Agenda and minutes

Executive - Tuesday 4th February 2020 6.00 pm

Venue: Gipping Room, Grafton House

Contact: Ainsley Gilbert  01473 432510

Items
No. Item

92.

Apologies for Absence

Minutes:

Apologies for lateness were received from Councillor Meudec.

93.

Unconfirmed Minutes of Previous Meeting pdf icon PDF 99 KB

To consider the Minutes of the meeting held on 7 January 2020.

Minutes:

It was RESOLVED:

 

that the minutes of the meeting held on 7 January 2020 be signed as a true record.

94.

To Confirm or Vary the Order of Business

Minutes:

It was RESOLVED:

 

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

95.

Declarations of Interest

Minutes:

There were no Declarations of Interest.

96.

To Confirm the Change of Date for the March 2020 Executive from 3 March 2020 to 24 March 2020, 6pm in the Gipping Room.

To enable business to be transacted before the end of the 2019/20 municipal year.

Minutes:

It was RESOLVED:

 

that the date of the next Executive meeting be moved from 3 March 2020 to 24 March 2020, commencing at 6pm in the Gipping Room.

 

Reason: To enable business to be transacted before the end of the 2019/20 municipal year.

97.

E/19/49 Princes Street Car Park Extension pdf icon PDF 107 KB

Portfolio Holder – Councillor Sarah Barber

 

This report proposes, subject to planning permission, to incorporate an extension to the temporary car park on Princes Street, prior to and during the construction phase of the various developments referred to in this report, into the Council’s Off-Street Parking Places Order.

Additional documents:

Minutes:

97.1      Councillor Barber introduced the report, explaining that subject to planning permission being granted, it was proposed to expand the temporary car park on Princes Street to include the soon to be demolished garages adjacent to the existing car park. This proposal would allow parking capacity to be maintained during the construction of the planned multi-storey car park on part of the Portman Road C car park.

 

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

 

Question 1 – Councillor Holmes

As section 32 of the 1984 (Road Traffic Regulation) Act states that the Council must show additional spaces are “necessary” at the time of a decision, would not a decision contingent on possible future events, such as the redevelopment of the Portman Road site which is outside the control of the Council, be unlawful?

 

97.3      Councillor Barber explained that the legislation to which Councillor Holmes referred allowed local authorities to provide suitable parking within their area for the purposes of relieving or preventing congestion. Councillor Barber explained that the provision of the additional spaces was considered necessary regardless of any proposals for the use of the adjacent sites for other purposes because the demand for parking in the area already regularly exceeded the level of supply at peak times. Councillor Barber noted that the proposal was therefore considered to comply with the legal requirements of Section 32 of the Road Traffic Regulation Act 1984. 

 

97.4      Councillor Barber commented that the temporary loss of parking that would occur if the development of the adjacent sites proceeded, would exacerbate the present situation. Councillor Barber explained that the requirement for additional parking in this area, regardless of the development of a new multi-storey car park, was referenced in the Ipswich Parking Strategy report, which formed part of the Ipswich Local Plan. Councillor Barber noted that the provision of the additional spaces was subject to both planning permission and the consent of Suffolk County Council being obtained.

 

Question 2 – Councillor Holmes

Given that Policy SP17 of the Local Plan expressly states that new temporary car parks in the town centre will not be permitted, should not the Executive first apply for planning permission to establish whether or not such a car park is lawful?

 

97.5      Councillor Barber explained that the proposed extension of the Princes Street Car Park was being sought for a number of reasons, including providing the capacity necessary whilst the proposed multi-storey car park and other developments in this area were being constructed. Councillor Barber commented that report set out that these developments could result in the loss of 400 spaces.

 

97.6      Councillor Barber explained that when the planning application was determined all of the relevant policies in the local plan would be considered in coming to a decision on whether or not to grant approval. 

 

97.7      Councillor Barber explained that by approving the proposal to include the additional spaces in the Council’s Off-Street Parking Places Order now, subject to consideration  ...  view the full minutes text for item 97.

98.

