Babergh and Mid Suffolk District Councils
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Agenda, decisions and minutes

Venue: Virtual Meeting

Media

Items
No. Item

259.

APOLOGIES FOR ABSENCE

Minutes:

There were no apologies for absence.

260.

DECLARATION OF INTERESTS BY COUNCILLORS

Minutes:

Councillor Jan Osborne declared a non-pecuniary interest in item 11, BCa/19/56 CCTV Arrangements in Sudbury and Hadleigh.

261.

BCa/19/52 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 09 JUNE 2020 pdf icon PDF 137 KB

Minutes:

It was RESOLVED:-

 

That the minutes of the meeting held on 09 June 2020 be signed as a true record.

262.

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

Minutes:

There were no petitions received.

263.

QUESTIONS BY COUNCILLORS

Minutes:

There were no questions received.

264.

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

Minutes:

There were no matters referred.

265.

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/

 

 

 

Minutes:

The Forthcoming Decisions List was noted. The Leader of the Council advised Members that the Cabinet meeting due to take place in August had been cancelled and the business for that meeting would be included in the agenda for the meeting in September.

266.

BCA/19/53 GENERAL FUND FINANCIAL OUTTURN 2019/20 pdf icon PDF 370 KB

Cabinet Member for Finance

Additional documents:

Decision:

It was RESOLVED:-

 

1.1      That the 2019/20 financial outturn as set out in the report be noted.

1.2      That, the following net transfers of £219k be approved;

a)      Transfer to reserves of £66k being the net amount, for specific earmarked reserves, referred to in section 5.15 and Appendix D of the report;

b)      Of the remaining balance of the General Fund deficit £640k be transferred from the Business Rates Equalisation reserve and £355k to the Transformation Fund, as referred to in section 2.1 (b) of the report.

 

1.3       That the General Fund carry-forward requests totalling £153k referred to in paragraph 5.16 of the report be approved.

1.4          That the total Capital carry-forward requests referred to in paragraphs 5.20 and 5.21 of the report totalling £26.168m be approved.

Reason for Decision: To ensure that Members are kept informed of the outturn position for both General Fund Revenue and Capital and to approve earmarked reserve transfers and carry forward requests.

Alternative Options Considered and Rejected:

The options that have been considered are;

a)    Withdraw funds of £219k from the Business Rates Equalisation Reserve

b)    Transfer surplus funds of £355k to the Transformation Fund, withdraw funds of £640k from the Business Rates Equalisation reserve as explained further in the table in section 5.10 and net transfers of £66k to specific earmarked reserves as detailed in section 3.2(a) of the report.

c)    To recommend carry forward requests for the General Fund of £153k and Capital of £26.168m.

Any Declarations of Interest Declared: None

Any Dispensation Granted: None

Minutes:

The Cabinet Member for Finance introduced the report and provided Members with an overview of the details in the report. The recommendations in the report were moved by Councillor Ward and seconded by Councillor Davis.

 

It was RESOLVED:-

 

1.1      That the 2019/20 financial outturn as set out in the report be noted.

1.2      That, the following net transfers of £219k be approved;

a)      Transfer to reserves of £66k being the net amount, for specific earmarked reserves, referred to in section 5.15 and Appendix D of the report;

b)     Of the remaining balance of the General Fund deficit £640k be transferred from the Business Rates Equalisation reserve and £355k to the Transformation Fund, as referred to in section 2.1 (b) of the report.

 

1.3      That the General Fund carry-forward requests totalling £153k referred to in paragraph 5.16 of the report be approved.

1.4      That the total Capital carry-forward requests referred to in paragraphs 5.20 and 5.21 of the report totalling £26.168m be approved.

Reason for Decision: To ensure that Members are kept informed of the outturn position for both General Fund Revenue and Capital and to approve earmarked reserve transfers and carry forward requests.

 

 

267.

BCA/19/54 HRA FINANCIAL OUTTURN 2019/20 pdf icon PDF 415 KB

Cabinet Member for Finance

Decision:

It was RESOLVED:-

1.1      That the 2019/20 financial outturn as set out in the report be noted.

1.2      That the transfer of £1.506m, being the HRA surplus for the year (£1.699m more than planned) per paragraph 5.5 of the report, to the Strategic Priorities Reserves be approved.

1.3      That the HRA Capital carry-forward requests referred to in paragraphs 5.12 and 5.13 of the report totalling£17.340m be approved.

Reason for Decision: To ensure that Members are kept informed of the outturn position for both Housing Revenue and Capital and to approve earmarked reserve transfers and carry forward requests.

Alternative Options Considered and Rejected:

1.1.        Transfer funds of £1.056m to the Strategic Priorities earmarked reserve.

1.2.        To recommend the carry forward of £17.340m HRA Capital costs.

Any Declarations of Interests Declared: None

Any Dispensation Granted: None

 

 

Minutes:

The report was introduced by the Cabinet Member for Finance who moved the recommendations. Councillor Osborne seconded the recommendations.

