Babergh and Mid Suffolk District Councils
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Agenda, decisions and minutes

Venue: Virtual Meeting

Items
No. Item

68.

APOLOGIES FOR ABSENCE

Minutes:

There were no apologies for absence.

69.

DECLARATION OF INTERESTS BY COUNCILLORS

Minutes:

Councillor Gerard Brewster declared a local non-pecuniary interest in respect of report number MCa/20/40 in his capacity as President of Stowmarket District Scouts.

70.

MCa/20/35 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 08 FEBRUARY 2021 pdf icon PDF 240 KB

Minutes:

The minutes of the meeting held on 08 February 2021 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 08 February 2021 Ad-Hoc Carried
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  • 71.

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

    Minutes:

    None received.

    72.

    QUESTIONS BY COUNCILLORS

    Minutes:

    There were no questions from Councillors.

    73.

    MATTERS REFERRED BY THE OVERVIEW AND SCRUTINY OR JOINT AUDIT AND STANDARDS COMMITTEES pdf icon PDF 52 KB

    Chair of the Overview and Scrutiny Committee

    Additional documents:

    Minutes:

    73.1    The Chair of the Joint Overview and Scrutiny Committee, Councillor Keith Welham, advised Cabinet Members that the Committee had reviewed the local Citizens Advice Service at their meeting on 15 February 2021.

     

    73.2    Councillor Welham provided details of the recommendations to Cabinet which were for noting.

    74.

    FORTHCOMING DECISIONS LIST

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

     

    FORTHCOMING DECISIONS LIST

    Minutes:

    The Forthcoming Decisions List was noted.

    75.

    MCa/20/37 GENERAL FUND FINANCIAL MONITORING 2020/21 - QUARTER 3 pdf icon PDF 302 KB

    Cabinet Member for Finance

    Additional documents:

    Decision:

    It was RESOLVED:

     

    That the Council’s financial position for the General Fund at the end of Quarter 3 be noted.

     

    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:

    75.1    The Cabinet Member for Finance, Councillor Whitehead, introduced the report and provided Members with an overview of the details contained in the report and the tabled papers.

     

    75.2    Councillor Whitehead moved the recommendations in the report.

     

    75.3    Councillor Gould seconded the recommendations and thanked the finance team for their diligence and hard work throughout the year.

     

    75.4    in response to a question from Councillor Eburne regarding the financial variance relating to staff management, the Chief Executive outlined the challenges surrounding the recruitment process during the current pandemic and the impact of this on the figures in the report.

     

    75.5    The Corporate Manager for Finance and Commissioning and Procurement responded to a question from Councillor Field regarding the business rates pool, and confirmed that the benefit included Bramford power station.

     

    It was RESOLVED:

     

    That the Council’s financial position for the General Fund at the end of Quarter 3 be noted.

     

    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/20/37. Ad-Hoc Carried
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  • 76.

    MCa/20/38 HOUSING REVENUE ACCOUNT (HRA) FINANCIAL MONITORING 2020/21 - QUARTER 3 pdf icon PDF 205 KB

    Cabinet Member for Finance

    Decision:

    It was RESOLVED:

     

    That the Council’s financial position for the Housing Revenue Account at the end of Quarter 3 be noted.

                                     

    Reason for Decision: To ensure that 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:

    76.1    The report was introduced by Councillor Whitehead, the Cabinet Member for Finance, who moved the recommendations in the report.

     

    76.2    Councillor Hadingham seconded the recommendations and thanked the Housing Team and the Assistant Director for Assets and Investments for their hard work.

     

    76.3    Councillor Morley and Councillor Gould also expressed thanks to the Housing Team and the Assistant Director for Assets and Investments and her team.

     

    It was RESOLVED:

     

    That the Council’s financial position for the Housing Revenue Account at the end of Quarter 3 be noted.

                                     

    Reason for Decision: To ensure that 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/20/38. Ad-Hoc Carried
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  • 77.

    MCa/20/39 QUARTER THREE PERFORMANCE PRESENTATION pdf icon PDF 969 KB

    Cabinet Member for Customers, Digital Transformation and Improvement

     

    A presentation of performance across the whole Council for the period 1 October – 31 December 2020 (Q3). 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:

    77.1    The Leader of the Council invited the Assistant Director for Customer Services to introduce the report.

     

    77.2    The Assistant Director for Customer Services provided a presentation to Members detailing the performance outcomes for the period October 2020 to December 2020.

     

    77.3    Councillor Eburne enquired whether social return on investment was measured. The Assistant Director for Customer Services advised that this was currently being considered and would be included in future presentations.

     

    77.4    Following a question from Councillor Field regarding the number of complaints received, the Assistant Director for Customer Services advised that further details would be provided outside of the meeting.

