Meeting Details

There were no announcements from the Chair or Cabinet Members.

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

RESOLVED

 That the minutes of the meeting held on 7 October 2025, be agreed as a correct record and signed by the Chair.

Councillor David Beavan, Cabinet Member with the responsibility for Housing introduced report ES-2562 which related to Housing policies requiring approval, namely the repairs policy.

The report sought Cabinet approval for the newly developed Repairs Policy. The policy was identified as a priority through a gap analysis of the Council’s housing policy framework. A Repairs Policy was essential to ensuring compliance with current legal and regulatory requirements. The adoption of a Repairs Policy would support consistent service delivery. The draft Repairs Policy outlined standards and procedures for delivering responsive repairs and maintenance services to council housing tenants. It ensured compliance with statutory obligations and the expectations of the Regulator of Social Housing. The draft Repairs Policy was attached to the meeting papers as Appendix A.

The Chair queried if there was capacity in the team to delivery timely repairs. Councillor Beavan responded that there was a significant workload and the team were achieving what they could with the resources available. The Strategic Lead – Housing Repairs and Maintenance added that the team were looking at apprentices and keeping a close eye on the service area.

There was a discussion regarding the evolving area of work with damp and mould work with a new team starting over the next few weeks. It was anticipated that quick successes could be achieved. Councillor Candy queried the classification of category one damp and mould. The Head of Housing added that it could be complex with 29 different elements to an assessment. The outcome of which would determine the classification. There was additional training taking place to ensure the teams were upskilled to be able to meet the demands of the service. 

Councillor Jepson added that housing was a complex area of work and authorities or housing providers should not be able to ‘barge’ into people’s homes as they wish. The Head of Housing added that the Access Policy provided support for gaining access to properties when required (more easily). The majority of tenants want the Council to go in and deal with issues and the Council do not wish to interrupt the quiet enjoyment of resident’s tenancies. There are times when it is required. Councillor Jepson queried if the Head of Housing was confident supervisors would comply with the policy - ensuring there is consistency and accountability. The Head of Housing confirmed it was in place and non-compliance would be tracked and legal processes followed.

The Chair thanked the team for their work with the Housing teams working through a number of policies. The Chair also thanked the team for delivering training the previous day. 

On the proposition of Councillor Beavan seconded by Councillor Daly was unanimously

RESOLVED

That Cabinet:

1. Approved the draft Repairs Policy and agree that it is published on the Council’s website and shared with relevant stakeholders as part of the wider housing service improvement plan.

2. Authorised the Head of Housing, in consultation with the Cabinet Member for Housing, to make amendments and update the Repairs Policy as required in response to changes in legislation, operational feedback, or best practice. 

Councillor David Beavan, Cabinet Member with the responsibility for Housing introduced report ES-2563 which related to Choice Based Lettings - Gateway to Homechoice Allocations policy.

It was a vital framework that underpins how the council allocates social housing across East Suffolk and the wider partnership area.

The changes would:

Strengthen legal compliance.

 Improve consistency and efficiency across all Gateway partners.

 Enhance safeguards for vulnerable applicants.

 The proposed amendments reflected the commitment to delivering housing services that are lawful, equitable, and responsive to the needs of local communities.

 Councillor Ashdown queried if there was a policy clause which required tenants to declare they would look after properties. Councillor Beavan confirmed there was a policy to support the proper use and maintenance of a property.

 Councillor Byatt queried who sat on the Tenant Engagement Group and were minutes of meetings accessible. The Head of Housing responded that there was a new Tenant Engagement Board set up with seven tenants from around the district and meet bi-monthly. Members were welcome to be involved, and Councillor Beavan would be invited to attend and meet the tenants as his role as Cabinet Member. There was an aspiration to set up a tenant scrutiny function, which could align with the Council’s Overview and Scrutiny Committee.

Councillor Beavan promoted the success of the tenant engagement days. The Chair urged communities to look at upcoming dates they could attend which were being promoted on the Council’s social media platforms.