 

In response to a question from Councillor Busby regarding asbestos surveys, the Assistant Director for Housing confirmed that all high and medium levels of asbestos in Council homes had been eradicated. Following a restructure an additional asbestos surveyor had been appointed to enable more surveys to be carried out at a reduced cost to the authority.

 

Councillor Parker commented on the adverse variance in respect of receipts which were expected from development and which had not been completed. He asked if a favourable variance would be expected in the future. The Assistant Director for Housing confirmed that the HRA business plan predicted income and expenditure for a given month. The method for estimating income for the HRA account would be reviewed in the future in order to produce more accurate figures.

 

Councillor Holt questioned the excess expenditure in respect of Building Services and how this had benefitted the Council. The Assistant Director for Housing advised that this expenditure was in relation to payments to subcontractors working in void properties. Members were advised that the reliance on subcontractors had been reduced and contracts had been reviewed to identify savings where possible.

 

In response to a question from Councillor McCraw regarding the proposed changes to the model for responsive repairs, the Assistant Director for Housing advised that the transformation of Building Services would be discussed with Cabinet Members in the near future. Members were also advised that a decision had been made not to proceed with the development of the business case for a joint venture with Flagship Housing.

 

It was RESOLVED:-

 

1.1          That the 2019/20 financial outturn as set out in the report be noted.

 

1.2          That the transfer of £1.506m, being the HRA surplus for the year (£1.699m more than planned) per paragraph 5.5 of the report, to the Strategic Priorities Reserves be approved.

 

1.3      That the HRA Capital carry-forward requests referred to in paragraphs 5.12 and 5.13 of the report totalling £17.340m be approved.

 

Reason for Decision: To ensure that Members are kept informed of the outturn position for both Housing Revenue and Capital and to approve earmarked reserve transfers and carry forward requests.

268.

BCA/19/55 ADOPTION OF THE REVISED TABLE OF FARES FOR HACKNEY CARRIAGES pdf icon PDF 233 KB

Cabinet Member for the Environment

Additional documents:

Decision:

It was RESOLVED:-

 

That the matter be referred back to the Licensing Committee for further consideration and engagement with relevant stakeholders with a view to simplifying and making clearer the table of fares.

 

Reason for Decision: To allow for further consultation with stakeholders before a decision can be made.

 

Alternative Options Considered and Rejected:

 

Officers have undertaken the statutory public consultation exercise as instructed by the Licensing and Regulatory Committee at the meeting of 14 February 2020.  The Licensing and Regulatory Committee in accordance with the Local Government (Miscellaneous Provisions) Act 1976, considered the two options set out below, whilst having had due regard for objections received, which were not withdrawn.  Objections that have been received are attached to this report as Appendix C of the report and officer comments to the objections received are attached to this report as Appendix D of the report:

Option 1

That the Licensing and Regulatory Committee was minded that no change was necessary to the revised table of fares fixed for Hackney Carriages operating in the controlled zone of the Babergh District attached as Appendix A of the report.

Option 2

That the Licensing and Regulatory Committee was minded, to modify the revised table of fares fixed for Hackney Carriages operating in the controlled zone of the Babergh District (Appendix A of the report).  To assist the Licensing and Regulatory Committee in its deliberations, officers have reviewed the objections received and created an alternative proposed tariff for the Committee’s consideration attached as Appendix E of the report.

Any Declarations of Interests Declared: None

Any Dispensation Granted: None

 

Minutes:

The Cabinet Member for the Environment introduced report BCa/19/55 and provided Members with details of the revised table of fares for Hackney Carriages. Councillor Malvisi thanked the Licensing Team for the work carried out. The recommendations in the report were moved by Councillor Malvisi and seconded by Councillor Ward.

 

In response to a query from Councillor Arthey regarding the complexity of the tariffs, the Assistant Manager – Food, Safety and Licensing provided Members with an explanation of how the revised fares had been calculated.

 

Councillor Davis enquired why the revised fares were not being dealt with as part of the review of the Licensing Policy in October. Councillor Malvisi advised that due to the complexity of the fares it had been decided they should be reviewed separately.

 

Members discussed the lack of responses and support from the operators following the consultation, the complexity of the proposed table of fares and recalibration of existing meters.

 

Members felt that further consideration needed to be given to this report to allow Members to fully understand the proposed changes.

 

Councillor Malvisi formally withdrew the motion. Councillor Ward concurred.

 

Councillor Malvisi proposed that the matter be referred back to the Licensing Committee for further consideration and engagement with relevant stakeholders with a view to simplifying and making clearer the table of fares. This motion was seconded by Councillor Ward.

 

It was RESOLVED:-

 

That the matter be referred back to the Licensing Committee for further consideration and engagement with relevant stakeholders with a view to simplifying and making clearer the table of fares.

 

Reason for Decision: To allow for further consultation with stakeholders before a decision can be made.

269.

