Agenda and minutes

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

Contact: Democratic Services  Tel: 01362 656870

Items
No. Item

Opening Remarks

The outgoing Chairman, Councillor Bill Borrett, said that it had been a great pleasure being the Chairman of Breckland Council and wished his successor every success for the ensuing year.  He paid particular thanks to Colonel Duff and the Queen’s Dragoon Guards for hosting his reception at Swanton Morley Barracks in March 2017 and to Serco for generously sponsoring the event.  He also thanked Cannon Sally Theakston for conducting his Civic Service in January 2017. 

 

The Chairman went on to present a cheque to his nominated charity SSAFA (Soldiers, Sailors, Airmen and Families Association); throughout his year as Chairman he had raised £3460.93.  Mr Kevin Pallett, the Chairman of SSAFA Norfolk, was in attendance to receive the cheque and said a few words about the support they offered. He thanked the Chairman for selecting the charity and for the huge amount of money that had been raised.

 

The Chairman than went on to thank Alex Elliott who had been his secretary since the beginning of the year. He said that Alex had such a sunny attitude and nothing had been too much trouble for her and had been a joy to work with.  A bouquet of flowers was presented to Leanne Neave in Alex’s absence.  Leanne then said a few words on behalf of Alex. The Chairman also presented flowers to his partner, Jules, for her support and truthful advice through the year.

 

71/17

Chairman (Agenda item 1)

a)    To elect the Chairman of the Council for the ensuing year.

 

b)    The newly elected Chairman to sign the required Declaration of Acceptance of Office.

 

 

Minutes:

Nominations were invited.

 

After being duly proposed and seconded and with no other nominations being made it was RESOLVED that Councillor Kate Millbank be appointed Chairman of the Council for the ensuing year.

 

Councillor Millbank signed the Declaration of Acceptance of Office.

 

Councillor Millbank in the Chair.

 

72/17

Vice-Chairman (Agenda item 2)

a)    To elect the Vice-Chairman of the Council for the ensuing year.

 

b)    The newly elected Vice-Chairman to sign the required Declaration of Acceptance of Office.

 

 

Minutes:

It was proposed and seconded that Councillor Richard Duffield be appointed Vice Chairman for the ensuing year.

 

It was RESOLVED that Councillor Richard Duffield be appointed Vice-Chairman for the ensuing year.

 

Councillor Duffield signed the Declaration of Acceptance of Office.

 

73/17

Vote of Thanks to the Outgoing Chairman (Agenda item 3)

Minutes:

The new Chairman thanked Councillor Borrett on behalf of everyone.  She felt that he had been a very dignified Chairman and would be a hard act to follow. 

 

Councillor Crawford said Councillor Borrett had been a very fair Chairman and all the Council meetings had been very well run.

 

Councillor Jermy said that Councillor Borrett had attended all manner of functions during his time as Chairman and had been an excellent ambassador for Breckland.

 

On behalf of the Independent Group, Councillor Gilbert thanked Councillor Borrett for chairing the meetings and the way he had represented the Council with style and dignity.

 

Councillor Wassell echoed the comments made and said Councillor Borrett had done a fantastic job. 

 

The retiring Chairman was presented with the ex-Chairman’s medal to warm applause and he thanked everyone for their kind words.

 

74/17

Apologies (Agenda item 4)

To receive apologies for absence. 

Minutes:

Apologies for absence were received from Councillors Carter, Claussen, Darby, P Hewett, T Hewett, Smith and Turner.

 

75/17

Minutes (Agenda item 5) pdf icon PDF 100 KB

To confirm the minutes of the meeting held on 6 April 2017.

Minutes:

With regard to Minute No. 65/17 (Review of Local Standards Arrangements), it was clarified that the hospitality value of £50 should read £100.

 

Subject to the above correction the Minutes of the meeting held on 6 April 2017 were agreed as a correct record and signed by the Chairman.

 

76/17

Declaration of Interests (Agenda item 6)

The duties to register, disclose and not to participate for the entire consideration of the matter, in respect of any matter in which a Member has a disclosable pecuniary interest are set out in Chapter 7 of the Localism Act 2011.  Members are also required to withdraw from the meeting room as stated in the Standing Orders of this Council.

