Agenda and minutes
Venue: Conference Chamber, West Suffolk House, Western Way, Bury St Edmunds, IP33 3YU
Contact: Claire Skoyles: Democratic Services Officer
Email: claire.skoyles@westsuffolk.gov.uk
Items
No. |
Item |
251. |
Remembrance
Minutes:
Before commencing business, all members were
asked to stand and observe a minute’s silence in remembrance
of former Forest Heath District Councillors Warwick Hirst and Alan
Chapman who had both sadly died recently. The Chair made a
statement of condolence, reflecting on the late Councillors’
contributions during their time on the Council.
|
252. |
Minutes PDF 166 KB
To confirm the minutes of the meeting held on
27 September 2022 (copy attached).
Minutes:
The minutes of the meeting held on 27
September 2022 were confirmed as a correct record and signed by the
Chair.
|
253. |
Chair's announcements PDF 131 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 27 September 2022 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 27 September
2022.
Attention was specifically drawn to the
various Remembrance events attended throughout the district by the
Chair.
|
254. |
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 Trevor Beckwith, Simon Brown, Jason Crooks, David
Nettleton, David Palmer, Karen Richardson, Clive Springett, Sarah
Stamp, Peter Thompson, Jim Thorndyke and Don Waldron.
Councillor Nick Wiseman was also unable to
attend the meeting.
|
255. |
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.
|
256. |
Leader's statement (Paper number: COU/WS/020) PDF 522 KB
Paper number: COU/WS/22/020
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.
Additional documents:
Minutes:
Councillor John Griffiths, Leader of the
Council, presented his Leader’s Statement as outlined in
paper number: COU/WS/22/020.
In his introductory remarks, Councillor
Griffiths:
a. Staff awards:
paid tribute to those that had been recognised during the virtual
annual staff awards event, and to all staff across the organisation
for their achievements as they continued to deliver for the people
of West Suffolk.
b. County Deal:
updated members on the latest position regarding the signing of a
formal agreement between Suffolk authorities for a ‘minded
to’ County Deal (Suffolk Devolution Deal).
c. Environment:
announced that for the second time, West Suffolk had been named
Regional Council of the Year in the Energy Efficient Association,
East of England Energy Efficiency Awards.
d. Helping the most
vulnerable: explained that acknowledging the challenges facing
communities and businesses, West Suffolk and its partners were
implementing a range of initiatives to help mitigate the impact of
the cost-of-living crisis and the current national economic
situation.
e. Winter
provision: with the agreement of the Chair, invited Councillor
Sara Mildmay-White, Portfolio Holder for Housing and Strategic
Health to update members on the Council’s winter provision
for those facing homelessness or were rough sleeping. This also
included an update on Havebury Housing
Association’s decision to sell the flats known as Goodfellows
in Bury St Edmunds and the associated implications of this.
The Leader responded to a range of questions
relating to:
a. Elected Leader of
Suffolk County Council: As part of the proposed Suffolk
Devolution Deal, a directly elected leader would be elected in
2024, ahead of the Suffolk County Council member elections in 2025.
The previous devolution deal mooted a few years ago had pursued a
model of governance that required a directly elected mayor. The
Government was committed to a single figure being directly
accountable to the electorate and whilst it had its own
implications, if approved, the present deal would offer better
governance arrangements removing a layer of bureaucracy that a
directly elected mayor would bring. Under the directly elected
leader model, the Suffolk partnership arrangements already in place
would be largely unaltered. The new devolution deal would empower
West Suffolk to be in an even stronger position, building on the
work already being achieved and would help to accelerate the vision
for even more prosperous, healthier and
greener district.
b. Voter ID: In the
context of reading reports in the national press regarding
electoral changes where it was reported that senior people in local
government had apparently asked ministers to delay the introduction
of Voter ID, Councillor Diane Hind asked
whether the Leader or West Suffolk Council had been involved in
requesting a delay in introducing Voter ID, and whether this would
in fact be the case.
c.
