Agenda and draft minutes

This was the last meeting of the St Edmundsbury Borough Council before it’s dissolution on 31 March 2019.  As a result, the minutes of the meeting remain as drafted following the meeting and cannot be confirmed by the Council and signed by the Mayor.  This is consistent with all other dissolved committees and bodies.

The Mayor’s Chaplain, The Reverend Canon, Ian Finn, Rector of St Mary’s Church, Haverhill opened the meeting with prayers.

A minute’s silence was held in remembrance for the late former Councillor and Mayor, Mike Jones.

Before moving on to business, the Mayor wished to offer a warm welcome to the Honorary Freemen, Alderman and representatives of the military that were in attendance.  Particular recognition was given to:

(a)     Lieutenant Commander John Cursiter and Rob Wade, representatives of HMS Vengeance, who had travelled from Scotland for the occasion; and

(b)     Honorary Freeman Sheila Wormleighton, who had attended the very first meeting of St Edmundsbury Borough Council in 1974 and was now present at its last.

To confirm the minutes of the meeting held on 19 February 2019 (copy attached).

The minutes of the meeting held on 19 February 2019 were confirmed as a correct record and signed by the Mayor, subject to the addition of a minor amendment to include Councillor Mary Evans in the list of Members present.

The Mayor reported on the civic engagements and charity activities, which she and the Deputy Mayor and Mayoress had attended since the last meeting of Council on 19 February 2019.

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

Apologies for absence were received from Councillors Trevor Beckwith and Jason Crooks.

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 interest are recorded under the item to which the declaration relates.

Paper No: COU/SE/19/003

(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 Leader’s Statement as outlined in Paper No: COU/SE/19/003.

In his introductory remarks, Councillor Griffiths provided the following:

(a)     Tribute: Councillor Griffiths paid his own personal tribute to the late former Councillor Mike Jones.

(b)     Leader’s Statement: That this was the last Leader’s Statement for Councillor Griffiths as Leader of St Edmundsbury Borough Council (SEBC) and he acknowledged the historic occasion of this final Council meeting of SEBC.

(c)     Metrolink: Ambitious plans for a £4billion metrolink in Cambridgeshire had been announced in a report commissioned by the Cambridgeshire and Peterborough Combined Authority.  Together with other towns in the Cambridge sub-region, the proposed Cambridgeshire Autonomous Metro (CAM) would provide a vital transport link for Haverhill and Mildenhall to the Greater Cambridge area, thus providing West Suffolk with better opportunities for enhancing business and economic growth.

(d)     Future High Street Fund: the Council’s Expression of Interest for accessing the first round of this funding for Haverhill had been submitted.

(e)     Rough Sleepers: Special recognition was given to the Housing team and other Council staff who monitored the well-being of rough sleepers in West Suffolk every two months. The numbers of rough sleepers in West Suffolk had reduced from more than 30 to 10.

(f)      West Suffolk Operational Hub: Construction of the steel frame had been completed.

(g)     National Social Prescribing Week: This had taken place during week commencing 11 March 2019. Councillor Griffiths acknowledged the success of the LifeLink social prescribing project in Haverhill. Similar schemes were due to become operational in Mildenhall and Brandon shortly. 

Whilst not a question, however, as this was the final SEBC Council meeting, Councillor Robert Everitt wished to place on record his thanks on behalf of the Conservative Group and the Council itself, to Councillor Griffiths for his work as Leader of the Council for the past 16 years, and as Leader of the Opposition for one year prior to that. 

Councillor Max Clarke, wished to seek Councillor Griffiths’ condemnation of the recent attacks on mosques in Christchurch, New Zealand and whether he supported the abolition of Islamophobia on an international scale.  In response, Councillor Griffiths wholeheartedly shared Councillor Clarke’s sentiments, not only against Muslims, but prejudice against all faiths and denominations.

Councillor Paul Hopfensperger referred to the first sentence of paragraph 3 of Councillor Griffiths’ written statement and wished it to be clarified that as a non-grouped independent Member of the Council, it was not only “councillors of all parties….” that had improved “….the quality of life, prosperity and [given] value for money for services….” for residents.  Councillor Hopfensperger felt that all councillors elected to SEBC should be acknowledged regardless of whether they had a particular political party affiliation or not. 

In response, Councillor Griffiths assured Councillor Hopfensperger that it was a combination of all Members’ efforts in respect of trying to achieve the very best for St Edmundsbury’s and West Suffolk’s local communities and businesses, irrespective of personal or political interest. 

Councillor John Burns was  ...  view the full minutes text for item 438.

(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. 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 10.00 am on Monday 18 March 2019. The written notification should detail the full question to be asked at the meeting of the Council.)*

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

No members of the public in attendance had registered to speak.

