Babergh and Mid Suffolk District Councils
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Agenda, decisions and minutes

Venue: Britten Room - Endeavour House. View directions

Items
No. Item

115.

Apologies for absence

Minutes:

Apologies had been received from Councillors Barker, Flatman, Kearsley and Horn.

116.

To receive any declarations of pecuniary or non-pecuniary interest by Councillors

Minutes:

Councillor Stringer declared a non-pecuniary interest in item 9, Report MCa/17/66, as having self built houses himself in the past.

 

Councillor Whybrow declared a pecuniary interest in item 13, Report MCa/17/70, and as such left the room and did not take part in the debate or vote.

117.

MCa/17/63 - Confirmation of the Minutes of the meeting held on 9 April 2018 pdf icon PDF 156 KB

Minutes:

The minutes of the meeting held on 9 April 2018 were confirmed as a correct record.

118.

To receive notification of petitions in accordance with the Council's Petition Scheme

Minutes:

None received.

119.

Questions from Councillors

Minutes:

Councillor Otton asked when “Environmental Impacts” would be included in reports.  The Corporate Manager for Democratic Services explained as from the Annual Council meeting “Environmental Implications” would be detailed within the new style report template.

 

120.

Matters referred to by the Overview and Scrutiny or the Joint Audit and Standards Committees

Minutes:

Councillor Eburne thanked Officers for both conducting and organising the recent Overview and Scrutiny training which had taken place.  Cabinet members were also very impressed and felt it was an opportunity to not just investigate matters of the Council but to scrutinise any external body or organisation which may have an impact on the residents of the district.

 

Councillor Eburne hoped Cabinet would support her in ensuring the topic of Staff Welfare, which had been delayed until June 2018, would go ahead in light of the risk register.  There had also been Member concern in respect of the Tourist Information Centre and the current issues surrounding this, as such she questioned whether there would be a further report coming forward in the near future?

 

Cabinet confirmed Staff Welfare would be reported and Councillor Brewster agreed to look to obtain further information on the Tourist Information Centre and would inform members accordingly.

 

121.

MC/17/64 - Forthcoming Decisions List pdf icon PDF 252 KB

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

 

www.midsuffolk.gov.uk/the-council/forthcoming-decisions-list/

 

Minutes:

The Forthcoming Decisions list was noted and the following comments were made:

 

·       CAB24 – Council date to be firmed up.

·       Questioned whether CAB 34/37/38/40 would include wider member involvement.  Wider member engagement was confirmed as these items were strategies.

·       Review of Disabled facilities grants should be included after August 2018, but should go into the Overview and Scrutiny Committee in the first instance.

 

122.

MCa/17/65 - 2017/18 Financial Outturn pdf icon PDF 466 KB

Decision:

It was RESOLVED:-

 

1.1       That the 2017/18 financial outturn as set out in this report be noted.

1.2       That the following net transfers of £2,410k be approved with the General Fund reserves;

a)      Transfer of £1,270k being the net amount, for the following specific earmarked reserves, referred to in section 10.11 of this report be approved;

·       £768k to Community Infrastructure Levy (CIL)

·       £203k to Homelessness

·       £155k to Planning for legal costs

·       £110k to other Government Grants

·       £50k to Strategic Planning

·       £16k from Commuted Sums

b)      The remaining balance of the General Fund surplus of £1,140k (£938k at Quarter 3) be transferred to the Business Rates Equalisation reserve to support the 2017/18 deficit on the Business Rates Collection Fund which will materialise in 2018/19.

1.3       That the General Fund carry-forward requests totalling £262k referred to in paragraph 10.13 of this report be approved.

1.4       That the Capital carry-forward requests referred to in paragraph 10.21 of this report totalling £14,733k be approved.

1.5       That the transfer of £467k, being the HRA surplus for the year (£1,181k better than planned) per paragraph 10.26, from reserves be approved.

1.6       That the HRA Capital carry-forward requests referred to in paragraph 10.33 of report MCa/17/65 totalling £71k be approved.

Reason for Decision: To ensure that Members are kept informed of the 2017/18 outturn position for both the General Fund and HRA, and approve the relevant transfers to/from reserves, revenue and capital carry forwards.

 

Alternative Options Considered and Rejected:  The alternative option is that the outturn position is not reported and no reserve transfers or carry forwards are approved.

 

Any Declarations of Interest declared: None

 

Any Dispensation Granted: Yes

Minutes:

Councillor Whitehead, the Cabinet Member with responsibility for Finance, introduced report MCa/17/65 and moved the recommendation.  This was seconded by Councillor Wilshaw.

