Agenda and minutes

Executive
Tuesday 6th August 2019 6.00 pm

Venue: Gipping Room, Grafton House

Contact: Ainsley Gilbert  01473 432510

Items
No. Item

36.

Apologies for Absence

Minutes:

Apologies for Absence were received from Councillor Martin Cook.

37.

Unconfirmed Minutes of Previous Meeting pdf icon PDF 84 KB

To consider the Minutes of the meeting held on 9 July 2019.

Minutes:

It was RESOLVED:

 

that the minutes of the meeting held on 9 July 2019 be signed as a true record.

38.

To Confirm or Vary the Order of Business

Minutes:

Councillor Ellesmere explained that Agenda Item 6, E/19/21 Expansion of Civil Parking Enforcement Functions, had been withdrawn owing to Babergh and Mid-Suffolk District Councils reconsidering their position.

 

It was RESOLVED:

 

that, subject to Agenda Item 6 not being considered, the Order of Business be confirmed as printed on the Agenda.

39.

Declarations of Interest

Minutes:

There were no Declarations of Interest.

40.

E/19/20 Hackney Carriage Fare Review pdf icon PDF 108 KB

Portfolio Holder – Councillor Alasdair Ross

 

This report undertakes a review of hackney carriage fare levels.  Executive is asked to approved a revised ‘Table of Fares’ so that it can be advertised in accordance with section 65 of the Local Government (Miscellaneous Provisions) Act 1976 to permit its introduction, subject to the outcome of consultation) on 15 October 2019.

Additional documents:

Minutes:

40.1      Councillor Ross introduced the report, explaining that this review was carried out annually and was based on the Consumer Price Index (CPI) measure of inflation. A significant majority of those who had responded to the consultation had been in favour of the changes.

 

It was RESOLVED:

 

a)           that the proposal shown at Appendix A to the report be approved and that the Operations Manager – Public Protection be authorised to advertise the approved ‘Table of Fares’ in accordance with Section 65(2) of the Local Government (Miscellaneous Provisions) Act 1976 to permit its introduction on 15 October 2019.

 

Reason: to comply with the statutory process for amending hackney carriage fares.

 

b)           that the Operations Manager – Public Protection be authorised to implement the approved ‘Table of Fares’ on 15 October 2019, subject to no objections being received (or any received not being withdrawn).

 

c)           that in the event of any objections being duly made and not withdrawn, a further report be brought to Executive to enable consideration of the objections.

 

Reason: to provide uplift in hackney carriage fare levels and to comply with statutory requirements associated with amending hackney carriage fare levels.

41.

E/19/21 Expansion of Civil Parking Enforcement Functions pdf icon PDF 138 KB

Portfolio Holder – Councillor Philip Smart

 

The purpose of this report is to inform Executive of changes to the proposed arrangements for the expansion of civil parking enforcement (CPE) functions and to seek approval to these changes.  These include changes to the financial risk and the control of on-street paid for parking.

Additional documents:

Minutes:

This item was withdrawn.

42.

E/19/22 Town Centre Pedestrianised Zone Access and Parking pdf icon PDF 114 KB

Portfolio Holder – Councillor Sarah Barber

 

This report details to Executive the issue of motor vehicles being driven and parked unlawfully into the pedestrianised streets within the town centre and provides options as to how this may be addressed.

Additional documents:

Minutes:

42.1      Councillor Barber introduced the report explaining that it set out options for dealing with the issue of vehicles being driven and parked in the pedestrianised part of the Town Centre without authorisation and outside of permitted times.

 

42.2      Councillor Ellesmere commented that the Council currently had no powers to enforce the restrictions in place to protect the Town Centre and that the Police who were facing resource issues had other priorities meaning that it was difficult for any enforcement to take place. Whilst, assuming that a new Traffic Regulation Order was agreed by Suffolk County Council, Option 1 would enable the Council to enforce against vehicles parked in the pedestrianised area, Councillor Ellesmere commented that it was still important that the Council request enforcement by the Police, as set out in Option 3, as a period of coordinated action would enable a quick resolution to the problem.

 

42.3      Councillor Ross noted that the use of the Town Centre by vehicles also had air quality implications and hoped that this would encourage Suffolk County Council, which had recognised the seriousness of air pollution issues, to swiftly make the required traffic order.