Civil
parking enforcement (CPE): In the context
of quoting from paragraph 36. of the Leader’s written
statement, where it states, ‘We introduced civil parking
enforcement after public support to help improve safety, reduce
pollution and traffic jams, grow the economy and make sure
emergency services get through’, ...
view the full minutes text for item 256.
|
257. |
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.
The Constitution allows that a person who
wishes to speak must register at least 15 minutes before the time
the meeting is scheduled to start.
We
urge anyone who
wishes to register to speak to notify Democratic
Services by 9am on the day of the meeting so that
advice can be given on the arrangements in place.
As an alternative to addressing
the meeting in person, written
questions may be submitted by members of
the public to the Monitoring Officer no
later than 10am on Monday 12 December 2022. The written
notification should detail the full
question to be asked at the meeting of the
Council.
Minutes:
The following member of the public spoke under
this agenda item:
1. Frank Stennett, a resident of the
district, made a statement in connection with:
a.
Agenda Item 8 – Report of the
Independent Remuneration Panel: Members’ Allowances
Scheme
b.
Agenda Item 7C3 – Cabinet Referral:
Western Way Project Review – December 2022
With the challenges facing residents with the
cost-of-living crisis, Mr Stennett felt
that an uplift in the members’ basic allowance was
inappropriate at the present time and urged members not to accept
the recommendation of the Independent Remuneration Panel.
Attention was then drawn to b. above where Mr
Stennett expressed a number of concerns with the proposals, namely the
proposed build costs; that he felt the development should proceed
on an alternative, more climate friendly, energy efficient site;
and that in the present economic climate against a backdrop of
rising interest rates, the project should be deferred until the
outlook regarding the national economic situation was more
encouraging.
Councillor John Griffiths, Leader of the
Council, duly responded to points raised in Mr Stennett’s statement accordingly. He then
invited Mr Stennett to remain in the
meeting to hear the debate on the two agenda items referred to
above where his points would be addressed in detail.
|
258. |
Referrals report of recommendations from Cabinet (Report number: COU/WS/22/021) PDF 336 KB
Report number: COU/WS/22/021
A. Referrals
from Cabinet: 18 October 2022
There are no referrals emanating from the
Cabinet meeting held on 18 October 2022.
B. Referrals
from Cabinet: 8 November 2022
1. West Suffolk
Statement of Licensing Policy
Portfolio
holder: Councillor Andy
Drummond
C. Referrals
from Cabinet: 6 December 2022
These referrals have been compiled before the
decisions have been taken by the Cabinet 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. Delivering a
Sustainable Medium Term
Budget
Portfolio
holder: Councillor Sarah
Broughton
2. Treasury Management
Report (September 2022)
Portfolio
holder: Councillor Sarah
Broughton
3. Western Way Project
Review – December 2022
Portfolio
holder: Councillor Joanna
Rayner
4.
West Suffolk Local Council Tax Reduction Scheme (LCTRS) 2023 to
2024
Portfolio
holder: Councillor Sarah
Broughton
5. Council Tax Base for
Tax Setting Purposes 2023 to 2024
Portfolio
holder: Councillor Sarah
Broughton
Additional documents:
Minutes:
Council considered the referrals report of
recommendations from Cabinet, as contained within report number:
COU/WS/22/021.
A.
Referrals from Cabinet: 18 October 2022
There were no referrals from Cabinet emanating
from the meeting held on 18 October 2022.
B.
Referrals from Cabinet: 8 November 2022
1. West Suffolk
Statement of Licensing Policy
Approval was sought for a
revised West Suffolk Statement of Licensing Policy to cover the
period 2022 to 2027.
The Licensing Act 2003 required a licensing
authority to prepare and publish a statement of its licensing
policy at least every five years. The policy must be kept under
review during the five-year period and the licensing authority may
make any revisions as it considered appropriate, such as those
relating to feedback from the local community on whether the
licensing objectives were being met, so it continued to be relevant
and fit for purpose throughout the relevant time period.
