Agenda, decisions and minutes

Prior to the formal meeting, informal discussions took place on the following substantive items:

(1)     Report of St Edmundsbury’s Overview and Scrutiny Committee: 18 April 2018

(With the agreement of the Chairman, the above item, which was for noting only, had been brought forward to the start of the informal discussions to allow sufficient time for Councillor Diane Hind, Chairman of the SEBC Overview and Scrutiny Committee, to present her report as she would shortly need to leave the meeting due to another engagement.)

(2)     Building Control Resourcing; and

(3)     Report of the Anglia Revenues and Benefits Partnership Joint Committee: 27 March 2018.

All Members of Forest Heath District Council’s Cabinet had been invited to attend St Edmundsbury Borough Council’s Offices at West Suffolk House, Bury St Edmunds to enable joint informal discussions on the reports to take place between the two authorities, prior to seeking formal approval at their respective separate Cabinet meetings, immediately following the informal discussions. 

The Chairman/Leader of St Edmundsbury Borough Council, welcomed all those present to West Suffolk House.  The Service Manager (Democratic Services) and Monitoring Officerfirstly advised on the format of the proceedings for the informal discussions and subsequent separate meetings of each authority.

Under their Constitutions, both Cabinets listed as standing agenda items: an ‘Open Forum’, which provided the opportunity for non-Cabinet Members to discuss issues with Cabinet and also ‘Public Participation’, which provided the opportunity for members of the public to speak.  Therefore, as any matters arising from the discussions held during these agenda items may have some bearing on the decisions taking during the separate formal meetings, non-Cabinet Members and members of the public were invited to put their questions/statements prior to the start of the joint informal discussions.

1.       Open Forum

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

2.     Public Participation

There were no members of the public in attendance.

3.       Report of the SEBC Overview and Scrutiny Committee: 18 April 2018 (Report No: CAB/SE/18/030)

The Cabinets received and noted the above report, which informed Members of the following substantive items discussed by the SEBC Overview and Scrutiny Committee on 18 April 2018:

(1)     Annual Presentation by the Cabinet Member for Families and Communities;

(2)     Monitoring Community Safety Activities including Western Suffolk Community Safety Partnership;

(3)     Review of Bury St Edmunds Christmas Fayre – Scoping Report; and

(4)     Update and Approval of the 2018-2019 Work Programme. 

Councillor Diane Hind, Chairman of SEBC’s Overview and Scrutiny (O&S) Committee, drew relevant issues to the attention of the Cabinets, including that the Committee had agreed to establish a joint task and finish group, comprising Members of SEBC’s and FHDC’s Overview and Scrutiny Committees to review the Bury St Edmunds Christmas Fayre.  The outcomes of this review would be implemented following the creation of West Suffolk Council, therefore it was considered appropriate to gather views from Forest Heath Members to provide a different perspective on the review.

In addition, the Committee had agreed to take forward a review of non-idling zones in the Borough, which would include investigating the extent to which air quality air quality across St Edmundsbury should be considered.  Although originally a ‘Suggestion for Scrutiny’ proposed for SEBC’s O&S Committee to consider, which had emanated from a motion on notice referred from SEBC’s Council meeting on 19 December 2017, Councillor Hind reported that Forest Heath’s O&S Committee was also keen to look at the issue too.

(SEBC Councillor Hind left the meeting at the conclusion of this item.)

4.       Building Control Resourcing (Report Nos: CAB/SE/18/028 and CAB/FH/18/028)

The Cabinets considered the above report, which sought approval for an increase in permanent resource within the Building Control Service by one full-time equivalent (FTE) with the necessary budget adjustments to support this.

Building Control was a statutory service provided by all local authorities to enforce Building Regulations within their area.  Only the local authority had the obligation to take enforcement action over non-compliance with Building Regulations, and this could not be delegated to a private sector provider. 

Councillor Alaric Pugh, SEBC’s Portfolio Holder for Planning and Growth, drew relevant issues to the attention of the Cabinets, including that a review had recently been undertaken on the service to ensure it remained in line with providing a modern, resilient, commercial building control service that met the growth needs within West Suffolk and maintained public protection. The outcomes of this review were summarised in section 1.2 of the report.

In order to achieve the priorities and objectives set out in the Development Plan for the Building Control Service which had emanated from the review, the Cabinets recognised the importance of ensuring suitable capacity and resilience was put in place to meet the current service demand, and to support service improvement and growth. The recommendations set out in the report were therefore unanimously supported.

