Agenda and minutes

Venue: Anglia Room, The Conference Suite, Elizabeth House, Dereham

Contact: Committee Services  Tel: 01362 656870

Items
No. Item

In Memoriam

At the commencement of the meeting Members observed a minute’s silence in memory of Sheila Griffin, who had died suddenly on Tuesday.

 

Sheila had been with the Council since 2001 and had worked first in the Print Room, then as Courier and for the last four years in the Member Services section.  Staff had been devastated by the news of the death of a valued colleague and friend.  It was particularly poignant as Sheila was due to retire in July, and had been making arrangements for her marriage to Cliff, in November.

 

54.

Minutes (Agenda Item 1) pdf icon PDF 81 KB

To confirm the minutes of the meeting held on Thursday, 23 April 2009.

Minutes:

The minutes of the meeting held on 23 April 2009 were agreed as a correct record and signed by the Chairman.

 

55.

Apologies (Agenda Item 2)

To receive apologies for absence. 

Minutes:

Apologies for absence were received from Mr B Borrett, Mr S Chapman-Allen, Mr R Childerhouse, Mr M Fanthorpe, Mr C Jordan, Mrs S Matthews, Mrs L Monument, Mr D Myers, Mr A Stasiak and Mrs L Turner.

 

56.

Declaration of Interest (Agenda Item 3)

Members are asked at this stage to declare any interests pertinent to items on this agenda.

 

The Members’ Code of Conduct requires that declarations include the nature of the interest and whether it is personal or prejudicial.

Minutes:

The following declarations of interest were noted:

 

Mr Claussen                    Personal interest in the ARP item(s) by reason of being a non-executive Director.

 

Mr Smith                           Personal interest in the ARP item(s) by reason of being a non-executive Director.

 

Mr Cowen                        Personal interests and reasons contained in the committee minutes that form part of the agenda. For the avoidance of doubt however he drew attention in particular to page 80 minute 47/09.

 

Lady Fisher                      Personal and Prejudicial Interest in Item 29/09(b) of the Moving Thetford Forward Minutes on page 91 of the agenda.

                                         

57.

Chairman's Announcements (Agenda Item 4)

Minutes:

Stuart Green, a member of the Dereham Youth Council, was welcomed to the meeting.

 

  Engagements List – Chairman

   23 April, 2009 to 27 May, 2009

 

 

Date

Event

Host

26th April, 2009

Anzac Day Commemorative Service

The Norfolk Branch of the Britain-Australia Society

27th April, 2009

Launch of the Norfolk Open Studios 09 and the preview of the Central Taster exhibition

Norfolk & Norwich Festival

8th May, 2009

Civic Reception

Mayor and Mayoress of Watton – Councillors J. P. and Mrs. L. McCarthy

15th May, 2009

RAF Mildenhall 75th Anniversary Celebration

Colonel Eden J. Murrie, Commander, 200th Air Refueling Wing

18th May, 2009

Breckland Council Housing Strategy Day

Breckland Council’s Housing Department

26th May, 2009

Long Service Presentation for Magistrates

Advisory committee on Justices of the Peace for the County of Norfolk

 

58.

Cabinet Minutes - 12 May 2009 (Agenda Item 5) pdf icon PDF 173 KB

Unconfirmed minutes of the Cabinet meeting held on 12 May 2009.

Minutes:

(a)       Annual Delivery Plan 2009/10 (Minute No 39/09)

 

RESOLVED that the Annual Delivery Plan for 2009/10 be approved.

 

(b)       Capital Programme 2008/09 (Minute No 40/09)

 

The Leader of the Labour Group declared a personal interest in this item as a member of Dereham Town Council.  He then raised two points:

 

·                    He had written to the Leader of the Council more than once to request that the Memorial Hall project be included in the Capital programme.  Plans for the project would be on display on Friday evening.  He hoped it would be considered for inclusion.

·                    In relation to Barnham Broom, he asked what the legal action, referred to on page 22 of the Cabinet agenda, was about.

 

The Leader of the Council said he would welcome a presentation about the Memorial Hall project, now that costings were available.  In the meantime he was not ruling anything out – or in.

