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Contact: Committee Services
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DECLARATION OF INTERESTS BY COUNCILLORS Minutes: 46.1 Dispensations had been granted by the Monitoring Officer to all Councillors for Item 18 Independent Remuneration Panel Report for Councillor Allowances.
46.2 Members who were on the Boards of the Council’s companies had been granted dispensation from the Monitoring Officer with regard to Item 11 CIFCO Trading and Business report.
46.3 There were no declarations of interests by Councillors.
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MC/22/17 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 21 JULY 2022 PDF 93 KB Minutes: It was RESOLVED:-
That the Minutes of the meeting held on 21 July 2022 be confirmed and signed as a true record.
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MC/22/18 CHAIRMAN'S ANNOUNCEMENTS PDF 21 KB Minutes: 48.1 The Chair referred Councillors to paper MC/22/18 for noting. |
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LEADER'S ANNOUNCEMENTS Minutes: 49.1 Councillor Morley made the following announcements:-
I know it has been several weeks since Queen Elizabeth’s death and the King’s Proclamation. Political and economic events have dominated our news cycles over the last month, but I wanted to take this opportunity to respectfully mark the death of our late Queen, at full council, and proclamation of the King. God Save the King.
Turning back to politics, I’m sure all of us will want to congratulate Prime Minister Rishi Sunak, we wish him well as he has a huge task ahead of him. Local government and in particular Mid Suffolk, stands ready to support Government with its priorities but I will also take this opportunity to remind Westminster that local government and in particular Mid Suffolk, is the most efficient and innovative part of the public sector. Trust us. Back us. And wherever possible provide greater financial certainty to the sector and devolve more powers to local government.
Despite the period of national mourning, it has been an extremely busy period since we last met, this has included further curiosity events with HSBC and the NHS, helping to raise the aspirations of our young people and make them more aware of the opportunities that exist within Mid Suffolk, also helping children and families to stay happy, healthy, and active during the holidays, through outdoor adventure days, football, dance camps, swimming, and family cooking sessions.
Our fabulous Innovation Awards, congratulations again to all the local businesses who were shortlisted for these awards, and I want to take this opportunity to remind all of our businesses that they are still able to access free digital workshops as part of our digital skills program before November. Our businesses are also able to apply to participate in our new program, jointly funded with the University of Essex, to help them take the next steps towards innovation and growth.
The purchase by Mid Suffolk that has enabled the expansion of the John Peel Centre into 11 Marketplace in Stowmarket, and the John Peel Centre also hosted our very well attended ‘what’s next for Stowmarket’ event during September, and the Stowmarket Health Education and Leisure Facilities Scheme survey, which some of you may know better as the SHELF project, closed last week and I’m really looking forward to seeing the outcome of that survey soon. It was also fantastic to see our building control team successfully winning a regional award in the Annual Local Authority Building Control Building Excellence Awards. The Regal in Stowmarket won the best non-residential extension or alteration, and we will now move onto the national final in London in January 2023.
