Babergh and Mid Suffolk District Councils
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Agenda, decisions and minutes

Venue: Virtual Teams Meeting

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Items
No. Item

24.

APOLOGIES FOR ABSENCE

Minutes:

There were no apologies for absence received.

25.

DECLARATION OF INTERESTS BY COUNCILLORS

Minutes:

There were no declarations of interest declared.

26.

MCa/20/10 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 09 NOVEMBER 2020 pdf icon PDF 390 KB

Minutes:

The minutes of the meeting held on 09 November 2020 were confirmed as a correct record. The minutes would be signed at the next practicable opportunity.

Recorded Vote
TitleTypeRecorded Vote textResult
To vote on confirmation of the Minutes of the Meeting held on 09 November 2020 Resolution Carried
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  • 27.

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

    Minutes:

    None received.

    28.

    QUESTIONS BY COUNCILLORS

    Minutes:

    There were no questions received from Councillors.

    29.

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

    Minutes:

    There were no matters referred.

    30.

    FORTHCOMING DECISIONS LIST

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

     

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

    Minutes:

    The Forthcoming Decisions List was noted.

    31.

    MCa/20/11 GENERAL FUND FINANCIAL MONITORING 2020/21 - QUARTER 2 pdf icon PDF 351 KB

    Cabinet Member for Finance

    Decision:

    It was RESOLVED:

     

    That the Council’s General Fund financial position at the end of Quarter  2 was noted by Cabinet.

     

    Reason for Decision: To ensure that Councillors are kept informed of the current budgetary position for both General Fund Revenue and Capital.

     

    Alternative Options Considered and Rejected: At this stage in the year the financial position is for noting only.

     

    Any Declarations of Interest Declared: None

     

    Any Dispensation Granted: None

    Minutes:

    31.1     The Cabinet Member for Finance introduced the report and stressed the importance of continually assessing expenditure against budgets. The Cabinet Member advised Members of the expected financial implications to the Council due to the Covid-19 pandemic.

     

    31.2     Councillor Whitehead provided Members with revised figures for paragraphs 1.2 and 5.11 of the report to reflect the most up to date position.

     

    31.3     Councillor Whitehead expressed thanks to the Finance Team for both their hard work in producing the report and their continued hard work during the Covid-19 pandemic.

     

    31.4     Councillor Whitehead advised that recommendation 3.1 of the report be amended to include the words ‘General Fund’ and moved the recommendations.

     

    31.5     The recommendations were seconded by Councillor Gould who endorsed the report.

     

    31.6     In response to a question from Councillor Richardson regarding the earmarked reserves referred to on page 30 of the report, Councillor Whitehead provided clarification regarding the expenditure for climate change.

     

    31.7     Councillor Fleming commented on the climate change expenditure to date and the importance of forward planning with regards to budgets.

     

    31.8     Councillor Whitehead responded to questions from Councillor Stringer on issues including: the term linear recovery, property rental income from CIFCO, and whether there should be a reduction in salaries in relation to garden waste services.

     

    31.9     In response to a query from Councillor Stringer, the Assistant Director for Customer Services provided confirmation of the reduction in ICT costs.

     

    31.10   The Chief Executive responded to a question from Councillor Stringer regarding the underspend on staff salaries and confirmed that this has been as a result of the Covid-19 pandemic.

     

    31.11   Following a further question from Councillor Stringer, the Cabinet Member for Environment provided an update on the current position regarding installation of electric vehicle charging points.

     

    31.12   Responses were provided by Councillor Whitehead and the Assistant Director for Assets and Investments to questions received from Councillor Welham on issues including: property rental income from CIFCO, the adverse variances on investment income, and community grants underspend.

     

    31.13   It was agreed that confirmation would be provided to Councillor Welham regarding the spend for MSDC with regard to the Growth and Efficiency fund detailed on page 29 of the report.

     

    31.14   The Assistant Director for Corporate Resources and the Chief Executive responded to questions from Councillor Field on issues including business rates collection, and future savings on staff costs.