 

Minutes:

None.

 

77/17

Chairman's Announcements (Agenda item 7) pdf icon PDF 47 KB

Minutes:

A period of silence was held for former Councillor and Chairman of the Council, Mr Michael Fanthorpe, who had recently passed away.

 

The Chairman had been disappointed that she had been unable to attend the recent Staff Recognition Awards due to being unwell but had been pleased to be part of the judging panel.

 

Members were reminded that Dereham Leisure Centre was celebrating its 10th anniversary which had been opened in 2007 by Olympic swimmer Sharon Davies.  This was indeed a good news story as visits to the Leisure Centre had increased year on year and was a great asset for Dereham.

 

She informed Members that her chosen Charity would be Action for Pulmonary Fibrosis, a charity that provided those suffering with this disease a better future.  There was no cure and no treatment for pulmonary fibrosis and it killed 5,000 people young and old every year; one of them being a very dear friend.

 

Health permitting she would be participating in a Tough Mudder on Saturday, 20th May and sponsorship for her charity would be welcomed.

 

78/17

Leader's Announcements (Agenda item 8)

To receive a verbal update from Councillor Nunn, Leader of the Council.

 

Minutes:

The Leader announced that Councillor Pablo Dimoglou had resigned as a Cabinet Member and thanked him for all his support during his appointment.

 

79/17

Questions on Notice under Standing Order No 6 (Agenda item 9)

Minutes:

None.

 

80/17

Questions without Notice under Standing Order No 7 (Agenda item 10)

Minutes:

Councillor Gilbert directed his question to the Leader and asked how the street light review was going.  Members were informed that the surveys had been completed and a draft report would be available soon.

 

Councillor Crawford, the Leader of the Opposition, also directed his question to the Leader and asked if the remarkable work that Breckland Council was doing in relation to graffiti issues in Thetford would continue.  Members were informed that the Council was committed to tackling graffiti and anti-social behaviour but it proved more difficult and took much longer if such matters occurred on private land.  This was where communities themselves could assist by being more aware and helping to identify the perpetrators.   Councillor Crawford said that he would report back to the Town Council accordingly. 

 

Councillor Taylor mentioned the planning decision process and suggested that a review should be conducted to change the way that applications could be called before Committee.  In response, Councillor Wilkin, the Chairman of the Planning Committee, advised that the Officers recommendations were based on policy and all Members, Officers as well as the Town Council, had a chance to air their views.  In relation to training, all Members were entitled to attend Planning Committee meetings to observe; and for new Committee Members appropriate training was available.  He felt that this was not the proper forum to discuss these matters and offered to meet with Councillor Taylor.  Councillor Bambridge fully supported relevant training sessions at all levels.

 

Councillor Askew, although not wishing to ask a question, addressed the Full Council meeting to pay tribute to the emergency services for the tragic accident that happened earlier in the week.

 

Councillor Jermy asked the Leader what the on-going arrangements were for graffiti cleaning around the District.  He also asked a question about the maintenance of Breckland Council owned street lights and whether it was now more efficient.  In response, the Leader explained that the Council would remain focused on dealing with graffiti but more engagement was needed with private landlords.  As far as street lights were concerned the maintenance was still on-going and was more or less up to date.  The lamps in Watton had been removed and a report was being prepared for further debate.

 

Councillor Sherwood directed his question to Councillor Robinson, the Portfolio Holder for Governance.  His question related to the comments made by Councillor Taylor.  He reminded Councillor Taylor of the Charter Plus Award that the Council had recently received and suggested that the UKIP Group takes a place on the Member Development Panel.  Councillor Robinson advised that Breckland Council had been quite consistent in achieving Charter Plus for a number of years and encouraged any Member from whatever Party to attend training.  He then reminded everyone that for certain Committees training was on-going.  In response, Councillor Taylor pointed out that he had total trust in the Planning Committee but for a particular application, the whole of the Town Council voted against it but it was not brought to Committee for  ...  view the full minutes text for item 80/17

81/17

Cabinet Minutes (Agenda item 11) pdf icon PDF 63 KB

Unconfirmed minutes of the Cabinet meeting held on 25 April 2017.