Granting planning permission to the first site at Gateway 14 with a new facility owned by the Range will create 1650 new jobs. In Harleston we have funded the creation of a wonderful wildflower Jubilee meadow, that together with our district-wide tree canopy survey work, and wildflower survey verges trials are all helping to tackle biodiversity and climate change, ... view the full minutes text for item 49. |
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TO RECEIVE NOTIFICATION OF PETITIONS IN ACCORDANCE WITH COUNCIL PROCEDURE RULES In accordance with Council Procedure Rule 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: 50.1 None received. |
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QUESTIONS BY THE PUBLIC IN ACCORDANCE WITH COUNCIL PROCEDURE RULES The Chairman of the Council 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 12. Minutes: 51.1 None received. |
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QUESTIONS BY COUNCILLORS IN ACCORDANCE WITH COUNCIL PROCEDURE RULES PDF 69 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 13. Minutes: Question 1 - Councillor Mansel to Councillor Flatman, Cabinet Member for Communities, Health and Wellbeing
Is the Council offering help and support to village halls, parish councils and other community groups to facilitate social gathering in heated communal spaces during this period of soaring energy prices and as winter approaches? Response from Councillor Flatman, Cabinet Member for Communities, Health and Wellbeing The term ‘warm banks’ has emerged in recent months and is encouraging community locations this winter to remain open for longer to provide people with a warm, safe place to be rather than heating homes or living in a cold property. The Council has launched its ‘Winter Warmth Support Grant’ and is available to support small grass roots, community groups and other not-for-profit organisations that support residents across Mid Suffolk with the cost-of-living crisis by offering 'one off' grants to support the anticipated increases in running costs between November 2022 and April 2023, including rent increases and electricity cost rises. This will enable community groups to open more often during this period and for longer to support local residents by providing a warm place to be. Grants of between £250 and up to £5,000 can be applied for and the deadline for applications is 5pm on 31st October. The link to the Grant is on our Communities web pages Winter Warmth Support Grant » Babergh Mid Suffolk Supplementary Question from Councillor Mansel We only got notified of this scheme for community grants earlier this week, I think it was about 6 days ago and applications have to be in by Monday, that’s quite a short time limit so is there any plans for any future widening of the support grant application window and any long term support. Response from Councillor Flatman, Cabinet Member for Communities, Health and Wellbeing. We have had a lot of applications already so people are on it, I emailed all my parishes the moment I knew it was going out and I think you’ll find that will be probably up to the limit of what we are offering but we will see and it depends on the level of ask from groups, we are hoping to attract smaller community groups to reach across the district, many of these groups only need small amounts of money to support or extend their work with our residents so we could support higher numbers maybe.
Question 2 – Councillor Field to Councillor Gould, Cabinet Member for Assets and Investments I am pleased to see that CIFCO has had a successful year and at the time the report was produced had recovered the property value that existed at time of the various purchases. However, that was some time ago and there has been considerable financial turbulence nationally and internationally since the accounts were drawn up.
Could the Cabinet Member give a view of the likely impact of dramatically rising interest rates on the District Councils programme to finance the CIFCO investment and of the likely recession on the core ... view the full minutes text for item 52. |
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MC/22/19 OVERVIEW AND SCRUTINY COMMITTEE REPORT PDF 83 KB Chair of Overview and Scrutiny Committee Minutes: 53.1 The Chair invited Councillor Welham to introduce the report.
53.2 Councillor Welham introduced report MC/22/19 and highlighted the key points within the report.
53.3 Councillor Eburne asked if the local consultation into unmet transport needs also covered input from Suffolk County Council regarding cancellations and changes to bus services.
53.4 Councillor Welham replied that the main task of the rural transport task and finish group was to judge unmet demand on the number of refusals that connecting communities make and once an area had been considered suitable to introducing a project then a formal local consultation would take place with residents in that area to identify the types of unmet demand that need to be picked up.
53.5 Councillor Mansel asked if there was a timescale for the resolution for Cabinet to carry out further works to replace car parking demands with alternatives by looking at other areas that have done so successfully.
53.6 Councillor Welham stated that a timescale was not set.
53.7 Councillor Otton asked about the lack of transport to the warm spaces being provided in the cost of living help being provided.
53.8 Councillor Welham replied that connecting communities needed to be promoted as a way of people accessing transport to the warm spaces being provided.
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RECOMMENDATIONS FROM CABINET / COMMITTEES |
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JAC/21/33 ANNUAL TREASURY MANAGEMENT REPORT 2021/22 PDF 543 KB Co-Chair of Joint Audit and Standards Committee
At its meeting on 25 July 2022, Joint Audit and Standards Committee considered Paper JAC/21/33 attached.
RECOMMENDATION TO BOTH COUNCILS
3.1 That the treasury management activity for the year 2021/22 as set out in this report and appendices be noted. 3.2 That it be noted that both Councils activity was in accordance with the approved Prudential Indicators for 2021/22.
RECOMMENDATION TO MID SUFFOLK COUNCIL
3.4 That it be noted that, except for one occasion when the Council exceeded its investment limits in two of its Money Market Funds by £500k, as mentioned in Appendix C, paragraph 4.1, Mid Suffolk District Council’s treasury management activity for 2021/22 was in accordance with the approved Treasury Management Strategy and Treasury Management Indicators for this period.
