Agenda, decisions and minutes

Apologies for absence were received from Councillor James Waters.

To approve as a correct record the minutes of the Cabinet meetings held on 27 October 2015 (Extraordinary Informal Joint with SEBC Cabinet; FHDC Cabinet) and 24 November 2015 (Informal Joint with SEBC Cabinet) (copies attached).

The minutes of the meetings held on 27 October 2015 (Extraordinary Informal Joint with SEBC Cabinet; FHDC Cabinet) and 24 November 2015 (Informal Joint with SEBC Cabinet) were approved as a correct record and signed by the Chairman.

At each Cabinet meeting, up to 15 minutes shall be allocated for questions from and discussion with, non-Cabinet members.  Members wishing to speak during this session should if possible, give notice in advance.  Who speaks and for how long will be at the complete discretion of the person presiding.

No non-Cabinet Members in attendance wished to speak under this item.

Members of the public who live or work in the District are invited to put one question/statement of not more than three minutes duration relating to items to be discussed in Part 1 of the agenda only.  If a question is asked and answered within three minutes, the person who asked the question may ask a supplementary question that arises from the reply.

A person who wishes to speak must register at least 15 minutes before the time the meeting is scheduled to start.

There is an overall time limit of 15 minutes for public speaking, which may be extended at the Chairman’s discretion.

Car Parking Review (Report No CAB/FH/15/063)

Dr Vicki Richer, a resident of Rous Road, Newmarket, spoke to the Cabinet on the proposed changes with regard to the pay and display car parks within Newmarket and particularly in relation to the Rous Road Short Stay Car Park.

Rous Road and the surrounding area was highly residential and, therefore, the residents of Rous Road experienced daily problems with parking in that area and particularly at certain times of the day, ie school drop-off and pick-up. 

Dr Richer expressed concerns that these proposed changes had never been discussed with the residents of Rous Road and explained that due to the unique nature of Newmarket, the Town Centre remained largely residential, as opposed to commercial.

Dr Richer, however, expressed support for the car parking regulations and charging in off-street car parks to commence at 9.00 am rather than 8.00 am.  In addition to this, Dr Richer also proposed for the charges to cease at 3.00 pm, rather than 4.00 pm.  This would assist with children being picked up from school and could help to reduce the associated car parking problems within that area at that particular time.   This may also encourage later shopping in the Town, as it would also coincide with school times.

In relation to the introduction of charges for Sundays and Bank Holidays, this would also mean that the residents of Rous Road would no longer be able to leave their cars for free in this car park on a Sunday and/or Bank Holiday and this would have a huge negative impact on the already pressurised parking for the local residents.

Report No: CAB/FH/15/061

Chairman of the Committee: Simon Cole    Lead Officer: Christine Brain

RESOLVED:

That the contents of the report be noted.

(Report No CAB/FH/15/061)

Councillor Simon Cole, Chairman of the Overview and Scrutiny Committee, presented this report which informed the Cabinet of the following items discussed by the Committee on 12 November 2015:

(1)     Presentation by the Cabinet Member for Operations

(2)     Directed Surveillance Authorised Applications (Quarter 2)

(3)     Decisions Plan: November 2015 to May 2016

(4)     Work Programme Update

Councillor Cole also drew relevant issues to the attention of the Cabinet, in relation to the above items.

With the vote being unanimous, it was

RESOLVED:

That the contents of the report be noted.

Report No: CAB/FH/15/062

Portfolio Holder: Stephen Edwards

Chairman of the Committee: Colin Noble    Lead Officer: Christine Brain

RESOLVED:

That the contents of the report be noted.

(Report No CAB/FH/15/062)

Councillor Colin Noble, Chairman of the Performance and Audit Scrutiny Committee, presented this report which informed the Cabinet of the following items discussed by the Committee on 25 November 2015:

(1)     Mid Year Internal Audit Progress Report 2015-2016

(2)     Subscription Charge for the Brown Bin Service

(3)     Balanced Scorecard Quarter 2 Performance Report (2015-2016)

(4)     West Suffolk Strategic Risk Register Quarterly Monitoring Report – September 2015

(5)     Work Programme Update

(6)     Ernst and Young – Presentation of Annual Audit Letter (2014-2015)

(7)     Financial Performance R (Revenue and Capital) Quarter 2 - 2015-2016

(8)     Delivering a Sustainable Budget 2016-2017

(9)     Mid Year Treasury Management Report and Investment Activity (1 April – 30 September 2015)

Councillor Noble also drew relevant issues to the attention of the Cabinet, in relation to the above items and, in particular, referred to paragraph 1.2.6 (Subscription Charge for the Brown Bin Service) which set out the particular recommendations which had been made by the Committee in relation to this item.  Councillor Noble explained that a further update would be provided to the Committee on 28 January 2016.

