Agenda, decisions and minutes

The Chair opened the meeting and welcomed all persons present within the Conference Chamber. She explained the rationale behind the precautionary health and safety measures that remained in operation for this meeting which aimed to reduce and restrict the transmission of the COVID-19 virus.

Apologies for absence were received from Councillor John Griffiths, Leader of the Council.

To confirm the minutes of the meeting held on 7 December 2021 (copy attached).

The Chair highlighted an error within the second paragraph of minute 314. which related to the consideration of the Barley Homes Business Plan 2021. It was suggested that this paragraph be amended to read (as shown in bold text and strikethrough):

‘…..including that the Barley Homes schemes at Westmill Place (formerly Westfield) and Stonemill Park (formerly Castle Hill) Haverhill, for the delivery of would deliver a combined total of 63 homes, of which 19 were affordable. The Westmill Place development had been completed during the summer of 2021 and sold with residents moving in shortly afterwards and throughout September and October 2021….’

With the above amendment, the minutes of the meeting held on 7 December 2021 were confirmed as a correct record and signed by the Chair.

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.

At each Cabinet meeting, up to 15 minutes shall be allocated for questions or statements from and discussion with, non-Cabinet members. Members wishing to speak during this session are encouraged to give notice in advance. Who speaks and for how long will be at the complete discretion of the person presiding.

The following non-Cabinet member spoke under this item:

1.       Councillor Trevor Beckwith (Agenda Item 7: Report of the Overview and Scrutiny Committee: 13 January 2022)

Councillor Trevor Beckwith, one of the ward members for Moreton Hall ward drew Cabinet’s attention to discussion held at the last meeting of the Overview and Scrutiny (O&S) Committee on 13 January 2022 regarding Suffolk County Council’s (SCC) response to his Councillor Call for Action (CCfA).

For further details regarding the nature of the CCfA, see minute 325. below.

Councillor Beckwith reiterated his disappointment and frustration with SCC’s response to the O&S Committee’s recommendations to remedy the situation that had been devised following the Committee’s initial consideration of the CCfA on 2 September 2021.

The Chair thanked Councillor Beckwith for attending Cabinet and noted his concerns. The item would be considered in detail later in the meeting under agenda under Item 7.

Members of the public who live or work in the district are invited to put one question or statement of not more than three minutes duration relating to items to be discussed in Part 1 of the agenda only. If a question is asked and answered within three minutes, the person who asked the question may ask a supplementary question that arises from the reply.

A person who wishes to speak must register at least 15 minutes before the time the meeting is scheduled to start. This can be done online by sending the request to democratic.services@westsuffolk.gov.uk or telephoning 01638 719237 or in person by telling the Committee Administrator present at the meeting. Due to applying coronavirus health and safety measures, precautions taken will apply to members of the public in attendance and registered to speak, and therefore, would 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.

There is an overall time limit of 15 minutes for public speaking, which may be extended at the Chair’s discretion.

No members of the public in attendance had registered to speak.

Report number:     CAB/WS/22/002

Portfolio holder: Councillor Sarah Broughton

Lead officer: Rachael Mann

The Cabinet received and noted this report, which informed members of the following substantive items discussed by the Anglia Revenues and Benefits Partnership Joint Committee at their meeting held on 7 December 2021:

1.     Joint Committee Service Plan and Risk Register Report

2.      Performance Report

3.     ARP Financial Performance 2021 to 2022

4.     Welfare Reform Update

5.     ARP Budget Setting 2022 to 2023

6.     Forthcoming Issues

7.     Exempt Item: Norwich Fraud Services – Section 113 Agreement

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

Members placed their thanks on record for the sterling work of the Anglia Revenues and Benefits Partnership, particularly with regards to the administering of the various COVID-19 support grants issued by the Government.

Report number:     CAB/WS/22/003

Chair of the Committee: Councillor Ian Shipp

Lead officer: Christine Brain

(Councillor Sarah Broughton declared a pecuniary interest in the Councillor Call for Action element of this item, as her husband owned a parcel of land adjacent to Orttewell Road, Bury St Edmunds. Councillor Broughton left the meeting during the consideration of this item.)