     

    77.5    The Assistant Director for Customer Services responded to a question from Councillor Welham regarding whether the complaints received were regarding the ease of using the website or other issues.

     

    77.6    Councillor Welham then asked for an update on the amount of Localities Grants spent and allocated. The Strategic Director advised that the funding had not yet been fully allocated and advised that full details would be provided outside of the meeting.

     

    77.7    The Strategic Director also responded to Councillor Welhams questions regarding the Wellbeing Strategy and advised that there would be further Member engagement over the coming months.

     

    77.8    Councillor Burn raised a question regarding the circulation of the performance reports. In response the Assistant Director for Customer Services advised that the reports are currently shared with Members and as part of meeting agendas, however wider circulation is under consideration.

     

    77.9    Following a question from Councillor Field, Councillor Fleming, the Cabinet Member for Environment, provided an update on the work being taken in response to increased incidents of fly tipping.

     

     

    78.

    MCa/20/40 COMMUNITY INFRASTRUCTURE LEVY (CIL) - CIL EXPENDITURE PROGRAMME MARCH 2021 pdf icon PDF 202 KB

    Cabinet Member for Planning

    Additional documents:

    Decision:

    It was RESOLVED:

     

    1.1    That Cabinet approved the CIL Expenditure Programme (March 2021) and accompanying technical assessment of the CIL Bids – M20-20, M20-24, M20-23, M20-19, and M20-22 (forming Appendices A and B of the report) as follows:-

     

    Decision for Cabinet to make: Strategic Infrastructure Fund

     

    CIL Bid, Location and Infrastructure Proposed

    Amount of CIL Bid and total cost of the Infrastructure

    Cabinet Decision

    M20-20 STOWMARKET

     

    Creeting Road Depot

     

    Provision of a New HVO Fuel Tank

    Amount of CIL Bid

     

    £50,000

     

    Total costs

     

    £50,000

    Recommendation to Cabinet to approve CIL Bid M20-20 for

    £50,000 from the Strategic Infrastructure Fund

     

    Decision for Cabinet to make: Ringfenced Infrastructure Funds (Gislingham only)

     

    CIL Bid, Location and Infrastructure Proposed

    Amount of CIL Bid and total cost of the Infrastructure

    Cabinet Decision

    M20-24 GISLINGHAM

     

    Church of England Primary School Broadfields Road

     

    Installation of a daily mile running track

    Amount of CIL Bid

     

    £18,487.50

     

    Total costs

     

    £24,650.00

    Subject to the completion of a community user agreement, recommendation to Cabinet to approve CIL Bid M20-24 for £18,487.50 from the Ringfenced 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

    M20-23 MENDLESHAM

     

    Health Administration Hub and Clinical Capacity reconfiguration – Mendlesham Surgery

     

    Amount of CIL Bid

     

    £239,306.60

     

    Total costs

     

    £290,145.60

    Recommendation to Cabinet to approve CIL Bid M20-23 for £239,306.60 from the Local Infrastructure Fund

    M20-19 HAUGHLEY

     

    Improvement and Extension of the Ron Crascall Pavilion Car Park

     

    Ron Crascall Pavilion, Green Road, Haughley

     

    Amount of CIL Bid

     

    £22,595

     

    Total costs

     

    £33,725

    Recommendation to Cabinet to approve CIL Bid M20-19 for £22,595 from the Local Infrastructure Fund

    M20-22 HAUGHLEY

     

    Provision of secure storage facilities.

     

    Ron Crascall Pavilion, Green Road, Haughley

    Amount of CIL Bid

     

    £39,937

     

    Total costs

     

    £80,853

    Recommendation to Cabinet to approve CIL Bid M20-22 for £39,937 from the Local Infrastructure Fund

     

    1.2    Cabinet noted and endorsed this CIL Expenditure Programme which included the position in respect of approved CIL Bids from Rounds 1, 2, 3, 4, 5 and 6 (including Cabinet decisions in December 2020) – (Appendix A Section B of the report) together with details of emerging infrastructure/CIL Bids (Appendix A Section B of the report).

     

    Reason for Decision: Community Infrastructure Levy (CIL) monies have been collected since the implementationof CILon the11thApril 2016.The CILExpenditure Frameworkoriginally adopted inApril 2018and reviewedwith amendmentsadopted onthe 18thMarch 2019 and with further amendments on the 20th April 2020 requires the production of a CIL Expenditure Programme for each District. This contains decisions for Cabinet tomake 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  ...  view the full decision text for item 78.

    Minutes:

    78.1    The Cabinet Member for Planning, Councillor Burn, introduced the report and provided Members with an overview of the bids detailed in the report.