As set out in section 1.5 of the referral
report, the proposed substantive changes to the statement were
minimal and they were primarily dictated by changes in guidance and
legislation.
Members noted that there was a statutory duty
to undertake a consultation to gauge impact and opinion among key
stakeholders. This was held between 21 June and 22 July 2022.
Further details of the consultation and the three responses
received were set out in section 4 and 5 of the Cabinet report
(Report number: CAB/WS/22/060), and Appendix A attached to that
report. No comments received resulted in necessary changes to the
Statement of Licensing Policy.
Councillor Andy Drummond,
Portfolio Holder for Regulatory and Environment, drew relevant
issues to the attention of Council.
On the motion of Councillor Drummond, seconded
by Councillor Robert Everitt, it was put to the vote and with the
vote being 49 for the motion, none against and one abstention, it
was
Resolved:
That the revised
West Suffolk Statement of Licensing Policy 2022 to 2027, as
contained in Appendix B to Report number: CAB/WS/22/060, be
adopted.
C.
Referrals from Cabinet: 6 December 2022
Following the publication of the agenda and
papers for this meeting, which took place before the Cabinet
meeting was held on 6 December 2022, the Chair confirmed that no
changes had been made to the recommendations contained in the
referral report.
1. Delivering a Sustainable
Medium Term Budget
Approval was sought for proposals for
inclusion in the medium-term financial plans.
On 17 November 2022, the Performance and Audit
Scrutiny Committee (PASC) considered proposals for delivering a
sustainable balanced budget for 2023 to 2024 and for developing the
medium-term plans. This included a number of key
budget assumptions proposed and the rationale behind those
assumptions, as set out in section 2 and Table 1 of Report
number: PAS/WS/22/021.
The recommendations, which had been endorsed
by Cabinet on 6 December 2022, were now presented for approval by
Council. These, together with any further recommendations emanating
from PASC and Cabinet in the coming weeks, would be incorporated
into the budget setting process, the composite report for which
would ...
view the full minutes text for item 258.
|
259. |
Report of the Independent Remuneration Panel: Members' Allowances Scheme (Report number: COU/WS/22/022) PDF 182 KB
Report number: COU/WS/22/022
Additional documents:
Minutes:
Council considered this report, which
presented a recommendation of the Independent Remuneration Panel
following its consideration of whether to recommend an uplift in
the members’ basic allowance.
Local authorities were required
by the Local Authorities (Members' Allowances) (England)
Regulations 2003 (the Regulations) to establish and maintain an
independent remuneration panel to make recommendations on the level
of basic and special responsibility allowances and associated
matters that were paid to councillors.
In February 2020 Council
approved the Members’ Allowances Scheme (the Scheme) which
could be found under Part 6 of the Constitution (Appendix 1
attached to the report). Paragraph 2.2 of the Scheme provided
‘The sum of £6,291.71 shall be uplifted each year by
the same rate as the Annual Pay Award provided to the majority of Council staff. Should this be 3% or
higher, then the Remuneration Panel should consider the level of
increase and make recommendations to the Council
accordingly.’
The Local Government Services
Pay Agreement 2022 to 2023 was reached on 1 November 2022 and
implemented from 1 April 2022 resulting in the sum of £1,925
per annum being added to all payscales
agreed under the terms of conditions of the National Joint Council
(NJC). The mean average of this increase across all NJC pay grades
was 6.9 percent. Accordingly, the
Independent Remuneration Panel (IRP) was required to consider the
level of increase to members allowances and make a recommendation
to Council.
