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, 15 NOVEMBER 2007
Quick List
63 Declaration of Interests
64 Minutes
65 Petitions
66 Questions from Members
67 Issues arising from Overview and Scrutiny Committees
68 Recommendations and Reports from Committees
69 Recommendations and Reports from Task Groups and Panels
70 Work Plan
71 Use of Resources - Recovery of Arrears
72 Local Government and Rating Act 1997 - Rate Relief Rural Settlements
73 Exclusion of Public (which term includes the Press)
74 Disposal of Land
75 Suffolk Pathfinder
76 Closed Ciruit Television (CCTV) in Babergh
77 Concessionary Travel Scheme and National Travel Scheme 2008
78 Suffolk Waste Partnership and Future Waste Targets
79 Conservation Area Appraisals
80 Off-Street Parking Places Order 2007
81 2007/08 Capital Programme - Non Committed Schemes
PRESENT: Mr N A Ridley – Chairman
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Mrs J Antill
Mr N A Bennett
Mr M P Booth
Mrs S Carpendale
Mr R E Kemp |
Dr M R Miller
Mr C M Spence
Mr H N Todd
Mrs S M Wigglesworth |
Mr D M Busby attended the meeting in order to present the recommendations of the Overview and Scrutiny (Stewardship) Committee referred to in Minute No. 68(a) below.
Mr J A B Long attended the meeting in order to present the recommendations of the Overview and Scrutiny (Community Services) Committee referred to in Minute No. 68(b) below.
Mr C W Arthey, Member Champion for Waste Management Strategy attended the meeting in order to assist with the presentation of the report referred to in Minute No.78 below.
Mr R E Kemp declared a personal interest in respect of the item referred to in Minute No. 77 below by virtue of being a concessionary bus pass holder but indicated that his interests were such that he was able to speak and vote on the matter.
Mr R E Kemp declared a personal interest in respect of the item referred to in Minute No. 68(a) below by virtue of being a member of various sporting clubs but indicated that his interests were such that he was able to speak and vote on the matter.
Dr M R Miller declared a personal interest in respect of the item referred to in Minute No. 77 below by virtue of being a concessionary bus pass holder but indicated that his interests were such that he was able to speak and vote on the matter.
Dr M R Miller declared a personal interest in respect of the item referred to in Minute No. 68(a) below by virtue of being a member of the Royal Harwich Yacht Club but indicated that his interests were such that he was able to speak and vote on the matter.
Mr N A Ridley declared a personal interest in respect of the item referred to in Minute No. 68(a) below by virtue of his Chairmanship of the Gainsborough House Society but indicated that his interests were such that he was able to speak and vote on the matter.
Mrs J Antill declared a personal interest in respect of the item referred to in Minute No. 68(a) below by virtue of her association with the Gainsborough House Society and the Citizens Advice Bureau but indicated that her interests were such that she was able to speak and vote on the matter.
Mrs S M Wigglesworth declared a personal interest in respect of the item referred to in Minute No. 68(a) below by virtue of her association with Polstead Village Hall but indicated that her interests were such that she was able to speak and vote on the matter.
Mr N A Bennett declared a personal interest in respect of the item referred to in Minute No. 68(a) below by virtue of being a member of Great Cornard Cricket Club but indicated that his interests were such that he was able to speak and vote on the matter.
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RESOLVED
That the Minutes of the meeting held on the 27 September 2007 be confirmed and signed as a correct record.
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The Head of Corporate Services reported that in accordance with Council Procedure Rule No. 13, a petition had been submitted to the Chief Executive relating to:-
Stanstead Bus Service
Petition signed by approximately 140 residents of the District relating to the retention of a bus route via the village of Stanstead. The Head of Contract and Asset Management has dealt with the petition under his delegated powers.
It was noted that in accordance with Procedure Rules the Chief Executive will report receipt of the petition to the Council meeting on 18 December 2007.
RESOLVED
That the position be noted.
