Agenda and minutes

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

Contact: Democratic Services  Tel: 01362 656870

Items
No. Item

1/20

Apologies (Agenda item 1)

To receive apologies for absence. 

Minutes:

Apologies for absence were received from Councillors Carter, Clarke, Eagle, Oliver, Robinson and Wickerson.

2/20

Minutes (Agenda item 2)

To confirm the following Minutes:

2/20a

28 November 2019 pdf icon PDF 131 KB

Unconfirmed Minutes of the meeting held on 28 November 2019.

Minutes:

The Minutes of the meeting held on 28 November 2019 were confirmed as a correct record and signed by the Chairman.

2/20b

6 December 2019 pdf icon PDF 67 KB

Unconfirmed Minutes of the Special meeting held on 6 December 2019.

Minutes:

The Minutes of the Special meeting held on 6 December 2019 were confirmed as a correct record and signed by the Chairman.

3/20

Declaration of Interests (Agenda item 3)

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:

Councillor Duffield declared a personal and prejudicial interest that had arisen from the Planning Committee meeting held on 13 January 2020.

4/20

Chairman's Announcements (Agenda item 4) pdf icon PDF 39 KB

Minutes:

The Chairman announced that two Councillors were celebrating very significant birthdays, and on behalf of Terry Jermy, the Leader of the Labour Group, she wished them both a very Happy Birthday.

 

Attention was drawn to the recent formation of a Mixed Shed for Carers, a new Group for staff and Members within Breckland Council.  This she felt was an invaluable support Group whether it was sharing information, tips and ideas, or just for a friendly chat.  The Group had already met twice and it had been found to be very useful and supportive.  All information and links to a wealth of appropriate resources would be made available on the intranet for staff and the Breckland Members’ page.  Karen Hitchcock in HR was the main point of contact and the coordinator.

 

The Member Development Panel had been resurrected under the Chairmanship of Councillor Kiddell and a very lively and enthusiastic inaugural meeting had recently taken place.

 

The Chairman was pleased to announce her Community Tea Party to be held on 24 April 2020 in Watton; this would be her final official event as her year as Chairman. This would be an opportunity for Members to say thank you to their residents and Members were asked to put this date in their diaries.  Further information would follow in due course.

 

Finally, Members were reminded and encouraged to attend the two presentations at the end of the meeting.  Referring to the second presentation, and for clarity, Councillor Hewett explained that EHC was a critical part of the Breckland and South Holland District Council’s training consultancy service.  EHC provided a vital role for the residents in both locations and this would be an opportunity for all Members to discover more about the background of EHC, how it worked and how Members could help promote it.  It was noted that EHC stood for Environmental Health & Consultancy. 

5/20

Leader's Announcements (Agenda item 5)

To receive a verbal update from Councillor Sam Chapman-Allen, Leader of the Council.

 

Minutes:

The Leader of the Council announced the following changes to his Cabinet:

 

Councillor Sarah Suggitt – Executive Member for Governance

Councillor Paul Claussen, Deputy Leader - Executive Member for Planning

Councillor Gordon Bambridge – Executive Member for Environmental Services & Public Protection.

 

The Leader welcomed Councillor Suggitt to his Team.  The updated Portfolio Holder responsibilities would be released at the end of the meeting.

 

WorkSmart 20:20 Programme

 

Members were reminded that this programme of works had been signed off at an earlier Full Council meeting.  The programme was already moving forward with the initial first project of the refurbishment and enhancement of the Committee Suite being implemented including the installation of new technology and replacement of the air conditioning units.  The delivery of numerous other Worksmart 20:20 projects would be phased in over the coming months including the on-going digitalisation of services, a revised office layout and making new technologies available to staff and Members.  This would improve the efficiency and effectiveness of all the Council’s services and ensure that this Council could meet the changing needs of both its residents and businesses.  The WorkSmart Member Board was made up of Councillors Claussen, Sherwood and Hewett who would be happy to answer any questions relative to the programme and he urged all Members to feed any initiatives or ideas that they might have to the Board.

