Babergh and Mid Suffolk District Councils
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No. Item

83.

DECLARATION OF INTERESTS BY COUNCILLORS

Minutes:

83.1    In accordance with delegated authority, the Monitoring Officer had granted dispensations to all Members in respect of the Budget papers.

 

83.2 Councillor Jan Osborne declared a local pecuniary interest in BC/21/31 as a Trustee of CA Sudbury.

 

83.3 Councillor Maybury declared a local non pecuniary interest in BC/21/31 as a Director of CA Sudbury.

 

84.

BC/21/29 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 2 FEBRUARY 2022 pdf icon PDF 270 KB

Minutes:

 

It was RESOLVED:-

 

That the Minutes of the meeting held on 2 February 2022 be confirmed and signed as a true record.

 

85.

LEADER'S ANNOUNCEMENTS

Minutes:

85.1     Councillor Ward made the following Leaders announcements:

 

Housing

I just want to provide a brief update on our HRA as we will be considering the budget for it in a short while. So far in 2021/22 we have added 94 new homes to our housing stock, including the recently announced completions in Shotley and Brantham, bringing the total for the past seven years to 228.

Our retrofitting programme to improve insulation, install new heating systems and address damp and mould is proceeding well and significant progress can now be seen on the Springlands estate in Sudbury. Phase 1, involving 39 properties, has been completed and phase two will start in the spring, involving 28 properties. The final phase 3 will address about another 30 properties.

In addition, we are installing external wall insulation and replacement windows elsewhere in the district.

We are completing a desktop study into the energy performance of our housing stock, and aligning our ambitions to improve the worst performinghomes to an EPC rating of C or above. Indications are that works required will affect approximately 2,700 homes.

I was very pleased to be able to go on Radio Suffolk just over a week ago to talk about the money we have been awarded from the government’s new Rough Sleepers Accommodation Programme. This will allow us to build specialised emergency accommodation units for those who have been excluded and marginalised due to complex needs and will add to the existing 80 temporary units and 11 rough sleeper units our districts already have.

This latest round of funding will also allow us to build on work made possible due to the previously successful Rough Sleeper Initiative Funding bid, which was used to create a dedicated outreach and mental health support service for rough sleepers.

Town Recovery

Our towns are getting busier, and business does seem to be picking up for many. Vacancy rates – 10% in Sudbury and 11.6% in Hadleigh – are lower than the national average, which is clearly due to the greater prevalence of small independents rather than chain stores.

Last week we informed you that the Digital Skills Programme, initially launched for businesses on the Virtual High Street, is now open to all businesses in the districts. This is part of our post-covid recovery strategy and is being run by MENTA using funding from the Suffolk Inclusive Growth Investment Fund.

The programme is based on virtual workshops, which are free to attend, that cover topics such as online security, digital and social media marketing, e-commerce, and information management. The past two years have demonstrated that these skills, together with a strong online presence, which the Virtual High Street has provided for the first time for many businesses in our towns, are no longer ‘nice to haves’ for businesses: they are essential to enable them to survive and thrive.

Along with our Innovate Local scheme and Innovation Labs, our councils are providing real and valuable support for our businesses.

The works at Gainsborough’s  ...  view the full minutes text for item 85.

86.

TO RECEIVE NOTIFICATION OF PETITIONS IN ACCORDANCE WITH COUNCIL PROCEDURE RULES

In accordance with Council Procedure Rule No. 11, 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:

86.1     The Corporate Manager, Governance and Civic Office informed Council that a validated petition had been received regarding planning application DC/21/06519 Belle Vue House, Sudbury which would be dealt with through the usual planning processes.

 

87.

QUESTIONS BY THE PUBLIC IN ACCORDANCE WITH COUNCIL PROCEDURE RULES

The Chairman of the Council 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. 12.

 

Minutes:

87.1     None received.

 

88.

QUESTIONS BY COUNCILLORS IN ACCORDANCE WITH COUNCIL PROCEDURE RULES

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. 13.

 

Minutes:

88.1     None received.

 

89.

BC/21/30 OVERVIEW AND SCRUTINY COMMITTEE REPORT pdf icon PDF 217 KB

Chair of Overview and Scrutiny Committee

Minutes:

89.1     Councillor McLaren introduced report BC/21/30 which updated Council on the Overview and Scrutiny Committee meeting held on 17th January where the Draft General Fund 2022/23 and Four-Year Outlook, and Draft Housing Revenue Account (HRA) and Four-Year Outlook were discussed.

