that the Monitoring Officer would be preparing a layman’s guide to the Constitution, the Monitoring Officer and Councillor McCraw have since been working on such a document. However, as the Leader had asked the Monitoring Officer to conduct a whole sale review of the Constitution this document will be produced alongside the revised Constitution. It was expected that the Monitoring Officer would be bringing a report to the Full Council meeting in April regarding the approach to the review.
25.3 Finally the Leader was pleased to report that the Council had been shortlisted in the top three for the Public Sector Transformation Awards and as a result of this due to the high calibre of the Council’s nomination for the “Working Together” category the Council has also been nominated for the “Council of the Year Award”. He went on to thank everyone at Babergh and Mid Suffolk for helping the Council get recognised for this and was hoping that the Council would win one of the awards.
25.4 Councillor Bavington made a short announcement and thanked Councillor Arthey and Linda Sheppard for attending Neil McMaster’s funeral. He then went on to congratulate Councillor Cresswell who had recently become a father of daughter Tallulah Nye Cresswell.
25.5 The Chairman updated Council with his latest visits this included a visit to William Wood House to present them property that had actually belonged to them in the first place. This was a picture of Lady Diana Princess of Wales who had originally opened the building in July 1993. The Chairman then went on to inform Council that the Shotley Heritage Group had completed the purchase of Shotley Pier. He also drew attention to the fact that East Bergholt had made it through to the semi-final of the Village of the Year award.
25.6 Councillor Arthey asked the Chairman if he had an update on the flag pole outside the Council offices in Hadleigh?
25.7 In response the Chairman stated that it had been purchased by several Members of the Council and he was sure that in the fullness of time Council would ... view the full minutes text for item 25. |
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TO RECEIVE NOTIFICATION OF PETITIONS IN ACCORDANCE WITH COUNCIL PROCEDURE RULES In accordance with Council Procedure Rule No. 10, the Chief Executive will report the receipt of any petitions. There can be no debate or comment upon these matters at the Council meeting. Minutes: 26.1 There were no petitions received.
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QUESTIONS BY THE PUBLIC IN ACCORDANCE WITH COUNCIL PROCEDURE RULES The Chairmen of Committees to answer any questions by the public of which notice has been given no later than midday three clear working days before the day of the meeting in accordance with Council Procedure Rule No. 11. Minutes: 27.1 There were no questions received by the Public.
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QUESTIONS BY COUNCILLORS IN ACCORDANCE WITH COUNCIL PROCEDURE RULES PDF 74 KB The Chairman of the Council, the Chairmen of Committees and Sub-Committees and Portfolio Holders to answer any questions on any matters in relation to which the Council has powers or duties or which affect the District of which due notice has been given in accordance with Council Procedure Rule No. 12.
Minutes: 28.1 Questions were asked in accordance with Council Procedure Rule No.12.
28.2 Question 1 Councillor Williams to Councillor Nick Ridley Cabinet Member for Assets and Investment.
1. Please supply a full copy of the Asset register of Babergh District Council before the office move to Needham Market and Endeavour House, itemising description and book values for each.
Response: - the asset register that is held for accounting purposes has a de minimis level and does not include items of office equipment.
2. Please supply a full copy of the Asset register of Babergh District Council after the office move to Needham Market and Endeavour House to the current date itemising description and book values for each.
Response: - as above
3. Please supply a full listing of the Assets appearing in 1 above but not 2, along with: 3.1. Their current location and to whom sold and/or donated by full name and address; 3.2. If sold, the amount agreed as consideration and the amount paid; and
Response: - based on the response above I am unable to provide a response for 3.1 and 3.2.
3.3. A full explanation as to why assets were given away or sold at less than book value.
Response: - The programme board agreed to go through a 3 phase process for disposal of minor assets of little resale value.
1. To reuse within our own sites 2. To have a closed auction to staff and members for purchase of items for their own personal use (money raised to go to charity) 3. To offer, for free to charities, community groups, schools, etc providing they were able to collect items themselves. We also sold to interested parties more specialist items such as Audio Visual and catering equipment.
4. Whether any assets in 3 above could be recovered and at what cost.
Response: - no.
5. Whether there are any assets now held in Hadleigh, Needham Market and Endeavour House and if so please supply a full description with their acquisition cost and current book values.
Response: - A list is currently being prepared but it is unlikely they will be of sufficient value to be put onto the asset register and hence it will not be possible to provide acquisition cost and current book values.
