Agenda and minutes

The Mayor’s Chaplain, the Venerable Dr David Jenkins, Archdeacon of Sudbury, opened the meeting with prayers.

To confirm the minutes of the meetings held on 26 September 2017 and 17 October 2017 (extraordinary meeting) (copies attached).

The Mayor firstly drew attention to a typographical error contained in the public and exempt minutes of the extraordinary meeting of Council held on 17 October 2017.  Councillor Wayne Hailstone was not present at that meeting and therefore should only be stated in the list of apologies for absence received and not with those present.

Accepting the above amendment, the public and exempt minutes of the meetings held on 26 September 2017 and 17 October 2017 were confirmed as correct records and signed by the Mayor. 

The Mayor reported on the civic engagements and charity activities which he and the Mayoress, and the Deputy Mayor and her Consort had attended since the last ordinary meeting of Council on 26 September 2017.

In particular, the Mayor wished to thank Councillor Patrick Chung for his contribution towards the selling of raffle tickets for the Christmas draw, the proceeds of which would go to the Mayor’s charities. The Mayor presented Councillor Chung with a small gift.

In addition, with the agreement of the Mayor, Councillor Joanna Rayner, introduced Eileen Ryall, Section Leader for Great Barton Seasons Beavers, who was in attendance in the public gallery.  Mrs Ryall wished to thank the Mayor for hosting a recent visit of the Great Barton Beavers to West Suffolk House and proceeded to present him with a small gift as a token of the Beavers’ appreciation.  

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

Apologies for absence were received from Councillors Jason Crooks, Susan Glossop, Betty McLatchy, Ivor McLatchy, Richard Rout and Anthony Williams.

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/17/020 TO FOLLOW

(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/17/020.

In addition to his written statement, Councillor Griffiths drew attention to the following:

(a)    Karen Points, Assistant Director (Human Resources, Legal and Democratic Services): Councillor Griffiths stated that Karen Points would be leaving the organisation in spring 2018 to take up a new role as Strategic Director for Abbeycroft Leisure.  He paid tribute to her valuable contribution to the operation of the West Suffolk councils and wished her well for the future.

(b)    100% Business Rates Retention Pilot: Councillor Griffiths informed that Suffolk councils, including St Edmundsbury and Forest Heath, had been successful in applying to be a pilot area for 100% business rates retention. It was presently unclear as to the monetary benefit of the pilot; however, it had been indicated that the West Suffolk councils could gain an additional £2.6 million than was presently available under the current arrangements. This money would be used locally to directly benefit local residents and businesses through delivering our inclusive growth objectives.

(c)     West Suffolk Operational Hub: Councillor Griffiths informed that since the publication of his written statement, the Secretary of State for Communities and Local Government had announced that he would not be calling in the West Suffolk Operational Hub planning application for his own determination (see Minute 311 below for further detail on the implications of this decision.)

(d)    Thanks: Councillor Griffiths acknowledged the significant amount of work undertaken by Members, officers and staff over the year in helping to continue to make St Edmundsbury and West Suffolk one of the best places to live, work and visit.

The following was asked:

(a)     That an update on the 100% business rate retention pilot scheme be provided to Members as and when received.

(b)     That Councillor Sara Mildmay-White, Portfolio Holder for Housing, be invited to provide an immediate update on plans for emergency winter shelter provision for the homeless in Bury St Edmunds.  The following update was therefore provided (briefly):

Management agreements with Havebury Housing Partnership were being put in place with a view to an emergency 16 bed winter night shelter being opened in Northgate Lodge (next to Tayfen House) later that week. This would be in addition to the existing temporary accommodation provided, and was expected to be available up until March 2018. A temporary emergency 10 bed night shelter had also already been set up in a local church, which had been in operation since 7 December 2017. 

The numbers of rough sleepers in Bury St Edmunds was higher this year due to a range of reasons; however, it was emphasised that those sleeping rough had complex needs which made it difficult for them to retain accommodation.  Some also refused to engage and accept help that was offered.

Council welcomed the update and West Suffolk staff, Members, Havebury Housing Partnership, and the team of volunteers involved with enabling winter shelter provision to be made for the homeless, was highly commended by all.  ...  view the full minutes text for item 309.

(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 December 2017. 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 wished to speak.

Report No: COU/SE/17/021

Council considered the Referrals Report of Recommendations from Cabinet contained within Report No: COU/SE/17/021.

(A)    Referral from Cabinet: 17 October 2017

1.       West Suffolk Local Code of Corporate Governance

Approval was sought for the West Suffolk Local Code of Corporate Governance.

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

On the motion of Councillor Ian Houlder, seconded by Councillor Sarah Broughton, and duly carried, it was

RESOLVED:

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

(B)    Referrals from Cabinet: 5 December 2017

1.       West Suffolk Operational Hub

Approval was sought for additional funding and associated matters in order to progress the West Suffolk Operational Hub project to the construction phase.

Recent progress with the project was noted, including that, as stated earlier in the meeting by the Leader of the Council (see Minute 309 above), the Secretary of State had confirmed that he did not intend to call-in the detailed planning application for his own determination, following the Development Control Committee’s decision to grant planning consent for the West Suffolk Operational Hub (WSOH) to be built at Hollow Road Farm, Fornham St Martin.  38 separate planning conditions had been applied to this consent.  

