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 |
106. |
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.
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107. |
Remembrance
Minutes:
Before commencing business, all members were
asked to ensure their microphones were muted and observe a
minute’s silence in remembrance of Councillor Jim Meikle who
had sadly died recently. A statement of condolence was given by
Councillor Ian Shipp, reflecting Councillor Meikle’s
contribution during his time on the Council.
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108. |
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.
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109. |
Minutes PDF 203 KB
To confirm the minutes of the meeting held on
15 December 2020 (copy attached).
Minutes:
The minutes of the meeting held on 15 December
2020 were confirmed as a correct record.
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110. |
Chair's announcements PDF 61 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 15 December 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 15 December 2020.
The Chair drew attention to the virtual event
of RAF Lakenheath that he had recently attended, together with a
similar virtual event held by RAF Mildenhall where representatives
of Suffolk and Norfolk county and district councils had been in
attendance.
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111. |
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 Michael Anderson and Lisa Ingwall-King.
The Chair paid tribute to Councillor
Ingwall-King who was currently unwell. Members joined the Chair in
wishing her the very best with her recovery.
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112. |
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.
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113. |
Leader's statement (paper number: COU/WS/21/001) PDF 237 KB
Paper number: COU/WS/21/001
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/21/001.
In his introductory remarks:
a. Councillor Jim
Meikle: In addition to the tribute message that had previously
been circulated to members, and the letter of condolence that had
been sent to his family, Councillor Griffiths paid further tribute
to the late Councillor Meikle.
b. Thanks:
Councillor Griffiths once again placed his thanks on record to all
staff and members of West Suffolk Council for their sterling work
over the past year. He specifically acknowledged their exemplary
efforts for supporting businesses and communities during the
Covid-19 crisis, while continuing to deliver services.
c. Covid-19:
Councillor Griffiths highlighted West Suffolk’s role within
the Covid-19 vaccination and testing programme, including that a
site in Brandon was now being utilised as a testing centre. The
Council was continuing to support vulnerable persons through the
Home But Not Alone initiative and individual ward members were
heavily involved in local initiatives to support those in need
within respective wards. Councillor Griffiths then provided a
synopsis of the financial support provided to eligible local
businesses from the various Government business support grants that
were currently being administered by the Council.
d. Budget:
Councillor Griffiths drew attention to the budget for 2021 to 2022
and the proposed plans for the medium term, which was due to be
considered later in the agenda. With partners, the Council would
support recovery from the impacts of Covid-19 in West Suffolk,
including taking the recent decision to again defer the
implementation of the previously approved increases to car parking
charges that had originally been due to take effect from 1 April
2020. Members were however, mindful that the Council needed to
generate much needed income to provide vital services and ensure
that West Suffolk continued to remain an attractive place to live,
work and visit. He paid tribute to officers and members for the
enormous amount of work involved in achieving a balanced budget for
2021 to 2022, particularly in such difficult and challenging
times.
e. Environment:
Councillor Griffiths reported on the grants recently secured for
West Suffolk which, working with partners, would assist local
householders in making energy efficiency measures.
(In the interests of maintaining openness and
transparency, Councillor Paul Hopfensperger wished to declare that
he was a small business owner in Bury St Edmunds as his question
related to a matter in connection with this.)
The Leader responded to the following question
from Councillor Paul Hopfensperger relating to:
a. Brexit
support: Whether anything was being
done by West Suffolk Council to highlight to Government the issues,
challenges and difficulties faced by small businesses following the
UK’s exit from the European Union. Councillor Griffiths
stated that the Council’s Economic Development team were
working with, amongst others, partners in the Chamber of Commerce,
the New Anglia Local Enterprise Partnership and Suffolk Public
Sector Leaders regarding this issue. He referred the matter to
Councillor Susan Glossop, Portfolio Holder for Growth who
reiterated Councillor Griffiths’ statement ...
view the full minutes text for item 113.
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114. |
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 22
February 2021 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:
Frank Stennett of an address located
within the district, a member of the public, had registered to
speak under this agenda item; however, Mr Stennett was unfortunately unable to attend the
meeting and a member of the Democratic Services Team read out his
written statement on his behalf:
Mr Stennett’s statement was in connection
with a range of issues which included promoting environmental
initiatives and technologies as well as suggesting ways for
attracting people to the high streets and markets within the
district’s towns.
Mr Stennett ended
his statement by asking whether the Overview and Scrutiny Committee
could be commissioned to investigate residents’ parking,
parking charges and market traders’ fees in the light of
Covid-19, stimulating the town centres before any fee increases
would be implemented.
In response, Councillor John Griffiths, Leader
of the Council, firstly thanked Mr Stennett for his statement and indicated that he
would confirm his reply in writing.
In reply to the specific question, Councillor
Griffiths stated that:
·
In respect of car parking charges, the Council had taken the
decision to once again defer the
increase in charges that had been approved for
implementation from 1 April 2020. These increases and schemes (such
as ‘Free from 3’), which were now being kept under
review, were originally developed and
recommended by the Overview and Scrutiny Committee.
