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Agenda, decisions and minutes

Venue: Virtual Teams Meeting

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Items
No. Item

39.

APOLOGIES FOR ABSENCE

Minutes:

There were no apologies for absence.

40.

DECLARATION OF INTERESTS BY COUNCILLORS

Minutes:

40.1    Councillor Osborne declared a local non-pecuniary interest in respect of report number BCa/20/19 in her capacity as a trustee of Citizens Advice.

 

40.2    Councillor Malvisi declared a pecuniary interest in respect of report number BCa/20/25 and left the meeting for the duration of the item.

41.

BCa/20/17 TO CONFIRM THE MINUTES OF THE MEETING HELD ON 10 DECEMBER 2020 pdf icon PDF 249 KB

Minutes:

41.1     Councillor Osborne provided Members with figures relating to housing stock as per paragraph 32.6 of the minutes. In response Councillor Arthey commented that he had requested a 10-year schedule of the housing stock numbers to show changes in figures.

 

41.2     Councillor Ward advised that the business plan would be updated and up to date information would be contained within the plan.

 

41.3     Councillor Holt advised that a response had not yet been received regarding mobile CCTV cameras as detailed in paragraph 35.9 of the minutes. Councillor Arthey confirmed that mobile CCTV cameras would be available.

 

It was RESOLVED:

 

That the minutes of the meeting held on 10 December 2020 were confirmed as a true 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 10 December 2020 Resolution Carried
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  • 42.

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

    Minutes:

    None received.

    43.

    QUESTIONS BY COUNCILLORS

    Minutes:

    There were no questions received from Councillors.

    44.

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

    Minutes:

    There were no matters referred.

    45.

    FORTHCOMING DECISIONS LIST

    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:

    45.1    The Leader of the Council advised that the report regarding Town Centre Parking in Babergh District would now be presented to Full Council on 19 January 2021 and Cabinet on 04 February 2021 and the Forthcoming Decisions List would be updated accordingly.

     

    45.1    The Forthcoming Decisions List was noted.

    46.

    BCa/20/18 INTER AUTHORITY AGREEMENT BETWEEN BABERGH DISTRICT COUNCIL AND MID SUFFOLK DISTRICT COUNCIL pdf icon PDF 124 KB

    Leader of the Council

    Additional documents:

    Decision:

    It was RESOLVED:

     

    That the revised Inter Authority Agreement be approved and that the Leader be authorised to sign the agreement on behalf of the Council.

     

    Reason for Decision: To ensure that appropriate and accurate governance is in place to facilitate the ongoing joint working between Babergh District Council and Mid Suffolk District Council.

     

    Alternative Options Considered and Rejected:

     

    1.1          Option 1 – do nothing

    This option is not appropriate as the Inter Authority Agreement needs to be updated to reflect the changes that have occurred since the first agreement was signed in 2012.

     

    1.2      Option 2 – Update the Inter Authority Agreement

    This is the preferred option as the current agreement is fit for purpose and has operated effectively but needs some updating to reflect the current situation. This option provides continuity while bringing the agreement up to date.

     

    1.3      Option 3 – Implement an alternative form of agreement

    The form of Inter Authority Agreement the authorities already have in place, coupled with the s.113 agreement for the sharing of staff is the most appropriate vehicle for their shared working arrangements. An alternative form of agreement is not necessary.

     

    Any Declarations of Interest Declared: None

     

    Any Dispensation Granted: None

     

    Minutes:

    46.1    The Leader of the Council introduced report BCa/20/18 and moved the recommendations contained within the report.

     

    46.2    Councillor Busby seconded the recommendations.

     

    46.3    The Monitoring Officer provided Members with details of the changes contained in the revised Inter Authority Agreement.

     

    46.4    In response to questions from Councillor Holt regarding paragraph 4.3 of the report, the Monitoring Officer provided further details of the points detailed.

     

    46.5    Councillor Holt expressed concern over the decisions being made and queried whether these should be made by Officers or Cabinet Members.

     

    46.6    Councillor Arthey enquired whether the agreement would be annually reviewed. The Monitoring Officer confirmed that the document would need to be reviewed following any legislative or governance changes, and could also be reviewed when deemed necessary by a Cabinet Member or Statutory Officer.

     

    46.7    Members discussed the clause in the agreement relating to joint meetings with Mid Suffolk District Council.

     

    By a unanimous vote

     

    It was RESOLVED:

     

    That the revised Inter Authority Agreement be approved and that the Leader be authorised to sign the agreement on behalf of the Council.

