Agenda, decisions and minutes

Apologies for absence were received from Councillor Robert Everitt.

To confirm the minutes of the meetings held on 19 September 2017 and 26 September 2017 (extraordinary meeting) (copies attached).

The minutes of the meetings held on 19 September 2017 and 26 September 2017 (extraordinary meeting) were confirmed as correct records 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 Borough are invited to put one question or 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 members of the public in attendance.

Report No:   CAB/SE/17/048

Chairman: Diane Hind                   Lead Officer: Christine Brain

The Cabinet received and noted Report No: CAB/SE/17/048, which informed the Cabinet of the following items discussed by the Overview and Scrutiny Committee on 13 September 2017:

(1)     Annual Presentation by the Cabinet Member for Planning and Growth; and

(2)      Work Programme Update

In the absence of the Chairman of the Committee, Councillor Susan Glossop, Vice-Chairman, drew relevant issues to the attention of Cabinet, including that the relatively new practice of Committee Members submitting key questions to the Portfolio Holder in advance of the meeting was working well as this contributed to effective preparation of the annual presentation and assisted the debate.   

Report No:   CAB/SE/17/049

Portfolio Holder: Ian HoulderLead Officer: Jill Korwin

The Cabinet received and noted Report No: CAB/SE/17/049, which informed the Cabinet of the following items discussed by the Anglia Revenues and Benefits Partnership Joint Committee on 26 September 2017:

(1)   Highlight Report and Balance Scorecard;

(2)   Finance Report;

(3)   Joint Committee Quoracy;

(4)   ARP Strategic Priorities; and

(5)   Welfare Reform Update.

Councillor Ian Houlder, Portfolio Holder for Resources and Performance, drew relevant issues to the attention of Cabinet, including that the Joint Committee had resolved to reduce the number of Members of the Joint Committee required to be present at meetings to ensure they were quorate from seven to five, subject to a proxy arrangement being put in place in the absence of the appointed Member and their two substitutes.  This was as a result of some recent meetings needing to be cancelled due to insufficient Members (or their substitutes) being able to attend. 

A review of the Partnership’s strategic priorities had also been reviewed and the Joint Committee had resolved to approve the revised set.

Report No:   CAB/SE/17/050

Chairman: Sarah Broughton           Lead Officer: Christine Brain

The Cabinet received and noted Report No: CAB/SE/17/050, which informed the Cabinet of the following items discussed by the Performance and Audit Scrutiny Committee on 20 September 2017:

(1)     Ernst and Young – Presentation of the Annual Results Report to those Charged with Governance;

(2)     West Suffolk Local Code of Corporate Governance;

(3)     West Suffolk Annual Governance Statement 2016-2017;

(4)     2016-2017 Annual Statement of Accounts;

(5)     Annual Corporate Environmental Performance 2016-2017; and

(6)     Work Programme Update.

Councillor Sarah Broughton, Chairman of the Performance and Audit Scrutiny Committee (PASC) drew relevant issues to the attention of the Cabinet, including that a separate report containing recommendations of the Committee in respect of Item (2) above, would be considered next on the Cabinet agenda.

She added that the Committee had under its delegated powers, approved the Letter of Representation on behalf of the Council, issued by external auditors Ernst and Young, in connection with the audit and financial statement for the year 31 March 2017.  In addition, the Statement of Accounts 2016/2017 and the Annual Governance Statement 2016/2017 had been approved by the Committee under its delegated powers.

A discussion was held on the  Annual Environmental Statement, which had detailed the Council’s environmental performance for 2016/2017, and the rationale behind some of the targets set.

Report No:   CAB/SE/17/051

Portfolio Holder: Ian HoulderLead Officer: Rachael Mann

RECOMMENDED TO COUNCIL: (19 December 2017)

That, the West Suffolk Local Code of Corporate Governance, attached as Appendix A to Report No: PAS/SE/17/021, be approved.

The Cabinet considered Report No: CAB/SE/17/051, which sought approval for the West Suffolk Local Code of Corporate Governance.

In 2016, the Chartered Institute of Public Finance and Accountancy (CIPFA) / Solace updated their guidance, which strongly advocated the production of local Codes of Corporate Governance by local authorities so that they could review and account for their own individual arrangements to effectively discharge their functions and demonstrate their own compliance with good practice. 

In light of this, St Edmundsbury Borough and Forest Heath District Councils (the West Suffolk councils) had taken the opportunity to review their Code which was last produced jointly in 2013. 

Councillor Ian Houlder, Portfolio Holder for Resources and Performance, drew relevant issues to the attention of Cabinet.

RECOMMENDED TO COUNCIL:

That the West Suffolk Local Code of Corporate Governance, attached as Appendix A to Report No: PAS/SE/17/021, be approved.

