BABERGH DISTRICT COUNCIL
ANNUAL COUNCIL MEETING 
MINUTES OF THE ANNUAL MEETING OF THE BABERGH DISTRICT COUNCIL HELD IN THE COUNCIL CHAMBER, COUNCIL OFFICES, CORKS LANE, HADLEIGH ON TUESDAY 21 APRIL 2009

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1 - Election of Chairman
2 - Election of Vice-Chairman
3 - Minutes
4 - Declaration of Interests
5 - Chairman's Announcements
6 - To Receive Notification of Petitions in Accordance with Council Procedure Rule No. 13
7 - Recommendations and Reports from Committees
8 - Reduction in Council House Rent Increases for 2009/10
9 - Questions by the Public
10 - Questions from Members
11 - Annual Report of the Overview and Scrutiny (Stewardship) Committee
12 - Annual Report of the Overview and Scrutiny (Community Services) Committee
13 - Annual Report of the Standards Committee
14 - Political Balance and Composition of Committees
15 - Appointment of Substitutes - Council Procedure Rule No. 5
16 - Election of Chairmen of Committees
17 - Task Groups and Panels - (A) Appointment of Members, (B) Annual Reports
18 - Representatives on Outside Bodies

            PRESENT:                                 Mr D C Rose – In the Chair 

The following Members were unable to be present:-  Mr P K Beer, Mrs S Carpendale, Mr L S Johnson, Mr P Jones, Mr M Newman, Mr R C Smith and Mr D M Walton. 

The proceedings were opened with a short prayer for those Members who had chosen to participate. 

Mr John Newton, Chairman of the Standards Committee was present at the meeting and was welcomed by the Chairman. 

1    ELECTION OF CHAIRMAN

It was proposed and seconded that Ms J A Jenkins be elected Chairman of the Council for the ensuing year. 

RESOLVED 

That Ms J A Jenkins be elected Chairman of the Council for the ensuing year.

Mr D C Rose vacated the chair and Ms J A Jenkins thereupon made her Declaration of Acceptance of Office and presided over the meeting. 

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2    ELECTION OF VICE-CHAIRMAN

It was proposed and seconded that Mr D L Wood be elected Vice-Chairman of the Council for the ensuing year. 

RESOLVED 

That Mr D L Wood be elected Vice-Chairman of the Council for the ensuing year.

Mr D L Wood thereupon made his Declaration of Acceptance of Office. 

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3          MINUTES

RESOLVED 

That the Minutes of the meeting held on 24 February 2009 be confirmed and signed as a correct record subject to the reinstatement of “(a)” and “(b)” against the paragraphs under Resolution (8) at the bottom of Page 5.

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4          DECLARATION OF INTERESTS

Mr C M Spence, Mr R E Kemp, Mr D L Wood and Mr D G Grutchfield all declared personal interests in respect of the item referred to in Minute No.7(a) below by virtue of being Suffolk County Councillors but indicated that their interests were such that they were be able to speak and vote on the matter concerned.

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5          CHAIRMAN’S ANNOUNCEMENTS

Civic Reception 

The Chairman advised Members that the Chairman’s Reception is to take place on the evening of Friday 3 July 2009 at Stoke by Nayland Golf Club. 

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6          TO RECEIVE NOTIFICATION OF PETITIONS IN ACCORDANCE WITH COUNCIL PROCEDURE RULE NO. 13

In accordance with Council Procedure Rule No. 13, it was noted that the following petition had been received: 

Application No. B/09/00095 – Installation of floodlight to Menage, Crowe Hall, Lower Street, Stutton 

Petition signed by approximately 47 residents of the District objecting to the application which was reported to Development Committee on 11 March 2009. The petition will be taken into account when the application is considered at a future Committee meeting. 