 

89.2     Councillor Maybury raised her concerns that the types of accommodation used by victims of domestic abuse had been discussed and noted in the report and asked for the detail to be removed.

 

89.3     Councillor McLaren sought advice from the Deputy Monitoring Officer who stated that as the discussion took place in an open meeting the information was already in the public domain and could not be withdrawn.  However, the matter would be investigated and reported back to Councillor Maybury.

 

89.4     Councillor Arthey queried that the report stated that the Overview and Scrutiny Committee considered a zero-council tax increase budget and asked if the concept of a plus 2% council tax increase budget introduced at the meeting and if it was, why this had not been minuted.

 

89.5     Councillor Simon Barrett confirmed that at the stage that the papers were put forward to the Overview and Scrutiny Committee the budget had been calculated on a zero percentage increase.

 

90.

RECOMMENDATIONS FROM CABINET / COMMITTEES

91.

BC/21/31 GENERAL FUND BUDGET 2022/23 AND FOUR-YEAR OUTLOOK pdf icon PDF 2 MB

Cabinet Member for Finance

 

In accordance with Council Procedure Rule 19.3, 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 7 February 2022, Cabinet considered Paper BCa/21/35, the General Fund Budget for 2022/23 and four-year outlook.  Paper BC/21/31 now includes all the relevant updated information plus the tax base, precepts and council tax band information at parish level, together with the necessary recommendations.

 

Additional documents:

Minutes:

91.1     Councillor Simon Barrett introduced report BC/21/31 and explained why a 0% council tax budget had been replaced by the 2% council tax budget detailed in the report.

 

91.2     Councillor Jamieson asked if the ongoing costs for Corks Lane were included in the budget and if so, what the ongoing costs were.

 

91.3     Councillor Jamieson also asked Councillor Barrett to clarify what he meant when he said climate change and biodiversity reductions would be made if financially viable.

 

91.4     Councillor Simon Barrett replied that he agreed with the climate emergency declared by Council however there was not a blank cheque and the benefits to residents should be clear as it was public monies that were being spent.

 

91.5     Councillor Hinton asked for clarification on the increase in staffing costs shown in the report.    

 

91.6     Councillor Hinton also asked where the Communities budget mentioned by Councillor Barrett was shown in the report as the chart of forecasted budget gaps on page 33 of the report did not show any increase in community funding.

 

91.7     Councillor Simon Barrett replied that the wellbeing reserve had been agreed by Council as part of the Strategic Priorities and the fund was intended to be used for grants which could be applied for by organisations across the Babergh district.

 

91.8     The Chief Executive clarified that as of the middle of January, Babergh and Mid Suffolk combined employed 579 officers which was a full time equivalent of 525 officers and the combined salary costs of those employees was just over 21 million pounds.

 

91.9     Councillor Beer asked why a council tax increase was being proposed when the report showed the council having a surplus.  Councillor Beer also asked where in the report the additional £41,000 for senior officers was shown and if it was necessary to spend £250,000 on refurbishment of the office rooms in Endeavour House.

 

91.10   The Chief Executive clarified that the £41,000 for staffing increase shown in the budget was a potential for an increase rather than an actual increase.

 

91.11   Councillor Ayres asked for more detail on the £200,000 in the budget for Communities.

 

91.12   Councillor Simon Barrett replied that this would contribute to organisations such as Citizens Advice Bureau and Quay Theatre and grants for other organisations to assist them to access funding from other sources.

 

91.13   Councillor Hinton asked why the 2% pay rise for staff shown on page 26 of the report had not been paid.

 

91.14   Councillor Simon Barrett replied that the staff pay rise was subject to a national negotiation and an agreement on the amount had not yet been agreed.

 

91.15   The Chief Executive confirmed that although a 2% rise had been budgeted for, the current offer was 1.75% but this had been rejected by the Unions and was subject to a strike ballot.

 

91.16   Councillor Melanie Barrett enquired if it was possible to pay the current pay rise offer of 1.75% to staff now before an actual agreement had been reached and the final agreement was  ...  view the full minutes text for item 91.