Minutes:

RESOLVED that the unconfirmed Minutes of the Cabinet meeting held on 25 April 2017 be adopted.

 

82/17

Overview and Scrutiny Commission (Agenda item 12) pdf icon PDF 68 KB

Unconfirmed minutes of the Overview and Scrutiny Commission meeting held on 30 March 2017.

 

Minutes:

RESOLVED that the now confirmed Minutes of the Overview & Scrutiny Commission meeting held on 30 March 2017 be adopted; subject to the word ‘date’ being changed to ‘data’ under Minute No. 35/17.

 

83/17

Planning Committee (Agenda item 13) pdf icon PDF 90 KB

Confirmed minutes of the Planning Committee meeting held on 3 April 2017.

 

Minutes:

RESOLVED that the confirmed Minutes of the Planning Committee meeting held on 3 April 2017 be adopted.

 

84/17

Member Development Panel (Agenda item 14) pdf icon PDF 87 KB

To note the minutes of the meeting held on 16 March 2017.

Minutes:

RESOLVED that the Minutes of the Member Development Panel meeting held on 16 March 2017 be noted; subject to:

 

       i.        the date under Minute No. 15/17 being changed from July 2017 to March 2017; and

 

      ii.        the word ‘elect’ under Minute No. 16/17 (6) being changed to ‘select’.

 

85/17

Appointment of Committees and Other Representatives and Chairmen and Vice Chairmen 2017-2018 (Agenda item 15) pdf icon PDF 67 KB

Report of Executive Director for Strategy and Governance.

Additional documents:

Minutes:

The Executive Manager for Governance presented the report. 

 

The Appointment of Committees and other Representatives had not been attached to the agenda.  The Executive Manager for Governance instead confirmed orally the changes to current membership that were proposed:

 

a)    Governance & Audit Committee – Cllr Newton to replace Cllr Taylor;

 

b)    Joint Appointments & Disciplinary Committee – Cllr Taylor to replace Cllr Jermy;

 

c)    Joint Appointments & Disciplinary Appeals Committee – Cllr Hollis to replace Cllr Clarke;

 

d)    Licensing/Committee of the Licensing Authority – all substitutes to be removed;

 

e)    Member Development Panel – Cllr Crawford and Cllr T Hewett to be added as new Members of the Panel.

 

An updated schedule of Committees and other Representatives list would be emailed to all Members after the meeting.

 

RESOLVED that, subject to the above changes to current appointments:

 

1.    the Council appoints for 2017-2018 the Committees and Panels as set out in Appendix A (to be emailed to Members); and

 

2.      the Council re-appoints the current Chairmen and Vice-Chairmen of those Committees and Panels.

 

86/17

Appointments to Outside Bodies 2017-2018 (Agenda item 16) pdf icon PDF 59 KB

Report of Executive Director for Strategy and Governance.

Additional documents:

Minutes:

The Executive Manager for Governance presented the report.  Members were informed that the Democratic Services Team was undertaking a full review of the outside body organisations, in particular, their indemnity insurance position, and this would be brought to Council later in the year.

 

Subject to the following changes which were read out by the Executive Manager for Governance, it was RESOLVED that the Council re-appoint its existing representatives to serve on the list of Outside bodies (attached).

 

a)    East of England Government Association – no longer exists to be removed

 

b)    Breckland Area Museums Committee (Joint Committee with NCC) – vacancy

 

c)    Hamond’s Educational Charity – vacancy

 

d)    Norfolk Police & Crime Panel – Cllr Sharpe to replace Cllr Richmond

 

e)    Norfolk Records Joint Committee – Cllr Kybird to replace Cllr Duigan

 

f)     Woodland Trust – to be deleted

 

g)    Wayland Partnership – vacancy (substitute)

87/17

Amendments to the Constitution (Agenda item 17)

Minutes:

None.

