Agenda and minutes

To confirm the minutes of the meetings held on 22 September 2015 and 17 November 2015 (Extraordinary meeting) (copies attached).

The minutes of the meetings held on 22 September 2015 and 17 November 2015 (extraordinary meeting) were confirmed as correct records and signed by the Mayor.

The Mayor reported on the civic engagements and charity activities which he, the Mayoress, Deputy Mayor and Consort had attended since 22 September 2015.

To receive announcements (if any) from the officer advising the Mayor (including apologies for absence)

Apologies for absence were received from Councillors Bob Cockle, Susan Glossop and Karen Richardson.

Members are reminded of their responsibility to declare any pecuniary or local non pecuniary interest which they have in any item of business on the agenda no later than when that item is reached and, when appropriate, to leave the meeting prior to discussion and voting on the item.

Members’ declarations of interests are recorded under the item to which the declaration relates.

In recognition of St Edmundsbury’s success in winning six awards at the recent Suffolk Sports Awards, the Mayor and Leader of the Council will formally honour the achievers of the awards. 

Councillor Joanna Rayner, Portfolio Holder for Leisure and Culture, will introduce the item.

Prior to the consideration of this item and as sport was a passion close to his heart, a minute’s silence was observed in memory of Neil Anthony, the Council’s former Head of Leisure, Culture and Communities, who had very recently died.

In recognition of the St Edmundsbury area’s success in winning six awards at the recent Suffolk Sports Awards, the Mayor and Leader of the Council formally honoured the achievers of the awards. 

Councillor Joanna Rayner, Portfolio Holder for Leisure and Culture, introduced the item, stating that the Suffolk Sports Awards was a county-wide event held in November 2015 which recognised individuals and clubs within the sporting community who excelled in their given areas going above and beyond expectation.

Six out of a possible 12 awards were achieved by clubs or individuals in St Edmundsbury, which not only represented a huge achievement for the individuals and clubs but also for St Edmundsbury to be so widely recognised across Suffolk. 

The winners were:

(1)     Club of the Year: Bury St Edmunds Rugby 1^st XV

(2)     BBC Radio Suffolk Unsung Hero: Allan Loveday

(3)     The Suffolk County Council Sports Personality of the Year: Brian Alldis

(4)     The Elena Baltacha Award: Esther Little

(5)     Most Active Workplace: Ashton KCJ Solicitors

(6)     Young Community Volunteer: Dominika Szary

Councillor Griffiths, Leader of the Council, then provided further background on each of the above, following which he and the Mayor formally congratulated each of those in attendance on their achievements.

Councillor Clements, the Borough Council’s representative on Suffolk Sport’s Management Board, also paid tribute to the late Neil Anthony, Warren Smyth, Chief Executive of Abbeycroft Leisure and each of the winners listed above. 

Paper No: COU/SE/15/035

(Council Procedure Rules 8.1 – 8.3)  Members may ask the Leader questions on the content of both his introductory remarks and the written statement itself.

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. A supplementary question arising from the reply may be asked so long as the five minute limit is not exceeded.

Councillor John Griffiths, Leader of the Council, presented his statement as contained in Paper No: COU/SE/15/035.

As this was the last meeting of Council in 2015, he formally acknowledged the work of staff and Councillors undertaken through the year.

In response to a question, Councillor Griffiths agreed that whilst Members were aware of the financial challenges facing local government following ongoing reductions in funding from Central Government, it was imperative that residents continued to understand through effective communication that the Council needed to operate more commercially and generate its own income in order to maintain consistent service delivery.

In response to an additional question, Councillor Griffiths encouraged new ways of Member and community-led partnership working to achieve tangible outcomes on issues affecting those in a given locality.  

A name for the proposed new Eastern Relief Road was yet to be considered, however Councillor Tony Brown’s suggestion could be a possibility, amongst others.

(Council Procedure Rules Section 6) Members of the public who live or work in the Borough are invited to put one question of not more than five minutes duration.

(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 and Elections) no later than 10.00 am on Monday 14 December 2015. The written notification should detail the full question to be asked at the meeting of the Council.)

The following questions were put and answered during this item:

1. Ian Steel, Chairman of Rushbrooke with Rougham Parish Council, asked a question in connection with the outcome of the initial Community Governance Review (CGR) consultation on proposed boundaries for Lady Miriam Way and the railway escarpment to separate Rushbrooke with Rougham Parish and Bury St Edmunds Parish. 

