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APOLOGIES AND SUBSTITUTES Minutes: Apologies were received from Councillors James Caston, John Field, Derek Osborne and Stephen Williams. Councillor Barry Gasper was detained but joined the meeting at 10:55am. |
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DECLARATION OF INTERESTS Minutes: There were no declarations of interests. |
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JOS/18/19 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 20 SEPTEMBER 2018 PDF 183 KB Minutes: The minutes of the meeting held on the 20 September 2018 was confirmed as a correct record with the following amendment:
Councillor Sue Ayres to be added as present at the meeting. |
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TO RECEIVE NOTIFICATION OF PETITIONS IN ACCORDANCE WITH THE COUNCIL'S PETITION SCHEME Minutes: There were no petitions received. |
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QUESTIONS BY THE PUBLIC To consider questions from and provide answers to members of the public on any matter in relation to which the Committee has powers or duties and of which due notice has been given in accordance with the Committee and Sub-Committee Procedures Rules. Minutes: None received. |
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QUESTIONS BY COUNCILLORS To consider questions from and provide answers to Councillors on any matter in relation to which the Committee has powers or duties and of which due notice has been given in accordance with the Committee and Sub-Committee Procedure Rules. Minutes: None received.
Please note:
The order of the Agenda was changed by the Chair to as follows:
Item 1 to 7, Item 17, Item 10 to 12, Item 8, Item 13 to 14, Item 16, Item 9 and Item 15
The minutes follow the published Agenda.
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JOS/18/20 COMMUNITY INFRASTRUCTURE LEVY - CIL EXPENDITURE FRAMEWORK AND REVIEW PDF 211 KB BDC Cabinet Member for Planning- Councillor Nick Ridley MSDC Cabinet Member for Planning – Councillor Glen Horn
Members are asked to scrutinise the Community Infrastructure Levy (CIL) Process.
Witnesses are attending to assist in the scrutiny process Minutes:
42.1 The Chair began by introducing the witnesses.
42.2 Sally Reeves, Parish Councillor for Stowupland and Secretary to the Stowupland Village Hall Management Committee. She led on two CIL bids and assisted on two further CIL bids. She had also assisted Stowupland Parish Council on their applications for CIL and PIP Funding.
42.3 Clive Arthey, District Councillor – North Cosford, and Member of the Joint Member Panel. His Ward had applied for CIL funding for seven application and had been successful on five of these applications.
42.4 James Cutting, Planning Strategy Manager – Growth, Highways and Infrastructure for Suffolk County Council (SCC). He worked on CIL bids for public transport infrastructure and school extensions.
42.5 Councillor Nick Ridley – Babergh Cabinet Member for Planning introduced the report and Councillor Glen Horn – Mid Suffolk Cabinet Member for Planning was present to answer questions.
42.6 Councillor Ridley informed the Committee that the purpose of the scrutiny of the CIL was to review the implementation of the CIL application process and forward any recommendations to the next Joint Member Panel meeting on the 22 November 2018.
42.7 Sally Revees then explained her experience of bidding for CIL Funding and outlined the issues she and her colleagues had encountered during the process including:
· The process felt rushed as the bidding round only lasted one month; · For her the online application form was relatively comprehendible. However, the terminology was quite technical, and she was concerned if it was possible for everyone to understand the details in the form as part of the from related to council procedures; · Question 16 requested priority criteria, which was difficult for the applicant to ascertain and it seemed that if would be better for the Council to determine the priority; this question also required more explanations; · It was not made clear from the start that the CIL bid was a top-up bid; · The time-line posed a problem for the applicant. Not only from an administrative perspective. Quotes from contractors were likely to change due to inflation and the time it took to get an application approved; · It would benefit the process if the Parish Council became aware of the requirements and process for CIL applications and how CIL funding was allocated in the community; · She suggested that Parish Councils should be able to allocate a small percentage of the funding to cover administration costs.
