Agenda for Council on Tuesday 21 February 2023, 7.00 pm

Agenda and minutes

Venue: Conference Chamber, West Suffolk House, Western Way, Bury St Edmunds, IP33 3YU

Contact: Claire Skoyles: Democratic Services Officer  Email: democratic.services@westsuffolk.gov.uk

Items
No. Item

264.

Minutes pdf icon PDF 444 KB

To confirm the minutes of the meeting held on 13 December 2022 (copy attached).

 

Minutes:

The minutes of the meeting held on 13 December 2022 were confirmed as a correct record and signed by the Chair.

265.

Chair's announcements pdf icon PDF 108 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 13 December 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 13 December 2022.

 

Attention was drawn to a number of events, as outlined in the paper attached to the agenda.

 

266.

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, Trevor Beckwith, Mick Bradshaw, Max Clarke, Rachel Hood, David Nettleton and Cliff Waterman.

267.

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.

268.

Leader's statement (Paper number: COU/WS/23/001) pdf icon PDF 116 KB

Paper number: COU/WS/23/001 attached.On this occasion, an additional document ‘West Suffolk – The Story So Far’ will be circulated to members separately by email and will be published alongside the Leader’s Statement here prior to the meeting. 

 

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/23/001. On this occasion, an additional document ‘West Suffolk – The story so far’ was circulated to members separately by email and published alongside the Leader’s Statement prior to the meeting. 

 

In his introductory remarks, Councillor Griffiths:

 

a.       Tributes: acknowledged the tragedies caused to the people of Turkey and Syria following the impact of the devastating earthquakes in these countries. Recognition was also given to the fact that on 24 February 2023, this would mark the first anniversary of the Russian Invasion of Ukraine. West Suffolk would continue to play its part in helping people that were fleeing from this war torn country.

 

b.       West Suffolk – ‘The story so far’: made reference to the additional document that accompanied the written Leader’s Statement and outlined a number of the achievements made over the last four years since West Suffolk Council came into existence.

 

c.       Suffolk Public Sector Leaders: reported that a £1.5 million Supported Food Network initiative had been agreed to support people across the county with the cost-of-living challenges. Working with new and existing food outlets, including food banks, more stock would be provided to ensure a range of enhanced support was available to meet local needs.  In addition, £175,000 funding had been agreed to support vital initiatives to tackle and prevent rough sleeping across Suffolk.

 

d.       Improving housing and supply: reported on two new initiatives to improve private housing conditions as well as increasing the number of affordable homes across Suffolk. Suffolk’s district and borough councils had secured £2.2 million of Government Private Rented Sector Pathfinder Programme funding over two years, which would be used to improve the standard of private rented homes in the county. To complement this work, the Suffolk Housing Board had been awarded £20,000 from the Local Government Association Housing Advisor Programme. 

 

e.       Screen Suffolk: reported that all local councils had signed a new five year contract with Screen Suffolk. It was estimated that the positive economic impact for Suffolk was £14.5 million since the company began its service in the county in 2016.

 

f.       Market Thoroughfare: was pleased to announce that the vastly improved, Market Thoroughfare in Bury St Edmunds was due to open on 22 February 2023. This scheme was part of the town centre masterplan to deliver a wider pedestrian link while keeping the frontage of The Old Post Office.

 

 

The Leader responded to a range of questions relating to:

 

a.       Emergency planning: that he was not aware of apparent proposals by the US Government to return NATO nuclear weapons to RAF Lakenheath, and as such he had not received any recent guidance from Government ministers or the Ministry of Defence as to the actions this Council should take in the event of incidences involving NATO weapons. The US Government was not obliged to consult with the Council regarding its potential plans; however, should any information relating to this matter be forthcoming, it would be  ...  view the full minutes text for item 268.

269.

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 20 February 2023. The written notification should detail the full question to be asked at the meeting of the Council.

Minutes:

The following members of the public spoke under this agenda item:

 

1. Richard O’Driscoll, a resident of the district, asked a question in connection with the £300,000 one-off allocation to Abbeycroft Leisure (subject to approval of the budget for 2023/2024) to assist them through their current financial pressures; however, he felt that this would still result in job losses and rising prices. He stated that it could cost £27 for a family of four to swim and asked whether it was now time for the Council to restore a regular annual grant to provide long term security and to ‘make sport for all’ a reality by bringing the cost of leisure down.

 

In response, Councillor Joanna Rayner, Portfolio Holder for Leisure, Culture and Community Hubs, stated that the ‘regular grant’ or management fee the Council had paid to Abbeycroft had reduced to zero from next year. This was as a result of the multi-million pound investment the Council had put into its leisure estate over the last six years. Councillor Rayner provided details of the benefits achieved across the district as a result of the investment.

