There were no apologies received.

There were no declarations of interest.

The minutes of the meeting held on 04 March 2019 were confirmed as a correct record.

None received.

There were no questions received from Councillors.

There were no matters referred.

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

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

Paper copies will be available at the meeting.

The Forthcoming Decisions List was noted. Clarification was provided by the Chief Executive that Cabinet are required to note the Forthcoming Decisions List and not approve it.

Cabinet Member for Finance

It was RESOLVED:-

1.1       That the 2018/19 financial outturn set out in the report be noted.

1.2       That the following net transfers of £3.462m be noted;

a)          Transfer to reserves of £363k being the net amount for the following   specific earmarked reserves, referred to in section 5.8 and Appendix C of the report;

b)        Of the remaining balance of the General Fund surplus £665k be transferred to the Growth and Efficiency Fund, £500k to the Commercial Development Risk reserve and £1.934m to the Business Rates Equalisation reserve, as referred to in section 2.1 (c) of the report.

1.3           That the General Fund carry-forward requests totalling £85k referred to in paragraph 5.9 of the report be approved.

1.4           That the total Capital carry-forward requests referred to in paragraph 5.17 of the report totalling £983k 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 the carry forward requests.

Alternative Options Considered and Rejected:

a)    Transfer surplus funds of £3.462m to the Growth and Efficiency (GEF) reserve.

b)    Transfer surplus funds of £3.462m to the Business Rates Equalisation reserve.

c)     Transfer surplus funds of £1.934m to the Business Rates Equalisation reserve, surplus funds of £665k to the Growth and Efficiency reserve, £500k to the new Commercial Development Risk reserve and net transfers of £363k to specific earmarked reserves as detailed in 5.8 below.

d)    To recommend carry forward requests for the General Fund (£85k) and Capital (£983k).

Any Declaration of Interest declared: None

Any Dispensation Granted: None

The report was introduced by the Cabinet Member for Finance who provided Members with details of the major variances, and explained the reasons for the recommendations in the report. Councillor Whitehead commended the finance team on their hard work.

The recommendations in the report were moved by Councillor Whitehead and seconded by Councillor Brewster.

Councillor Eburne raised questions regarding business rates forecasting, and queried if there were plans for the balance of the Growth and Efficiency Funds, in particular if there are opportunities to put forward suggestions for projects.

Councillor Whitehead confirmed that the forecasting of business rates was an officer decision and was an objective for the coming year.

Councillor Whitehead explained that in previous years the Growth and Efficiency Fund projects had been financed jointly between Mid Suffolk and Babergh District Councils, however going forward these would now be mainly funded by Mid Suffolk. Councillor Morley confirmed that suggestions for projects could be put forward.

A question was raised by Councillor Field regarding the overspend on ICT costs. Councillor Morley responded by explaining that the costs relating to the Skype system were not previously included within the budgets and confirmed that a more detailed analysis is now being carried out.

By a unanimous vote

It was RESOLVED:-

1.1     That the 2018/19 financial outturn as set out in the report be noted.

1.2     That the following net transfers of £3.462m be noted;

        a)   Transfer to reserves of £363k being the net amount for the following specific earmarked reserves, referred to in section 5.8 and Appendix C of this report;

        b)   Of the remaining balance of the General Fund surplus £665k be transferred to the Growth and Efficiency Fund, £500k to the Commercial Development Risk reserve and £1.934m to the Business Rate Equalisation reserve, as referred to in section 2.1 (c).

1.3         That the General Fund carry-forward requests totalling £85k referred to in paragraph 5.9 of the report be approved.

1.4         That the total Capital carry-forward requests referred to in paragraph 5.17 of this report totalling £983k 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 the carry forward requests.

Cabinet Member for Finance

It was RESOLVED:-

1.1     That the 2018/19 financial outturn as set out in the report be noted.

1.2     That the transfer of £495k, being the HRA deficit for the year (£167k less than planned) as per paragraph 5.5 of the report, from the Strategic Priorities Reserve be noted.

1.3     That the HRA Capital carry-forward requests referred to in paragraph 5.14 of the report totalling £675k be approved.

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

Alternative Options Considered and Rejected: To recommend the carry forward of £675k HRA Capital costs.

Any Declarations of Interest Declared: None

Any Dispensation Granted: None

The Cabinet Member for Finance introduced report MCA/19/4 and moved the recommendations which were seconded by Councillor Flatman.

In response to questions raised by Councillor Field, the Assistant Director for Housing provided information and figures in relation to void properties and council home rental income.

By a unanimous vote

It was RESOLVED:-

1.1     That the 2018/19 financial outturn as set out in the report be noted.

1.2     That the transfer of £495k, being the HRA deficit for the year (£167k less than planned) per paragraph 5.5 of the report, from the Strategic Priorities Reserve be noted.

1.3     That the HRA Capital carry-forward requests referred to in paragraph 5.14 of the report totalling £675k 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 the carry forward requests.

Cabinet Member for Customers, Digital Transformation and Improvement

It was RESOLVED:- That the performance report and the performance outcome information tabled at Appendices A to H of the report be agreed as reflecting Mid Suffolk District Council’s performance for January – March 2019.

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

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

Any Declaration of Interest declared: None

Any Dispensation Granted: None

The Cabinet Member for Customers, Digital Transformation and Improvement introduced the report which was the final report for the 2018/19 financial year. Councillor Morley advised Members that benchmarking data would be introduced where possible in the coming year.