In response, Councillor John Griffiths, Leader of the Council, stated that having considered Rushbrooke with Rougham Parish Council’s representation during the first phase of the CGR, the Democratic Renewal Working Party had recommended the external boundaries between Bury St Edmunds, Great Barton and Rushbrooke with Rougham parishes should be amended, which if their consultation response was to be correctly understood, was essentially the option supported by Rushbrooke with Rougham Parish Council. The decision would be taken later in the meeting when the item was reached, following which further consultation would be undertaken on this and other proposals as part of the CGR.

2.  In response to a similar question from John Eden of Rushbrooke with Rougham Parish Council, which was in connection with proposed new parish boundaries for Rushbrooke with Rougham, Great Barton and Bury St Edmunds parishes in the context of the Community Governance Review (CGR), Councillor John Griffiths, Leader of the Council explained that this was essentially what was being recommended by the Democratic Renewal Working Party for consideration later in the meeting, and if approved, this proposal would go out to consultation during Phase 2 of the CGR.

3.  Peter Langdon of Rushbrooke with Rougham Parish Council, asked a question in connection with potential support being provided by the Borough Council to the Rougham Tower Association, which was shortly embarking on an improvement programme at its museum.  In response, Councillor Joanna Rayner, Portfolio Holder for Leisure and Culture stated that she would welcome a meeting in the new year between the Council’s Leisure Services’ heritage and marketing teams and the Association to discuss potential proposals.

4.  Nathan Loader of Kedington Parish Council, asked a question in connection with the Borough Council’s strategy for balancing jobs and housing growth in the Haverhill area and how it planned to deliver local jobs required for sustainable economic development.  In response, Councillor Alaric Pugh, Portfolio Holder for Planning and Growth, stated that projected jobs growth was addressed in the Council’s adopted Core Strategy 2010, which clearly set out the needs and demands based upon sound evidence.  How jobs would be delivered was comprehensively addressed in Haverhill Vision 2031 Local Plan document.  This was backed by the Council’s proactive Economic Development team who worked with employers and organisations like MENTA to bring jobs to Haverhill.

In response to Mr Loader’s supplementary question, which was in connection with the Borough Council’s investment in the infrastructure for the proposed Haverhill Research Park (HRP), Councillor John Griffiths, Leader of the Council stated that land in this location had recently been awarded Enterprise Zone status, which was a significant incentive for drawing business  ...  view the full minutes text for item 115.

Report No: COU/SE/15/036

Council considered the Referrals report of Recommendations from Cabinet and Democratic Renewal Working Party, contained within Report No: COU/SE/15/036.

(A)    Referrals from Cabinet: 20 October 2015

1.       Delivering a Sustainable Budget 2016/2017

Approval was sought for proposals to be included in the budget setting process in order to progress securing a balanced budget for 2016/2017.

Councillor Ian Houlder, Portfolio Holder for Resources and Performance drew relevant issues to the attention of Council, including that the Borough Council continued to face considerable financial challenges as a result of increased cost and demand pressures and constraints on public sector spending.  In this context, and like many other councils, St Edmundsbury had to make difficult financial decisions.

The proposals contained in the report had previously been scrutinised by the Performance and Audit Scrutiny Committee before being recommended to Council for approval by Cabinet.

On the motion of Councillor Ian Houlder, seconded by Councillor Robert Everitt, and duly carried it was

RESOLVED:

That the proposals, as detailed in Section 5 and Table 2 at paragraph 5.1 of Report No: PAS/SE/15/026, be included, in securing a balanced budget for 2016/2017.

(B)    Referrals from Cabinet: 24 November 2015

1.       West Suffolk Gambling Act 2005 Statement of Policy 2016 to 2019

Approval was sought for the West Suffolk Gambling Act 2005 Statement of Policy 2016 to 2019.

Councillor Alaric Pugh, Portfolio Holder for Planning and Growth drew relevant issues to the attention of Council, including that the Statement of Policy set out how St Edmundsbury Borough and Forest Heath District Councils (the West Suffolk councils), in their roles as Licensing Authorities, would carry out functions under the Act.  It recognised the importance of responsible gambling within the entertainment industry whilst seeking to balance this with the key objectives of the Act.

On the motion of Councillor Alaric Pugh, seconded by Councillor Frank Warby, and duly carried it was

RESOLVED:

That the Gambling Act 2005: West Suffolk Joint Statement of Policy for the period 2016 to 2019, as contained in Appendix 3 to Report No: LIC/SE/15/003, be adopted.