42.8 Members asked several questions including if CIL was only a part- funding scheme, if the support from the Council had been good and if the application form was suitable for the application in question.
42.9 The Professional Lead – Key Sites and Infrastructure clarified that CIL funding could be applied for up to 100% of a project and she listed the areas which she felt should be forwarded to the Joint Member Panel:
· A review of the form; · Consideration of the cost of inflation in relation to the length of the application; · More proactive work with the communities to provide information on how to ... view the full minutes text for item 42. |
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JOS/18/21 THE HOMELESSNESS REDUCTION ACT 2017 - REVIEW OF THE FIRST SIX MONTHS PDF 245 KB BDC Cabinet Member for Housing – Councillor Jan Osborne MSDC Cabinet Member for Housing – Councillor Jill Wilshaw Additional documents:
Minutes: 43.1 Councillor Jan Osborne – Babergh Cabinet Member for Housing introduced the report and outlined the implications of the implementation of the Homelessness Reduction act. The increase in workload had surpassed predictions and cases had become more complex than previously. However, the Corporate Manager – Housing Solution had taken a project approach and had manged to deliver a multitude of projects and services, which were all outlined in the report. The team was dedicated to the improvement and delivery of housing solutions to the residents of the Districts.
43.2 Members said the report was excellent and that the appendices were well set out.
43.3 Questions were raised of what could be done to help the Housing Solution team cope the enormity of managing the Homelessness Reduction Act.
43.4 The Corporate Manager – Housing Solutions said that an increase in capacity had just been allocated to the team but that further capacity was required to enable duty officers to concentrate on cases. However, it was difficult to predict what the Government would do once they had conducted their twelve months review. Recruitment was conducted with this in mind. Monthly, quarterly and six-months reviews were conducted to monitor staff and resource capacity.
43.5 She continued to outline the funding schemes available to the team for the year but said that until the Government had conducted its Funding Review, funding for the coming year was difficult to predict. There were several funding streams the Council could bid for and she assured the Committee that there was enough funding for the staff and services for the next two years.
43.6 In a response to why the Flexible Homeless Support Grant was larger for Babergh (page 37) the officer responded that historically Babergh had more homeless people that Mid Suffolk but that she anticipated this to even out in the future.
It was RESOLVED:-
1.1 That the Committee notes the information provided
1.2 That the Committee commend the Corporate Manager – Housing Solution and her team for the effort already taken and to receive a review in another six months.
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JOS/18/22 INFORMATION BULLETIN The Information Bulletin is a document that is made available to the public with the published agenda papers. It can include update information requested by the Committee as well as information that a service considers should be made known to the Committee.
This Information Bulletin contains updates on the following subjects:
1. Regeneration Proposal – Corks Lane, Hadleigh. RESTRICTED Minutes: The Information Bulletin was discussed in the closed session of the meeting. |
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JOS/18/23 FORTHCOMING DECISIONS LIST PDF 343 KB To review the Council’s Forthcoming Decisions List and identify any items to be brought before the Overview and Scrutiny Committee.
Please note the most up to date version can be found via the Website:
https://www.babergh.gov.uk/the-council/forthcoming-decisions-list/
Minutes: It was RESOVED: -
That the Forthcoming Decisions List be noted. |
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JOS/18/24 BABERGH OVERVIEW AND SCRUTINY WORK PLAN PDF 263 KB To agree the Work Plan Minutes: It was RESOLVED: -
That the Babergh Overview and Scrutiny Work Plan be noted |
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JOS/18/25 MID SUFFOLK OVERVIEW AND SCRUTINY WORK PLAN PDF 243 KB To agree the Work Plan Minutes: It was RESOLVED: -
That the Mid Suffolk Overview and Scrutiny Work Plan be noted. |
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JOS/18/27 COMMUNITY STRATEGY ENGAGEMENT PROCESS PDF 251 KB This report is a draft report for Members to make comments.
