Venue: King Edmund Chamber, Endeavour House, 8 Russell Road, Ipswich. View directions
No. | Item | ||||||||||||||||||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Apologies for absence Minutes: Apologies had been received from Councillors Gowrley and Kearsley. |
|||||||||||||||||||||||||||||||||||||||||||||||||
To receive any declarations of pecuniary or non-pecuniary interest by Councillors Please note if any Members have been involved in the application for funding or who have supported an application in respect of the Community Infrastructure Levy (CIL) Expenditure Business Plan they should declare a local non-pecuniary interest.
Minutes: Councillor Brewster declared a non-pecuniary interest in Item 11, Community Infrastructure Levy Expenditure Business Plan as a Ward Member in relation to M05-18. Councillor Flatman declared a non-pecuniary interest in Item 11, Community Infrastructure Levy Expenditure Business Plan as a Ward Member in relation to M02-18. |
|||||||||||||||||||||||||||||||||||||||||||||||||
MCa/18/23 - Confirmation of the Minutes of the meeting held on 6 August 2018 PDF 397 KB Minutes: The minutes of the meeting held on 6 August 2018 were confirmed as a correct record subject to the following amendments:
· Paragraph 33.2 to read “The absence of the Suffolk Chamber of Commerce”. · Paragraph 35.3 to read “A concern was raised over paragraph 4.3 as the agenda had been published indicating Mid Suffolk District Council had all but spent their New Homes Bonus” · Paragraph 38.3 to read “It was confirmed that a “Houses in Multiple Occupation” licence would be required in all circumstances. This would apply to all properties where 5 or more people shared a property who were not related.) · Paragraph 40, Reason for Decision, to read “That the Joint Overview and Scrutiny Committee requested that Cabinet ensure the BMBS updated Business Plan was robust.
|
|||||||||||||||||||||||||||||||||||||||||||||||||
To receive notification of petitions in accordance with the Council's Petition Scheme Minutes: None received. |
|||||||||||||||||||||||||||||||||||||||||||||||||
Questions from Councillors Minutes: The following question was received:
Question:
Councillor Rachel Eburne to Councillor Glen Horn
“At a recent appeal inquiry (for application 2112/16) the Five Year Housing Land Supply figures were discussed. The appellant argued that the figure should be 3.5 years and the Council’s witness, 5.39 years.
Given the Council has recently submitted a Five Year Housing Land Supply figure of 6.5 years, please can you advise what these appeal figures mean in this context and whether they will impact the current submitted figure.”
Response from Councillor Horn
“In the email Tom Barker sent to All Councillors on 11th July the final paragraph explained that a briefing would be provided on the 20th July. This email also explained that “At this briefing Officers will be able to talk through the five-year position and its implications for decision-taking and should also be able to provide an update on the revised National Planning Policy Framework (NPPF) by this time and discuss any implications of this on the five-year supply position.” The briefing was held on 20th July and Councillors were advised that the publication of the new NPPF would have implications because of its introduction of a new Standard Methodology for calculating Local Housing Need. Councillors were also advised that the figures would be challenged and that was likely to happen at the first appeal to be heard, which was on the site you mention at Woolpit. As well as this, Councillors were advised that the supply position was expected to drop based on the standard method but that officers considered it likely that the Council would still be able to demonstrate a supply.
Officers are taking external advice on the implications of the Inquiry for future decision-taking but it is also important to recognise that this is a dynamic issue. New household projections are due to be published later this month which will have an impact on the annual requirement. We also expect a further consultation on the standard method in the Autumn which may change the figure again. At present it is too early to provide advice on this point but further communication will be provided in the coming weeks.
The important thing is that we continue to focus on delivery. We know we have granted a lot of permissions but we need to see them come forward through detailed applications and start delivering the homes our communities need. I am working hard with Officers to ensure this emphasis runs through our policy-making, our approach to decision-taking and through the ways that we help unlock infrastructure and other issues.”
Councillor Eburne hoped she would hear back in relation to the external advice which had been taken. She then asked a supplementary question as to how many were getting being reviewed and whether a timetable had been put in place?
Councillor Horn gave assurance that the Five Year Land Supply was being closely monitored and would be reported to all members. He would keep all members updated. In relation to ... view the full minutes text for item 46. |
|||||||||||||||||||||||||||||||||||||||||||||||||
Matters referred by Overview and Scrutiny or the Joint Audit and Standards Committee Minutes: Councillor Otton asked the Chair of the Overview and Scrutiny Committee whether the time taken from the completion of work in respect of void properties was affecting the figures and what were other Councils doing to reduce void times.
