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

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No. Item

75.

DECLARATION OF INTERESTS BY COUNCILLORS

Minutes:

 

There were no declarations of interest made by Councillors.

76.

BCa/21/34 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 6 DECEMBER 2021 pdf icon PDF 344 KB

Minutes:

 

It was RESOVED:-

 

That with the following amendment the minutes of the meeting held on the 6 December 2021 be confirmed as a correct record:

 

Page 12, 75.2 to amend initially to initial

 

 

Recorded Vote
TitleTypeRecorded Vote textResult
To vote on confirmation of the minutes of the meeting held on 6 December 2021 Ad-Hoc

 

It was RESOVED:-

 

That with the following amendment the minutes of the meeting held on the 6 December 2021 be confirmed as a correct record:

 

Page 12, 75.2 to amend initially to initial

 

Carried
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  • 77.

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

    Minutes:

    None received.

    78.

    QUESTIONS BY COUNCILLORS

    Minutes:

    None received.

    79.

    MATTERS REFERRED BY THE OVERVIEW AND SCRUTINY OR JOINT AUDIT AND STANDARDS COMMITTEES pdf icon PDF 94 KB

    The Chair of the Overview and Scrutiny Committee

    Additional documents:

    Minutes:

    79.1         The Chair invited the Chair of the Overview and Scrutiny Committee, Councillor McLaren to introduce the item.

     

    79.2         Councillor McLaren detailed the recommendations for the General Fund Budget 2022/23 and Four-year Outlook from the Overview and Scrutiny Committee and the recommendations for the Housing Revenue Account Budget 2022/23 and Four-year Outlook from the Overview and Scrutiny Committee.

     

    79.3         In a response to Members queries in relation to recommendation 1.2 in the Overview and Scrutiny report the Monitoring Officers advised that the Overview and Scrutiny Committee was concerned with the effectiveness of the new monitoring framework and whether the newly set-up performance team was delivering and was effective.

     

    79.4         The recommendations were noted.

     

    80.

    FORTHCOMING DECISIONS LIST

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

     

    Forthcoming Decisions List » Babergh

    Minutes:

    80.1    The Forthcoming Decisions List was noted.

    81.

    BCa/21/35 GENERAL FUND BUDGET 2022/23 AND FOUR-YEAR OUTLOOK pdf icon PDF 1 MB

    Cabinet Member for Finance

    Additional documents:

    Decision:

    It was RESOLVED: -

     

    1.1          That the General Fund Budget proposals for 2022/23 and four-year outlook set out in the report be endorsed for recommendation to Council on 21 February 2022.

    1.2          That the General Fund Budget for 2022/23 is based on a 2% increase to Band D Council Tax.

     

    REASON FOR DECISION

    To bring together all the relevant information to enable Cabinet Members to review, consider and comment upon the Council’s General Fund budget for endorsement and recommendation to Council.

    Alternative Options Considered and Rejected 

    Setting a balanced budget is a statutory requirement, therefore no other options are appropriate in respect of this.

    Any Declarations of Interests Declared: None

    Any Dispensation Granted: None

     

    Minutes:

    81.1       The Cabinet Member for Finance, Councillor Simon Barrett introduced the report, and drew Members’ attention to a Council Tax increase of 2% as included in the recommendations.  This would be equivalent to an annual increase of £3.50 or 29 pence per month for Band D Property, providing an annual surplus of £527k for 2022/23, this had to be considered in relation to a forecast cumulative deficit of £2.3m by 2025/26.

    81.2       Councillor Barrett proposed the recommendations in the report which was seconded by Councillor Busby.

    81.3       In response to Councillor Malvisi questions referring to the New Homes Bonus, the Cabinet Member for Finance Councillor Barrett explained that the New Homes Bonus impacted on the Council’s deficit. 

    81.4       Councillor Holt was supportive of 2% increase in Council Tax.

    81.5       Councillor Busby queried the capital expenditure on page 53 and whether the £2m for the Belle Vue project was set a figure or whether it was dependent on the sale of the site. The Cabinet Member for Finance responded that the £2m was over and above any receipts for the sale of the land.

