10th January 2008 -  Agenda

COMMITTEE: STRATEGY VENUE:    Council Chamber, Council Offices, Corks Lane, Hadleigh DATE/TIME:   Thursday 10 January 2008 at 9.30 a.m.   To All Members of the Strategy Committee Mrs J Antill Mr N A Bennett Mr M P Booth Mrs S Carpendale Mr R E Kemp Dr M R Miller Mr N A Ridley Mr C M Spence Mr H N Todd Mrs S M Wigglesworth                                A G E N D A   ITEM BUSINESS              PART I 1 SUBSTITUTES AND APOLOGIES Any Member attending as an approved substitute to report giving his/her name and the name of the Member being substituted. To receive apologies for absence. 2 DECLARATION OF INTERESTS Members to declare any interests as appropriate in respect of items to be considered at this meeting. 3 MINUTES To confirm and sign the Minutes of the meeting held on 15 November 2007 as a correct record. 4 PETITIONS The Head of Corporate Services to report, in accordance with Council Procedure Rule No. 13, the receipt of any petitions submitted to the Chief Executive. 5 QUESTIONS FROM MEMBERS The Chairman 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 the Committee of which due notice has been given in accordance with Council Procedure Rule No.15.4 (a) and (b). 6 ISSUES ARISING FROM OVERVIEW AND SCRUTINY COMMITTEES None received. Paper G151 Paper G168 Paper G158 and G164 Paper G169 7 RECOMMENDATIONS AND REPORTS FROM COMMITTEES (a) Discretionary Rate Relief – Overview and Scrutiny (Stewardship) Committee Minute No.51 Members noted that the Strategy Committee at its meeting on 15 November 2007 had not accepted the recommendation to adopt the Rate Relief Policy attached as Appendix A to Paper G112.  (Minute No. 37 of the meeting of the Overview and Scrutiny (Stewardship) Committee on 9 October refers.)  The Strategy Committee had referred the matter back to the Overview and Scrutiny (Stewardship) Committee for reconsideration. The Head of Customer Services presented a report (Paper G151) setting out the issues that had arisen during the Strategy Committee’s debate.  Attached to Paper G151 were the current Rate Relief Policy and a list of premises currently receiving relief, sorted by rateable value.  It was noted that the Strategy Committee had also received a supplementary sheet providing a list of the properties referred to in paragraphs 5.6 and 5.8 of Paper G112, which would no longer be eligible for assistance if the proposed policy were introduced.  The circumstances surrounding the circulation of this list were explained.  In the ensuing discussion the following were among the points noted:- There was general support for the new Discretionary Rate Relief Policy as set out in Paper G112, the aim of which was to enhance the sustainability of rural communities and promote a thriving economy. Rate relief was seen as a good way of levering funds into the local community, provided that appropriate limits were set.  Inevitably some businesses would fail to qualify.  Under the proposed new policy, 14 businesses currently receiving rate relief would fail to meet the new criteria.  They could, however, be invited to apply for rate relief under Section 49 of the Local Government Finance Act 1988, which allows the Council to grant rate relief to any rate payer to alleviate hardship.  Under these regulations the Authority would be able to consider a wide range of criteria in deciding whether or not to grant rate relief. There could be small businesses in the District which support local communities, which may meet the current criteria for Small Business Rate Relief (SBRR).  Small businesses not in receipt of rate relief are regularly encouraged to apply for relief, but some do not respond. Currently recreational clubs (sports, hobbies etc.) with a rateable value of less than £10,000 received 100% discretionary rate relief.  Under the proposed new scheme, in the case of sports clubs, only those which register as a Community Amateur Sports Club (CASC) with H M Revenues and Customs would be eligible for assistance.  This was to encourage clubs to take up other forms of relief readily available to them before looking to the Council for assistance.  Clubs had been made aware of the position during the last two years.  (CASC registration principles mirror the Council’s proposed policy and give long-term security of mandatory relief.)  If necessary Babergh could assist clubs with the registration procedure, which is in any case very simple.  Clubs not able to register as a CASC would continue to receive 100% relief under the proposed policy.  Sports clubs able to register as CASC but deciding not to, would be encouraged to apply for relief under Section 49 of the Local Government Act 1988 relating to hardship, to allow the Council to consider their case on merit. Under the proposed new policy there would be no change for charity shops.  