 

Councillor Whitehead wished to thank Officers for all their hard work in producing such a detailed report in such a tight timescale.

 

Some Members considered there should be an increase in regular budget monitoring and to ensure an accurate budget the correct outturn figures should be reported.  It was also questioned as to why the worst case scenario was consistently included.

 

It was recognised in terms of capital slippage it was easier to set the capital aside in the first instance and then to find it had slipped.

 

In terms of staffing, it was explained it was normal to have the staff vacancy rate which the Council had as people leave before being replaced.  However, it was acknowledged there were currently issues in recruiting and retaining planning staff.

 

By 6 votes to 2

 

It was RESOLVED:-

 

(1)            That the 2017/18 financial outturn as set out in this report be noted.

(2)            That the following net transfers of £2,410k be approved with the General Fund reserves;

a)      Transfer of £1,270k being the net amount, for the following specific earmarked reserves, referred to in section 10.11 of this report be approved;

·       £768k to Community Infrastructure Levy (CIL)

·       £203k to Homelessness

·       £155k to Planning for legal costs

·       £110k to other Government Grants

·       £50k to Strategic Planning

·       £16k from Commuted Sums

b)      The remaining balance of the General Fund surplus of £1,140k (£938k at Quarter 3) be transferred to the Business Rates Equalisation reserve to support the 2017/18 deficit on the Business Rates Collection Fund which will materialise in 2018/19.

(3)        That the General Fund carry-forward requests totalling £262k referred to in paragraph 10.13 of this report be approved.

(4)        That the Capital carry-forward requests referred to in paragraph 10.21 of this report totalling £14,733k be approved.

(5)        That the transfer of £467k, being the HRA surplus for the year (£1,181k better than planned) per paragraph 10.26, from reserves be approved.

(6)        That the HRA Capital carry-forward requests referred to in paragraph 10.33 of report MCa/17/65 totalling £71k be approved.

Reason for Decision: To ensure that Members are kept informed of the 2017/18 outturn position for both the General Fund and HRA, and approve the relevant transfers to/from reserves, revenue and capital carry forwards.

 

123.

MCa/17/66 - Consultation Response to "Supporting Housing Delivery through Developer Contributions: Reforming Developer Contributions to Affordable Housing and Infrastructure" pdf icon PDF 388 KB

Decision:

It was RESOLVED:-

 

1.1  That Cabinet note the content and potential implications of the Government’s consultation titled “Supporting Housing Delivery through Developer Contributions: Reforming Developer Contributions to Affordable Housing and Infrastructure”.

 

1.2  That the recommended response to the consultation, as contained in Appendix 1 of report MCa/17/66 be endorsed subject to a “floor space limitation” being included within question 12.

 

Reason for Decision: To ensure that Cabinet were aware of the content and potential implications of the Government’s consultation titled “Supporting housing delivery through developer contributions to affordable housing and infrastructure” in order that Cabinet endorsed the response to the consultation.

 

Alternative Options Considered and Rejected: That Cabinet did not note or be aware of the content or potential implications of the Government’s consultation.

 

Any Declarations of Interest declared: Councillor Stringer declared a non-pecuniary interest as having self built houses himself in the past.

 

Any Dispensation Granted: None

 

Minutes:

Councillor Whybrow, the Cabinet Member with responsibility for Planning, introduced report MCa/17/66 and moved the recommendation which was seconded by Councillor Brewster.

 

Cabinet gave thanks for a well written report but found it frustrating having just gone through the process of approving CIL there had been another change, however, it was thought the implications from this were fair.

 

Members wished for careful consideration given in respect of blanket self builds and as such a square metre limitation should be imposed which could be built into the response on question 12.  Cabinet moved and seconded this amendment to be included in the response.

 

It was questioned about whether there should be a more robust procedure applied to ensure families received the exemption they were entitled to.  The Corporate Manager for Infrastructure and Development explained the team was currently working on a database which held all of CIL records which would become a public facing module to be seen in real time.  This would exceed Government expectations.

 

The Assistant Director for Planning explained the Council was one of three pilot authorities and were on the way to being the first in the country in terms of the level of transparency being provided.

 

By a unanimous vote.

 

It was RESOLVED:-

 

(1)   That Cabinet note the content and potential implications of the Government’s consultation titled “Supporting Housing Delivery through Developer Contributions: Reforming Developer Contributions to Affordable Housing and Infrastructure”.

