Agenda for Council on Tuesday 29 September 2020, 6.30 pm

Agenda and minutes

Venue: Virtual meeting only - facilitated by Microsoft TeamsLive meeting platform

Contact: Claire Skoyles: Democratic Services Officer  Email: claire.skoyles@westsuffolk.gov.uk

Media

Items
No. Item

82.

Welcome

Minutes:

The Chair formally opened the meeting and welcomed all persons present including those that were viewing the meeting externally via the live broadcast, to this virtual meeting of Council.

83.

Remembrance

Minutes:

Before commencing business, all Members were asked to ensure their microphones were muted and observe a minute’s silence in remembrance of West Suffolk Councillor David Gathercole, who had sadly died recently.

84.

Meeting facilitation

Minutes:

Leah Mickleborough, Service Manager (Democratic Services), was acting as facilitator for the meeting where support was felt necessary, and upon being invited to do so, assisted the Chair in detailing the housekeeping matters and guidance as to how the meeting would operate within the virtual setting.

85.

Minutes pdf icon PDF 204 KB

To confirm the minutes of the meeting held on 14 July 2020 (copy attached).

 

Minutes:

The minutes of the meeting held on 14 July 2020 were confirmed as a correct record.

86.

Chair's announcements pdf icon PDF 169 KB

To receive announcements (if any) from the Chair.

 

A list of civic events/engagements attended by the Chair and Vice-Chair since the last ordinary meeting of Council held on 14 July 2020 are attached.

Minutes:

The Chair reported on the civic engagements and charity activities which he and the Vice-Chair had attended since the last ordinary meeting of Council on 14 July 2020.

 

Members noted that due to the Covid-19 restrictions, attendance at engagements in person remained limited.

 

The Chair took the opportunity to personally thank West Suffolk Council staff for their sterling efforts in responding to the impacts of the pandemic. On this occasion, he gave particular recognition to those that had supported the distribution of monies from the Government’s small business grant support schemes.

 

87.

Apologies for absence

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

 

Minutes:

Apologies for absence were received from Councillors Simon Cole, Mary Evans, Jim Meikle, Peter Thompson and Ann Williamson.

 

Councillor Michael Anderson was also unable to attend the meeting.

 

The Chair paid tribute to Councillor Meikle who was currently unwell. Members joined the Chair in wishing him a speedy recovery.

88.

Declarations of interests

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.

Minutes:

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

89.

Leader's statement (Paper number: COU/WS/20/007) pdf icon PDF 268 KB

Paper number: COU/WS/20/012

 

Council Procedure Rules 8.1 to 8.3. The Leader will submit a report (the Leader’s Statement) summarising important developments and activities since the preceding meeting of the council.

 

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.

Minutes:

Councillor John Griffiths, Leader of the Council, presented his Leader’s statement as outlined in paper number: COU/WS/20/007.

 

In his introductory remarks, Councillor Griffiths:

 

a.       acknowledged the outstanding work of West Suffolk staff and councillors in responding to the continuing challenges of Covid-19;

 

b.       drew attention to agenda item 7.B.3. which would seek members’ approval for going out to consultation on the West Suffolk Local Plan Draft Issues and Options documents. Councillor Griffiths explained that this was the first stage of planning the future of West Suffolk up to 2040 with the Issues and Options stage setting the foundations to support the development of the new Local Plan. The new Local Plan was not only about building new homes in the right places but would promote the future prosperity of West Suffolk by supporting jobs as well as providing access to health, education, green spaces, leisure and many more services, all within the context of addressing the effects of climate change and making better transport links;

 

c.       stated that in accordance with one of the Council’s strategic priorities, namely promoting ‘resilient families and communities that are healthy and active’, and having worked in partnership with the West Suffolk Health Alliance to promote the integration of health and leisure facilities, the Cabinet would be considering on 6 October 2020, an almost £2 million investment in Brandon Leisure Centre for making improvements to its current facilities;  

 

d.       stated that from the beginning of October 2020, all electricity for the Council’s buildings would be supplied from renewable energy sources. A two year contract had been agreed with Ecotricity Limited and bills would remain competitive as current. This, together with several other green initiatives, as summarised in the written statement, was part of the wider programme of proposed actions arising from the work of the Environment and Climate Change Taskforce;