     

    78.2    Councillor Burn moved the recommendations in the report.

     

    78.3    The recommendations were seconded by Councillor Brewster.

     

    78.4    Councillor Eburne expressed thanks to the officers in the CIL team and also to the volunteer groups working on the bids for Haughley.

     

    It was RESOLVED:

     

    1.1    That Cabinet approved the CIL Expenditure Programme (March 2021) and accompanying technical assessment of the CIL Bids – M20-20, M20-24, M20-23, M20-19, and M20-22 (forming Appendices A and B of the report) as follows:-

     

    Decision for Cabinet to make: Strategic Infrastructure Fund

     

    CIL Bid, Location and Infrastructure Proposed

    Amount of CIL Bid and total cost of the Infrastructure

    Cabinet Decision

    M20-20 STOWMARKET

     

    Creeting Road Depot

     

    Provision of a New HVO Fuel Tank

    Amount of CIL Bid

     

    £50,000

     

    Total costs

     

    £50,000

    Recommendation to Cabinet to approve CIL Bid M20-20 for

    £50,000 from the Strategic Infrastructure Fund

     

    Decision for Cabinet to make: Ringfenced Infrastructure Funds (Gislingham only)

     

    CIL Bid, Location and Infrastructure Proposed

    Amount of CIL Bid and total cost of the Infrastructure

    Cabinet Decision

    M20-24 GISLINGHAM

     

    Church of England Primary School Broadfields Road

     

    Installation of a daily mile running track

    Amount of CIL Bid

     

    £18,487.50

     

    Total costs

     

    £24,650.00

    Subject to the completion of a community user agreement, recommendation to Cabinet to approve CIL Bid M20-24 for £18,487.50 from the Ringfenced 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

    M20-23 MENDLESHAM

     

    Health Administration Hub and Clinical Capacity reconfiguration – Mendlesham Surgery

     

    Amount of CIL Bid

     

    £239,306.60

     

    Total costs

     

    £290,145.60

    Recommendation to Cabinet to approve CIL Bid M20-23 for £239,306.60 from the Local Infrastructure Fund

    M20-19 HAUGHLEY

     

    Improvement and Extension of the Ron Crascall Pavilion Car Park

     

    Ron Crascall Pavilion, Green Road, Haughley

     

    Amount of CIL Bid

     

    £22,595

     

    Total costs

     

    £33,725

    Recommendation to Cabinet to approve CIL Bid M20-19 for £22,595 from the Local Infrastructure Fund

    M20-22 HAUGHLEY

     

    Provision of secure storage facilities.

     

    Ron Crascall Pavilion, Green Road, Haughley

    Amount of CIL Bid

     

    £39,937

     

    Total costs

     

    £80,853

    Recommendation to Cabinet to approve CIL Bid M20-22 for £39,937 from the Local Infrastructure Fund

     

    1.2    Cabinet noted and endorsed this CIL Expenditure Programme which included the position in respect of approved CIL Bids from Rounds 1, 2, 3, 4, 5 and 6 (including Cabinet decisions in December 2020) – (Appendix A Section B of the report) together with details of emerging infrastructure/CIL Bids (Appendix A Section B of the report).

     

    Reason for Decision: Community Infrastructure Levy (CIL) monies have been collected since the implementationof CILon the11thApril 2016.The CILExpenditure Frameworkoriginally adopted inApril 2018and reviewedwith amendmentsadopted onthe 18thMarch 2019 and with further amendments on the 20th April 2020 requires the production of a CIL Expenditure Programme for each District. This contains  ...  view the full minutes text for item 78.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1 and 3.2 as detailed in report number MCa/20/40. Ad-Hoc Carried
  • View Recorded Vote for this item
  • 79.

    MCa/20/41 SOLAR MULTIFUNCTION CARPORT MICROGENERATION pdf icon PDF 180 KB

    Cabinet Member for Economic Growth

    Decision:

    It was RESOLVED:

     

    1.1          That Cabinet fully considered the base business case for delivering an installation of a multi-function solar carport with battery storage.

     

    1.2          That Cabinet agreed, having considered the business case under 1.1 above, to proceed with investment in the installation of a multi-function solar carport with battery storage by March 2022.

     

    1.3          That Cabinet endorsed a preferred design option, subject to planning approval, based on the options attached as Appendix B of the report.

     

    1.4          That Cabinet agreed to use up to £350,000 (including a contingency allowance and battery project ringfenced funds) of the £600,000 included within the 2021/22 capital programme.

     

    1.5          That authority be delegated to the Assistant Directors for Economic Growth and Regeneration, and Environment and Commercial Partnerships to widen the business case to incorporate and link new leisure centre decarbonisation measures, such as air-source heat pump and roof-mounted PV technologies, utilising additional grant funding recently obtained. No changes will be made to the base financial business case unless it is improved or else not adversely affected by any revisions.