     

    Reason for Decision: To ensure that appropriate and accurate governance is in place to facilitate the ongoing joint working between Babergh District Council and Mid Suffolk District Council.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendation 3.1 as detailed in report number BCa/20/18 Resolution Carried
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  • 47.

    BCa/20/24 TOWN CENTRE PARKING IN BABERGH DISTRICT pdf icon PDF 1 MB

    Cabinet Member for Environment

    Minutes:

    47.1    The Leader of the Council advised Members that following receipt of a valid petition this item had been withdrawn from the agenda. The item would be presented at the Council meeting on 19th January 2021 and the Cabinet meeting on 4th February 2021 for final determination.

    48.

    BCa/20/21 FEES AND CHARGES 2021/22 pdf icon PDF 262 KB

    Cabinet Member for Finance

    Additional documents:

    Decision:

    It was RESOLVED:

     

    That the proposed Fees and Charges for 2021/22 as shown in Appendix A of the report and the amendment to Appendix A contained in the tabled papers were approved by Cabinet.

     

    Reason for Decision: To ensure that the Council achieves sufficient income and thereby reduces subsidy on non-essential services which may compromise the Councils ability to fund statutory services.

     

    Alternative Options Considered and Rejected:

     

    1.1          To review and approve the proposed changes to the fees and charges for the forthcoming financial year (recommended) or

     

    1.2          To leave them at the current year’s level.

     

     

    Any Declarations of Interest Declared: None

     

    Any Dispensation Granted: None

     

    Minutes:

    48.1    The Cabinet Member for Finance introduced the report which set out the Fees and Charges for the forthcoming year. Councillor Ward advised Members that these Fees and Charges had been considered separately from the budget to allow clarity and visibility of the proposals.

     

    48.2    Councillor Ward confirmed that following the withdrawal of report BCa/20/24, Town Centre Parking in Babergh District, the short stay parking charges contained in paragraph 6.9, and Appendix A Section H of the report could not be confirmed until Cabinet had decided the matter. The revised Appendix A had been issued to Members as a tabled paper.

     

    48.3    Councillor Ward moved the recommendation in the report including the amended Appendix A contained in the tabled papers as outlined.

     

    48.3    The recommendation was seconded by Councillor Malvisi.

     

    By a unanimous vote

     

    It was RESOLVED:

     

    That the proposed Fees and Charges for 2021/22 as shown in Appendix A of the report and the amendment to Appendix A contained in the tabled papers were approved by Cabinet.

     

    Reason for Decision: To ensure that the Council achieves sufficient income and thereby reduces subsidy on non-essential services which may compromise the Councils ability to fund statutory services.

     

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendation 3.1 as detailed in report number BCa/20/21 and the amendment to Appendix A as contained in the tabled papers Resolution Carried
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  • 49.

    BCa/20/22 TRANSFER OF THE COUNCIL'S VEHICLE FLEET TO HYDROTREATED VEGETABLE OIL (HVO) DIESEL pdf icon PDF 179 KB

    Cabinet Member for Environment

    Decision:

    It was RESOLVED:

     

    1.1          That Cabinet agreed to move to using HVO as a replacement for conventional diesel in the Council vehicle fleet. This is a cleaner, less polluting fuel and results in a significant CO2 emission reduction.

     

    1.2          That Cabinet agreed to proceed with the procurement of a supplier for the provision of HVO fuel and the supply and installation of a fuel tank at Chilton Depot, Sudbury.

     

    1.3          That Cabinet agreed to secure the capital and revenue budgets funding for the project for a minimum of 3 years as identified in the report.

     

    1.4          That Cabinet agreed to proceed with a CIL bid to fund the capital element of the project.

     

    Reason for Decision: To reduce the councils CO2 emissions by 900 tonnes a year. This represents 26% of total the total emissions. In accordance with its commitment to be zero carbon by 2030.

     

    Alternative Options Considered and Rejected:

     

    Other alternatives to de-carbonise the vehicle fleet were researched; electric, biodiesel, and HVO were considered

     

    1.1      Electric

    There isone modelof electricRCV commerciallyavailable, theeCollect manufactured by Dennis Eagle. The costs of the vehicle are 40-80% greater than a conventional diesel engine version. However, electric costs to power the vehicle are about a third of diesel with additional savings in the form of zero vehicle tax and reduced servicing costs. There would be additional costs in the form of suitable electric vehicle charging points and associated infrastructure at depots.

     

    1.2     There are no areno appropriatetechnical performancedetails ofthe electricvehicles availablefrom DennisEagle. Thereare trialsoccurring acrossthe country,notably theCity ofLondon, however,these arepredominantly inurban areas.A trialof anelectric vehiclehas beenrequested fromDennis Eagle.

