Agenda and minutes

To confirm as a correct record the minutes of the Council meeting held on 21 December 2016 (copy attached).

The minutes of the meeting held on 21 December 2016 were accepted as an accurate record and were signed by the Chairman, with 23 voting for the motion and with 1 abstention.

Report No: COU/FH/17/001

The Chairman advised the meeting that further to the list of events listed in Report No: COU/FH/17/001 she also attended the following engagements on behalf of the District Council:

3 January 2017     The funeral of Jean Smith, who was PA to David                                 Burnip, ex Chief Executive of Forest Heath District                               Council

10 January 2017   Red Lodge Parish Council meeting

11 January 2017   Herringswell Parish Council meeting

14 February 2017 Red Lodge Parish Council meeting

16 February 2017 Coffee morning in aid of Cancer Research, hosted in                          Kentford

The report was noted.

Apologies for absence had been received from Councillors Roger Dicker, Robin Millar and Lance Stanbury.

Members are reminded of their responsibility to declare any disclosable pecuniary interest not entered in the Authority's register or local non pecuniary interest which they have in any item of business on the agenda (subject to the exception for sensitive information) and to leave the meeting prior to discussion and voting on an item in which they have a disclosable pecuniary interest.

None were declared.

Report No: COU/FH/17/002

Council Procedure Rule 8.2 states that ‘the Leader of the Council will introduce the statement and members may ask the Leader questions on the content of both his/her introductory remarks and the written report. All questions will be answered immediately by the Leader or by the relevant Cabinet Member if the Leader refers any question to him or her, unless sufficient information to give an answer is not available. In these circumstances the member asking the question will receive a response in writing within five working days of the Council meeting at which the question was asked.’

8.3 - A total of 30 minutes will be allowed for questions and responses. There will be a limit of five minutes for each question to be asked and answered. The member asking the original question may put a supplementary question arising from the reply so long as the five minute limit is not exceeded.

The Leader presented his statement to the meeting, as set out in Report No: COU/FH/17/002.

He reminded Council that the Authority continued to work as commercially as possible in delivering services for Forest Heath.

The report was noted.

Council Procedure Rule 6 Members of the public who live or work in the District are invited to put one question of not more than five minutes duration.  A person who wishes to speak must register at least fifteen minutes before the time the meeting is scheduled to start.*

(Note: the maximum time to be set aside for this item is 30 minutes, but if all questions are dealt with sooner, or if there are no questions, the Council will proceed to the next business.)

Each person may ask one question only.  A total of five minutes will be allowed for the question to be put and answered.  One further question will be allowed arising directly from the reply provided that the original time limit of five minutes is not exceeded.

Written questions may be submitted by members of the public to the Service Manager (Democratic Services) no later than 10.00am on Tuesday 21 February 2017.  The written notification should detail the full question to be asked at the meeting of the Council.*

*For further information, see the Public Information Sheet attached to this agenda.

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

Report No: COU/FH/17/003

Referrals from Cabinet: 14 February 2017

1.   Review of Performance of Leisure Trust 2012-2016

Cabinet Member: Councillor Andy Drummond

2.   Treasury Management Report 2016/2017 – Investment Activity (April to December 2016)

          Cabinet Member: Councillor Stephen Edwards

3.   Annual Treasury Management and Investment Strategy Statements 2017/2018 and Treasury Management Code of Practice

Cabinet Member: Councillor Stephen Edwards

4.   Delivering a Sustainable Medium Term Financial Strategy 2017/2020

Cabinet Member: Councillor Stephen Edwards

5.   Budget and Council Tax Setting 2017/2018 and Medium Term Financial Strategy 2017/2021

Cabinet Member: Councillor Stephen Edwards

          (Note: Items 3, 4 and 5 above will be considered separately under     Agenda Item 9 Report No COU/FH/17/005.)

6.   Joint West Suffolk Sex Establishment Licensing Policy

Cabinet Member: Councillor Lance Stanbury

7.   Mildenhall Hub – Funding

Cabinet Member: Councillor James Waters

(Note: For ease of reference, Cabinet Report No: CAB/FH/17/011 and associated appendices are attached as Appendix 1 to Report No COU/FH/17/003.)

8.   Civil Parking Enforcement (CPE)

Cabinet Member: Councillor David Bowman

(Note: For ease of reference, Exempt Appendix A of Cabinet Report No: CAB/FH/17/014 is attached to this agenda at Agenda Item 14 as Exempt Appendix 2 to Report No COU/FH/17/003..)

The Council considered the referrals report of recommendations from Cabinet as set out in Report No: COU/FH/17/003:

1.   Review of Performance of Leisure Trust 2012-2016

(Cabinet: 14 February 2017)

In response to a question on this item from Councillor Bill Sadler, both the Leader and the Director reminded the Council of the scope of the partnership agreement in place with Abbeycroft Leisure.

Councillor Simon Cole also spoke in his capacity as Chairman of the Overview & Scrutiny Committee and advised Members on the role of scrutiny in connection with the leisure trust.

