Agenda and minutes

Executive
Tuesday 9th July 2019 6.00 pm

Venue: Gipping Room, Grafton House

Contact: Ainsley Gilbert  01473 432510

Items
No. Item

18.

Apologies for Absence

Minutes:

Apologies for Absence were received from Councillor Ross.

19.

Unconfirmed Minutes of Previous Meeting pdf icon PDF 88 KB

To consider the Minutes of the meeting held on 11 June 2019.

Minutes:

It was RESOLVED:

 

that the minutes of the meeting held on 11 June 2019 be signed as a true record.

20.

To Confirm or Vary the Order of Business

Minutes:

It was RESOLVED:

 

that the Order of Business be confirmed as printed on the Agenda.

21.

Declarations of Interest

Minutes:

There were no Declarations of Interest.

22.

E/19/09 Ipswich Town Centre and Waterfront Public Realm Strategy Supplementary Planning Document (SPD) pdf icon PDF 2 MB

Portfolio Holder – Councillor Carole Jones

 

The Ipswich Town Centre and Waterfront Public Realm Supplementary Planning Document (SPD) is a strategy for improving the public realm quality of the Ipswich Town Centre and Waterfront. The document provides guiding principles for use in relation to public realm improvements, public space design projects within the area.

 

The Executive is asked to approve the final document for adoption by full Council as a Supplementary Planning Document.

Additional documents:

Minutes:

22.1      Councillor Jones introduced the report, explaining that as well as setting out the strategy for improving Ipswich’s Public Realm the document identified a list of potential projects. The Council had allocated £3 million to these projects and work to plan the rejuvenation of Arras Square was already underway following the public support for that scheme during the very successful consultation.

 

22.2      Councillor Jones thanked officers for their work in preparing the document and for running an engaging consultation.

 

It was RESOLVED:

 

a)           that Option 1, as detailed in paragraph 4.1 of the report, be approved and that the draft Ipswich Town Centre and Waterfront Public Realm Strategy Supplementary Planning Document be approved for referral to Full Council for adoption as a Supplementary Planning Document.

 

Reason:  To support the implementation of adopted Local Plan policies and the enhancement of the public realm of the project area.

 

b)           that the Planning and Development Operations Manager be authorised to make minor changes to the wording or layout of the documents referred to in resolution a), up to and during the time of publication on the IBC website, provided that the changes do not materially change the meaning of the adopted document.

 

Reason: In order to ensure a fully accessible and attractively formatted document is available for use by the general public.

23.

E/19/10 Urban Characterisation Study Supplementary Planning Documents pdf icon PDF 425 KB

Portfolio Holder – Councillor Carole Jones

 

This report requests that Executive adopt the remaining three Ipswich Urban Characterisation Study - Supplementary Planning Documents (SPD). The first five of the eight Urban Character SPDs were adopted over 2014-2015.

 

As per the existing adopted Urban Character SPDs, these proposed SPDs identify assets and characteristics which are valued as distinctive elements of the townscape of Ipswich and give different neighbourhoods their individual character. They will enable valued characteristics to be taken into account when changes affecting an area are proposed as part of a planning application and will ensure that development and change reinforces local distinctiveness.

 

Following the public consultation held between 16th January and 27th February 2019, minor revisions were made to the documents. Executive is now asked to approve the documents and refer them to full Council for adoption as the final elements of the SPD.

Additional documents:

Minutes:

23.1      Councillor Jones introduced the report, explaining that, if approved, the three Supplementary Planning Documents would mean that the whole Borough of Ipswich was described either through a Conservation Area Appraisal and Management Plan or through an Urban Characterisation Study, which Councillor Jones commented would be a great achievement. Councillor Jones explained that the documents would be of great value to developers and also interesting to residents.

 

23.2      Councillor Rudkin commented that the Urban Characterisation Studies were very interesting for residents and suggested that once adopted they be publicised.

 

It was RESOLVED:

 

a)           that Option 1, as described in paragraph 4.1 of the report, be approved and that the three Urban Characterisation Study Supplementary Planning Documents be approved for adoption and referred to Full Council for formal adoption.