5.       Report of the Anglia Revenues and Benefits Partnership Joint Committee: 27 March 2018 (Report Nos: CAB/SE/18/029 and CAB/FH/18/029)

The Cabinets received and noted the above report, which informed Members of the following substantive items discussed by the Anglia Revenues and Benefits Partnership Joint Committee on 27 March 2018:

(1)   Highlight Report, Balance Scorecard and Finance Report;

(2)   Welfare Reform Update;

(3)   Anglia Revenues Partnership Risk Register;

(4)   Forthcoming Issues;

(5)   Exempt: Risk Based Verification;

(6)   Exempt: ARP Briefing Note;

(7)   Exempt: Future of ARP Trading Limited

(8)   Exempt: ARP Trading Limited: Financial Implications

Councillors Stephen Edwards and Ian Houlder, FHDC’s and SEBC’s Portfolio Holders for Resources and Performance, drew relevant issues to the attention of the Cabinets.

In response to a question, Members were informed that following the roll-out of the full Universal Credit service in St Edmundsbury in October 2017, an update would be provided on the success of its operation since implementation.

On the conclusion of the informal joint discussions at 6.51 pm, the Chairman then formally opened the meeting of St Edmundsbury Borough Council’s Cabinet at 6.51 pm in the Conference Chamber West, which upon conclusion at 6.54 pm, was immediately followed by Forest Heath District Council’s Cabinet, also in the Conference Chamber West.

See overleaf for formal minutes…..

Apologies for absence were received from Councillor Lance Stanbury.

To approve as a correct record the minutes of the Cabinet meetings held on 27 February 2018, 13 March 2018 and 3 April 218 (attached).

The minutes of the meeting held on 27 February 2018, 13 March 2018 and 3 April 2018 were unanimously confirmed as correct records and signed by the Chairman.

(This item was undertaken at the beginning of the informal discussions, to allow Members to consider the issues raised by the non-Cabinet members in relation to Items 5. and 6. inclusive.  The Open Forum on Items 7. to 11. inclusive will be subject to the following rules)

At each Cabinet meeting, up to 15 minutes shall be allocated for questions from and discussion with, non-Cabinet members in Part 1(B).  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 specifically speak on Items 7. to 11.

(Public speaking on Items 5. and 6. inclusive was undertaken at the beginning of the informal discussions, to allow Members to consider the issues raised by the members of the public.  Public speaking on Items 7. to 11. Inclusive will be subject to the following rules)

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 (B) 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/18/028

Portfolio Holder: Lance Stanbury              Lead Officer: David Collinson

(For reference purposes, St Edmundsbury Borough Council’s Report Number is CAB/SE/18/028)

RESOLVED:

That:-

1.           Approval be given to increase the permanent establishment of the Building Control Service by one Full-Time Equivalent (FTE).

2.           Having approved Recommendation 1. above, an additional £57,000 corporate savings/income target be added to the revenue budgets in order to create the funding required to support the additional post.

(Report No: CAB/FH/18/028)

Further to the joint informal discussions held prior to the meeting with St Edmundsbury Borough Council’s Cabinet on Report No: CAB/FH/18/028, it was proposed, seconded and with the vote being unanimous, it was

RESOLVED:

That:-

1.           Approval be given to increase the permanent establishment of the Building Control Service by one Full-Time Equivalent (FTE).

2.           Having approved Recommendation 1. above, an additional £57,000 corporate savings/income target be added to the revenue budgets in order to create the funding required to support the additional post.

Report No: CAB/FH/18/029

Portfolio Holder: Stephen Edwards  Lead Officer: Jill Korwin

(For reference purposes, St Edmundsbury Borough Council’s Report Number is CAB/SE/18/029)

RESOLVED:

That the content of Report No: CAB/FH/18/029, being the report of the Anglia Revenues and Benefits Partnership Joint Committee, be noted.

(Report No: CAB/FH/18/029)

Further to the joint informal discussions held prior to the meeting with St Edmundsbury Borough Council’s Cabinet on Report No: CAB/FH/18/029, it was proposed, seconded and with the vote being unanimous it was

RESOLVED:

That the content of Report No: CAB/FH/18/029, being the report of the Anglia Revenues and Benefits Partnership Joint Committee, be noted.

Report No: CAB/FH/18/030

Chairman of the Committee: Simon Cole

Lead Officer: Christine Brain

RESOLVED:

That the content of Report No: CAB/FH/18/030, being the report of the Extraordinary Overview and Scrutiny Committee, be noted.

(Report No: CAB/FH/18/030)

Councillor Simon Cole, Chairman of the Overview and Scrutiny Committee, presented this report which informed the Cabinet of the following substantive item which had been discussed by the Committee on 16 April 2018:

(1)         National Heritage Centre, Newmarket

Councillor Cole drew relevant issues to the attention of the Cabinet, including the requests which had been made by the Centre in relation to the pedestrianisation/closure of Palace Street to through traffic when the Centre was open and also the provision of improved signage to the Centre.  In relation to both of these items, Councillor Cole expressed his wish for Forest Heath District Council to be able to assist the Centre with these particular issues.  Councillor Andy Drummond also expressed his support for these requests which had made by the Centre.