They only receive 80% mandatory relief initially as it was recognised that they were in competition with local businesses for shop sites.  Discretionary rate relief would only be awarded where there were clear benefits to local communities. RECOMMENDED TO STRATEGY COMMITTEE That the Rate Relief Policy attached as Appendix A to Paper G112 be adopted and come into effect from 1 April 2008, subject to the addition of the following to the list of additional or supplementary criteria to be taken into account for facilities in a rural settlement:- “The rateable value of the premises is £10,000 or less”. RESOLVED That the Head of Customer Services in consultation with the Chairman of the Overview and Scrutiny (Stewardship) Committee be authorised to finalise the wording of a report to the next meeting of the Strategy Committee. Following the resolution referred to above a report from the Overview and Scrutiny (Stewardship) Committee is attached. (b) Draft Budget and Financial Strategy – Joint Overview and Scrutiny Committee Minute No. 6 Ms J A Jenkins, Chairman of the Service and Financial Planning (SFP) Group, presented a Report (Paper G158) setting out proposals for the Council’s 2008/09 Budget, and indicating the key issues and general financial position in relation to the Council’s Medium Term Financial Strategy.  In doing so, she summarised the Group’s conclusions as follows: For 2008/09 the budget gap was £700,000, out of a total budget £10,000,000. There would be additional financial pressure on the budget in future years, which might make Council Tax rises above the rate of inflation necessary, and/or increase the need to generate additional income through mechanisms such as charging for car-parking. Early in the 2008/09 financial year it would be necessary to review priorities in setting the Budget for 2009/10.  There was very limited scope for budget growth over the coming years. The Head of Finance made a PowerPoint presentation (subsequently numbered Paper G164) setting out key issues in relation to the 2008/09 Budget and the Financial Strategy.  In the ensuing discussion the following were among the key points noted: - It had been assumed that the Council would lose its grant for homelessness, but it was now understood that the grant would continue for at least the next two years. It was now considered unlikely that the proposed new refuse collection depot would become operational within the 2008/09 financial year. The SFP had not accepted a proposal put forward by the Information Management Task Group to fund a new joint post of Security Officer. In relation to Concessionary Bus Fares, the Council had been informed that in 2008/09 it would receive a grant of just over £200,000.  However, this figure could reduce in future years.  Currently the grant was assessed on the basis of a sample of bus usage, but from April 2008 actual bus usage would be monitored. The Council’s Planning Delivery Grant for 2008/09 would be based on the quality of the Council’s Local Development Framework and on its performance on affordable housing, not on planning performance on targets. The issues raised in Paper G158 relating to the Medium Term Financial Strategy were for further consideration and not firm recommendations of the SFP Group.  A majority of Members agreed that there was a need for these to be investigated further by Members and Officers.  In relation to charging for pre-planning advice, some Overview and Scrutiny Members had doubts about the merits of such a scheme.  This would be investigated further. RECOMMENDED TO STRATEGY COMMITTEE (1) That the Budget Commitments for 2008/09 as listed in Appendix 1 to Paper G158 be noted. (2) That the General Fund Revenue Budget Service Priorities/Growth as set out in Appendix 2 to Paper G158 be approved. (3) That proposed efficiencies, savings and additional income for 2008/09 as set out in Appendix 3 to Paper G158 be approved. (4) That the General Fund draft Capital Programme as set out in Appendix 4 to Paper G158 be approved. (5) That, subject to any detailed changes in grants or other areas of the Budget that may arise, a Council Tax increase of 3.9% for 2008/09, in line with the headline inflation rate in September 2007, be supported in principle. (6) That in relation to the Medium Term Financial Strategy, it be noted that the Overview and Scrutiny Committees accept that a review be undertaken of future Council Tax levels and all income generating opportunities, including car-parking as a priority. Following the discussion of the draft budget and financial strategy by the joint Overview and Scrutiny meeting, as a result of further information becoming available, the Head of Finance has undertaken additional work and the Committee will be requested to consider the recommendations contained in Paper G169 attached. Paper G170 8 RECOMMENDATIONS FROM TASK GROUPS AND PANELS 2008/2018 Corporate Plan – Progress Report Report from the Corporate Plan Working Group attached. Paper G171 9 WORK PLAN Report by the Head of Corporate Services attached. Paper G172 10 HADLEIGH SWIMMING POOL AND OTHER FACILITIES Joint Report by the Head of Contract and Asset Management and the Project and Programme Executive attached. 