With the vote being unanimous, it was

RESOLVED:

That the contents of the report be noted.

Report No: CAB/FH/15/063

Portfolio Holder: David Bowman               Lead Officer: Darren Dixon

RESOLVED:

That, subject to the adoption of the budget by Council, that:

1.           Officers consider the operational implications of a Permit Scheme for religious worshippers within the Traffic Road Order.

2.           The recommendations set out in paragraph 2.4 of Report No CAB/FH/15/063 be approved and Officers be instructed to issue a revised Traffic Road Order for public consultation.

3.           The investigation by Suffolk County Council into on-street parking be noted and the next steps be agreed.

(Report No CAB/FH/15/063)

Councillor David Bowman, Portfolio Holder for Operations, presented this report which reviewed the management and operation of car parking in Forest Heath.  The last review of car parks in Forest Heath had been undertaken in 2012.  The profile of car parking had since changed, operation costs had risen and future developments, particularly in Newmarket Town Centre, were on the horizon.

This review had focused on the ability of the District’s car parks to manage capacity, to provide a high quality of service, provide affordable car parking and meet the challenges of the Council’s Medium Term Financial Strategy (MTFS).

The Portfolio Holder explained that this report did not conclude that the District had a shortfall in car parking, either now or in the short/medium term.  A review of capacity would be required on a regular basis to monitor the impact of the Home of Horseracing, changes in the local economy of our market towns and housing growth across the District.

The report also made no proposals to change parking provision or the introduction of tariffs in Brandon, Lakenheath or Mildenhall, at this time.

Ten letters of representation had been received from local residents, covering the following:

-      supporting the charging in the off-street car parks from 9.00 am, rather than 8.00 am.

-      proposing that the end of the charging time in the off-street car parks be 3.00 pm, rather than 4.00 pm.

-      opposing the introduction of charges for Disabled Bays.

-      opposing the implementation of Sunday and Bank Holidays charges.  A number of these representations were received from religious worshippers objecting to the implementation of charging on Sundays and the effect that this could have on worship attendance.

Due to the number of representations which had been received in relation to charging on Sundays, the Portfolio Holder was, therefore, proposing the following additional recommendation for consideration by the Cabinet:

“1.     Officers consider the operational implications of a Permit Scheme for religious worshippers within the Traffic Road Order.”

Councillor Stephen Edwards, Portfolio Holder for Resources and Performance and the Ward Member for the All Saints Ward, supported the recommendations contained within the report.  The Portfolio Holder also referred to the Pocket Car Parks located on the edge of the All Saints Car Park and explained that there appeared to be 13 spaces not currently taken-up and proposed that these spaces could be incorporated within the All Saints Car Park itself, should the need arise, to accommodate the potential for more spaces within that Car Park.  The Car Parking Services Manager explained that a variation order for that Car Park could be undertaken under Officer delegated authority, if there was deemed a requirement to re-allocate these spaces within the Car Park.

Councillor Edwards also expressed concerns with regard to the car parking within Newmarket High Street, as the car parking restrictions were not being adhered to.  The Car Parking Services Manager explained that the Newmarket Vision Transport Group would be reviewing the car parking within the High Street  ...  view the full minutes text for item 145.

Report No: CAB/FH/15/064

Portfolio Holder: Robin Millar          Lead Officer: Davina Howes

RESOLVED:

That the allocation of funding from the Community Chest be noted as follows:

1.           Creative Arts East

2016/17                      £3,000

2.           Dance East

2016/17                      £3,500

3.           Fresh Start New Beginnings 

2016/17                      £8,200

4.           HomeStart

2016/17                    £13,250

              2017/18             £9,800

5.           Mildenhall High Town Pirates

2016/17                      £1,204

6.           Newmarket Citizens Advice Bureau

2016/17                    £40,500

              2017/18           £41,540

              2018/19           £34,970

7.           Our Special Friends

2016/17                      £6,000

8.           Relate

2016/17                      £2,000

              2017/18             £2,000

              2018/19             £2,000

9.           Suffolk West Citizens Advice Bureau (SWCAB)

2016/17                    £39,650

              2017/18           £39,650

              2018/19           £39,650

10.        The Voluntary Network

2016/17                    £19,412

              2017/18           £18,400

              2018/19           £17,450

(Report No CAB/FH/15/064)

Prior to presenting this report, Councillor Robin Millar, Portfolio Holder for Families and Communities, declared a local non-pecuniary interest as he was a friend of one of the applicants.  Councillor Millar confirmed that he would remain in the meeting, but would abstain from voting.

