Agenda and minutes

Executive
Tuesday 1st October 2019 6.00 pm

Venue: Gipping Room, Grafton House

Contact: Ainsley Gilbert  01473 432510

Items
No. Item

60.

Apologies for Absence

Minutes:

Apologies for lateness were received from Councillor M Cook.

 

There were no Apologies for Absence.

61.

Unconfirmed Minutes of Previous Meeting pdf icon PDF 66 KB

To consider the Minutes of the meeting held on 3 September 2019.

Minutes:

It was RESOLVED:

 

that the minutes of the meeting held on 3 September 2019 be signed as a true record.

62.

To Confirm or Vary the Order of Business

Minutes:

It was RESOLVED:

 

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

63.

Declarations of Interest

Minutes:

There were no Declarations of Interest.

64.

E/19/31 Beaufort Street and Fitzwilliam Close Car Parks pdf icon PDF 108 KB

Portfolio Holder – Councillor Sarah Barber

 

This report proposes to incorporate Tenancy Services car parks on Beaufort Street and Fitzwilliam Close into the Council’s Off-Street Parking Places Order as being for resident permit holders only at all times. 

Additional documents:

Minutes:

64.1      Councillor Barber introduced the report, explaining that it was proposed to add the Tenancy Services car parks on Beaufort Street and Fitzwilliam Close to the Council’s Off Street Parking Places Order. It was proposed that these car parks would only be available to residents of Wellington Court, Blenheim Court and Rendlesham Court, and Fitzwilliam Close respectively, on the basis of one resident permit and one visitor permit for each household and that the restrictions would apply at all times.

 

64.2      Councillor Fisher asked whether enforcement work would be funded from the Housing Revenue Account. The Integrated Transport Officer explained that enforcement of Tenancy Services car parks was carried out by Parking Services, but that unlike on-street Residents Parking Zones there was no charge made for the permits and as such no dedicated level of enforcement. Parking Services retained any income from Penalty Charge Notices towards funding their enforcement work.

 

64.3      Councillor Fisher asked whether a survey of the usage of the car parks had been carried out. Councillor Barber explained that residents would be consulted if the recommendations in the report were approved and that the proposal had been made by Tenancy Services to address residents concerns about non-residents parking in the car parks.

 

64.4      Councillor Fisher asked why the permits for residents of these blocks would be free when residents in on-street Residents Parking Zones had to pay for their permits. The Integrated Transport Officer explained that Ipswich Borough Council operated on-street Residents Parking Zones on behalf of Suffolk County Council and provided a dedicated level of enforcement which meant that a charge had to be made. Tenancy Services did not require such a high level of enforcement on their car parks and had decided that they did not wish to charge residents to park in the car parks which had been built to provide parking for their homes.

 

It was RESOLVED:

 

a)         that the Tenancy Services car parks on Beaufort Street as referred to in the report be incorporated within the Ipswich Borough Council (Off-Street Parking Places) Order 2018 on the basis of only being available to permit holders at all times, subject to such terms and minor amendments as the Integrated Transport Officer, in consultation with the relevant Neighbourhood Team Manager, sees fit. 

 

Reason: to enable the enforcement of these non-public car parks and therefore to improve the parking availability for permitted users

 

b)        that the Tenancy Services car parks on Fitzwilliam Close as referred to in the report be incorporated within the Ipswich Borough Council (Off-Street Parking Places) Order 2018 on the basis of only being available to permit holders at all times, subject to such terms and minor amendments as the Integrated Transport Officer, in consultation with the relevant Neighbourhood Team Manager, sees fit. 

 

Reason: to enable the enforcement of these non-public car parks and therefore to improve the parking availability for permitted users

 

c)         that, subject to d), the Integrated Transport Officer, in consultation with the Legal Services Operations Manager, be authorised to  ...  view the full minutes text for item 64.

65.

E/19/32 Ipswich Garden Suburb: Housing Infrastructure Fund - Developer Back to Back Agreement pdf icon PDF 136 KB

Portfolio Holder – Councillor Carole Jones

 

The DCLG announced in July 2017 a Housing Infrastructure Fund (HIF) - a £2.3 billion capital grant programme providing funding to unlock housing sites to help deliver up to 100,000 homes in England.  IBC was eligible to make a bid for Marginal Viability Funding which was set out as a one step process for bids up to £10 million.