6. Can you please supply also: -
6.1 The cost of the move to Endeavour House in actual terms with a breakdown; (A)
6.2 The current annual running costs of operating from Endeavour House; (B)
6.3 The annual running costs of operating from Corks Lane in its final full financial year (C); and 6.4 The projected annual saving or loss (D) where: (A + B) – (C) = D
6.5 The projected saving or loss over the next 5 years.
Response: - A document is currently being finalised covering the costs of the move to Endeavour House compared to the cost of the previous two headquarters and will be available for all Members during March.
6.6 The projected costs of a ... view the full minutes text for item 28. |
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RECOMMENDATIONS FROM CABINET AND COMMITTEES |
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Joint Treasury Management Strategy 2018/19 (Paper BCa/17/46 - Cabinet - 8 February 2018) PDF 728 KB At its meeting on 8 February 2018, the Cabinet considered Paper BCa/17/46 and accepted the recommendations as set out in the report.
Recommendations to both Councils (1) That the following be approved: (a) The Treasury Management Strategy for 2018/19, including the Annual Investment Strategy as set out in Appendix A. (b) The Treasury Management Policy Statement set out in Appendix B. (c) The Treasury Management Indicators set out in Appendix E. (d) The Prudential Indicators and Minimum Revenue Provision Statement set out in Appendices F and G. (2) That the key factors and information relating to and affecting treasury management activities set out in Appendices C, D and H be noted.
Minutes: 30.1 Councillor Patrick introduced the report and MOVED the recommendations highlighting the importance of investment income to the Council fortunes and the exposure of the Council from the vagaries of the market due to the strategic policy of borrowing to invest in property. He went on to say that the items listed in paragraph 2 of the report needed to be approved to minimise the risk to the Council.
30.2 Commenting further he also informed Council that the Joint Audit and Standards Committee had scrutinised the report and their comments had been incorporated in the report.
30.3 Councillor Busby queried the big increase in the first line of the General Fund with the figure rising from £18.6 to £57m and also why the high interest rates were being paid to the public works loan for both Councils?
30.4 In response the Section 151 Officer confirmed that the big increase was due to the transactions from CIFCO. She also stated that the interest rates for the Public Works Loan Board were correct because they were historic loans where the interest rate was fixed at the point the loan was actually taken out.
30.5 Councillor Busby then asked what the interest rate would be if the Council were to take out a loan with the Public Works Loan Board today?
30.6 In response the Section 151 Officer confirmed that a 30-year loan would attract around a 3% interest rate.
30.7 Councillor Ferguson sought clarification on the capital financing requirements for both Councils as there appeared to be a huge difference in terms of the cumulative net borrowing.
30.8 In response the Section 151 Officer informed Council that the table reflected how the borrowing had increased each year. In respect of the large difference the Section 151 Officer confirmed that Mid Suffolk was looking to make a major purchase and investment of a site.
30.9 Councillor Kemp asked how the Council produced 5.9% interest from £9.63 million of other pooled funds?
30.10 The Section 151 Officer replied that the Council took a decision about 2 years ago to change the Treasury Management Strategy and invest in things like the CCLA, which is churches and charities and local authorities properties fund which generates a return of about 5%. We have also got some money invested in a Schroders fund and a UBS fund so they all generate a better return on those investments hence how the Council has achieved the average rate illustrated.
30.11 Councillor Hinton queried how much the Council had lost from the funding circle investment and asked how bearing in mind the announcement that the Public Works Loan Board was going to be wound up and all debts transferred to the treasury how this was going to influence the Council’s ability to borrow at competitive rates and would the Council be asked to pay back to improve their balance sheet?
30.12 The Section 151 Officer confirmed that the Funding Circle hadn’t performed as well as expected, however the Council had only ... view the full minutes text for item 30. |
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At its meeting on 8 February, Cabinet considered Paper BCa/17/51 and accepted the recommendations as set out in the report.
Recommendations to Council
(1) That the Assistant Director Environment and Commercial Partnerships be authorised to commission detailed design for the refurbishment and redevelopment of Kingfisher Leisure Centre and for the replacement of the Swimming Pool at Hadleigh Pool and Leisure. This to include obtaining planning permissions and competitive tenders for the two schemes.
(2) That the detailed designs and tenders received be reported back to Cabinet for final approval prior to works commencing.
(3) That additional funding of up to £3.4m be allocated to the capital programme to support the refurbishment and redevelopment of Kingfisher Leisure Centre and for the replacement of the Swimming Pool at Hadleigh Pool and Leisure (in accordance with paragraph 3.4 of Paper BCa/17/51).
