Agenda and minutes

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

To confirm the minutes of the meetings held on 24 April 2018 and 17 May 2018 (Annual Meeting) (copies attached).

The minutes of the meetings held on 24 April 2018 and 17 May 2018 (Annual Meeting) were confirmed as correct records and signed by the Mayor.

The Mayor reported on the civic engagements and charity activities which she and her Consort, and the Deputy Mayor and Mayoress had attended since their election at the Annual Meeting on 17 May 2018.

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

Apologies for absence were received from Councillors Sarah Broughton, Jason Crooks, Wayne Hailstone, Jane Midwood and Anthony Williams.

Councillor Andrew Speed was also unable to attend the meeting.

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.

On 16 July 1991 (Council Minute 28 refers) (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.  Accordingly, the following motion in respect of Councillor Buckle who is eligible for the award will be moved by Councillor Griffiths, and upon approval of the resolution by the Council, the Mayor will present a framed copy of such resolution to Councillor Buckle:

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“That, in recognition of thirteen years of dedicated public service by

                             TERENCE (TERRY) LEONARD BUCKLE

as an elected Member of the Council for the Moreton Hall, Bury St Edmunds Ward, and in acknowledgement of his contribution to the work of the Borough Council, including his term of office as Mayor for 2013/2014, and his service to the community and fulfilment of the duties and responsibilities of a Councillor, the Council hereby record its thanks and deep appreciation.”

In addition, former Councillor Bob Cockle, who was awarded his Long Service Award on 17 May 2018, will be presented with his award after he was unfortunately unable to attend that meeting.

On 16 July 1991 and in addition to the statutory provision for the creation of Honorary Freeman and Honorary Alderman, the Council created a third award option, namely formal acknowledgement of 12 years or more cumulative service by former Members of the Council.  Accordingly, the following motion in respect of former Councillor Buckle who was eligible for the award was duly carried.

On the motion of Councillor John Griffiths, seconded by Councillor Frank Warby, and duly carried, it was

RESOLVED:

That, in recognition of thirteen years of dedicated public service by Terence (Terry) Leonard Buckle as an elected Member of the Council for the Moreton Hall, Bury St Edmunds Ward, and in acknowledgement of his contribution to the work of the Borough Council, including his term of office as Mayor for 2013/2014, and 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 17 May 2018, it was resolved that former Councillor Bob Cockle was to receive a Long Service Award; however, he was unfortunately unable to attend that meeting to be presented with a framed copy of the resolution.  Former Councillors Terry Buckle and Bob Cockle were both presented with their Long Service Awards at this meeting with photographs taken with the Mayor.  

Paper No: COU/SE/18/013

(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 contained in Paper No: COU/SE/18/013.

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

(a)     further details regarding the content of the West Suffolk Annual Report 2017/2018, which had been approved by the Joint Executive (Cabinet) Committee on 25 June 2018; and

(b)     welcoming Bob Riches, who was seated in the public gallery, as the Borough Council’s new Mayor’s Officer following the recent retirement of the former Mayor’s Officer, Ian Playle. 

In response to a question from Councillor Diane Hind seeking advice on the status of the Statutory Instrument, in respect of whether an appropriate application to designate the whole of Suffolk as a civil parking enforcement area was being made under the affirmative procedure or negative procedure, as permissible under paragraph 8(2) of Schedule 8 of the Traffic Management Act 2004,the Council was informed that a written response would be provided following the meeting.  This would also be provided for all Members’ perusal.

A discussion was held on investing in affordable and social housing and how such investment played a key role in promoting growth, as acknowledged in the West Suffolk Growth Investment Strategy.

(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 16 July 2018. 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/18/014

Council considered Report No: COU/SE/18/014, which sought approval for a Neighbourhood Plan for Hargrave.

Members noted the background to the development of the Hargrave Neighbourhood Plan, the actions and conditions that must be undertaken / met before the Plan proposal could be “made” (adopted) to become part of the St Edmundsbury Borough Council (or West Suffolk after April 2019) statutory development plan. Together with meeting the basic conditions of neighbourhood planning, as summarised in paragraph 1.2 of the report, the Neighbourhood Plan needed a designated area, and was required to successfully progress through Pre-submission, Submission, Examination and Referendum stages and adhere to the findings of the independent Examiner’s report on the Plan.

The Hargrave Neighbourhood Plan had reached referendum stage. It covered the whole of Hargrave parish and contained land use policies, which subject to the outcome of the referendum, would become part of the St Edmundsbury Borough Council’s (and West Suffolk Councils’ after April 2019), statutory development plan, and a material consideration when determining relevant planning applications. This was in addition to community actions provided in the Plan proposal, which addressed other aspirations of the Parish Council but were not appropriate as planning policies. 

The report provided details on the process undertaken to reach this point, including that the referendum was held on 12 July 2018, which was after the summons and papers for this meeting had been published.  The referendum question was as follows:

“Do you want St Edmundsbury Borough Council to use the Neighbourhood Plan for Hargrave to help it decide planning applications in the neighbourhood area?”