BCA/19/56 CCTV ARRANGEMENTS IN SUDBURY AND HADLEIGH pdf icon PDF 393 KB

Cabinet Member for Communities

Decision:

It was RESOLVED:-

 

1.1          That Cabinet noted the content of the report.

1.2          That Cabinet approved the proposals for Sudbury and Hadleigh Town Centre CCTV cameras to be transferred, monitored and maintained by West Suffolk Council and agree delegated authority to the Assistant Director for Sustainable Communities, in consultation with the Cabinet Member for Communities, to:

·     Finalise and complete an agreement with West Suffolk Council for the  transfer of monitoring and maintenance responsibilities for the CCTV system as outlined in the report

·     Complete the partnership agreements with Sudbury and Hadleigh Town Councils including the respective working arrangements, roles and responsibilities of the parties.

1.3     (a) That Cabinet noted the capital costs of an enhanced CCTV system, which will be subject to a future CIL bid to be determined on its own merits by the Cabinet at a later date; and

(b) That, should the CIL bid be unsuccessful, the funding for the enhanced CCTV system be approved from the existing capital programme.

 

Reason for Decision: The current CCTV system was installed in 2000 and the system has now become outdated. The proposed approach solidifies collaboration with Hadleigh and Sudbury Town Councils and provides for a fully compliant, modern, CCTV system with the processes, technology and links in place with key partners, such as Suffolk Police, to undertake maintenance and 24/7 monitoring.

 

Alternative Options Considered and Rejected:

 

Option 1: Remove the existing CCTV system and have no public space CCTV within Sudbury and Hadleigh.

Option 2: Retain the current CCTV system, making no upgrade to the equipment, acknowledging that the equipment will eventually fail.

Option 3: Retain and upgrade the CCTV system but without staff to monitor the images. This would be a passive modelfor a CCTV system, it would record and could help support investigations. This has not been fully costed but is believed to be in the region of £80k to £100k (without new cameras or the capability to have digital images). In addition, a separate maintenance contract will also need to be arranged.

Option 4: To upgrade the CCTV system and transfer the monitoring and maintenance to West Suffolk Council. The capital costs of this option would be £43k in the short term and a further £140k to upgrade the CCTV to a fully digital wireless system once a system specification has been agreed. Ongoing monitoring arrangements would incur revenue costs of approximately £44,000 per year.

Any Declarations of Interests Declared: Councillor Jan Osborne declared a non-pecuniary interest.

 

Any Dispensation Granted: None

Minutes:

 

The report was introduced by the Cabinet Member for Communities. Councillor Davis expressed thanks to the Communities and Growth Business Improvement Manager, the team, and Councillors Jan Osborne, Mick Fraser and Kathryn Grandon.

 

The recommendations in the report were proposed by Councillor Davis and seconded by Councillor Osborne.

 

Councillor Davis responded to questions from Members on issues including whether there would be provision for mobile cameras on industrial estates, and potential funding support.

 

Councillor Osborne thanked Officers and Councillor Davis for the work carried out on the project.

 

It was RESOLVED:-

 

1.1          That Cabinet noted the content of the report.

 

1.2          That Cabinet approved the proposals for Sudbury and Hadleigh Town Centre CCTV cameras to be transferred, monitored and maintained by West Suffolk Council and agree delegated authority to the Assistant Director for Sustainable Communities, in consultation with the Cabinet Member for Communities, to:

 

·   Finalise and complete an agreement with West Suffolk Council for the transfer of monitoring and maintenance responsibilities for the CCTV system as outlined in the report

·   Complete the partnership agreements with Sudbury and Hadleigh Town Councils including the respective working arrangements, roles and responsibilities of the parties.

 

1.3    

(a) That Cabinet noted the capital costs of an enhanced CCTV       system,          which will be subject to a future CIL bid to be determined on its own merits by the Cabinet at a later date; and

 

(b) That, should the CIL bid be unsuccessful, the funding for the enhanced CCTV system be approved from the existing capital programme.

 

  Reason for Decision: The current CCTV system was installed in 2000 and the system has now become outdated. The proposed approach solidifies collaboration with Hadleigh and Sudbury Town Councils and provides for a fully compliant, modern, CCTV system with the processes, technology and links in place with key partners, such as Suffolk Police, to undertake maintenance and 24/7 monitoring.

270.

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/these item(s), it is likely that there would be the disclosure to them of exempt information as indicated against the/each item.

 

The author(s) of the report(s) proposed to be considered in Part 2 of the Agenda is/are satisfied that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

Minutes:

It was RESOLVED:-

 

That pursuant to Part 1 of Schedule 12A of the Local Government Act 1972, the public 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 Committee was also satisfied that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

 

271.

BCA/19/58 TO CONFIRM THE CONFIDENTIAL MINUTE OF THE MEETING HELD ON 09 JUNE 2020

Minutes:

It was RESOLVED:-

 

That the confidential minute of the meeting held on 09 June 2020 be signed as a true record.