Minutes: 54.1 On the Chair’s invitation, Councillor Muller introduced report JAC/21/33 and PROPOSED the recommendations in the report.
54.2 Councillor Field asked what impact the substantial increases in interest rates would have on the treasury management of the Councils.
54.3 The Director – Corporate Resources and Section 151 officer replied that a rough calculation of the like for like borrowing would be an increase of around £800,000 for next year however, the current borrowing is likely to reduce going forward as result of other investments and therefore it is not expected that the increase would be that figure.
54.4 Councillor Passmore asked for reassurance that the risk of ethical investments and investments in general were being taken seriously. The Director – Corporate Resources stated that she would provide an answer to this outside the meeting.
54.5 Councillor Eburne asked how the push to invest in more environmental, social and governance funds was progressing.
54.6 The Director – Corporate Resources replied that the focus had been on securing borrowing at the moment and further works would take place on ESG investments shortly.
54.7 Councillor Matthissen enquired if financial and performance information was getting to all members in a sufficiently timely way and would it be possible to get at least preliminary information to all Councillors quicker.
54.8 The Director – Corporate Resources invited Councillor Matthissen to have a conversation with her outside of the meeting to discuss the issues further.
54.9 Councillor Whitehead SECONDED the recommendations and by a vote of 31 votes for,
It was RESOLVED:-
1.1 That the treasury management activity for the year 2021/22 as set out in report JAC/21/33 and appendices be noted.
1.2 That it be noted that both Councils activity was in accordance with the approved Prudential Indicators for 2021/22.
1.3 That it be noted that, except for one occasion when the Council exceeded its investment limits in two of its Money Market Funds by £500k, as mentioned in Appendix C, paragraph 4.1, Mid Suffolk District Council’s treasury management activity for 2021/22 was in accordance with the approved Treasury Management Strategy and Treasury Management Indicators for this period.
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Cabinet Member for Assets and Investments Additional documents:
Minutes: 55.1 The Chair invited Councillor Gould to introduce report MC/22/20.
55.2 Councillor Gould introduced the report highlighting the key points and PROPOSED the recommendations within the report.
55.3 Councillor Passmore enquired how sustainability for investments were assessed.
55.4 Councillor Gould stated that the primary objective of CIFCO was to provide valuable revenue to the Council and whilst the sustainability of the portfolio was a consideration, constraints existed around the nature of the leases. The Director for Assets and Investments added that CIFCO’s policy around sustainability is ensuring the assets deliver a financial return but also address reducing impact on the environment and there have been opportunities to increase the value of the portfolio whilst also improving the sustainability credentials by improving the EPC rating.
55.5 Councillor Welham asked if CIFCO had EPC ratings for all of its buildings and could they move faster to improve those ratings.
55.6 The Director for Assets and Investments replied that CIFCO do have EPC data for the buildings and substantial progress in improving the ratings was being made. Also, a new KPI had been added to the proposed business plan in relation to sustainability.
55.7 Councillor Field asked for justification that the monies needed to improve the EPC ratings to B and above as required by government could be met out of CIFCO’s rental income while also paying interest back to the council and not undertaking any further borrowing.
55.8 The Director for Assets and Investments replied that a number of improvements needed were lower cost improvements and some of the works would be the responsibility of the tenants. Longer term some of the bigger projects would need to be reviewed and how they are funded.
55.9 Councillors debated the contents of the report including the affect of the current unstable economic situation on the business plan and the revenue that CIFCO could provide in the future.
55.10 Councillor Meyer SECONDED the recommendations and by a vote of 16 votes for and 15 votes against,
It was RESOLVED:-
1.1 That Council notes CIFCO Capital Ltd’s trading activity and performance for the year to 31st March 2022.
1.2 That CIFCO Capital Ltd’s 2022/23 Business plan be approved for adoption by CIFCO Capital Limited.
1.3 That future CIFCO business plans continue to be scrutinised by the Councils’ Joint Overview and Scrutiny Committee and then reported to Council, as recommended by the Joint Overview and Scrutiny Committee.