The Cabinet received this report, which informed members of the following substantive items discussed by the Overview and Scrutiny Committee held on 13 January 2022:

1.  Suffolk County Council update provided on Councillor Call for Action recommendations

2.  Markets Review Working Group update

3.  Work programme update 2022

Councillor Ian Shipp, Chair of the Overview and Scrutiny (O&S) Committee, drew relevant issues to the attention of Cabinet, including that a number of recommendations for action relating to 1. above were presented within the report for Cabinet’s consideration.

Councillor Shipp firstly explained that the review of the district’s markets was progressing well with another meeting of the Markets Review Working Group being held the previous day. It was expected that the findings and recommendations of the Working Group would be presented to the O&S Committee, and Cabinet thereafter in summer 2022.

Councillor Shipp then sought Cabinet’s support and endorsement for a number of recommendations relating to 1. above.

In accordance with the Constitution and having exhausted all other possible avenues for resolution of the issue, Councillor Trevor Beckwith had submitted a CCfA entitled “Impact of the Eastern Relief Road and A14 Junction 45 on the Moreton Hall Residential Area” for the O&S Committee’s consideration on 10 June 2021. The Committee had agreed to accept the CCfA and referred the matter to a CCfA hearing.

On 2 September 2021, the Committee heard from a variety of organisations and witnesses who had been involved in this matter.  As the issues of concern largely fell within the responsibility of the Highways Authority (HA), the Committee had made a number of recommendations to Suffolk County Council (SCC) as the HA and requested a three-month progress report for presentation at its meeting on 13 January 2022.

The recommendations of the Committee to SCC and their subsequent responses to each were reproduced in Report number: CAB/WS/22/003.

Councillor Shipp explained that on 13 January 2022, the Committee had shared Councillor Beckwith’s disappointment with the responses of SCC in respect of addressing the legitimate concerns of the residents of Moreton Hall. Councillor Birgitte Mager, one of the other ward members for Moreton Hall had similarly expressed her concerns and the adverse impact the current issues were having on the residential amenity of those living in the area.

The Committee considered the Cabinet should take the matter further and had presented a number of recommendations, as set out in paragraph 2.1.5 of Report number: CAB/WS/22/003 to endorse and take forward. 

Councillor Shipp personally thanked Councillor Beckwith for his endeavours, recognising that he had spent a considerable amount of time and effort over the past five years on this matter to try and provide a better quality of life for the residents in his  ...  view the full minutes text for item 325.

Report number:     CAB/WS/22/004

Chair of the Committee: Councillor Ian Houlder

Portfolio holder: Councillor Sarah Broughton

Lead officer: Christine Brain

The Cabinet received this report, which informed members of the following substantive items discussed by the Performance and Audit Scrutiny Committee held on 27 January 2022:

1.       Ernst and Young – Auditor’s Annual Report 2020 to 2021.

2.       Delivering a Sustainable Medium-Term Budget

3.       Treasury Management Report (December 2021)

4.       Financial Resilience – Strategy Statement 2022 to 2023 and Treasury Management Code of Practice

5.       Work Programme Update 2022.

6.       2021 to 2022 Performance Report (Quarter 3)

Councillor Ian Houlder, Chair of the Performance and Audit Scrutiny Committee, drew relevant issues to the attention of Cabinet, including that separate reports were included on the Cabinet agenda for items 2, 3 and 4 above.

Report number:     CAB/WS/22/005

Portfolio holder: Councillor Sarah Broughton

Chair of the Committee: Councillor Ian Houlder

Lead officer: Rachael Mann

Recommended to Council (as part of the budget setting process):

(22 February 2022)

That the proposals detailed in Section 2 and Table 1 at paragraph 3.4 of report number PAS/WS/22/002, be included in the 2022 to 2023 budget.

The Cabinet considered this report, which was recommending to Council, approval of proposals for inclusion in the budget for 2022 to 2023 and medium-term financial plans.

Following the Performance and Audit Scrutiny Committee’s (PASC) consideration and subsequent recommendation to Cabinet on 18 November 2021 regarding the inclusion of proposals in the budget for 2022 to 2023 and in the medium term, PASC was recommending further proposals, having been provided with an updated position.

On 27 January 2022, PASC received a further update on assumptions, anticipated savings and initiatives proposed or delivered to date to achieve a sustainable and balanced budget for 2022 to 2023. This would not only deliver services but also the strategic vision and priorities of the Council while meeting future challenges.