Report No:   CAB/SE/17/052 TO FOLLOW

Portfolio Holders: Alaric Pugh and Sara Mildmay-White             

Lead Officer: Julie Baird

The Cabinet received and noted Report No: CAB/SE/17/052, which informed the Cabinet of the following substantive items discussed by the West Suffolk Joint Growth Steering Group on 9 October 2017:

(1)     Growth Priorities – Evidence Base;

(2)     Future Housing Delivery Options;

(3)     Planning Technical Guidance Note: Minimum Space Standards;

(4)     Response to Hargrave Neighbourhood Plan: Pre-Submission Version 2017-2031; and

(5)     Work Programme 2017/2018 and Terms of Reference.

Councillor Alaric Pugh, Portfolio Holder for Planning and Growth, drew relevant issues to the attention of Cabinet, including that a separate report containing recommendations of the Steering Group in respect of Item (4) above, would be considered next on the Cabinet agenda.

Members noted that extensive work was currently being undertaken to produce an overarching West Suffolk Growth and Investment Strategy, and the Steering Group had received an extremely informative presentation, which had generated considerable discussion, on the elements that would comprise the proposed framework for growth and investment. 

The Cabinet held a discussion on the forthcoming proposed technical guidance note for minimum space standards and how that once approved, regard to it could be given when considering planning applications.  It was the intention for the guidance note to become policy within the new West Suffolk Local Plan, once adopted; following which, weight could be given to it as a material planning consideration.

Report No:   CAB/SE/17/053 TO FOLLOW

Portfolio Holder: Alaric Pugh           Lead Officer: Julie Baird

RESOLVED:

That:

(1)     The comments contained within Report No: JGG/JT/17/004 be endorsed to form the basis of a formal response to the Pre-submission Version of the Hargrave Neighbourhood Plan 2017-2031, subject to the inclusion of the further comments/typographical errors, as set out in paragraphs 1.8 and 1.9 of Report No: CAB/SE/17/053; and     

(2)     it be agreed that the Hargrave Neighbourhood Plan accords with the strategic policies of the St Edmundsbury Borough Council Local Plan, in addition to meeting the requirements of the Service Level Agreement between Hargrave Parish Council and St Edmundsbury Borough Council.

The Cabinet considered Report No: CAB/SE/17/053, which sought endorsement of comments to form the basis of a formal response to the Pre-submission version of the Hargrave Neighbourhood Plan 2017-2031.

St Edmundsbury Borough Council had a duty to support Hargrave Parish Council in the development of their Neighbourhood Plan and were required to consider whether the Plan met the requirements of the Localism Act, which was at this Pre-submission (Regulation 14) stage.

Officers had previously reviewed the draft Plan, and had generally found it broadly accorded with the strategic policies within the Local Plan and the requirements of the Localism Act, and also addressed the standards set out within the Service Level Agreement between St Edmundsbury Borough Council and Hargrave Parish Council.

Councillor Alaric Pugh, Portfolio Holder for Planning and Growth, drew relevant issues to the attention of the Cabinet, including that the comments contained in Report Nos: JGG/JT/17/004  had been agreed by the West Suffolk Joint Growth Steering Group (WSJGSG), subject to the inclusion of additional comments/typographical errors set out in paragraphs 1.8 and 1.9 of Report No: CAB/SE/17/053  and should form the basis of the Council’s consultation response on the Pre-submission version of the Neighbourhood Plan, which was required by the Parish Council by 31 October 2017.

Councillor Pugh added that this was the first (draft) Neighbourhood Plan submitted to the Borough Council under the new regime, and the WSJGSG had been delighted with the overall quality of the Plan and compliance with the Borough Council’s strategic policies.  Following consultation, a final version would be submitted to the Borough Council for approval in due course.

The Cabinet commended the work of the Parish Council on the production of the Plan and its service to its local community in recognising the aspirations of the parish and its role in the Local Plan process.  It was hoped this would inspire other rural parishes to acknowledge the benefits of producing their own Neighbourhood Plans.

RESOLVED:

That:

(1)     The comments contained within Report No: JGG/JT/17/004 be endorsed to form the basis of a formal response to the Pre-submission Version of the Hargrave Neighbourhood Plan 2017-2031, subject to the inclusion of the further comments/typographical errors, as set out in paragraphs 1.8 and 1.9 of Report No: CAB/SE/17/053; and     

(2)     it be agreed that the Hargrave Neighbourhood Plan accords with the strategic policies of the St Edmundsbury Borough Council Local Plan, in addition to meeting the requirements of the Service Level Agreement between Hargrave Parish Council and St Edmundsbury Borough Council.

Report No:   CAB/SE/17/054 TO FOLLOW

Portfolio Holder: Alaric Pugh           Lead Officer: Andrea Mayley

RESOLVED:

That:

(1)     the Norfolk and Suffolk Economic Strategy be endorsed, as contained in Appendix A to Report No: CAB/SE/17/054, as guidance to support the strategy for growth in West Suffolk; and

(2)     the next steps for the delivery of outcomes for West Suffolk communities be agreed, as set out in Section 3 of Report No; CAB/SE/17/054. 

