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DECLARATION OF INTERESTS BY COUNCILLORS Minutes: Before the Meeting commenced a Minute’s silence was held in tribute of Councillor Michael Burke who had sadly passed away recently.
The Chairman informed Council that he intended to change the Order of Business so that Item 10 (MCa/18/61) was considered after Item 12 (Housing Revenue Account (HRA Budget and Four Year Outlook).
87.1 Councillor Brewster, being a Director of Mid Suffolk District Council Holding Company, declared a personal non- pecuniary interest in Item 10 Joint Capital Investment and Treasury Management Strategies 2019/20, and Item 11 General Fund Budget 2019/20 and Four- Year Outlook.
87.2 Councillor Horn, being a Director of Mid Suffolk District Council Holding Company, declared a personal non- pecuniary interest in Item 10 Joint Capital Investment and Treasury Management Strategies 2019/20, and Item 11 General Fund Budget 2019/20 and Four- Year Outlook.
87.3 Councillor Whitehead, being a Director of Gateway 14, declared a personal non- pecuniary interest in Item 10 Joint Capital Investment and Treasury Management Strategies 2019/20, and Item 11 General Fund Budget 2019/20 and Four- Year Outlook.
87.4 Councillor Wilshaw, being a Director of Gateway 14, declared a personal non- pecuniary interest in Item 10 Joint Capital Investment and Treasury Management Strategies 2019/20, and Item 11 General Fund Budget 2019/20 and Four- Year Outlook.
87.5 Councillor Haley, being a being a Director of Mid Suffolk District Council Holding Company, declared a personal non- pecuniary interest in Item 10 Joint Capital Investment and Treasury Management Strategies 2019/20, and Item 11 General Fund Budget 2019/20 and Four- Year Outlook.
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MC/18/34 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 19 DECEMBER 2018 PDF 378 KB Minutes: It was Resolved:-
That subject to the declarations of interest being amended to read “Councillor Brewster and Councillor Horn were Directors of Mid Suffolk District Holding Company,” the Minutes of the meeting held on 19th December 2018 be confirmed and signed as a true record.
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MC/18/35 CHAIRMAN'S ANNOUNCEMENTS PDF 25 KB Minutes: 89.1 The Chairman presented his report as printed, which Council noted. |
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MC/18/36 LEADER'S REPORT PDF 152 KB Minutes: 90.1 The Leader introduced his report and highlighted a small amendment to the report under Item 2 that the title should read “Unauthorised Encampments” and the third line down should also read to “tackle unauthorised encampments”.
90.2 The Chairman thanked the Leader for his report. |
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TO RECEIVE NOTIFICATION OF PETITIONS IN ACCORDANCE WITH COUNCIL PROCEDURE RULES In accordance with Council Procedure Rule 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: 91.1 The Corporate Manager for Democratic Services reported that the following petitions had been received :-
· A petition containing 252 validated signatures regarding planning applications DC1803267 and DC1803268 in Debenham, Mid Suffolk · A petition containing 70 validated signatures regarding planning application DC1804977 in Baylham, Mid Suffolk · A petition containing 147 valid signatures regarding planning applications DC1805021 and DC1801777 in Eye, Mid Suffolk.
91.2 All of those petitions would be dealt with through the normal planning process.
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QUESTIONS BY THE PUBLIC IN ACCORDANCE WITH COUNCIL PROCEDURE RULES The Chairs of Committees to answer any questions from 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 11.
Minutes: 92.1 There were no questions received. |
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QUESTIONS BY COUNCILLORS IN ACCORDANCE WITH COUNCIL PROCEDURE RULES PDF 185 KB The Chairman of the Council, Chairs 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 12.
Minutes: 93.1 The following question was received in accordance with Council Procedure Rules:-
Question 1
From Councillor Wendy Marchant to Councillor Jill Wilshaw, Cabinet Member for Housing.