The proposals, as set out in Section 2 and Table 1 at paragraph 3.4 of Report number: PAS/WS/22/002 (and reproduced in the Cabinet report) had been incorporated into the budget setting process, the composite report for which was to be considered by Cabinet later in the meeting under agenda item 12, for referral to Council on 22 February 2022. Should Cabinet therefore not endorse any of the proposals endorsed by PASC, or suggest alternatives, this would need to be reflected in the subsequent budget setting documentation and recommendations.

Councillor Sarah Broughton, Portfolio Holder for Resources and Property, drew relevant issues to the attention of Cabinet, including thanking the Performance and Audit Scrutiny Committee for their role in helping to shape the budget for 2022 to 2023 and beyond.

Recommended to Council, as part of the budget setting process (22 February 2022):

That the proposals detailed in Section 2 and Table 1 at paragraph 3.4 of Report number: PAS/WS/22/002, be included in the 2022 to 2023 budget.

Report number:     CAB/WS/22/006

Portfolio holder: Councillor Sarah Broughton

Chair of the Committee: Councillor Ian Houlder

Lead officer: Rachael Mann

Recommended to Council (22 February 2022):

1.       The Treasury Management Strategy Statement 2022 to 2023 as set out in Appendix 1 to Report number: FRS/WS/22/002, be approved; and

2.       The Treasury Management Code of Practice, as set out in Appendix 2 to Report number: FRS/WS/22/002, be approved, subject to an amendment within the section of the Code of Practice entitled ‘Use of External Brokers / Advisors / Fund Managers’, with the removal of the word ‘will’, to be replaced with the word ‘may’, to ensure that the Council has the flexibility on the use of services of other organisations.       

The Cabinet considered this report, which was recommending to Council, the approval of the Financial Resilience - Strategy Statement 2022 to 2023 and Treasury Management Code of Practice.

Councillor Sarah Broughton, Portfolio Holder for Resources and Performance, drew relevant issues to the attention of Cabinet, 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 2022 to 2023 was attached as Appendix 1 to Report number: FRS/WS/22/002, 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 27 January 2022, the Performance and Audit Scrutiny Committee (PASC) considered the report and asked various questions relating to the setting of net costs, capital and revenue limits and the borrowing strategy, to which responses were provided.  In particular, the Committee discussed the Treasury Management Code of Practice (Appendix 2) and referred to page 24 of the Code and the section which related to ‘Use of External Brokers/Advisors/Fund Managers’.  The Committee expressed some reservations around the wording used within that section, in that the Council ‘will’ employ the services of other organisations to assist it in the field of treasury management.  The Committee recommended that this word be replaced with ‘may’, so that the Council had the flexibility around the use of services of other organisations.

Councillor Broughton thanked Councillor Houlder, Chair of PASC and his Committee for their careful scrutiny of both documents, and together with other members of the Cabinet, supported the approval of the Code of Practice, including the proposed amendment, and approval of the Treasury Management Strategy Statement 2022 to 2023.

Recommended to Council (22 February 2022):

That:

1.       The Treasury Management Strategy Statement 2022 to 2023 as set out in Appendix 1 to Report number: FRS/WS/22/002, be approved.

2.       The Treasury Management Code of Practice, as set out in Appendix 2 to Report number: FRS/WS/22/002, be approved, subject to an amendment within the section of the Code of Practice entitled ‘Use of External Brokers / Advisors / Fund Managers’, with the removal of the word ‘will’, to be replaced with the word ‘may’, to ensure that the Council has the flexibility on the use of services of other organisations.    

Report number:     CAB/WS/22/007

Portfolio holder: Councillor Sarah Broughton

Chair of the Committee: Councillor Ian Houlder

Lead officer: Rachael Mann

Recommended to Council: (22 February 2022):

That the Treasury Management Report (December 2021), as contained in Report number: FRS/WS/22/001, be approved.

The Cabinet considered this report, which was recommending to Council, the approval of the Treasury Management Report for the third quarter of the 2021 to 2022 financial year.

Councillor Sarah Broughton, Portfolio Holder for Resources and Property, drew relevant issues to the attention of Cabinet, including that the total amount invested at 31 December 2021 was £76,500,000. Interest achieved in the first nine months of the financial year amounted to £53,087 against a budget for the period of £33,750. 

