Meeting Details

The Chair

The Chair attended the following engagements since the last Full Council meeting:

•  27 January – Lowestoft Town Council’s Holocaust Memorial wreath laying at train station

 The Vice Chair attended the following engagements since the last Full Council meeting:

• 24 January – Chair of Babergh District Councils Burns Supper – Bull Hotel in Long Melford
• 26 January – Mayor of Ipswich’s Robert Burns Supper – Ipswich Town Hall
• 2 February – Bishop Martin’s Farewell Service – St Edmundsbury Cathedral
• 4 February – Chair of West Suffolk Councils Chinese New Year Charity Dinner – Bury St Edmunds
• 8 February – Mayor of Ipswich’s Pongal Dinner (Tamil Harvest Festival) – Ipswich Town Hall

The Leader

The Leader thanked the Chairs of all Committees for their ongoing work and had every confidence in the work they were doing. 

 The Cabinet had no announcements.

The Chief Executive had no announcements.

Clerks note:

 Item 6 which related to Questions from Members.

 A typographical error was noted on page 8, in the response from Councillor Beavan to a question asked by Councillor Smith. The correct spelling of Carlton Colville would be amended.

Item 10 which related to Motions

 The following amendment was made to the minutes which reflected that Councillor Smith-Lyte seconded the Promoting Voter Engagement and Extension of the Franchise motion, not Councillor Bennett.

 On the proposition of Councillor Topping, seconded by Councillor Daly it was unanimously 

 RESOLVED

 
That the minutes of the meeting held on 22 January 2025 as amended be agreed as a correct record and signed by the Chair

No questions had been submitted by the electorate as provided by paragraph 29.1 of the Council Procedure Rules.

The Vice Chair of the East Suffolk Youth Council

The East Suffolk Youth Council (ESYC) Vice Chair extended thanks to Members for the invitation to speak. The Youth Council were looking ahead to their next meeting which would be online on 24 February 2025. The Youth Council would be discussing the re-evaluation of the Community Infrastructure Levy (CIL) and Local Plan. The ESYC Vice Chair was confident there would be an interesting discussion and looked forward to the outcomes from the meeting.

 The ESYC Vice Chair concluded to thank Councillors for the allocation of funding to support the work of the Youth Council.   

Councillor Langdon-Morris the Cabinet Member with responsibility for Resources and Value for Money, introduced report ES-2280 which related to the Treasury Management Strategy Statement and Treasury Management Investment Strategy for 2025/26.

The CIPFA Treasury Management code required the strategies to be produced and presented at Full Council prior to the start of the financial year.

The annual report set out the Council’s Treasury Management Strategy for 2025/26 and the Treasury Management Investment Strategy for 2025/26 and covers:

• the current treasury position.
• treasury indicators which limit the treasury risk and activities of the Council.
• prospects for interest rates.
• the borrowing strategy; and
• the investment strategy

Treasury management was the management of the Council’s cash flows, borrowing and investments, and the associated risks. The successful identification, monitoring and control of financial risk were therefore central to the Council’s prudent financial management.

The report complies with CIPFA’s Treasury Management code along with scrutiny by the Audit & Governance Committee.

The Audit and Governance Committee considered the report on the 9th December 2024, and recommends it’s approval by Full Council.

Councillor Byatt referenced several properties where increased losses were noted in the report and queried if the Council should divest them to save money. The Specialist Accountant for Capital and Treasury Management responded that units 2 and 3 were in the area of the regeneration of the towns funds.

Councillor Ninnmey queried how much was in reserves and if there were investment in different funding options. The Chief Finance Officer responded that there were some cash-based investments in banks and management funds. Further details could be provided if required.

Councillor Smithson requested some additional notes to some points of the report in the future; specifically 2.13, 2.14 and 3.2 explaining the differences in the figures. The Chief Finance officer responded to state that further clarification could be provided in future reports.

 On the proposition of Councillor Langdon-Morris, seconded by Councillor Whitelock it was unanimously 

RESOLVED

 That Full Council:

 1. Following review and recommendation from the Audit & Governance Committee that Full Council approves the Treasury Management Strategy Statement for 2025/26 and Treasury Management Investment Strategy for 2025/26.