The IRP met on 24 November 2022
and considered it appropriate for the members’ basic
allowance to be uplifted by 6.9 percent to £6,725.83 being
the mean average of the Annual Pay Award for staff, with effect
from 1 April 2022. This uplift would also affect the Special
Responsibility Allowances (SRAs), which were calculated as multiple
factors of the basic allowance, as set out in Appendix 2. If
approved, this would create an additional budget impact of
£37,147. The IRP’s rationale for recommending this
uplift was set out in section 2 of the report.
Unfortunately, Richard Cooper,
Chair of the Independent Remuneration Panel was unable to attend
the meeting, therefore in his absence, the Monitoring Officer read
out a statement on his behalf, which primarily set out the
IRP’s rationale in reaching its decision to recommend that
provided in the report.
The Chair called upon
Councillor Carol Bull, Portfolio Holder for Governance to speak on
the item. She duly thanked Richard Cooper and the IRP for the work
undertaken on this matter. However, whilst the IRP’s
rationale for its recommendation was understood, she and members of
the Conservative Group, felt this could not be accepted,
particularly in the current economic climate. Councillor Bull
subsequently proposed an alternative motion as follows:
“I would like to thank
the panel for their work; however, we have reviewed this as an
administration and my proposal is to defer any uplift in the basic
allowance for members until the Members’ Allowances Scheme is
reviewed in full, which will be next year (2023) as the existing
scheme expires in February ...
view the full minutes text for item 259.
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260. |
West Suffolk Council Constitution: non-executive licensing functions (Report number: COU/WS/22/023) PDF 226 KB
Report number: COU/WS/22/023
Minutes:
Council considered this report, which sought
approval for proposed changes to the Constitution in connection
with non-executive licensing functions.
The Constitution Review Group (CRG)
periodically assessed potential changes to the Constitution and met
on the 30 November 2022 to consider two areas recommended for
amendment, both being non-executive licensing functions which could
be found in Part 3, Section 2 of the Constitution under B -
Licensing:
a. Membership and
meeting arrangements
b. Delegation of
functions
The CRG considered it appropriate to align the
training requirements for members of the Licensing
and Regulatory (L&R) Committee with those for members of the
Council’s other statutory committee, the Development Control
Committee (DCC).
The West Suffolk Licensing Code of Practice,
which could be found in Part 5e of the Constitution expanded the
training requirement for members of the Licensing and Regulatory
Committee and was stated in full under paragraph 1.6 of the
report.
Although the training was mandatory, there was
no requirement for untrained members to step down as a member of
the L&R Committee which had resulted in untrained members
remaining on the committee but unable to be appointed to any
hearing by a sub-committee. The change would mean
that members of the L&R Committee would be unable to sit on the
Committee if they had not completed the compulsory training
requirements set out in the West Suffolk Licensing Code of
Practice, and this would align with the training requirements for
those sitting on DCC.
It was also considered appropriate to amend
the wording of paragraph 3.2 (Delegation of Functions) of the
aforementioned section of the
Constitution, to that set out in paragraph 2.1 of the report. This
would provide additional flexibility within the Constitution to
allow the Director for HR, Governance and Regulatory to consult
with another trained member of the L&R Committee where the
Chair or Vice Chair may be unavailable.
Councillor Carol Bull, Portfolio Holder for
Governance, drew relevant issues to the attention of Council.
On the motion of Councillor Bull, seconded by
Councillor Sara Mildmay-White, it was put to the vote and with the
vote being 45 for the motion, none against and one abstention, it
was
Resolved:
That Part 3, Section 2 – Responsibility for Council
(Non Executive) Functions - Part B
(Licensing) of the Constitution be amended to:
1. align the training
requirements for members of the Licensing and Regulatory Committee
with those for members of the Development Control Committee such
that members of the Licensing and Regulatory Committee will be
unable to sit on the Committee if they have not completed the
compulsory training requirements set out in the West Suffolk
Licensing Code of Practice.
2. Change the wording
under paragraph 3.2 (Delegation of Functions) of the aforementioned section of the Constitution to that
set out within the paragraph 2.1 of Report number:
COU/WS/22/023.