Councillor Welham, the Chair of the Overview and Scrutiny Committee, pointed out much work had been completed in this matter. The Assistant Director for Housing explained when a tenant moved out it was traditionally a month. Other Councils had an average of 14-21 days for void times. |
|||||||||||||||||||||||||||||||||||||||||||||||||
MCa/18/24 - Forthcoming Decisions List PDF 357 KB Please note the most up to date version can be found via the website:
www.midsuffolk.gov.uk/the-council/forthcomingdecisions-list
Minutes: The forthcoming decisions list was noted and the following comments made:
· CAB28 – Homelessness Prevention would now be brought to November Cabinet rather than October. · CAB72 – Chamber of Commerce although had been hopefully this could be heard at the September Cabinet meeting this had been moved to October. · CAB70 – BMS Invest – had been amended to the Cabinet Members of Gerard Brewster and Nick Ridley. · CAB42 – Tree Policy – The Cabinet Member for Environment explained he had been advised if the report made reference to the preservation of trees this would be a Council decision, not a Cabinet one. · CAB44 – Open Space Transfer Policy – may be better handled by incorporating into the Joint Local Plan.
The Chief Executive reiterated the most up to date version of the Forthcoming Decisions list was available via the website at:
www.midsuffolk.gov.uk/the-council/forthcomingdecisions-list
|
|||||||||||||||||||||||||||||||||||||||||||||||||
MCa/18/25 - Homelessness Reduction Strategy 2018-2023 PDF 234 KB Additional documents: Decision: It was RESOLVED:-
1.1 That the formal 30 day consultation period 5 October 2018 to 2 November 2018 for the draft Babergh and Mid Suffolk Joint Homelessness Reduction Strategy be approved.
Reason for Decision: To ensure that Mid Suffolk District Council meets its statutory obligations under the Homelessness Act 2002 to review homelessness within its District and publish the results of that review and a strategy for tackling homelessness over the next five years.
Alternative Options Considered and Rejected: The Council is required under the Homelessness Act 2002 to carry out a review of homelessness within its District and formulate and publish a strategy based on the results of that review. As the Council had a statutory obligation to publish the strategy there were no other options to consider.
Any Declarations of Interest declared: None
Any Dispensation Granted: None
Minutes: Councillor Wilshaw, the Cabinet Member for Housing, introduced report MCa/18/25 and moved the recommendation which was seconded by Councillor Flatman.
Members were pleased with the report but considered at the end of the day the issue was prevention.
The success of the deposit scheme was questioned as well as whether appropriate health access was available. Disabled facilities grants also continued to be a major problem. Liaison with the private sector was queried and whether co-ordination between organisations took place as it was a complex process.
It was explained that the rent deposit guarantee had been running for a couple of years and gave a boost. The team were currently looking at working with an expert to speak with private landlords. In reference to health care it was noted anyone could register as a temporary patient with a GP. Disabled Facilities Grants were an ongoing problem but Mid Suffolk were working closely with Suffolk County Council. In terms of liaising with the private sector a specialist would be brought in to ensure proper liaison took place. Personal action plans took place, signposting to other agencies in order to prevent any duplication. There would be one portal to refer in future.
Members noted that over 200 applications had been received in the last 3 months which was more than the team took in the whole of the previous year. This was proving to be a huge challenge to the team.
Cabinet wished for the vision document to be re-assessed in order for it to be made into plain English, therefore more easily understandable.
It was felt this was an excellent strategy, which clearly set out the context. Members gave thanks to the team.
It was RESOLVED:-
1.1 That the formal 30 day consultation period 5 October 2018 to 2 November 2018 for the draft Babergh and Mid Suffolk Joint Homelessness Reduction Strategy be approved.
Reason for Decision: To ensure that Mid Suffolk District Council meets its statutory obligations under the Homelessness Act 2002 to review homelessness within its District and publish the results of that review and a strategy for tackling homelessness over the next five years. |
|||||||||||||||||||||||||||||||||||||||||||||||||
MCa/18/26 - Joint Housing Strategy 2018-2023 PDF 294 KB Decision: It was RESOLVED:-
1.1 That the consultation timetable for the Joint Housing Strategy be agreed.
1.2 That delegated authority be given to the Assistant Director for Housing to finalise the draft Joint Housing Strategy, having consulted with all members of the Cabinet prior to the Strategy going out for consultation.
Reason for Decision: To ensure that Mid Suffolk District Council meets its expectations and desires to publish a Joint Housing Strategy for the next five years (2018-2023). To ensure that Babergh and Mid Suffolk together through the Housing Strategy:
Alternative Options Considered and Rejected: The Council had agreed to publish a Joint five-year Housing Strategy to support the delivery of Housing and to inform future decision making on the Councils aims to deliver Housing services.
Any Declarations of Interest declared: None
Any Dispensation Granted: None
Minutes: Councillor Wilshaw, the Cabinet Member for Housing, introduced report MCa/18/26 and moved the recommendation which was seconded by Councillor Brewster.
