Agenda and minutes

Executive
Tuesday 21st January 2014 6.00 pm

Venue: Orwell Room, Grafton House. View directions

Contact: Jan Robinson  01473 432510

Items
No. Item

137.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillor Rudkin.

138.

Unconfirmed Minutes of Previous Meeting pdf icon PDF 34 KB

To consider the Minutes of the meeting held on 17 December 2013.

Minutes:

It was RESOLVED:

 

that the Minutes of the meeting held on 17 December 2013 be signed as a true record.

139.

To Confirm or Vary the Order of Business

Minutes:

It was RESOLVED:

 

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

140.

Declarations of Interest

Minutes:

There were no declarations of interest.

141.

E/13/70 Area Committees - New Initiatives in Terms of Delegated Powers and Taking Decision-making Closer to the People pdf icon PDF 133 KB

Portfolio Holder – Councillor Adam Leeder

 

This report sets out the background to the 5 Area Committees, summarises some achievements and proposes new terms of reference with wider devolved powers.

Minutes:

141.1  Councillor Leeder introduced the report and detailed the key elements of the proposals to further devolve powers to Area Committees.

 

141.2  Councillor Leeder also requested that Executive note that in appendix 1 of the report the areas assigned to each of the Area Committees had been entered incorrectly and would be amended accordingly.

 

It was RESOLVED:-

 

(i)         That the Leader of the Council confirms approval to the further delegation of decisions concerning Executive functions to the 5 Area Committees as set out in bold text in the amended terms of reference at Appendix 1 of the report.

 

Reason: to enable the Area committees to deal with Executive functions.

 

(ii)      That the Executive recommends to the Council that the amended terms of reference in respect of the Area Committees as set out in appendix 1 of the report be approved by Council with the consequential amendments to the Council’s constitution being made to take account of any approved changes.

 

Reason:  to enable the Council’s constitution to be amended.

 

(iii)       That Executive request the Head of Corporate Services to put in

            place arrangements to implement the other improvements set out  

            in paragraph 3.4 of the report.

 

Reason: to improve engagement with the public and other partner organisations

 

(iv)     That the Ravenswood Steering Committee be disestablished and the remaining funds and any further decision making in respect of the Ravenswood Community Fund be delegated to the South East Area Committee.

 

Reason:  for the effective local administration and management of the fund in the locality to which it relates

142.

E/13/71 Non-Statutory Consultation Policy and Guidance pdf icon PDF 76 KB

Portfolio Holder – Councillor Adam Leeder

 

This report recommends the adoption of a new Non-Statutory Consultation Policy and supporting Guidance as a means of ensuring that the Council takes adequate account of the views and aspirations of those affected by its decisions or actions and those who use Council services.

Additional documents:

Minutes:

142.1 Councillor Leeder introduced the report and informed Executive that the Introduction of the policy was important as a means of ensuring that the Council takes adequate account of the views and aspirations of those affected by its decisions or actions and those who use Council services.

 

142.2 Councillor Jones welcomed the report but requested an addition

          to the check list on page 17 of the report to include the statement that

          all consultation should be in clear simple plain English.

 

It was RESOLVED:-

 

(i)            that the Non-Statutory Consultation Policy  set out in Appendix 1 of the report be adopted with immediate effect.

 

Reason: The Policy sets out the Council’s commitment to develop more effective means of consultation in order to take proper account of the views and aspirations of Ipswich residents and other stakeholders.

 

(ii)          that the guidance in Appendix 1 of the report be approved to be issued to officers and authorise the Head of Corporate services to amend the guidance from time to time in line with changes in best practice and / or guidance from government.

 

Reason: To ensure that the guidance is kept up to date.

143.

E/13/72 Annual Housing Rent Increase for 2014/15 pdf icon PDF 105 KB

Portfolio Holder – Councillor John Mowles

 

To seek approval for the Government guideline annual increase in housing rents for 2014/5 of 5.5%, and to set garage rents for 14/15 and  the amount of service and heating charges for the sheltered housing schemes.

Additional documents:

Minutes:

It was RESOLVED:-

 

That Executive recommends to Council:  

 

(i)            Approval of the Government guideline increase of housing rents of 5.5% for the financial year 2014/15;

 

Reason: this will provide for a sustainable Housing Revenue Account in 2014/15 and is in line with the 30-year business plan.

