Agenda, decisions and minutes

There were no apologies for absence.

To approve as a correct record the minutes of the Cabinet meetings held on 10 February 2016 and 1 March 2016 (attached).

The minutes of the meetings held on 10 February 2016 and 1 March 2016 were unanimously 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.

Non 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.

There were no questions/statements from members of the public.

Report No: CAB/FH/16/013

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

RESOLVED:

That the contents of the report be noted.

(Report No CAB/FH/16/013)

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 10 March 2016:

(1)     Presentation by the Police and Crime Commissioner and the Chief Constable on the Suffolk Local Policing Review.

(2)     Presentation by the Portfolio Holder for Resources and Performance.

(3)     West Suffolk Housing Strategy: Progress Report against Action Points.

(4)     Decisions Plan: April 2016 to May 2017.

(5)     Work Programme Update.

In relation to Item (1) above, Councillor Cole provided feedback from the presentation by the Police and Crime Commissioner and particularly referred to the discussions on the decriminalisation of parking enforcement and the recent closure of the Bury St Edmunds Magistrates Court, which meant that the nearest Magistrates Court for this area was now Ipswich.  The Leader responded to the issue of the decriminalisation of parking enforcement and confirmed that its implications/potential opportunities were currently being considered by all of the Suffolk Public Sector Leaders.

In relation to Item (2) above, Councillor Cole commended Councillor Stephen Edwards, Portfolio Holder for Resources and Performance, on the work which was being undertaken under his Portfolio.

In relation to Item (3) above, Councillor Cole also supported the progress with the implementation of the West Suffolk Housing Strategy, but expressed disappointment in the low number of houses actually being built.  The Leader responded  and agreed that the housebuilding numbers needed to be closely monitored.

With the vote being unanimous, it was

RESOLVED:

That the contents of the report be noted.

Portfolio Holder: Andy Drummond             Lead Officer: Alex Wilson

Summary and Reason for Recommendation:

Specialist Transport and Installation of Art Collections at Palace House, Newmarket

Section 4.3 of the West Suffolk Contract Procedure Rules state that between £50,001 and the EU Threshold any exemption must be approved by the Officer and Head of Service in consultation with the Head of Resources and Performance.  The Officer must produce evidence to support the request for any exemption and the Head of Service shall prepare a report for the next Cabinet to support the action taken, hence this agenda item.

The exemption, which was exercised on 10 March 2016, the reason for it (together with support evidence) has been forwarded to the Head of Resources and Performance for approval.

The National Horseracing Museum has identified a specialist contractor, Gander and White Shipping Limited, who can meet the specialist requirements in respect of transporting and hanging a significant number of value work art works, some on loan from national collections.  This supplier also has the capacity to carry out the works in accordance with critical dates in the fit-out programme for the new Museum and has to be booked in advance.

The Museum is confident that the price quoted is competitive and the cost of the works is being funded through multiple partners and donors (as with the rest of the project).

The estimated total value of the exemption is £53,353.33 and was made under the following exemption criteria, as stated in Section 4.5 of the Contract Procedure Rules:

Recommendation:

The Cabinet is requested to NOTE this exemption to the West Suffolk Contract Procedure Rules, as contained in the Constitution.

RESOLVED:

That the exemption to the West Suffolk Contract Procedure Rules, as contained in the Constitution, be noted.

Specialist Transport and Installation of Art Collections at Palace House, Newmarket

The Director presented this item which explained that the National Horseracing  Museum had identified a specialist contactor, Gander and White Shipping Limited, who could meet the specialist requirements in respect of transporting and hanging a significant number of value art works, some on loan from national collections.  This supplier also had the capacity to carry out the works in accordance with critical dates in the fit-out programme for the new Museum and which had to be booked in advance.

The estimated total value of the exemption was £53,353,33 and the Museum was confident that the price quoted was competitive.  The cost of the works was being funded through multiple partners and donors (as with the rest of the project).