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Question to the Chairman of the Committee from Dr M R Miller
Could the Chairman please advise Members what progress has so far been made with the marketing of the land adjacent to East House, and advise when the matter will be referred back to Members in accordance with Minute 98 of the meeting of Strategy Committee on 8 February 2007 ?
Response from Mr N A Ridley
The land adjacent to East House is being marketed with the property itself. Extensive discussions have been held with our Agents, Strutt and Parker, the Council’s Planning Department and English Heritage to ensure that the site will be treated in a sensitive manner in view of East House being a Grade II* Listed Building. Informal tenders are due in on 14 December, following which they will be analysed and a report submitted to Strategy Committee at the earliest opportunity.
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None received.
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(a) Discretionary Rate Relief – Overview and Scrutiny (Stewardship) Committee Minute No. 37
Members had before them Paper G112 together with a supplementary sheet, circulated at the meeting, providing a list of properties referred to in paragraphs 5.6 and 5.8 of Paper G112.
Concern was expressed that the potential reduction in support for some premises on the adoption of the proposed policy may be contrary to our service priorities, in particular establishing and maintaining sustainable communities and a thriving economy and also the implications for sports clubs.
It was agreed that the Overview and Scrutiny (Stewardship) Committee should be requested to reconsider the matter.
RESOLVED
That the Overview and Scrutiny (Stewardship) Committee be requested to reconsider the proposed revised Discretionary Rate Relief Policy and the potential impact across the District.
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(b) Post Office Network Change Programme – Overview and Scrutiny (Community Services) Committee Minute No. 45
Mr J A B Long, Chairman of the Overview and Scrutiny (Community Services) Committee was present at the meeting and presented the Committee’s recommendations. It was noted that following the decision of the Committee Mike Hammond, Corporate Director, in consultation with the Chairman had prepared a draft response to Post Office Limited and this had been circulated with the Agenda as Paper G132.
During consideration of this matter a number of amendments to the response were suggested.
RESOLVED
That Mike Hammond, Corporate Director be authorised to submit a response to Post Office Limited on the Post Office Network Change Programme consultation as outlined in Paper G132 and discussed at the meeting.
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(a) Alcohol and Drugs Policy
Mrs J Antill, a member of the HR Task Group, presented Paper G133 advising that ACAS recommend that all organisations have clear rules on the use of alcohol by employees together with a policy outlining clearly how any alcohol and/or drug related problems would be dealt with.
A proposed policy, prepared and agreed by the HR Panel, which is supported by the Babergh branch of UNISON was attached as an Appendix to Paper G133.
Mrs J Antill alerted Members that the policy may require review once the implications of the Corporate Manslaughter and Corporate Homicide Act 2007 have been assessed.
RESOLVED
That the Alcohol and Drugs Policy attached as an Appendix to Paper G133 be adopted with immediate effect.
(b) A Strategic Framework for Procurement-Issues Paper
Mr H N Todd, Chairman of the Procurement Task Group, introduced Paper G134 which outlined the conclusions of an initial review of the Council’s current Corporate Procurement Strategy and requesting the Committee to consider the issues relating to the overall strategic direction of the Council’s Procurement Framework and key priorities for the next four years.
It was noted that external consultation, with the Chamber of Commerce in finalising views on some of the issues would be undertaken.
RESOLVED
(1) That the core issues set out in paragraphs 5.12 to 5.16 and the other procurement issues covered in paragraphs 5.17 to 5.23 of Paper G134 be noted.
(2) That the issues be addressed in more detail through an updated Strategic Procurement Framework following further consideration by the Procurement Task Group.
(3) That the current Corporate Procurement Strategy remains in place until the new Strategic Framework is approved.
(4) That the Procurement Task Group reports back to Strategy Committee on this matter early in 2008.
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Members noted some minor changes to be incorporated into the next update of the Workplan.
RESOLVED
That the Workplan set out in Paper G135 be noted.
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The Head of Customer Services submitted a report (Paper G136):-
(a) updating the Committee on the action taken to finalise the recovery of Council Tax and Non-Domestic arrears for financial years prior to 2003.
(b) proposing targets for the recovery of Council Tax and Non-Domestic Rates.