‘How much has Mid Suffolk rent arrears increased since the roll out of Universal Credit? And how many evictions have there been? Figures obtained by BBC Panorama have revealed that Flintshire, one of the first areas in the UK to roll out Universal Credit, council tenants on the combined benefit owed 6 times as much rent as those on the old system with evictions up 55% on the previous year. Across all areas where the new benefit has been rolled out, those on Universal Credit owed an average of £662.56, more than double the average of £262.50 owed by those on housing benefit. Richard Watts from the LGA warned that if councils faced sharp increases in rent arrears, the reduced income will hit the number of council homes being built across the country at a time when we desperately need more genuine affordable housing. The Independent, page 9, 13.11.18
Response Councillor Wilshaw:
The roll out of Universal Credit has been ongoing for more than 18 months with Stowmarket Job Centre become ‘full service’ from May last year. Between April and November 2018, arrears have increased by 24% from £359k to £445k. Whilst we can identify £81k arrears are linked to tenants in receipt of Universal Credit, these tenants may have already had arrears prior to being in receipt of Universal Credit. As a percentage of total debit our current rent arrears performance is96.75% which is 1.25% below our target of 98%. We have made many changes to how we work to combat the effects of universal credit and it is testament to the hard work of our officers. Officers have recently prepared a report for Joint Overview & Scrutiny which reviewed the implementation of Universal Credit within our districts. There have been no evictions this financial year in response to rent arrears. |
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MC/18/37 OVERVIEW AND SCRUTINY COMMITTEE REPORT PDF 198 KB Chair of Overview and Scrutiny Committee
Additional documents: Minutes: 94.1 The Chair of Overview and Scrutiny introduced his report and highlighted a typographical error on the front page of the report where the quoted date should have been 2007 and not 2017 as stated. The Chair also highlighted the addendum paper that had been tabled and then invited questions from Councillors.
94.2 Councillor Stringer asked the Chairman a question relating to the Waste Contract and whether the Overview and Scrutiny Committee had considered whether the new contract would be flexible enough to take in any new waste streams that might be introduced?
94.3 In response the Chair for Overview and Scrutiny confirmed that one of the concerns of the Committee had been about how much flexibility had been built into the new contract and the Committee had been assured that the contract extension would be sufficiently flexible to take into account any changes in government legislation and any new recycling streams that would need to be introduced.
94.4 Councillor Gowrley queried the recommendations from Overview and Scrutiny Committee and asked how they would be put in to action.
94.5 In response the Monitoring Officer confirmed that there would be a report from Overview and Scrutiny to Council for them to consider the recommendations and suggested that this was on or just before the Annual Council meeting.
94.6 Councillor Gowrley also thanked the Overview and Scrutiny Committee for their report on the Disabled Facilities Grant and the work they had carried out in undertaking this review.
94.7 The Chairman thanked Councillor Welham for his report.
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MC/18/38 GENERAL FUND BUDGET 2019/20 AND FOUR-YEAR OUTLOOK PDF 604 KB Cabinet Member for Finance
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 4February 2019, Cabinet considered Paper MCa/18/60, together with amendments to the General Fund Budget. Paper MC/18/38 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: 95.1 Councillor Whitehead introduced his report and informed Council that the General Fund Budget for 19/20 along with the 4-year outlook had been reviewed by the Overview and Scrutiny Committee on the 17 January 2019 and all Members had been given the opportunity to attend the detailed briefing on the budget in January as well as opposition briefings.
95.2 The Budget had also been debated at Cabinet in January and February. Councillor Whitehead believed that this was an important part of the budget setting process that the annual budget went through these various forums before coming to full Council for approval.
95.3 Councillor Whitehead stated that by law, the Council must produce a balanced general fund budget for the coming year, but he also firmly believed that there was also a further duty, to ensure that there was a sustainable medium term four- year financial outlook for the Council.