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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 2 of the Agenda is satisfied that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
PART 2 Minutes: |
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RESTRICTED APPENDIX - CIFCO CAPITAL LTD BUSINESS PLAN (Exempt information by virtue of Paragraph 3 of Part 1) Cabinet Member for Assets and Investments
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RE-ADMITTANCE OF THE PUBLIC (WHICH TERM INCLUDES THE PRESS) |
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MC/22/21 JOINT LOCAL DEVELOPMENT SCHEME 2022-2025 PDF 135 KB Cabinet Member for Planning Additional documents: Minutes: 59.1 The Chair invited The Cabinet Member for Planning to introduce paper MC/22/21.
59.2 Councillor Burn introduced the report and highlighted the key points contained in it.
59.3 Councillor Field sought assurance that the right resources were available to avoid further delays.
59.4 Councillor Burn gave that assurance and referred to the Director for Planning who stated that he was confident that sufficient budget was available to secure the necessary resource.
59.5 Councillor Eburne asked if any more SPD’s were added would that require this issue to return to council and would extra resource be required to which Councillor Burn replied that the council was not obliged to include SPD’s in the Local Development Scheme.
59.6 Following a question from Councillor Amorowson, the Corporate Manager Strategic Planning clarified the process for adopting the Local Plan Scheme document.
59.7 Councillor Stringer questioned if the timetable for part 2 was realistic. The Director for Planning & Building Control stated that yes it was realistic despite the pressures.
59.8 Councillor Stringer asked what the difference was between a commitment and a site allocation was as stated in the first table in part 2 of the report. The Corporate Manager Strategic Planning stated that a commitment refers to something that has planning permission.
59.9 Councillor Welham sought assurance that the Local Development Scheme would not result in a flurry of planning applications. Councillor Burn stated that such assurance could not be given as it was outside the control of the Council.
59.10 Councillor Welham asked if the council would be in a sound position to turn down applications if they were on unsuitable sites. The Corporate Manager Strategic Planning stated that having part 1 of the Local Development Scheme in place would give stronger protection.
59.11 Councillor Burn PROPOSED and Councillor Guthrie SECONDED the recommendation in the report. By a vote of 31 votes for,
It was RESOLVED:-
That the Babergh and Mid Suffolk Joint Local Development Scheme 2022-2025 (October 2022) (Appendix A) be agreed to be brought into effect from 31st October 2022.
Councillor Otton left the meeting at 19.22pm
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MC/22/22 APPOINTMENT OF INDEPENDENT PERSONS FOR CODE OF CONDUCT COMPLAINTS PDF 106 KB Monitoring Officer Additional documents: Minutes: 60.1 The Chair invited the Interim Monitoring Officer to introduce report MC/22/22.
60.2 The Interim Monitoring Officer introduced the report and explained the process of selection of the Independent Persons recommended in the report.
60.3 Councillor Morley PROPOSED and Councillor Flatman SECONDED the recommendation in the report.
60.4 Following a question from Councillor Amorowson, the Corporate Manager Governance & Civic Office explained that an impartial process was followed with all applicants going through the council’s normal recruitment process so no applicant details were known until at interview.
60.5 By a vote of 30 votes for,
It was RESOLVED:
That the individuals listed in Appendix A of the report be appointed as the Council’s Independent Persons pursuant to section 28(7) of the Localism Act 2011 for a term of two years with an option to extend the appointment for a further two years.
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MC/22/23 DRAFT 2023/24 TIMETABLE OF MEETINGS PDF 68 KB Leader of the Council Additional documents: Minutes: 61.1 The Chair invited Councillor Morley to introduce paper MC/22/23.
61.2 Councillor Morley introduced the report and PROPOSED the recommendations.
61.3 Councillor Hadingham SECONDED the recommendations.
61.4 Councillor Welham suggested as the Overview and Scrutiny meetings were separate on the timetable but often get changed closer to the meeting to a joint meeting, that Overview and Scrutiny agree their work plan early on and the timetable be changed to reflect the joint meetings.
61.5 Councillor Scarff asked if this timetable had been co-ordinated with Suffolk County Council meetings. The Corporate Manager Governance & Civic Office replied that where possible the timetables have been co-ordinated.