The recommendations in the report were moved by Councillor Morley and seconded by Councillor Flatman.

Councillor Field queried if there was a measure available for average number of days lost to sickness per member of staff. Councillor Morley confirmed that this information would be provided after the meeting.

By a unanimous vote

It was RESOLVED:-

That the performance report and the performance outcome information tabled at Appendices A to H of the report be agreed as reflecting Mid Suffolk District Council’s performance for January – March 2019.

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

Cabinet Member for Customers, Digital Transformation and Improvement

It was RESOLVED:-

That the refreshed Joint RIPA Policy and the changes in respect of officer roles be approved and the change in the judicial oversight in the United Kingdom noted.

Reason for Decision: The Protection of Freedoms Act requires members to be advised about the use of powers under RIPA and to note the Councils’ policy for the use of surveillance.

Alternative Options Considered and Rejected: The Codes of Practice that cover RIPA require the Councils to report the use of its powers under the Act and require Cabinet notification for its policy on the use of RIPA. This report fulfils the Councils’ requirements under the Code of Practice. There are no alternative reporting or notification options under the Codes of Practice.

Any Declarations of Interest Declared: None

Any Dispensation Granted: None

The Cabinet Member for Customer, Digital Transformation and Improvement advised Members that the purpose of this report was to inform Members about issues relevant to the use of the Regulation of Investigatory Powers Act 2000 (RIPA) and detailed the relevant changes.

Councillor Morley moved the recommendations in the report which were seconded by Councillor Gould.

By a unanimous vote

It was RESOLVED:-

The refreshed Joint RIPA Policy and the changes in respect of officer roles be approved and the change in the judicial oversight in the United Kingdom be noted.

Reason for Decision: The Protection of Freedoms Act requires members to be advised about the use of powers under RIPA and to note the Councils’ policy for the use of surveillance.

Cabinet Member for Customers, Digital Transformation and Improvement

It was RESOLVED:-

That the contents of the report, supported by Appendix A, B and C of the report, be approved.

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

Alternative Options Considered and Rejected: Risk Management as an activity must accomplish the following tasks: identify and agree objectives; identify risks and assess (i.e.: Treat, Transfer, Tolerate or Terminate the risk); allocate risk owners; manage and control and monitoring and reporting.

Any Declaration of Interest Declared: None

Any Dispensation Granted: None

Report MCA/19/7 was introduced by the Cabinet Member for Customers, Digital Transformation and Improvement. Councillor Morley provided an overview to Members of the Risk Management process, explaining that the Councils’ risk register was reviewed quarterly by the Senior Leadership Team. The register was reported to Cabinet half yearly for approval.

The recommendations were moved by Councillor Morley and seconded by Councillor Flatman.

Councillor Eburne raised concerns around the target periods for reduction of risks and commented that some of these appear to be rather short. Of particular concern were Community Capacity, Gateway 14, Council Reputation and Universal Credit. Responses to these queries were provided by Councillor Flatman, Councillor Brewster and the Chief Executive.

The Corporate Manager for Internal Audit advised Members that additional workshops have been planned for the Senior Leadership Teams in the coming weeks and the comments raised will be taken into account.

By a unanimous vote

It was RESOLVED:-

That the contents of the report, supported by Appendix A, B and C, be approved.

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

Cabinet Member for Planning

It was RESOLVED:-

1.1           That Thurston Parish Council be requested to make the necessary modifications to their Neighbourhood Plan in accordance with the Examiner’s recommendations.

1.2           That, subject to the satisfactory completion of the above (to be agreed by the Corporate Manager for Strategic Planning); the Neighbourhood Plan be advanced to a local referendum covering the parish of Thurston.

Reason for Decision: To enable the Council to meets its statutory obligations under Section 17A of the  Neighbourhood Planning (General) Regulations 2012 (as amended) and to allow the Thurston Neighbourhood Plan to proceed to a local referendum.

Alternative Options Considered and Rejected:

1.1     The local planning authority may propose to make a decision on a recommendation that differs from that set out by the Examiner in their report. If so, it must give its reason why and undertake further consultation before issuing a final decision. As appropriate, this may require the matter to be re-examined. For the reasons set out in section 4 below, this option has been discarded.

1.2     The recommended option as set out below is that the local planning authority agree that this Neighbourhood Plan proceed to a local referendum.

Any Declarations of Interest Declared: None

Any Dispensation Granted: None

The Cabinet Member for Planning introduced the report and provided Members with an update on the progress of the Thurston Neighbourhood Plan. Councillor Burn commented that the plan recognises that Thurston was under continued development pressure.

The recommendations were moved by Councillor Burn and seconded by Councillor Flatman.

By a unanimous vote

It was RESOLVED:-

1.1   That Thurston Parish Council be requested to make the necessary modifications to their Neighbourhood Plan in accordance with the Examiner’s recommendations.

1.2   That, subject to the satisfactory completion of the above (to be agreed by the Corporate Manager for Strategic Planning); the Neighbourhood Plan be advanced to a local referendum covering the parish of Thurston.

Reason for Decision: To enable the Council to meet its statutory obligations under Section 17A of the Neighbourhood Planning (General) Regulations 2012 (as amended) and to allow the Thurston Neighbourhood Plan to proceed to a local referendum.

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.

By a unanimous vote

It was RESOLVED:-

That 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 these items, it was likely there would be the disclosure to them of exempt information as indicated against each item. The authors of the reports proposed to be considered in Part II of the agenda were satisfied that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

Cabinet Member for Assets and Investments