Councillor Daly queried what legal security tenants have in their properties. Councillor Beavan responded that compared to the private sector there was much more protection for tenants with council tenancies. The Head of Housing added that tenants are provided with an introductory tenancy for the first twelve months, this can be extended if requires. Once that time has elapsed a more secure tenancy is established. The Head of Housing added that with upcoming changes to legislation there will be additional rights for tenants in the private sector.

Councillor Folley sought clarification that the same the tenants’ rights discussed included those in temporary accommodation. Councillor Beavan responded that the tenancies were not as secure. The Head of Housing added that temporary accommodation was let under a different type of duty under homelessness legalisation. Tenants most commonly get licence under the legislation, which does not provide the same security of tenure.  If the Council accept a homeless duty to a tenant, they move into a S1932 duty – which would mean an accommodation duty was owed to them long-term, providing a more secure tenure. In such cases there would be option to move on to the introductory tenancy and into long term tenancy options with the Council.

The Chair discussed a local case which occurred recently and commended the housing team for their excellent work. The Chair sought assurance that there is the wrap around care in place to support similar examples that might occur in the future. The Strategic Lead for Housing Needs confirmed there was support in place.

Councillor Candy arrived at 18:15 and did not participate in the vote.

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

RESOLVED

That Cabinet:

1. Approved the adoption of the revised Allocations Policy as set out in Appendix A to ensure that the Council’s housing allocation framework is legally complaint, fair, and fit for purpose.

2. Authorised the Head of Housing in consultation with the Cabinet Member for Housing to make any presentational or clarificatory improvements or minor nonmaterial amendments as necessary prior to its publication.

Councillor Vince Langdon-Morris Cabinet Member with responsibility for Resources and Value for Money introduced report ES-2564 which related to the non-domestic rate write-offs.

The report sought approval for the write-off of debts in relation to 26 cases of individual Non-Domestic Ratepayers balances totalling £982,713.24. In all 26 cases, the Council has taken the recovery process as far as possible, with the majority having been through the Magistrates‘ Court and having Liability Orders issued, but since the Liability Orders were issued, the various companies have been dissolved, gone bankrupted or absconded.  As a result, further recovery action cannot be undertaken and the debts deemed unrecoverable.

 Councillor Ashton queried how successful debt collection was through Anglia Revenue Partnership (ARP).The Chief Finance Officer responded that the detailed cases had been stuck in the system for various reasons. ARP assured they have procedures in place and was positive in the action being taken. There had been an internal audit which was satisfactory, with recognition on improvements that had been made and would be made going forward.  Councillor Ashton responded that it there would always be some debts stuck in the system, and it would be good have the information on how good debt recovery was. Councillor Langdon-Morris read from the report which outlined some of the personnel reasons for the backlog.

Councillor Beavan sought assurance that going forward, all debts would be annually reviewed. The Chief Finance Officer responded that assurance had been provided that processes were in place and top debts were being reviewed on a monthly basis.

 The Chair commented on the companies which were registered outside of the UK and queried if there were any regulations which could be applied to them. The Chief Finance Officer advised that ARP informed they cannot prevent companies who are registered offshore being liable for business rates.

 Councillor Ashdown recognised that some of the debts were inherited by previous authorities and queried the type of business that had been involved. Councillor Langdon-Morris responded that there had been international finance companies, offshore companies and transport companies which had gone into insolvency. The Chief Finance Officer advised that there were a range from the previous Waveney and Suffolk Coastal districts.

 Councillor Langdon-Morris responded that the ARP document would be circulated and that once the debts had been through, the recovery process set in legalisation and a liability order had been obtained at a magistrate’s court, it would be sent to ARP enforcement for collection. If the debt could not be collected or the company was based outside of the area, it would be passed to an external enforcement agency. 

Councillor Jepson queried if there was a way to track if businesses on the record came forward as new businesses. The Chief Finance Officer responded that she would follow up with ARP to see what checks are currently in place. If a debt becomes recoverable it can be written back on.