 

(ii)          Approval of the charges set out for sheltered schemes and district heating at appendices 1 and 2 of the report; and

 

Reason: to recover estimated costs

 

(iii)         That the increase for housing garage and hard standing rents will be 3.7%.

 

Reason: to cover inflation rather than the full rent restructuring formula.

144.

E/13/73 Tenure of the Properties on the Bader Close Development pdf icon PDF 159 KB

Portfolio Holder – Councillor John Mowles

 

This report details the possible tenure options for the development at Bader Close Ipswich and requests agreement on the tenure of the properties and the numbers of properties within each of the options.

 

Executive are asked to approve the proposed tenure of the properties and the numbers of properties within each option agreed for the Bader Close development.

Minutes:

144.1 Councillor Mowles introduced the report and informed Executive that

          options for the choice of tenure for Bader Close would need to take into

          account both national and local planning policy.

 

144.2 Councillor Jones drew attention to the diagram in 3.88 and highlighted

          the dramatic drop in the number of affordable housing delivered due to

          the recession.

 

144.3 Councillor Ellesmere emphasised that the proposed tenure for Bader

          Close was the right choice for the site, however going forward any

          future sites would be decided on their own merits.

 

It was RESOLVED:-

 

(i)           that the development at Bader Close is included within the Council’s HRA portfolio and that the tenancies offered are all Ipswich Borough Council tenancies with the rent being social rent.

Reason: The number of properties being built addresses an identified need for social housing.

145.

E/13/74 Holywells Park Regeneration Main Contract Procurement pdf icon PDF 103 KB

Portfolio Holder – Councillor Bryony Rudkin

 

Executive is asked to approve the appointment of a principal contractor to carry out the refurbishment of Holywells Park. This will include the restoration of the Stable Block, Orangery, Walled Garden, terraces; improvements to the four main entrances, main footpaths; and the provision of new footpaths and a new Play Area toilet block and kiosk. These works are part of the Grant Award made by the HLF/BIG Lotteries under the Parks for People programme.

Minutes:

It was RESOLVED:-

 

(i)           that the Head of Community and Cultural Services, in consultation with the Head of Corporate Services, be authorised to contract with Supplier 1 (as identified in exempt Appendix 1 of the report) to carry out the refurbishment of the Stable Block and Orangery, construction of the new Play Area toilet and kiosk and various landscape works in Holywells Park in accordance with the tender documents.

 

Reason:  Supplier 1 is capable of meeting the Council’s requirements and their tender is the most economically advantageous. 

146.

E/13/75 CCTV Maintenance Contract pdf icon PDF 76 KB

Portfolio Holder – Councillor Neil Macdonald

 

This reports sets out the background, process utilised and results of a tender for Ipswich Borough Council’s requirements for the CCTV Maintenance Contract.

It recommends that Ipswich Borough Council enters a contract with the successful tenderer Supplier 8, as identified in exempt Appendix 1, for a three year contract, commencing on 1st March 2014.

Minutes:

It was RESOLVED:-

 

(i)           That the Head of Development and Public Protection, in consultation with the Head of Corporate Services be authorised, to enter into a contract with Supplier 8 (as identified in the exempt Appendix 1 of the report) for the maintenance of the Council’s CCTV surveillance system and town centre cameras for a three year term, with an option for a one year extension.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   

 

Reason:  The tender received from Supplier 8 represents the best value for money of all the bids received.

147.

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 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 the Schedule 12A of the Local Government Act 1972 (as amended).

 


 

NOT FOR PUBLICATION

 

148.

Unconfirmed Exempt Minutes of Previous Meeting

149.

E/13/74 Holywells Park Regeneration Main Contract Procurement - Exempt Appendix

Portfolio Holder – Councillor Bryony Rudkin

150.

E/13/75 CCTV Maintenance Contract - Exempt Appendix

Portfolio Holder – Councillor Neil Macdonald

151.

E/13/76 Regularisation of Third Sector Letting at Kelly Road

Portfolio Holder – Councillor David Ellesmere