(Councillor Paul Hopfensperger left the
meeting at the conclusion of this item.)
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261. |
Interim polling places review 2022 (Report number: COU/WS/22/024) PDF 139 KB
Report number: COU/WS/22/024
Additional documents:
Minutes:
Council considered this report, which sought
approval for an interim review of polling places in the district to
be undertaken.
The Elections Act 2022 introduced changes
which impacted the voting process at polling stations and as a
result the Electoral Services Team had undertaken an audit of
polling station facilities to make sure they complied.
The feedback gathered had identified some
polling stations which were not available on 4 May 2023 and some
polling stations which did not provide electors with reasonable
facilities for voting or were not accessible to electors who were
disabled. The list of polling stations was included at Appendix A
attached to the report.
As a result, an interim polling places review was
required and would be focussed only on changes to the polling
scheme where venues were no longer available or suitable. The aims
of this tailored review, which would be undertaken in accordance
with the timetable summarised in paragraph 2.1, would be
to:
·
Seek to ensure that all electors had
reasonable facilities for voting as were practicable in the
circumstances; and
·
Ensure that so far as was reasonable and practicable, every polling
place was accessible to electors who had a disability.
Given the relatively short timescales involved
with preparing for the May 2023 elections, authorisation was also
sought to enable the Returning Officer to approve the amended
scheme of polling places. This would be undertaken following the
completion of a thorough process set out in paragraph 2.3.
Councillor Carol Bull, Portfolio Holder for
Governance, drew relevant issues to the attention of Council, which
included responding to the following questions raised:
·
that portacabins were no longer used as polling stations
·
it was a legal requirement to ensure disabled access was provided
at all polling stations. Discussions would be held with parish
councils where their expertise was required to ensure premises
designated as a polling station provided the appropriate access and
facilities for all disabled people entitled to vote within their
parishes.
On the motion of Councillor Bull, seconded by
Councillor John Burns, it was put to the vote and with the vote
being 45 for the motion, none against and no abstentions, it
was
Resolved: That
1. The
commencement of an interim review of polling places, as set out in
section 2 of Report number: COU/WS/22/024, be agreed.
2. The
Chief Executive, as Returning Officer, be authorised to approve the
amended scheme of polling places, following consultation on
proposals with electors and other interested persons and bodies,
including elected representatives and those with expertise in
relation to access to premises or facilities for disabled
people.
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262. |
Motion on notice
Under section nine of the Council Procedure
Rules, Councillor Julia Wakelam has given notice of a motion, as
set out below:
“Council is
asked to note:
1.
That there is growing evidence that glyphosate is a higher
health risk than previously assumed. In
2015 the World Health Organisation identified it as ‘probably
carcinogenic to humans’. A 2019
study found the use of Roundup increased the risk of
Non-Hodgkin’s Lymphoma by 41 percent.
2.
A 2018 study found that glyphosate, the most used
agricultural chemical ever, may be contributing to the global
decline in bees and other pollinators, both by poisoning them and
through loss of habitat.
3.
Glyphosate, and other pesticides, impact on the environment more
generally by decreasing biodiversity
4.
Council should also acknowledge the work of the Environment and
Climate Change Task Force in this connection. However, over 30 local authorities in Britain have
already decided to ban the use of glyphosate from all their own
operations and this Council should take immediate steps to do
likewise.
In light of this,
Council resolves to ask the officers to follow the precautionary
principle and:
1.
Pledge to stop the use of glyphosate completely from all its
in-house operations (including in Parks and the streetscene) by
April 2023 without increasing the use of other chemical
weedkillers. If thought absolutely necessary, an exception could be
granted regarding the control of Japanese knotweed, or other
specified invasive species, where there are currently no effective
mechanical techniques available. However, in this case glyphosate
will be sparingly sprayed in the case of young soft growth and
otherwise it will be stem-injected, rather than sprayed, to reduce
its spread in the environment. A Register, open to Members, shall
be kept of all areas where glyphosate is used and this will be
reported on in the annual Environmental Statement
2.