     

    31.15   Councillor Flatman expressed her thanks to Officers for their hard work.

     

    By a unanimous vote

     

    It was RESOLVED:

     

    That the Council’s General Fund financial position at the end of Quarter 2 was noted by Cabinet.

     

    Reason for Decision: To ensure that Councillors are kept informed of the current budgetary position for both General Fund Revenue and Capital.

     

     

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendation 3.1 as detailed in report number MCa/20/11 Resolution Carried
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  • 32.

    MCa/20/12 HOUSING REVENUE ACCOUNT (HRA) FINANCIAL MONITORING 2020/21 - QUARTER 2 pdf icon PDF 203 KB

    Cabinet Member for Finance

    Decision:

    It was RESOLVED:

     

    That the Council’s financial position at the end of Quarter 2 was noted by Cabinet.

     

    Reason for Decision: To ensure Members are kept informed of the current budgetary position for both the HRA Revenue and Capital Budgets.

     

    Alternative Options Considered and Rejected: At this stage in the year the financial position is for noting only.

     

    Any Declarations of Interest Declared: None

     

    Any Dispensation Granted: None

    Minutes:

    32.1     Report MCa/20/12 Housing Revenue Account (HRA) Financial Monitoring 2020/21 – Quarter 2 was introduced by the Cabinet Member for Finance.

     

    32.2     The Cabinet Member for Finance provided an overview of the report and moved the recommendations.

     

    32.3     The recommendations were seconded by Councillor Hadingham.

     

    32.4     Following a query from Councillor Field, the Assistant Director for Corporate Resources provided clarification of the savings made in respect of responsive repairs.

     

    32.5     The Assistant Director for Housing provided details of the work undertaken by the Building Services team during the Covid-19 pandemic.

     

    32.6     Councillor Stringer asked whether there would be any impact on insurance costs, and the health and safety of residents due to the postponement of asbestos work during the pandemic. In response the Assistant Director for Housing assured Members that asbestos work had resumed and that a dedicated asbestos surveyor had now been employed to oversee this work.

     

    By a unanimous vote

     

    It was RESOLVED:

     

    That the Council’s financial position at the end of Quarter 2 was noted by Cabinet.

     

    Reason for Decision: To ensure Members are kept informed of the current budgetary position for both the HRA Revenue and Capital Budgets.

     

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendation 3.1 as detailed in report number MCa/20/12 Resolution Carried
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  • 33.

    MCa/20/13 QUARTER 2 PERFORMANCE PRESENTATION pdf icon PDF 899 KB

    Cabinet Member for Customers, Digital Transformation and Improvement

     

    A presentation of performance across the whole Council for the period 1 July – 30 September 2020 (Q2). To note the information contained within the presentation, giving the opportunity to reflect and comment on progress made against the key priorities aligned to the Corporate Plan 2019 – 2027.

    Minutes:

    33.1    The Leader of the Council invited the Assistant Director for Customer Services to present item MCa/20/12 Quarter 2 Performance Presentation.

     

    33.2    The Assistant Director for Customer Services provided Members with a presentation of  the Council’s performance during quarter 2.

     

    33.3    Following a question from Councillor Field, the Assistant Director for Housing confirmed that a programme of stock condition surveys had been implemented which would determine works required to homes to enable them to be made carbon neutral. It was agreed that the Assistant Director for Housing would provide details to Councillor Field of the work carried out by the Capital Programme in the previous period, and future works planned.

     

    33.4    The Strategic Director replied to Councillor Fields question regarding the increased statistics relating to Anti-Social Behaviour and confirmed that a review of this work was being carried out and an additional officer had been appointed. The Assistant Director for Housing advised Members that a cross party working group was being introduced to develop an Anti-Social Behaviour Policy.

     

    33.5    The item was noted.

     

     

    34.

    MCa/20/14 ICT STRATEGY pdf icon PDF 123 KB

    Cabinet Member for Customers, Digital Transformation and Improvement

    Additional documents:

    Decision:

    It was RESOLVED:

     

    1.1          That the ICT Strategy attached as Appendix A to the report was approved by Cabinet.

     

    1.2          That delegated authority be given to the Assistant Director for Customers, Digital Transformation and Improvement in consultation with the Cabinet Member to make future minor amendments and updates to the ICT Strategy.