This exemption to the West Suffolk Contract Procedure Rules had been exercised on 10 March 2016, as the specialised nature of the goods, services to be supplied or the works to be executed, meant that only one suitable supplier had been identified or was available.

With the vote being unanimous, it was

RESOLVED:

That the exemption to the West Suffolk Contract Procedure Rules, as contained in the Constitution, be noted.

Report No: CAB/FH/16/014

Portfolio Holder: James Waters                Lead Officer: Peter Gudde

RESOLVED:

That the capital allocation approved for the development of a rent-a-roof solar scheme for business as agreed by the Council (Report No CAB/FH/14/010 dated 9 December 2014) be extended to support such investment schemes as set out in Section 1.3 of Report No CAB/FH/16/014, based on renewable power, heat and energy efficiency financing.

(Report No CAB/FH/16/014)

The Head of Planning and Growth presented this report which provided an update on progress towards delivering the opportunities set out in the West Suffolk Community Energy Plan, approved by the council, in partnership with St Edmundsbury Borough Council, in December 2014.

Section 1.3 of the report set out the investment opportunities which could also be financed by extending the scope of the existing capital provision for Opportunity 3 (Developing a ‘rent-a-roof’ solar scheme for local businesses), with the objective of generating similar projected returns, along with supporting local businesses and cutting carbon emissions.

With the vote being unanimous, it was

RESOLVED:

That the capital allocation approved for the development of a rent-a-roof solar scheme for business as agreed by the Council (Report No CAB/FH/14/010 dated 9 December 2014) be extended to support such investment schemes as set out in Section 1.3 of Report No CAB/FH/16/014, based on renewable power, heat and energy efficiency financing.

Report No: CAB/FH/16/015

Portfolio Holder: James Waters                Lead Officer: Ian Gallin

(Report No CAB/FH/16/015)

The Cabinet considered Report No CAB/FH/16/015, which was the Cabinet Decisions Plan covering the period April 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/16/016

Portfolio Holder: Stephen Edwards            Lead Officer: Rachael Mann

RESOLVED:

That the write-off of the amounts detailed in the exempt appendices to Report No CAB/FH/16/016 be approved, as follows:

1.           Exempt Appendix 1: Council Tax totalling £4,414.49.

2.           Exempt Appendix 2: Business Rates totalling £35,774.87.

3.           Exempt Appendix 3: Housing Benefit Overpayments totalling £14,072.39.

4.           Exempt Appendix 4: Sundry Debts totalling £5,624.01.

(Report No CAB/FH/16/016)

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, Business Rates, Housing Benefit overpayments and sundry debts.

Councillor Edwards also referred to paragraphs 3.2 and 3.3 of the report which set out the collection rates for NNDR and Council Tax as at 29 February 2016.

The Cabinet considered the exempt Appendices to this report and as reference was to be made to specific detail, these discussions, were held in private session (see Minute Number 183. below).

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.

It was proposed, seconded and

RESOLVED:

That under Section 100(A)(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involved the likely disclosure of exempt information as defined in paragraphs 1 and 2 of Part 1 of Schedule 12(A) of the Act.

Exempt Appendices 1, 2, 3 and 4 to Report No: CAB/FH/16/016

Portfolio Holder: Stephen Edwards            Lead Officer: Rachael Mann

(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/16/016)

The Cabinet considered the exempt Appendices to Report No CAB/FH/16/016, where reference was made to the specific detail contained within these Appendices.

With the vote being unanimous, it was

RESOLVED:

That the write-off of the amounts detailed in the exempt appendices to Report No CAB/FH/16/016 be approved, as follows:

1.           Exempt Appendix 1: Council Tax totalling £4,414.49.

2.           Exempt Appendix 2: Business Rates totalling £35,774.87.

3.           Exempt Appendix 3: Housing Benefit Overpayments totalling £14,072.39.

4.           Exempt Appendix 4: Sundry Debts totalling £5,624.01.