 

42.4      Councillor Fisher commented that there had been a problem with vehicles ignoring restrictions for a long time and that he did not believe that it was related to the reductions in Police numbers. Councillor Fisher also said that there were other areas of Ipswich where the Council already had powers where enforcement was not carried out.

 

42.5      Councillor Ellesmere commented that previously when the Police had been asked to enforce the restrictions to prevent unlawful access to the Town Centre they had done so, but that when the Council had recently requested such action, Officers had been told that the Police did not have sufficient resources. Councillor Barber noted that should a Traffic Regulation Order be granted resources would be planned appropriately.

 

42.6      Councillor Smart noted that the Police gave little priority to traffic offences as the fines levied were paid to Central Government, whereas any fines issued by the Council under a Traffic Regulation Order could be used to fund additional enforcement activity.

 

It was RESOLVED:

 

that Options 1 and 3, as set out in the report, be implemented.

 

Reason: In order that relevant action can be taken to provide for pedestrian safety within the pedestrianised zone and to improve the town centre visitor experience.

43.

E/19/23 Maintenance & Contracts Online Repairs and Mobile Working pdf icon PDF 176 KB

Portfolio Holder – Councillor Neil MacDonald

 

This report outlines the proposal to introduce additional modules to extend the capability and use of Ipswich Borough Councils (the Council) core ICT system used by Maintenance and Contracts which will enable online reporting of tenant property repairs through “My Ipswich” and new ways of managing the Council’s house repairs and maintenance programmes (both revenue and capital).

The Executive are asked to:

 

·         Approve the procurement of additional modules to the core operating Maintenance and Contracts Operations system (the Core System) currently used by the Council through the Crown Commercial Services Data and Application Solutions framework agreement (RM3821) (the Framework) and;

 

·         Agree to enter into a new support and maintenance contract for the Core System and the additional modules successfully procured through the Framework; and

 

·         Approve the additional project funding as detailed in section 9.

Additional documents:

Minutes:

43.1      Councillor MacDonald introduced the report, explaining that the proposed additions to the Maintenance and Contracts ICT system would improve customer experience and make repairs more efficient. The system would also improve the coordination of planned maintenance work.

 

43.2      Councillor Fisher asked how spending on contractors was to be reduced by the introduction of the new system. Councillor MacDonald explained that by using directly employed tradespeople more efficiently there would be a reduction in the number of jobs which needed to be given to contractors.

 

It was RESOLVED:

 

 

a)           that the purchase of additional modules to the core operating Maintenance and Contracts Operations system currently used by the Council through the Crown Commercial Services Data and Application Solutions framework agreement (RM3821) (the Framework) be approved;

 

b)           that the Head of Housing and Community Services, in consultation with the Head of Governance, and the Housing and Communities Portfolio Holders, be authorised to;

 

·           enter into a new contract for the on-going provision of the Core Systems: and

·           enter into appropriate lease and maintenance contracts with the product suppliers for the additional modules and products that enhance the core system.

 

Reason: Installing additional modules to the existing system provides a cost effective method of achieving IBC’s aspirations to increase its online offering (digital by default) and provide an increase number of M&C services that can utilise agile delivery.

 

c)           that the additional project funding as detailed in section 9 of the report be approved and that the Head of Finance and Revenues, in consultation with the Finance Portfolio Holder, be authorised to amend the Medium Term Financial Plan.

 

Reason: To ensure the project is fully resourced.

44.

E/19/24 Policy on Sky Lanterns and Balloons pdf icon PDF 102 KB

Portfolio Holder – Councillor Philip Smart

 

This report details a proposal to adopt a policy on Sky Lanterns & Balloons. Executive is asked to approve the recommendations.

Minutes:

44.1      Councillor Smart explained that it was proposed to introduce a policy banning the release and sale of both sky lanterns and balloons on parks and open spaces controlled by Ipswich Borough Council. This policy would then be incorporated into the relevant byelaws as part of the ongoing review of Parks Byelaws. Councillor Smart explained that the reason for introducing this ban was the significant environmental damage which could be done by balloons and sky lanterns. Councillor Smart commented that whilst the ban could only cover Council land, he hoped it would set an example to others and raise awareness of the damage which could be done by releasing sky lanterns and balloons.

 

44.2      Councillor Fisher noted that requests for the release of sky lanterns and balloons were already being declined and asked whether the introduction of a policy and byelaws was necessary, noting that it would be difficult to enforce these.

 

44.3      Councillor Smart replied that a policy was necessary to give officers a basis on which to decline requests, whilst the introduction of byelaws would enable parks officers to stop anyone from trying to release balloons and sky lanterns, which at present was not possible.

