Babergh and Mid Suffolk District Councils
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Agenda, decisions and minutes

Venue: King Edmund Chamber, Endeavour House, 8 Russell Road, Ipswich. View directions

Items
No. Item

228.

APOLOGIES FOR ABSENCE

Minutes:

None received.

229.

DECLARATION OF INTERESTS BY COUNCILLORS

Minutes:

Councillor Lee Parker declared a local non-pecuniary interest in respect of item 11 – BCa/19/44 Community Infrastructure Levy (CIL) – CIL Expenditure Business Plan March 2020 – in his capacity as a trustee of Newton Green Trust.

230.

BCa/19/40 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 11 FEBRUARY 2020 pdf icon PDF 244 KB

Minutes:

It was RESOLVED:-

 

That the minutes of the meeting held on 11 February 2020 be signed as a true record.

231.

TO RECEIVE NOTIFICATION OF PETITIONS IN ACCORDANCE WITH THE COUNCIL'S PETITION SCHEME

Minutes:

There were no petitions received.

232.

QUESTIONS BY COUNCILLORS

Minutes:

There were no questions received.

233.

MATTERS REFERRED BY THE OVERVIEW AND SCRUTINY OR JOINT AUDIT AND STANDARDS COMMITTEES

Minutes:

There were no matters referred.

234.

FORTHCOMING DECISIONS LIST

Please note the most up to date version can be found via the website:

 

https://www.babergh.gov.uk/the-council/forthcoming-decisions-list/

 

Paper copies will be available at the meeting.

 

Minutes:

The Forthcoming Decisions List was noted.

 

A discussion took place regarding current arrangements for attending meetings and whether these would change due to Covid-19 and potential social distancing arrangements. Members were advised that current legislation dictates that Members could not attend meetings remotely. Urgent decisions could however be taken by the Chief Executive under delegated authority. It was confirmed that briefings could take place virtually.

235.

BCa/19/41 GENERAL FUND FINANCIAL MONITORING 2019/20 - QUARTER 3 pdf icon PDF 320 KB

Cabinet Member for Finance

Decision:

It was RESOLVED:-

 

1.1     That, subject to any further budget variations that arise during the rest of the financial year, the surplus funds of £613k, referred to in section 5.8 of the report, be noted;

1.2     That, subject to any further variations that arise in business rates funding during the rest of the financial year, the shortfall in funds of £719k, referred to in section 5.9 of the report, be noted;

1.3     That, the forecast position for the 2019/20 Capital Programme, referred to in Appendix E and section 5.19 of the report, be noted.

 

Reason for Decision:To ensure that Members are kept informed of the current budgetary position for both General Fund Revenue and Capital.

 

Alternative Options Considered and Rejected: At this stage in the year, the financial posiiton is for noting only.

 

Any Declarations of Interests Declared: None

 

Any Dispensation Granted: None

Minutes:

The Cabinet Member for Finance introduced the report and moved the recommendations which were for noting. Members were reminded that the data for Quarter 2 was circulated but not debated due to cancelled meetings during the pre-election period. Councillor Ward highlighted the major variances detailed in the report. The recommendations were seconded by Councillor Malvisi.

 

In response to a query from Councillor Arthey regarding the implications of a reduction in the base rate, the Corporate Manager for Finance and Commissioning and Procurement advised that a reduction in this rate would provide a benefit to the Councils short-term borrowing arrangements.

 

Councillor Busby queried the effect which Covid-19 could have on the budget and asked if any amendments could be made to overcome any anticipated increase in costs. The Assistant Director for Environment and Commercial Partnerships advised that plans were in place to map potential income losses due to loss of staff through sickness.

 

Councillor Davis asked what measures were in place to assist people who may have difficulties in funding Council Tax payments due to Covid-19, particularly unemployed residents. The Assistant Director for Environment and Commercial Partnerships advised Members that information had recently been released regarding benefits available for self-employed individuals.

 

By a unanimous vote

 

 It was RESOLVED:-

 

1.1     That, subject to any further budget variations that arise during the rest of the financial year, the surplus funds of £613k, referred to in section 5.8 of the report, be noted;

1.2     That, subject to any further variations that arise in business rates funding during the rest of the financial year, the shortfall in funds of £719k, referred to in section 5.9 of the report, be noted;

1.3     That, the forecast position for the 2019/20 Capital Programme, referred to in Appendix E and section 5.19 of the report, be noted.

 

Reason for Decision:To ensure that Members are kept informed of the current budgetary position for both General Fund Revenue and Capital.

 

236.