 

(2)  That the recommended response to the consultation, as contained in Appendix 1 of report MCa/17/66 be endorsed subject to a “floor space limitation” being included within question 12.

 

Reason for Decision: To ensure that Cabinet were aware of the content and potential implications of the Government’s consultation titled “Supporting housing delivery through developer contributions to affordable housing and infrastructure” in order that Cabinet endorsed the response to the consultation.

 

124.

MCa/17/67 - Suffolk Framework for Inclusive Growth pdf icon PDF 148 KB

Additional documents:

Decision:

It was RESOLVED:-

 

1.1  That the contents of the document entitled “Suffolk Framework for Inclusive Growth – a Summary (Appendix 1 of report MCa/17/67) be noted.

 

1.2  That the document entitled: Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 of report MCa/17/67) be used to: (a) inform County-wide work on the use of “Pooled Business Rates”; (b) support and inform responses to third party consultations on growth and infrastructure; and, (c) support and prioritise – on a local and county-wide basis – funding bids for infrastructure to the Local Enterprise Partnership and other bodies;

 

1.3  That future infrastructure and strategic planning work for Babergh and Mid Suffolk (including the production of the Joint Local Plan) pays due regard to the contents of the document entitled: “Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 of report MCa/17/67) and the full AECOM report referred to at paragraph 13.1 of the report, which is recognised as a non-statutory document.

 

Reason for Decision: To note the summary document for Suffolk’s Framework for Inclusive Growth and to recognise the AECOM report as a useful piece of research and evidence to inform a range of future decisions.

 

Alternative Options Considered and Rejected:  That the summary document for Suffolk’s Framework for Inclusive Growth and the AECOM report not be noted.

 

Any Declarations of Interest declared: None

 

Any Dispensation Granted: None

Minutes:

Councillor Gowrley, the Leader of the Council, introduced report MCa/17/67 and moved the recommendation, which was seconded by Councillor Brewster.

 

Members considered it was an important document as there was a need to both work across boundaries and Suffolk for growth and investment purposes.

 

By a unanimous vote

 

It was RESOLVED:-

 

(1)  That the contents of the document entitled “Suffolk Framework for Inclusive Growth – a Summary (Appendix 1 of report MCa/17/67) be noted.

 

(2)  That the document entitled: Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 of report MCa/17/67) be used to: (a) inform County-wide work on the use of “Pooled Business Rates”; (b) support and inform responses to third party consultations on growth and infrastructure; and, (c) support and prioritise – on a local and county-wide basis – funding bids for infrastructure to the Local Enterprise Partnership and other bodies;

 

(3)  That future infrastructure and strategic planning work for Babergh and Mid Suffolk (including the production of the Joint Local Plan) pays due regard to the contents of the document entitled: “Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 of report MCa/17/67) and the full AECOM report referred to at paragraph 13.1 of the report, which is recognised as a non-statutory document.

 

Reason for Decision: To note the summary document for Suffolk’s Framework for Inclusive Growth and to recognise the AECOM report as a useful piece of research and evidence to inform a range of future decisions.

.

125.

MCa/17/68 - "Draft Revised National Planning Policy Framework" Consultation Proposals pdf icon PDF 182 KB

Additional documents:

Decision:

It was RESOLVED:-

 

1.1  That the content and potential implications of the Government’s consultation titled “Draft Revised National Planning Policy Framework” (and accompanying documents) be noted.

 

1.2  That the recommended response to the consultation, as contained in Appendix 1 of report MCa/17/68, be endorsed.

 

Reason for Decision: To ensure that Cabinet were aware of the content and potential implications of the Government’s consultation titled “Draft revised National Planning Policy Framework”, in order for Cabinet to endorse the response to the consultation.

 

Alternative Options Considered and Rejected: That Cabinet were not aware of the content and potential implications of the Government’s consultation titled “Draft revised National Planning Policy Framework”

 

Any Declarations of Interest declared: None

 

Any Dispensation Granted:  None

 

Minutes:

Councillor Whybrow, the Cabinet Member with responsibility for Planning, introduced report MCa/17/68 and moved the recommendation which was seconded by Councillor Burn.

 

Members made the following comments on the response paper:

 

·       Question 16 – Could be socially and environmentally damaging and as such there would be severe consequences.  Must be sustainable.

·       Question 17 – the definition of “edge of town”.  The Assistant Director for Planning to double check.

·       Question 24 – answer to be strengthened in terms of broadband provision.

·       Question 33 – It was recognised the Local Government Association had conducted the work on this and as such the answer should link into the Local Strategy.  Answer would be tidied up to reflect this.