External borrowing as of 31 December 2021 increased to £14,000,000 from £4 million at 30 September 2021.  Correspondingly, the Council’s level of internal borrowing reduced to £37,675,406 as at 31 December 2021.  Overall borrowing, both external and internal was expected to increase over the full financial year, but not by as much as was originally budgeted for.  Borrowing costs (interest payable and Minimum Revenue Provision (MRP)) for the year were forecast to be £1,026,452 against an approved budget of £3,135,850, although this could change if more external borrowing was undertaken than was currently forecast.  The difference would be placed in the capital financing reserve to use towards future interest rate fluctuation.

The 2021 to 2022 Annual Treasury Management and Investment Strategy set out the Council’s projections for the current financial year.  The budget for investment income in 2021 to 2022 was £45,000, which was based on a 0.25 percent target average interest rate of return on investments.

Report number: FRS/WS/22/001 also included a summary of the borrowing activity during the period; borrowing strategy and sources of borrowing; borrowing and capital costs – affordability; borrowing and income – proportionality; borrowing and asset yields; Prudential Code, Treasury Management Code and MRP consultation and market information. 

The Cabinet noted the scrutiny of the report undertaken by the Financial Resilience Sub-Committee and subsequently by the Performance and Audit Scrutiny Committee (PASC), noting from Report number: CAB/WS/22/007, the discussions that had been held.

Having been invited by the Chair to speak on this item, Councillor Houlder, Chair of PASC stated that representatives of the Council’s appointed treasury management advisors, Arlingclose, had been invited to a future meeting of the PASC to give further detail on the service they provided to the Council. 

Recommended to Council: (22 February 2022):

That the Treasury Management Report (December 2021), as contained in Report number: FRS/WS/22/001, be approved.

Report number:     CAB/WS/22/008

Portfolio holder: Councillor Sarah Broughton

Lead officer: Rachael Mann

(Note: This item constitutes a Key Decision in part where proposed increases in fees and charges contained in the report are greater than five percent (Attachment D, Appendix 6a refers). Other decisions emanating from the report will require final approval by Council on 22 February 2022.)  

(Note: This item constitutes a Key Decision in part where proposed increases in fees and charges contained in the report are greater than five percent (Attachment D, Appendix 6a refers). Other decisions emanating from the report will require final approval by Council on 22 February 2022. This is reflected in this decisions notice accordingly.) 

Recommended to Council (as part of the budget setting process):

(22 February 2022)

That:

1.       the revenue and capital budget for 2022 to 2026, plus 2021 to 2022 capital projects that subsequently require to be carried forward at the year end, attached at Attachment A to Report number: CAB/WS/22/008, and as detailed in Attachment D (Appendices 1-5), Attachment E (Appendices 1-4), Attachment F and Attachment H, be approved.

2.       Having taken into account the conclusions of the Director’s (Resources and Property) report on the adequacy of reserves and the robustness of budget estimates (Attachment C) and the Medium Term Financial Strategy (MTFS) (Attachment D), particularly the Scenario Planning and Sensitivity Analysis (Attachment D, Appendix 5) and all other information contained in Report number: CAB/WS/22/008, the Cabinet recommends the level of Band D council tax for 2022 to 2023 be set at £187.11, an increase of £5 on the average West Suffolk council tax for 2021 to 2022. This recommendation is based on the option to harmonise the council tax levels of the two predecessor areas (Forest Heath and St Edmundsbury) by 2022 to 2023. The level of council tax beyond 2022 to 2023 will be set in accordance with the annual budget process for the relevant financial year.

3.       The Director (Resources and Property), in consultation with the Portfolio Holder for Resources and Property, be authorised to vire funds between existing Earmarked Reserves (as set out at Attachment D, Appendix 3) as deemed appropriate throughout the medium term financial planning period.

4.       Approval be given to the extension of the business rate reliefs set out in paragraphs 3.12 to 3.15 of Report number: CAB/WS/22/008, in support of West Suffolk’s business community.

Resolved:

That:

5.       Approval be given for the fees and charges price increases (as set out in Attachment D appendix 6a).

Recommended to Council (as part of the budget setting process):

(22 February 2022)

That:

6.       Approval be given to the Flexible Use of Capital Receipts Strategy (as set out in Attachment G).

The Cabinet considered this report, which presented the proposals for Budget and Council Tax Setting in 2022 to 2023 and the Medium Term Financial Strategy (MTFS) 2022 to 2026.

