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, 6 MARCH 2008
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PRESENT: Mr N A Ridley – Chairman
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Mrs J Antill
Mr M P Booth
Mrs S Carpendale
Mr A J Hinton
Mr P Jones |
Dr M R Miller
Mr R W Thake
Mr H N Todd
Mrs S M Wigglesworth |
Mr N A Bennett, Mr R E Kemp and Mr C M Spence were unable to be present.
Mr D M Busby attended the meeting in order to present the recommendations of the Overview & Scrutiny (Stewardship) Committee referred to in Minute No. 122(a) below.
Mr B L Lazenby attended the meeting in order to present the recommendations of the Licensing and Appeals Committee referred to in Minute No. 122(b) below.
It was noted in accordance with Council Procedure Rule No. 5, that substitutes were in attendance as follows:
Mr A J Hinton (substituting for Mr C M Spence)
Mr P Jones (substituting for Mr R E Kemp)
Mr R W Thake (substituting for Mr N A Bennett)
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Mr H N Todd declared a prejudicial interest in that part of the item referred to in Minute No. 130 below by virtue of living close to the proposed parking areas to be provided at Chelsworth Avenue, Great Cornard and was not present during the discussion of this item.
Mrs S Carpendale declared a personal interest in the item referred to in Minute No. 131 below as she is employed by the University of College Suffolk but indicated that her interest was such that she was able to speak and vote on the matter concerned.
Mr P Jones declared a personal interest in the item referred to in Minute No. 125 below as he was a member of the East of England Regional Assembly but indicated that his interest was such that he was able to speak and vote on the matter concerned.
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RESOLVED
That the Minutes of the meeting held on 7 February 2008 be confirmed and signed as a correct record.
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None received.
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None received.
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None received.
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(a) Risk Management Annual Report (Overview and Scrutiny (Stewardship) Committee Minute No. 62)
Mr D M Busby, Chairman of the Overview and Scrutiny (Stewardship) Committee presented this item.
The Head of Finance submitted a report (Paper G188) summarising risk management actions and outcomes over the past year and indicating changes in arrangements that would result in the further embedding and strengthening of risk management in the organisation.
RECOMMENDED TO COUNCIL
That the Annual Report of Risk Management, including the updated Risk Management Strategy as set out in Paper G188 be approved.
(b) Local Government (Miscellaneous Provisions) Act 1976 – Private Hire Licensing of Stretched Limousine Type Vehicles (Licensing and Appeals Committee Minute No. 34)
Mr B L Lazenby, Chairman of the Licensing and Appeals Committee, presented this item.
Members had before them a report from the Head of Natural and Built Environment (Paper G205) which had been considered by the Licensing and Appeals Committee at its meeting on 28 February 2008.
Members were informed that the Licensing and Appeals Committee recommend Strategy Committee to adopt the policy scheme and fee structure for licensing of stretched limousine type vehicles attached as Appendices 1 – 4 to Paper G205 subject to minor amendments.
RESOLVED
That the policy, scheme and fee structure for licensing stretched limousine type vehicles attached as Appendices 1 – 4 be adopted with effect from 1 April 2008 subject to the following amendments to Appendix 1:
Paragraph 1.3 – amend the word providence to provenance.
Part B (e) (page 4) – amend wording to “The vehicle shall be equipped at all times with seat belts for every seat which can be used for the carriage of passengers and where a seatbelt is required by law to be fitted. Seat belts must comply with current legislation and be maintained in good working order at all times”.
(c) Safeguarding Employment Land Supplementary Planning Document (Development Committee)
Members had before them a report from the Head of Natural and Built Environment (Paper G207) which had been considered by the Development Committee at its meeting on the previous day. Members were informed that the Development Committee recommended the Strategy Committee to adopt the document.
RESOLVED
That the Safeguarding Employment Land SPD contained in Appendix 1 to Paper G207, be adopted as a supplementary planning document within the Babergh, Local Development Framework.
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(a) CAST Programme – Progress and outcomes
Mr H N Todd, Chairman of the CAST Programme Board submitted a report (Paper G208) on the progress and outcomes of the CAST Programme together with a view of those issues in the key areas of budget expenditure, customer access, service transformation and improvement, and staffing.
RESOLVED
(1) That the progress made on the CAST Programme as detailed in Paper G208 be noted.
(2) That unspent capital budget of £35,300 is carried forward to 2008/09 to enable a full evaluation of the Council’s customer access requirements in the light of emerging software options, potential shared service or partnership opportunities and the Suffolk Local Government Review.
(b) Babergh’s Choice Based Lettings Scheme – Progress and policy changes
Sue Wigglesworth, Chairman of the Housing Panel, submitted a report (Paper G209) advising that, following the previous decision to replace our points based lettings policy with a choice based lettings scheme, work has now been completed and a new sub-regional choice based lettings scheme has been created. To enable the scheme to be implemented it is necessary for all individual partners to change their letting policies.
The meeting was provided with a DVD presentation, showing how Colchester Borough Council promoted their scheme.