The Chair highlighted empty premises in local market towns and if there was a loophole in place where people could get out of paying business rates.

Councillor Candy thanked officers for the report, which was useful. Councillor Candy was keen to see an annual review. 

The Chief Finance Officer concluded that it was not constitutionally required to bring the report to Cabinet, however the team wanted to bring it forward for transparency and debate. 

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

RESOLVED

That Cabinet:

1. Approved the write-off of 26 Non-domestic rates debts totalling £982,713.24, detailed in Appendix A.

Deputy Leader, Councillor Paul Ashton, Cabinet Member with responsibility for Corporate Services - Digital, Customer Services, HR and Assets introduced report ES-2565 which related to the Procurement of Occupational Health Services Contract.

There had been a previous procurement process which was not successful. It was desired to offer a contract that provided face to face provision.

The report was before Cabinet as it was anticipated the contract would be between £200-300k. The contract type provided that the Council would only pay for what is used. The contract would run to March 2028; the provision would enable the district to be sectioned to enable local based businesses to bid for work.

The Chair added that the contract was about East Suffolk Council looking after staff and officers, it was important and positive to have a local focus.

Councillor Candy queried if a four-day working week has been explored.  Councillor Ashton responded that there had been consideration however with all the work with LGR and work that had with ESSL, there was no capacity to take the consideration further.

Councillor Byatt queried if the contract extended to Members. The Head of HR and Workforce Development responded that it was open to members, alongside the benefits scheme. If members wanted any further information they could get in touch with Democratic Services in the first instance. 

The Chair promoted the wellbeing roadshows which were another opportunity to engage with flu vaccination and eye care vouchers along with other offers.

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

RESOLVED

That Cabinet:

1. Approved delegated authority to the Strategic Director for Corporate Services in consultation with the Cabinet Member for Resources and Value for Money and the Cabinet Member for Corporate Services - Digital, Customer Services, HR and Assets to award a contract for Occupational Health Services following a tender process pursuant to the Procurement Act 2023 and the Council’s Contract Procedure Rules.

2. Approved the sealing of the resulting contract by Legal Services.

Councillor Vince Langdon-Morris Cabinet Member with responsibility for Resources and Value for Money introduced report ES-2566 which related to the 2025/26 Quarter 2 Budget Monitoring and MTFS Update.

The report provided Cabinet with an overview of the Council’s projected financial performance as at Quarter 2 for the financial year 2025/26 in respect of the General Fund, Reserves, Housing Revenue Account (HRA) and the Capital Programme.

The report also provided an update on the Medium-Term Financial Strategy (MTFS) approved by Full Council in February 2025, taking account of new and revised risks in order for the Council to set a balanced budget that delivers its priorities for the period under review 2026/27 to 2029/30. Councillor Langdon-Morris read from the report and  concluded that the financial position at the half year point remained strong with an underspend position forecast and prudent management of reserves. The updated MTFS reflected an improving outlook however the Council must continue with careful financial planning for the challenges ahead. 

There was discussion regarding the financial challenges faced by local authorities, with reduced funding expected under reforms. The Chair commented on the impact for East Suffolk which was highlighted as being one of 40 local authorities expected to lose funding under the reforms. 8% of neighbourhoods in East Suffolk were in deprivation. 

Councillor Candy echoed the concern of East Suffolk being singled out for reduction. The Councillor queried if the team were prepared to a change in Council Tax banding from the upcoming budget. The Chief Financial Officer responded that the upcoming budget from government would provide the clarity and policy statement was expected prior to the budget, which could provide some further information. 

Councillor Beavan queried when the council last borrowed externally. The Chief Financial Officer responded that regarding the General Fund it would have been around 2015 and the HRA around 2012. 

Councillor Ashton commented on the challenging situation and the challenges of the day to day running of the council exceeding the income received. The Councillor stated there would be tough choices for the council in the future so that the budget did not need to keep going into reserves. 