BCa/19/42 HOUSING REVENUE ACCOUNT FINANCIAL MONITORING 2019/20 QUARTER 3 pdf icon PDF 392 KB

Cabinet Member for Finance

Decision:

It was RESOLVED:-

1.1     The potential or likely variations in relation to the HRA both Revenue and Capital compared to the Budget be noted.

1.2     That, subject to any further budget variations that arise during the rest of the financial year, the in-year shortfall in funds of £320k, referred to in section 5.6 of the report, be noted.

1.3     The revised 2019/20 Capital Programme referred to in Appendix A and section 5.9 of the report be noted.

 

Reason for Decision:To ensure that Members are kept informed of the current budgetary position for both the HRA Revenue and Capital Budgets.

 

Alternative Options Considered and Rejected: At this stage in the year, make no recommendation for the transfer of funds from reserves.

Any Declarations of Interests Declared: None

Any Dispensation Granted: None

 

Minutes:

Report BCa/19/42 was introduced by the Cabinet Member for Finance who moved the recommendations. This was seconded by Councillor Osborne.

 

Councillor Busby queried why planned maintenance works were 10% over budget and asked how often a review of planned maintenance works was undertaken. In response the Assistant Director for Housing advised that two stock condition surveyors had been employed to carry out assessments of the conditions of the housing stock to ensure a funded planned maintenance programme could be put in place. Members were also advised that a restructure of the team had been carried out with additional asbestos and fire risk assessment surveyors being employed to reduce dependency on external contractors.

By a unanimous vote

It was RESOLVED:-

1.1     The potential or likely variations in relation to the HRA both Revenue and Capital compared to the Budget be noted.

1.2     That, subject to any further budget variations that arise during the rest of the financial year, the in-year shortfall in funds of £320k, referred to in section 5.6 of the report, be noted.

1.3     The revised 2019/20 Capital Programme referred to in Appendix A and section 5.9 of the report be noted.

 

Reason for Decision:To ensure that Members are kept informed of the current budgetary position for both the HRA Revenue and Capital Budgets.

 

237.

BCa/19/43 QUARTER THREE PERFORMANCE OUTCOME REPORTING pdf icon PDF 380 KB

Cabinet Member for Customers, Digital Transformation & Improvement

Additional documents:

Decision:

It was RESOLVED:-

 

That the performance report and the performance outcome information tabled at Appendices A to I of the report be agreed as reflecting Babergh District Council’s performance for Oct - Dec 2019.

 

Reason for Decision: To provide assuarnce that the Council is meeting its performance objectives.

 

Alternative Options Considered and Rejected: It is a requirement to report this information to Cabinet, therefore there are no other available options.

 

Any Declarations of Interests Declared: None

 

Any Dispensation Granted: None

Minutes:

The Cabinet Member for Customers, Digital Transformation and Improvement introduced the report and thanked Cabinet Members and Assistant Directors for their continued support in reviewing the information captured to ensure it was in line with the Councils corporate outputs. Councillor Parker advised that work was underway to review the performance measure for Communities to ensure they were in line with the current strategy.

 

Councillor Davis commented on the improving results and highlighted the reduction in sickness absence. Councillor Davis went on to compliment the Customer Service team for their work, with particular reference to the work undertaken in Shotley, and congratulated Councillor Parker, the Assistant Director for Customers, Digital Transformation and Improvement, and the Customers Services team.

 

In response to a query from Councillor Busby regarding the decrease in the number of members of the public streaming online meetings, the Assistant Director for Law and Governance advised that due to the pre-election period in quarter 3 there were fewer meetings available to watch which accounts for the lower figures.

 

By a unanimous vote

 

It was RESOLVED:-

 

That the performance report and the performance outcome information tabled at Appendices A to I of the report be agreed as reflecting Babergh District Council’s performance for Oct - Dec 2019.

 

Reason for Decision: To provide assurance that the Council is meeting its performance objectives.

 

238.

BCa/19/44 COMMUNITY INFRASTRUCTURE LEVY (CIL) - CIL EXPENDITURE BUSINESS PLAN MARCH 2020 pdf icon PDF 302 KB

Cabinet Member for Planning

Additional documents:

Decision:

It was RESOLVED:-

 

1.1           That the CIL Expenditure Business Plan (March 2020) and accompanying technical assessments of the CIL Bids forming Appendices A and B of the report be approved. This includes decisions on valid Bids approved and noted by Cabinet as follows:-

Decisions for Cabinet to make: Local Infrastructure Fund

CIL Bid, Location and Infrastructure Proposed

Amount of CIL Bid and total cost of the Infrastructure

Cabinet  Decision

B19-10 EAST BERGHOLT

Constable Memorial Hall

Amount of CIL Bid £14,333

Total cost of works £50,000

It was resolved that the  Bid for £14,333 be approved.