The Chair used his discretion and allowed this item to be heard in public. Minutes: 48.1 The Assistant Director – Communities and Planning had discussed the report with Councillors Maybury and Flatman – Cabinet Members for Communities and agreed that this report was not restricted and could be heard in the public session.
48.2 The Assistant Director introduced the report and said that draft report was at an early stage.
48.3 The Community Strategy was a key priority for both Councils and was going to be in place by the end of the year. There had not previously been a strategy in place. He outlined the framework for the strategy and said that discussion in the communities with various stakeholders including Councillors and officers and would form the basis of strategy.
48.4 Councillor Welham asked who was expected to use the strategy and would there be an action plan following the strategy. The Assistant Director responded that the strategy would predominately inform officers but also statutory and voluntary partners in terms of what they could expect from the Councils and grant applicants would find the strategy useful. An action plan would be produced for the strategy.
48.5 Further questions included if there was to be a role for parish and district councillors and if they were to partake in the discussion for the strategy.
48.6 Councillors were also concerned if it would be possible to include hard to reach residents. The officers hope to engage with a cross section of communities and were happy to involve parish and district councillors further.
48.7 Councillor Welham suggested that the Chief Executive of SALC would be able to provide names of people who could assist in the development of the Community Strategy.
48.8 Members discussed the timing of meetings and if it was possible to involve residents other than those who were actively involved with the Community. This would achieve a varied cross section of the community.
48.9 Members were concerned about the hard to reach residents and was assured that a strategy for loneliness would be included.
48.10 Some Members were concerned that the Community Strategy was trying to include too much but was reassured that it was a collaborative approach with an aim for a partnership between Councillor and Officers.
48.11 Suggestions were made of how this could be achieved by looking at successful parishes and their processes. This could be a way to help other parishes to develop. District Councillor could provide assistance with this process.
48.12 The Assistant Director – Planning and Communities drew Members’ attention to the page 153, sixth paragraph and said this was where the Councils needed to focus their efforts and resources.
48.13 Councillor Gibson-Harries asked if it was possible to encourage communities to develop a programme to help elderly people.
48.14 Councillor Maybury – Babergh Cabinet Member – Communities asked that more should be done for the youth in the local communities
48.15 Recommendation 3.1 was proposed and seconded.
By a unanimous vote
It was RESOLVED: -
That the Committee endorse an engagement approach through use of focus groups ... view the full minutes text for item 48. |
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RESOLUTION TO EXCLUDE 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 be excluded from the meeting for the business specified below on the grounds that if the public were present during these items, it is likely that there would be the disclosure to them of exempt information as indicated against eachitem. The authors of the reports proposed to be considered in Part 2 of the Agenda are satisfied that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. PART 2 MATTERS TO BE CONSIDERED WITH THE PRESS AND PUBLIC EXCLUDED
Minutes:
Councillor McCraw proposed to exclude the public so the Committee could discuss Part 2, which was seconded by Councillor Ayres.
By a unanimous vote
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 as indicated against the item.
The Committee was also satisfied that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.
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JOS/18/21 PART 2 THE HOMELESSNESS REDUCTION ACT 2017 - REVIEW OF THE FIRST SIX MONTHS - RESTRICTED APPENDICES E, F, K, L ,M Minutes: Members considered the confidential Appendices E to M.
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JOS/18/26 HOMELESSNESS PREVENTION FUND POLICY Draft report to follow
BDC Cabinet Member for Housing – Councillor Jan Osborne MSDC Cabinet Member for Housing – Councillor Jill Wilshaw
Members are asked to comment on the draft report Minutes: By a unanimous vote
It was RESOLVED: -
That the draft report be noted and that no comments be provided as the Committee was in agreement with the report.
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JOS/18/22 INFORMATION BULLETIN A confidential Information Bulletin to update Babergh Members on the Regeneration Project in Corks Lane, Hadleigh.
Strategic Director – Jonathan Stephenson Minutes: . 51.1 The Mid Suffolk Members left the meeting at 11:58 am and the JOS/18/22 Information Bulleting was received by Babergh Committee only.
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