(c) requesting approval to the revised Debt Management Strategy and Policy document.
(d) requesting direction on the recovery on Non-Domestic Rate arrears where the ratepayer remains in occupation and there is ongoing liability but there is little likelihood of payment being made.
Following discussion of this matter the Solicitor to the Council advised that in the event of individual details of a case being discussed then it would be appropriate for such discussions to take place in Part II of the Agenda.
The Committee subsequently decided that they did wish to discuss an individual case and a recommendation to exclude the public was moved.
RESOLVED
That pursuant to Part 1 of Schedule 12A of the Local Government Act 1972 the public be excluded from the meeting for that part of the item specified below on the grounds that if the public were present during that part of the item it is likely that there would be the disclosure to them of exempt information as indicated against the item.
The Committee was also satisfied that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.
The item referred to was exempt information by virtue of paragraph 3 of part 1 and related to the recovery of rates on premises referred to at the meeting.
Following discussion of that part of the item the press and public were re-admitted to the meeting.
RESOLVED
(1) That the action taken by officers to finalise arrears’ recovery for financial years prior to 1 April 2003 be noted and that the following targets are set out for the collection of Council Tax and Non-Domestic arrears as at 31 March 2008.
|
Financial Year |
Council Tax
(Balance outstanding) |
Non-Domestic Rates
(Balance outstanding) |
|
2003/04 |
32,000 |
10,000 |
|
2004/05 |
45,000 |
11,000 |
|
2005/06 |
76,000 |
35,000 |
|
2006/07 |
133,000 |
60,000 |
(2) That the Debt Management Strategy and Policy attached as Appendix B to Paper G136 be approved and adopted.
(3) That in respect of the recovery on Non-Domestic Rate arrears where the ratepayer remains in occupation and there is ongoing liability but there is little likelihood of payment being made each case be looked at on its merits.
(4) That the Head of Customer Services be authorised to take appropriate action under liquidation proceedings in respect of the case referred to at the meeting.
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The Head of Customer Services reported that the Council is required to conduct an annual review of the rural settlement list it uses for the purposes of awarding mandatory and discretionary rate relief under Sections 42A (1) 43 and 47 of the Local Government Finance Act 1988 to confirm that the list remains appropriate for the coming financial year.
RESOLVED
That the existing rural settlement list as set out in Paper G137 remain in force for the period 1 April 2008 to 31 March 2009.
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The meeting was adjourned for lunch at 1.10 p.m. and resumed at 1.45 p.m. when the following Members were present.
Mr N A Ridley – Chairman
|
Mrs J Antill
Mr N A Bennett
Mr M P Booth
Mrs S Carpendale |
Dr M R Miller
Mr C M Spence
Mr H N Todd
Mrs S M Wigglesworth |
RESOLVED
That pursuant to Part 1 of Schedule 12A of the Local Government Act 1972 the public be excluded from the meeting for the business for the items 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 Committee was satisfied that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.
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Prior to consideration of this item the Chairman of the Committee indicated that any decision taken by the Strategy Committee would be a recommendation to Council.
Mr John Dennis, from the Valuation Office, was in attendance for this item and answered Members’ questions.
The Head of Contract and Asset Management submitted a report (Paper G146) requesting approval to dispose of land.
RECOMMENDED TO COUNCIL
That the Head of Contract and Asset Management be authorised to dispose the freehold of land within the area shown black on the plan attached to Paper G146 subject to:
(a) A consideration as agreed by the Council’s valuer
(b) Any other terms deemed necessary to protect the Council’s interests
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The Head of Contract and Asset Management submitted a report (Paper G145) requesting approval to extend existing contracts by one year from the 31 March 2008 to allow investigations, discussions, negotiations etc to take place with other Suffolk Authorities in relation to the potential for the future joint procurement of the services contained within these contracts.
The Head of Contract and Asset Management also requested the Committee to extend a current one year contract for Right to Buy valuations.
RESOLVED
(1) That the current five year term contract for reactive repairs to the Council’s housing stock be extended for one year from 31 March 2008.