B/19-16 COCKFIELD

Great Green

Provision of leisure and community facilities

Amount of CIL Bid £25,000

Total Cost £68,647.20 (including VAT)

It was resolved that the Bid for £25,000 be approved.

 

Decisions for Cabinet to make: Ringfenced funds (Lavenham – part only) and Local Infrastructure Funds (part only) (Lavenham)

CIL Bid, Location and Infrastructure Proposed

Amount of CIL Bid and total cost of the Infrastructure

Cabinet Decision

B19-15 LAVENHAM

Water Street

Amount of CIL Bid £190,000

Total Cost £238,000 excluding VAT

It was resolved that the Bid for £190,000

Part to be taken from the ringfenced funds for Lavenham – £32,447.97

Part to be taken from the Local infrastructure Funds  - £157,552.03

be approved

 

 

Delegated Decision for Cabinet to note: Ringfenced funds (Capel)

CIL Bid, Location and Infrastructure Proposed

Amount of CIL Bid and total cost of the Infrastructure

Delegated Decision

B19-17 CAPEL ST MARY

Thorney Road

Erection of bus shelter

 

Amount of CIL Bid £8,000

Total cost of works £8,000

It was resolved that the decision taken  to approve the CIL Bid for £8,000 be noted by Cabinet.

 

1.2     That Cabinet noted and endorsed the CIL Business Plan which included the position reached on all undetermined/outstanding Bids together with the up to date position in respect of approved CIL Bids from Rounds 1, 2 and 3.

Reason for Decision: Community Infrastructure Levy (CIL) monies have been collected since the implementation of CIL on the 11th April 2016. The CIL Expenditure Framework originally adopted in April 2018 and reviewed with amendments adopted on the 18th March 2019 requires the production of a CIL Business Plan for each District which contains decisions for Cabinet to make or note on CIL Bids for CIL expenditure.

These decisions relating to the expenditure of CIL monies form one of the ways in which necessary infrastructure supporting growth is delivered.

Alternative Options Considered and Rejected: There is a diverse spectrum of approaches to CIL expenditure across the country from Unitary Authorities who have absorbed CIL into their individual Capital Programmes to others who ringfence all funds to be spent locally. A range of different approaches was identified in Appendix A of the Framework for CIL Expenditure report provided to Cabinet’s on the 5th and 8th of February 2018 and discussed in full during the workshops with the Joint Member advisory panel. Members adopted the documents set out in paragraph 1.1 above by Council decision in April 2018  ...  view the full decision text for item 238.

Minutes:

The Cabinet Member for Planning introduced the report and provided Members with details of the Community Infrastructure Levy (CIL) bids contained in the report. Councillor Arthey moved the recommendations.

 

In response to a query from Councillor Ward, the Professional Lead for Key Sites and Infrastructure confirmed that the correct figure for the bid from East Bergholt was £14,333, as detailed in the recommendation.

 

Councillor Holt commented that Members should be ensuring that parishes were aware of the available funding and assist them in understanding the application procedures.

 

With regard to bid B19-15 Lavenham, it was confirmed that the money applied for was for funding of the car park and electric vehicle charging points and not the environmental clear up from the sites previous use as a gas works.

 

The recommendations were seconded by Councillor Busby.

 

By a unanimous vote

 

It was RESOLVED:-

 

1.1           That the CIL Expenditure Business Plan (March 2020) and accompanying technical assessments of the CIL Bids forming Appendices A and B of the report be approved. This includes decisions on valid Bids approved and noted by Cabinet as follows:-

Decisions for Cabinet to make: Local Infrastructure Fund

CIL Bid, Location and Infrastructure Proposed

Amount of CIL Bid and total cost of the Infrastructure

Cabinet  Decision

B19-10 EAST BERGHOLT

Constable Memorial Hall

Amount of CIL Bid £14,333

Total cost of works £50,000

It was resolved that the  Bid for £14,333 be approved.

B/19-16 COCKFIELD

Great Green

Provision of leisure and community facilities

Amount of CIL Bid £25,000

Total Cost £68,647.20 (including VAT)

It was resolved that the Bid for £25,000 be approved.