     

    Reason for Decision:

     

    To ensure that the Councils’, through their adoption of the ICT Strategy:

    • Endorses a set of principles by which ICT decisions are undertaken

    • Remain flexible by using the most appropriate technologies in the    delivery of their business

    • Leverages value from their existing technology estate

     

    It is our intention to review this within 3 yeas and that future iterations of the ICT strategy will be combined with the Customer Strategy to create one holistic and cogent view.

     

    Alternative Options Considered and Rejected:

     

    1.1       To create an ICT strategy that embeds the appropriate framework for ICT developments within Babergh and Mid Suffolk District Councils. A framework that consists of a set of principles and technology design standards to which technology decisions will adhere. An ICT Strategy that can flex and change with both the needs of the business and the changes in available technologies, whilst also looking to leverage existing technology investments.

     

    1.3          It is a statutory requirement to report this information to Cabinet, therefore there are no other available options.

     

    Any Declarations of Interest Declared: None

     

    Any Dispensation Granted: None

     

    Minutes:

    34.1    The Leader of the Council introduced report MCa/20/14 ICT Strategy which was presented to Full Council at the Council Meeting held on 26 November 2020.

     

    34.2    The recommendations in the report were moved by the Leader of the Council and seconded by Councillor Flatman.

     

    34.3    Councillor Richardson expressed thanks to the Officers involved in developing the strategy and commented on the advantages of the ICT facility during the recent virtual meetings and home working arrangements.

     

    34.4    Members welcomed the new ICT Strategy and expressed their support.

     

    By a unanimous

     

    It was RESOLVED:

     

    1.1          That the ICT Strategy attached as Appendix A to the report was approved by Cabinet.

     

    1.2          That delegated authority be given to the Assistant Director for Customers, Digital Transformation and Improvement in consultation with the Cabinet Member to make future minor amendments and updates to the ICT Strategy.

    Reason for Decision:

     

    To ensure that the Councils’, through their adoption of the ICT Strategy:

    • Endorses a set of principles by which ICT decisions are undertaken

    • Remain flexible by using the most appropriate technologies in the delivery of their business

    • Leverages value from their existing technology estate

     

    It is our intention to review this within 3 yeas and that future iterations of the ICT strategy will be combined with the Customer Strategy to create one holistic and cogent view.

     

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1 and 3.2 as detailed in report number MCa/20/14 Resolution Carried
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  • 35.

    MCa/20/15 COMMUNITY INFRASTRUCTIRE LEVY (CIL) - CIL EXPENDITURE PROGRAMME DECEMBER 2020 pdf icon PDF 272 KB

    Cabinet Member for Planning.

    Additional documents:

    Decision:

    It was RESOLVED:

     

    1.1          That the CIL Expenditure Programme (December 2020) and accompanying technical assessment of the CIL Bids – M20-09, M20-21 and M20-10 (forming Appendices, A and B of the report) be approved. This includes decisions on valid Bids approved and noted by Cabinet as follows: -

    Decision for Cabinet to make: Ringfenced Infrastructure Funds (Stowmarket only) and Local Infrastructure Fund

    CIL Bid, Location and Infrastructure Proposed

    Amount of CIL Bid and total cost of the Infrastructure

    Cabinet Decision

    M20-10 STOWMARKET Creation of a Stowmarket Emergency Services Hub (incorporating Police, Fire and Ambulance)

    Amount of CIL Bid

    £431,740.00

    Total costs

    £3,881,740.00

    Recommendation to Cabinet to approve CIL Bid M20-10, £42,838.51 from the Ringfenced Infrastructure Fund – (Stowmarket only) and £388,901.49 from the Local Infrastructure Fund

    .