·
The subject of Markets was already on the forward work programme of
the Overview and Scrutiny Committee, and that Councillor Griffiths
was looking forward to any conclusions and recommendations the
Committee may reach.
·
Finally, the Council with its partners, would now be turning their
attention to how West Suffolk would successfully plot their own
Covid-19 recovery plan now that the Government had announced its
roadmap out of England’s current lockdown. This would include
the future of the district’s town centres.
As Mr Stennett was
not in attendance within the virtual meeting itself and was
anticipated to be viewing the livestream instead, there was no
opportunity for a supplementary question to be asked arising
directly from the reply.
No other members of the public had registered
to speak under this item.
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115. |
Referrals report of recommendations from Cabinet (Report number: COU/WS/21/002 PDF 135 KB
Report number: COU/WS/21/002
A. Referrals
from Cabinet: 9 February 2021
1. Delivering a
Sustainable Medium-Term Budget
Portfolio holder: Councillor Sarah
Broughton
(The recommendations emanating
from this item have been incorporated into
the main budget setting report due to be considered later on this
Council agenda at Agenda Item 8. No decision is therefore required at this
stage.)
2.
Financial Resilience Report: December 2020
Portfolio holder: Councillor Sarah
Broughton
3.
Financial Resilience - Strategy Statement 2021 to 2022 and Treasury
Management Code of Practice
Portfolio holder: Councillor Sarah
Broughton
4.
Budget and Council Tax Setting 2021 to 2022 and Medium Term
Financial Strategy 2021 to 2025
Portfolio holder: Councillor Sarah
Broughton
(The recommendations emanating
from this item have been incorporated into
the main budget setting report due to be considered later on this
Council agenda at Agenda Item 8. No decision is therefore required at this
stage.)
Minutes:
Council considered the referrals report of
recommendations from Cabinet, as contained within report number:
COU/WS/21/002.
A.
Referrals from Cabinet: 9 February 2021
1. Delivering a
Sustainable Medium-Term Budget
The recommendations emanating from this item
had been incorporated into the main budget setting report due to be
considered later on the agenda at Item 8. No decision was therefore
required at this stage.
2. Financial Resilience:
December 2020
Approval was sought for the Financial
Resilience Report for the third quarter of the 2020 to 2021
financial year from 1 April 2020 to 31 December 2020.
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 Clive Springett, it was put to the vote and
with the vote being 58 for the motion, none against and one
abstention, it was
Resolved:
That the Financial
Resilience Report (December 2020), as contained in Report number:
FRS/WS/21/001, be approved.
3. Financial
Resilience - Strategy Statement 2021 to 2022 and Treasury
Management Code of Practice
Approval was sought for the
Financial Resilience Strategy Statement 2021 to 2022 and the
Treasury Management Code of Practice.
Councillor Sarah
Broughton, Portfolio Holder for Resources and Performance, drew
relevant issues to the attention of Council, including that
the Chartered Institute of Public Finance and
Accountancy’s (CIPFA) Treasury Management Code of Practice
required that, prior to the start of the financial year the Council
should formally approve a Treasury Management Policy Statement and
Investment Strategy, setting out the Council’s treasury
management policy and strategy for the forthcoming year.
The Treasury Management
Strategy Statement 2021 to 2022 was attached as Appendix 1 to
Report number: FRS/WS/21/002, and the Treasury Management Code of
Practice attached as Appendix 2.
The report also included additional supporting
information on treasury advisors; borrowing strategy; investment
strategy counterparty ratings and interest rate projections.
On the motion of Councillor Broughton,
seconded by Councillor Andrew Smith, it was put to the vote and
with the vote being 57 for the motion, two against and no
abstentions, it was
Resolved:
That:
1.
the Financial Resilience Strategy Statement 2021 to
2022 as set out in Appendix 1 to Report number: FRS/WS/21/002, be
approved; and
2. the
Treasury Management Code of Practice, as set out in Appendix 2 to
Report number: FRS/WS/21/002, be approved.
4. Budget and Council Tax
Setting 2021 to 2022 and Medium-Term Financial Strategy 2021 to
2025
Similarly with the first Cabinet referral
outlined above, the recommendations emanating from this item had
been incorporated into the main budget setting report due to be
considered next on the agenda at Item 8. No decision was therefore
required at this stage.
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116. |
Budget and Council Tax Setting 2021 to 2022 and Medium Term Financial Strategy 2021 to 2025 (Report number: COU/WS/21/003) PDF 288 KB
Report number: COU/WS/21/003
Additional documents:
Minutes:
Council considered the above report, which
presented the proposals for Budget and Council Tax Setting in 2021
to 2022 and the Medium Term Financial Strategy (MTFS) 2021 to
2025.
The 2021 to 2022 budget had been prepared in
the context of not only the significant challenges facing local
government, such as reductions in national funding streams, but
also a national and worldwide Covid-19 pandemic. Since the outbreak
of Covid-19 in the UK, a number of events had occurred which had
had a significant impact on all local government, including West
Suffolk Council’s financial position in the current financial
year and these were expected to continue into 2021 to 2022. Some of
these had been restrictions imposed by Government which would
continue to affect the Council’s investments, assets and
services; and other events had been announcements of Government
financial support.