 

e.       congratulated the Building Control service on their recent award in the Local Authority Building Control (LABC) East Anglia Building Excellence Awards, which were held annually across the UK. The team was ‘Highly Commended’ for the Sybil Andrews Academy entry in the ‘Best Public Service or Educational Building’ category.  In addition, the Democratic Services Team had been shortlisted for Team of the Year by the Association of Democratic Services Officers (ADSO). The national association, which had members from numerous local authorities from across the UK, would announce the outcome at its virtual annual conference in November 2020;

 

f.       reported that the two Barley Homes developments in Haverhill were progressing well and the pipeline projects were satisfactorily moving forward too;

 

g.       stated that independent research had reported that through increased tourism, the West Suffolk local economy was boosted in 2019 by 4.5 percent from 2018. Due to the impacts of Covid-19, this was however, unlikely to be the case in 2020; and

 

h.       stated that lobbying was continuing on achieving fair funding for West Suffolk. Not only was the Council faced with the additional challenges created by Covid-19 but the Council was facing ongoing  ...  view the full minutes text for item 89.

90.

Public participation

Council Procedure Rules Section 6. Members of the public who live or work in the district may put questions about the work of the council or make statements on items on the agenda to members of the Cabinet or any committee.

 

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

 

Each person may ask one question or make one statement only. A total of five minutes will be allowed for the question to be put and answered or the statement made. If a question is raised, one supplementary question will be allowed provided that it arises directly from the reply and the overall time limit of five minutes is not exceeded.

 

If a statement is made, then the Chair may allow the Leader of the Council, or other member to whom they refer the matter, a right of reply.

 

As the meeting is taking place virtually, a person who wishes to speak must register by 9am on Monday 28 September 2020 to ensure that there is time to brief them on how they can speak at the meeting. This can be done by sending the request to democratic.services@westsuffolk.gov.uk or telephoning one of the numbers provided on the Public Information Sheet at the start of this agenda. Members of the public will either be set up as a ‘Guest Speaker’ or provided with a telephone number they can call when prompted to do so during the meeting to enable them to participate. If a member of the public cannot attend the meeting remotely, they may submit a written question or statement to Democratic Services by midday at the very latest on the day of the meeting and this will be read out on their behalf during the meeting.

Minutes:

No members of the public viewing the live broadcast had registered to speak.

91.

Referrals report of recommendations from Cabinet (Report number: COU/WS/20/008) pdf icon PDF 134 KB

Report number: COU/WS/20/013

 

A.      Referrals from Cabinet: 21 July 2020

 

There are no referrals emanating from the Cabinet meeting held on 21 July 2020.

 

B.      Referrals from Cabinet: 22 September 2020

 

(These referrals have been compiled before the meeting of Cabinet on 22 September 2020 and are based on the recommendations contained within each of the reports listed below.  Any amendments made by the Cabinet to the recommendations within these reports will be notified to members in advance of the meeting accordingly.)

 

1.       Annual Financial Resilience Report (2019-2020)

          Portfolio holder: Councillor Sarah Broughton

 

2.       Financial Resilience Report – June 2020

          Portfolio holder: Councillor Sarah Broughton

 

3.       West Suffolk Local Plan Draft Issues and Options documents – approval for public consultation

          Portfolio holder: Councillor David Roach

Additional documents:

Minutes:

Council considered the referrals report of recommendations from Cabinet, as contained within report number: COU/WS/20/008.

 

A.      Referrals from Cabinet: 21 July 2020

 

Members noted that there were no referrals emanating from the Cabinet meeting held on 21 July 2020.

 

B.      Referrals from Cabinet: 22 September 2020

 

Following the publication of the agenda and papers for the Cabinet meeting held on 22 September 2020, which took place before the meeting was held, the Chair confirmed that no changes had been made to the recommendations contained in the referral report.

 

1.      Annual Financial Resilience Report (2019-2020)

 

Approval was sought for the Annual Financial Resilience Report (2019-2020).

 

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

 

In response to a question regarding the recent cancellation of a Performance and Audit Scrutiny Committee (PASC) meeting, which was largely due to Ernst and Young, the external auditors being unable to produce its ‘2019-2020 Annual Results Report to those Charged with Governance’ report within the necessary timescale, Members were informed that it was disappointing. However, regular contact was being made with Ernst and Young regarding the current position and a report would be presented to the next PASC meeting on 19 November 2020 alongside its ‘Annual Audit Letter 2019-2020’.