It was proposed, seconded and with the vote being unanimous, it was

RESOLVED:

That the content of Report No: CAB/FH/18/030, being the report of the Extraordinary Overview and Scrutiny Committee, be noted.

Report No: CAB/FH/18/031

Chairman of the Committee: Simon Cole

Lead Officer: Christine Brain

RESOLVED:

That the contents of Report No: CAB/FH/18/031, being the report of the Overview and Scrutiny Committee, be noted.

(Report No: CAB/FH/18/031)

Councillor Simon Cole, Chairman of the Overview and Scrutiny Committee, presented this report which informed the Cabinet of the following substantive items which had been discussed by the Committee on 19 April 2018:

(1)         Monitoring Community Safety Activities including Western Suffolk Community Safety Partnership.

(2)         Car Parking Update.

(3)         Review of Bury St Edmunds Christmas Fayre – Scoping Report.

(4)         Work Programme Update.

Councillor Cole also drew relevant issues to the attention of the Cabinet.

It was proposed, seconded and with the vote being unanimous, it was

RESOLVED:

That the contents of Report No: CAB/FH/18/031, being the report of the Overview and Scrutiny Committee, be noted.

Report No: CAB/FH/18/032

Portfolio Holder: James Waters                Lead Officer: Leah Mickleborough

RESOLVED:

That:-

Current Cabinet Working Group: Forest Heath District Council Membership only

1.    

(a)   The Local Plan Working Group continues to operate at the present time in accordance with its current Terms of Reference, as detailed in Appendix A to Report No: CAB/FH/18/032.

(b)   The future direction of the Local Plan Working Group, as outlined in Section 1.2.2 of Report No: CAB/FH/18/032, be noted.

Current Joint Panels and Steering Group: Joint Membership with St Edmundsbury Borough Council

2.     That the Growth and Innovation Group continues to operate in accordance with its amended Terms of Reference contained in Appendix B to Report No: CAB/FH/18/032.

3.     The Future Governance Steering Group continues to operate in accordance with its current Terms of Reference contained in Appendix C.

4.    

(a)  The West Suffolk Joint Health and Safety Panel and the West Suffolk Joint Staff Consultative Panel continue to operate in accordance with their current Terms of Reference contained in Appendices D and E to Report No: CAB/FH/18/032 respectively.

(b)  Periodical meetings of the Joint Panels continue to be scheduled as and when required, but with regard to the discussion outlined in Section 1.3.18.

Joint Committees: Anglia Revenues and Benefits Partnership Joint Committee

5.    

(a)The Portfolio Holder for Resources and Performance be re-appointed as the full Member and the Portfolio Holder for Operations and the Leader of the Council be re-appointed as the two substitute Members to the Anglia Revenues and Benefits Partnership Joint Committee for 2018/2019.

(b)  The proposal to establish and appoint to a Joint Executive (Cabinet) Committee for consideration by Council at its Annual Meeting on 9 May 2018, be noted.

(c)   Should any future changes to membership of the bodies listed in (a) and (b) above be required during 2018/2019, the Service Manager (Democratic Services) be requested to exercise their existing delegated authority to appoint on the nomination of the Leader of the Council.

Other Informal Working Groups

6.   

(a)  The Cabinet’s existing informal Working Groups be retained as indicated in Section 1.6.2 of Report No: CAB/FH/18/032.

(b)  Provided that resources are available to support them, further informal task-and-finish working groups continue to be established to consider specific issues as required throughout 2018/2019.

Joint Committees/Panels

7.     

(a)   Forest Heath District Council’s membership (including substitutes) of the Local Plan Working Group, Future Governance Steering Group, West Suffolk Joint Health and Safety Panel, West Suffolk Joint Staff Consultative Panel, as set out in Table 1 of Appendices A, C, D and E respectively, be re-appointed for 2018/2019.

(b)   Should any future changes to membership of the bodies listed in (1) above be required in the remainder of 2018/2019, the Service Manager (Democratic Services) be requested to exercise their existing delegated authority to appoint on the nominations of Group Leaders.

(c)   Such appointments be made on the basis of political balance requirements, where applicable and identified in Report No CAB/FH/18/032.

Political Balance and Appointment of Membership

8.       That:

(a)     Forest Heath District Council’s membership (including substitutes) of the Local Plan Working Group, Future  ...  view the full decision text for item 450.