 

As a valuable partner, Councillor Rayner reiterated the support the Council had provided to Abbeycroft during the pandemic and the current challenges it now faced; however, it also expected them to be an efficient well run business (as they are) so the Council could be confident that tax payers money was put to good use. As a social enterprise, any profit made must support their community objectives.

 

Before concluding her reply by explaining other beneficial services provided by Abbeycroft to support those on low incomes; the impact of the significant increase in costs to run leisure centres with swimming pools; and the health and well-being benefits that leisure facilities provided, Councillor Rayner informed Mr O’Driscoll and those present that:

 

a.       The Council’s intervention had averted job losses.  If the Council had not stepped in with financial support significant job losses would have potentially been a possibility as pools would have had to close (albeit temporarily). 

 

b.       A family swim at Bury St Edmunds costed £18.50, not £27 and for those residents who had a loyalty card (that costed £4 for a year) that cost reduced to £17.50.  Councillor Rayner reiterated that there were not many activities you could do as a family for less than £20.   

 

2. Nigel Wolstenholme, Chairman of the Bury St Edmunds branch of the Royal British Legion (RBL) highlighted an event on 5 May 2023 that the RBL was hosting to commemorate King Charles III Coronation. He was pleased to report that support had been offered by Councillor Robert Everitt’s locality budget; however, he specifically asked how, generally, was the Council able to support community groups looking to organise events to celebrate the Coronation in May.

 

In response, Councillor Robert Everitt, Portfolio Holder for Families and Communities stated that many community groups would be looking to organise events themselves to celebrate the Coronation. The Council would  ...  view the full minutes text for item 269.

270.

Referrals report of recommendations from Cabinet (Report number: COU/WS/23/002) pdf icon PDF 138 KB

Report number: COU/WS/23/002

 

A.      Referrals from Cabinet: 7 February 2023

 

1.       Treasury management report (December 2022)

 

Portfolio holder: Councillor Sarah Broughton

 

 

2.       Treasury Management Strategy 2023 to 2024 and Code of Practice

 

Portfolio holder: Councillor Sarah Broughton

 

 

3.       Budget and Council Tax setting 2023 to 2024 and Medium Term Financial Strategy 2023 to 2027

 

Portfolio holder: Councillor Sarah Broughton

 

(The recommendations emanating from this item, together with Cabinet’s approval of the recommendation contained in Report number: CAB/WS/23/005 ‘Recommendation of the Performance and Audit Scrutiny Committee: 26 January 2023 - delivering a sustainable medium-term budget’ 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/23/002.

 

A.      Referrals from Cabinet: 7 February 2023

 

1.      Treasury management report (December 2022)

 

Approval was sought for the Treasury Management Report for the third quarter of the 2022 to 2023 financial year.

 

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

 

In response to a question, Councillor Broughton stated that whilst she understood Councillor Julia Wakelam’s concerns regarding a request that there be no potential investments in industries that were contributing to the climate emergency, the details provided in this report referred to investments placed with banks and building societies in the main.

 

On the motion of Councillor Broughton, seconded by Councillor Ian Houlder, it was put to the vote and with the vote being 50 for the motion, none against and three abstentions, it was

 

Resolved:

 

That the Treasury management report (December 2022), as contained in Report number: FRS/WS/23/001, be approved.

 

(Councillors Dawn Dicker and Roger Dicker left the meeting during the consideration of this item and did not return. They did not vote on this item.)

 

2.      Treasury Management Strategy 2023 to 2024 and Code of Practice

 

Approval was sought for the Treasury Management Strategy 2023 to 2024 and Code of Practice.

 

Councillor Sarah Broughton, Portfolio Holder for Resources and Property, 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 2023 to 2024 was attached as Appendix 1 to Report number FRS/WS/23/002 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 Ian Houlder, it was put to the vote and with the vote being 50 for the motion, none against and three abstentions, it was

 

Resolved:

 

That:

1.           The Treasury Management Strategy Statement 2023 to 2024, as set out in Appendix 1 to Report number FRS/WS/23/002, be approved.

 

2.           The Treasury Management Code of Practice, as set out in Appendix 2 to Report number FRS/WS/23/002, be approved.

 

3.      Budget and Council Tax setting 2023 to 2024 and Medium Term Financial Strategy 2023 to 2027

 

The recommendations emanating from the Cabinet’s consideration of this report, together with its approval of the Performance and Audit Scrutiny Committee’s recommendation contained in Report number: CAB/WS/23/005 ‘Delivering a sustainable medium-term budget’ were incorporated within the main budget setting report, which was considered next on this agenda.

 

No decision was therefore required at this stage.

271.