Minutes: 31.1 Councillor Ward introduced the report and MOVED the recommendations in the report. He went on to say that Cabinet had previously approved a joint leisure sport and physical activities strategy, which had acknowledged that Babergh’s two core leisure facilities would continue to play a critical role in providing publicly accessible sports and leisure for their communities.
31.2 He informed Council that the report set out the business case for investment in the two facilities, the detailed work undertaken on the two investment proposals including proposals for the Council to invest £3.4m. He went on to stress that both the interest and repayment costs would be met in full by South Suffolk Leisure in addition to a reduction in the management fee.
31.3 Councillor Barrett seconded the report and told Council that the proposals had been a long time coming, however he thought the delay had meant that the right decision had been arrived at as South Suffolk Leisure had proved a point and had delivered a good quality leisure facility to Babergh.
31.4 Councillor Barrett went on to say that when the work was being undertaken could the timing of the work be scheduled to ensure that residents could still access one or other of the sites.
31.5 In response Councillor Ward confirmed that with regards to the Hadleigh Pool site the construction of the new pool would take place side by side with the old one still operational so there would be no pool closure.
It was Resolved: -
(i) That the Assistant Director Environment and Commercial Partnerships be authorised to commission detailed design for the refurbishment and redevelopment of Kingfisher Leisure Centre and for the replacement of the swimming pool at Hadleigh Pool and Leisure. This to include obtaining planning permissions and competitive tenders for the two schemes.
(ii) That the detailed designs and tenders received be reported back to Cabinet for final approval before the work commences.
(iii) That additional funding of up to £3.4m be allocated to the Capital Programme to support the refurbishment and redevelopment of Kingfisher Leisure and for the replacement of the swimming pool at Hadleigh Pool and Leisure (as per paragraph 3.4 of the report).
Reason: - To meet the outcomes of the adopted Leisure, Sport and Physical Activity Strategy.
31.6 The Chair stated that as the Council had not needed to exclude the public from the meeting to discuss item 38a exempt information, Items 37 to 38a on the agenda had since become obsolete and would fall from the agenda.
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BC/17/29 JOINT MEDIUM TERM FINANCIAL STRATEGY AND 2018/19 BUDGET PDF 628 KB In accordance with Council Procedure Rule 18.3, immediately after any vote is taken at a budget decision meeting of the Council the names of Councillors who cast a vote for the decision or against the decision or who abstained from voting shall be recorded in the Minutes of that meeting.
At its meeting on 8 February 2018, Cabinet considered Paper BCa/17/47, together with amendments to the General Fund Budget. Paper BC/17/29 now includes all the relevant updated information, together with the necessary recommendations, with the exception of one Parish precept notification which remains outstanding. Further details will be reported at the meeting. Additional documents:
Minutes: 32.1 An updated Appendix C to the report was tabled.
32.2 Councillor Patrick introduced the report and MOVED the recommendations in the report. Commenting further he went on to highlight the surplus of £244k in the HRA budget, the mandatory decrease in council house rents of 1% and the £3 per week housing related support charge that would be ended. Service charges which were eligible for housing benefit would be increased by £5 per week which represented a net increase of £2 per week for tenants.
32.3 Councillor Patrick went on to say that the principal administrative challenge for the Housing Team was to bring the BMBS building services operation which is shared with Mid Suffolk into profitable operation. He emphasised that the Council was intent on improving the supply of affordable homes and would use the albeit restricted proceeds of right to buy disposals to help fund new builds. Although the Council would still need to find match funding equivalent to 70% of the right to buy proceeds, its borrowing headroom could make this sustainable.
32.4 Councillor Patrick then went on to discuss the General Fund and stated that this presented more of a challenge. In order for the Council to continue to offer its present level of service it would need £5.2m Council tax income. This would require an increase in Council tax of £5 per annum for a Band D property, the maximum permitted. Even with this increase there was still a predicted shortfall of £329k which would be covered by a transfer from reserves – specifically the Transformation Fund. During the past year Councillor Patrick told Council that £720k had been spent from the fund largely on the All Together Programme which had seen the successful move to Endeavour House and the great strides being made in achieving an enabled and efficient organisation. The Transformation Fund was expected to show a balance of £534k which would be enough to meet the budget shortfall.