Councillor Langdon-Morris the Cabinet Member with responsibility for Resources and Value for Money, introduced report ES-2279 which related to the Capital Strategy 2025/26 to 2028/29.

The Capital Strategy gave a high-level overview of how capital expenditure, capital financing and treasury management activity contribute to the provision of local public services in East Suffolk, along with an overview of how associated risk was managed and the implications for future financial sustainability.

The Capital Strategy was a critical component in the delivery of the Council's capital programme which encompasses vital delivery of a vast range of service development and delivery initiatives.

The East Suffolk Capital Strategy for 2025/26 through to 2028/29 could be found at Appendix A.  The strategy pulled together all the various policies and strategies that the Council had in relation to capital and provided the key elements from them, such as:

Capital expenditure and financing, which relates to the Council’s capital programme. treasury management, covering borrowing and investments.

 Investment for service purposes and regeneration.

 Revenue implications of the capital programme.

The Chief Finance Officer’s statement on the affordability and risk of the Capital Strategy.

The Audit & Governance Committee considered the report on the 9 December 2024, and recommended was approval by Full Council.

On the proposition of Councillor Langdon-Morris Seconded by Councillor Beavan it was unanimously

RESOLVED

That Full Council:

1. Following review and recommendation from the Audit & Governance Committee that Full Council approves the Capital Strategy 2025/26 to 2028/29

Councillor Langdon-Morris the Cabinet Member with responsibility for Resources and Value for Money, introduced report ES-2282 to Capital Programme 2024/25 to 2028/29.

As part of the annual budget setting process, the Council was required to agree a programme of capital expenditure for the coming four years and any revisions to the current financial year. The report set out the financing of the General Fund Capital Programme and the Housing Revenue Account Capital Programme along with a brief description of each project.

On the 7 January 2025 Cabinet approved for the report to be reviewed by the Overview and Scrutiny Committee at its meeting on the 16 January 2025, with any recommendations being presented back to Cabinet.

Following the review by the Overview & Scrutiny Committee the report was presented back to Cabinet with the recommendation from the Overview and  Scrutiny Committee that the report is presented to Full Council on the 19 February for approval.

Cabinet on the 4 February approved to present the report to Full Council, recommending its approval.

Councillor Green sought clarification regarding the size of bins noted in the report.

The Strategic Director responded that there were two different types of caddies, a smaller food waste option for inside the home and a larger one for weekly collection. There would also be the 240l bins which were being discussed later in agenda. The team were exploring exceptions where properties would not be able to accommodate the three 240l bins.

 Councillor Daly referenced p79 and p80 of the report relating to roof works in Leiston, the funding would be amended to being repurposed to more general use in works associated with the Sizewell Road redevelopment'. 

 Councillor Gooch quired if the works on East Point Pavilion would be delivered on time and within budget.

 The Strategic Director responded that the sum relating to East Point Pavilion was related to cyclical work and preventative maintenance. As part of a work programme, it was expected to be delivered on time.

 On the proposition of Councillor Langdon-Morris seconded by Councillor Beavan it was unanimously 

RESOLVED

That Full Council:

1. Approved the General Fund capital programme for 2024/25 to 2028/29 including revisions as shown in Appendix B.

2. Approved the Housing Revenue Account capital programme for 2024/25 to 2028/29 including revisions as shown in Appendix G

Councillor Beavan the Cabinet Member with responsibility for Housing introduced report ES-2290 which related to the housing revenue account (HRA) budget report 2025/26 to 2028/29.

The report provided the relevant information to enable Full Council to review, consider, and comment upon the proposed 2025/26 to 2028/29 Housing Revenue Account (HRA) budget as required under the Budget and Policy Framework. As set out in the Council’s Financial Procedure Rules, the Chief Finance Officer was responsible for preparing and submitting reports on revenue budgets to Cabinet and Council.

The 2025/26 budget and the indicative figures for 2026/27 to 2028/29 were considered at the following Council meetings:

Cabinet 7 January 2025

Overview and Scrutiny Committee 16 January 2025

Cabinet 4 February 2025

Full Council 19 February 2025

The report also noted changes in welfare and benefits and the impact of external and internal requirements which had been considered when completing the budgets.