2.       Local Council Tax Reduction Scheme and Council Tax Technical Changes 2016/2017

(Councillor Margaret Marks declared a pecuniary interest in this item as an owner of an empty, water damaged property in Haverhill and therefore she had a direct financial interest in this particular referral and left the meeting during its consideration.)

Approval was sought for the Local Council Tax Reduction Scheme (LCTRS) and Council Tax Technical Changes 2016/2017.

Councillor Ian Houlder, Portfolio Holder for Resources and Performance drew relevant issues to the attention of Council, including that no changes to the current LCTRS and technical changes were being recommended for the reasons outlined in the report.

On the motion of Councillor Ian Houlder, seconded by Councillor Sara Mildmay-White, and duly carried it was

RESOLVED:

That no change be made to the current Local Council Tax Reduction Scheme or Council Tax Technical Changes levels for 2016/2017, as detailed in Sections 5 and 6 of Report No: CAB/SE/15/074.

3.       Council  ...  view the full minutes text for item 116.

The West Suffolk Joint Independent Remuneration Panel had circulated a questionnaire to all Members seeking their views on the current Members’ Allowances Scheme being extended for a further 12 months and asking to be informed of any urgent items which should be considered before a full review is carried out in 2016.

The Panel would like to thank Members who responded and confirmed that all comments had been considered: the issue of general taxation of mileage allowances was a matter for HM Revenues and Customs and was not within the remit of the Panel; and the perceived discrepancy between rural and town centre Members relating to mileage would be considered as part of the full review in 2016.

It is RECOMMENDED that:

(1)     the St Edmundsbury Borough Council Members’ Allowances Scheme continue in its current form until 30 November 2016; and

(2)     a new West Suffolk Joint Independent Remuneration Panel be appointed from 1 June 2016, to conduct a full review of both Forest Heath District Council and St Edmundsbury Borough Council Members’ Allowances Schemes.

Council considered a narrative item, which sought approval for extending the current St Edmundsbury Borough Council (SEBC) Members’ Allowances Scheme in its current form until 30 November 2016; and for a new West Suffolk Joint Independent Remuneration Panel to be appointed from 1 June 2016, to conduct a full review of both Forest Heath District and SEBC’s Members’ Allowances Schemes.

Councillor Ian Houlder, Portfolio Holder for Resources and Performance and Member of the Selection Panel for the West Suffolk Joint Independent Remuneration Panel, drew relevant issues to the attention of Council.

On the motion of Councillor Ian Houlder, seconded by Councillor David Nettleton, and duly carried it was

RESOLVED: That

(1)     the St Edmundsbury Borough Council Members’ Allowances Scheme continue in its current form until 30 November 2016; and

(2)     a new West Suffolk Joint Independent Remuneration Panel be appointed from 1 June 2016, to conduct a full review of both Forest Heath District Council and St Edmundsbury Borough Council Members’ Allowances Schemes.

Members are invited to ask questions of committee Chairmen on business transacted by their committees since the last ordinary meeting of Council on 22 September 2015.

The following questions were asked of Committee Chairmen on business transacted by their committees since the last ordinary meeting of Council on 22 September 2015, as outlined below.

1.       Councillor Diane Hind: Whether  any follow-up work was planned as a result of the presentation received from Streetkleen Bio Limitedat the Overview and Scrutiny Committee meeting held on 11 November 2015; and

2.       Councillor Jim Thorndyke: Whether Members of the Development Control Committee could take part in the debate on applications if they were also Members of Town and Parish Councils that had previously considered the relevant application.

Councillors Hind and Thorndyke duly responded accordingly.

The Council will consider any urgent questions on notice that were notified to the Service Manager (Democratic Services and Elections) by 11am on the day of the meeting.

No urgent questions on notice had been received.

Part 4, Access to Information Procedural Rules, of the Constitution (paragraph 18.3) requires the Leader of the Council to submit quarterly reports to the Council on the Executive decisions taken (if any) in the circumstances set out in Rule 17, Special urgency in the preceding three months.

Accordingly, the Leader of the Council reports that no executive decisions have been taken under the Special Urgency provisions of the constitution.

Council received and noted a narrative item, as required by the Council’s Constitution, in which the Leader of the Council reported that at the time the Council agenda was published, no executive decisions had been taken under the special urgency provisions of the Constitution.