The Portfolio Holder then presented this report which provided an update, following the review of applications for Community Chest funding for 2016/2017 and recommended funding allocations.

Each application had been assessed against the scheme’s criteria and some had been declined.  Those applications which had not been accepted were listed within paragraph 1.3 of the report.  Officers in the Families and Communities Team would work with these organisations to try and identify alternative funding.  Following detailed consideration, it was felt that ten applications met the scheme’s criteria and should be allocated funding.  These organisations and the funding allocated were detailed in paragraph 1.4 of the report.

Councillor Millar concluded that with these allocations, there still remained £18,524.00 in the Community Chest for 2016/2017.  There would be the option to open a second round of funding in Spring 2016 or there would be the opportunity to commission work on behalf of communities from the Community Chest.

With 3 voting for the motion and with 1 abstention, it was

RESOLVED:

That the allocation of funding from the Community Chest be noted as follows:

1.           Creative Arts East

     2016/17                 £3,000

2.           Dance East

     2016/17                 £3,500

3.           Fresh Start New Beginnings 

     2016/17                 £8,200

4.           HomeStart

     2016/17               £13,250

                   2017/18                 £9,800

5.           Mildenhall High Town Pirates

     2016/17                 £1,204

6.           Newmarket Citizens Advice Bureau

     2016/17               £40,500

                   2017/18               £41,540

                   2018/19               £34,970

7.           Our Special Friends

     2016/17                 £6,000

8.           Relate

     2016/17                 £2,000

                   2017/18                 £2,000

                   2018/19                 £2,000

9.           Suffolk West Citizens Advice Bureau (SWCAB)

     2016/17               £39,650

                   2017/18               £39,650

                   2018/19               £39,650

10.       The Voluntary Network

     2016/17               £19,412

                   2017/18               £18,400

                    2018/19               £17,450

Report No: CAB/FH/15/065

To consider the most recently published version of the Cabinet’s Decisions Plan

Portfolio Holder: James Waters                Lead Officer: Ian Gallin

(Report No CAB/FH/15/065)

The Cabinet considered Report No CAB/FH/15/065, which was the Cabinet Decisions Plan covering the period December 2015 to May 2016.

Members took the opportunity to review the intended forthcoming decisions of the Cabinet.  However, no further information or amendments were requested on this occasion.

Report No: CAB/FH/15/066

Portfolio Holder: Stephen Edwards            Lead Officer: Joanne Howlett

RESOLVED:

That the write-offs of the amounts detailed in the exempt appendices to Report No CAB/FH/15/066 be approved, as follows:

1.           Exempt Appendix 1: Council Tax totalling £51,955.88

2.           Exempt Appendix 2: Overpayment for Housing Benefit totalling £7,139.15

(Report No CAB/FH/15/066)

Councillor Stephen Edwards, Portfolio Holder for Resources and Performance, presented this report which sought approval for the write-off of uncollectable amounts in respect of Council Tax and the overpayment of Housing Benefit.

The Portfolio Holder also referred to paragraphs 3.2 and 3.3 of the report which set out the collection rates for both National Non Domestic Rates (NNDR) and Council Tax as at 30 November 2015.  An amendment was also reported on the profiled target for NNDR which should have read 73.12% and not 74.85%.

With the vote being unanimous, it was

RESOLVED:

That the write-offs of the amounts detailed in the exempt appendices to Report No CAB/FH/15/066 be approved, as follows:

1.           Exempt Appendix 1: Council Tax totalling £51,955.88

2.           Exempt Appendix 2: Overpayment for Housing Benefit totalling £7,139.15

To consider whether the press and public should be excluded during the consideration of the following items because it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during the items, there would be disclosure to them of exempt categories of information as prescribed in Part 1 of Schedule 12A of the Local Government Act 1972, and indicated against each item and, in all circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

See Minute No. 150. below.

Exempt Appendices 1 and 2 to Report No: CAB/FH/15/066

Portfolio Holder: Stephen Edwards            Lead Officer: Joanne Howlett

(This item is to be considered under paragraphs 1 and 2 of Schedule 12A of the Local Government Act 1972, as it contains information relating to an individual(s) and information which is likely to reveal the identity of an individual)

(No representations have been received from members of the public regarding this item being held in private)

(Report No CAB/FH/15/066)

The Cabinet received Exempt Appendices 1 and 2 to Report No CAB/FH/15/066.  However, as no reference was made to specific detail, this item was not held in private session.