Agenda and minutes

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

Contact: Committee Services  Tel: 01362 656870

Items
No. Item

73.

Minutes (Agenda Item 1) pdf icon PDF 75 KB

To confirm the minutes of the meeting held on 25 September 2014.

Minutes:

The Chairman clarified that Standing Order No 8 referred to the full Council Minutes and restricted comments to points of accuracy only.  However, discussion of other Minutes on the Agenda was covered by Standing Order No 7 which allowed a Member to speak for three minutes.

 

The Minutes of the meeting held on 25 September 2014 were confirmed as a correct record and signed by the Chairman.

74.

Apologies (Agenda Item 2)

To receive apologies for absence. 

Minutes:

Apologies for absence were received from Councillors Claussen, Duffield, Green, Millbank, Pettitt, Robinson and Steward.

75.

Chairman's Announcements (Agenda Item 3)

Engagements List – Chairman

24 September, 2014 to 5 November, 2014

 

Date

Event

Host

27 September, 2014

University Campus Suffolk Graduation 2014

Richard Lister, Provost & Chief Executive

28 September, 2014

Civic Service

Mayor of Wymondham, Councillor Colin Foulger

12 October, 2014

Suffolk Harvest Festival Service of Praise and Thanksgiving for Suffolk’s Harvest

Mayor of St. Edmundsbury, Councillor Robert Everitt

14 October, 2014

Civic Reception and Performance of the Laughter Show

Her Worship the Mayor of the Borough of Great Yarmouth, Councillor Marlene Fairhead

16 October, 2014

Reception

Major General Sir William Cubitt KCVO, CBE, President The Royal British Legion, Norfolk County

17 October, 2014

Founders’ Day Service 2014

Jonathan Taylor, Principal, Wymondham College

18 October, 2014

The Portuguese Offer – trade fair for small business in Thetford

Joao de Noronha

19 October, 2014

Apple Day at Gressenhall Farm and Workhouse

Norfolk Museums Service

19 October, 2014

Justice Service

The High Sheriff of Norfolk, The Lady Dannatt MBE

21 October, 2014

Maritime Supper

The Mayor of King’s Lynn & West Norfolk, Councillor Barry Ayres

22 October, 2014

Opening Ceremony of the Gateway building and facilities

Dr. Nikos Savvas, Principal of West Suffolk College

24 October, 2014

Coffee Morning

Merle Boddy Centre

26 October, 2014

Trafalgar Day Parade and Service

The Mayor of St. Edmundsbury, Councillor Robert Everitt

28 October, 2014

Bernard Matthews Youth Wards 2014

Bernard Matthews

5 November, 2014

Annual East Wretham Ceremony

Royal Air Forces Association Thetford and District Branch

 

Engagements List – Vice-Chairman

24 September, 2014 to 5 November, 2014

 

Date

Event

Host

27 September, 2014

Annual Joan Mann Special Sports Day

Colonel Kenneth T. Bibb, Jr, Command 100th Air Refuelling Wing, and Colonel Robert G. Novotny, Command 48th Fighter Wing

 

 

Minutes:

The Chairman advised Members that the Special Council meeting arranged for 25 November 2014 had been cancelled.  The next scheduled meeting of the Council on 18 December had been brought forward to Tuesday 9 December 2014 and would include the Local Asset Backed Vehicle (LABV) report.  All Members would be invited to a separate briefing about that, prior to the Council meeting.

 

He then proposed to trial a new item for the agenda of Leader’s Announcements at which the Leader of the Council would provide an update on key issues and take questions on those.  If the trial was successful he proposed an amendment to the Constitution to formalise the inclusion of ‘Leader’s Announcements’ on future Council agendas.

 

The time for questions to the Leader would be limited to 15 minutes in total and questions could only be on the content of the verbal report.  The Leader would have the option of providing a written response.

 

Before moving on to the trial, the Chairman noted that he had had a busy month of engagements in October.  He drew attention to the Bernard Matthews Youth Awards and noted that one winner had been Jade Chapman from Dereham.  She had campaigned to get sign language taught in schools. 

 

Finally he referred to the ceremony at Wretham which had highlighted the number of Polish, Czech and Slovak nationals involved in World War II.

 

The Leader of the Council then provided his verbal update which included information of the following key issues:

 

·        the Corporate and Financial Plan;

·        the Issues & Options consultation for the development of the Local Plan

·        the delivery of a LABV based solution for the Council’s assets

·        the recycling revolution which went live on 1 October 2014

·        the Council’s ambition to enable and support growth and development using place based methodology;

·        the intention to involve all interested groups in initiatives such as developments in Thetford and Attleborough

·        determination to provide the right development in the right place, such as the Attleborough link road;

·        creating an ‘open for business’ approach;

·        working with the New Anglia Local Enterprise Partnership to ensure bids for projects were strong;

·        commitment to Superfast Broadband

·        continuation of payment of Town & Parish Council Tax support grant

·        utilising Pride funding to run a participatory budgeting award scheme; and

·        with the Chief Executive, holding a program of meetings with Town Councils.

