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BABERGH DISTRICT COUNCIL STRATEGY COMMITTEE
MINUTES OF A MEETING OF THE STRATEGY COMMITTEE HELD IN THE COUNCIL CHAMBER, COUNCIL OFFICES, CORKS LANE, HADLEIGH ON THURSDAY 14 JANUARY 2010
PRESENT: Mr N A Ridley – Chairman
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Mr M P Booth
Mrs S Carpendale
Mr A J Hinton
Ms J A Jenkins
Mr R E Kemp |
Dr M R Miller
Mr C M Spence
Mr R W Thake
Mrs S M Wigglesworth |
Mr N A Bennett was unable to be present.
78 - Substitutes
79 - Declaration of Interests
80 - Minutes
81 - Petitions
82 - Questions from Members
83 - Issues Arising from Overview and Scrutiny Committees
84 - Discretionary Rate Relief 2010 Revaluation
85 - Recommendations and Reports from Task Groups/Panels
86 - Council Housing Revenue Budget and Capital Programme
87 - Future Savings and Efficiencies: Scenario Planning for the Outcome of Local Government Review and Alternative Models of Partnership Working
88 - Revenues and Benefits Shared Service - Business Case
89- Work Plan for 2009/10
90 - Bramford to Twinstead Overhead Line Project - National Grid's Consultation (Stage 1)
91 - Higham Conservation Area
92 - Lavenham Conservation Area
It was noted that, in accordance with Council Procedure Rule No. 5, a substitute was in attendance as follows:-
Mr R W Thake (substituting for Mr N A Bennett).
Mr C M Spence declared a personal interest in Minute No. 86 (Council Housing Revenue Budget and Capital Programme) by virtue of his mother being a resident of Council accommodation but stated that he was able to speak and vote on the matter concerned.
Ms J A Jenkins declared a personal interest in Minute No. 84 (Discretionary Rate Relief 2010 Revaluation) by virtue of being Chairman of the Leavenheath Village Hall Management Committee but stated that she was able to speak and vote on the matter concerned.
Mrs S M Wigglesworth declared a personal interest in Minute No. 84 (Discretionary Rate Relief 2010 Revaluation) by virtue of being Chairman of the Polstead Village Hall Management Committee and Suffolk Digital Cinema Network but stated that she was able to speak and vote on the matter concerned.
Mr R E Kemp declared a personal interest in Minute No. 84 (Discretionary Rate Relief 2010 Revaluation) by virtue of his association with Long Melford Football and Cricket Clubs and Silver Band but stated that he was able to speak and vote on the matter concerned.
Mrs S Carpendale declared a personal interest in Minute No. 90 (Bramford to Twinstead Overhead Line Project – National Grid’s Consultation (Stage 1)) by virtue of her husband holding a small number of shares in National Grid but stated that she was able to speak and vote on the matter concerned.
Mrs S M Wigglesworth and Mr N A Ridley each declared a personal interest in Minute No. 90 (Bramford to Twinstead Overhead Line Project – National Grid’s Consultation (Stage 1)) by virtue of living in the vicinity of one of the routes but stated that they were able to speak and vote on the matter concerned.
RESOLVED
That the Minutes of the meeting held on 8 December 2009 be confirmed and signed as a correct record subject to the addition of the words in italics (below) in Minute No. 72 – Declaration of Interests – in relation to the prejudicial interest in Minute No. 77(b) declared by Mr N A Bennett:-
‘…..by virtue of being a Member of Sudbury Town Council which had submitted the proposal under consideration’
The Director of Corporate Services reported in accordance with Council Procedure Rule No. 13 the receipt of a petition submitted to the Chief Executive relating to the following:-
Development of the Hamilton Road Quarter, Sudbury – Why Ignore Option Four?
Petition signed by approximately 46 residents of the District objecting to the 3 options put forward for consultation and requesting that an Option 4 is introduced.
The issues raised will be incorporated in a report when the matter is considered by Strategy Committee on 11 February 2010.
In accordance with Council Procedure Rules, the Chief Executive reported the receipt of the petition to the Council meeting on 15 December 2009.
None received.
None received.
The Head of Customer Services submitted a report (Paper J150) asking Members to update the Council’s discretionary rate relief policy to reflect the new rural rate threshold applying from 1 April 2010 and to consider recommending to the Council that the level of discretionary rate relief for premises other than post offices be capped.
RESOLVED
That the Council’s discretionary rate relief policy be updated to reflect the new rural rate relief thresholds applying from 1 April 2010 as set out on pages 7 to 9 of Appendix A to Paper J150.
RECOMMENDED TO COUNCIL
That with the exception of post offices, discretionary rate relief be capped at a maximum 90% of the gross rate bill subject to this being approved by Council as part of the budget setting process for 2010/11.
Financial Strategy and 2010/11 Budget (SFP Task Group)
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%
· 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 3 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.