 

The Chief Executive explained that the contract for Barnham Broom included future building works; however a clause removed any obligation from the Authority and in the current climate although nothing was being ruled out there were no immediate plans to proceed.

 

RESOLVED that:

 

(1)               the Capital Programme for 2009/10 be approved;

(2)               the associated financing be amended to reflect the items under paragraphs 5.1 and 5.2 of the report; and

(3)               the funding as detailed in Appendix B of the report be approved to finance the Programme for 2008/09.

 

(c)        Concessionary Bus Fares (Minute No 41/09)

 

RESOLVED that:

 

(1)               the surplus budget be reallocated to assist the Council’s efficiency plan conditional upon the need to fund discretionary enhancements to the community transport scheme;

(2)               the concession for eligible pass holders to use the Thetford to Norwich National Express coach service be allowed;

(3)               the flexibus services be continued to attract concessionary travel even though these services no longer form part of the national statutory scheme; and

(4)               concessions be allowed to continue to operate from 8.30 prior to the core start time of the statutory scheme.

 

(d)               Financial Inclusion Strategy (Minute No 44/09)

 

The Leader of the Labour Group fully supported this Strategy and said that everything the Council could do to help residents was of vital importance at this difficult time.

 

The Executive Member for Commercial and Housing agreed that it was a timely document and urged Members to support it.

 

RESOLVED that the Financial Inclusion Strategy and associated action plan be adopted.

 

(e)       Capita Contract (Minute No 47/09)

 

Mr Gilbert and Mr Lamb asked that their disapproval of this contract be noted.

 

It was pointed out that the third paragraph on page 85 should refer to the Contracts Manager of Capita saying that the calibre of questions from this authority was far higher than any other authority that he had dealt with, rather than the Member.<1>

 

(f)         Adoption

 

RESOLVED that the unconfirmed Minutes of the Cabinet meeting held on 12 May 2009 be adopted.

 

59.

Overview and Scrutiny Commission - 30 April 2009 (Agenda Item 6) pdf icon PDF 407 KB

Unconfirmed minutes of the meeting of the Overview and Scrutiny Commission held on 30 April 2009.

Minutes:

(a)       Contract Monitoring: Environmental & Security Services Contract (Minute No 42/09)

 

A Member asked how the 6% increase in the cost of the brown bin service could be justified and the Chief Executive said that the appropriate officer would respond direct to the Councillor.<1>

 

(b)       Councillor Call for Action (Minute No 45/09)

 

RESOLVED that:

 

(1)               the draft Protocol on Councillor Call for Action (CCfA) be adopted; and

(2)               the Council’s Constitution be amended as per the recommendation.

 

In accordance with Standing Orders this resolution will stand deferred until the next ordinary meeting of the Council.

 

(c)        Adoption

 

RESOLVED that the unconfirmed minutes of the Overview and Scrutiny Commission meeting held on 30 April 2009 be adopted.

 

60.

Development Control Committee - 20 April 2009 (Agenda Item 7) pdf icon PDF 111 KB

Confirmed minutes of the meeting of the Development Control Committee held on 20 April 2009.

Minutes:

RESOLVED that the confirmed Minutes of the Development Control Committee meeting held on 20 April 2009 be adopted.

 

61.

Development Control Committee - 11 May 2009 (Agenda Item 8) pdf icon PDF 99 KB

Unconfirmed minutes of the meeting of the Development Control Committee held on 11 May 2009.

Minutes:

RESOLVED that the unconfirmed Minutes of the Development Control Committee meeting held on 11 May 2009 be adopted.

 

62.

General Purposes Committee - 17 April 2009 (Agenda Item 9) pdf icon PDF 56 KB

Confirmed minutes of the General Purposes Committee meeting held on 17 April 2009.

Minutes:

RESOLVED that the confirmed Minutes of the General Purposes Committee meeting held on 17 April 2009 be adopted.

 

63.

General Purposes Committee - 13 May 2009 (Agenda Item 10) pdf icon PDF 66 KB

Unconfirmed minutes of the meeting of the General Purposes Committee held on 13 May 2009.