Report No: COU/SE/19/004

Referral from Extraordinary Joint Executive (Cabinet) Committee: 26 February 2019

1.       Haverhill Research Park and Suffolk Business Park Investment Fund

          Portfolio Holder: Cllr Susan Glossop

Referrals from Joint Executive (Cabinet) Committee:

12 March 2019

(These referrals have been compiled before the meeting of the Joint Executive (Cabinet) Committee on 12 March 2019 and are based on the recommendations contained within each of the reports listed below.  Any amendments made by the Joint Executive (Cabinet) Committee to the recommendations within these reports will be notified to Members accordingly).

1.     Treasury Management Report 2018/19 and Investment Activity

        (1 April to 31 December 2018)

        Portfolio Holder: Cllr Ian Houlder

2.     Former Castle Hill Middle School, Haverhill: Development Brief

        Portfolio Holder: Cllr Susan Glossop

3.     West Suffolk Joint Pay Policy Statement 2019/2020

        Portfolio Holder: Cllr Ian Houlder

Council considered the Referrals Report of Recommendations from the Joint Executive (Cabinet) Committee contained within Report No: COU/SE/19/004.

(A)    Referrals from Extraordinary Joint Executive (Cabinet) Committee: 26 February 2019

1.       Haverhill Research Park and Suffolk Business Park Investment Fund

Approval was sought for an investment loan facility of up to £7m towards costs that would support growth on the Enterprise Zones at Haverhill Research Park and Suffolk Business Park, Bury St Edmunds.

The principal intention of this loan facility would be to support the development of business centres for new businesses (start-ups).  The provision of such buildings would primarily provide flexible space, enabled West Suffolk to attract new businesses and innovation which would inspire local communities.  

Councillor Susan Glossop, Portfolio Holder for Planning and Growth, drew relevant issues to the attention of Council, including that there were benefits of providing a commercial loan to the developer such as the benefits to the local economy.  This loan would provide the match funding to go with the grant applications that had been made by the developer for the capital cost of building both centres.  The result of this was to make the delivery of both or either centre more likely and, therefore, to enable West Suffolk to benefit from much needed start-up space for new and growing enterprises.

Any loan from this facility would be arranged at a commercial interest rate (and would be properly assessed and due diligence undertaken) and would generate an annual income for SEBC Council.  Any lending would be subject to the strict criteria in the Loans Policy and this included ensuring that due diligence had been undertaken and the repayment of the loan was sufficiently secured to the right value.  The risks associated with this proposal were, therefore, low.

The majority of Members supported the proposal, acknowledging that this provided a catalyst for enabling new, small start-up businesses to utilise much needed units, which would help in their endeavours towards expansion and growth.

On the motion of Councillor Susan Glossop, seconded by Councillor Carol Bull, and duly carried, it was

RESOLVED:

That:

(1)     A £7m investment facility for the development of business centres and associated works by way of loan(s) for Haverhill Research Park and Suffolk Park (Enterprise Zone) Bury St Edmunds, as set out in Report No: CAB/JT/19/007, be approved;

(2)     subject to the satisfaction of the Section 151 Officer and the Monitoring Officer that appropriate security is in place to protect the Council’s investment and due diligence, highlighting no significant risks to the Council has been completed, delegated authority be given to the Chief Executive in consultation with the SEBC Portfolio Holder for Planning and Growth to enter into a loan agreement(s) with the developer; and 

(3)     it be agreed for the Council’s Section 151 Officer to make the necessary changes to the Council’s prudential indicators as a result of resolution 1. above.

(B)    Referrals from Joint Executive (Cabinet) Committee:

          12 March 2019

1.       Treasury Management Report 2018-2019 and Investment Activity (1 April – 31  ...  view the full minutes text for item 440.

Members are invited to ask questions of committee Chairmen on business transacted by their committees since the last ordinary meeting of Council on 19 February 2019.

Committee                              Chairman             Dates of meetings

Overview and Scrutiny              Cllr Diane Hind      13 March 2019

Committee  

Development Control

Committee                                Cllr Jim Thorndyke 7 March 2019

Council considered a narrative item, which sought questions of Committee Chairmen on business transacted by their committees since the last ordinary meeting of Council on 19 February 2019, as outlined below:

No questions were asked of the above Chairmen.

(Councillor David Nettleton left the meeting at the conclusion of this item.)

The Council will consider any urgent questions on notice that were notified to the Service Manager (Democratic Services) 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.

The Leader of the Council reported that no executive decisions had been taken under the Special Urgency provisions of the Constitution.

Report No: COU/SE/19/005

Council considered this report, which presented the history and achievements of St Edmundsbury Borough Council (SEBC) since its formation on 1 April 1974. 

Together with Forest Heath District Council, the Borough Council would be abolished on 31 March 2019, with both authorities being replaced by West Suffolk Council from 1 April 2019. 