61.6 By a vote of 30 votes for,
It was RESOLVED:
1.1 That the draft Committee Timetable for 2022/23, attached as Appendix A be approved.
1.2 That the Chief Executive calls the meetings in accordance with the agreed Timetable unless there is insufficient business for the meeting to go ahead.
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Chief Executive Additional documents: Minutes: 62.1 The Chair invited the Chief Executive to introduce the report.
62.2 The Chief Executive introduced the report and explained that as a Monitoring Officer was unable to be appointed at the last Council meeting, an Interim Monitoring Officer had been appointed using delegated powers. This report therefore requested the formal ratification of the appointment of Ifty Ally as Interim Monitoring Officer.
62.3 Councillor Fleming PROPOSED the recommendation which was SECONDED by Councillor Ekpenyong.
62.4 By a unanimous vote,
It was RESOLVED:
That the decision taken under delegated powers by the Chief Executive as detailed in Appendix A of report MC/22/24 be ratified.
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MC/22/25 RECOMMENDATIONS FROM THE INDEPENDENT REMUNERATION PANEL PDF 133 KB Independent Remuneration Panel Additional documents:
Minutes: 63.1 The Corporate Manager, Governance and Civic Office introduced the report, which presented the findings of the review of the scheme of allowances by an Independent Remuneration Panel.
63.2 The Chair moved the recommendations in the report. Councillor Ekpenyong seconded the motion.
63.4 Councillor Morley tabled an amendment to the recommendations following a review of the report by the Joint Babergh and Mid Suffolk Cross Party Member Working Group. Councillor Morley summarised the amendments contained in Appendix F of the report and moved the revised recommendations.
63.5 Councillor Mellen seconded the revised recommendation.
63.6 Councillor Caston and Councillor Ekpenyong accepted the amendments to the recommendations.
63.7 By a show of hands, it was RESOLVED that the amended motion became the substantive motion.
63.8 Members debated items within the report including: the lack of an increase in the passenger allowance, the issue of not following the advice of the Independent Renumeration Panel, and the number of Special Responsibility Allowances (SRA’s) in relation to the number of Councillors. The Corporate Manager, Governance and Civic Office responded to a question regarding remuneration of Directors and advised that this had been considered by the Panel. However, it was considered that should the Directors be remunerated they would be deemed to have a conflict of interest and would therefore not be able to take part in the debate and vote relating to the Councils Companies as they would have a disclosable pecuniary interest.
63.9 Following a question from Councillor Carter, the Corporate Manager, Governance and Civic Office advised that the Panel had given consideration to average wages in the area and how to encourage new Councillors.
63.10 Members continued to debate the report on issues including: the number of Members with more than one SRA, the percentage of Councillors who voluntarily engaged with the review panel, the principle of voting for an increase during the municipal term, and the amount of work undertaken by Members.
63.11 By a vote of 19 vote for, 4 against and 7 abstentions,
It was RESOLVED:-
1.1a That the basic (Ward Representation) Allowance be set at £6,510.
1.1b That the Special Responsibility Allowances(SRA) be set at:-
1.1c That no Councillor will be entitled to claim more than two SRA’s
1.1d That the Travel and Subsistence Allowance be set as the maximum levels payable to council staff in line with HM Revenue advertised Customs’ roles. Currently at:-
Mileage Rate 45p per mile ... view the full minutes text for item 63.
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COUNCILLOR APPOINTMENTS PDF 48 KB Minutes: 64.1 The Chair referred Members to the tabled paper to appoint Councillor Harry Richardson as a Non- Executive Director of Freeport East Limited Supervisory Board.
64.2 Councillor Morley PROPOSED the motion which was SECONDED by Councillor Flatman.
64.3 Councillor Mellen asked how long the appointment would last, whether the Director would be remunerated, and whether there would be regular feedback provided to Members.
64.4 In response, Councillor Richardson advised that there was not a specific timeframe for the appointment, there would be no remuneration for the post. Councillor Richardson confirmed that he would provide regular feedback to Members via the most appropriate channels.
64.5 By a vote of 26 votes for, 1 vote against and 2 abstentions,
It was RESOLVED:
That Councillor Harry Richardson be appointed as a Non-Executive Director of Freeport Supervisory Board.
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MOTIONS ON NOTICE Minutes: 65.1 None received. |