     

     Decisions for Cabinet to make: Local Infrastructure Fund

    CIL Bid, Location and Infrastructure Proposed

    Amount of CIL Bid and total cost of the Infrastructure

    Cabinet Decision

    M20-09 RINGSHALL

    Installation of a sewerage system for Ringshall Village Hall. Current connection (to Ringshall school) severed on 23 July 2020

    Amount of CIL Bid

    £16,651.00

     

    Total costs

    £24,976.00

     

    Recommendation to      Cabinet to approve   CIL Bid M20-09 for £16,651.00 from the Local InfrastructureFund (Subject to Planning permission being granted)

    Decision for Cabinet to note: Local Infrastructure Fund

    CIL Bid, Location and Infrastructure Proposed

    Amount of CIL Bid and total cost of the Infrastructure

    Cabinet Decision

    M20-21 THORNHAM

    Works to the Thornham Walks overflow car park (previous approved bid M19-08) – top up bid due to Covid 19 Implications

    Amount of CIL Bid

    £3,355

     

    Total costs

    £4,563

     

    Recommendation to      Cabinet to note delegated decision on CIL Bid M20-21 for £3,355 from the Local Infrastructure Fund - decision taken in November 2020.

     

     

    3.2   That Cabinet note and endorsed the CIL Expenditure Programme which included the position in respect of approved CIL Bids from Rounds 1, 2, 3, 4 and 5 (Appendix A Section B of the report) together with details of emerging infrastructure /CIL Bids (Appendix A Section C of the report).

    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 originally adopted in April 2018 and reviewed with amendments adopted on the 18th March 2019 and with further amendments on the 20th April 2020 requires the production of a CIL Expenditure Programme 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 one of the ways in 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  ...  view the full decision text for item 35.

    Minutes:

    35.1    The Cabinet Member for Planning introduced the report and provided Members with an overview of the Bids detailed in the report.

     

    35.2    Councillor Burn moved the recommendations in the report. This was seconded by Councillor Brewster.

     

    35.3    The Professional Lead for Key Sites and Infrastructure responded to questions from Members regarding details of the bids for Ringshall and Stowmarket.

     

    35.4    Councillor Hadingham expressed her support for the Bid at Thornham.

     

    35.5    Councillor Richardson commented on the Bid for Stowmarket and the benefits this would provide for the District. Councillor Brewster also commented on the bid and the location of the new emergency services hub.

     

    35.6    Councillor Brewster went on to thank the Professional Lead for Key Sites and Infrastructure and the CIL team for their continued hard work.

     

    By a unanimous decision

     

    It was RESOLVED:

     

    1.1          That the CIL Expenditure Programme (December 2020) and accompanying technical assessment of the CIL Bids – M20-09, M20-21 and M20-10 (forming Appendices, A and B of the report) be approved. This includes decisions on valid Bids approved and noted by Cabinet as follows: -

    Decision for Cabinet to make: Ringfenced Infrastructure Funds (Stowmarket only) and Local Infrastructure Fund

    CIL Bid, Location and Infrastructure Proposed

    Amount of CIL Bid and total cost of the Infrastructure

    Cabinet Decision

    M20-10 STOWMARKET Creation of a Stowmarket Emergency Services Hub (incorporating Police, Fire and Ambulance)

    Amount of CIL Bid

    £431,740.00

    Total costs

    £3,881,740.00

    Recommendation to Cabinet to approve CIL Bid M20-10, £42,838.51 from the Ringfenced Infrastructure Fund – (Stowmarket only) and £388,901.49 from the Local Infrastructure Fund

    .

     

     Decisions for Cabinet to make: Local Infrastructure Fund

    CIL Bid, Location and Infrastructure Proposed

    Amount of CIL Bid and total cost of the Infrastructure

    Cabinet Decision

    M20-09 RINGSHALL

    Installation of a sewerage system for Ringshall Village Hall. Current connection (to Ringshall school) severed on 23 July 2020

    Amount of CIL Bid

    £16,651.00

     

    Total costs

    £24,976.00

     

    Recommendation to      Cabinet to approve   CIL Bid M20-09 for £16,651.00 from the Local InfrastructureFund (Subject to Planningpermission being granted)

     

    Decision for Cabinet to note: Local Infrastructure Fund

    CIL Bid, Location and Infrastructure Proposed

    Amount of CIL Bid and total cost of the Infrastructure

    Cabinet Decision

    M20-21 THORNHAM

    Works to the Thornham Walks overflow car park (previous approved bid M19-08) – top up bid due to Covid 19 Implications

    Amount of CIL Bid

    £3,355

     

    Total costs

    £4,563

     

    Recommendation to      Cabinet to note delegated decision on CIL Bid M20-21 for £3,355 from the Local Infrastructure Fund - decision taken in November 2020.