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7          RECOMMENDATIONS AND REPORTS FROM COMMITTEES

(a)       Local Government Review (Strategy Committee 7 April 2009)

Mr N A Ridley, Chairman of the Strategy Committee, introduced this item by outlining the background to a draft response for submission to the Boundary Committee, which had been prepared by the Chief Executive as instructed by the Strategy Committee.  The response was circulated as Paper J2 and Members also had before them Paper H229, the report submitted by the Chief Executive to the 7 April 2009 meeting. 

Mr Ridley referred to the Council’s consistent backing for a unitary solution for the County in its previous submissions to the Boundary Committee.  He informed Members that, as a result of its further consideration, Strategy Committee believed very firmly that the Council should support the two unitary solution as elaborated upon in Paper J2, but that the Boundary Committee should be urged not to recommend a single unitary solution for the County.  He also referred to the action being taken by some Councils in Suffolk in relation to a three unitary solution but reminded Members that any proposal accepted by the Boundary Committee for an additional option would have to be subject to a fresh consultation period and a totally revised timetable.  This would effectively increase the risk that no decision would be taken before a general election and that this would be the end of the review process.  This would not therefore coincide with Babergh’s previously expressed views in support of a unitary solution.  He also reminded Members that, even in the event of LGR not proceeding, the status quo was not an option because it would not be possible for the existing Councils in Suffolk to achieve, under the current structure, the very high future levels of savings which will be required.  He therefore proposed approval of the draft response prepared by the Chief Executive setting out the Council’s support for a two unitary solution, and urging that the option for a single unitary solution be not pursued, for submission to the Boundary Committee, and the motion was duly seconded.   

During the course of the wide ranging discussion which ensued, Members referred to various matters of ongoing concern including the following:- 

·    The effect of including Lowestoft in a Rural, or Greater, Suffolk.

·    The relationship of Hadleigh and its villages to the Ipswich area/North Haven.

·    The need for more detail on how cost savings will be achieved and local empowerment promoted.

·    The potential implications of applying the Secretary of State’s affordability criteria, including the Equalisation of Council Tax at ‘average’ levels, as commented on in the draft response set out in Paper J2.

·    The need for the process to be moved on and a decision reached so that all parties could then address the actions required of them. 

An amendment proposed by Mr D G Grutchfield, that Hadleigh and its villages should be included within the North Haven Unitary for various reasons, including the strong social and economic links between Hadleigh and Ipswich was seconded but lost on being put to the vote.  Members were aware that the potential merits of this proposal had previously been referred to in Babergh’s consultation response in September 2008 and also put forward by a number of other interested parties but had not received a favourable response from the Boundary Committee for further consideration. 

After further debate during which the need to press the Secretary of State on various issues around the affordability criteria was recognised, Paper J2 was accepted without amendment.

RESOLVED 

That the draft response set out in Paper J2 be approved for submission to the Boundary Committee. 

(b)       Treasury Management Strategy (Strategy Committee 7 April 2009) 

Members had before them Paper J3 including Appendix 3 which had been circulated to Members prior to the commencement of the meeting.   

Mr N A Ridley, Chairman of the Strategy Committee, referred to Papers H231 and H231A which had been submitted to the meeting on 7 April 2009 to deal with the Council’s Annual Investment and Borrowing Strategy for 2009/10.  Members were aware that Paper J3 incorporated the amendments which had been referred to in Paper H231A.  The Director of Finance updated Members on changes to the credit ratings of a number of Building Societies and answered Members’ questions in relation to some of the arrangements for operating the policy.                       

RESOLVED 

That the Treasury Management Strategy for 2009/10 including the Annual Investment Strategy as set out in the Appendices to Paper J3 be approved. 

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8          REDUCTION IN COUNCIL HOUSE RENT INCREASES FOR 2009/10

Members had before them the report of the Director of Finance (Paper J4) which reflected the Strategy Committee’s views at its meeting on 7 April together with a revised recommendation 2.1 (circulated at the meeting) which proposed an actual revised increase of 3.1%, instead of the range for the increase originally proposed in Paper J4. 