An addendum to the report had been circulated prior to the meeting stating that 88% of those who voted, voted in favour of the referendum question. A turnout of 42% was recorded. The addendum therefore reflected an updated position in respect of the recommendations that were required by Council to consider, as follows:

It is RECOMMENDED that:

(1)     St Edmundsbury Borough Council, “makes” (adopts) the Hargrave Neighbourhood Plan (Referendum version) so that it becomes part of the statutory development plan, and the Plan will become a material consideration within the parish of Hargrave for planning application purposes; and

(2)     gives delegated authority to the Assistant Director (Growth) and the Service Manager (Strategic Planning), to exercise all of the Council’s functions and responsibilities in relation to making the Hargrave Neighbourhood Plan.

Councillor Alaric Pugh, Portfolio Holder for Planning and Growth, drew  relevant issues to the attention of Council, including offering his congratulations to the Hargrave community for their commendable efforts in bringing its Neighbourhood Plan to completion.  This was the first Neighbourhood Plan in St Edmundsbury (and West Suffolk) to reach this final stage in the process and the good turnout for the referendum and positive vote was testament to the hard work of the Hargrave Parish Council’s Neighbourhood Plan Working Group and others involved.

Together with other Members, Councillors Clive Pollington and Mary Evans, Ward Member and Suffolk County Division Councillor respectively acknowledged the tremendous achievement of the Hargrave  ...  view the full minutes text for item 371.

Paragraph 7.5.1 of Article 7 of the Council’s Constitution requires that ‘The Overview and Scrutiny Committee and the Performance and Audit Scrutiny Committee must report annually to the full Council on their workings and make recommendations for future work programmes and amended working methods if appropriate’.

Report No: COU/SE/18/015

Council received and noted the Annual Report of the Overview and Scrutiny Committee, and the Performance and Audit Scrutiny Committees, previously circulated as Report No: COU/SE/18/015.

Article 7 of the Council’s Constitution required that ‘the Overview and Scrutiny Committee and Performance and Audit Scrutiny Committee must report annually to the full Council on their workings and make recommendations for future work programmes and amended working methods if appropriate.’

Councillor Diane Hind, Chairman of the Overview and Scrutiny Committee, drew relevant issues to the attention of Council.  In the absence of Councillor Sarah Broughton, Chairman of the Performance and Audit Scrutiny Committee, Councillor Patsy Warby, Vice-Chairman, added her comments regrading the specific work of that Committee.

No questions were asked.

The Council is asked to nominate one Member and one substitute Member to serve on Suffolk County Council’s Health Overview and Scrutiny Committee. These Members should ideally be from the Borough Council’s Overview and Scrutiny Committee, although this is not essential as the necessary training will be given by the County Council.

The Committee, on 6 June 2018, considered nominations for a representative and a substitute Member for 2018/2019.   The current Members on this joint body are Councillor Paul Hopfensperger as the nominated representative and Councillor Margaret Marks as the nominated substitute.

It is RECOMMENDED that Councillor Paul Hopfensperger be nominated as the Borough Council’s representative and Councillor Margaret Marks as the nominated substitute Member on the Suffolk Health Overview and Scrutiny Committee for 2018/2019.

(The Mayor, Councillor Margaret Marks, declared a local non-pecuniary interest as the Borough Council’s nominated substitute representative on Suffolk County Council’s Health Scrutiny Committee and remained in the meeting for the consideration of this item.)

Council considered a narrative item which sought the appointment of a representative and a substitute Member from the Borough Council to serve on Suffolk County Council’s Health Overview and Scrutiny Committee.

Councillor Diane Hind, Chairman of the Overview and Scrutiny Committee, drew relevant issues to the attention of Council.

On the motion of Councillor Diane Hind, seconded by Councillor John Burns, and duly carried it was

RESOLVED:

That Councillor Paul Hopfensperger be re-appointed as the Borough Council’s nominated representative, and Councillor Margaret Marks as the substitute Member, on the Suffolk Health and Overview Scrutiny Committee for 2018/2019.

Members are invited to ask questions of committee Chairmen on business transacted by their committees since the last ordinary meeting of Council on 24 April 2018.

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 24 April 2018, as outlined below:

No questions were asked of the above Chairmen.

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 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.

As the next item on the agenda was exempt, on the motion of Councillor Paul Hopfensperger, seconded by Councillor David Roach, and duly carried, it was

RESOLVED:

That the press and public be excluded during the consideration of the following item 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 item, 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.

(Councillors Tony Brown and John Burns left the meeting at 8.22 pm.)

Exempt Report No: COU/SE/18/016

Council considered the Referrals Report of Recommendations from the Joint Executive (Cabinet) Committee, as contained in Exempt Report No: COU/SE/18/016.

(A)    Referral from Joint Executive (Cabinet) Committee: 25 June 2018

1.       Exempt: Investing in our Commercial Asset Portfolio (para 3)

Approval was sought in private session 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 Council.

A detailed discussion was held, which included a question from Councillor Terry Clements. The Council was informed that a written response to this question would be provided following the meeting.  This would also be provided for all Members’ perusal.

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

RESOLVED:

That:

The resolution will be published in due course following the lifting of the exemption.