It was felt useful if an exact timetable could be incorporated. In terms of affordable housing if was felt it would be prudent to state whether “truly affordable”, “genuinely” or “energy efficient”.
Members noted that the team were working to an extremely tight timetable but the two consultations, Homelessness Reduction and Joint Housing, would be run at the same time.
The Assistant Director for Housing agreed to take advice in terms of whether there had been enough delegated authority given.
It was RESOLVED:-
(1) That the consultation timetable for the Joint Housing Strategy be agreed.
(2) That delegated authority be given to the Assistant Director for Housing to finalise the draft Joint Housing Strategy, having consulted with all members of the Cabinet prior to the Strategy going out for consultation.
Reason for Decision: To ensure that Mid Suffolk District Council meets its expectations and desires to publish a Joint Housing Strategy for the next five years (2018-2023). To ensure that Babergh and Mid Suffolk together through the Housing Strategy:
|
|||||||||||||||||||||||||||||||||||||||||||||||||
MCa/18/27 - Quarter One Performance Outcome Reporting PDF 108 KB Additional documents:
Decision: It was RESOLVED:-
1.1 That the performance report and the performance outcome information tabled at Appendices A to G be agreed as reflecting Mid Suffolk District Council’s performance for April to June 2018.
Reason for Decision: To provide assurance that the Council were meeting its performance objectives.
Alternative Options Considered and Rejected: It was a requirement to report this information to Cabinet, therefore there were no other available options.
Any Declarations of Interest declared: None
Any Dispensation Granted: None Minutes: Councillor Morley, the Cabinet Member with responsibility for Organisational Delivery, introduced report MCa/18/27 and moved the recommendation which was seconded by Councillor Flatman.
It was then proposed to amend the recommendation by removing 3.2, “That Members identify any priority areas for further action” as discussions had already taken place. There was nothing to stop Members coming forward at any time to speak to Cabinet Members or the performance team.
Members considered that the wording should be made more positive rather than negative, some accumulative figures required ironing out and targets revisited.
SP01, Planning, was questioned in terms of houses being countered in quarters and it was hoped that this was being reviewed. Page 85, Communities, the amount of funding the Council brought in was not measured and it was felt important that an indicator should be in place. The Cabinet Member for Communities pointed out an addendum to the paper had been circulated as not enough credit had been given to the Community team.
Page 73, SP03 and SP04, Neighbourhood Plans, the amount of support should be measured and further work required.
Page 59, in relation to Freedom of Information requests, it was questioned how many of these had been rejected and had these been analysed to find out whether they related to one particular subject area? The Cabinet Member for Organisational Delivery explained some Freedom of Information requests were questionable and a number were from the same person, i.e. journalists. Analysis was done on an ad hoc basis.
Page 87, recycling rates, it was noted these had dropped and it was unclear whether black bin use had gone up. It was felt useful to have additional information provided. The Lead Member for Waste, explained as a Council we were still doing as much as possible to recycle. It was agreed Council’s wanted less rubbish. It was agreed a Joint Member Briefing would be held on the subject of waste in Suffolk. In terms of missed bins it was felt a 99.72% collection rate was good and the time and reaction to a missed bin was both important and appropriate.
Page 69, the number of missed calls at the Customer Service Centre, as the recording system was manual had some customer data not been captured? The Cabinet Member for Organisational Delivery explained all staff had access to Connect and as such were able to manage visitors electronically through this.
In terms of Communities, locations, it was felt much was dependant on access to transport.
The Planning performance should be amended to read Tom Barker, not Baker.
Members gave thanks to the Corporate Manager for Business Improvement and her team for their hard work.
It was RESOLVED:-
(1) That the performance report and the performance outcome information tabled at Appendices A to G be agreed as reflecting Mid Suffolk District Council’s performance for April to June 2018.
Reason for Decision: To provide assurance that the Council were meeting its performance objectives.
|
|||||||||||||||||||||||||||||||||||||||||||||||||
Additional documents: Decision: It was RESOLVED:
1.1 That the CIL report and Mid Suffolk CIL Regulation 62 Monitoring Report 2017-18 be endorsed and published.
Reason for Decision: There was a statutory requirement to produce a Regulation 62 CIL Monitoring Report and publish this on the Councils website by 31 December of the following financial year.
Alternative Options Considered and Rejected: The Council was required under the CIL Regulations to publish a report for the financial year in which it collected CIL or has CIL collected on its behalf and must also report on any money which had not been spent in that year. The CIL Regulations 62 (4) go on to describe the required content of the report. It was a statutory requirement to report and publish this information and therefore there were no other available options.
Any Declarations of Interest: None
Any Dispensation Granted: None
Minutes: Councillor Horn, the Cabinet Member with responsibility for Planning, introduced report MCa/18/28 and moved the recommendation which was seconded by Councillor Morley.