The Director of Finance presented a report (Paper J157) setting out various recommendations relating to the draft Revenue Budget for 2010/11 and draft 3-year Capital Programme for Council Housing. Members were aware that the recommendations agreed at this meeting would be considered further by Strategy Committee and Council in February as part of the budget setting process and following scrutiny by the Overview and Scrutiny (Community Services) Committee, the Housing Panel and the Tenants’ Forum.
The Director of Finance referred to the proposed rent increase and Supporting People charges of 2%, which was subject to confirmation of the Government’s rent guideline proposals, and Members noted that at this point in time it was not anticipated that there would be a major variation from this figure. He also referred to the proposed increase of 19% for heating and lighting charges in sheltered accommodation and explained that some of the increase was to cover costs from previous years, which were the subject of challenge with the relevant energy companies. He also informed Members that an Equalities Impact Assessment would be carried out on the effect of the charges as part of the scrutiny and review of this proposal by the Housing Panel. During the debate on this item Members agreed that an amendment to the wording of 2.3 would be appropriate to cover the current position and this was subsequently incorporated into the motion to agree the recommendations in paragraph 2 of Paper J157.
RECOMMENDED
(1) That, subject to the Government’s rent guideline proposals being confirmed, average weekly rents for Council dwellings and compulsory let garages be increased by an average of 2% in 2010/11.
(2) That, also subject to the Government’s rent guideline proposals being confirmed, Supporting People and other charges for those in sheltered accommodation and homeless units for 2010/11 be increased by 2% in line with the proposed increase in rents.
(3) That heating and lighting charges in sheltered accommodation be increased by up to 19% in order to recover increased costs from previous years, subject to the outcome of further review and consideration by the Housing Panel and the Overview and Scrutiny (Community Services) Committee.
(4) That the draft revenue budget and capital programme be approved, subject to these being reviewed and amended accordingly following the Government rents and subsidy proposals being confirmed.
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
The Head of Customer Services submitted a report (Paper J154) outlining the potential options for a shared service between Babergh District Council, Ipswich Borough Council, Mid Suffolk District Council and St Edmundsbury Borough Council.
RESOLVED
(1) That the following options be approved for development into a full business case:-
· Joining an existing Revenues and Benefits Shared Service either as a full partner or as part of a franchise
· Creating a new Revenues and Benefits Shared service.
(2) That a business case be produced by participating in a collaboration between Babergh District Council, Ipswich Borough Council, Mid Suffolk District Council and St Edmundsbury Borough Council.
(3) That development of the business case be overseen by the Procurement Task Group.
(4) That the Procurement Task Group analyse the business case on completion, and make a recommendation to Strategy Committee on the way forward.
At this point the meeting adjourned for lunch at 1.00 p.m. and resumed at 1.30 p.m. when the following Members were present:-
Mr N A Ridley – Chairman
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Mr M P Booth
Mrs S Carpendale
Mr A J Hinton |
Ms J A Jenkins
Dr M R Miller
Mr C M Spence |
The Director of Corporate Services submitted a report (Paper J152) on items identified for the Strategy Committee.
RESOLVED
That the Work Plan set out in Paper J152 be noted.
Members had before them a recommendation relating to the consideration of Babergh’s response to National Grid’s Consultation and the way in which representatives of affected Parish Councils and the National Grid might be afforded the opportunity to speak when the Committee considers its response.
Members had before them a revised Recommendation (2) to that which appeared on the original agenda which took into account concerns raised about the detail of the original proposal suggested by the Political Leaders’ Group.
RESOLVED
(1) That Babergh’s response to National Grid’s Consultation (Stage 1) be determined by Strategy Committee at its meeting on 11 February 2010.
(2) That the opportunity be provided for representatives of Parish Councils affected and National Grid to speak at the Strategy Committee meeting on 11 February on the following basis:-
(a) The number of speakers to be restricted as follows:
· One speaker to represent the interests of the communities affected by each of the four proposed routes, i.e. up to four speakers.
· One speaker to represent the interests of those communities who wish to propose undergrounding of whatever route is chosen.
· One speaker from National Grid.
(b) It will be a matter for the Parish Councils to confer and agree who should speak on their behalf. The time limit for each of the speakers representing the interests of the communities to be 3 minutes. The time limit for the speaker from National Grid to be 6 minutes.
Members noted that a letter would be sent to all affected Parish Councils with a copy to all Members setting out details of the proposed arrangements.
The Head of Natural and Built Environment submitted a report (Paper J155) recommending the adoption of the Conservation Area Appraisal Document (Appendix A to Paper J155).
RESOLVED
That the Conservation Area Appraisal Document (Appendix A to Paper J155) be adopted as non-statutory Supplementary Planning Guidance with immediate effect.
The Head of Natural and Built Environment submitted a report (Paper J156) recommending the adoption of the Conservation Area Appraisal Document (Appendix A to Paper J156).
RESOLVED
That the Conservation Area Appraisal Document (Appendix A to Paper J156) be adopted as non-statutory Supplementary Planning Guidance with immediate effect.
The meeting adjourned for refreshments between 11.40 a.m. and 12.00 noon.
The business of the meeting was concluded at 2.05 p.m.
............................................................... Chairman
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