Agenda and minutes

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

Contact: Committee Services  Tel: 01362 656870

Items
No. Item

6.

Minutes - 17 December 2009 (Agenda item 1) pdf icon PDF 129 KB

To confirm the minutes of the meeting held on 17 December 2009.

Minutes:

a)           Declaration of Interest - Minute No. 140/09 – Mr F. Sharpe

 

Mr F. Sharpe pointed out that it was in fact Swaffham Town Council that had land under consideration in the Local Development Framework and not himself.

 

b)           Adoption

 

Subject to the above amendment, the Minutes of the meeting held on 17 December 2009 were confirmed as a correct record and signed by the Chairman.

 

7.

Minutes - 15 January 2010 (Agenda item 2) pdf icon PDF 62 KB

To confirm the minutes of the extraordinary meeting held on 15 January 2010.

Minutes:

a)           Thetford Enterprise Park - Minute No. 5/10 – (Resolution 1(a))

 

A correction was made to resolution no. 1(a) to read: “…..enable a total budget of £2,909,800”.

 

b)           Adoption

 

Subject to the above correction, the Minutes of the Extraordinary Council meeting held on 15 January 2010 were confirmed as a correct record and signed by the Chairman. 

 

8.

Apologies (Agenda item 3)

To receive apologies for absence. 

Minutes:

Apologies for absence were received from Messrs S. Chapman-Allen, R. Childerhouse, R. Duffield, M. Fanthorpe, P. Hewett, J. Labouchere, I. Monson, S. Rogers and Mesdames K. Fisher, S. Matthews, K. Millbank and P. Quadling.

 

9.

Chairman's Announcements (Agenda item 5)

(Including the engagements of the Chairman and the Vice-Chairman.)

 

Minutes:

The Chairman detailed the events he had attended since the last meeting (see table below).

 

                                    Engagements List – Chairman

                        17th December, 2009 to 27th January, 2010

 

Date

Event

Host

8th January, 2009

Wing’s Winter Reception

Colonel Jay B. Silveria, Commander 48th Fighter Wing, RAF Lakenheath

15th January, 2010

Official opening of Saxon Bank, Thetford

Suffolk Housing Association

20th January, 2010

Official Opening of Dereham Resource Centre by Her Royal Highness, The Princess Royal

Chairman and Directors of Sense

21st January, 2010

Jewish Way of Life Exhibition Launch

Board of Deputies of British Jews in partnership with Norwich High School for Girls and Norfolk County Council

27th January, 2010

Holocaust Day Memorial Service

The Lord Mayor of Norwich, Councillor Evelyn Collishaw

 

All Members had been invited to attend the forthcoming Town & Parish Council Forum on Wednesday, 24 February 2010 at the Eco Tech Centre in Swaffham at 7.00pm.  Members were asked to inform Annalisa Graziano by Monday, 1st February at the latest, whether they would be attending for catering purposes.

 

10.

Cabinet Meeting - 12 January 2010 (Agenda item 6) pdf icon PDF 77 KB

Unconfirmed minutes of the Cabinet meeting held on 12 January 2010.

Additional documents:

Minutes:

a)           Budget Setting Report – Estimates 2010/11 (Minute No. 4/10)

 

The Deputy Leader conveyed his thanks to all staff for their assistance in the preparation of the budget papers.  He also thanked and congratulated the Finance Team for all their hard work over the past 12 months for producing such a balanced budget in such difficult circumstances.

 

The Council, despite these uncertain times ahead, was aspiring to keep the Council Tax down until 2014 whilst maintaining the quality of its services.

 

Feedback from the extensive public consultation process had helped shape the budget and had also demonstrated the thorough work that Officers had undertaken to produce a comprehensive approach to budget setting. 

 

The Deputy Leader commended the report to the Council.

 

The Head of Finance reported on the robust nature of the budget.  He explained the number of elements that had influenced the budget which had been outside of the Council’s control.   However, he was happy to report that the Council’s Reserves still remained in a healthy position following an in depth risk review. 

 

The Opposition Leader was pleased that the forthcoming local government settlement was in the region of £11.3m, some £200,000 up on that received in the previous year.

 

He applauded the net surplus on commercial property trading activity but was disappointed that the estimated £1.7m would all be returned to the General Fund.  He asked if the £514,000 being invested in revenue expenditure on economic development activities would be sufficient given the challenging economic hardship being faced by local businesses and individuals.  The £5.7m in the Capital Programme to support both private sector and social housing had been noted but he was disappointed that the suggestion put forward by the Opposition Group for the Council to become a mortgage lender and/or social housing provider, rather than an enabler, had been ignored.

 

He mentioned the money and effort that had been expended by the Council in opposing the Local Government Review.  However, he was pleased by the recent change in emphasis that had seen the Council enter into dialogue with another authority with the objective by producing efficiency savings from shared service provision.  He hoped, however, that compulsory redundancies would be avoided if at all possible.

 

On another matter, the Opposition Leader asked the Council to confirm whether it would be supporting the Dereham Memorial Hall project with meaningful levels of aid.  He hoped that match funding opportunities could be utilised to support this scheme which he felt to be of county wide significance.

 

Referring to the revenue support grant, the Deputy Leader advised that by increasing this grant others had unfortunately been cut.   He also welcomed the local government settlement but was worried that the Council could lose out in other areas.  The General Fund balance was felt to be prudent for this authority at this time.  

 

The Deputy Leader stated that the Council would not become a mortgage lender again and felt that this was something better left to the private sector.