The report referenced a number of SEBC’s historical milestones, recollections and achievements of note, particularly in relation to the process leading up to transfer of the Council’s housing stock to Havebury Housing Partnership in 2002; the Council’s support to enhancing leisure, culture and rural development within the Borough; and the changing governance arrangements of the Council since its creation. 

Councillor John Griffiths, Leader of the Council, drew relevant issues to attention of Council, including inviting Members to acknowledge their own memories of sitting on the Council, both regarding specific achievements of the Council and those that had helped make the achievements happen.

In respect of his own recollections, Councillor Griffiths firstly paid to tribute to all that had contributed to the success of the Council, making specific reference to late former councillors that had now sadly died since he became Leader of the Council in 2003.  He stated that it made a humbling list, which contained the names of so many wonderful people that had worked tirelessly for their communities and the Council.

Councillor Griffiths continued, stating that he had served under 22 Mayors in total and, in his first five years on the Council, under five other Leaders.  He became Leader of the Opposition for one year, before being elected as Leader of the Council for the past 16 years.  During this time, there were countless stories and achievements to recount; however, Councillor Griffiths was proud to acknowledge the significant improvements and investments made in the Borough’s towns and rural areas, whilst facing difficult challenges and continuing to provide excellent services.

As well as noting that the Borough Council was recognised in 2004 as being one of the country’s highest performing councils, he paid tribute to all councillors (regardless of political interest or party affiliation), the four Chief Executives he had worked with and all council staff and their predecessors. Specifically, he paid tribute to Councillor David Nettleton, Leader of the Charter Group, and also acknowledged the direct support given to councillors by the Monitoring Officer and the Democratic Services Team.

A detailed discussion was held and other Members added their own personal thanks to councillors, officers, staff and their predecessors.  Specific recognition was given to:

(a)     the late former Councillor Mike Jones;

(b)     the late former Councillor Mike Ames; and

(c)     former Councillor Paul Farmer.

As the longest serving councillor of 36 years, Councillor Terry Clements provided his own personal recollections of his time elected to the Borough Council, including:

(a)     budgets allocated to housing prior to the transfer of the Council’s housing stock;

(b)     his role in the transfer of the Council’s housing stock to Havebury Housing Partnership;

(c)     the investments in leisure services, particularly  ...  view the full minutes text for item 444.

Paper No: COU/SE/19/006

Council considered this report, which presented the awarding of Long Service Awards for 11 Members of St Edmundsbury Borough Council. An updated framed copy of the previously carried resolution for Councillor Trevor Beckwith was also considered.

On 16 July 1991 (and in addition to the statutory provision for the creation of Honorary Freemen and Honorary Aldermen) the Council created a third award option, namely formal acknowledgement of 12 years or more cumulative service by former Members of the Council. 

As this was the last meeting of St Edmundsbury Borough Council before its dissolution on 31 March 2019, Members eligible for the award, at their wish, would be recognised at this meeting.  Special recognition was given to Councillor Terry Clements, as the longest serving Member with 36 years’ cumulative service, and to Councillors John Griffiths and Sara Mildmay-White, current Leader and Deputy Leader, and both of whom had served 22 and 24 years’ cumulative service respectively.

Accordingly, the following motions were moved and seconded, and upon approval of the resolution by the Council, the Mayor presented special recognition awards, where applicable, and a framed copy of each resolution to each eligible Councillor:

On the motion of Councillor John Griffiths, seconded by Councillor Beccy Hopfensperger, and duly carried unanimously, it was

RESOLVED:

That, in special recognition of thirty-six years of dedicated public service by TERRY (TERENCE) GERALD CLEMENTS as an elected Member of the Council for the Whelnetham, and Horringer and Whelnetham Wards. In acknowledgement of his contribution to the work of the Borough Council, including his responsibilities as Chairman of former Committees and as a former Portfolio Holder, his term of office as Mayor for 2017/2018,also to his service to the community and fulfilment of the duties and responsibilities of a Councillor, the Council hereby record its thanks and deep appreciation.

On the motion of Councillor Sara Mildmay-White, seconded by Councillor Carol Bull, and duly carried unanimously, it was

RESOLVED:

That, in special recognition of twenty-two years of dedicated public service by JOHN HENRY MORGAN GRIFFITHS MBE as an elected Member of the Council for the Ixworth Ward. In acknowledgement of his contribution to the work of the Borough Council, including his responsibilities as Chairman of former Committees, Leader of the Council and Portfolio Holder, also his service to the community and fulfilment of the duties and responsibilities of a Councillor, the Council hereby record its thanks and deep appreciation.