 

Fireworks and Sky Lanterns

 

The Leader was sure that many Members had received a number of communications from residents and businesses about fireworks and sky lanterns.  The Council would be taking some form of action to protect animals from fear and distress caused by fireworks.  This was something he felt passionately about and therefore he intended to ask Officers to investigate ways in which these matters could be addressed.  For example, the Council would encourage all organisers of public displays within the District to advertise well in advance to allow any residents or farmers to take necessary precautions.  To promote awareness of animal welfare and vulnerable people and to lobby Government to limit maximum noise levels through legalisationand encourage local suppliers of fireworks to stock quieter ones.  These matters were being championed by the RSPCA across the Country.  This was also an opportune moment to consider the release of balloons and sky lanterns, both of which could cause potential hazards to animals and livestock.  Local Authorities’ powers were extremely limited on private land, but this Council could choose to ban lanterns on its own land and land that it leased to other bodies.  As such, the Leader asked Officers to look into these matters and as most would become executive functions, he therefore proposed to take these matters forward in the coming months and support from Members would be sought. 

 

Town & Parish Council Forum

 

A Town & Parish Council Forum was being organised to take place on Wednesday, 12 February 2020 at 5.30pm.  The Forum would be picking up all the salient points that had been fed back from newly Elected Councillors and from the  ...  view the full minutes text for item 5/20

6/20

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

Minutes:

None.

7/20

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

Minutes:

Councillor Atterwill asked about previous Agenda and Minutes relating to the former Local Plan Working Group meetings not being available on the website. He felt that these should be re-instated as these were of historical significance and the public should still have the right of access.  Also, with regard to the new Local Plan Working Group, he asked if the Minutes from the first meeting held would be published for the benefit of all Members.  The Leader stated that he would speak to the Democratic Services Team in respect of the first question; however, as far as the inaugural meeting was concerned he was unsure whether any Minutes had been taken but would ensure that these would be circulated to all Members if indeed any notes were taken.

 

Councillor Jermy directed his question to the Leader.  He was aware that the Leader of Norfolk County Council had written to the Prime Minister with a wish list for Norfolk and asked if the Leader had done the same, and if so, what had he asked for Breckland.   The Leader advised that Councillor Proctor, the Leader of Norfolk County Council, had written a wish list for Norfolk to the new Prime Minister; however, from a District perspective, a joint letter had been written via the New Anglia Local Enterprise Partnership (NALEP).  The letter included a wish list for housing, infrastructure, roads, the skills agenda, access to the wider Cambridge tech corridor and more importantly utility provision across the whole of the County.  The letter had been written by the Chairman of NALEP.

 

Councillor Jermy asked if a copy of the letter could be circulated to all Members accordingly.

 

Councillor Moreton asked what progress was being made on forming a Climate Change Working Party.  Councillor Sherwood advised that at a recent Cabinet meeting it had been agreed that a verbal update on this matter would be provided at every Cabinet meeting in future.  He had been working with Officers and many of his Councillor colleagues and would shortly be announcing a programme which would involve Members’ engagement, public engagement and stakeholders’ engagement and he expected that announcement to be made in early February where the full progress of where the Council was at on this matter would be made.  Members would be fully briefed.

 

As a resident of Breckland, Councillor Dowling was concerned about climate crisis too and asked a question about household waste and how this could be made better for the environment.  She wanted to know if the Council was considering offering residents the opportunity of having their food waste composted as neighbouring districts did.  Councillor Webb advised that food waste was one of the options discussed as part of the new waste contract; however, there was a balance that needed to be made between the introduction of a food waste collections and the effect that additional vehicle movements collecting such waste would have on the environment.  The Council had agreed not to include food waste in the new  ...  view the full minutes text for item 7/20

8/20

Cabinet Minutes (Agenda item 8)

To confirm the following Minutes:

8/20a

6 December 2019 pdf icon PDF 105 KB

Confirmed Minutes of the Cabinet meeting held on 6 December 2019.

Minutes:

1.     Quarter 2 Financial Performance Report 2019-20 (Minute No. 106/19)

 

RESOLVED that funding of up to £500,000 be released from the Revenues and Benefits Reserve to cover the expected above budget spend in the Housing Service for this financial year.

 

2.     Swanton Morley Neighbourhood Plan – Making (Adoption) of the Swanton Morley Neighbourhood Plan (Minute No. 107/19)

 

RESOLVED that the Breckland District Policies map be amended to meet the requirements of paragraph 9 of the Town and Country (Local Planning) (England) Regulations 2012.