RESOLVED 

(1) That, notwithstanding the decision of Council on the 24 February 2009 to increase Council House rents for 2009/10 by 6.7% in accordance with the Government rent guidelines applicable at that time, the principle of a revised increase of 3.1% for the year be approved. 

(2)        That authority be delegated to the Director of Finance in consultation with the Chairman of the Council (a) to reduce the level of Council House rents for 2009/10 following issue of the final Government rent guidelines amending determination and (b) to determine the effective date for implementation. 

(3)        That pursuant to resolution (2) above, the Director of Finance be authorised to amend the HRA Budget accordingly. 

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9          QUESTIONS BY THE PUBLIC

None received.

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10       QUESTIONS FROM MEMBERS

None received. 

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11       ANNUAL REPORT OF THE OVERVIEW AND SCRUTINY (STEWARDSHIP) COMMITTEE

Mr D M Busby, Chairman of the Overview and Scrutiny (Stewardship) Committee presented the Committee’s Annual Report (Paper J5).

RESOLVED 

(1)    That the Annual Report of the Overview and Scrutiny (Stewardship) Committee for 2008/09 as set out in Appendix 1 to Paper J5 be noted. 

(2)    That the Committee Work Plan for 2009/10 as set out in Appendix 2 to Paper J5 be approved.

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12       ANNUAL REPORT OF THE OVERVIEW AND SCRUTINY (COMMUNITY SERVICES) COMMITTEE

Mr J A B Long, Chairman of the Overview and Scrutiny (Community Services) Committee presented the Committee’s Annual Report (Paper J6).
 
RESOLVED 

(1)    That the Annual Report of the Overview and Scrutiny (Community Services) Committee for 2008/09 as set out in Appendix 1 to Paper J6 be noted. 

(2)    That the Committee Work Plan for 2009/10 as set out in Appendix 2 to Paper J6 be approved. 

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13       ANNUAL REPORT OF THE STANDARDS COMMITTEE

Mr J  B Newton, Chairman of the Standards Committee presented the Committee’s Annual Report (Paper J7). 

RESOLVED 

That the Annual Report of the Standards Committee for 2008/09 as set out In Paper J7 be noted.

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14    POLITICAL BALANCE AND COMPOSITION OF COMMITTEES

The Director of Corporate Services submitted a report (Paper J8) relating to the Council’s duty to review the allocation of seats to Political Groups and to approve the composition of its Committees.  Members were aware that the names of the Group Members listed in Appendix 2 of Paper J8 had been notified by the Group Leaders. 

RESOLVED 

(1)    That the Committee sizes and numerical allocation of seats be approved as set out below: 

(2)        That the ungrouped Member, Mr C W Arthey, be appointed to serve on the Development Committee. 

(3)        That the composition of Committees be allocated as set out below:- 

STRATEGY COMMITTEE 

OVERVIEW AND SCRUTINY (STEWARDSHIP) COMMITTEE

 OVERVIEW AND SCRUTINY (COMMUNITY SERVICES) COMMITTEE 

 DEVELOPMENT COMMITTEE 

LICENSING AND APPEALS COMMITTEE 

HADLEIGH AND DISTRICT SWIMMING POOL TRUST COMMITTEE 

STANDARDS COMMITTEE

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15       APPOINTMENT OF SUBSTITUTES – COUNCIL PROCEDURE RULE NO. 5

The Director of Corporate Services submitted a report (Paper J9) setting out details of substitutes proposed to be appointed under Council Procedure Rule No. 5. 

RESOLVED 

That substitutes be approved as set out below: -           

STRATEGY COMMITTEE 

 OVERVIEW AND SCRUTINY (STEWARDSHIP) COMMITTEE 

OVERVIEW AND SCRUTINY (COMMUNITY SERVICES) COMMITTEE

 DEVELOPMENT COMMITTEE 

 HADLEIGH AND DISTRICT SWIMMING POOL TRUST COMMITTEE

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16    ELECTION OF CHAIRMEN OF COMMITTEES

RESOLVED 

(1))    That Mr N A Ridley be elected Chairman of the Strategy Committee for the ensuing year. 