    81.6       The Assistant Director for Economic Development and Regeneration clarified that the final cost for the entrance had not been received yet and that the £2m would come from borrowing and was allocated for the development of the Belle Vue.

    Note: Councillor Dawson joined the meeting at 2:35pm.

    81.7       The Cabinet Member for Finance, Councillor Barrett confirmed to Councillor Malvisi that planned maintenance for carparks for next year was £7k. 

    81.8       Councillor Arthey questioned if improvement work to carparks was included in the budget for 2022/23 and Cabinet Member for Finance, Councillor Barrett stated that the carparking review was coming forward to Cabinet later in the year and that once the requirements and costs had been established recommendations would be brought Cabinet for adoption.

    81.9       Councillor Holt referred to the expenditure for the leisure centres and what the allocated ongoing costs were for.  The Assistant Director for Corporate Resources clarified that this was for emergency repairs as required for the two leisure centres throughout the year.

    81.10   Councillor Busby referred to page 53 and the target capital expenditure of a total of £22.5m, which was never fully spent and how the cost of interest was calculated over the year.  The Cabinet Member for Finance responded that it was assumed that 50% of the capital spend would be carried forward. 

    81.11   The Cabinet Member for Finance Members informed Members that £200K from the General Fund Reserve would be transferred to the General Grants Fund and enable organisations to apply for grants to assist their recovery from the financial effects of the Covid Pandemic.

    81.12   Members continued to debate the issues including the implementation of car parking charges and that the cost of running and improving carparks in the District was irrespective of the implementation of car park charges.

    81.13   The debate continued in relation to the proposed 2% Council Tax increase and whether this was really needed to  ...  view the full minutes text for item 81.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1 and 3.2 as detailed in the report Resolution

    1.1          That the General Fund Budget proposals for 2022/23 and four-year outlook set out in the report be endorsed for recommendation to Council on 21 February 2022.

    1.2          That the General Fund Budget for 2022/23 is based on a 2% increase to Band D Council Tax

     

    Carried
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  • 82.

    BCa/21/36 HOUSING REVENUE ACCOUNT (HRA) 2022/23 BUDGET pdf icon PDF 277 KB

    Cabinet member for Finance

    Decision:

    It was RESOLVED: -

     

    1.1          That the HRA Budget proposals for 2022/23 set out in the report be endorsed for recommendation to Council on 21 February 2022.

    1.2          That the CPI + 1% increase of 4.1% in Council House rents, equivalent to an average rent increase of £3.72 a week for social rents and £5.23 a week for affordable rents be implemented.

    1.3          That garage rents were kept at the same level as 2021/22.

    1.4          That Sheltered Housing service charges were kept at the same level as 2021/22.

    1.5          That Sheltered Housing utility charges were kept at the same level as 2021/22.

    1.6          That the budgeted surplus of £511k be transferred to the Strategic Priorities reserve in 2022/23

    1.7          That in principle, Right to Buy (RTB) receipts should be retained to enable continueddevelopment and acquisition of new council dwellings.

     

    REASON FOR DECISION

    To bring together all the relevant information to enable Cabinet Members to review, consider and comment upon the Councils Housing Revenue Account budget for recommendations to Council.

    Alternative Options Considered and Rejected:

    The Housing Revenue Account Budget for 2022/23 is an essential element in achieving a balanced budget and sustainable medium-term position, therefore no other options are appropriate in respect of this.

    Any Declarations of Interests Declared: None

    Any Dispensation Granted: None

     

     

    Minutes:

    82.1      The Cabinet Member for Finance, Councillor Barrett introduced the report and proposed that the recommendation was voted on block.

    82.2      Councillor Barrett proposed the recommendation in the report, which was seconded by Councillor Osborne.

    82.3      Councillor Arthey queried if the cost for the work for garage sites was specified in the report and the Cabinet Member for Housing responded that this was not identified as separate item but covered by existing resources and that a report would come forward shortly.