The Chair added that the Community Partnership Board had provided funding grants to many projects across the district. There had been £500k for the resilient fund and funding for a new leisure centre. Councillor Beavan added that there had been £12million received for the social housing retro fitting.

Councillor Ashdown echoed the importance of Community Partnerships and funding being in place in the future. The Chair confirmed they were currently funded until 2027.

Councillor Byatt thanked the team for their work and commented on the total investment portfolio on p172 of the report and queried if the Council continued investment in existing banks / building societies or extended to any others. The Councillor also sought assurance that investments were made ethically. Councillor Langdon-Morris responded that money did go in to AVIVA and Goldman Sachs overnight, which provided good rates of return   The markets were laid down by government and the team keep a careful scrutiny over all the investments. The Chief Financial Officer responded that investments were made in existing banks and building societies.

Councillor Folley thanked officers for the detailed report and queried if there was certainty that all companies invested in paid tax in the UK and are not offshore companies. The Councillor also referenced the Pride of Place funding which had been awarded to two areas in the district. The Chair responded that the money for the Pride of Place awards had not been received as yet and it would be up to the public on how the money would be spent. East Suffolk Council would be holding the money. Councillor Langdon-Morris responded that the council invested in financial institutions and other councils.

Councillor Jepson commented on p173 of the report and the added pressures regarding housing stock compliance with the EPCC and the new social housing regulations act. The Councillor queried how the finance team were managing the projections of the costs and where the money would be coming from. Councillor Beavan responded that there was the £12million of funding and the housing team would be applying for the next round of funding also. The Head of Housing echoed that there was the the Warm Home Fund which would assist with increasing the number of dwellings which reach EPCC. There was more work to do, and it was part of the Capital investment plan,  the team would be building in appropriate work so all of the council’s homes met EPCC. 

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

RESOLVED

That Cabinet:

1. Noted the Council’s financial position for the period April to September 2025 together with projections of the full year outturn.

2. Noted the updated Medium Term Financial Strategy.

3. Approved that Members and officers develop proposals to set a balanced budget for 2026/27 and beyond. 

Councillor David Beavan, Cabinet Member with the responsibility for Housing to introduced report ES-2567 which related to the Housing Regulation - Quarterly Update to Cabinet.

The report provided members with a strategic overview of the housing regulation requirements Registered Providers (RPs, including Councils with housing stock), have to meet and what ESC was doing to ensure it meets them. It also detailed historic and recent findings, provides a status update and explains what officers are doing to develop an Improvement Plan and its ongoing commitment to communicating its progress and prevention of future issues with the Regulator for Social Housing (RSH).

The RSH had issued a Regulatory Judgement on 30 July 2025, which confirmed their assurance over the Council’s compliance now with the Rent Standard, but also what improvements and progress had been made against health and safety compliance issues in the previous Regulatory Notice and new issues identified that form the new Judgement.

There had been a delay since the previous quarterly update due to a change in the reporting cycle. The cycle was moved by one month to ensure that each report captured the full previous quarter. The adjustment allows for a complete month of data to be included before publication, improving the accuracy and relevance.

The report was provided for information purposes only. There was no requirement for Cabinet to make a decision.

Councillor Beavan asked the Strategic Lead for Regulatory Compliance to speak to how the process was progressing. The Officer responded that things were going well and a lot had been achieved in short time. There was more work to do.

The Chair added that East Suffolk was not the not only council that were in the same situation, but however East Suffolk had also reported themselves for transparency and accountability.

There was a discussion regarding the impressive compliance figures outlined in the report and that one household would impact on the percentages. The Head of Housing advised there was an upcoming member briefing session on landlord services which was scheduled of 26 February 2026 6.30pm on Teams.

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

RESOLVED

That Cabinet:

1. Noted the information contained within this report and endorses the work of the Housing service to ensure the Council is compliant with the Regulator of Social Housing Consumer ‘Safety and Quality Standard’

2. Noted that the next quarterly update will be presented to the Cabinet meeting in February 2026