Recorded Vote
TitleTypeRecorded Vote textResult
To agree recommendations 3.1 and 3.2 as detailed in report BC/21/31 Ad-Hoc Carried
  • View Recorded Vote for this item
  • 92.

    BC/21/32 HOUSING REVENUE ACCOUNT (HRA) 2022/23 BUDGET pdf icon PDF 519 KB

    Cabinet Member for Finance

     

    In accordance with Council Procedure Rule 19.3, 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 7 February 2022, Cabinet considered Paper BCa/21/36, the Housing Revenue Account Budget for 2022/23.  Paper BC/21/32 is unchanged from the Cabinet meeting and includes the necessary recommendations.

     

    Minutes:

    92.1     Councillor Simon Barrett introduced report BC/21/32 and Proposed the recommendations contained the report.

     

    92.2     Councillor Ward asked for clarification of the increase of properties assumed in paragraph 4.16 of the report, as compared to previous years the figure seemed low.

     

    92.3     Councillor Ward also enquired if there was confidence that no right to buy receipts would have to be repaid.

     

    92.4     Councillor Jan Osborne replied that there was an overspend of the right to buy receipts so no monies would be repaid.

     

    92.5     The Assistant Director for Housing clarified that the number quoted in paragraph 4.16 was in addition to the existing programme and it was expected that there would be more than 200 social or affordable rent new homes in the next 3 years.

     

    92.6     Councillor Maybury asked for clarification of the right to buy figures quoted by Councillor Jan Osborne.

     

    92.7     The Assistant Director – Corporate Resources, who supplied the figures to Councillor Jan Osborne stated that she would supply clarification to Councillor Maybury outside of the meeting.

     

    92.8     Councillor Beer asked if the percentage of tenants who would pay the proposed increase could be confirmed.

     

    92.9     Councillor Simon Barrett replied that 49% of tenants received benefits and would not pay the increase but the percentage would likely be higher due to tenants receiving universal credit.

     

    92.10   Councillor Hurren asked for clarification on the depreciation charge described in paragraph 4.16 on page 84.

     

    92.11   Councillor Simon Barrett replied that the depreciation charge to the housing stock was required due to regulations but does not affect the day to day workings of the HRA.

     

    92.12   Councillor Hurren also asked for details on the area in Boxford identified for development as stated in paragraph 4.24.

     

    92.13   The Chief Executive suggested that the houses referred to were houses to be acquired under Section 106.

     

    92.14   Councillor Hurren questioned if these homes should have been included in the report if they related to a planning application that had not yet been passed.

     

    92.15   Councillor Jamieson asked if the retrofit programme was referred to in the report.

     

    92.16   Councillor Jan Osborne replied that the retrofit programme was included in the planned maintenance figures.

     

    92.17   Councillor Hinton asked why Babergh appeared to have higher socials rents compared to other authorities and would this increase the number of tenants falling into arrears or relying on benefits.

     

    92.18   The Assistant Director for Housing informed the council that there were some key principles set out by Government under Social Rent Policy in relation to setting social rents including the condition and location of the property, local earnings and property size.

     

    92.19   Councillor McLaren asked if a cost was known for the 85 air source heat pumps that had been installed and whether the benefits were being evaluated.

     

    92.20   The Assistant Director for Housing replied that there was a programme to install more air source heat pumps and a variety of factors were taken into account when looking for suitable accommodation to install them.

     

    92.21   Councillor Maybury  ...  view the full minutes text for item 92.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To agree recommendations 3.1 to 3.7 as detailed in report BC/21/32 Ad-Hoc Carried
  • View Recorded Vote for this item
  • 93.

    BC/21/33 JOINT CAPITAL, INVESTMENT AND TREASURY MANAGEMENT STRATEGIES 2022/23 pdf icon PDF 1 MB

    Co-Chair of Joint Audit and Standards Committee

     

    At its informal meeting on 24 January 2022, Joint Audit and Standards Committee considered Paper IRJAC/21/15, the Joint Capital, Investment and Treasury Management Strategies.  Paper BC/21/33 now includes all the relevant updated information following consideration by the Joint Audit and Standards Committee, together with the necessary recommendations.

     

    Minutes:

    93.1     Councillor Hurren introduced report BC/21/33 summarising all appendices and Proposed the recommendations contained in the report.

