Agenda - 28 January 2010

1

MINUTES

To confirm and sign the Minutes of the meeting held on 15 December 2009 as a correct record.

2

DECLARATION OF INTERESTS

Members to declare any interests as appropriate in respect of items to be considered at this meeting.

3

APOLOGIES FOR ABSENCE

To receive apologies for absence.

4

CHAIRMAN’S ANNOUNCEMENTS

5

TO RECEIVE NOTIFICATION OF PETITIONS IN ACCORDANCE WITH COUNCIL PROCEDURE RULE NO. 13

In accordance with Council Procedure Rule No. 13, the Chief Executive will report the receipt of petitions as detailed below.  There can be no debate or comment upon this matter at the Council meeting.

Planning Application No. B/09/00757/FUL – Erection of 18m Radio Monopole Location: Telephone Exchange, The Street, Capel St Mary

Petition signed by more than 20 residents of the District objecting to the application.

The petition was reported to the Development Committee at its meeting on 20 January 2010 and will be taken into account when the planning application is determined at a future meeting of the Development Committee.

Papers J151 and J150 previously circulated

6

RECOMMENDATIONS AND REPORTS FROM COMMITTEES

(a)       Financial Strategy and 2010/11 Budget (Strategy Committee Minute No. 85)

Mr N A Ridley, Chairman of the Strategic Financial Planning (SFP) Task Group, in introducing the Group’s report (Paper J151), explained the process for considering the Council’s Budget for 2010/11 and highlighted some of the key issues before the Committee, which included

• the Government’s expectation that Council Tax levels should be set at less than 3%, and
• the current shortfall on achieving a balanced Budget which was estimated to be in the region of £191,000 and that this figure is dependent on the delivery of all savings identified to date.

The Director of Finance then presented Paper J151, which updated the information previously considered by Members as Paper J142, as a result of the Committee’s recommendations, and further consideration by the SFP Task Group.  Members had before them the extract of the Licensing and Appeals Committee Minute recommending the adoption of proposed new fee levels to meet the deficit of £14,000, for which provision had been made on Page 7 of Appendix B to Paper J151.  Members were aware from their consideration of Paper J150 (Minute No. 84 refers) that the effect of their recommendation on the level of Discretionary Rate Relief was also reflected in Paper J151.

Members then proceeded to ask questions and discuss in some detail the issues raised in Paper J151, before considering the recommendations (set out in paragraph 2 of the report) to be made for scrutiny at the joint meeting of the Overview and Scrutiny Committees on 19 January 2010 prior to consideration by Council on 28 January.  Members noted that further proposals from the SFP Task Group on the £191,000 remaining shortfall  would be reported to Council on 28 January if appropriate or otherwise to the Strategy Committee on 11 February for final recommendations to Council on 23 February.  

In relation to Appendix E (Discretionary Grants), Members were advised that although the total reduction of £103,000 would remain unchanged, the specific savings in relation to the grant to each organisation were likely to change as a result of further consideration to be given by the SFP Task Group on 20 January.  A small amendment was made to the wording of 2.1(e) in order to cover the position.

During the course of their consideration, Members specifically addressed the level of Council Tax to be recommended to Council, and confirmed that this should remain at the suggested level of 3%.  The wording of recommendation 2.4 was revised to provide greater clarity to reflect the three hour free period in relation to the long stay car parking charges in specified car parks.

RECOMMENDED TO COUNCIL

(1)   That the draft budget for 2010/11, as summarised at paragraph 5.23 of Paper J151, be based on the following: 

(a)     The estimated savings, efficiencies and additional income of £1.443m set out in paragraph 5.27 and further detailed in Appendix A, it being noted that an estimated £191,000 of further savings and/or income generation have yet to be identified to achieve the latest forecast overall savings target of £1.634m and a balanced budget.

(b)    The proposed changes in fees and charges effective from April 2010, as outlined in Appendix B, subject to minor amendments to reflect the adjustments to the Hackney Carriage and Private Hire Licensing Fees as recommended by the Licensing and Appeals Committee.

(c)     The 3-year Capital Programme set out in Appendix C.

(d)    The additional cost pressures listed in Appendix D.

(e)     The total savings set out in Appendix E arising from reduction in the payment of discretionary grants.

(f)   A Council Tax increase of 3%.

(2)   That the estimated savings, efficiencies and additional income set out in Appendix A to Paper J151 be incorporated in the draft budget proposals that are presented to Council on 28 January 2010, it being noted that these include:

(a)     Items that involve a significant impact on service provision such as grants to various organisations and reductions in discretionary rate relief

(b)    An estimated overall reduction of approximately 17 full time equivalent staffing posts as a result of vacant and temporary posts not being filled through natural wastage and voluntary and compulsory redundancies.

(3)   That the Reserves Strategy outlined in paragraph 5.33 of Paper J151 be approved.

(4)   That a long stay car parking charge of £1.50, with the first three hours being free, be introduced in the following car parks:-

• Station Road Car Park (Kingfisher Leisure Centre) and The Station Car Park Sudbury
• Magdalen Road and Stonehouse Car Parks Hadleigh

as referred to in paragraph 5.6 of Paper J151.  Further, that the effect of the proposed charges be incorporated into the draft budget for 2010/11 accordingly.