(Report No: CAB/FH/18/032)

The Cabinet received this report which presented the annual review and appointment of the Cabinet’s Working Group, Joint Committees/Panels and other Groups for 2018/2019.  The existing Terms of Reference and membership for the relevant bodies was attached as Appendices A to E inclusive. 

It was also explained that as an interim review had been undertaken relatively recently in January 2018, no changes were being recommended to the existing arrangements.

The Cabinet also noted the proposed establishment of a Joint Executive (Cabinet) Committee, which had been approved at the Annual Council meeting on 9 May 2018.  This new Joint Committee would comprise all the current Members of Forest Heath District Council’s and St Edmundsbury Borough Council’s Cabinets and would have executive decision making powers and would thus avoid the need for separate ‘informal joint’ Cabinet meetings, which in the past had proved to often be confusing.  The Key Decision threshold had also been increased from £50,000 to £100,000 for the individual Cabinets and for the Joint Executive (Cabinet) Committee.  The first meeting of this Joint Committee would be held on Tuesday 26 June 2018* at 6.00 pm.  (*Note: subsequent to the meeting, this meeting date had now been moved to Monday 25 June 2018).

It was proposed, seconded and with the vote being unanimous, it was

RESOLVED:

That:-

Current Cabinet Working Group: Forest Heath District Council Membership only

          1.      

(a)   The Local Plan Working Group continues to operate at the present time in accordance with its current Terms of Reference, as detailed in Appendix A to Report No: CAB/FH/18/032.

(b)   The future direction of the Local Plan Working Group, as outlined in Section 1.2.2 of Report No: CAB/FH/18/032, be noted.

Current Joint Panels and Steering Group: Joint Membership with St Edmundsbury Borough Council

2.     That the Growth and Innovation Group continues to operate in accordance with its amended Terms of Reference contained in Appendix B to Report No: CAB/FH/18/032.

3.     The Future Governance Steering Group continues to operate in accordance with its current Terms of Reference contained in Appendix C.

4.             

(a)  The West Suffolk Joint Health and Safety Panel and the West Suffolk Joint Staff Consultative Panel continue to operate in accordance with their current Terms of Reference contained in Appendices D and E to Report No: CAB/FH/18/032 respectively.

(b)  Periodical meetings of the Joint Panels continue to be scheduled as and when required, but with regard to the discussion outlined in Section 1.3.18.

Joint Committees: Anglia Revenues and Benefits Partnership Joint Committee

          5.      

(a)The Portfolio Holder for Resources and Performance be re-appointed as the full Member and the Portfolio Holder for Operations and the Leader of the Council be re-appointed as the two substitute Members to the Anglia Revenues and Benefits Partnership Joint Committee for 2018/2019.

(b)  The proposal to establish and appoint to a Joint Executive (Cabinet) Committee for consideration by Council at its Annual Meeting on 9 May 2018, be noted.

(c)   Should any future changes to membership of the bodies listed in  ...  view the full minutes text for item 450.

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

Report No: CAB/FH/18/033

Portfolio Holder: James Waters                Lead Officer: Ian Gallin

(Report No: CAB/FH/18/033)

The Cabinet received this report which was the Executive Decisions Plan covering the period 1 May 2018 to 31 May 2018.

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/18/034

Portfolio Holder: Lance Stanbury              Lead Officer: Peter Gudde

RESOLVED:

That consent be given for Councillor Andy Drummond to receive the discounted energy sales in accordance with the provisions of the Solar for Business Scheme.

(Report No: CAB/FH/18/034)

(Councillor Andy Drummond declared a pecuniary interest in this item and left the meeting during the discussion and voting thereon)

As part of the West Suffolk Community Energy Plan, one of the schemes developed was the West Suffolk Solar for Business Service.  This Scheme was marketed to organisations across West Suffolk which, following assessment for eligibility and a due diligence process, acted as a host for council-owned solar photovoltaics.

The scheme was open to all, whether a business or not-for-profit organisation.  Members of the Council who have an ownership or other controlling role within a business were not precluded from entering and were subject to the same eligibility and due diligence as any other participant.

Councillor Andy Drummond had made a request for his business to receive solar power through this Scheme.  Officers had carried out the Scheme’s assessment to establish eligibility and ensure due diligence of the solar installation investment, the business and the property.  The assessment had confirmed that Councillor Drummond’s business met the eligibility and criteria that were set to allow participation and that a solar Scheme was viable.

Councillor Drummond had also gained the consent of the Leader of the Council to participate in the Scheme and was now seeking consent from the Cabinet.

It was proposed, seconded and with the vote being unanimous, it was

RESOLVED:

That consent be given for Councillor Andy Drummond to receive the discounted energy sales in accordance with the provisions of the Solar for Business Scheme.