 

3.     Waste and Related Services Contract (Minute No. 109/19)

 

The recommendation had been dealt with at the Full Council meeting on 6 December 2019.

 

4.     Adoption

 

RESOLVED that the Minutes of the Cabinet meeting held on 6 December 2019 be adopted.

8/20b

13 January 2020 pdf icon PDF 72 KB

Unconfirmed Minutes of the Cabinet meeting held on 13 January 2020.

Minutes:

1.     Review of the Local Council Tax Reduction Scheme (LCTRS) for 2020-21 (Minute No. 11/20)

 

This recommendation was being dealt with under Agenda item 14 below.

 

2.     Anglia Revenues & Benefits Partnership (Minute No. 12/20)

 

This recommendation was being dealt with under Agenda item 15 below.

 

3.     Adoption

 

RESOLVED that the Minutes of the Cabinet meeting held on 13 January 2020 be adopted.

9/20

Overview and Scrutiny Commission (Agenda item 9)

9/20a

6 December 2019 pdf icon PDF 69 KB

Confirmed Minutes of the Overview & Scrutiny Commission meeting held on 6 December 2019.

Minutes:

1.     Waste & Related Services Contract (Minute No. 94/19)

 

This recommendation had been dealt with at the Full Council meeting on 6 December 2019.

 

2.     Adoption

 

RESOLVED that the Minutes of the Overview & Scrutiny Commission meeting held on 6 December 2019 be adopted.

9/20b

19 December 2019 pdf icon PDF 78 KB

Unconfirmed Minutes of the Overview & Scrutiny Commission meeting held on 19 December 2019.

Minutes:

RESOLVED that the Minutes of the Overview & Scrutiny Commission meeting held on 19 December 2019 be adopted.

 

10/20

Planning Committee (Agenda item 10) pdf icon PDF 84 KB

Confirmed minutes of the Planning Committee meeting held on 16 December 2019.

 

 

Minutes:

RESOLVED that the confirmed Minutes of the Planning Committee meeting held on 16 December 2019 be adopted.

11/20

Licensing Committee (Agenda item 11) pdf icon PDF 70 KB

Unconfirmed Minutes of the Licensing Committee held on 13 November 2019.

Minutes:

RESOLVED that the Minutes of the Licensing Committee meeting held on 13 November 2019 be adopted.

12/20

Committee of the Licensing Authority (Agenda item 12) pdf icon PDF 74 KB

Unconfirmed Minutes of the Committee of the Licensing Authority meeting held on 13 November 2019.

Minutes:

RESOLVED that the Minutes of the Committee of the Licensing Authority meeting held on 13 November 2019 be adopted.

 

13/20

Polling Districts, Polling Places & Polling Stations Review (Agenda item 13) pdf icon PDF 74 KB

Report of Maxine O' Mahony, Executive Director for Strategy and Governance& Returning Officer.

 

Additional documents:

Minutes:

Mark Stinson, the Executive Manager for Governance presented the report.

 

Section 16 of the Electoral Administration Act 2006 introduced a requirement for local authorities to undertake a review of their Parliamentary polling districts and polling places every 4 years. The last review of the Breckland area was completed in the autumn of 2014. Subsequent amendments to this legislation by the Electoral Registration and Administration Act 2013 now means that all local authorities must undertake a review every 5 years, and the current round of reviews must be completed by 31st January 2020.

 

The differences between a ‘Polling District’, a ‘Polling Place’ and a ‘Polling Station’, and whose responsibility these came under, were explained.

 

As part of the review process (Acting) Returning Officers were required to make representations to the local authority on the existing polling stations and the polling stations that would likely be used on the proposed arrangements. These were published on 1st August and a consultation on these proposals ran until 11th September 2019.

 

Councillor Harvey thanked the Council for this review particularly in respect of St Martin’s Way which formed part of the review in relation to the new Polling District for Thetford Burrell (West).  He wholeheartedly supported the recommendations.

 

RESOLVED that:

 

1)     the Polling Districts and Polling Places, as listed in Appendix 1 to this report, which include the following changes, be adopted: -

 

                           i.          The creation of a new Polling District SA2/1 Parish of Carbrooke (West), allowing for an additional Polling Station in the West of the Parish on the Carbrooke/Watton border(Appendix 2) as and when a suitable venue becomes available.