The Cabinet considered Report No: CAB/SE/17/054, which sought endorsement of the New Anglia Local Enterprise Partnership’s (NALEP) Norfolk and Suffolk Economic Strategy.

Local authorities, businesses, universities and colleges had been working together with NALEP to develop a new economic strategy for Norfolk and Suffolk, the final version of which was attached as Appendix A. Itprovided a clear and comprehensive framework for the next steps towards delivery.

Section 3 of the report provided details regarding the implications the content of the strategy would specifically have on West Suffolk.  Paragraphs 3.5 to 3.27 inclusive explained the contribution West Suffolk could make to achieving the aims and also what impact those aims would have.

Councillor Alaric Pugh, Portfolio Holder for Planning and Growth, drew relevant issues to the attention of Cabinet including that the benefits of this Strategy were recognised in setting out the ambitions for the East (of England).  It was complementary to West Suffolk’s own aspirations in terms of delivery without being inhibiting, as described in the report.

RESOLVED:

That:

(1)     the Norfolk and Suffolk Economic Strategy be endorsed, as contained in Appendix A to Report No: CAB/SE/17/054, as guidance to support the strategy for growth in West Suffolk; and

(2)     the next steps for the delivery of outcomes for West Suffolk communities be agreed, as set out in Section 3 of Report No; CAB/SE/17/054. 

Report No:   CAB/SE/17/055 TO FOLLOW

Portfolio Holder: Alaric Pugh           Lead Officer: Andrea Mayley

RESOLVED:

That the vision for Suffolk Business Park, as set out in Section 3 of Report No: CAB/SE/17/055, be agreed and Officers’ be supported in their endeavours to work with the developers/promoters and other partners to achieve this vision.

The Cabinet considered Report No: CAB/SE/17/055, which sought approval for the vision for Suffolk Business Park and associated matters.

The vision for Suffolk Business Park was needed to deliver the long term employment needs of the Borough’s and neighbouring residents; to encourage the right mix of jobs and innovation (such as engineering, tech and high end manufacturing) to increase salary levels and aspirations.

This action met the Council’s strategic priorities to increase opportunities for economic growth; and homes for our communities by the development of Suffolk Business Park and the construction of the Eastern Relief Road.

Councillor Alaric Pugh, Portfolio Holder for Planning and Growth, drew relevant issues to the attention of Cabinet, with particular reference to paragraph 3.4, which detailed the range of factors integral to the vision for the Park. 

The Cabinet fully supported the approach, which having considered the evidence base, provided a clear understanding of the ambitions and aspirations that could be achieved for the site in collaboration with developers/promoters and other partners.

In response to a question from Councillor Sara Mildmay-White regarding the potential need for additional signage along the new Eastern Relief Road to direct road users to the centre of Rougham village, Members were informed that a written reply would be provided following discussions with Suffolk Highways.

RESOLVED:

That the vision for Suffolk Business Park, as set out in Section 3 of Report No: CAB/SE/17/055, be agreed and Officers’ be supported in their endeavours to work with the developers/promoters and other partners to achieve this vision.

To consider the most recently published version of the Cabinet’s Decisions Plan, which has been updated since it was last reviewed by Cabinet on 19 September 2017.

Report No:   CAB/SE/17/056

Portfolio Holder: John Griffiths        Lead Officer: Ian Gallin

The Cabinet considered Report No: CAB/SE/17/056, which was the executive Decisions Plan covering the period October 2017 to May 2018.  This version of the Decisions Plan had been updated since it was last presented to Cabinet on 19 September 2017.

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

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.

As the next item on the agenda was exempt, it was proposed, seconded and

RESOLVED:

That the press and public 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 the item and, in all circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Exempt Report No: CAB/SE/17/057 TO FOLLOW

Portfolio Holders: Alaric Pugh and Peter Stevens            

Lead Officers: Rachael Mann and Mark Walsh

RECOMMENDED TO COUNCIL: (17 October 2017)

The decision is contained in the exempt version of this Decisions Notice.

(Notice of this item being considered in private session was detailed in a General Exception Notice and published on 5 October 2017)

The Cabinet considered Exempt Report No: CAB/SE/17/057, which sought approval for delegated authority to be given to progress an addition to the Council’s commercial asset portfolio, together with associated funding required.

Councillor Alaric Pugh, Portfolio Holder for Planning and Growth, drew relevant issues to the attention of Cabinet. 

Following a detailed discussion, the Cabinet supported the recommendations as proposed in the exempt report.

RECOMMENDED TO COUNCIL:

The decision is contained in the exempt version of these minutes.