     

     

    1.2   That Cabinet note and endorsed the CIL Expenditure Programme which included the position in respect of approved CIL Bids from Rounds 1, 2, 3, 4 and 5 (Appendix A Section B of the report) together with details of emerging infrastructure /CIL Bids (Appendix A Section C of the report).

    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 originally adopted in April 2018 and  ...  view the full minutes text for item 35.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1 and 3.2 as detailed in report number MCa/20/15 Resolution Carried
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  • 36.

    MCa/20/16 THORNDON NEIGHBOURHOOD PLAN pdf icon PDF 221 KB

    Cabinet Member for Planning

    Additional documents:

    Decision:

    It was RESOLVED:

     

    1.1          That Thorndon 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 satisfactory completion of the above (to be agreed by the Corporate Manage for Strategic Planning), this Neighbourhood Plan be advanced to a local referendum covering the parish of Thorndon.

     

    1.3      That delegated authority is given to the Assistant Director for Sustainable Communities in consultation with the Cabinet Member for Planning to oversee the process for making any further necessary modification to the Thorndon Neighbourhood Plan in line with the recent Court of Appeal case regarding the lawfulness of a Local Green Space policy in a neighbourhood plan.

     

    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 Thorndon Neighbourhood Plan to proceed to a local referendum.

     

    Alternative Options Considered and Rejected:

     

    1.1      A Local Planning Authority may propose to make a decision on a recommendation that differs from that set out by the Examiner. 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 is that Mid Suffolk agree that, subject to modification, the Thorndon Neighbourhood Plan proceed to a local referendum.

     

    Any Declarations of Interest Declared: None

     

    Any Dispensation Granted: None

    Minutes:

    36.1    Report MCa/20/16 Thorndon Neighbourhood Plan was introduced by the Cabinet Member for Planning.

     

    36.2    Councillor Burn advised Members that following a recent Court of Appeal decision, an additional recommendation had been added to the report as detailed in the tabled papers, and provided an outline of the decision made by the Court.

     

    36.3    The recommendations in the report were moved by Councillor Burn and seconded by Councillor Gould.

     

    36.4    Councillor Stringer, Ward Member for Thorndon queried whether the additional recommendation had been explained to the Neighbourhood Plan Group. In response the Neighbourhood Planning Officer advised that the group had been notified.

     

    By a unanimous decision

     

    It was RESOLVED:

     

    1.1          That Thorndon 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 satisfactory completion of the above (to be agreed by the Corporate Manage for Strategic Planning), this Neighbourhood Plan be advanced to a local referendum covering the parish of Thorndon.

    1.3      That delegated authority is given to the Assistant Director for Sustainable Communities in consultation with the Cabinet Member for Planning to oversee the process for making any further necessary modification to the Thorndon Neighbourhood Plan in line with the recent Court of Appeal case regarding the lawfulness of a Local Green Space policy in a neighbourhood plan.

     

    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 Thorndon Neighbourhood Plan to proceed to a local referendum.

     

    Alternative Options Considered and Rejected:

     

    1.1      A Local Planning Authority may propose to make a decision on a recommendation that differs from that set out by the Examiner. 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 is that Mid Suffolk agree that, subject to modification, the Thorndon Neighbourhood Plan proceed to a local referendum.

     

    Any Declarations of Interest Declared: None

     

    Any Dispensation Granted: None

     

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1, 3.2 and 3.3 as detailed in report number MCa/20/16 Resolution Carried
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