 

IBC submitted a bid on the 27th September 2017 for £9,868,351 for the Ipswich Garden Suburb (IGS) to deliver a Country Park and two bridges over the railway line (a cycle/pedestrian bridge and a vehicular bridge).

 

On the 1st February 2018 it was announced that IBC was successful in its HIF bid. Executive resolved in October 2017 to enter into the necessary Agreements with Homes England in order that the £9.8m and gave the Chief Executive authority to complete relevant contracts.

 

Crest Nicholson (developer of one of the IGS sites) has agreed to deliver the infrastructure. In order that the HIF funds can be drawn down from Homes England a legal agreement must be entered into at the same time with the Developer (currently likely to be Crest Nicholson) to subcontract all or part of the Council’s obligations under the main contract with HIF on a back-to back basis. The agreement incorporates many of the terms of the main contract by reference.

 

This report seeks Executive authorisation to enter into this Back to Back agreement.

Minutes:

65.1      Councillor Jones introduced the report, explaining that a bid for Marginal Viability Funding had been successful for the building of two bridges and creation of a country park at a cost of just under £10 million. The report proposed that a back to back agreement be signed with Crest Nicholson, who would then deliver these alongside the housing they would be building. The agreement would also pass the responsibility for meeting conditions of the funding on to Crest Nicholson.

 

65.2      The Chief Executive confirmed that the Council had signed the agreement for the Marginal Viability Funding before the deadline of 30 September 2019.

 

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

 

Question 1 – Councillor I Lockington

Given the Agenda Item on the HIF application to the Executive on the 3rd. of October 2017 said the following about delivery of the Country Park: “Delivery of the Country Park - It has been agreed with the developers of Henley Gate that the Country Park will be delivered, adopted and maintained by IBC having been transferred from the landowner.”

 

Could the Portfolio Holder for Planning explain how that agrees with the following paragraph on tonight’s Agenda paragraph 1.6, that Crest Nicholson “being best place to construct the Country Park”? With the knowledge of the difficulty we have had in getting Crest Nicholson to finish off the not yet finished Hayhill “Vista” development, can I ask that our Planning Enforcement Officer follow closely the development of the Country Park and will step in if Crest Nicholson do not finish the Country Park at the agreed stage and to the agreed specification?

 

65.4      Councillor Jones explained that, as set out in the Planning and Development Committee report considered on 4th April 2018, Crest Nicholson owned the land for the Country Park and would be delivering the Country Park using the HIF monies.

 

65.5      Councillor Jones noted that the draft S106 legal agreement accompanying the planning application contained step-in rights for the Council to undertake the Country Park works if these are not keeping pace with housing occupations on the wider Ipswich Garden Suburb site. There were also S.106 obligations to allow the Council to undertake inspections of the Country Park works and require remedial measures within a set timeframe before the park is adopted by the Council.

 

65.6      Councillor Jones confirmed that it would be the responsibility of the Planning Department, including the Special Projects Team, to monitor the progress of the entire development, including the Country Park delivery. This progress would also be considered by the Ipswich Garden Suburb Delivery Board, which would consist of Senior Officers and representatives of developers and meet quarterly. If there were to be a breach in the terms of the planning permission or the legal agreement, then planning enforcement action could be considered by the Local Planning Authority if necessary. Councillor Jones commented that she understood the reasons some people had concerns and assured Councillor I  ...  view the full minutes text for item 65.

66.

E/19/33 Information Governance Framework and Records Management Policy pdf icon PDF 96 KB

Portfolio Holder – Councillor Sophie Meudec

 

This report details a proposal to adopt an Information Governance Framework and update the Records Management Policy to demonstrate compliance with the Data Protection Act 2018.

 

Executive is asked to adopt the Information Governance Framework and revised Records Management Policy.

Additional documents:

Minutes:

66.1      Councillor Meudec introduced the report, explaining that the law surrounding information governance and data protection had changed substantially and that in order to prove its compliance, the Council needed to adopt new policies.

 

66.2      Councillor Jones asked whether the Records Management Policy allowed for records of historical interest to be retained. The Monitoring Officer confirmed that the policy envisaged the preservation of information of historic value.

 

It was RESOLVED:

 

a)           that the Information Governance Framework, attached at Appendix 1 to the report, be adopted.

 

b)           that the revised Records Management Policy, attached at Appendix 2 to the report, be adopted and that this replace the policy adopted in July 2011.

 

Reason:  To allow the Council to demonstrate compliance with the Data Protection Act 2018 (DPA) and improve its management of information.