     

    1.3     Due to the lack of performance data for the electric RCVs there would be many risks associated with moving over to electric RCVs immediately. A large proportion of the RCV fleet comes to the end of their current lease in 2023. A consideration may be to review this exercise again before that date by which time there should be more data available to make an informed decision.

     

     

    1.4     Biodiesel

    Biodiesel otherwise known as FattyAcid MethylEster (FAME)is adiesel fuel replacement produced from plant and vegetable oils. Such oils cannot be blended directly with conventional diesel and so a chemical reaction using methanol and sodium hydroxide as a catalyst is used to convert vegetable/plant oils into their constituent methyl esters. These can then be blended with diesel at levels of up to 10%. However, the standard norm in the UK is to blend biofuels to a maximum of 7% of the total fuel.

     

    1.5      Plant/vegetable oils may come from a variety of sources, such as oilseed rape, soy, palm, used cooking oils (UCO) and waste oils. Depending on the provenance, the biofuel can save around 50-60% of the emissions resulting from a ULS (ultra-low sulphur) diesel fuel. However, they do have their own unique other  ...  view the full decision text for item 49.

    Minutes:

    49.1    The report was introduced by the Cabinet Member for finance who provided Members with details of the various alternative fuels which had been considered.

     

    49.2    Councillor Malvisi moved the recommendations in the report. Councillor Ward seconded the recommendations.

     

    49.3    Members debated the benefits of the transfer to Hydrotreated Vegetable Oil (HVO) and the costs involved.

     

    49.4    Councillor Parker queried if there were any other Local Authorities who had already undertaken the transfer to HVO. The Assistant Director for Environment and Commercial Partnerships advised that the closest Authority who had done so was the Borough of Hackney. However many Authorities were considering a change.

     

    By a unanimous decision  

     

    It was RESOLVED:

     

    1.1          That Cabinet agreed to move to using HVO as a replacement for conventional diesel in the Council vehicle fleet. This is a cleaner, less polluting fuel and results in a significant CO2 emission reduction.

     

    1.2          That Cabinet agreed to proceed with the procurement of a supplier for the provision of HVO fuel and the supply and installation of a fuel tank at Chilton Depot, Sudbury.

     

    1.3          That Cabinet agreed to secure the capital and revenue budgets funding for the project for a minimum of 3 years as identified in the report.

     

    1.4          That Cabinet agreed to proceed with a CIL bid to fund the capital element of the project.

     

    Reason for Decision: To reduce the councils CO2 emissions by 900 tonnes a year. This represents 26% of total the total emissions. In accordance with its commitment to be zero carbon by 2030.

     

     

     

     

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1, 3.2, 3.3 and 3.4 as detailed in report number BCa/20/22 Resolution Carried
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  • 50.

    BCa/20/19 DRAFT GENERAL FUND BUDGET 2021/22 AND FOUR-YEAR OUTLOOK pdf icon PDF 668 KB

    Cabinet Member for Finance

    Decision:

    It was RESOLVED

     

    1.1          That the draft General Fund Budget proposals for 2021/22 and four-year outlook set out in the report be endorsed for recommendation to Council on 23 February 2021, subject to further consideration at the next Cabinet meeting on 4 February 2021 following consideration at Overview and Scrutiny Committee on 18January 2021.

    1.2          That the draft General Fund Budget for 2021/22 is based on an increase to Council Tax of £5 per annum (10p per week) for a Band D property, which is equivalent to 2.96%, to support the Council’s overall financial position.

    Reason for Decision: To bring together all the relevant information to enable Cabinet Members to review, consider and comment upon the Councils General Fund budget before the February Cabinet and recommendations to Council.

     

    Alternative Options Considered and Rejected: Setting a balanced budget is a statutory requirement, therefore no other options are appropriate in respect of this.

     

    Any Declarations of Interest Declared: Councillor Osborne declared a local non-pecuniary in her capacity as a trustee of Citizens Advice.

     

    Any Dispensation Granted: None

     

     

    Minutes:

    50.1    The Cabinet Member for Finance introduced the report and moved the recommendations.

     

    50.2    Councillor Malvisi seconded the recommendations.

     

    50.3    Councillor Arthey requested clarification of the figures included in the report in relation to the Transfer of the Council’s Vehicle Fleet to HVO. Councillor Malvisi confirmed that the figures contained in the paper were correct.

     

    50.4    In response to a query from Councillor Busby regarding New Homes Bonus, the Assistant Director for Corporate Resources advised that the figure contained in the report relates to the housing growth for the period October 2019 to October 2020.