Councillor Beavan thanked the housing team for their ongoing work.

On the proposition of Councillor Beavan, seconded by Councillor Langdon-Morris it was unanimously 

RESOLVED

That Full Council approved the following:

1. The draft HRA budget for 2025/26, and the indicative figures for 2026/27 to 2028/29;

2. Movements in HRA Reserves and Balances;

 To note the following:

 3. Projected outturn position for 2024/25;

4. Changes affecting public and private sector housing and welfare;

5. Effects of the cost-of-living crisis to the HRA.

On the proposition of Councillor Speca, seconded by Councillor Fisher it was unanimously resolved that Councillor Langdon-Morris could have extended time to introduce the report should it be required.

Councillor Langdon-Morris the Cabinet Member with responsibility for Resources and Value for Money, introduced report ES-2281 which related to the General fund budget and council tax report 2025/26.

The Medium-Term Financial Strategy (MTFS) set the strategic financial direction for the Council and set out out the key financial management principles, budget assumptions and service issues.

The MTFS provided a framework for the detailed budget setting process to ensure that resources were managed effectively and would be able to deliver the aspirations of the Council as set out in Our Direction 2028.  It provided a sound basis for planning and decision making and was reviewed and updated at key points in the year.

In September and October 2024, the Corporate Leadership Team and the Cabinet began the initial review of the 2025/26 budget and MTFS through to 2028/29.  This stage of the process started to capture the high-level budget changes and to set the context of the Local Government finance landscape.  The first draft of the MTFS was reported to Cabinet in early November to set the framework for ongoing detailed budget discussions for the forthcoming financial year.  This led to further updates to include additional information received at a national level and to incorporate issues identified through on-going service planning and the detailed budget build.

The Overview and Scrutiny Committee was given the opportunity to consider and comment upon the budget report at its meeting on 16 January 2025, and to make recommendations to Cabinet.  No additional recommendations were put forward to Cabinet from the Committee.

Councillor Langdon-Morris commented on the national auditing issue and the recent Audit and Governance Committee which resolved to write a number of letters raising the concerns regarding the delays in the completion of accounts being audited. The Councillor commended the team on managing the ongoing issue. 

Councillor Langdon-Morris thanked members of Overview and Scrutiny for the recent ‘call-in’ of seasonal car parking, fees and charges. These would be reviewed annually in the future.

 A Resilience Coordinator started in post in January 2025 and a £500,000 emergency response fund was in place. The Green Light Trust had also been supported and the opening of the Martlesham net zero construction was eagerly anticipated. It would enable the organisation to accept an additional 300 adults and children into their services.

 Councillor Langdon-Morris concluded to encourage all members to use their remaining ECB budgets and thanked the officers involved in the completion of the budget papers before Council.

 Councillor Mallinder stated that he believed the current administration had inherited a good legacy and felt it had been squandered, giving an example of rebranded projects which were underway. There was a need to reduce the tax burden for residents and he believed savings could be made.

 Councillor Candy provided an update on the Community Health portfolio in which many initiatives were funded by grants and co-working partnership arrangements. Feel Good Suffolk was working across several councils and the Councillor felt East Suffolk Council had created a thriving success. Councillor Candy discussed the healthy heart campaign, smoking cessation work and the work being done in rural communities.

 Councillor Daly congratulated Councillor Langdon-Morris and the finance team, despite the pressure and challenges not just centrally but also locally. 

Councillor Byatt thanked the finance team for their work and queried the part of the report relating to the car parking fees and charges. The Councillor requested the section be removed as there was a petition coming to March Full Council, calling for the decision to be reversed.

Councillor Byatt added that it was important to look at what was best for East Suffolk regarding the Local Government Re-organisation and Devolution.

Councillor Smith mentioned the Enabling Community Budgets and reminded members to ensure they were using their funding.

Councillor Noble congratulated Councillor Langdon-Morris and the finance team and outlined projects within the Environment portfolio.

Councillor Packard also congratulated Councillor Langdon-Morris and the finance team and highlighted some areas of work from Planning and Coastal Management and the referenced the on-going challenges of the eroding coastline in East Suffolk.