Budget and Council Tax setting 2023 to 2024 and Medium Term Financial Strategy 2023 to 2027 (Report number: COU/WS/23/003) pdf icon PDF 758 KB

Report number: COU/WS/23/003

Additional documents:

Minutes:

Council considered this report, which presented the proposals for budget and council tax setting in 2023 to 2024 and the Medium Term Financial Strategy (MTFS) 2023 to 2027.

 

West Suffolk Council had an exemplary track record in robust financial management which had meant it continued to deliver high quality services as well as meeting the strategic vision of the authority.

 

This was despite a series of challenges. For example, the COVID-19 pandemic which had not only reduced income (Government policy had been that councils created income to supplement reduction in national funding) but also costs to the Council in playing its role to support communities and businesses. All UK authorities were now facing tough financial challenges caused by issues such as soaring inflation, cost of living and energy prices, the war in Ukraine and changes to the way communities spend which reduced income. National finances had been reduced significantly over the last decade for local councils and added burdens had been placed on authorities too during this time.

 

The 2023 to 2024 budget had been created not only to be balanced and sustainable but as an investment in the priorities of the district’s residents and businesses. It was designed to make the communities of West Suffolk greener, healthier and more prosperous.

 

Members considered the report in detail, which included the following issues for securing a balanced budget for 2023 to 2024 and plans for the medium term from 2023 to 2027, together with corresponding detailed appendices:

 

Section 1:    Summary: which included reference to continuing investments in a range of initiatives to meet priorities; continuing to concentrate on the Council’s health and wellbeing agenda; the inclusion of an additional £240,000 investment per annum in the waste and grounds maintenance team, together with a £1.3 million (2023 to 2027) for capital investment in parks, open spaces, heritage and other attractions. 

Section 2:    Context: which included reference to the Council’s robust financial planning and management enabling the Council to deliver both services and the strategic aims of West Suffolk despite the pressures on local government finances; the impact of the COVID-19 pandemic on the Council’s finances, including the role of the Council in supporting residents and businesses throughout the pandemic; the medium term budget plans (beyond April 2024) being prepared in the context of significant uncertainties around the current economic climate and Government policy; ‘Investing in our Growth Agenda’; the Council’s transformation programme; and further detail on the Council’s plans to achieve net zero carbon emissions by 2030.

Section 3:    Local government finance settlement: which included reference to the Revenue Support Grant; Rural Services Delivery Grant; Services Grant; the future of New Homes Bonus; the new Funding Guarantee Grant; business rates and business rates reliefs; Retail, Hospitality and Leisure Relief and Supporting Small Business Relief; Local Authority Housing Fund; Collection Fund deficits and council tax referendum limits.

Section 4:    Council tax for 2023 to 2024: which included reference to changes to the Long Term Empty Property Premium and Second Homes arrangements 

Section 5:  ...  view the full minutes text for item 271.

272.

Calendar of meetings 2023 to 2024 (Report number: COU/WS/23/004) pdf icon PDF 123 KB

Report number: COU/WS/23/004

Additional documents:

Minutes:

Council considered this report, which sought approval for the proposed calendar of meetings for West Suffolk Council in 2023 to 2024.

 

Councillor Carol Bull, Portfolio Holder for Governance, drew relevant issues to the attention of Council, including that in 2022/2023, the frequency of some meeting dates had been adjusted to help avoid cancellations that had been evident in the previous year. Some additional reserve dates for Council and Cabinet had been included in the calendar and these were used where required. This saw less meetings being cancelled where there were no items requiring a decision. This same approach was adopted for the 2023/2024 calendar.

 

Under current legislation, where some meetings were able to be operated entirely virtually (for example, Staff Consultative Panel, Financial Resilience Sub-Committee) it was envisaged that this practice would continue and would be at the discretion of the Chair of the relevant body.

 

It was also important to note that a corporate hybrid meetings/audio visual equipment project was currently still ongoing and the outcome of this may influence future meeting operation. The venues for holding meetings would therefore be reviewed throughout the year.

 

In view of the district council elections being held on 4 May 2023 and the Annual Meeting of Council arranged for 23 May 2023, it was proposed that the first post-election Cabinet meeting should be held on 13 June 2023. Therefore, the Cabinet meeting which was scheduled on 30 May 2023 as part of the 2022/2023 calendar was to be removed and members were asked to note this change.

 

On the motion of Councillor Bull, seconded by Councillor John Burns, it was put to the vote and with the vote being unanimous, it was

 

Resolved:

 

That the Calendar of Meetings 2023 to 2024, as attached at Appendix A to Report number: COU/WS/23/004, be approved.

 

(Councillors Simon Cole and Don Waldron left the meeting during the consideration of this item and did not return. They did not vote on the item.)

273.

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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