·       Question 35 – Reference to be made of the desire to protect local designations where they exist.

 

Members also wished to see “No concerns with the proposals” included in the consultation document rather than just a “no” as it would appear as if the Council was saying “no comment”.

 

By a unanimous vote:

 

It was RESOLVED:-

 

(1)  That the content and potential implications of the Government’s consultation titled “Draft Revised National Planning Policy Framework” (and accompanying documents) be noted.

 

(2)  That the recommended response to the consultation, as contained in Appendix 1 of report MCa/17/68, be endorsed.

 

Reason for Decision: To ensure that Cabinet were aware of the content and potential implications of the Government’s consultation titled “Draft revised National Planning Policy Framework”, in order for Cabinet to endorse the response to the consultation.

 

126.

MCa/17/69 - End of Year Risk Position Statement and Progress report pdf icon PDF 393 KB

Additional documents:

Decision:

It was RESOLVED:-

 

1.1  That the contents of report MCa/17/69, supported by Appendix A and B, be approved.

 

Reason for Decision: To provide assurances that risk management processes in place were robust and effective.

 

Alternative Options Considered and Rejected: That the risk management process in place was not robust and effective.

 

Any Declarations of Interest declared: None

 

Any Dispensation Granted:  None

 

Minutes:

In the absence of the Cabinet Member with responsibility for Organisational Delivery the Corporate Manager for Audit introduced report MCa/17/69.

 

The recommendation was moved by Councillor Gowrley and seconded by Councillor Whitehead.

 

Risk 1(b) was questioned and the Assistant Director for Planning explained it would be challenging for the Council as at present there was not a 5 year land supply.  The Assistant Director for Planning and the Cabinet Member with responsibility for Planning would be meeting later in May 2018 and would revisit the score within the risk.  The Cabinet Member with responsibility for Planning would give commentary on this issue within his next Cabinet report at Council.

 

By a unanimous vote:

 

It was RESOLVED:-

 

(1)  That the contents of report MCa/17/69, supported by Appendix A and B, be approved.

 

Reason for Decision: To provide assurances that risk management processes in place were robust and effective.

 

127.

MCa/17/70 - To Consider Battery Storage at all of the Leisure Sites pdf icon PDF 129 KB

Additional documents:

Decision:

It was RESOLVED:-

 

1.1  That in principle the purchase, installation and operation of commercial scale battery storage at the Mid Suffolk District Council leisure centres be supported.

 

1.2  That funding of £223,000 be approved for this project.

 

1.3  That the Cabinet Member for the Environment, in consultation with the Cabinet Member for Finance and a Cabinet Member without Portfolio be given delegated authority to approve the release of the funds in 2.2, subject to a financially viable business case being prepared and approved by the Section 151 Officer and detailed legal advice being received.

 

Reason for Decision: To provide the Council’s with a return on investment over the next 15 years through the reduction in electricity bills and sale of storage capacity.

 

Alternative Options Considered and Rejected: That the Council did not proceed with the purchase and installation and operation of battery storage at Mid Suffolk District Council leisure centres.

 

Any Declarations of Interest declared: Councillor Whybrow declared a pecuniary interest in this item and as such left the room and did not take part in the debate nor vote.

 

Any Dispensation Granted:  None

 

Minutes:

Councillor Burn, the Cabinet Member with responsibility for the Environment, introduced report MCa/17/70 and moved the recommendation, with amendments which was seconded by Councillor Wilshaw.

 

Members considered the opportunities presented within the report sounded interesting and were welcomed.  However, some Members felt further cashflow analysis and the cost of maintenance in order to make a solid case was needed.

 

By a unanimous vote:

 

It was RESOLVED:-

 

(1)  That in principle the purchase, installation and operation of commercial scale battery storage at the Mid Suffolk District Council leisure centres be supported.

 

(2)  That funding of £223,000 be approved for this project.

 

(3)  That the Cabinet Member for the Environment, in consultation with the Cabinet Member for Finance and a Cabinet Member without Portfolio be given delegated authority to approve the release of the funds in 2.2, subject to a financially viable business case being prepared and approved by the Section 151 Officer and detailed legal advice being received.

 

Reason for Decision: To provide the Council’s with a return on investment over the next 15 years through the reduction in electricity bills and sale of storage capacity.

 

128.

Date of Next Meeting

The next meeting will be held on Monday 4 June at 2:30pm in the King Edmund Chamber at Endeavour House.

Minutes:

The next meeting would be held on Monday 4 June at 2:30pm in the King Edmund Chamber.