 

The Leader mentioned the  ...  view the full minutes text for item 10.

11.

Overview and Scrutiny Commission - 17 December 2009 (Agenda item 7) pdf icon PDF 79 KB

Unconfirmed minutes of the Overview and Scrutiny Commission meeting held on 17 December 2009.

Minutes:

RESOLVED that the unconfirmed Minutes of the Overview & Scrutiny Commission meeting held on 17 December 2009 be adopted.

 

12.

Development Control Committee - 14 December 2009 (Agenda item 8) pdf icon PDF 123 KB

Confirmed minutes of the Development Control Committee meeting held on 14 December 2009.

Minutes:

RESOLVED that the confirmed Minutes of the Development Control Committee meeting held on 14 December 2009 be adopted.

 

13.

Development Control Committee - 4 January 2010 (Agenda item 9) pdf icon PDF 85 KB

Unconfirmed minutes of the Development Control Committee meeting held on 4 January 2010.

Minutes:

RESOLVED that the unconfirmed Minutes of the Development Control Committee meeting held on 4 January 2010 be adopted.

 

14.

General Purposes Committee - 6 January 2010 (Agenda item 10) pdf icon PDF 76 KB

Unconfirmed minutes of the General Purposes Committee meeting held on 6 January 2010.

Minutes:

a)           Minutes – Mobile Working - Minute No. 1/10(a)

 

For clarification purposes, the Deputy Leader explained that the advice from the Monitoring Officer had been that mobile working was a function of the Business Improvement Sub-Committee and did not come under the remit of General Purposes unless it impacted on the terms and conditions of the employees.

 

b)           Adoption

 

RESOLVED that the unconfirmed Minutes of the General Purposes Committee meeting held on 6 January 2010 be adopted.

 

15.

Appeals Committee - 9 December 2009 (Agenda item 11) pdf icon PDF 123 KB

Unconfirmed minutes of the Appeals Committee meeting held on 9 December 2009.

Minutes:

RESOLVED that the unconfirmed Minutes of the Appeals Committee held on 9 December 2009 be adopted.

 

16.

Audit Committee - 15 January 2010 (Agenda item 12) pdf icon PDF 105 KB

Unconfirmed minutes of the Audit Committee meeting held on 15 January 2010.

Additional documents:

Minutes:

a)           Treasury Management Policy and Strategy (Minute No. 8/10)

 

RESOLVED that:

 

1)           the Prudential Indicators and Limits for 2010-11 to 2012-13 contained within Appendix A of the report, be approved;

 

2)           the statement setting out the Council’s policy on the Minimum Revenue Provision (MRP) contained within Appendix A of the report, be approved;

 

3)           the Treasury Management Strategy 2010-11 to 2012-13 and the Prudential Indicators contained within Appendix B of the report, be approved;

 

4)           the Authorised Limit Prudential Indicator be approved;

 

5)           the Investment Strategy for 2010-11 contained in the Treasury Management Strategy (Appendix B of the report), the policy (annex B1 of the report) and the detailed criteria included in Annex B1 and B2, be approved; and

 

6)           the revision to the Council’s Constitution at Annex B3 of the report, be approved.

 

b)           Adoption

 

Subject to Gill Bannister being added to the list of the attendees, the unconfirmed Minutes of the Audit Committee meeting held on 15 January 2010 be adopted.

 

17.

The Constitution - Changes to Standing Orders (Agenda item 13) pdf icon PDF 37 KB

In accordance with Standing Order No. 54, to adopt the change to Standing Order No. 32 of the Council’s Constitution – to reduce the membership of the Development Control Committee from 19 to 16 in accordance with the resolution made by Council on 17 December 2009 (Minute No. 151/09(a) refers).

Minutes:

RESOLVED that the change to Standing Order No. 32 of the Council’s Constitution, to reduce the membership of the Development Control Committee from 19 to 16, in accordance with the resolution made by Council on 17 December 2009, be adopted. 

 

18.

Youth Council Minutes - 16 December 2009 (For Information) (Agenda item 14) pdf icon PDF 110 KB

To note the Youth Council minutes for the meeting held on 16 December 2009.

Minutes:

The Executive Member for Communities and Benefits informed Members that the Youth Council Sub-Group would be holding a meeting on the evening of 28 January 2010 to agree how the £10k of participatory budgeting awarded to the Youth Council would be spent.  All Members were encouraged to attend.

 

The Minutes of the Youth Council meeting held on 16 December 2009 were otherwise noted.

 

19.

Youth Council Minutes - 14 January 2010 (For information) (Agenda item 15) pdf icon PDF 121 KB

To note the Youth Council minutes for the meeting held on 14 January 2010.

 

Minutes:

The Minutes of the Youth Council meeting held on 14 January 2010 were noted.

 

20.

Nominations for Committee and other Seats (Agenda item 16)

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

Minutes:

RESOLVED that Mrs P. Spencer be replaced as a Licensing Sub-Committee Chairman by Mrs M. Chapman-Allen.

 

On another matter, a Member asked why the Chairman had asked for the all recommendations to be proposed and seconded.  In response, the Member Services Manager explained that this procedure had always been part of the Council’s Constitution.

 

Another Member raised the point that various parts of the Council Agenda had been sent out in separate bundles and suggested an alternative approach.

 

The Chief Executive, although accepting the point raised, explained the circumstances under which this had happened and said to present the papers any differently as suggested would warrant more paper being used.