    82.4      In response to Members’ questions regarding supporting tenants in relation to the increase in rent, the Cabinet Member for Finance detailed the number of tenants receiving financial support and the SRP Operations Manager detailed the level of support some tenants were entitled to receive.

    82.5      Councillor Ward stated that the raised of 4.1% in tenant rents was based on the CPI from a couple of months ago, which was lower than now. A council tax rebate would be proposed by the Government soon.

    82.6      Councillor Busby referred to the chart for interest payable on page 88 and queried if the interest payment remained the same for the next two years and the Cabinet Member for Finance confirmed that it was a Public Works Loan Board (PWLB) fixed term loan interest payments and would remain the same.

    82.7      The Assistant Director for Housing responded to Members’ questions regarding the Council’s garage sites and potential developments. A garage site review was being undertaken and any necessary work would be funded out of the Building Service Budget.  The garage site review would be brought to Cabinet in due course.

    82.8      Councillor Arthey reiterated that the Council continue to look at garage sites and the issue of parking on some council estates, he was concerned that nothing would be done to address these issues until 2023/24 and the Assistant Director for Housing responded that it was possible if there was a requirement and if there was sufficient funds in the capital work programme.

    82.9      The Cabinet Member for Finance stated that if the development of a garage site for housing was identified then the cost would come out of the general HRA budget and would not necessarily require a report to Cabinet and could be taken by delegated officer decision.

    82.10   Councillor Ward posed several questions including if the Council was still paying for temporary hotel accommodation, and that the valuation of the Council’s housing stock was based 38% of the market value, but where did the figure of 38% come from.  He also queried the Right to Buy receipts.

    82.11   The Cabinet Member for Housing clarified that the cost for any temporary accommodation came out of the General Fund Budget and not the HRA.

    82.12   She then stated that the current income from the Right to Buy receipts were at £2.9m and that the Council had committed to £3.34m. Any underspend would be given back to Government after five years if receipts had not been spent in time. 

    82.13   The Assistant  ...  view the full minutes text for item 82.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1 to 3.7 as detailed in the report Resolution

    1.1          That the HRA Budget proposals for 2022/23 set out in the report be endorsed for recommendation to Council on 21 February 2022.

    1.2          That the CPI + 1% increase of 4.1% in Council House rents, equivalent to an average rent increase of £3.72 a week for social rents and £5.23 a week for affordable rents be implemented.

    1.3       That garage rents are kept at the same level as 2021/22.

    1.4       That Sheltered Housing service charges are kept at the same level as 2021/22.

    1.5       That Sheltered Housing utility charges are kept at the same level as 2021/22.

    1.6       That the budgeted surplus of £511k be transferred to the Strategic Priorities reserve in 2022/23.

    1.7       That in principle, Right to Buy (RTB) receipts should be retained to enable continued development and acquisition of new council dwellings.

     

    Carried
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  • 83.

    BCa/21/37 BUSINESS RATES RELIEF POLICIES pdf icon PDF 278 KB

    Cabinet Member for Finance

    Decision:

    It was RESOLVED: -

     

    1.1          That Cabinet gave authority to the Assistant Director for Corporate Resources in consultation with the Cabinet Members for Finance and Economy to agree the COVID-19 additional relief fund policy.

    1.2          That Cabinet agreed the retail, hospitality and leisure policy, transitional relief policy and supporting small business relief policy for 2022/23 as set out in Appendices a, b and c.

    1.3          That Cabinet gave authority to the Assistant Director for Corporate Resources in consultation with the Cabinet Member for Finance to agree any future changes to the 2022/23 retail, hospitality and leisure discount policy.

    1.4          That Cabinet gave authority to the Shared Revenues Partnership Operations Manager to administer the Covid-19 additional relief fund, discretionary retail, hospitality and leisure discount, transitional relief and supporting small business relief policies.

     

    REASON FOR DECISION

    To provide discretionary reliefs to support ratepayers in Babergh.

     

    To enable the implementation of the discretionary schemes.