The Council had played a vital role in
responding to the pandemic, in supporting businesses and
communities for example, as well as running essential services
during challenging conditions. Further details were provided in
section 1 of the report, including the impact of Covid-19 on the
Council’s financial position which would not be fully known
for a significant time.
The medium term plans had also
been prepared in the context of significant uncertainties around
Government policy, examples of which were contained in section 1.8
of the report, while continuing to acknowledge the economic impact,
challenges, uncertainties and unknowns of the Covid-19
pandemic.
Councils nationally were
expected to achieve a balanced budget through savings and producing
local income to fund services due to reduced Government funding.
This year, as a one off to assist with the expected continued
impact of Covid-19, the Council would see an increase in funding
from the Government. However, members
noted this would not completely neutralise the impact expected from
the pandemic. Nor would it address the financial challenges that
already existed for local government following a decade of funding
reductions and increases in the demand for services such as housing
and homelessness support.
Despite this and the additional
pressures presented by Covid-19, through prudent budgeting, a
review of the Council’s vacant posts, investment as well as
transformation, West Suffolk Council was in a good financial
position. However, while this meant a balanced budget could be set
for 2021 to 2022 there were gaps to be met in later years, as set
out in the report.
Members considered the
report in detail, which included the following issues for securing
a balanced budget for 2021 to 2022 and plans for the medium term
from 2021 to 2025, together with corresponding detailed
appendices:
Section 1:
Background and context, which included reference to the
Council’s ‘Investing in our growth agenda’ and
the proposed transformation of West Suffolk Council
Section 2:
Provisional Local Government Finance Settlement, which included
reference to the Revenue Support Grant and Rural Services Delivery
Grant; the new Lower Tier Services Grant; the future of New Homes
Bonus; the homelessness and rough sleeping funding allocation;
Covid-19 support funding; funding from
...
view the full minutes text for item 116.
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117. |
West Suffolk Planning Code of Practice (Report number: COU/WS/21/004) PDF 115 KB
Report number: COU/WS/21/004
Additional documents:
Minutes:
Council considered the above report, which
sought approval for a revised West Suffolk Planning Code of
Practice.
In developing the West Suffolk Council
Constitution, the Shadow West Suffolk Council agreed a Planning
Code of Practice. The Code of Practice operated alongside the Code
of Conduct, providing guidance to all members on how they should
act in relation to planning applications in their own ward, and
provided additional guidance to members of the Development Control
Committee on the steps they should take to ensure planning
applications were made in a fair, consistent and transparent
manner.
A report issued by Transparency International
in August 2020 highlighted potential risks to the planning system
and encouraged authorities to adopt a range of best practice
recommendations to reduce the risks of conflict when dealing with
planning applications. In addition, incidents reported within
recent caselaw placed emphasis on steps that should be taken to
avoid potential conflicts for those members who had led on
development proposals. With officer guidance, this prompted the
Constitution Review Group to take the opportunity to review and
update the existing Planning Code of Practice for West
Suffolk.
Councillor Carol Bull, Portfolio Holder for
Governance, drew relevant issues to the attention of Council,
including responding to the following questions:
a. That a presentation
on the new Code of Practice could be given to members of the
Development Control Committee in the near
future
b. Where officers made
planning decisions under delegated authority, these were made in
accordance with the officers’ Code of Conduct contained in
the Constitution.
c. Residents could
report planning concerns to their respective ward members, who
could then take these forward on their
behalf, as appropriate.
On the motion of Councillor Bull, seconded by
Councillor Andrew Smith, it was put to the vote and with the vote
being 57 for the motion, none against and one abstention, it
was
Resolved:
That
the revised Planning Code of Practice, as contained in Appendix A
to Report number: COU/WS/21/004, be approved for inclusion in the
West Suffolk Council Constitution.
(Councillor Mary Evans left the
meeting during the consideration of this item and therefore did not
vote.)
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118. |
Calendar of Meetings 2021 to 2022 (Report number: COU/WS/21/005) PDF 117 KB
Report number: COU/WS/21/005
Additional documents:
Minutes:
Council considered the above report, which
sought approval for the proposed calendar of meetings for West
Suffolk Council in 2021 to 2022.
Councillor Carol Bull, Portfolio Holder for
Governance, drew relevant issues to the attention of Council,
including that largely due to the uncertainties around the Covid-19
situation which had impacted on the ability to convene meetings in
person, no venues had been stipulated on the calendar at present.
In addition, a flexible approach was required to be taken in
respect of when the Council offices at College Heath Road would be
vacated. New office and meeting accommodation would then be
provided in the Mildenhall Hub which was due to open in phases
later in 2021.
Other specific changes proposed to previous
years’ calendar of meetings, as set out in Section 2 of the
report were also noted.
On the motion of Councillor Bull, seconded by
Councillor Sara Mildmay-White, it was put to the vote and with the
vote being unanimous, it was
Resolved:
That
the Calendar of Meetings 2021 to 2022, as attached at Appendix A to
Report number: COU/WS/21/005, be approved.
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119. |
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.
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120. |
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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In this section
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