E/19/50 Beaufort Street & Fitzwilliam Close Car Parks Objections pdf icon PDF 107 KB

Portfolio Holder – Councillor Sarah Barber

 

This report informs Executive of the objection received to the draft amendment to the Off-Street Parking Places Order and asks Executive to determine it.

Additional documents:

Minutes:

98.1      Councillor Barber introduced the report, explaining that one objection had been received to the proposal to amend the Council’s Off-Street Parking Places Order to incorporate car parks at Beaufort Street and Fitzwilliam Close. Councillor Barber noted that the objection was detailed in the report and commented that the benefits of the proposed changes, such as the ability to prevent the public parking in the car parks and the provision of enforceable disabled bays, outweighed the issues raised by the objector.

 

It was RESOLVED:

 

that the amendment to the Ipswich Borough Council (Off-Street Parking Places) Order 2018 be confirmed as proposed and that a notice of making be published accordingly. 

 

Reason: Because the reasons for accepting the objection referred to in this report are considered to be outweighed by the reasons for implementing the proposals as drafted.

99.

E/19/51 Business Rate Relief Policy pdf icon PDF 122 KB

Portfolio Holder – Councillor Sophie Meudec

 

The Government has recently announced changes to some Business Rate Reliefs and proposed a new discount for pubs. This report provides an overview of these and requests That Executive give authority to the Chief Operating Officer in consultation with the Portfolio Holder and Leader to agree a local discretionary discount for pubs, update the retail discount policy and extend the local newspaper discount, once the Government have provided the full details of the schemes.

Minutes:

99.1      Councillor Ellesmere explained that the report included in the agenda pack had been completed prior to the Government publishing its guidance on the business rate relief schemes. Since the publication of the report the Government had released information on these schemes; the retail discount would be increased from 33% to 50% and would be available to retail premises with a rateable value of less then £51,000, the newspaper offices discount would be extended to 2024/25, and, the pubs discount would be available to establishments with a rateable value of less than £100,000.

 

99.2      Councillor Ellesmere commented that, whilst these schemes were welcome, national retailers, many of which were struggling as much as smaller businesses, would not benefit from these discounts.

 

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

 

Question 4 – Councillor T Lockington

Will you make the following change to the supplementary text to the Option 1 recommendation, to replace the option word “can” with the definitive word “will”, to make it clear that Music Venues, which, I hope the Portfolio Holder agrees need the financial encouragement that this discretion provides, and Cinemas, are included?

 

The item as adjusted would then read: “The current discretionary retail discount policy will be updated to reflect the changes i.e. the increase in the value of discount granted and the additional categories that will be eligible (inclusion of cinemas and music venues).”

 

99.4      Councillor Ellesmere explained that now the Government had published further information on the schemes he was able to confirm that, if Executive agreed the proposals outlined in the paper, Ipswich Borough Council would update the retail discount policy to increase the value of the discount and include the additional categories of premises. Councillor Ellesmere noted that at the time of the report being written the Government guidance had not been received and so permissive language had been used.

 

99.5      Councillor Fisher asked whether the Council was likely to exercise its discretion not to award the rate reliefs included in these schemes. Councillor Ellesmere explained that the Council’s policy would reflect the Government guidance and so rate relief would be granted in line with that guidance.

 

It was RESOLVED:

 

(a)          that authority be delegated to the Chief Operating Officer, in consultation with the Portfolio Holder for Communities and the Leader, to agree a local discretionary discount for pubs, update the retail discount policy and extend the local newspaper discount.

 

Reason:  To provide a discretionary retail discount, local newspaper discount and pub discount to support ratepayers in Ipswich.

 

(b)          that authority be delegated to the Shared Revenues Partnership to administer the discretionary retail discount, local newspaper discount and pub discount schemes.

 

Reason: To enable the implementation of the discretionary discount schemes.

100.

E/19/52 Extension of Burlington Road Conservation Area pdf icon PDF 142 KB

Portfolio Holder – Councillor Carole Jones

 

Under the Planning (Listed Buildings and Conservation Areas) Act 1990 the Council has a duty to review its conservation areas from time to time. In early 2018, a conservation area review surveyed the whole borough to consider the designation of new conservation areas, as well as extend and revise boundaries to best reflect character and special interest of conservation areas to ensure that the importance of the borough’s heritage is appropriately recognised and protected.