(2) That the current five year term contract for repairs to void properties in the Council’s housing stock be extended for one year from 31 March 2008.
(3) That the current three year contract for pest control services be extended for one year from 31 March 2008.
(4) That the current one year contract for the Right to Buy valuations be extended for one year from 31 December 2007.
(5) That in relation to the above contracts the Head of Contract and Asset Management be authorised to extend these contracts by further three month periods should the Pathfinder process not be completed and acted upon by 31 March 2009.
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The Head of Community Development referred to a report (Paper G120) detailing the results of a feasibility study into alternative arrangements for the monitoring and recording of CCTV footage in Babergh that had been recommended for approval by the Overview and Scrutiny (Community Services) Committee.
RESOLVED
That option 1 set out in paragraph 7 of Paper G120 be adopted.
At this point in the meeting the press and public were re-admitted.
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The Chief Executive introduced Paper G138 updating Members on the position relating to the current Concessionary Travel Scheme, the potential cost pressures in relation to this and the new National Scheme that applies from April 2008.
To assist with ongoing discussions with other Suffolk District/Borough Councils and in order to respond to a Government consultation document Members’ views were sought on whether in view of budgetary pressures the current 24/7 scheme should be restricted to the lesser statutory scheme from April 2008 and on grant distribution options relating to the additional cost of that new scheme.
The Chief Executive also referred to supplementary information to Paper G138 that had been circulated at the meeting. The Chairman of the Committee referred to a letter received from Mary Munson on behalf of the Hadleigh Pensioners’ Association.
During consideration of this item it was agreed that the level of usage of the concessionary travel scheme would be monitored by the Suffolk Wide User Group.
RESOLVED
(1) That the financial position for 2007/8 with regard to the potential increase in costs of the current Concessionary Travel Scheme be noted.
(2) That with regard to the new National Free Travel Scheme applicable from April 2008 and the operational and budgetary implications that could arise from this the details be noted.
(3) That the following principles as a basis for on-going discussions with other Suffolk District/Borough Councils and in response to Government consultation on possible options for grant distribution to meet the additional costs of the new scheme from April 2008 be endorsed:-
(i) Support in principle for a common approach to the new Concessionary Travel Scheme across Suffolk.
(ii) Support for the retention of a 24/7 Concessionary Travel Scheme in Babergh and across Suffolk, subject to further detailed projections as to financial impact and budgetary considerations and to (iii) below.
(iii) In the event that the majority view amongst Suffolk District/Borough Councils is that the lesser mandatory scheme be adopted from April 2008, as a less costly alternative to a 24/7 scheme, that this approach be supported if a common policy across Suffolk could thereby be maintained, in support of the objective set out in (i) above.
(iv) Subject to further analysis of the likely financial impact, and to there being a consensus amongst the Suffolk District/Borough Councils, support in principle for a national grant funding distribution method that achieves the maximum amount of Government grant in Suffolk to support the additional costs of the new scheme from April 2008, allied to a local agreement amongst the Suffolk District/Borough Councils that then achieves a fair and equitable distribution of that funding amongst those Councils.
(v) Irrespective of the level of Government grant funding ultimately given to the Suffolk Councils, support in principle to seeking to secure consensus across Suffolk that this funding be distributed fairly and equitably amongst the Suffolk Councils, subject to further analysis of the financial impact on individual Councils.
(vi) That in the event of a county-wide consensus not being able to be secured on the approach to be adopted to specific aspects of this scheme as detailed above, Babergh’s response to those aspects to reflect the best interests of this Council and its residents.
(4) That the Chief Executive, in consultation with the Chairman of Strategy Committee, be authorised to take any further appropriate action on this matter.
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The Head of Natural and Built Environment submitted a report (Paper G139) informing the Committee of the outcome of recent work undertaken by the Suffolk Waste Partnership which will have significant implications for the delivery of waste management services across the county over the next few years, and to seek the Committee’s approval to enter into a more formalised partnership with the County Council (WDA) and the six waste collection authorities (WCA) through the signing of a joint memorandum of understanding.