Officers are instructed not to spray round trees and in other
public areas in spring and autumn 2023.
If thought absolutely necessary, then weeds round trees could be
removed by other, non chemical, means but ideally they should be
left to promote biodiversity.
3.
Early in 2023, officers will embark upon a publicity and
awareness campaign explaining why the spring and autumn sprays will
not take place and highlighting the benefits to human health and
biodiversity of not spraying. Officers
will provide template responses for councillors to respond to
residents to assist this campaign.”
It has been previously indicated that the
motion will be seconded by Councillor Joe Mason.
Paragraphs 9.6 to 9.11
of the Council Procedure Rules states:
‘Each member may put one
motion on notice at each Council meeting. A maximum of three motions may be considered at
each Council meeting unless the Chair agrees, by virtue of special
urgency, that additional motions may be considered. Any motions
that cannot be considered at the meeting will be deferred for
consideration at a future meeting of Council.
The motion on notice can be
moved and seconded at the meeting by any member. If the ... view
the full agenda text for item 262.
Minutes:
Under section nine of the Council Procedure
Rules detailed in the Constitution, Council had been given written
notice of a motion submitted by Councillor Julia Wakelam, as set
out in the agenda accordingly.
The Chair called upon Councillor Wakelam to
introduce and move the motion. Councillor Wakelam drew attention to
a number of issues relating to the adverse impact that glyphosate,
and other pesticides were having on the environment by decreasing
biodiversity. By implementing the measures proposed in the motion,
she felt the Council would be making a very real contribution to
improving the environment and promoting biodiversity. She urged
members to support the motion, which was duly seconded by
Councillor Joe Mason.
The Chair opened the debate and an amendment
to the substantive motion was immediately proposed by Councillor
Rachel Hood, Chair of the former Environment and Climate Change
Taskforce. Councillor Hood highlighted that this was a matter the
Taskforce had discussed at length and was included in the
Taskforce’s action plan adopted by Cabinet. Emphasis was
placed on the fact that a motion was not required to commit to
something that was already being done as the Taskforce, and
subsequently Cabinet had been very clear that the Council needed to
end the use of glyphosate but a viable alternative also needed to
be sought. Officers had been testing alternatives and, as announced
in the press last week, the Council would be ceasing use of
glyphosate for all but the most resistant weeds from 2023.
The amendment was as follows as shown by
strikethrough of text in the original motion and bold text to show
the amended text. The amendment to the substantive motion, which
was duly seconded by Councillor Joe Mason, was read out in full by
the Monitoring Officer to all persons present:
“Council is asked to note:
1. That there is
growing evidence that glyphosate is a higher health risk than
previously assumed. In 2015 the World Health Organisation
identified it as ‘probably carcinogenic to humans’. A
2019 study found the use of Roundup increased the risk of
Non-Hodgkin’s Lymphoma by 41 percent.
2. A 2018 study found
that glyphosate, the most used agricultural chemical ever, may be
contributing to the global decline in bees and other pollinators,
both by poisoning them and through loss of habitat.
3. Glyphosate, and
other pesticides, impact on the environment more generally by
decreasing biodiversity.
4. Council should also
acknowledge the work of the Environment and Climate Change Task
Force in this connection. However, over 30 local authorities in
Britain have already decided to ban the use of glyphosate from all
their own operations and this Council should take immediate steps
to do likewise.
In light of this,
Councilresolves to ask the officers to
follow the precautionary principle and:is asked to note the following action is already committed to by
the Portfolio Holder and Cabinet:
1. Pledge to stop the
use of glyphosate completely from all its in-house operations
(including in Parks and the streetscene) by April 2023
... view
the full minutes text for item 262.
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263. |
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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In this section
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