(2)    That Mr J A B Long be elected Chairman of the Overview and Scrutiny (Community Services) Committee for the ensuing year. 

(3)    That Mr D M Busby be elected Chairman of the Overview and Scrutiny (Stewardship) Committee for the ensuing year. 

(4)    That Mr R W Thake be elected Chairman of the Development Committee for the ensuing year. 

(5)    That Mr B L Lazenby be elected Chairman of the Licensing and Appeals Committee for the ensuing year. 

(6)    That Mr D H Keane be elected Chairman of the Hadleigh and District Swimming Pool Trust Committee for the ensuing year. 

Note: Members were aware that Mr J B Newton was appointed Chairman of the Standards Committee on 1 April 2009. 

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17        TASK GROUPS AND PANELS – (A) APPOINTMENT OF MEMBERS, (B) ANNUAL REPORTS

The Director of Corporate Services submitted a report (Paper J10) requesting the Council to consider appointing Members to serve on Task Groups/Panels, to note the progress of the work plans for 2008/09 (Appendix 1) and to approve their Work Plans for 2009/10 (Appendix 2).   

The report also contained the recommendation of the CAST Board that its work should now fall within the remit of the Overview and Scrutiny Committees.  The Chairman of the Council thanked the Members who had served on the Board for their contribution. 

RESOLVED 

(1)    That the following Task Groups/Panels continue for 2009/10 and that Members be appointed to serve on them as set out below: - 

(a)               HR Panel – comprising five Members and to be politically representative wherever possible: - 

J Antill                      R W Thake

B L Lazenby            H N Todd

D C Rose 

(b)              Substitutes for Staff Joint Consultative Committee (2)  

C W Arthey               L H Young

(c)               Pin Mill Task Group (5) 

B D Hurren               D C Rose

P Jones                     L H Young

D H Keane 

(d)              Village of the Year Awards Panel (4) 

J A B Long               J R A Sayers

C A Roberts             L H Young 

(e)               Housing Panel (5)  

S P Clarke                D H Keane

D G Grutchfield       S M Wigglesworth

J A Jenkins           

(f)                 Procurement Task Group (5) 

D G Grutchfield       H N Todd

J A Jenkins              L H Young

M R Miller

(g)       Information Management Task Group (5) 

J Antill                        M R Miller

J C Brand                  B Riley

D G Grutchfield         

(h)       Strategic and Financial Planning Task Group (6) 

            N A Bennett             M R Miller

            J C Brand                 N A Ridley

            J A Jenkins              H N Todd           

(2)    That the CAST Programme Board be discontinued.  Further, that any future monitoring of service transformation and performance should now fall within the remit of the Overview and Scrutiny Committees under the Council’s Performance Management Framework. 

(3)    That the progress of the Task Groups/Panels during 2008/09 as outlined in Appendix 1 to Paper J10 be noted. 

(4)       That the proposed work plans of the Task Groups/Panels for 2009/10 as set out in Appendix 2 to Paper J10 be approved. 

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18        REPRESENTATIVES ON OUTSIDE BODIES 

The Director of Corporate Services submitted a report (Paper J11) updating Members on the current representation, including appointments made since May 2007, together with details of reporting back by representatives.  Members were aware that details of further “reporting back” information would be circulated after the meeting.   

The meeting was also requested to consider appointment of representatives to: - 

·    Dedham Vale AONB and Stour Valley Joint Advisory Committee (replacement for M P Booth).

·    Active South Suffolk 

RESOLVED 

(1)       That the information contained in Appendix 1 to Paper J11 be noted. 

(2)       That Mr P G Gibson be appointed as the Council’s representative on the Dedham Vale AONB and Stour Valley Joint Advisory Committee for the remainder of the current term of office. 

(3)       That Mr R W Thake be appointed as the Council’s representative on Active South Suffolk for the remainder of the current term of office. 

The business of the meeting was concluded at 12.30 p.m.   

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                               Chairman

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