 

Following initial assessment in 2018, it was determined by officers (with the support of the Portfolio Holder for Development and Museums) that the Burlington Road Conservation Area should be extended to include properties numbered 3-23 and 4-36 Dalton Road; 1-21 and 30-64 London Road; 13-25 and 36-38 Clarkson Street; 42-50 Stevenson Road; 3 Benezet Street; 21 Benezet Street; 24 Granville Street; 1 Clarkson Street and 5-7 Clarkson Street.

 

Public consultation was carried out for the proposed extension of Burlington Road Conservation Area between 19th February 2019 and 19th March 2019 for 28 days. Following consideration of the comments, the designation area has been finalised, and the Conservation Area Appraisal for the revised boundary has been prepared.

 

This report recommends that Executive determines that the matter should be referred to Full Council to approve the proposed extension to the Burlington Road Conservation Area to include properties listed above as shown on the map at Appendix 1.

Additional documents:

Minutes:

100.1   Councillor Jones introduced the report, explaining that it was proposed to expand the area covered by the Burlington Road Conservation Area. A public consultation had taken place and officers had engaged with residents through this; the consultation had not resulted in any changes to the proposal being necessary. Councillor Jones thanked officers for their work on this project.

 

It was RESOLVED:

 

that the matter be referred to Full Council and that the recommendation of Executive be that Council approve Option 1 (as set out in paragraph 4.1 of the report) for the designation of the extension to the Burlington Road Conservation Area to include properties numbered 3-23 and 4-36 Dalton Road; 1-21 and 30-64 London Road; 13-25 and 36-38 Clarkson Street; 42-50 Stevenson Road; 3 Benezet Street; 21 Benezet Street; 24 Granville Street; 1 Clarkson Street and 5-7 Clarkson Street (as shown in the map at Appendix 1 to the report).

 

Reason: To ensure that the Borough’s heritage is appropriately protected and managed to fulfil the Council’s obligations under the Planning (Listed Buildings and Conservation Areas) Act 1990.

101.

E/19/53 Medium Term Financial Plan 2020/21 (including Budget 2020/21) pdf icon PDF 371 KB

Portfolio Holders – Councillor Martin Cook and Councillor David Ellesmere

 

This report presents the “Medium Term Financial Plan 2020/21” document, which includes the budget for 2020/21 and the provisional budget for future years.

 

Executive is requested to recommend that Council, on 19th February 2020, approves the “Medium Term Financial Plan 2020/21” document and in particular:

 

1)    General Fund – budget, savings, growth, fees and charges and Council Tax levels for 2020/21;

2)    Capital Programme – four-year programme;

3)    Treasury Management and Reserve Levels.

Additional documents:

Minutes:

101.1   Councillor Ellesmere introduced the report explaining that it was anticipated that Ipswich Borough Council would be significantly affected by changes to local government funding which were being made by the Government. Councillor Ellesmere noted that these changes could leave the Council with £6 million less funding over the 4 years covered by the Medium Term Financial Plan. The budget therefore included measures to achieve additional savings, although Councillor Ellesmere highlighted that there would also be investment in some areas, particularly carbon reduction schemes.

 

101.2   Councillor Ellesmere commented that Ipswich Borough Council was funding a number of services which were of great benefit to the people of Ipswich but which were the responsibility of other agencies, principally Suffolk County Council. Councillor Ellesmere explained that he had circulated a list of the costs of these services which added together gave a total of £1.5 million in ‘cost-shunted’ expenditure.

 

It was RESOLVED:

 

that Executive recommends that Council:

 

i)          approves the “Financial Strategies and Medium Term Financial Plan 2020/21 Onwards” document including the Finance Strategy, Capital Strategy, and in particular the figures and estimates contained in it;

 

Reason: This is a lawful budget, which supports the Council’s priorities.

 

ii)        approves the change to Employer’s Pension contributions across the period 2021/22 to 2023/24 as set out in paragraphs 3.24 and 3.25 of the report;

 

Reason: This is a lawful budget, which supports the Council’s priorities.