 

44.4      Councillor Jones noted that Keep Britain Tidy had asked the Government to take action nationally to prevent balloon releases and ban the sale of sky lanterns and commented that this policy showed that Ipswich was doing all that it could to support that aim. Councillor Rudkin added that the feedback she had seen from residents was that they were supportive of the proposals.

 

It was RESOLVED:

 

a)           that the release and sale of both sky lanterns and balloons on parks and open spaces controlled by Ipswich Borough Council be banned.

 

Reason:  To reduce the impact of fallen sky lanterns and balloons on livestock and the environment. 

 

b)           that the release of both sky lanterns and balloons on parks and open spaces controlled by Ipswich Borough Council be included as a prohibited activity in the forthcoming review of Parks Bylaws.

 

Reason:  To ensure this ban can be enforced by the Council’s officers.

45.

E/19/25 Review of Corporate Health, Safety and Welfare Policy pdf icon PDF 108 KB

Portfolio Holder – Councillor Bryony Rudkin

 

The Council is required by law to prepare and, as often as may be appropriate, revise a written statement of its general policy with respect to the health and safety at work of its employees.

 

This report proposes an updated Health, Safety and Welfare Policy and requests Executive to adopt the policy with immediate effect.

Additional documents:

Minutes:

45.1      Councillor Rudkin explained that the report proposed the adoption of an updated Corporate Health, Safety and Welfare Policy. There had been a small number of changes to the policy to make it easier to interpret, and it was also proposed that the policy be updated annually to ensure that it remained up to date.

 

It was RESOLVED:

 

that the updated Health, Safety and Welfare Policy attached at Appendix 2 to the report be adopted with immediate effect.

 

Reason:  To ensure continued compliance with the specified statutory duty and to provide a clear framework for the management of health and safety within the Council.

46.

E/19/26 77 Norwich Road, Ipswich, IP1 2PR pdf icon PDF 126 KB

Portfolio Holder – Councillor David Ellesmere

 

This report informs Councillors about the current condition of 77 Norwich Road, and offers a brief history of the Council’s involvement to date. It highlights the need for action and suggests how the option of making a Compulsory Purchase Order could be considered in the event that a voluntary sale to the Council cannot be agreed. This report seeks authorisation to set aside a sum to meet the cost of either option.

Additional documents:

Minutes:

46.1      Councillor Ellesmere explained that the issues regarding this building were well known, with Bramford Road having been closed as a result of the building becoming unsafe. Officers had done lots of work to ensure public safety but were being frustrated in their attempts to get the site returned to use by the current owner’s lack of co-operation. Councillor Ellesmere said that the best and quickest way to achieve a resolution was for the Council to purchase the building and the recommendations of the report would allow this to happen, either through a voluntary sale or a compulsory purchase. Councillor Ellesmere commented that it was also possible that the owners may change their approach and that they could redevelop the site themselves.

 

46.2      Councillor Fisher asked whether a further report would need to be brought to the Executive before the building was bought. The Head of Development explained that no further report would be required.

 

46.3      Councillor Jones commented that the building was very prominent and that bringing the site back into use was important for the economic prosperity of the Norwich Road shopping area. Councillor Jones said that the proposals in the report would demonstrate that the Council was prepared to use its powers to support its communities.

 

It was RESOLVED:

 

a)           that the Head of Development be authorised to continue negotiations with the owner of the property with a view to purchasing the property by agreement.

 

Reason: To ensure that all reasonable efforts have been made to acquire the property by agreement prior to making a Compulsory Purchase Order.

 

b)           that the pursuance of a Compulsory Purchase Order be authorised, should negotiations to purchase fail within the time frame outlined in the report.

 

Reason: To ensure that an alternative solution is available to address the environmental, social and financial impacts arising from any inaction on the site, should all reasonable efforts to acquire the property or bring it back into a useful existence fail.

 

c)           that the Section 151 Officer be authorised to allocate the sum contained within exempt Appendix 2 to the report for the purchase or compulsory purchase of the property.

 

Reason: To ensure there are sufficient sums set aside to acquire the property.

47.

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 remaining 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

48.

Unconfirmed Exempt Minutes of Previous Meeting

49.

E/19/26 77 Norwich Road, Ipswich, IP1 2PR - Exempt Information

Portfolio Holder – Councillor David Ellesmere