The Committee were also requested to approve the addendum to the Joint Municipal Waste Management Strategy which has arisen following the partnership’s first formal review of that strategy. In addition, the outcome of recent contract negotiations relating to the gate fee paid by members of the Suffolk Recycling Consortium for material sorting and recovery facilities were noted.
Mr C W Arthey, the Member Champion for Waste Management Strategy was in attendance for this item and addressed the meeting.
RESOLVED
(1) That the entering into of a formalised partnership with the Waste Disposal Authority (Suffolk County Council) and the Suffolk Waste Collection Authorities through the adoption of the Suffolk Waste Management Memorandum of Understanding (MOU) (Appendix 1 to Paper G139) be approved and the Solicitor to the Council be authorised to sign the MOU on behalf of the Council.
(2) That the Addendum to the Suffolk Joint Municipal Waste Management Strategy (Appendix 2 to Paper G139) and the associated Babergh recycling action plan be adopted.
(3) That the outcome of negotiations with Viridor Waste Management in respect of the review of MRF gate fees be noted and the minor variations to the Contract arising from the review be approved.
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(a) Little Waldingfield
The Head of Natural and Built Environment submitted a report (Paper G140) advising Members of the results of the recent public consultation on Little Waldingfield Conservation Area, to seek approval for the designation of a small additional area and the adoption of the appraisal document as non statutory supplementary planning guidance.
RESOLVED
(1) That the Little Waldingfield Conservation Area be enlarged to include the small additional area of field and footpath shown on the Appraisal’s ‘Countryside’ map north of the Church contained in Appendix A to Paper G140.
(2) That the Conservation Area Appraisal document attached as Appendix A to Paper G140 be adopted as non-statutory Supplementary Planning Guidance with immediate effect.
(b) Bures St Mary
The Head of Natural and Built Environment submitted a report (Paper G141) advising Members of the results of the recent public consultation on Bures St Mary Conservation Area and to seek approval for the adoption of the appraisal document as non statutory supplementary planning guidance.
RESOLVED
That the Bures St Mary Conservation Area Appraisal document attached as Appendix A to Paper G141 be adopted as non-statutory Supplementary Planning Guidance with immediate effect.
(c) Pin Mill
The Head of Natural and Built Environment submitted a report (Paper G142) advising Members of the results of the recent public consultation on Pin Mill Conservation Area and to seek approval for the adoption of the appraisal document as non statutory supplementary planning guidance.
RESOLVED
That the Pin Mill Conservation Area Appraisal document attached as Appendix A to Paper G142 be adopted as non-statutory Supplementary Planning Guidance with immediate effect.
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The Head of Contract and Asset Management submitted a report (Paper G143) requesting approval to undertake the formal process required to put in place a new parking order for 11 of the Council’s off street car parks.
RESOLVED
(1) That, in exercise of its powers under Section 35 of the Road Traffic Regulations Act 1984, the Council makes a Draft Order (as shown in Appendix ‘B’ to Paper G143), and that it be referred for formal consultation with Suffolk County Council (as the Highway Authority) and Suffolk Police, and any other person or body required to be consulted.
(2) That upon completion of the consultations referred to in (1) above, and providing that no material objections have been received and the Highway Authority gives its consent in accordance with Section 39 of the Road Traffic Regulations Act 1984, proposals to make The Babergh District Council (Off Street Parking Places) Order 2007, be published in accordance with statutory procedures.
(3) That the Solicitor to the Council be authorised to determine the date for the Order to come into effect following completion of the consultation procedures referred to in (1) above.
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The Head of Contract and Asset Management submitted a report (Paper G144) requesting approval to implement a scheme within the Council’s housing revenue account capital programme that is ready to proceed.
RESOLVED
That expenditure from the Council’s housing revenue account is approved to carry out the proposed scheme detailed in the table in paragraph 3.1 of Paper G144.
Note: The meeting adjourned between 10.50 a.m. and 11.15 a.m. for refreshments.
The business of the meeting was concluded at 3.55 p.m.
Chairman
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