Councillor Sarah Broughton, Portfolio Holder for Resources and Property, drew relevant issues to the attention of Cabinet, including that Report number: CAB/WS/22/008 provided details of the Council’s proposed revenue and capital budgets for 2022 to 2023 and in the medium term, and the Cabinet was required to recommend to Council approval of the 2022 to 2023 budget for the authority, including establishing the level of council tax required to help fund the Council’s activities over the next year. 

As minuted under minute 327. above, the Cabinet supported the key budget assumptions and proposals for securing a balanced budget for 2022 to 2023, as previously considered and recommended by the Performance and Audit Scrutiny Committee and incorporated into Report number: CAB/WS/22/005.

West Suffolk Council had an exemplary track record in robust financial management which had meant it had 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. 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 2022 to 2023 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 2022 to 2023 and plans for the medium term from 2022 to 2026, together with corresponding detailed appendices:

Section 1:    Summary: which included reference to the Council’s proposed new £9 million investment in a range of initiatives to help meet priorities that would contribute to achieving the aspiration of zero carbon emissions by 2030; progressing its health and wellbeing agenda; and a proposed £1.3 million (2022 to 2026) for the upkeep of the district’s open spaces, parks and other leisure 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; ‘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:    Provisional local government finance settlement: which included reference to the Revenue Support Grant and Rural Services Delivery Grant; the Lower  ...  view the full minutes text for item 330.

Report number:     CAB/WS/22/009

Portfolio holders: Councillors Robert Everitt and Joanna Rayner

Lead officer: Davina Howes

Resolved:

That:

A.       Recommendations of the Grant Working Party: Community Chest

1.       the allocation of Community Chest funding for 2022 to 2023, be approved, namely:

a.       Reach Community Projects, Newmarket        £5,000

b.       West Suffolk Citizens Advice, West Suffolk    £215,000

c.       Abbeycroft Leisure, West Suffolk         £10,992

d.       Mildenhall and District Sea Cadets, Mildenhall£6,000

e.       Moreton Hall Youth Action Group, Bury St Edmunds£12,520

f.       Suffolk Accident and Rescue Service (SARS), West Suffolk£10,000

g.       West Suffolk Hive CIC, West Suffolk    £1,880

h.       Alumah CIO, Brandon      £4,058

i.        Bury Women’s Aid, West Suffolk £16,225

j.        Hope After Suicide Loss, West Suffolk£14,175

k.       Relate, West Suffolk        £3,750

l.        Room 4, Haverhill  £4,680

m.      Suffolk Rape Crisis, West Suffolk         £7,000

n.       The Befriending Scheme, Haverhill      £5,267

o.       Homestart in Suffolk, West Suffolk      £5,700

p.       Homestart Mid and West Suffolk, West Suffolk        £15,000

q.       Sharing Parenting – Community Outreach, Newmarket

          £5,400

r.       Sharing Parenting – SEN Parent Support, West Suffolk     £12,480

s.       Still Good Food CIO, Bury St Edmunds£7,400

t.       Art Branches CIC, West Suffolk£10,776

u.       Memories are Golden CIO, Haverhill    £5,100

v.       Millennium Farm Trust, West Suffolk   £5,000

w.      St Nicholas Hospice Trust, West Suffolk        £20,000

x.       Steel Bones, West Suffolk£5,500

y.       The Shed, West Row        £5,000

z.       Bury Drop In, Bury St Edmunds£10,000

aa.     Gatehouse Caring, Bury St Edmunds   £10,000

bb.     Our Special Friends, West Suffolk        £10,000

cc.     The Voluntary Network, West Suffolk  £14,430

dd.     Wood Monkey CIC, West Suffolk          £8,400

2.       No Community Chest funding be awarded for two years for the reasons outlined in paragraph 3.3 of Report number: CAB/WS/22/009.