 

88/17

Any other items which the Chairman decides are urgent (Agenda item 18)

NOTE: No other business is permitted unless by reason of special circumstances, which shall be specified in the minutes, the Chairman is of the opinion that the items(s) should be considered as a matter of urgency.

Minutes:

None.

 

89/17

Exclusion of Press and Public (Agenda item 19)

To consider passing the following resolution:

 

“That under Section 100(A)(4) of the Local Government Act 1972, the press and the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Schedule 12A to the Act”.

 

PART B – ITEMS FROM WHICH THE PRESS AND THE PUBLIC ARE EXCLUDED 

 

Minutes:

RESOLVED that under Section 100(4)(A) of the Local Government Act the press and the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Schedule 12A to the Act.

 

90/17

CIP Service Review (Agenda item 20)

Report of Sam Chapman-Allen, Deputy Leader of the Council and the Executive Member for Strategy, Governance and Transformation.

 

Minutes:

The Deputy Leader and Executive Member for Strategy, Governance & Transformation presented the report.  The purpose of the report was to update Members on the service review of the Corporate Improvement & Performance (CIP) Team and to obtain approval to proceed with the implementation of the proposal to restructure the service.

 

Members were informed that this review process was a vital component of the ‘Moving Forward’ Transformation Programme.  Staffing structures would be amended as a result of this review but it was unlikely to result in any redundancies.  It was noted that the employees were already shared with South Holland District Council on a 50:50 basis.

 

RESOLVED that:

 

1.    the Head of Paid Services and/or the Executive Director for Strategy & Governance, in consultation with the Deputy Leader and Executive Member for Strategy, Governance & Transformation be authorised to implement the proposals subject to no major changes; and

 

2.    the Head of Paid Services and/or the Executive Director for Strategy & Governance, in consultation with the Deputy Leader and Executive Member for Strategy, Governance & Transformation be authorised to make minor amendments and redundancies as necessary.

 

91/17

Establishment of Central Contracts Team (shared with South Holland Council) (Agenda item 21)

Report of Sam Chapman-Allen, Deputy Leader of the Council and the Executive Member for Strategy, Governance and Transformation.

Minutes:

The Deputy Leader and Executive Member for Strategy, Governance & Transformation presented the report that sought approval to establish a Shared Centralised Contracts Team.  It was noted that this report had also been presented to the Overview & Scrutiny Commission.

 

The efficiency savings and how the Team would be split between South Holland District Council and Breckland Council were highlighted. If Members were minded to approve the recommendations, a review would take place after two years.

 

RESOLVED that the recommendations as listed in the report be approved.

 

92/17

Capita Business Plan (Agenda item 22)

Report of Stephen Ottewell, Director Capita Planning.

Minutes:

Following introductions, Alex Crusiak, the new Director of Planning & Building Control (Capita) thanked everyone for making him feel so welcome.  He would be based at the Dereham office 5 days a week for continuity.

 

As part of the terms of the Capita/Breckland contract, Capita was required to produce and issue an annual Business/Service Delivery Plan for the delivery of the full range of services provided to Breckland Council.

 

Members’ attention was drawn to pages 68 to 70 of the document where the range of services Capita had provided and what it had achieved were highlighted.  A presentation was also provided.

 

A number of questions were asked in particular in relation to customer satisfaction and improvements to service.  Members were informed that Capita did engage with the public by way of satisfaction survey forms for clients and it would continue to drive the quality and performance of its service by aiming to exceed performance against the contracted KPI’s as well as supporting the Council in line with its Corporate Priorities. 

 

Councillor Cowen was delighted that Members had now had sight of the Business Plan as he felt it had been very helpful; however, he would also be delighted to see closer engagement with applicants and agents in relation to planning applications to avoid any extensions of time.

 

Councillor Dimoglou looked forward to seeing the improvements.

 

Councillor Brame asked for more Ward Member involvement as on many occasions this had not been happening.

 

In conclusion, the Leader was very pleased with the Business Plan and he hoped that the Director of Planning & Building Control had answered all questions to Members’ satisfaction.  He thanked Alex and looked forward to a positive working relationship.