     

    93.2     Members debated the environmental, social and governance investments and investments in fossil fuels.

     

    93.3     The Deputy Monitoring Officer asked for a show of hands to extend the meeting in accordance with the guillotine rule.  By a unanimous vote it was agreed to extend the meeting.

     

    93.4     The recommendations were Seconded by Councillor Arthey.

     

    In accordance with Council Procedure Rule 19.3, the vote was recorded as follows:

     

    For

    Against

    Abstain

    Clive Arthey

     

     

    Sue Ayres

     

     

    Peter Beer

     

     

    Melanie Barrett

     

     

    Simon Barrett

     

     

    David Busby

     

     

     

    Trevor Cresswell

     

    Sian Dawson

     

     

    Mick Fraser

     

     

     

    Jane Gould

     

    John Hinton

     

     

    Bryn Hurren

     

     

     

    Leigh Jamieson

     

     

    Robert Lindsay

     

    Mary McLaren

     

     

    Elisabeth Malvisi

     

     

    Margaret Maybury

     

     

    Mark Newman

     

     

    Zachary Norman

     

     

    Adrian Osborne

     

     

    Jan Osborne

     

     

    Alison Owen

     

     

    Lee Parker

     

     

    John Ward

     

     

    TOTAL  20

    TOTAL  4

     

     

    By 20 votes for and 4 votes against

     

    It was RESOLVED:-

     

    1.1          The Joint Capital Strategy for 2022/23, including the Prudential Indicators, as set out in Appendix A be approved.

     

    1.2          The Joint Investment Strategy for 2022/23, as set out in Appendix B be approved.

     

    1.3          The Joint Treasury Management Strategy for 2022/23, including the Joint Annual Investment Strategy as set out in Appendix C be approved.

     

    1.4          The Joint Treasury Management Indicators as set out in Appendix D be approved.

     

    1.5          The Joint Treasury Management Policy Statement as set out in Appendix G be approved.

     

    1.6          The Joint Minimum Revenue Provision Statement as set out in Appendix H be approved.

     

    1.7          That the key factors and information relating to and affecting treasury management activities set out in Appendices E, F and I be noted.

     

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To agree recommendations 3.1 to 3.7 as detailed in report BC/21/33 Ad-Hoc Carried
  • View Recorded Vote for this item
  • 93a

    IRJAC/21/18 ARRANGEMENTS FOR THE APPOINTMENT OF EXTERNAL AUDITORS pdf icon PDF 140 KB

    Co-Chair of Joint Audit and Standards Committee

     

    At its informal meeting on 24 January 2022, Joint Audit and Standards Committee considered Paper IRJAC/21/18 attached.

     

    Minutes:

    93a.1   Councillor Hurren introduced report IRJAC/21/8 and Proposed the recommendations contained in the report.

     

    93a.2   Councillor Hinton asked what would be done to ensure whoever was appointed by the PSAA complied with good standards of practice.

     

    93a.3   The Assistant Director – Corporate Resources replied that a detailed specification would be set out by the PSAA for all auditor firms applying for the contracts and that there were also national standards the had to be adhered to.

     

    93a.4   Councillor Busby asked why the Babergh scale fees were 10% higher than Mid Suffolk.

     

    93a.5   The Assistant Director – Corporate Resources replied that this was a historic issue.

     

    93a.6   Councillor Simon Barrett and Councillor Ward thanked Katherine Steel for her work as Assistant Director Corporate Resources and Section 151 Officer and wished her a happy retirement.

     

    93a.7   The recommendations were Seconded by Councillor Simon Barrett.

     

    It was RESOLVED: -

     

    1.1          That the arrangements and options for appointing an external auditor to audit the Final Accounts of the Councils from 2023/24 be noted.

     

    1.2          That the Council continues to ‘opt-in’ to the sector led body (Public Sector Audit Appointments Ltd (PSAA)) for the independent appointment of the Councils’ external auditor, beginning with responsibilities for the financial year 2023/24.

     

     

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To agree recommendations 3.1 and 3.2 as detailed in report IRJAC/21/18 Ad-Hoc Carried
  • View Recorded Vote for this item
  • 94.

    COUNCILLOR APPOINTMENTS

    Minutes:

    94.1     There were no changes to placings.