 

Decisions for Cabinet to make: Ringfenced funds (Lavenham – part only) and Local Infrastructure Funds (part only) (Lavenham)

CIL Bid, Location and Infrastructure Proposed

Amount of CIL Bid and total cost of the Infrastructure

Cabinet Decision

B19-15 LAVENHAM

Water Street

Amount of CIL Bid £190,000

Total Cost £238,000 excluding VAT

It was resolved that the Bid for £190,000

Part to be taken from the ringfenced funds for Lavenham – £32,447.97

Part to be taken from the Local infrastructure Funds  - £157,552.03

be approved

 

Delegated Decision for Cabinet to note: Ringfenced funds (Capel)

CIL Bid, Location and Infrastructure Proposed

Amount of CIL Bid and total cost of the Infrastructure

Delegated Decision

B19-17 CAPEL ST MARY

Thorney Road

Erection of bus shelter

 

Amount of CIL Bid £8,000

Total cost of works £8,000

It was resolved that the decision taken  to approve the CIL Bid for £8,000 be noted by Cabinet.

 

1.2     That Cabinet noted and endorsed the CIL Business Plan which included the position reached on all undetermined/outstanding Bids together with the up to date position in respect of approved CIL Bids from Rounds 1, 2 and 3.

Reason for Decision: Community Infrastructure Levy (CIL) monies have been collected since the implementation of CIL on the 11th April 2016. The CIL Expenditure Framework originally adopted in April 2018 and reviewed with amendments adopted on the 18th March 2019 requires the production of a CIL Business Plan  ...  view the full minutes text for item 238.

239.

BCa/19/45 JOINT AREA PARKING MANAGEMENT PLAN pdf icon PDF 233 KB

Cabinet Member for Environment

Additional documents:

Decision:

It was RESOLVED:-

 

That the the final content of the Babergh and Mid Suffolk Joint Area Parking Management Plan following a stakeholder consultation process undertaken February - May 2019 was approved.

 

Reason for Decision: The Council is required to have a parking policy and to demonstrate that they have reviewed the content. Suffolk County Councils Parking Management Strategy which forms part of the application to the DfT for the granting of CPE powers for the remaining majority of Suffolk requires the district and boroughs to develop Area Parking Plans.

 

Alternative Options Considered and Rejected:

 

1.1           To have two separate area parking plans.

1.2           Not to have an area parking plan.

Any Declaration of Interests Declared: None

Any Dispensation Granted: None

 

Minutes:

Report BCa/19/45 Joint Area Parking Management Plan was introduced by the Cabinet Member for Environment and the recommendations were moved for approval.

 

Councillor Ward advised Members that this plan had been previously deferred to resolve Members concerns over implementation of Civil Parking Enforcement (CPE) and following additional briefings the council was now in a position to move forward with the plan.

 

Councillor Holt expressed concern over the lack of information regarding  implementation of parking in the plan and commented that the information provided to all Members had lacked any fine detail. Councillor Davis commented that he too shared these concerns and raised a query over the Governments’ announcement of potentially banning parking on pavements, and how this would be covered by the policy. Councillor Malvisi commented that she believed this would fall under CPE and not the Joint Area Parking Management Plan and advised that she would speak to the Assistant Director for Environment and Commercial Partnerships regarding issuing a communication to Members providing details of CPE.

 

In response to a query from Councillor Osborne over residential parking permits the Assistant Director for Environment and Commercial Partnerships advised that the Council would look to support any amendments in parking restrictions proposed by the communities.

 

The Assistant Director for Environment and Commercial Partnerships advised Members that a central government consultation would be taking place regarding parking on pavements and that the results of this would be shared with Members once released.

 

Councillor McCraw, Chair of Overview and Scrutiny Committee, asked for clarity on how the plan and toolkit would be practically enforced and the measures in place for this process. The Assistant Director for Environment and Commercial Partnerships provided an explanation of on-street and off-street parking and the differing responsibilities of Babergh District Council and Suffolk County Council. Members were advised that new traffic regulation orders and parking permits were the responsibility of Suffolk County Council (SCC). Proposals for amendments identified by communities would be put out to consultation with District Councillors by SCC.

 

Councillor Holt again commented that the engagement with Members, Town and Parish Councils had been poor. In response Councillor Ward advised that there were plans in place to issue press releases.

 

The recommendations were seconded by Councillor Busby.

 

By a unanimous vote

 

It was RESOLVED:-

 

That the final content of the Babergh and Mid Suffolk Joint Area Parking Management Plan following a stakeholder consultation process undertaken February - May 2019 was approved.

 

Reason for Decision: The Council is required to have a parking policy and to demonstrate that they have reviewed the content. Suffolk County Councils Parking Management Strategy which forms part of the application to the DfT for the granting of CPE powers for the remaining majority of Suffolk requires the district and boroughs to develop Area Parking Plans.