 

Reason: To support the implementation of adopted Local Plan policies.

 

b)         that the Planning and Development Operations Manager be authorised to make minor changes to the wording or layout of the documents referred to in resolution a), up to and during the time of publication on the IBC website, provided that the changes do not materially change the meaning of the adopted document.

 

Reason: The Planning Policy team are working on the preparation of a new Local Plan and site allocations. The eventual adoption of the Local Plan may influence specific wording or policy numbers referred to in the adopted documents and therefore alterations to the document could be improved in wording and layout terms without impacting on meaning. This recommendation will provide the Planning and Development Operations Manager with the ability to undertake any such changes.

24.

E/19/11 Draft Suffolk Coast European Sites Recreational Disturbance Avoidance and Mitigation Strategy Supplementary Planning Document for Public Consultation pdf icon PDF 167 KB

Portfolio Holder – Councillor Carole Jones

 

A draft Suffolk Coast European Sites Recreational Disturbance Avoidance and Mitigation Strategy Supplementary Planning Document (hereinafter referred to as the Suffolk Coast RAMS SPD) has been prepared, to support the implementation of the Habitats Regulations Assessment Recreational Disturbance Avoidance and Mitigation Strategy (RAMS) for Ipswich Borough, Babergh District, Mid-Suffolk District and East Suffolk Councils – Technical Report (Appendix 3), which is simplified to ‘the Strategy’ throughout this report.

 

The Strategy is a means by which new residential growth can be delivered, whilst at the same time adequately protecting Suffolk’s coastal, estuarine and heathland European wildlife sites from harm that could otherwise occur because of increased recreation pressure caused through new residential development.

 

The Suffolk Coast RAMS SPD summarises the requirements of the Strategy for developers and others and provides a framework for implementing those provisions.

 

The report seeks authorisation from Executive to publish the draft Suffolk Coast European Sites Recreational Disturbance Avoidance and Mitigation Strategy Supplementary Planning Document for public consultation.

Additional documents:

Minutes:

24.1      Councillor Jones introduced the report, noting that the draft Supplementary Planning Document had been jointly produced by Ipswich Borough, Babergh District, Mid-Suffolk District and East Suffolk Councils. It was proposed to consult on the draft document, including consulting on the proposed tariff which would equate to £121.89 per new dwelling in Ipswich. Councillor Jones explained that this tariff would save developers from significant amounts of exploratory work and so represented good value.

 

It was RESOLVED:

 

a)           that Option 1, paragraph 4.1 of the report, be approved for public consultation on the draft Suffolk Coast European Sites Recreational Disturbance Avoidance and Mitigation Strategy Supplementary Planning Document for at least six weeks starting in July 2019.

Reason: To formalise the status of the Strategy and ensure that new residential development adequately mitigates for its potential effects on European designated sites.

b)           that the Planning and Development Operations Manager be authorised to make minor changes to the wording or layout of the draft Supplementary Planning Document up to the start of the consultation period, provided that the changes do not materially alter the meaning of the consultation documents.

 

Reason: Prior to the start of the consultation period, officers may identify areas where the document could be improved in wording and layout without affecting its meaning. This recommendation will provide the Planning and Development Operations Manager with the ability to undertake any such changes.

25.

E/19/12 Seeds for Change Fund pdf icon PDF 100 KB

Portfolio Holder – Councillor Alasdair Ross

 

This report proposes to create a Seeds for Change Fund targeted at projects which will make a difference to the lives of children and young people in Ipswich.

Additional documents:

Minutes:

25.1      Councillor Ellesmere introduced the report, explaining that following the death of Tavis Spencer-Aitkens Ipswich Borough Council had agreed to make funding available to try to deal with some of the root causes of gang violence. A reference group called Race for Change had been set up to spend the money allocated to the Priory Heath Ward but this had taken time and so an underspend had accrued. It was likely that there would also be underspends from the other 2 areas to which funding had been allocated and so it was proposed to pool this money and use it as seedcorn funding for community groups to set up new projects across Ipswich. Councillor Ellesmere explained that it was hoped to make the application process simple in order to encourage bids from those who might otherwise be put off from applying.