 

iii)     approves a Council Tax Requirement of £14,349,264 for 2020/21 including the investment and savings programmes identified in Section 3 of the “Financial Strategies and Medium Term Financial Plan 2020/21 Onwards” document;

 

Reason: This is a lawful budget, which supports the Council’s priorities.

 

iv)     approves the Ipswich Borough Council Tax levels for each property band for 2020/21 as set out in paragraph 8.6 of the report;

 

Reason: This is a lawful budget, which supports the Council’s priorities and will allow the collection of the 2020/21 Council Tax.

 

v)      authorises the Section 151 Officer to recommend to Council the remaining calculations of final Council Tax levels once all precepts and other levies have been received from the authorities concerned;

 

Reason: This is a lawful budget, which supports the Council’s priorities.

 

vi)     approves the Capital Programme for 2020/21 and future years, together with the resources, shown in Section 6 of the “Financial Strategies and Medium Term Financial Plan 2020/21 Onwards” document;

 

Reason: This is an affordable and reasonable way for the Council to deliver the priority themes and spend its capital resources.

 

vii)    approves the Prudential Indicators for 2020/21 as shown in Section 7 of the “Financial Strategies and Medium Term Financial Plan 2020/21 onwards” document;

 

Reason: This is a requirement of the Local Government Act 2003.

 

viii)   approves the Treasury Management Policy Statement for 2020/21 as shown in Section 7 of the “Financial Strategies and Medium Term Financial Plan 2020/21 onwards” document;

 

Reason: This sets out the parameters within which the Council can carry out its Treasury Management functions for 2020/21.

 

ix)     approves the Minimum Revenue Provision levels set  ...  view the full minutes text for item 101.

102.

E/19/54 Ipswich Borough Council Cash Grants 2020/21 pdf icon PDF 162 KB

Portfolio Holder – Councillor Sophie Meudec

 

This report details the proposed grant payments to voluntary and community sector groups for 2020/21. Executive is asked to consider the recommendations for grants as set out in Appendix 1 and decide which grants should be approved.

Minutes:

102.1   Councillor Meudec explained that the Communities Working Group had considered the applications made for grants against the Council’s Voluntary and Community Sector Grants Policy which had led to the recommendations in the report; as usual the consideration of the applications had been a very thorough process and Councillor Meudec thanked those Councillors involved and the officers who had supported them.

 

102.2   Councillor Meudec noted that the Suffolk Cross-Authority Task and Finish Group on Citizens Advice Services, which had been convened following Suffolk County Council’s cuts to Citizens Advice funding, had found that every £1 spent on funding Citizens Advice Bureaux saved £3.52 in services the public sector would otherwise have to deliver. It was proposed that Ipswich Borough Council award Ipswich and District Citizens Advice Bureau £95,000 per year and that they be given a 3-year agreement. Councillor Meudec noted that Suffolk County Council’s proposed funding for Citizens Advice across the whole county was only marginally higher than this.

 

102.3   Councillor Ross noted that he had recently visited the building from which the Citizens Advice Bureau delivered its services and that at 9.15am there had already been a queue out of the door. Councillor Ross suggested that it would be helpful if those proposing to significantly cut funding for Citizens Advice Bureaux went and saw the fantastic work which they did.

 

102.4   Councillor Ellesmere noted that Ipswich Borough Council had previously had to step in to provide additional funding to the Bangladeshi Support Centre when Suffolk County Council had stopped their grant. Councillor Ellesmere commented that he was pleased that Ipswich Borough Council had been able to maintain its real terms funding for voluntary organisations and that 3-year awards which provided greater certainty were now being offered to some organisations.

 

It was RESOLVED:

 

that the Community Grant allocations detailed in Appendix 1 to the report be approved, the Executive having taken account of the recommendations of the Communities Working Group and those of the Portfolio Holder for Communities, the Leader of the Council and the Finance Portfolio Holder.

Reason:  To adhere to the Community Grant Allocations Policy and support the Community and Voluntary Sector.

 

103.