     

    50.5    The Cabinet Member for Finance responded to comments from Councillor Davis regarding the removal of the free swims scheme and advised that he hoped the scheme would be able to be reinstated in the coming year.

     

    50.6    Following a question from Councillor Parker regarding CIFCO and the Council’s investment strategy, Councillor Ward commented on the diversity of the investments made during this financial year.

     

    50.7    Councillor Arthey thanked Councillor Ward for his hard work as the Cabinet Member for Finance. Cabinet Members supported this and commented on the complexities and difficulties of producing the budget.

     

    50.8    Councillor Ward expressed his thanks to the finance team for their support and hard work.

     

    By a unanimous vote

     

    It was RESOLVED

     

    1.1          That the draft General Fund Budget proposals for 2021/22 and four-year outlook set out in the report be endorsed for recommendation to Council on 23 February 2021, subject to further consideration at the next Cabinet meeting on 4 February 2021 following consideration at Overview and Scrutiny Committee on 18January 2021.

    1.2          That the draft General Fund Budget for 2021/22 is based on an increase to Council Tax of £5 per annum (10p per week) for a Band D property, which is equivalent to 2.96%, to support the Council’s overall financial position.

    Reason for Decision: To bring together all the relevant information to enable Cabinet Members to review, consider and comment upon the Councils General Fund budget before the February Cabinet and recommendations to Council.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1 and 3.2 as detailed in report number BCa/20/19 Resolution Carried
  • View Recorded Vote for this item
  • 51.

    BCa/20/20 DRAFT HOUSING REVENUE ACCOUNT (HRA) 2021/22 BUDGET AND FOUR-YEAR OUTLOOK pdf icon PDF 294 KB

    Cabinet Member for Finance

    Decision:

    It was RESOLVED

     

    1.1          That the draft HRA Budget proposals for 2021/22 and four-year outlook set out in the report and detailed below be endorsed for recommendation to Council on 23 February 2021, subject to further consideration at the next Cabinet meeting on 4 February 2021.

     

    1.2          That the CPI + 1% increase of 1.5% in Council House rents, equivalent to an average rent increase of £1.35 a week be implemented.

    1.3       That garage rents are kept at the same level as 2020/21.

    1.4       That Sheltered Housing Service charges be increased by £0.69 per week to ensure recovery of the actual cost of service.

    1.5       That Sheltered Housing utility charges are kept at the same level as 2020/21.

    1.6       That the budgeted surplus of £127k be transferred to the Strategic Priorities reserve in 2021/22.

    1.7       That in principle, Right to Buy (RTB) receipts should be retained to enable continued development and acquisition of new council dwellings.

    Reason for Decision: To bring together all the relevant information to enable Cabinet Members to review, consider and comment upon the Councils Housing Revenue Account budget before the February Cabinet and recommendations to Council.

     

    Alternative Options Considered and Rejected: The Housing Revenue Account Budget for 2021/22 and four-year outlook is an essential element in achieving a balanced budget and sustainable medium-term position, therefore no other options are appropriate in respect of this.

    Any Declarations of Interest Declared: None

     

    Any Dispensation Granted: None

     

     

     

     

    Minutes:

    51.1    The report was introduced by the Cabinet Member for Finance.

     

    51.2    The recommendations in the report were proposed by Councillor Ward and seconded by Councillor Osborne, the Cabinet Member for Housing.

     

    51.3    Councillor Osborne responded to a question from Councillor Arthey regarding garage sites and confirmed that work on these sites was continuing.

     

    51.4    Following a question from Councillor Busby regarding the strategy used for the purchase of homes, the Assistant Director for Housing provided details of how the Housing team and the Assets and Investments team identified suitable properties.

     

    51.5    Councillor Holt referred to paragraph 5.16 of the report and commented that a rolling programme should be in place to purchase properties in order avoid the need to repay unspent monies to the Government. Councillor Ward confirmed that a programme was in place. However, it was reliant on opportunities to purchase suitable properties.

     

    51.6    Members expressed thanks to the Housing Team for their work.

     

    By a unanimous decision

     

    It was RESOLVED

     

    1.1          That the draft HRA Budget proposals for 2021/22 and four-year outlook set out in the report and detailed below be endorsed for recommendation to Council on 23 February 2021, subject to further consideration at the next Cabinet meeting on 4 February 2021.

     

    1.2          That the CPI + 1% increase of 1.5% in Council House rents, equivalent to an average rent increase of £1.35 a week be implemented.