Councillor Peter Stevens, Portfolio Holder for Operations, drew relevant issues to the attention of Council, including that there remained a clear need to urgently invest in new waste and street scene services facilities in West Suffolk and that current arrangements were unsustainable and costly to the taxpayer.

The reasons for the request for additional capital funding required were reiterated to Council, as provided in Cabinet Report No: CAB/SE/17/061, including that although costs had increased, these were shared with Forest Heath District Council (FHDC) and Suffolk County Council (SCC), and taking the cost of borrowing into account, the known benefits of the scheme would still break even with the status quo financial position whilst providing modern facilities and capacity for significant future growth.  The scheme would also enable the relocation of the current St Edmundsbury depot allowing the delivery of further development at Western Way.

Councillor Stevens commended officers and Members of SCC and FHDC for the hard work undertaken in moving the project to this stage.

Councillor Stevens then moved the recommendations, as set out in the report, which was duly seconded by Councillor Bob Cockle.

Some concern was expressed during the debate regarding:

(a)     potential odour emanating from the site;

(b)     whether the total cost of the project would further increase;

(c)     whilst a detailed site selection process had been undertaken which was subject to thorough public consultation, whether the approved location for the WSOH remained the most appropriate site;

(d)     the number of lorry movements between the WSOH and the recycling facility at Great Blakenham;

(e)     the highways infrastructure within the locality of the WSOH; and

(f)      SCC’s original plans to site a waste transfer station at Rougham Hill, Bury St Edmunds.

Councillor Stevens provided  ...  view the full minutes text for item 311.

Members are invited to ask questions of committee Chairmen on business transacted by their committees since the last ordinary meeting of Council on 26 September 2017:

Council considered a narrative item, which sought questions of Committee Chairmen on business transacted since the last ordinary meeting of Council on 26 September 2017, as outlined below:

No questions were asked of the above Chairmen.

The following Councillors have given notice under paragraph 9.1 of the Council Procedure Rules of the following motions:

(a)     Councillor Diane Hind:

“That St Edmundsbury introduces no idling zones around hospitals, schools, care homes and sheltered housing.”

(b)     Councillor David Nettleton:

“That with effect from April 2018 new subscribers to the Brown Bin emptying service be charged at the following rates*, depending on the month the subscription is approved:

April £40: May £37: June £34: July £31: August £28: September £25: October £22: November £19: December £16: January £13: February £10.

No new subscriptions accepted in March as officers busy organising renewals.

*Subject to technical amendments”

Paragraph 9.5 of the Council Procedure Rules states:

‘Any motion under paragraph 9.1 of these Rules, on being moved and seconded, will usually, without discussion, be referred to the appropriate forum for consideration. The Mayor may, if he/she considers it appropriate, allow the motion to be dealt with at the meeting at which it is moved and seconded provided that the motion, if carried, would not involve the Council in expenditure not included in the Council’s approved revenue or capital budget.’

The following Members had given notice under paragraph 9.1 of the Council Procedure Rules of the following motions:

(a)     Councillor Diane Hind:

“That St Edmundsbury introduces no idling zones around hospitals, schools, care homes and sheltered housing.”

(b)     Councillor David Nettleton:

“That with effect from April 2018 new subscribers to the Brown Bin emptying service be charged at the following rates*, depending on the month the subscription is approved:

April £40: May £37: June £34: July £31: August £28: September £25: October £22: November £19: December £16: January £13: February £10.

No new subscriptions accepted in March as officers busy organising renewals.

*Subject to technical amendments”

Each motion was dealt with in turn. The Mayor called upon Councillor Hind to put her motion, which was duly seconded by Councillor Julia Wakelam.  Both Councillors Hind and Wakelam considered the Borough Council had a role, working with Suffolk County Council and other partners, in enabling the introduction of ‘no idling zones’ in the locations listed in the motion in order to promote better health and wellbeing for residents by improving the air quality in these areas.

The Mayor considered the motion was complex and if carried, would certainly involve partnership working and potentially an allocation of resources to achieve the objective of the motion. The Mayor, therefore, in accordance with the Constitution, considered the matter should be referred immediately to an appropriate forum for consideration, and suggested to Councillor Hind that she complete a ‘suggestion for scrutiny’ form for adding to her Overview and Scrutiny Committee’s agenda. The Committee would then determine whether it felt it was appropriate to add the motion to its future work programme.

No debate was held on this matter at this Council meeting.

The Mayor called upon Councillor David Nettleton to put his motion, which was duly seconded by Councillor Bob Cockle.  Councillor Nettleton explained that should residents  move to a new address in the Borough part way through a year, payment of council tax and resident parking permits were apportioned to align with the number of months remaining within the particular year.  He therefore considered a similar arrangement should apply to the payment of the subscription for the Brown Bin emptying service.

In accordance with the Constitution, as this motion, if carried, would involve the Council in expenditure not included in the approved revenue budget, it should be referred to the appropriate forum for consideration.  In this case, the appropriate forum was the Performance and Audit Scrutiny Committee (PASC).  The matter would therefore, be placed on the agenda for the next meeting of PASC on 31 January 2018.

No debate was held on this matter at this Council meeting.

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

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.

See minute 317 below.

To confirm the exempt minutes of the meeting held on 17 October 2017 (extraordinary meeting) (copy attached).

The exempt minutes of the extraordinary meeting held on 17 October 2017 were confirmed as a correct record and signed by the Mayor under Agenda Item 1. As no reference was made to specific detail, this item was not held in private session.