(5)   That the latest position relating to on-going discussions with staff and Unison in respect of possible reductions in staff terms and conditions, also referred to in paragraph 5.6 of Paper J151, be noted.

(6)   That, in relation to finding the remaining estimated shortfall of £191,000 in achieving a balanced budget for 2010/11 and consideration of any subsequent difficulties in achieving the potential savings already identified, the SFP Task Group consider the 2010/11 Budget position further and report direct to Council on 28 January 2010 if appropriate or otherwise to the next meeting of the Strategy Committee.

Note:  Mr R E Kemp voted against the Recommendations set out above and asked for his vote to be recorded in the Minutes.

7

PRESENTATION – SCENARIO PLANNING FOR THE FUTURE: LOCAL GOVERNMENT REVIEW AND ITS ALTERNATIVES

Presentation by the Chief Executive.

8

RECOMMENDATIONS AND REPORTS FROM COMMITTEES (continued)

(b)       Future Savings and Efficiencies: Scenario Planning for the Outcome of Local Government Review and Alternative Models of Partnership Working (Strategy Committee Minute No. 87)

The Chief Executive presented a report (Paper J153) suggesting an alternative model of partnership working with Mid Suffolk District Council in the event that Local Government Review does not proceed. She reported that since the report was written, Mid Suffolk District Council had accepted similar recommendations to those set out in paragraph 2 of Paper J153 but wished to appoint five of its  Councillors to serve on the proposed Joint Member Board.  Members agreed to recommend the appointment of a Liberal Democrat as a fifth Babergh Councillor in addition to the four Members of the Political Leaders Group.  They also recommended the appointment of politically representative reserve Members from the Strategy Committee.

RECOMMENDED TO COUNCIL

(1)   That Babergh and Mid Suffolk District Councils commit to preferred partner status and to undertake a comprehensive joint review that seeks to develop fully integrated systems of service delivery at managerial and operational level by April 2011 or earlier if it is possible to do so, in the event that the current local government review does not lead to structural change in Suffolk from April 2011.

(2)     That the two councils set up a joint board at Member level to:

(a)    Provide good political governance and leadership to the review process.

(b)  Consider the desirability of seeking to achieve common constitutional arrangements by May 2011 in order to achieve common decision making processes.

(c)  Consider whether and when to assess the desirability, practicality and possible timing of full constitutional merger i.e. to create a single “Central Suffolk” Council, noting that such a merger would require primary legislation.

(3)   That the Members of the Political Leaders’ Group together with a second Liberal Democrat Member be appointed as members of the Joint Member Board.

(4)   That David Wood be appointed as the Liberal Democrat Member referred to in (3) above.

(5)   That reserve Members be appointed from the Strategy Committee as follows:-

        Conservative Reserve Members – Jennie Jenkins and Colin Spence
        Lib Dem Reserve Members – Sue Carpendale and Michael Miller
        Independent Reserve Member – Richard Kemp.

Paper J173

9

LOCAL GOVERNMENT REVIEW – POSSIBLE TRANSITIONAL ARRANGEMENTS AND DRAFT STRUCTURAL CHANGE ORDERS

Letter from the Department of Communities and Local Government attached, together with Annex - Discussion Document and Appendix thereto.

Links to the following documents are provided as follows:-

‘An approach to implementation’ –
http://www.communities.gov.uk/publications/localgovernment/unitarycouncilsimplementation

and

‘Implementing unitary local government April 2009: Lessons Learnt’ –
http://www.communities.gov.uk/publications/localgovernment/unitarycouncillessons

Paper copies of these documents are available in the Members Room and on request from Committee Services.

The Council is asked to submit, by 3 February, written views on the possible transitional arrangements in the event that the Secretary of State decides to implement any unitary proposal.  Although the Secretary of State has stated his intention to move forward as quickly as practicable, Members will be aware that no decisions have yet been made on unitary local government.

The Council therefore needs to be in a position to respond to the current consultation on the matters set out in the Discussion Document annexed to the letter.  Members are asked for their views on the issues covered by Paper J173.

In view of the short timescale it is suggested that the views expressed at the meeting be incorporated in a response to be finalised by the Chief Executive in consultation with appropriate Member(s).

It is therefore recommended

That the views of the meeting on the consultation be incorporated in a letter to be finalised by the Chief Executive in consultation with the Chairmen of the Council and of Strategy Committee to be submitted as the Council’s formal response to the consultation.

10

QUESTIONS FROM THE PUBLIC

The Chairmen of  Committees to answer any questions from the public of which notice has been given no later than midday, 2 working days before the day of the meeting in accordance with Council Procedure Rule No. 14.

11

QUESTIONS FROM MEMBERS

The Chairman of the Council and the Chairmen of Committees and Sub-Committees to answer any questions on any matters in relation to which the Council has powers or duties or which affect the District and which fall within the terms of reference of that Committee or Sub-Committee of which due notice has been given in accordance with Council Procedure Rule No. 15.4 (a) and (b).