On the motion of Councillor John Griffiths, seconded by Councillor Sarah Stamp, and duly carried unanimously, it was

RESOLVED:

That, in special recognition of twenty-four years of dedicated public service by SARA JANE MILDMAY-WHITE as an elected Member of the Council for the Rougham Ward, and in acknowledgement of her contribution to the work of the Borough Council, including her responsibilities as Deputy Leader of the Council and Portfolio Holder, and her service to the community and fulfilment of the duties and responsibilities of a Councillor, the Council hereby record its thanks and deep appreciation.

On the motion of  ...  view the full minutes text for item 445.

As there will be no further meetings of St Edmundsbury Borough Council prior to its dissolution on 31 March 2019, the Council will be asked to consider separate Votes of Thanks to the retiring Mayor and Deputy Mayor who will remain in office until 31 March 2019.

Note: The current Mayor of St Edmundsbury Borough Council and Chairman of Forest Heath District Council will be the nominated civic representatives of the new West Suffolk Council until the new Council’s Annual General Meeting on 22 May 2019. 

Recognition will also be given to the Mayor’s Chaplain.

Council considered this narrative item.  As there would be no further meetings of St Edmundsbury Borough Council prior to its dissolution on 31 March 2019, the Council was asked to consider separate Votes of Thanks to the retiring Mayor and Deputy Mayor who would remain in office until 31 March 2019.  Recognition was also given to the Mayor’s Chaplain.

(Note: The current Mayor of St Edmundsbury Borough Council and Chairman of Forest Heath District Council were the nominated civic representatives of the new West Suffolk Council until the Council’s Annual General Meeting on 22 May 2019.)

(At this point, the Deputy Mayor will take the Chair.)

Councillor John Griffiths will move,

"That the Council, in recognising the most able and diligent manner in which the retiring Mayor, Councillor Margaret Marks has carried out the duties of Mayor of the Borough during the past year, record its thanks and deep appreciation of her services as Mayor.”

Councillor Julia Wakelam will second.

The Deputy Mayor will then put the motion to the vote and, on its being carried by a show of hands the Deputy Mayor will then present Councillor Margaret Marks with her past Mayor's Badge. Councillor Marks will then acknowledge her year in office.

(The Mayor will then re-take the Chair.)

(At this point, the Deputy Mayor took the Chair.)

On the motion of Councillor John Griffiths, seconded by Councillor Julia Wakelam, and duly carried unanimously, it was

RESOLVED:

That the Council, in recognising the most able and diligent manner in which the retiring Mayor, Councillor Margaret Marks, has carried out the duties of Mayor of the Borough during the past year, record its thanks and deep appreciation of her services as Mayor.

The Deputy Mayor presented the Mayor with her past Mayor’s badge and a bouquet of flowers. The retiring Mayor then acknowledged her year in office, including giving particular thanks and recognition to the Mayor’s Secretary; Mayor’s Officer; the Sword and Mace Bearers; the Deputy Mayor and to all Councillors for their support. She also gave recognition to her chosen charities and acknowledged the work of many members of the community who had given so much to supporting other people.

(The Mayor re-took the Chair.)

Councillor John Griffiths will move,

"That the Council, in recognising the most able and diligent manner in which the retiring Deputy Mayor, Councillor Patrick Chung has carried out the duties of Deputy Mayor of the Borough during the past year, record its thanks and deep appreciation of his services as Deputy Mayor.”

Councillor Sarah Stamp will second.

The Mayor will then put the motion to the vote and, on its being carried by a show of hands, Councillor Patrick Chung will then acknowledge his year in office.

On the motion of Councillor John Griffiths, seconded by Councillor Sarah Stamp, and duly carried unanimously, it was

RESOLVED:

That the Council, in recognising the most able and diligent manner in which the retiring Deputy Mayor, Councillor Patrick Chung, has carried out the duties of Deputy Mayor of the Borough during the past year, record its thanks and deep appreciation of his services as Deputy Mayor.

The retiring Deputy Mayor then acknowledged his year in office. Mrs Anna Chung, retiring Deputy Mayoress was presented with a bouquet of flowers.

The Mayor will acknowledge the work during her term of office of her Chaplain, Reverend Canon Ian Finn, and upon doing so, will present him with his embroidered badge.

The Mayor gave recognition to and acknowledged the work of her Chaplain, Reverend Canon Ian Finn, and presented him with his embroidered badge.

The Mayor will make her closing remarks to signify the dissolution of St Edmundsbury Borough Council, which will be replaced by the creation of West Suffolk Council from 1 April 2019. 

Before closing the meeting, the Mayor gave thanks to all officers and staff of the Council for their professionalism and at times, seemingly infinite patience.  To those councillors that would not be standing for re-election, the Mayor wished them future good health and happiness; and to those councillors that would be standing, she wished them success with their election campaigns.

The Mayor announced the conclusion of the final meeting of St Edmundsbury Borough Council.

Attached as referred to in minute 444. above.