Minutes:

RESOLVED that the unconfirmed Minutes of the General Purposes Committee meeting held on 13 May 2009 be adopted.

 

64.

Appeals Committee - 6 May 2009 (Agenda Item 11) pdf icon PDF 67 KB

Unconfirmed minutes of the meeting of the Appeals Committee held on 6 May 2009.

Minutes:

RESOLVED that the unconfirmed Minutes of the Appeals Committee meeting held on 6 May 2009 be adopted.

 

65.

Standards Committee - 28 April 2009 (Agenda Item 12) pdf icon PDF 113 KB

Unconfirmed minutes of the meeting of the Standards Committee held on 28 April 2009.

Minutes:

The Chairman of the Standards Committee was in attendance to present the minutes.

 

(a)       Planning Protocol (Minute No 13/09)

 

A Member welcomed the introduction of the Protocol but was concerned that the advice in relation to dealing with discussions with Members of the Public was unworkable.  He proposed that the item be referred back to the Standards Committee for amendments.

 

The Chairman of the Development Control Committee agreed that amendments were required, but suggested these should be made by the Overview and Scrutiny Commission.

 

The Chairman of the Overview and Scrutiny Commission said that other Members had brought this matter to his attention and he endorsed the proposal that it should be looked at again in detail before a recommendation was made to the Council.

 

RESOLVED to defer the recommendation to the Overview and Scrutiny Commission for further consideration.

 

(b)       Adoption

 

RESOLVED that the unconfirmed Minutes of the Standards Committee meeting on 28 April 2009 be adopted.

 

66.

Moving Thetford Forward Board - 14 May 2009 (Agenda Item 13) pdf icon PDF 114 KB

Unconfirmed minutes of the meeting of the Moving Thetford Forward Board held on 14 May 2009.

Additional documents:

Minutes:

RESOLVED that the unconfirmed Minutes of the Moving Thetford Forward Board meeting held on 14 May 2009 be adopted.

 

67.

Nominations for Committee and other Seats (Agenda Item 14)

To receive nominations for any changes to Committee and other seats from political groups.

Minutes:

There were no nominations.

 

68.

Elizabeth House Renewable Energy Project (Agenda Item 15) pdf icon PDF 126 KB

Report of the Strategic Director, Services.

Minutes:

The Leader of the Council introduced this item and explained that when the Council’s Environmental Strategy was launched in 2008 an action plan had been formulated to improve the Council’s own performance in relation to various things including climate change.

 

The Economic Projects Officer than gave a quick précis of the report which provided an update of the review of appropriate ways to generate electricity for Elizabeth House.

 

Two specialist consultants had been engaged and they both concluded that a 50KW wind turbine on a 36 metre tower would provide the greatest energy yield within the shortest payback period.  These findings had been confirmed by Renewables East (the agency for renewable energy in the East of England).

 

Members discussed the possibility of connecting to the National Grid to provide an income from the turbines at times when they were not fully used (such as evenings and week-ends).  However this was not considered to be financially viable.  The turbines proposed had no facility to store energy and connection to the National Grid would increase costs considerably.

 

Various Members commended the project.  It was considered to be a good step forward towards making the Council carbon neutral.

 

It was pointed out that this was just the first step and that further surveys and assessments would be carried out.

 

The Leader of the Council proposed that the recommendation be amended to include agreement for the signing of the Nottingham Declaration.

 

RESOLVED

 

(1)               to agree in principle to the implementation of a wind turbine at Elizabeth House, subject to the draft project plan; and

(2)               to sign the Nottingham Declaration.

 

 

 

69.

Budgetary framework - Planning & Building Control (Agenda Item 16) pdf icon PDF 68 KB

Report of the Executive Member for Governance.

Minutes:

The Executive Member for Governance introduced the report and commended the savings to be made.

 

The Head of Finance explained that the report was for housekeeping purposes to keep within the Council’s Constitution.

 

The contract with Capita for Planning and Building Control meant that adjustments would be necessary to the budget and authority was required to make the necessary amendments, producing a net saving for the Council.

 

RESOLVED to delegate to the Council’s Chief Financial Officer authority to amend budgets as outlined within the report.