 

25.2      Councillor Fisher queried whether a further report would be brought to Executive to agree the governance arrangements for the fund, and suggested that the availability of the fund be restricted to those areas which did not already have specific Council funding. Councillor Fisher also asked what the maximum grant was proposed to be and whether any of the fund would be sent on Council officer time.

 

25.3      The Chief Operating Officer, Helen Pluck, explained that the governance principles were outlined in the report, and suggested that the Councillors involved would depend on the nature of bids received, for example, if a small project only affected one Ward, then it would probably be determined by the Ward Councillors, whilst a larger project might be determined by the relevant Portfolio Holder. Councillors’ roles within the process would be notified to them. The Chief Operating Officer noted that the governance principles said that projects would not be funded if they could be fully funded elsewhere or were already operating. In line with the ambition to attract a wide range of bids, no maximum grant had yet been set. The Chief Operating Officer confirmed that the fund was not intended to be spent on officer time.

 

It was RESOLVED:

 

that the creation of the Seeds For Change Fund, as outlined in the report, be approved and that the Chief Operating Officer, in consultation with the Leader and Portfolio Holders for Public Protection and Communities, be authorised to set up and manage the fund.

 

Reason: To provide funding for projects that will make a difference to young people living in Ipswich.

26.

E/19/13 Proposal to Declare a Climate Emergency and Commit to Action to Achieve Carbon Neutrality pdf icon PDF 126 KB

Portfolio Holder – Councillor Philip Smart

 

This report details a proposal to declare a Climate Emergency and commit to action to achieve carbon neutrality.  Executive is asked to approve the recommendations.

Minutes:

26.1      Councillor P Smart introduced the report, explaining that ‘Climate Emergencies’ had been declared by a number of Councils to show their concern over the Intergovernmental Panel on Climate Change’s findings which recognise the adverse global impact of the changing climate. Councillor Smart explained that the decision to make the declaration was being brought to Executive to enable it to be taken quickly and to allow for action to be agreed.

 

26.2      Councillor Smart commented that declaring a ‘Climate Emergency’ would only be the beginning of a large amount of work to achieve carbon neutrality by 2030. A cross party working group would be created to draft a Climate Change Strategy and Action Plan. Councillor Smart explained some of the projects which the Council had already undertaken to reduce its carbon footprint and noted that the report proposed £100,000 per annum of capital expenditure to fund the plan, as well as £50,000 to fund officer support in developing the Climate Change Strategy and Action Plan.

 

26.3      In accordance with Standing Orders Part 3 Section 3 Paragraph 3.5, the following questions were asked:

 

Question 1 – Councillor Holmes

‘Why has the Executive not put forward this proposal as a declaration for the full Council which is the position taken by the other councils, including Suffolk County Council, mentioned in the Report, which have declared climate emergencies?’

 

26.4      Councillor Smart explained that it had been felt that the proposal needed action at the earliest opportunity and so rather than waiting for a debate at the next meeting of Council a report had been brought to Executive. Councillor Smart commented that the benefit of the report being considered by Executive was that resources could be allocated and stated that Ipswich was no less committed than other Councils.

 

Question 2 – Councillor Holmes

Can the Executive confirm that any Action Plan under this proposed Strategy will contain robust performance and monitoring procedures thereby avoiding the failures evident in other related strategies, for example in modal shift in transport or the Clean Air Strategy, which although promising change have achieved no measurable improvement or even seen declines in standards?

 

26.5      Councillor Smart confirmed that Performance and Monitoring would be an important part of the Action Plan.

 

Question 3 – Councillor Holmes

Given this Council’s commitment to building more social housing over the proposed plan period, should not the Executive now change its policy on construction standards and insist such housing is built to a zero or net zero carbon specification?