    1.3       That garage rents are kept at the same level as 2020/21.

    1.4       That Sheltered Housing Service charges be increased by £0.69 per week to ensure recovery of the actual cost of service.

    1.5       That Sheltered Housing utility charges are kept at the same level as 2020/21.

    1.6       That the budgeted surplus of £127k be transferred to the Strategic Priorities reserve in 2021/22.

    1.7       That in principle, Right to Buy (RTB) receipts should be retained to enable continued development and acquisition of new council dwellings.

    Reason for Decision: To bring together all the relevant information to enable Cabinet Members to review, consider and comment upon the Councils Housing Revenue Account budget before the February Cabinet and recommendations to Council.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1, 3.2, 3.3, 3.4, 3.5, 3.6 and 3.7 as detailed in report number BCa/20/20 Resolution Carried
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  • 52.

    BCa/20/23 ALLOCATION AND GRANT OF BDC COMMUTED SUMS FOR LAVENHAM COMMUNITY LAND TRUST pdf icon PDF 130 KB

    Cabinet Member for Housing

    Additional documents:

    Decision:

    It was RESOLVED:

     

    1.1          That the contents of this report was noted by Cabinet.

    1.2      That the grant of up to £160,000 BDC commuted sums to Lavenham CLT as contribution towards purchase costs of 4 affordable homes from Babergh District Council as discussed within this report was approved by Cabinet.

     

    Reason for Decision: To give consistent and purposeful support for Community Land Trusts within Babergh District, enabling them to provide housing for local people who are in housing need, that is affordable and remains so in perpetuity for future generations.

     

    Alternative Options Considered and Rejected:

     

    1.1          Lavenham CLT CLT applied to many specialist lenders to gain most beneficial loan rate and maximum mortgage loan.

     

    1.2          Due to the Covid-19 pandemic the very specialist market for loan finance to community led housing projects has contracted significantly with many recognised lenders and grant funders removing their funding or loan schemes from the market. This problem of course was not anticipated when the Trust first considered their purchase of the 4 dwellings on Melford Road, Lavenham and consulted the local community.

     

    1.3          If the Council do not sell 4 of the s.106 homes to LCLT, then the Council will retain ownership and liability for repairs and maintenance. The CLT will then seek to purchase homes elsewhere in the village. These could be open market purchases where the CLT will not benefit from the RP 40% discount as on the Melford Road homes. Alternatively, the CLT could talk to landowners/developers regarding new build/other developments schemes that might come forward in the village. Both will delay acquisition of homes that can be safeguarded as affordable housing for future generations. The Councils have also made a commitment in the Homes and Housing Strategy to support CLT’s to bring forward community housing, therefore, this option is not recommended.

     

    Any Declarations of Interest Declared: None

     

    Any Dispensation Granted: None

     

     

    Minutes:

    52.1    The Cabinet Member for Housing introduced the report which proposed a grant of commuted sums to enable the purchase of affordable homes.

     

    52.2    The recommendations in the report were proposed by Councillor Osborne and seconded by Councillor Malvisi.

     

    52.3    Members expressed their support for the recommendations.

     

    By a unanimous vote

     

    It was RESOLVED:

     

    1.1          That the contents of this report was noted by Cabinet.

    1.2      That the grant of up to £160,000 BDC commuted sums to Lavenham CLT as contribution towards purchase costs of 4 affordable homes from Babergh District Council as discussed within this report was approved by Cabinet.

     

    Reason for Decision: To give consistent and purposeful support for Community Land Trusts within Babergh District, enabling them to provide housing for local people who are in housing need, that is affordable and remains so in perpetuity for future generations.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendations 3.1 and 3.2 as detailed in report number BCa/20/23 Resolution Carried
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  • 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.

     

    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 recommendation to exclude the public (which term includes the press) Resolution Carried
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  • 54.

    BCa/20/25 DISABLED FACILITY GRANT - BDC CONTRIBUTION TO SCC COMMUNITY EQUIPMENT BUDGET

    Cabinet Member for Housing

     

    Decision:

    It was RESOLVED: That the recommendations in the report be approved.

     

    Reason for Decision: As detailed in the report.

     

    Alternative Options Considered and Rejected: As detailed in the report.

     

    Any Declarations of Interest Received: Councillor Malvisi declared a pecuniary interest and left the meeting for the duration of the item.

     

    Any Dispensation Granted: None

     

    Minutes:

    It was RESOLVED: That the recommendations in the report be approved.

     

    Reason for Decision: As detailed in the report.

    Recorded Vote
    TitleTypeRecorded Vote textResult
    To vote on recommendation 3.1 as detailed in report number BCa/20/25 Resolution Carried
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