 

On the motion of Councillor Broughton, seconded by Councillor Ian Houlder, it was put to the vote and with the vote being unanimous, it was

 

Resolved:

 

That the Annual Financial Resilience Report (2019-2020), as contained in Report number: FRS/WS/20/001, be approved.

 

2.      Financial Resilience Report (June 2020)

 

Approval was sought for the Financial Resilience Report for the first quarter of the 2020 financial year.

 

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

 

On the motion of Councillor Broughton, seconded by Councillor Sara Mildmay-White, it was put to the vote and with the vote being unanimous, it was

 

Resolved:

 

That the Financial Resilience Report (June 2020), as contained in Report number: FRS/WS/20/002, be approved.

 

 

3.      West Suffolk Local Plan Draft Issues and Options documents – approval for public consultation

 

Approval was sought for the West Suffolk Local Plan Issues and Options documents for public consultation.

 

The Local Plan was important in supporting delivery of the Council’s strategic priorities and essential for the continuation of an effective planning service.  In addition, the Planning and Compulsory Purchase Act, (2004), required local planning authorities to prepare and keep an up-to-date Local Plan.

 

The new West Suffolk Local Plan would plan for the period to 2040 which aligned with local plans being produced by neighbouring authorities. The Issues and Options Local Plan consultation was the first of several rounds of public consultation in the local plan preparation process.

 

The Issues and Options document had three main parts, namely:

 

Part one:     spatial vision

Part two:      local issues

Part three:   settlement profile

 

Each part was summarised in paragraph 2.3 of Report number: CAB/WS/20/057 (attached as Appendix 1 to the referrals report), with the full  ...  view the full minutes text for item 91.

92.

Appointment to the Guildhall Feoffment Trust

The Council appoints councillors to represent the Council on a wide range of outside bodies. At each Annual Meeting, the appointments are reviewed and the Monitoring Officer is delegated to appoint councillors to each body on the nomination of group leaders.

 

The Guildhall Feoffment Trust operates on a slightly different basis, in that trustees, once nominated are appointed for a term of four years (unless they resign beforehand). The Trust’s deeds also require that the nomination of trustees to represent West Suffolk Council must be determined at a meeting of the Council as a whole.

 

West Suffolk Council appoints three of the 17 trustees. Following the recent resignation of Mrs Patsy Warby a new nomination is sought to act as a West Suffolk appointed Trustee.

 

Council is therefore requested to make a nomination for a West Suffolk Council appointed trustee to the Guildhall Feoffment Trust for a term of four years.

 

Minutes:

Council considered a narrative item which sought an appointment to the Guildhall Feoffment Trust.

 

West Suffolk Council appointed three of the 17 trustees to the Guildhall Feoffment Trust. Following the recent resignation of Mrs Patsy Warby a new nomination was sought to act as a West Suffolk appointed trustee.

 

Councillor John Griffiths, Leader of the Council, drew relevant issues to the attention of Council, including recording his thanks to Patsy Warby, a councillor of the former St Edmundsbury Borough Council for her contribution to the Trust. Councillor Griffiths explained both he and Councillor Carol Bull presently represented West Suffolk Council on the Trust and that Councillor John Augustine had expressed an interest in filling the vacancy. He wished to formally nominate Councillor Augustine to the role and subject to approval, very much looked forward to working with him on the Trust. 

 

On the motion of Councillor Griffiths, seconded by Councillor Carol Bull, it was put to the vote and with the vote being 51 for the motion, 1 against and 3 abstentions, it was

 

          Resolved:

 

That Councillor John Augustine be appointed to the Guildhall Feoffment Trust to represent West Suffolk Council as one of three trustees for a term of four years.

 

(Councillor Diane Hind left the meeting at the conclusion of this item.)

93.

Any other urgent business

To consider any business, which by reason of special circumstances, should in the opinion of the Chair be considered at the meeting as a matter of urgency.

Minutes:

There were no matters of urgent business considered on this occasion.

 

94.

Conclusion

Minutes:

On conclusion of the meeting, the Chair thanked all present for their attendance at this virtual meeting of Council. The live broadcast subsequently ended at this point.

 

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