It was agreed that clarification as to how the applications are placed in date order within each of the approved bands (as referred to in paragraph 6.5 of Paper G209) would be provided.
RESOLVED
(1) That the revised lettings scheme as set out in Section 6 (as updated) and Appendix A to Paper G209 be approved.
(2) That the cross boundary mobility arrangements as set out in Section 7 of Paper G209 be approved.
(c) Strategic Procurement Framework
Mr H N Todd, Chairman of the Procurement Task Group, submitted a report (Paper G210) requesting the Committee to recommend approval to a new strategic procurement framework that would guide and support the Council’s approach to partnerships, shared services, joint procurement and other procurement activities for the next 3 to 4 years.
It was noted that under paragraph 6.1 of the draft document the “vision” should be amended to the following “ambition”:-
A great environment in which to live, work and visit, where people have the opportunity to develop their potential and feel they belong to strong and vibrant communities.
Further, that the table shown in paragraph 7.2 be amended to clarify that the Council spends £12M a year on procurement in relation to capital and revenue expenditure, excluding staff costs.
RECOMMENDED TO COUNCIL
(1) That, subject to the Head of Finance being authorised to make amendments to the document as referred to above the strategic procurement framework attached as Appendix B to Paper G210 be adopted.
(2) That the Procurement Task Group develops appropriate actions to take forward key elements of the framework and monitors progress, reporting back to the Overview and Scrutiny (Stewardship) Committee during 2008/09.
(d) Draft Strategic Plan
Mr N A Ridley, as Chairman of the Corporate Plan Working Group, submitted a report (Paper G211) requesting approval for the Committee to recommend the adoption of the strategic plan for the Council (2008-18) which sets out the outcomes needed to be achieved in order to address the key issues facing Babergh over the next 10 years.
RECOMMENDED TO COUNCIL
That subject to “air quality” being inserted in the final bullet point under “A greener and cleaner Babergh”, the Strategic Plan 2008-2018 attached as an appendix to Paper G211 be approved.
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The Head of Corporate Services submitted a report (Paper G212) on items identified for future meetings of the Strategy Committee. Members noted that work was ongoing in updating the Workplan and that additional items for future meetings were noted.
RESOLVED
That the Workplan set out in Paper G212 and updated be noted.
The meeting was adjourned for lunch at 1.05 p.m. and resumed at 1.35 p.m. when the following Members were present:
Mr N A Ridley – Chairman
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Mrs J Antill
Mr M P Booth
Mrs S Carpendale
Mr A J Hinton
Mr P Jones |
Dr M R Miller
Mr R W Thake
Mr H N Todd
Mrs S M Wigglesworth |
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The Head of Community Development and the Head of Natural Built Environment submitted a report (Paper G213) advising Members of the proposals to increase the number of gypsy and caravan pitches in the region by 2011 and the impact this will have for Babergh. These proposals are subject to a 12 week period of consultation commencing in February 2008 and arrangements must be put in place to ensure that Babergh provides an appropriate response.
It was suggested that Babergh’s response would be based on our existing approach to this matter which is that the provision of gypsy and traveller accommodation should be based on the clear evidence of need within each district as referred to in paragraph 5.9 of Paper G213.
RESOLVED
That the Head of Natural and Built Environment in consultation with the Head of Community Development and the Chairman of Strategy Committee be authorised to respond to the consultation on new planning proposals from the East of England Regional Assembly on Gypsy and Traveller Sites.
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The Head of Finance submitted a report (Paper G214) advising that the latest assessment of the Pension Fund, as at 31 March 2007, shows that the estimated deficit has reduced significantly since the previous assessment as a result of investment experience and other factors.
However, after allowance is made for increased longevity, potential volatility in the economic outlook and future estimated investment returns, overall future pension contributions will remain the same for the next 3 years.
RESOLVED
That the Council continues with the level of Pension Fund contributions required under the Suffolk County Council’s current funding strategy statement for the financial years 2008/09 to 2010/11.
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The Head of Finance submitted a report (Paper G215) requesting approval to the Treasury Management activity for the financial year 2008/09 and to provide an update on activities in 2007/08.
RESOLVED
That the Treasury Management Strategy for 2008/09, including the key elements of the annual investment strategy, as set out in the appendices attached to Paper G215 be approved.
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The Head of Corporate Services submitted a report (Paper G216) requesting approval as to the adoption of a process for the setting of performance indicator targets in such a way as to strengthen Member involvement, prior to Strategy Committee approving targets on an annual basis.
RESOLVED
That the proposed approach set out in Paper G216 together with the timetable attached as Appendix A to Paper G216 be approved.
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(a) Stratford St Mary
The Head of Natural and Built Environment submitted a report (Paper G217) advising Members of the results of the recent public consultation on Stratford St Mary Conservation Area and to seek approval for the adoption of the appraisal document as non-statutory supplementary planning guidance.
RESOLVED
That the Stratford St Mary Conservation Area document attached as Appendix A to Paper G217 be adopted as non-statutory supplementary planning guidance with immediate effect.