11 POST OFFICE CLOSURES The Head of Community Development to report that the Post Office has confirmed that the following Post Offices in Babergh will be closed. Acton Ballingdon Burstall Copdock Hence, regretfully, despite our representations to the Post Office, these closures will proceed. Assington is still one of a number of outreach proposals that is currently in the process of a further review by Postwatch.  It is expected that this review will be concluded in the near future, at which time the Post Office will communicate its final decision. The above decisions are in accordance with the information that the Post Office provided to the Overview and Scrutiny (Community Services) Committee meeting on 16 October 2007. The Post Office has also indicated that it has decided not to proceed with the closure of three branches (none of which is within Babergh).  However, following a further review of the area, Post Office Limited is now proposing the closure of three other branches instead, one of which is Kersey. A six-week period of local public consultation will commence shortly in relation to the closure of these alternative branches. It is RECOMMENDED that the Corporate Director, in consultation with the Chairman of Strategy Committee, formulate a response to the consultation on the proposed closure of Kersey Post Office. Paper G173 12 COUNCIL HOUSING, REVENUE BUDGET AND CAPITAL PROGRAMME Report by the Head of Finance attached. 13 SCHOOLS ORGANISATIONAL REVIEW - CONSULTATION Mike Hammond, Corporate Director, to report that in 2006 Suffolk County Council carried out a review of school organisation in Suffolk.  At the end of this process the County Council adopted a preferred option to move to a two-tier system of primary schools covering the 4 to 11 age range and secondary schools covering the 11 to 16 or 11 to 18 age range.  In March 2007 the County Council agreed to proceed to a second stage of the review.  Because of the number of schools potentially affected, the County Council decided to carry out the review in three phases. Phase 1 – Lowestoft and Haverhill. Phase 2 – Beccles, Bungay, Mildenhall, Newmarket. Phase 3 – Bury St Edmunds, Thurston, Sudbury, Stowmarket. The County Council is currently consulting on proposals for Haverhill.  Details can be viewed at www.suffolk.gov.uk/sor/haverhill. Frank Stockley, Area Manager (Access and Admissions), from Suffolk County Council will be in attendance at the meeting to provide a presentation, the purpose of which is to:- 1. Inform Members of how the proposals for Haverhill could affect Glemsford and Hartest Primary Schools, including the secondary destination pathways for students from these schools. 2. Seek Babergh Members’ views on the proposals. Paper G175 14 CAPITAL PROGRAMME 2007/08 Report by the Head of Contract and Asset Management attached. Paper G176 15 ACTION OUT OF MEETING Hadleigh Swimming Pool – Application for Funding Report attached. 16 EXCLUSION OF THE PUBLIC (WHICH TERM INCLUDES THE PRESS) To consider whether, pursuant to Part I of Schedule 12A of the Local Government Act 1972, the public should be excluded from the meeting for the business specified below on the grounds that if the public were present during these items it is likely that there would be the disclosure to them of exempt information as indicated against each item. The authors of the reports proposed to be considered in Part II of the Agenda are satisfied that the public interest in maintaining the exemption outweighs the public interest in disclosing the information. PART II Paper G177 17 COUNCIL HOUSE PAINTING PROGRAMME (Exempt information by virtue of Paragraph 3 of Part I) Report by the Head of Contract and Asset Management attached. Paper G178 18 DISPOSAL OF PROPERTY AT SUDBURY (Exempt information by virtue of Paragraph 3 of Part I) Report by the Head of Contract and Asset Management attached. Paper G179 19 PROPOSED COMPULSORY PURCHASE ORDER (Exempt information by virtue of Paragraph 6 of Part I) Joint Report by the Head of Community Development and the Solicitor to the Council attached.   For further information on any of the Part 1 items listed above, please contact Steve Ellwood on Ipswich (01473) 825876 or via email at committeeservices@babergh.gov.uk

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