Agenda and minutes

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

Contact: Democratic Services  01362 656870

No. Item


Minutes pdf icon PDF 86 KB

To confirm the minutes of the meeting held on 19 March 2019.


The Minutes of a meeting held on 19th March 2019 were proposed by Councillor Kybird as a true record and agreed by Councillor Lynda Turner and were confirmed as a correct record and signed by the Chairman.


Apologies and Substitutes

To receive apologies for absence and to note substitute Members in attendance.


Apologies were received from Councillors Wickerson and Jermy.  Councillor Clarke was present as Councillor Jermy’s substitute.


Chairman's Announcements (if any)




Urgent Business

To note whether the Chairman proposes to accept any item as urgent business pursuant to Section 100(B)(4)(b) of the Local Government Act 1972.




Declaration of Interests

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.





Non-Members wishing to address the Meeting

To note the names of any non-members or public speakers wishing to address the meeting.




Community Asset Value Policy

To receive a verbal presentation by the Community and Environmental Services Manager, Steve James.


A presentation was given by the Communities and Environmental Services Manager, Steve James. He explained the purpose of the policy which was to give communities the right to identify buildings or other land that they believe to be of importance to a community’s social well-being. If an asset was identified and came up for sale the community would be given a fair chance to make a bid to buy it on the open market.


A copy of the presentation would be shared with Members for information.


Q4 2018-19 Performance Overview Report pdf icon PDF 93 KB

Report of Deputy Leader & Executive Member for Governance, Councillor Paul Claussen.

Additional documents:


The Corporate Innovation, Change & Performance Manager, Ross Bangs had given an explanation and overview on the Quarterly Performance Report and how to interpret results. The Chairman opened this to the Committee for questions.


Councillor Clarke asked about flytipping and noticed the tonnage had increased from 60.00 tonnes to 90.69. The number of incidents of fly tipping had also increased from 212 to 362. He questioned if Breckland had carried out any ‘interviews under caution’ or prosecutions.


The Executive Director of Place, Rob Walker confirmed there had been an increase in flytipping. A Fly Tip Enforcement Officer had been recently appointed and already had a first case, the details of which would be publicised shortly. It was hoped this would lead to more future convictions and deterrents. He confirmed Breckland only collect fly tips from public land within the district. Flytipping on private land was the responsibility of the land owner.


Councillor Clarke went on to ask how long the Jaeger building at Kings Lynn had been empty. The Corporate Innovation, Change & Performance Manager confirmed that following lengthy negotiations, the property had been re-let.  This had been reported to the Risk and Audit Committee. The property had been vacant for a period of 23 months and Members were informed the previous tenant went into administration. The Chairman asked if Breckland took appropriate steps to recover funds where possible. The Corporate Innovation, Change & Performance Manager will find out further details and report back.


Councillor Birt queried that under the Freedom of information the target was 100%, however the actual was 73% yet we have a green indicator and was there a reason for that. The Chairman stated the Commission had previously said that this was a statutory duty and if it was less than 100% members should be concerned. The Corporate Innovation, Change & Performance Manager explained the reasons why it displayed a green and the Chairman asked that in future the detail was included in the report.


Councillor Turner suggested if we knew who the Freedom of Information requests were coming from we could see if there was a trend. Members were informed the information was available and showed a significant reduction in the number of requests received due to publicising information on the website. Officers continue to review the requests.


Councillor Birt sought clarification on how the abandoned calls and new website visitors was measured. The Corporate Innovation, Change & Performance Manager agreed to meet with Councillor Birt to discuss the item in detail.


Councillor Birt went on to question why the household waste, recycled or composted, showed as green despite the trend being low for the previous four quarter reporting. The Executive Director of Place explained it showed a recurring theme and suggested the team consider the tolerances and explain in detail any deviation that could be permitted.


Missed Waste Collections – Councillor Birt asked if this could be set as percentage. It was agreed that the missed waste collections would be reported as a percentage in future reports.  ...  view the full minutes text for item 35/19


Outside Body Feedback (Standing Item)

To receive an update from representatives on Outside Bodies.



Councillor Kybird raised whether the Breckland Area Museum Committee should be an outside body or a committee following an issue Councillor Duigan had raised. It was agreed that Councillor Kybird would discuss the matter with the Democratic Services Manager and report back to the commission.



Scrutiny Call-ins (Standing Item)

To note whether any decisions have been called-in for scrutiny.




Councillor Call for Action (Standing Item)

To consider any references.


The Chairman encouraged members of the Commission to make use of Councillor Call for Action if a matter was pertinent to a local ward that had wider ramifications or involved other Local Authorities that should be held to account.


Work Programme pdf icon PDF 134 KB

(a)          A copy of the Commission’s work programme is attached.  The Commission is asked to agree any additions, deletions or amendments to the programme as appropriate.


(b)        Member Issues:  In accordance with the Commission’s protocol for member leadership, which states that members of the Commission will take the lead in selecting topics for overview and scrutiny and in the questioning of witnesses, members are invited to put forward items for selection for future review.


A copy of the Key Decision Plan is attached for Members’ information.

Additional documents:


The Chairman asked Members for items they would like included in the Work Programme. The following suggestions were made:


·         The calculation of how the Council has arrived at the 5 year land supply as it would be useful and affected all our rural communities.

·         Validation of planning applications, what was the process for revising or reviewing local list.

·         Neighbourhood planning. How does Breckland support local groups in developing plans?

·         To review Capita contract and to understand the process of how planning applications are validated.

·         Local Plan and the National Policy Framework.

·         To seek an update from the Flagship Task and finish Group.

·         To consider holding a Task and finish Group to look into the Housing Strategy.

·         Market Town Initiative and how it has impacted opportunities and how it is measured.

·         Community Grant Funding Scheme.

·         How Section 106 money is used.

·         Governance and Policy around surplus land disposal.

·         Green Issues.


The Chairman will work up a draft programme and distribute for comment.<1>


Next Meeting

To note the arrangements for the next meeting to be held on 11 July 2019, at 10.00am in the Anglia Room, Elizabeth House, Walpole Loke, Dereham.




The arrangements for the next scheduled for Thursday, 11th July 2019 at 10am in the Anglia Room were noted.