E/19/55 Rough Sleeper Initiative Contract Award Delegation pdf icon PDF 119 KB

Portfolio Holder – Councillor Neil MacDonald

 

The final notification of grant funding for rough sleeper services from the Ministry of Housing Communities and Local Government (MHCLG) is awaited. Key elements of the current Rough Sleeper Initiative (RSI) service provision are due to expire on 31st March 2020 and Ipswich Borough Council has bid into a ring-fenced fund to continue its Rough Sleeper Provision.

 

The procurement process is in hand to enable services to commence on 1st April 2020 if the bid to government is successful. In order to be able to provide the relevant services from 1st April 2020, contracts will need to be awarded in early March 2020. As this is before the next Executive meeting, this report seeks authorisation to delegate the contract awards to the Chief Operating Officer, providing the sum of the contract awards is within the grant funding allocation from the MHCLG.

Minutes:

103.1   Councillor MacDonald explained that the Council had been successful in its application for a grant under the Rough Sleeper Initiative and had been awarded £500,000 for 2020/21. This was significantly more than the 2019/20 allocation which Councillor MacDonald commented was a reflection of the great work the Council and its partners were doing.

 

103.2   Councillor Fisher asked whether the Council had received all of the funding it had applied for. Councillor MacDonald confirmed that the application had been successful, although the very small underspend from 2019/20 would be taken off of the amount requested and carried forward.

 

103.3   Councillor Fisher asked whether the contracts which were awarded as a result of this grant would be reported back to Executive. The Monitoring Officer explained that the decisions to award the contracts would be published on the Council’s website as Officer Key Decisions and Officer Decisions.

 

It was RESOLVED:

 

(a)          that the Chief Operating Officer be authorised to accept the Rough Sleeper Initiative grant offered by MHCLG for 2020/21.

 

Reason: To ensure adequate funding for the Ipswich rough sleeper services.

 

(b)          that the Chief Operating Officer, in consultation with the Housing & Health Portfolio Holder, Head of Governance, Head of Housing & Community Services and S151 Officer, be authorised to award the rough sleeper service contracts for 2020/21, up to an aggregate contract award value for 2020/21 equal to the MHCLG grant received.

 

Reason: To establish contracts to deliver rough sleeper services in Ipswich from 01/04/2020 in accordance with MHCLG grant conditions.

 

(c)          that the contracts awarded may provide for potential extensions of periods of 12 months for up to a total of 5 years, subject to the contractor meeting set key performance indicators, future funding availability and need for the service.

 

Reason: To provide a reasonable contract period to enable the contactors to achieve economies of scale and investment in items such as lease negotiation and recruitment.

104.

E/19/56 Insurance Contract Award Delegation pdf icon PDF 100 KB

Portfolio Holder – Councillor Martin Cook

 

The corporate insurance contract expires on 31st March 2020. The   procurement process to replace the contract was launched in the Autumn to enable a new contract to commence on 1st April 2020. The report seeks authorisation to delegate the award of the contract to the Chief Executive within the agreed budget for insurance services.

Minutes:

104.1   Councillor M Cook explained that in March 2019 the Executive had approved an extension to the current insurance contract of 12 months and that in order to complete the contract before the expiration of this extension it was necessary to delegate the award to the Chief Executive.

 

104.2   Councillor Cook reported that it was anticipated that savings would be achieved as a result of a competitive market and the Council’s procurement strategy.

 

It was RESOLVED:

 

(a)          that the appointment of new insurance providers be agreed and that the the award of the insurance contract or contracts be delegated to the Chief Executive (from existing budgetary allocations), in consultation with the Finance Portfolio Holder, the Head of Governance, and the S151 Officer, subject to the contract(s) award being within the current budget of £485k less the fine arts cover of approximately £40k.

 

Reason: To enable the appointment of new suppliers to be made in sufficient time to allow for the contract or contracts to be operational by 1st April 2020.

 

(b)          that the Head of Finance and Revenues be authorised to apportion any savings from this procurement to the Big Ticket savings target for Procurement.

 

Reason: In order to contribute to the savings target and assist with the deliverance of savings built into the Medium Term Financial Plan.

105.

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).

 

106.

Unconfirmed Exempt Minutes of Previous Meeting

Minutes:

It was RESOLVED:

 

that the exempt minutes of the meeting held on 7 January 2020 be signed as a true record.