Councillor Bennett championed the work on active travel which impacted numerous aspects of life in the district and highlighted the on-going work of the Cycling Walking and Wheeling group to develop sustainable change.

Councillor Jepson thanked Councillor Langdon-Morris and the finance team for their work and sought reassurance that there would be reinvestment from car parking charges back in car parking infrastructure.

Councillor Langdon-Morris responded that the team will be reviewing it annually with the view to commence reinvestment with a £1 million in the next year. 

Councillor Gee added that she would not support the budget if the car parking fees could not be reviewed.

Councillor Ashton discussed the areas of work which had been inherited by the current administration including the asset portfolio, which had seen significant improvements in savings, the nexus project and the Eastern Edge beach hut development in Felixstowe.

Councillor Ashton rejected the view that the previous administration had left the GLI in a good place and summarised some of the savings that had been made to date, along with the focus on service reviews.

 The Deputy Leader commented that it was not sustainable to use funding from the reserves and he would continue to work with officers to identify further efficiencies. The Councillor concluded that part of the ethos of the administration was to be careful with residents’ money and they would continue to do just that.

Councillor King commended the work that goes into the budget and commented on the frustrations felt by communities and businesses, concerning the lack of consultation regarding car parking charges. Councillor King provided an example of the rise in fees which would impact on Lowestoft Park Run volunteers who would have to pay to park when volunteering at Park Run.

Councillor Whitelock congratulated Councillor Langdon-Morris and summarised some of the work that had been enabled by Communities team, which included the retention of the community help hub which supports some of the district most vulnerable residents. Councillor Whitelock detailed some of the other projects delivered, included community cooking, ease the squeeze work and offering some outreach work in communities. There would be two years of funding for Community Partnerships to continue to deliver valuable local projects.

RESOLVED

That Full Council is recommended to:

1. Consider the Chief Financial Officer’s report attached at Appendix K;

2. Approved the Medium Term Financial Strategy for 2025/26 to 2028/29, including the proposed General Fund Revenue Budget for 2025/26; and forecast budgets for 2026/27 to 2028/29 as set out in Appendix A, C and D;

3. Approved the movements to and from Earmarked Reserves and the General Fund Balance for 2025/26 to 2028/29 as presented in Appendix E;

4. Approved the items to be treated as special items in 2025/26 – the precepts by Town/Parish Councils and parish meetings;

5. Approved a Band D Council Tax for East Suffolk Council of £192.15 for 2025/26, an increase of £5.58 (2.99%);

6. Approved the implementation of Council Tax Civil Penalties from 1 April 2025, currently £70, as explained in paragraph 3.10 and as permitted in Schedule 3 of the Local Government Finance Act 1992;

7. Approved no further changes to the Council’s Council Tax Discounts and Premiums for 2025/26 as set out in paragraph 3.11;

8. Approved the Council’s discretionary policy for Council Tax Premiums for long-term empty properties and second homes be amended to include the exceptions detailed in paragraph 3.13, with effect from 1 April 2025;

9. Granted the Chief Finance Officer and Section 151 Officer delegated authority to implement the exceptions to Council Tax Premiums for long-term empty properties and second homes with effect from 1 April 2025;

10. To note the nine classes of dwellings excluded from the Council Tax Premiums on second homes and long-term empty properties as set out in the Council Tax Regulations 2024, and as summarised in paragraph 3.12, with effect from 1 April 2025.

11. Grant the Chief Finance Officer and Section 151 Officer delegated authority to award any further Council Tax Reliefs in 2025/26 arising from Government announcements under these powers;

12. Approve the Pay Policy Statement set out in Appendix H;

13. Approve the Council Tax Resolutions in Appendix I;

14. Approve the Flexible Use of Capital Receipts Strategy attached as Appendix J;

15. Approve the award of 40% relief on business rates liabilities up to £110,000 per business to eligible retail, hospitality and leisure properties using its discretionary relief powers under section 47 of the Local Government Finance Act 1988 as amended;

16. Approve the award of rate reliefs under the Supporting Small Business (SSB) scheme using its discretionary relief powers under section 47 of the Local Government Finance Act 1988 as amended; and

17. Grant the Chief Finance Officer and Section 151 Officer delegated authority to award any further rate reliefs in 2025/26 arising from Government announcements under these powers

Councillor Noble, Cabinet Member with responsibility for the Environment, to introduce the report ES-2283 which related to the authorisation to proceed with the procurement, purchase and distribution of 240l bins for the introduction of the new dry recycling collection system under simpler recycling.