32.5 Councillor Patrick also stated that the principle concern centred around Income. Central Government funding via the Revenue Support Grant had diminished and would have ceased completely by 2019/20. In terms of funding the Council relies on business rates and the New Homes Bonus. The New Homes Bonus credited to 2018/19 was £866k, down from £1.2m the previous year. The major shift of emphasis was now towards business rates collected through the Shared Revenues Partnership as part of the business rate pilot scheme to retain 100% of the growth in business rates. There were risks associated with this source of income and indeed recently a major business rate payer had lodged an appeal for regrading effective back to 2010. This was not expected and had contributed to the deficit of £1.256m. This had been absorbed by transferring a number of surpluses including business rates surplus relating to 2016/17 and 2017/18 of £943k.
32.6 Commenting on the introduction of CIFCO, Councillor Patrick stated that this area of non-government funding was starting to come good ... view the full minutes text for item 32. |
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BC/17/30 POLITICAL BALANCE AND COMPOSITION OF COMMITTEES PDF 83 KB Report by the Monitoring Officer attached.
Additional documents: Minutes: 33.1 On the proposal of Councillor Ward and Seconded by Councillor Beer
It was Resolved: -
(i) That the Committees' size and numerical allocation of seats be approved as detailed in Appendix 1 to the report.
(ii) That the revisions to the appointments to Committees as set out in Appendix 2 to the report be noted.
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APPOINTMENTS To note the following appointments:
Overview and Scrutiny Committee Jennie Jenkins (to the Vacancy)
Cabinet Nick Ridley (Replacing Jennie Jenkins)
Further changes to placements will be tabled at the meeting.
Minutes: It was Resolved: -
(i) That Councillor Jenkins be appointed to the Overview and Scrutiny Committee
(ii) That the appointment of Councillor Nick Ridley to the Cabinet be noted.
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ELECTION OF CHAIRMAN OF PLANNING COMMITTEE To elect a Chairman of Planning Committee. Minutes: 36.1 On the proposal of Councillor Ridley and Seconded by Councillor Simon Barrett
It was Resolved: -
That Councillor Peter Beer be appointed Chair of the Planning Committee until the Annual Council Meeting 2019.
35.2 Councillor Busby queried whether there would be a conflict of interest as Councillor Beer was the Chair of Planning for Suffolk County Council.
35.3 In response the Deputy Monitoring Officer clarified that there was nothing to prevent him from taking up that position, however it would be for the Chair of either Planning Committee at the time an application came forward to decide whether they had a conflict of interest.
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MOTIONS ON NOTICE Luke Cresswell has given notice of his intention to move the under-mentioned Motion at the meeting:-
That:
1. A Babergh District Council access point be set up in Hadleigh to support residents and be a point of contact for the community in central and East Babergh; and 2. This access point to have similar capabilities to the access point in Sudbury and provide support, advice and a facility to scan information to Babergh District Council and or Suffolk County Council; and 3. This access point to be set up and operational without delay.
Proposer: Luke Cresswell Seconder: Tony Bavington
Minutes: 36.1 On the proposal of Councillor Cresswell and Seconded by Cllr Bavington it was MOVED that: -
1. A Babergh District Council access point be set up in Hadleigh to support residents and be a point of contact for the community in central and East Babergh; and 2. This access point to have similar capabilities to the access point in Sudbury and provide support, advice and a facility to scan information to Babergh District Council and or Suffolk County Council; and 3. This access point to be set up and operational without delay.
36.2 Under Part 3 Paragraph 13.6 the Chairman without discussion or debate determined that the Motion would be referred to Cabinet for consideration.
36.3 Councillor Rose requested that the Cabinet also consider whether a Customer Access point should be created in Ipswich for residents from the Pinewood and Shotley areas.
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EXCLUSION OF THE PUBLIC (WHICH TERM INCLUDES THE PRESS) 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 this item, it is likely that there would be the disclosure to them of exempt information as indicated against the item.
The author of the report proposed to be considered in Part II of the Agenda is satisfied that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. Minutes: 37.1 The Chair stated that as the Council had not needed to exclude the public from the meeting to discuss item 38a exempt information, Items 37 to 38a on the agenda had since become obsolete and would fall from the agenda.
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RECOMMENDATION FROM CABINET |
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Leisure Investment Proposals Kingfisher Leisure Centre and Hadleigh Pool and Leisure (Part 2) Minutes: 38.a The Chair stated that as the Council had not needed to exclude the public from the meeting to discuss item 38a exempt information, Items 37 to 38a on the agenda had since become obsolete and would fall from the agenda.
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