On the motion of Councillor Andy Drummond, Cabinet Member for Leisure and Culture, seconded by Councillor Simon Cole, and with the vote being unanimous, it was

RESOLVED:

That note was taken of the findings of the scrutiny in developing a new partnership agreement with Abbeycroft moving forward, in particular:

1.   The need for full transparency in “disclosure of all” costs to the Council of providing leisure services;

2.   The need for the agreement to focus on the outcomes for the health and wellbeing of communities; and

3.   The approach to developing a Partnership agreement with Abbeycroft for at least 10 years and alignment of leases will deliver a value for money service for the Council.

          (Councillor Colin Noble joined the meeting at 6.09pm during the        preliminary discussion of the above item.)

2.   Treasury Management Report 2016-2017 – Investment Activity (April to December 2016)

(Cabinet: 14 February 2017)

Councillor Stephen Edwards, Cabinet Member for Resources and Performance, drew attention to the amended recommendations in respect of this item which had been circulated as a supplementary paper to the agenda.

On the motion of the Cabinet Member, seconded by Councillor Louis Busuttil, and with the vote being unanimous, it was

RESOLVED:

That:-

1.   The Treasury Management Report 2016-2017, attached at Appendix 1 to Report No: PAS/FH/17/006, be approved; and

2.   In relation to the long term loan of £4m, Officers to strongly pursue further negotiations with the Lender to achieve a more reasonable settlement figure.  If this could not be achieved, Officers to seek further independent advice on the matter.

3.   Annual Treasury Management and Investment Strategy Statements 2017/2018 and Treasury Management Code of Practice

          (Cabinet: 14 February 2017)

On the motion of Councillor Stephen Edwards, Cabinet Member for Resources and Performance, seconded by Councillor David Bowman, and with the vote being unanimous, it was

RESOLVED:

          That:-

1.   The Annual Treasury Management and Investment Strategy Statements 2017/2018, as contained in Appendix 1 to Report No: PAS/FH/17/007, be adopted; and

2.   The Treasury Management Code of Practice 2017/2018, as contained in Appendix 3 to Report No: PAS/FH/17/007, be approved.

4.   Delivering a Sustainable Medium Term Financial Strategy 2017/2020

          (Cabinet: 14 February 2017)

          and

5.   Budget and Council Tax Setting: 2017/2018 and Medium Term Financial Strategy 2017-2021

(Cabinet: 14 February 2017)

Councillor Stephen Edwards, Cabinet Member for Resources and Performance, drew attention to the amended recommendations in respect of item 5. which had been circulated as a supplementary paper to the agenda.

The  ...  view the full minutes text for item 206.

Report No: COU/FH/17/004

Councillor Stephen Edwards, Cabinet Member for Resources and Performance, spoke on this item.

Following the Council’s decision at the last meeting (21 December 2016) to defer this matter to allow more time to consider the Panel’s proposals, due consideration of the proposals had now been given. 

Whilst the significant amount of work of the Panel was acknowledged, which the Cabinet Member gave sincere thanks for, it was not considered that the proposed Members’ Allowance Scheme could be supported or adopted for the following reasons:

·         The changes were fundamentally different to the current scheme and it was not felt necessary to make this deviation;

·         Whilst changes to the existing scheme may be required in the future it was not considered the right time to do this now, furthermore, it was deemed more appropriate for a new scheme to coincide with an election cycle;

·         The proposal would result in an unnecessary increase to the budget;

·         Given that the changes proposed were so fundamental to the scheme it would be difficult to accept some parts without altering the rest, therefore, it was proposed to reject the proposals completely at this time.

Accordingly, the Cabinet Member then proposed alternative recommendations to those listed in Report No: COU/FH/17/004, in order to reject the 36 specific recommendations of the West Suffolk Joint Independent Remuneration Panel in their entirely and to extend the current Members’ Scheme of Allowances to 2019.

This was duly seconded by Councillor David Bowman and with the vote being unanimous, it was

RESOLVED:

That:-

1.   The 36 specific recommendations of the West Suffolk Joint Independent Remuneration Panel, as set out in Appendix A to Report No: COU/FH/16/029, be rejected in their entirety and therefore a new Members’ Allowance Scheme for Forest Heath District Council be not adopted; and

2.   As a consequence of the above, the current Forest Heath District Council Members’ Allowance Scheme be extended beyond 31 March 2017 until a date of expiry of 31 May 2019.

Report No: COU/FH/17/005

Councillor Stephen Edwards, Cabinet Member for Resources and Performance, presented this report which set out the Council’s proposed revenue and capital budget for 2017/2018 and sought approval to set the level of Council Tax required to fund the budget.

The Cabinet Member spoke on the successful way the Council was operating commercially with schemes such as the Solar Farm, and the excellent record the Authority had achieved in reducing costs, even in the face of financial pressures brought about by the reduction in Government funding; such as the Revenue Support Grant and New Homes Bonus.

He advised Members that in view of Central Government no longer offering the Council Tax Freeze Scheme grant to Local Authorities, and in order to maintain the high quality of services and investment in communities, it was now necessary to increase the Council Tax by 3.6% in order to balance the budget for the next three years.