 

The Leader thanked the Chairman for giving him the opportunity to address the Council.  Members were then invited to ask questions.

 

The Leader of the Labour Group said that the principle of asking the Leader of the Council questions was greatly welcomed.  He was pleased that the Council was using place based planning, as mistakes had been made in the past due to a lack of links to local community views.   He asked how that would be maintained for future growth.

 

The Leader of the Council responded saying that was the reason for holding meetings with the Town Councils and ensuring that all relevant parties were involved.

 

Councillor Cowen agreed that  ...  view the full minutes text for item 75.

76.

Declaration of Interests (Agenda Item 4)

Members are reminded that under the Code of Conduct they are not to participate and must leave the room, for the whole of an agenda item to which they have a Disclosable Pecuniary Interest. 

 

In the interests of transparency, Members may also wish to declare any other interests they have in relation to an agenda item, that support the Nolan principles detailed within the Code of Conduct.

Minutes:

Councillor Bambridge reiterated the declaration he had made for item 91/14 of the Cabinet Minutes on page 10 of the agenda.

77.

Cabinet Minutes (Agenda Item 5) pdf icon PDF 19 KB

Unconfirmed minutes of the Cabinet meeting held on 22 October 2014.

Additional documents:

Minutes:

Councillor Armes noted that her name had been omitted from the attendance list.

 

a)         Breckland Community Funding Applications (Minute No 88/14)

 

Councillor Goreham was staggered to read the comment in the fifth paragraph about the tipping of rubbish and hoped it could be substantiated.  The Leader confirmed that it was part of the resolution to investigate that matter.

 

b)         Local Council Tax Parish Support Grant (Minute No 89/14)

 

The Leader of the Labour Group was glad that the confusion of the previous year had been avoided and that parishes had been informed in time to allow them to set their budgets.

 

RESOLVED that £305,000 support grant to town and parish councils in 2015/2016 be committed on the same proportional basis as in 2014/2015.

 

c)         Local Council Tax Reduction Scheme (Minute No 90/14)

 

Councillor Jolly requested an amendment to the first paragraph.  She had said that the maximum entitlement of benefit for those of working age was 91.5%; there would be protection for Pensioners; and there would be protection for all in receipt of a war pension.

 

d)         Anglia Revenues and Benefits Partnership (Minute No 93/14)

 

Councillor Canham sought assurance that the increase in the number of partners would not have a detrimental effect on people applying for benefits.

 

The Leader of the Council advised that the ARP had actually been administering revenues and benefits for the two additional councils for the past two years and the proposal was just to give them full partnership status.

 

Councillor Williams asked if the Partnership was growing so much that the Council’s part would be diluted and the Leader advised that it was not.

 

RESOLVED that:

 

(1)               Waveney District Council and Suffolk Coastal District Council become full members of the Anglia Revenues Partnership; and

(2)               The Operational Improvement Board be given delegated authority to negotiate a new Anglia Revenues Partnership agreement to include Waveney District and Suffolk Coastal District Councils as full members of the Anglia Revenues Partnership.

 

e)         Attleborough Link Road Delivery (Minute No 95/14)

 

Councillor North requested an amendment to the fourth paragraph on page 12 to replace Councillor Stasiak with ‘all Attleborough Ward Representatives present expressed the hope that Cabinet would approve option 3.’

 

Councillor Joel supported route three but noted that it joined Bunns Bank.  He hoped the link road would help to overcome the problems with heavy goods vehicles in Old Buckenham.

 

The Leader agreed that that needed to be considered to ensure the best result for residents.

 

The Leader of the Labour Group asked if the wording of the recommendation was right, in a Member-led Council, as it delegated power to the Chief Executive in consultation with the Leader. 

 

The Leader confirmed that the wording had been amended to meet the required legal terminology.  He assured Members that he had regular meetings with the Chief Executive and he was sure she would take his views on board.

 

RESOLVED that delegated authority be given to the Chief Executive in consultation with the Leader to approve and release  ...  view the full minutes text for item 77.

78.

Planning Committee (Agenda Item 6) pdf icon PDF 102 KB

Unconfirmed minutes of the Planning Committee meeting held on 29 September 2014.

Minutes:

RESOLVED that the now confirmed Minutes of the Planning Committee meeting held on 29 September 2014 be adopted.

79.

General Purposes Committee (Agenda Item 7) pdf icon PDF 276 KB

Unconfirmed minutes of the General Purposes Committee meeting held on 17 September 2014.

Minutes:

RESOLVED that the unconfirmed Minutes of the General Purposes Committee meeting held on 17 September 2014 be adopted.

80.

Audit Committee (Agenda Item 8) pdf icon PDF 83 KB

Unconfirmed minutes of the Audit Committee meeting held on 26 September 2014.