95.4 Councillor Whitehead continued by saying that taken in isolation the 2019/20 position was remarkably healthy. However, two matters created the need for caution. Firstly, 2019/20 was the last year of the 4-year comprehensive spending review where Councils had some certainty about their funding levels. Therefore, the position from 20/21 onwards, remained more difficult to forecast and secondly, the government had tinkered with New Homes Bonus over the past few years, to such an extent that the Council could not rely on it as core funding for the future. These reasons were why the Council was proposing to increase its share of the Council tax by 2% or approximately 6 pence a week for a Band D equivalent. This was to build up a robust Council tax base for the more uncertain future and to help the Council’s ambitious plans for the district, which involved significant capital expenditure to develop several strategic areas of land that the Council owned in the district for residential use as well as some significant acreage of land for business and economic development situated to the east of Stowmarket.
95.5 Despite having in place robust management and governing processes and the engagement of experienced external advisors, these brownfield and greenfield developments were not risk-free and Councillor Whitehead therefore strongly believed it was prudent to set aside a £1m reserve whilst these developments progressed towards fruition. He wanted Members to be quite clear as to the prime mover behind the creation of this new reserve which was supported by the Council’s Section 151 Officer.
95.6 Councillor Whitehead then turned his attention to CIFCO and informed Council that there was a recommendation for a further £25m investment into CIFCO matched by Babergh Council. Councillor Whitehead stated that he was mindful that some genuine concerns have been expressed regarding this policy. This was a long-term investment to provide a robust and diverse stream of rental income to help fund the Council’s core services for many years ahead. The CIFCO Board had a life time of experience in the commercial property field and the Council had recruited a professionally qualified ... view the full minutes text for item 95. |
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MC/18/39 HOUSING REVENUE ACCOUNT (HRA) BUDGET AND FOUR-YEAR OUTLOOK PDF 282 KB Cabinet Member for Housing
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 4 February 2019, Cabinet considered Paper MCa/18/61, together with amendments to the Housing Revenue Account. Paper MC/18/39 now includes all the relevant updated information. Minutes: 96.1 Councillor Wilshaw introduced the report and informed Council that the HRA continued to face challenges in the short and medium term, the continuation of the 1% rent reduction required by the Welfare Reform and Work Act and the roll out of universal credit. However, the recent Government announcement that local authorities could increase rents by a maximum of CPI plus 1% for five years from 2021 would reduce the impact of these. A further announcement from the Government of the removal of the debt cap in 2018 and that the high asset level would not be introduced would also help further to reduce the impact. The Council had received lower than anticipated Right to Buy sales in 2017/18 but these have remained as predicted in the first two quarters of 2018/19. Councillor Wilshaw added that the Council was currently forecasting a deficit in 2019/20 to the Housing Revenue budget of £419k. A balanced budget has been achieved by using strategic reserves to fund the budget deficit. The good news for housing tenants was that they would see a further reduction in their rents of 1% from April 2019. Garage rents would remain at the same level as last year. A project would be implemented this year to reduce the number of vacant garages. Sheltered housing tenants would also receive a 1% reduction in their rental service charge which will keep them at their current level. However, the Council was recommending a small increase in utility charges following an increase of 8.4% in energy prices in 2017 and a 7.6% increase in 2018. Councillor Wilshaw also informed Council that the Investment and Development team had completed a project at Gt Blakenham which provided 11 shared ownership homes and 14 affordable homes. The Council was anticipating a supply of 164 homes over the next three years which would allow Mid Suffolk District Council to increase its rental income to the HRA.
96.2 Councillor Wilshaw MOVED the recommendations in the report which Councillor Flatman seconded.
It was Resolved:-
(i) That the HRA Budget proposals set out in the report be approved. (ii) That the Housing Revenue Account (HRA) Capital Programme 2019/20 to 2022/23 and HRA Budget for 2019/20 be agreed. (iii) That the mandatory decrease of 1% in Council House rents, equivalent to an average rent reduction of £0.82 a week as required by the Welfare Reform and Work Act, be implemented. (iv) That garage rents are kept at the same level as last year. (v) That Sheltered Housing Service charges be kept at the same level as last year. (vi) That Sheltered Housing utility charges be increased by 5% (average £0.61 increase per week). (vii) That in principle, Right to Buy receipts should be retained to enable continued development and acquisition of new council dwellings. (viii) That the revised HRA Business Plan in Appendix B be noted.