 

                          ii.          The creation of a new Polling District TBU3 Parish of Thetford Burrell (West), allowing for the residents of St Martin’s Way Canon Walk, Jubilee Close and Saxon Bank to vote at the Meet Up Café, St Martins Way, Thetford. (Appendix 3).

 

                        iii.          The creation of a new Polling District TBU4 Parish of Thetfoird Burrell (East) allowing for the residents of the St Michaels Road/Nunnery Drive area to vote at St Michaels Close Community Room, Thetford (Appendix 3).

 

2)     by law, the location of Polling Stations is the responsibility of the Returning Officer and to note the locations determined by the Returning Officer as listed in Appendix 1 to this report, which includes the following changes, be noted: -

 

                         i.        To relocate the Polling Station for Polling District DEN1 Parish of Dereham Neatherd (East) from the Dereham Cricket Club to the Dereham Football Club.

 

                        ii.        To relocate the Polling Station for Polling District HE2 Parish of Horningtoft from Horningtoft Manor Room to Whissonsett Village Hall.

 

                      iii.        The creation of a new Polling Station for Polling District TBU4 Thetford Burrell (East) at St Michaels Close Community Room, St Michaels Close, Thetford

 

14/20

Review of the Local Council Tax Reduction Scheme (LCTRS) for 2020-21 (Agenda item 14) pdf icon PDF 81 KB

Report of Councillor Phillip Cowen, Executive Member Finance & Growth and Christine Marshall, Executive Director Commercialisation.

Minutes:

Councillor Cowen, the Executive Member for Finance & Growth presented the report.

 

Each year the Council was required to review its Local Council Tax Reduction Support Scheme (LCTRS). This report advised Members on the findings of the 2019 annual review, the consultation on these findings and the resultant proposals for the LCTRS scheme to take effect from 1 April 2020.

 

Where it had been determined to retain the existing scheme for the forthcoming year this must be decided by 11 March 2020.

 

It was noted that no objections to the scheme had been received.

 

Councillor Jermy felt that the proposals seemed perfectly sensible; however, he had noticed that the responses to the actual consultation had been very poor and felt that the Council should take a look at how it promoted and advertised such consultations in future.

 

RESOLVED that:

 

a)           the 8.5% benefit scheme (i.e. the maximum benefit to working e claimants is 91.5%) be retained; and

 

b)           a tolerance rule to the treatment of Universal Credit income in the Local Council Tax Reduction Scheme be introduced.

15/20

Anglia Revenues Partnership Joint Committee Agreement Reconstitution (Agenda item 15) pdf icon PDF 69 KB

Report of Councillor Phillip Cowen, Executive Member Finance & Growth and Christine Marshall, Executive Director Commercialisation.     

Additional documents:

Minutes:

Councillor Cowen, the Executive Member for Finance & Growth, presented the report that concerned the regularisation of a situation that had arisen as a consequence of four of the partner councils of the Anglia Revenues Partnership amalgamating into two councils – East Suffolk and West Suffolk.  As a consequence, the Constitution of the partnership required updating to recognise the new status quo.  No other changes had been applied it was simply to identify the fact that instead of seven Councils there were now only five.

 

Councillor Borrett congratulated Councillor Cowen for the negotiations on the matter and the professionalism of the ARP Team.

 

RESOLVED that the revised ARP Partnership Agreement at Appendix 1 of the report to have effect from 1 April 2019 be approved.

16/20

Nominations for Committee and other Seats (Agenda item 16)

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

Minutes:

Councillor Claussen announced the following appointments, and it was:

 

RESOLVED that:

 

Planning Committee:

 

Councillor Suggitt be replaced by Councillor Dale and Councillor Kybird be appointed as a substitute (in place of Cllr Dale).

 

Outside Bodies:

 

Norfolk Police & Crime Panel – Councillor Webb be replaced by Councillor Bambridge.

 

Norfolk Rail Group –Councillor Bambridge be replaced by Councillor Claussen.

 

Norfolk Waste Partnership – Councillor Claussen to be replaced by Councillor Bambridge and Councillor Claussen be appointed as his substitute.

 

There were no further nominations.

17/20

Amendments to the Constitution (Agenda item 17)

Minutes:

None.

18/20

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.