Minutes:

RESOLVED that the unconfirmed Minutes of the Audit Committee meeting held on 26 September 2014 be adopted.

Overview & Scrutiny Commission

The Chairman of the Overview & Scrutiny Commission (O&SC) advised Members that the Minutes from the meeting held on 9 October 2014 were not available as the Committee Officer had been signed off sick.  The meeting had received a presentation and questions about ICT.  The Minutes would be presented to the next Council meeting.

 

At the next O&SC meeting to be held on 20 November 2014 the Police & Crime Commissioner (PCC) had been invited to attend.  All Members had been asked to submit questions for the PCC and were also invited to attend the meeting.

81.

Amendment to Contract Procedure Rules (Agenda Item 9) pdf icon PDF 61 KB

Report of the Executive Director Place (S151 Officer).

Additional documents:

Minutes:

The Legal Services Co-ordinator presented the report which proposed a minor change to the Contract Procedure Rules which was designed to allow the Council to comply with EU Procurement rules in a prompt and timely manner.

 

Councillor Armes had found the report very valuable in providing good guidance to both District and Town Councillors in applying the procedures and rules.

 

Councillor Lamb asked if the new rules made it harder for the Council and the Legal Co-ordinator explained that the EU rules had applied for many years but the Council’s procedures had not identified an easier way to apply them.  The proposed amendment would provide a fast and efficient means of procurement which was compliant with the law.

 

RESOLVED that Part 4B of the Constitution be amended as follows:

 

a)     Contract Procedure Rules, rule 3 – insert “(a)” before first paragraph and immediately after insert new paragraph “(b) A contract may, where considered expedient by a Chief Officer, be let through any framework agreement to which the Council has access. Where the contract to be let is subject to the EU Procurement Rules, use of such framework agreement shall be subject to compliance with EU Procurement Rules. 

 

b)     Contract Procedure Rules, rule 8(b) – in the last line, before the words “where applicable” insert the words “or through any framework agreement that is compliant with EU Procurement Law in either case”

 

Alterations to Standing Orders would stand adjourned for approval until 18 December 2014 and would come into force on that day.

82.

Calendar of Meetings (2015-2016) (Agenda Item 10) pdf icon PDF 63 KB

Report of the Executive Director Commissioning & Governance.

Additional documents:

Minutes:

Members were asked to consider the proposed Calendar of Meetings for 2015-2016 and amendments to the previously approved Calendar of Meetings for 2014-2015.

 

Councillor Jermy was disappointed that the Overview & Scrutiny Commission (O&SC) meeting date on 28 May 2015 was proposed to be deleted.  He thought it would be wise to save that date for training new Scrutiny Members.

 

Councillor Cowen, Chairman of O&SC advised that the reason the date was being deleted was because the Calendar was for public meetings.  The date was indeed to be used for an informal training day following the election, but that would not be open to the public.

 

The Senior Democratic Services Officer noted that the formal O&SC meeting had been put back one week and would take place on 4 June 2015.


The Leader of the Council explained that meetings had been moved to give a reasonable timeframe to appoint and train Committee members following the elections.

 

The Senior Democratic Services Officer advised that all the proposed changes to the previously approved Calendar had been included on an amended Calendar of Meetings for 2014-2015 which was attached to the Council agenda.  One additional change needed to be made to that Calendar, to move the Council meeting on 18 December to 9 December 2014.

 

RESOLVED that:

 

(1)               the schedule of Council and Committee meetings for 2015-2016 be approved; and

(2)               the amendments to the Council and Committee meetings for 2014-2015 itemised in the report, be approved.

83.

Nominations for Committee and other Seats (Agenda Item 11)

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

 

Audit Committee

Councillor Bowes to replace Councillor Childerhouse

 

General Purposes Committee

Councillor Millbank to replace Councillor Bambridge

Councillor Darby to be a Substitute Member

 

Member Development Panel

Councillor Darby to replace Councillor Bambridge

 

Overview & Scrutiny Commission

Councillor Stasiak to replace Councillor Gordon Bambridge as Substitute Member.

 

Outside Bodies – Norfolk Health Scrutiny Committee (NHSC)

To appoint a Substitute Member (has to be a member of the Overview & Scrutiny Commission).

 

Minutes:

The following amendments to Committee membership were confirmed:

 

Audit Committee

Councillor Bowes to replace Councillor Childerhouse

 

General Purposes Committee

Councillor Millbank to replace Councillor Bambridge

Councillor Darby to be a Substitute Member

 

Member Development Panel

Councillor Darby to replace Councillor Bambridge

 

Overview & Scrutiny Commission

Councillor Stasiak to replace Councillor Gordon Bambridge as Substitute Member.

 

Outside Bodies – Norfolk Health Scrutiny Committee (NHSC)

Councillor Robert Richmond appointed as Substitute Member.