He praised Officers and Members for their efforts in the production of the budget report and thanked the Performance & Audit Scrutiny Committee for their valued input.

Councillor Reg Silvester asked if it would be possible to be provided with figures to date in respect of the Council’s Solar Farm.  The Cabinet Member agreed to request Officers to provide this information to Members of the Council.

Councillor Bill Sadler raised a question in respect of Newmarket Town Council not having yet set their precept for 2017/2018 as they were not due to meet until 27 February 2017. 

The Assistant Director (Resources and Performance) advised of the deadlines in respect of Parish precepts and explained that the Town Council were within their rights to meet on 27 February 2017.  She drew attention to the recommendations before Members which included an authorisation to her to amend the provisional amounts, if necessary, in respect of the Town Council’s precept.

Councillor Andy Drummond spoke in his capacity as Mayor of Newmarket Town Council and advised the meeting that the Town Council had no intention of increasing their precept; meaning the provisional figure included within the report should stand.

Following the motion of the Cabinet Member, as seconded by Councillor David Bowman, the Service Manager (Democratic Services) explained that a recorded vote was legally required for this item. 

Upon being put to the vote Members voted as follows:

With the vote being unanimous, it was

          RESOLVED:

          That:-

1.   Having taking into account the information received by Cabinet on 14 February 2017 (Report No: CAB/FH/17/008) including the report by the Assistant Director (Resources  ...  view the full minutes text for item 208.

Report No: COU/FH/17/006

The Director presented this report which sought Council approval to agree the terms of reference and consultation recommendations for the Community Governance Review of Forest Heath in 2017.

Members’ attention was drawn to an addendum to Appendix C of Report No: COU/FH/17/006 which had been circulated as a supplementary paper to the agenda.

Council were advised that Recommendation 1 of the report would require separate consideration of each of the ‘potential issues’ and a separate motion would need to be proposed, seconded and voted upon for each.  Where options are referred to below, these were set out in detail in Appendix C to Report No: COU/FH/17/006, including maps showing proposed new boundaries for consultation.

Potential Issue No. 1: Exning/Newmarket

Whether or not (and how) Exning Cemetery should be transferred from Newmarket Parish to Exning Parish by way of a minor boundary change.

Councillor Simon Cole, as Ward Member for Exning, spoke in support of this ‘issue’ and advised Council that this was supported by Exning Parish Council.

Councillor Cole moved that Option B: Include in the Review – Option 2: Change the boundary to transfer an area from Newmarket Parish to Exning Parish, be approved.  This was duly seconded by Councillor Bill Sadler and with the vote being unanimous, it was

RESOLVED:

1a.     That, as set out in Appendix C to Report No: COU/FH/17/006, Potential Issue No. 1: Exning/Newmarket be included in the terms of reference for the Community Governance Review and the Council’s recommendation for consultation be Option 2: Change the boundary to transfer an area from Newmarket Parish to Exning Parish.

Potential Issue No. 2: Mildenhall/West Row

Whether or not (and how) the existing Parish of Mildenhall should be divided to create two parishes, each with its own parish council: a smaller Parish of Mildenhall and a new Parish of West Row.

The Leader spoke, in his capacity as one of the Ward Members for West Row, and questioned whether there was evidence of sufficient support within West Row for this proposed change.

As such, he proposed that Option B: Include in the Review – Option 1: No change to the current arrangements, be approved.  As this would enable local evidence to be submitted to demonstrate a need for a change.  This was duly seconded by Councillor Andy Drummond and with the vote being unanimous, it was

RESOLVED:

1b.     That, as set out in Appendix C to Report No: COU/FH/17/006, Potential Issue No. 2: Mildenhall/West Row be included in the terms of reference for the Community Governance Review and the Council’s recommendation for consultation be Option 1: No change to the current arrangements.

Potential Issue No. 3: Kentford/Moulton

Whether or not (and how) new and existing properties to the North of Moulton Parish should be transferred to Kentford Parish.

The Director advised that since publication of the agenda, a joint response had been received from Moulton and Kentford Parish Councils.  Both agreed that the ‘issue’ should be included in the CGR and that consultation  ...  view the full minutes text for item 209.

Report No: COU/FH/17/007

The Cabinet Member for Resources and Performance presented this report which sought approval for the Calendar of Meetings for 2017/2018.

On the motion of the Cabinet Member, seconded by Councillor David Bowman, it was

RESOLVED:

That the Calendar of Meetings for 2017/2018, as set out in Appendix A of Report No: COU/FH/17/007, be approved.

Questions to Chairmen on the business transacted by their Committees since the last ordinary meeting of Council:

Development Control Committee                  4 January 2017

                                                                   1 February 2017

Overview & Scrutiny Committee                             12 January 2017

Licensing & Regulatory Committee               23 January 2017

Performance & Audit Scrutiny Committee     25 January 2017

There were no questions to Chairmen of other Committees.

The Council will consider any urgent questions on notice that were notified to the Service Manager (Democratic Serivces) by 11.00am on the day of the meeting.

There were no urgent questions on notice.