In accordance with Council Procedure Rule 18.3, the vote was recorded as follows:-
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RECOMMENDATIONS AND REPORTS FROM CABINET / COMMITTEES |
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MCa/18/61 JOINT CAPITAL, INVESTMENT AND TREASURY MANAGEMENT STRATEGIES 2019/20 PDF 497 KB Cabinet Member for Finance
At its meeting on 4 February 2019, Cabinet considered Paper MCa/18/61 and accepted the recommendations as set out in the report:
Recommendations to both Councils
That the following be approved:
1. The Joint Capital Strategy for 2019/20, including the Prudential Indicators as set out in Appendix A.
2. The Joint Investment Strategy for 2019/20, as set out in Appendix B.
3. The Joint Treasury Management Strategy for 2019/20, including the Joint Investment Strategy, as set out in Appendix C.
4. The Joint Treasury Management Indicators as set out in Appendix D.
5. The Joint Treasury Management Policy Statement as set out in Appendix G.
6. The Joint Minimum Revenue Provision Statement as set out in Appendix H.
7. That the key factors and information relating to and affecting treasury management activities set out in Appendices E, F, and I be noted.
Minutes: 97a.1 Councillor Whitehead introduced the report and informed Council that the report was a joint report that covered both Mid Suffolk and Babergh Councils, it had already been presented to and debated by the Joint Audit and Standards Committee and Cabinet. The appendices taken together in the report fulfilled the requirements as set out in the CIPFA treasury management code, the CIPFA prudential code and MHCLG investment guidance. It was the later guidance from 2018 which introduced the requirement to prepare a capital strategy and investment strategy. The requirements in respect of the Treasury Management Strategy remained largely unchanged. The new Joint Capital Strategy Appendix A in the report summarised the capital expenditure and financing requirements of the full capital programme, therefore covering both general fund and the housing revenue account. The details of those were in the respective budget reports. The strategy document sets out the capital expenditure and capital investment decisions and the associated risks and rewards and it explained how risk was managed for future financial sustainability. Councillor Whitehead added that the prudential indicators played an important role in demonstrating that the investment plans that the Council had were affordable, prudent and sustainable and that decisions were made according to good practice. The capital expenditure for Mid Suffolk planned for 19/20 was shown as £43.27m most of which was funded by borrowing. Councillor Whitehead then highlighted sections 9 and 10 in the report, in which the Section 151 Officer gave her opinion that the capital programme was prudent, affordable and sustainable. The new joint investment strategy detailed in Appendix B of the report detailed those expenditure items in the capital programme that specifically related to assets bought or owned by the Council to generate a return or for regeneration or for economic and social development of the local area. The document also explained how each investment contributed to the Council’s priorities and sets out their security, liquidity and risk. Both Councils were now developing their property and commercial portfolios either by purchasing them directly or through the Councils’ investment companies. Councillor Whitehead highlighted a key paragraph in the report under 6.2, which stated that neither Council planned to borrow above its capital financing requirement and that was in accordance with the prudential code.
97a.2 Councillor Whitehead went on to commend the finance and assets and investment staff for their hard work and due diligence in producing such a comprehensive and detailed document and then MOVED the recommendations in the report which Councillor Flatman seconded.
97a.3 Councillor Field queried the bottom of page 114 relating to investment income and interest payable and the impact of Brexit and sought an explanation as to what this meant?
97a.4 In response the Section 151 Officer stated that there was something in the Brexit legislation that meant that this was a likely consequence. MHCLG were now acutely aware of the issue, and the Council’s Treasury management advisors Arlingclose had been bringing this to the minister’s attention and they were now looking to ... view the full minutes text for item 97a |
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MC/18/40 POLLING DISTRICT REVIEW PDF 218 KB Electoral Registration Officer
Additional documents:
Minutes: 98.1 The Corporate Manager for Democratic Support introduced the report and informed Council that the report was seeking approval from full Council to adopt the polling districts and polling places as listed in Appendix A of the report. This followed a review of the central Suffolk and North Ipswich and Bury St Edmunds Parliamentary Constituencies which fell within the boundaries of Mid Suffolk District Council.