Councillor Noble summarised that each household would require a new 240l bin to supplement the one already in situ. Some households would required different bins to meet their needs. The new method of collections would increase the quality and value of recyclable materials. It would improve recycling rates, along with increased food waste collection. The procurement process would consider the longevity of the new bins.

Councillor Lynch sought assurance that the bins would be made of recycled materials and would be durable.

Councillor Noble responded that options were being considered. The procurement process would consider longevity of the new bins.

Councillor Folley queried what consultation would carried out to see who needed what type of bin.

Councillor Noble advised that the majority of properties in the district would be able to accommodate the 240l bin. There would be a second phase to look at alternatives for community members who may not be able accommodate the 240l bins.

Councillor Smith queried what would happen with the bins no longer required.

Councillor Noble responded that it was hoped the bins could be repurposed and that there would not be many requiring collection. There would be consideration for options available, such as adding new lids to existing bins or providing stickers to distinguish the garden waste bins.

Councillor Jepson added that the ambition was to reach a 55% recycling rate and asked what the current rate was. Councillor Jepson queried communally used storage areas and if there were adequate fire risk assessment processes in place.

Councillor Noble responded that  it was currently estimated around 60% of materials in residual bins would be recyclable and compostable. The aim was to reach up to 60% recycle rate in the future.

The Strategic Director added that no property would be sent bins speculatively and the council were aware of which properties would be problematic. It was the responsibility of landlords and property owners to appropriately fire risk assess  properties. East Suffolk Council would work be working with landlords / property owners to support through any challenges raised. It was estimated 5-7% of households might need an alternative solution.

Councillor Byatt stated that a considerable number of residents have a smaller bin, would there be provision to ensure people can either wheel their bins or have access to a smaller option. The Councillor added that it would be useful to have spare bin lids and queried if there had been consideration of joint purchase and distribution with Norfolk.

Councillor Noble responded that Suffolk waste partnership was looking at ways to save money across the board which included mass purchasing. The bin colour would be green. Councillor Noble added that there were different options for people who did not have space and some properties already had smaller bins. There would be considerations for bin sharing, bags, boxes and any other options which might be available.

Councillor Ashton added that national standard for bins was green and the Council have looked at alternative options. There was a benefit of keeping with the green bin for recycling as there are many visitors from outside the district that come to stay in East Suffolk.

Councillor Smithson queried if there had been any research into changing people’s attitudes to recycling.

 Councillor Noble responded that there would be a programme of communication going out and that awareness and education would be an important part of the roll out.

 Councillor Noble concluded that there was a lot of misinformation on social media. It was important residents were told the correct information. The residual waste bins would no longer have old food waste in them. The bins would have fasteners on which would assist with the concern of bin lids being opened and waste being across the streets. The issues presented were understood and Councillor Noble urged Members to positively promote the benefits of Better Recycling moving forward.

 On the proposition of Councillor Noble, seconded by Councillor Ashton it was unanimously 

RESOLVED

That Full Council approved:

1. The procurement, purchase and distribution of sufficient 240l wheeled bins and alternative containers to service the needs of the new Twin-Stream dry recycling collection service.

 2. The capital budget of £3.5m in 2025/26 to purchase sufficient 240l wheeled bins and alternative containers.

 3. A revenue budget of up to £500,000 in 2025/26 for distribution costs of the wheeled bins and alternative containers.

 4. Delegated authority to the Strategic Director with responsibility for Corporate Services, in consultation with the Cabinet Member for Corporate Services, to enter into a contract for the purchase and distribution of 240l bins from the successful bidder(s) after a procurement process pursuant with the Co

On the proposition of The Chair, Councillor Dr Speca seconded by Councillor Fisher it was recommended that under Section 100A(4) of the Local Government Act 1972 (as amended) the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Act.