    Alternative Options Considered and Rejected:

     Covid-19 Additional Relief Fund (CARF)

    2.1     Option 1 – Delegate authority to the Assistant Director for Corporate Resources in consultation with the Cabinet Members for Finance and Economy to agree a local discretionary COVID-19 additional relief fund policy once the modelling has been complete and system implications are understood.

    A new policy can be introduced for the relief and applications can be invited from ratepayers.

     

    2.2          Option 2 - Do nothing

     

              There is no mandatory requirement on billing authorities to provide these discounts, however the Government is funding the scheme. It would therefore be an opportunity missed not to support local ratepayers.

     

    Retail, Hospitality and Leisure Discount, Transitional Relief and Supporting Small Businesses Relief

     

    2.3          Option 1 – Agree the draft policies in Appendices a, b and c. Delegate authority to the Assistant Director for Corporate Resources in consultation with the Cabinet Member for Finance to agree any future changes to the 2022/23 retail, hospitality, and leisure discount policy.

     

    New policies can be introduced for the schemes. Delegations would be in place to allow the Council to act swiftly should the Government make any further changes to the scheme in the future.

     

    2.4          Option 2 - Do nothing

     

              There is no mandatory requirement on billing authorities to provide these discounts, however the Government is funding the scheme. It would therefore be an opportunity missed not to support local ratepayers.

    Any Declarations of Interests Declared: None

    Any Dispensation Granted: None

     

    Minutes:

    83.1       Councillor Barrett introduced the report and outlined the reasons for the Business Rates Relief Policies coming to Cabinet.

    83.2       Councillor Barrett proposed the recommendations in the report which was seconded by Councillor McCraw.

    83.3       In response to Councillor Dawson’s questions in relation to failed businesses which had received the grant,  the SRP Operations Manager responded that the retail discount was 50% and was set by the Government and that payments could be portioned and capped if necessary.

    It was RESOLVED:-

    1.1          That Cabinet give authority to the Assistant Director for Corporate Resources in   consultation with the Cabinet Members for Finance and Economy to agree the COVID-19 additional relief fund policy.

    1.2          That Cabinet agree the retail, hospitality and leisure policy, transitional relief policy and supporting small business relief policy for 2022/23 as set out in Appendices a, b and c.

    1.3          That Cabinet give authority to the Assistant Director for Corporate Resources in   consultation with the Cabinet Member for Finance to agree any future changes to the 2022/23 retail, hospitality and leisure discount policy.

    1.4          That Cabinet gives authority to the Shared Revenues Partnership Operations Manager to administer the Covid-19 additional relief fund, discretionary retail, hospitality and leisure discount, transitional relief and supporting small business relief policies

    REASON FOR DECISION

    To provide discretionary reliefs to support ratepayers in Babergh.

     

    To enable the implementation of the discretionary schemes.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendation 3.1 to 3.4 as detailed in the report Resolution

    1.1          That Cabinet give authority to the Assistant Director for Corporate Resources in   consultation with the Cabinet Members for Finance and Economy to agree the COVID-19 additional relief fund policy

    1.2          That Cabinet agree the retail, hospitality and leisure policy, transitional relief policy and supporting small business relief policy for 2022/23 as set out in Appendices a, b and c.

    1.3          That Cabinet give authority to the Assistant Director for Corporate Resources in   consultation with the Cabinet Member for Finance to agree any future changes to the 2022/23 retail, hospitality and leisure discount policy.

    1.4          That Cabinet gives authority to the Shared Revenues Partnership Operations Manager to administer the Covid-19 additional relief fund, discretionary retail, hospitality and leisure discount, transitional relief and supporting small business relief policies

     

    Carried
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  • 84.

    BCa/21/38 ACCOMMODATION AND AGILE STRATEGY - ENDEAVOUR HOUSE pdf icon PDF 417 KB

    Cabinet Member for Assets and Investments

    Additional documents:

    Decision:

    It was RESOLVED: -

     

    1.1      That the Cabinet agreed to reduce and reconfigure the floorspace demised to the Councils within Endeavour House in accordance with this report

    1.2      That the Cabinet delegated authority to the Assistant Director of Assets & Investments to deliver the reconfiguration of the floorspace including finalising the detailed design, the appointment of contractors and suppliers and completing negotiations with the landlords.