The Cabinet Member with responsibility for Planning gave clarification that monies were ringfenced, not allocated to Parish Councils.
Members felt the report was excellent and gave congratulations to the team. It was recognised that Babergh Mid Suffolk were at the forefront and other Districts were looking at the Council for good practice.
It was RESOLVED:
(1) That the CIL report and Mid Suffolk CIL Regulation 62 Monitoring Report 2017-18 be endorsed and published.
Reason for Decision: There was a statutory requirement to produce a Regulation 62 CIL Monitoring Report and publish this on the Councils website by 31 December of the following financial year. |
|||||||||||||||||||||||||||||||||||||||||||||||||
MCa/18/29 - Community Infrastructure Levy (CIL) Expenditure Business Plan PDF 288 KB
Additional documents: Decision:
1.1 That the CIL Expenditure Business Plan and accompanying technical assessments of the CIL Bids forming Appendices A and B and which included decisions on valid Bids for Cabinet to make and those for Cabinet to note and endorse be approved as follows: - Decisions made by Cabinet:
Cabinet to noted and endorsed:
1.2 That except for CIL Bids M07-18 and M09-18 which were s106 draw down and were not CIL 123 compliant respectively (such that neither Bid could be progressed), all other non-determined valid or invalid Bids will be carried forward to the next CIL Bid round 2 for consideration be noted and endorsed. 1.3 That the CIL Business Plan which includes all those valid CIL Bids where offers of other sources of funding have been made for projects as part of the CIL process such that the value of that original CIL Bid is reduced be noted and endorsed. 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 adopted in April 2018 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 the one of the ways 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 however adopted the documents set out in paragraph 1.1 above by Council decision in April 2018. Any Declarations of Interest declared: Councillor Flatman declared a non-pecuniary interest ... view the full decision text for item 53. Minutes: Councillor Horn, the Cabinet Member with responsibility for Planning, introduced report MCa/18/29 and moved the recommendation which was seconded by Councillor Wilshaw.
A concern was raised as to at what point the Ward Councillor or other Councillors were included. It was felt Councillors should be involved sooner rather than later in terms of helping parishes with the process and have the discussions. The Corporate Manager for Infrastructure explained community support for projects were important. At this point in time only valid applications were published and the consultation occurs for 21 days. It was noted there would be a review of the process and improvements made in readiness for bid round 2.
The amount of work involved for the team was queried and it was noted the community team did help with early community engagement. Work was collaboratively with communities and the leisure advisor.
The Cabinet Member for Planning explained a review would be conducted by the Member Review Panel which would comprise of Councillors Horn, Brewster and Stringer.
It was hoped in respect of the tight timescales that resources across all teams would be utilised.
It was RESOLVED:-
(1) That the CIL Expenditure Business Plan and accompanying technical assessments of the CIL Bids forming Appendices A and B and which included decisions on valid Bids for Cabinet to make and those for Cabinet to note and endorse be approved as follows: - Decisions made by Cabinet:
Cabinet to noted and endorsed:
(2) That except for CIL Bids M07-18 and M09-18 which were s106 draw down and were not CIL 123 compliant respectively (such that neither Bid could be progressed), all other non-determined valid or invalid Bids will be carried forward to the next CIL Bid round 2 for consideration be noted and endorsed. (3) That the CIL Business Plan which includes all those valid CIL Bids where offers of other sources of funding have been made for projects as part of the CIL process such that the value of that original CIL Bid is reduced be noted and endorsed. Reason ... view the full minutes text for item 53. |
|||||||||||||||||||||||||||||||||||||||||||||||||
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. |
|||||||||||||||||||||||||||||||||||||||||||||||||
MCa/18/30 - To confirm the confidential minute of the 6 August 2018 meeting Minutes: Members considered the attached minute to not be confidential and as such would be included in the main body of the minutes.
These were subsequently confirmed as a correct record subject to the recommendations being amended to read:
It was RESOLVED:
(1) That it be noted that full and robust business cases were prepared ahead of any commencement of joint working with any external companies, shared partnerships or changes to the delivery of in-house services and be reviewed by people with appropriate skills.
(2) That the Business Plan contain a performance monitoring framework and ensures that any failure to meet these performance targets are dealt with immediately was endorsed.
(3) That Cabinet reviewed financial figures in the BMBS Business Plan to ensure that they were robust and based on well evidenced assumptions rather than estimates.
Reason for Decision: That the Joint Overview and Scrutiny Committee requested that Cabinet ensure the BMBS updated Business Plan was robust.
|
|||||||||||||||||||||||||||||||||||||||||||||||||
Date of Next Meeting The next meeting will be held on Monday 8 October at 2:30pm in the King Edmund Chamber, Second Floor, Endeavour House. Minutes: The next meeting would be held on Monday 8 October 2018 at 2:30pm in the King Edmund Chamber, Second Floor, Endeavour House. |