3.       For the reasons set out in paragraph 3.5.2 of Report number: CAB/WS/22/009, no Community Chest funding for 2022 to 2023 be awarded to:

a.       Abbey 1000, West Suffolk

b.       All Saints Under Fives Pre-School, Newmarket

c.       Brandon Creative Forum, Brandon

d.       Bury Christian Youth, Bury St Edmunds

e.       Cavendish Bowls Club, Cavendish

f.       Clare Swimming Club, Clare

g.       Dance East, West Suffolk

h.       Mildenhall Girl Guides, Mildenhall

i.        St Peter’s Church, Brandon

j.        Suffolk Young People’s Health Project, West Suffolk

k.       Brandon in Bloom, Brandon

l.        Greener Growth CIC, West Suffolk

m.      Haverhill Community Trust – Volunteer Centre, Haverhill

n.       SOS Bus CIO, Newmarket

o.       The Tree Action Society of Clare (TASC), Clare

p.       Beck Row Methodist Church, Beck Row

q.       Honington and Sapiston Village Hall, Honington and Sapiston

r.       Lidgate Village Hall, Lidgate

s.       Suffolk Building Preservation Trust Limited, Pakenham

t.       Freedom Bury St Edmunds CIC, Bury St Edmunds

u.       Restitute CIC, West Suffolk

v.       Suffolk Family Carers, West Suffolk

w.      Suffolk Mind, West Suffolk

x.       The Lightwave Community CIO, Red Lodge and Beck Row

y.       St John’s Church, Beck Row

z.       Newmarket Community Arts Centre Forum, Newmarket

B.       Core Funding: Theatre Royal, Bury St Edmunds

That a grant of £61,000 core funding be approved for the Theatre Royal, Bury St Edmunds for 2022 to 2023, ahead of a wider review of funding in time for the 2023 to 2024 award,  ...  view the full decision text for item 331.

The Cabinet considered this report, which sought approval for the recommendations of the Grant Working Party following its consideration of applications for Community Chest funding in the 2022 to 2023 financial year. Approval was also sought for a separate core funding grant to the Theatre Royal in Bury St Edmunds.

Community Chest had £466,733 available for allocation for 2022 to 2023.  No project monies have been previously committed and carried forward from 2021 to 2022.

Applications for Community Chest funding for 2022 to 2023 closed on 29 October 2021.  A total of 56 applications were considered, totalling £1,19,398.80 from a wide variety of organisations as detailed in Appendix 1 to the report.

Councillor Robert Everitt, Portfolio Holder for Families and Communities, drew relevant issues to the attention of Cabinet and commended the Grant Working Party for their sterling work and thanked officers that had supported the process. Before making any further comments, with the agreement of the Chair, he invited Councillor Jim Thorndyke, Chair of the Grant Working Party to provide a summary of their work.

Councillor Thorndyke informed Cabinet that the Working Party had met on three occasions in December 2021 and January 2022 to consider each application and to make appropriate recommendations for Community Chest funding (if any). The main challenge faced by the Working Party was that the scheme was oversubscribed by 256 percent with almost £2 million worth of applications received. A significant amount had been applied for by Citizens Advice West Suffolk, and therefore following a sizeable allocation to this organisation, the budget was depleted further for allocation to other applicants. 

Councillor Thorndyke explained that the Working Party spent over 12 hours thoroughly considering each of the 56 applications and extremely difficult decisions needed to be made. Having ascertained whether an application firstly met the selection and eligibility criteria, on many occasions, the Working Party felt that the amount it applied for could not be granted in full in 2022 to 2023. This was largely due to the limited funds available and maintaining a fair and equitable approach to all, basing their rationale on the quality of the application and the amount of funding requested. The Working Party had also considered that a proposed reduction for some would not impact on the organisation’s ability to deliver the project, having also acknowledged that many could be signposted to alternative sources of funding to potentially bridge the shortfall should it be required.

The majority of the proposed allocations were derived from examining the breakdown of costs of the project contained in the application and proposing that funding be granted to cover that specific element.  In addition, where applications had been made for two years, these had been recommended to be limited to one year funding only, for the reasons given in paragraph 3.3 of the report.

Councillor Thorndyke thanked the Working Party for its work and also officers from the Families and Communities and Democratic Services teams. He particularly commended the depth of knowledge for enabling organisations  ...  view the full minutes text for item 331.

To consider the most recently published version of the Cabinet’s Decisions Plan

Report number:     CAB/WS/22/010

Portfolio holder: Councillor John Griffiths

Lead officer: Ian Gallin

The Cabinet considered this report which was the Cabinet Decisions Plan covering the period 1 February 2022 to 31 May 2022.

Members took the opportunity to review the intended forthcoming decisions of the Cabinet; however, no further information or amendments were requested on this occasion.