     

    REASON FOR DECISION

    To create a fit for purpose workspace at Endeavour House to reinforce our organisational culture, enable collaboration, networking and learning whilst promoting well-being and supporting the delivery of effective and efficient services for residents.

    To deliver financial savings over the term of the original lease period.

    To enable the timely, efficient, and effective delivery of the project.

    Alternative Options Considered and Rejected:

    2.1          Option 1: Do nothing: retain the current office accommodation and layout within Endeavour House. This is not a viable option as working practises have changed significantly since the pandemic and demand for traditional desk spaces in an office environment has reduced, whilst demand for space to collaborate with colleagues has increased. Doing nothing would fail to align with the adopted SAMP principles to ensure that our properties are well used, collaborative spaces that offer good value for money.

    2.2          Option 2: Relocate to alternative premises. Babergh and Mid Suffolk District Councils jointly relocated to Endeavour House in 2017 and committed to 10-year leases with break options at the fifth year. Endeavour House continues to offer BMSDC high quality office accommodation and our occupation aligns with all the principles of the SAMP. At Endeavour House we share accommodation and services with partner organisations such as Suffolk County Council, who for example deliver IT services to BMSDC but co-location also helps to support partnership working across the public sector. Endeavour House is well-located with easy access to public transport and has good communal facilities such as a canteen, café and informal meeting spaces which have helped to attract and retain staff. Relocating to other premises at this time is not viable. There are very few buildings across the County that would be able to provide shared services and spaces similar to those we use at Endeavour House and as such it is likely that relocating would increase our space requirements and costs.

    2.3          Option 3: Become fully digital Councils without a Headquarters building. Whilst working practises and technology have changed significantly there is still a need for in-person meetings from a legal perspective, such as full Council meetings and planning committees but also from a practical perspective to support our people who are unable to safely work remotely and to support collaborative work and training across teams, service areas and organisations. This is therefore not a viable option.

    2.4          Option 4: Reconfigure accommodation within Endeavour House to meet changing working practices. Endeavour House is well located to meet organisational needs however over the last 2 years our use of office accommodation has changed significantly with more people working remotely and growing  ...  view the full decision text for item 84.

    Minutes:

    84.1       Councillor Busby introduced the report and highlighted the benefits of reducing the floor space in Endeavour House and delivering the most suitable workspace for officers to work in.

    84.2       Councillor Busby proposed the recommendations in the report, which was seconded by Councillor Ward.

    84.3       In response to a question from Councillor Barrett, the Cabinet Member for Assets and Investments referred to the concept design plan attached in appendix A.

    84.4       Councillor Holt expressed his concern in relation to the Strategy including that staff had not been involved enough in the preparation of the proposed workspace, that there were not enough desks, the impact on staff wellbeing when working from home and that he thought this decision should have gone to full Council for debate. In response The Assistant Director for Assets and Investments detailed the results from the staff survey, in which 70% of the response received were in favour of coming into work at Endeavour House for between one to three days per week. The workspace design encouraged officers to come into the office to work both at workstations and in the collaborative workspaces. In addition to the Gold floor plate space, Members and officers would maintain the current access to other spaces in the building.

    84.5       Councillor Ward stated that the floor plate would be used in a far more efficiently way for officers to work in and that the requirements outlined in the report were evidence based.

    84.6       Councillor McCraw was concerned with the speed of the decision and the timeline for the implementation of the strategy and that this was caused by the September date for the break clause in the lease. He queried whether it would be possible to take the report to Council for debate. The Assistant Director for Assets and Investments outlined the timings for the Strategy and explained that work for the Strategy had commenced at the beginning of the Covid Pandemic in 2020.

    84.7       The Monitoring Officer advised Cabinet that this was an executive decision for Cabinet and could not be referred to Council for discussion.