(b) Glemsford
The Head of Natural and Built Environment submitted a report (Paper G218) advising Members of the results of the recent public consultation on Glemsford Conservation Area and to seek approval for the adoption of the appraisal document as non-statutory supplementary planning guidance.
RESOLVED
That the Glemsford Conservation Area document attached as Appendix A to Paper G218 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 G219) requesting approval to implement schemes within the Council’s General Fund and Housing Revenue account which are ready to proceed.
It was noted that in respect of the financial implications contained in the report all proposed spends are within budget.
RESOLVED
That expenditure from the Council’s General Fund and Housing Revenue account be approved to carry out the proposed schemes detailed in the table in paragraphs 3.1 and 3.2 of the Paper G219.
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The Head of Community Development submitted a report (Paper G220) informing Members of the details of the Local Authority Business Growth Incentive (LABGI) Scheme and how it relates to Babergh.
The report also suggested criteria as to how the LABGI funding should be spent by the Council and how any bids should be approved. In respect of the methodology for adopting projects as outlined in paragraph 5.7 of Paper G220 the following amendments were proposed:
It is proposed that the following methodology is adopted to authorise projects seeking LABGI resources:
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Development Team officer group to consider bids for LABGI funding. All bids to complete proforma (attached at Appendix A to Paper G220)
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A maximum funding of £50,000 be agreed subject to:-
a) The Corporate Director in consultation with the Chairman of the Strategy Committee being authorised to approve bids of £5,000 or less
b) Strategy Committee being authorised to approve bids over £5,000
- Once the £50,000 spend limit has been reached a report is to be submitted to Strategy Committee, reviewing the effectiveness of the scheme, to be advised of the bids that have been approved, their impact, and to consider if any emerging major requests for funding should be considered.
RESOLVED
(1) That the decision to deploy LABGI resources for new initiatives as set out in paragraph 5.5 of Paper G220 and the criteria to guide the use of LABGI funding set out in paragraph 5.6 of Paper G220 be approved.
(2) That the methodology for approving bids for LABGI funding set out in the revised paragraph 5.7 (referred to above) be approved.
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RESOLVED
That pursuant to Part I of Schedule 12A of the Local Government Act 1972 the public 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 Committee was satisfied that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.
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The Head of Contract and Asset Management reported further on progress as a result of the discussion at the previous meeting (Confidential Minute No. 113 refers) on the disposal of property at Hadleigh.
The Head of Contract and Asset Management circulated at the meeting Paper G222, a confidential letter from the Council’s agents Strutt and Parker indicating that discussions with identified bidders are ongoing and that it is hoped that a recommendation would be submitted to the next Strategy Committee meeting as to the developer with whom the disposal should be proceeded with.
RESOLVED
That the position be noted.
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The Chief Executive submitted a report (Paper G221) requesting approval for outline proposals for a Senior Management Restructure that seeks to avoid filling the current Corporate Director vacancy whilst maintaining necessary capacity at this level during a period of considerable challenge and change for the Council.
RECOMMENDED TO COUNCIL
(1) That subject to Recommendation (2) below, the currently vacant post of Corporate Director remains unfilled for the time being
(2) That subject to confirmation that these can be implemented within current staffing budgets and to the views of Unison, the arrangements set out in (a) – (e) be adopted as an interim measure with immediate effect, with a review by the Chief Executive of the effectiveness and appropriateness of these arrangements after no more than 12 months of operation:
a) Mike Hammond, Corporate Director, be seconded to the position of Deputy Chief Executive, reporting to the Chief Executive
b) Andrew Hunkin, Head of Corporate Services, be seconded to the position of Director of Corporate Services, reporting to the Chief Executive
c) Barry Hunter, Head of Finance, be seconded to the position of Director of Finance, reporting to the Chief Executive
d) The posts of Head of Community Development (Chris Foti); Head of Contract and Asset Management (Ryan Jones); Head of Natural and Built Environment (Malcolm Firth), and Head of Customer Services (Bob Southgate) be re-evaluated to reflect additional responsibilities, reporting to the Deputy Chief Executive
e) Any other consequential secondments and/or changes to other roles within the staffing structure
(3) That subject to paragraph (2) above, the Scheme of Delegation under Part 3 of the Constitution be amended to reflect the secondments and revised areas of responsibility (along with any ancillary amendments to the Constitution as necessitated thereby) for the duration of the interim arrangements
(4) That in the event of the proposed review confirming the effectiveness and appropriateness of these arrangements, these be adopted at that time as substantive changes to the Council’s staffing establishment, and the individual secondees/post holders be confirmed in those positions
(5) That in the event of all or any part of these interim arrangements not being confirmed following the review, any staff affected by such a decision revert to their current substantive position, all such positions in the Council’s establishment being held vacant during the period of these interim arrangements
Note: The meeting adjourned between 11.00 a.m. and 11.20 a.m. for refreshments.
The business of the meeting was concluded at 2.55 p.m.
Chairman
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