98.2 The review had been undertaken as a statutory requirement from the Electoral Registration and Administration Act 2013. Furthermore, changes to the polling districts and polling places were required to take into account the changes to Mid Suffolk District Council’s ward boundaries, made by the Mid Suffolk Electoral Changes Order 2018, following a review by the local government boundary commission for England.
On the proposal of Councillor Morley and seconded by Councillor Flatman
It was Resolved:-
That the polling districts and polling places as listed in Appendix A of the report be agreed. |
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MC/18/41 JOINT STATEMENT OF COMMUNITY INVOLVEMENT: PLANNING MATTERS PDF 244 KB Cabinet Member for Planning
Additional documents: Minutes: 99.1 Councillor Horn introduced the report and MOVED the recommendations in the report.
99.2 In his opening speech Councillor Horn informed Council that the revised Joint Statement of Community Involvement for Planning Matters explained how the Council would engage with the public and other interested parties on planning matters being recommended for adoption by Council. The Statement of Community Involvement had been reviewed as a result of the greater use of the Council’s website, it reflected the move of the Council headquarters and the opening of the two customer access points in Stowmarket and Sudbury. It also explained the support offered in the consultation stages with neighbourhood planning and reflected the amendments relating to community involvement in relation to planning applications, the introduction of community infrastructure levy and a chargeable pre- application advice service.
99.3 Councillor Horn informed Council that there had been 24 respondents to the consultation, these included a mix of private individual, parish councils, local authorities and statutory consultees. A summary of those responses was shown on pages 19 and 20 of the report together with the Councils’ responses. Many of these responses reflected concerns with the planning system rather than the Statement of Community Involvement documents itself. Changes have been made following the consultation feedback to ensure that the text was clearer and explaining how electronic communication methods could help to overcome some of the barriers that prevent people from taking part in public consultation.
99.4 Councillor Flatman seconded the recommendations in the report.
99.5 Cllr Otton raised concerns about charging members of the public for copies of planning applications and felt that any major applications should be heard in the locality and asked why the Council did not advertise planning applications? She also felt that it would be sensible to have some consultation with neighbouring parishes when there were major applications involved.
99.6 Councillor Stringer asked if it would be possible when searching for a planning application to make it easier to find out who the case officer was and also include their contact number and email.
99.7 Councillor Field sought clarification on the definitions of types of application which appeared inconsistent in two places, and secondly the categories of application which included discharge of conditions, reserve matters and advertisement consent not in a conversation area, which were not mentioned. Councillor Field felt that there should be some position taken about those kinds of applications as for the most part essentially no consultation takes place on them. But in some cases he felt it was justified to have at least the ward member notified and probably the parish council or the parish within which the action is to take place notified as well.
99.8 In response Councillor Horn stated that in the absence of the officer he would like to address the more technical points outside of the meeting, if Members would like to bring them forward to him he would make sure that they were addressed.
It was Resolved:-
(i) That the update to ... view the full minutes text for item 99. |
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MC/18/42 POLITICAL BALANCE AND COMPOSITION OF COMMITTEES PDF 122 KB Monitoring Officer Additional documents:
Minutes: It was Resolved: -
On the proposal of Councillor Gowrley and seconded by Councillor Flatman
(i) That the committees' size and numerical allocation of seats be approved as detailed in Appendix (a) to this report. (ii) That the revisions to the appointments to committees as set out in Appendix (b) to this report be noted.
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ELECTION OF A VICE-CHAIR FOR JOINT AUDIT AND STANDARDS COMMITTEE To elect a Vice-Chair for Joint Audit and Standards Committee
Minutes: It was Resolved:-
On the proposal of Councillor Gowrley and seconded by Councillor Whitehead that Councillor James Caston be appointed Vice Chair of Joint Audit and Standards Committee until the Annual Council meeting 2019. |
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COUNCILLOR APPOINTMENTS Minutes: 102.1 There were no councillor appointments. |