    84.8       In response to questions relating to working arrangement for officers, the Chief Executive advised Members that officers had always been encouraged to work in the District.

    84.9       Councillor Osborne asked for clarification on the number of desks allocated for officers working three days in Endeavour House. The Assistant Director responded that the data had been extrapolated from the staff survey, producing the result of 48 fixed desks in addition to the collaboration and meeting spaces as a blended figure of the data.

    84.10   The Assistant Director for Assets and Investments continued to respond to questions from Members including the minimum number of working days required by officers to be in Endeavour House, the number of desks required to accommodate this, new ways of working in a collaborative way and how Councillors would use the proposed workspace.

    Note: A break was taken between 4:10pm and 4:22pm.

    84.11   In response to other Members attending the  ...  view the full minutes text for item 84.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1 and 3.2 as detailed in the report Resolution

    1.1          That the Cabinet agrees to reduce and reconfigure the floorspace demised to the Councils within Endeavour House in accordance with this report

    1.2          That the Cabinet delegates authority to the Assistant Director of Assets & Investments to deliver the reconfiguration of the floorspace including finalising the detailed design, the appointment of contractors and suppliers and completing negotiations with the landlords.

     

    Carried
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  • 85.

    BCa/21/39 HAVEN GATEWAY PARTNERSHIP MEMBERSHIP pdf icon PDF 81 KB

    Cabinet Member for Economic Growth

    Decision:

    It was RESOLVED: -

     

    1.1          That the key information in this report which outlined the current economic funding and policy landscape and the range of partnerships, which now existed across the East of England, which support the Babergh/Mid Suffolk economy, be noted.  

    1.2          That the withdrawal of the Council’s membership of the Haven Gateway Partnership from 31 March 2022 be approved.

    1.3          That delegated authority be given to the Assistant Director Economic Development and Regeneration in consultation with the Portfolio Holder for Economic Growth to finalise any legal documents associated with a withdrawal from the Partnership.

     

    REASON FOR DECISION

    To ensure future resources are diverted to areas and partnerships to drive greatest growth and support, especially as part of covid 19 recovery.

    Alternative Options Considered and Rejected:

    2.1           Option 1 – To remain within the partnership from end of March 2022 working with the Haven Gateway team to review a new vision for the future

    2.2          Option 2 – To decide not to remain within the Haven Gateway Partnership and to withdraw from membership at end of March 2022

    Any Declarations of Interests Declared: None

    Any Dispensation Granted: None

     

    Minutes:

    85.1       Councillor Holt introduced the report and detailed the reasons and background for the recommendations in the report.

    85.2       Councillor Holt proposed the recommendations in the report, which was seconded by Councillor Barrett.

    85.3       Councillor Holt confirmed that the Council would save £7K per year once the membership of Haven Gateway Partnership was ended.

    It was RESOLVED:-

    1.1          That the key information in this report which outlines the current economic funding and policy landscape and the range of partnerships which now exist across the East of England which support the Babergh/Mid Suffolk economy, be noted.  

    1.2          That the withdrawal of the Council’s membership of the Haven Gateway Partnership from 31 March 2022 be approved.

    1.3          That delegated authority be given to the Assistant Director Economic Development and Regeneration in consultation with the Portfolio Holder for Economic Growth to finalise any legal documents associated with a withdrawal from the Partnership.

    REASON FOR DECISION

    To ensure future resources are diverted to areas and partnerships to drive greatest growth and support, especially as part of covid 19 recovery.

     

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1, 3.2 and 3.3 as detailed in the report Resolution

    1.1          That the key information in this report which outlines the current economic funding and policy landscape and the range of partnerships which now exist across the East of England which support the Babergh/Mid Suffolk economy, be noted.  

    1.2          That the withdrawal of the Council’s membership of the Haven Gateway Partnership from 31 March 2022 be approved.

    1.3          That delegated authority be given to the Assistant Director Economic Development and Regeneration in consultation with the Portfolio Holder for Economic Growth to finalise any legal documents associated with a withdrawal from the Partnership.

     

    Carried
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