 

26.6      Councillor Smart noted that a similar question had been answered at the previous Executive meeting. Councillor Smart confirmed that the Council built homes to Level 4 of the Code for Sustainable Homes but that it couldn’t force other builders to do so. Councillor Smart commented that all options, such as this proposal, could be considered as part of the process of agreeing the Action Plan but noted that there would have to be some trade-offs about what was included in the Action Plan.

 

26.7  ...  view the full minutes text for item 26.

27.

E/19/14 Reserved Matters for Wholly Owned Companies pdf icon PDF 99 KB

Portfolio Holder – Councillor David Ellesmere

 

Ipswich Borough Council is the shareholder for a number of companies. When deciding to incorporate each company, Executive reserved some matters to itself rather than allowing the Board to deal with them.

 

This report relates to the appointment of a Director who is also a Councillor to three companies – Handford Homes Limited, IPSERV Limited and IPSERV Direct Services Limited following the resignation of Adam Leeder as a Director of these three companies. This matter is reserved to Executive, not to its representative.

Minutes:

27.1      Councillor Ellesmere explained that Adam Leeder had resigned from the boards of Handford Homes, IPSERV Limited and IPSERV Direct Services Limited as a result of a change in personal circumstances. It was therefore proposed to appoint Jane Riley to the Handford Homes board and Lucy Trenchard to the IPSERV and IPSERV Direct Services boards.

 

It was RESOLVED:

 

a)           that Jane Riley be appointed to the Board of Handford Homes Limited with immediate effect;

b)           that Lucy Trenchard be appointed to the Board of IPSERV Limited and IPSERV Direct Services Limited with immediate effect. 

 

Reason:  Good Governance arrangements for the Council owned companies.

28.

E/19/15 Upper Orwell Street (North) Car Park - Appointment of Contractor pdf icon PDF 341 KB

Portfolio Holder – Councillor Sarah Barber

 

This report details the procurement of a contractor for the construction of a new surface car park at land to the rear of the Former Co-Op department store on Carr Street and upgrades to the existing surface car park on Upper Orwell Street.

 

Executive are requested to approve the appointment of the contractor (CM1) identified in exempt Appendix 2.

Minutes:

28.1      Councillor Barber introduced the report, noting that the car park had been discussed earlier in the meeting. Councillor Barber explained that five tenders had been received and that it was proposed to award the contract to one of those contractors at a price which was within the allocated capital budget of £360,940.

 

It was RESOLVED:

 

that the tender submitted by the contractor listed as CM1 in exempt Appendix 2 to the report be accepted and that the Head of Development, in consultation with the Operations Manager for Legal Services, be authorised to enter into a contract with the recommended contractor, as set out in this report. 

 

Reason: The tender submitted by the recommended civils contractor was the most economically advantageous to the Council in accordance with the criteria set out in the tender documents.

29.

Exclusion of Public

To consider excluding the public (including the Press) from the meeting during consideration of the following items under Regulation 21 of the Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2000 as it is likely that if members of the public were present during these items there would be disclosure to them of exempt information falling within paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972 (as amended).

Minutes:

It was RESOLVED:

 

that the public (including the Press) be excluded from the meeting during consideration of the following items under Regulation 21 of the Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2000 as it was likely that if members of the public were present during these items there would be disclosure to them of exempt information falling within paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972 (as amended).

 


 

NOT FOR PUBLICATION

30.

Unconfirmed Exempt Minutes of Previous Meeting

31.

E/19/15 Upper Orwell Street (North) Car Park - Appointment of Contractor - Exempt Appendix

Portfolio Holder – Councillor Sarah Barber

32.

E/19/16 Disposal of land at Sproughton Enterprise Park, North West Ipswich

Portfolio Holder – Councillor David Ellesmere

33.

E/19/17 Potential Award of Contracts to IPSERV Direct Services under Regulation 12 of the Public Procurement Regulations

Portfolio Holder – Councillor David Ellesmere

34.

E/19/18 General Development Agreement - Housebuilding

Portfolio Holder – Councillor David Ellesmere

35.

E/19/19 Business Plans of Wholly Owned Companies

Portfolio Holder – Councillor David Ellesmere