     

    Reason for Decision:

     

    1.          The Council has declared a Climate Emergency and resolved measures to help achieve its ambition of becoming carbon neutral by 2030 so this significant project is a visible step forward.

     

    2.          Localised microgeneration of electricity utilising its own brownfield assets is a practical step the Council can take towards meeting its carbon ambitions.

     

    3.          The project not only provides local power to our leisure centre but also will offer a number of electric vehicle charging points in our town centre to encourage more sustainable forms of travel and support air quality.

     

    4.          An opportunity to match investment with external central government funding, already secured, is available to improve the viability and manage the risks of the proposed scheme.

     

    5.     An opportunity to integrate multi-function solar carport into a broader strategic solution for decarbonisation of public assets, without stalling progress or accessing external funds.

     

     

     

     

    Alternative Options Considered and Rejected:

     

    (a)       DO NOTHING (Not Recommended) – make no investment in microgeneration for the site or benefit from associated carbon reduction. Forego the opportunity for accessing guaranteed external funding. Brownfield land remaining under-utilised. Strategic Priorities including Carbon Reduction Management Plan are not delivered.

     

    (b)       DELAY CONSIDERATION PENDING HOLISTIC COUNCIL ASSET MANAGEMENT & ENERGY DECARBONISATION STRATEGY (Not Recommended) – to delay making a decision at this point would add risks to the spend of external funding.

     

    (c)       ASSESS FEASIBILITY AND VIABILITY FOR MULTI-FUNCTION INSTALLATIONS (Recommended) – gain the evidence and site-specific technical appraisals and options necessary for the Council to consider a business case investment, and draw-down of external capital funding support.

     

     

    Any Declarations of Interest Declared: None

     

    Any Dispensation Granted: None

     

     

     

     

     

    Minutes:

    79.1    The Cabinet Member for Environment, Councillor Fleming, introduced report MCa/20/41 Solar Multifunction Carport Microgeneration, and provided Members with details of the proposed project.

     

    79.2    The recommendations in the report were proposed by Councillor Fleming and seconded by Councillor Brewster.

     

    79.3    In response to a question from Councillor Field, the Regeneration and Capital Projects Manager provided clarification regarding the location of the solar panels on the buildings.

     

    It was RESOLVED:

     

    1.1          That Cabinet fully considered the base business case for delivering an installation of a multi-function solar carport with battery storage.

     

    1.2          That Cabinet agreed, having considered the business case under 1.1 above, to proceed with investment in the installation of a multi-function solar carport with battery storage by March 2022.

     

    1.3          That Cabinet endorsed a preferred design option, subject to planning approval, based on the options attached as Appendix B of the report.

     

    1.4          That Cabinet agreed to use up to £350,000 (including a contingency allowance and battery project ringfenced funds) of the £600,000 included within the 2021/22 capital programme.

     

    1.5          That authority be delegated to the Assistant Directors for Economic Growth and Regeneration, and Environment and Commercial Partnerships to widen the business case to incorporate and link new leisure centre decarbonisation measures, such as air-source heat pump and roof-mounted PV technologies, utilising additional grant funding recently obtained. No changes will be made to the base financial business case unless it is improved or else not adversely affected by any revisions.

     

    Reason for Decision:

     

    1.          The Council has declared a Climate Emergency and resolved measures to help achieve its ambition of becoming carbon neutral by 2030 so this significant project is a visible step forward.

     

    2.          Localised microgeneration of electricity utilising its own brownfield assets is a practical step the Council can take towards meeting its carbon ambitions.

     

    3.          The project not only provides local power to our leisure centre but also will offer a number of electric vehicle charging points in our town centre to encourage more sustainable forms of travel and support air quality.

     

    4.          An opportunity to match investment with external central government funding, already secured, is available to improve the viability and manage the risks of the proposed scheme.

     

    5.     An opportunity to integrate multi-function solar carport into a broader strategic solution for decarbonisation of public assets, without stalling progress or accessing external funds.

     

     

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1, 3.2, 3.3, 3.3, 3.4 and 3.5 as detailed in report number MCa/20/41. Ad-Hoc Carried
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  • 80.

    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.

     

    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.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on the resolution to exclude the public (which term includes the press). Ad-Hoc Carried
    To vote on the resolution to re-admit the public (which term includes the press). Ad-Hoc Carried
  • View Recorded Vote for this item
  • 81.

    MCa/20/41 SOLAR MULTIFUNCTION CARPORT MICROGENERATION

    Cabinet Member for Economic Growth

    Minutes:

    81.1    Members discussed the report and appendices in further detail during the closed session of the meeting. Members then resolved to return to open session in order to vote on the recommendations in the report.