Agenda, decisions and draft minutes

To approve the Minutes of the Meetings held on 23 April, 9 May, 3 June 2024   (previously circulated).

RESOLVED:           The Minutes of the Meetings held on 23 April, 9 May, 3 June 2024 were approved as a correct record and signed by the Chair.

RESOLVED:           The Minutes of the Meetings held on 23 April, 9 May and 3 June 2024 were approved as a correct record and signed by the Chair.

To consider any business, which by reason of special circumstances, the Chair proposes to accept, under Section 100(b)(4)(b) of the Local Government Act 1972.

None

None

To receive any Chair’s correspondence.

None

None

To note the names of any Councillors who wish to address the meeting under Standing Order 34.

Members wishing to speak pursuant to Standing Order 34 should inform the Chair of their intention to do so and on what items they wish to be heard before a decision on that item is taken.

Councillor Kemp attended under standing order 34.

Councillor Kemp attended under standing order 34.

To report on any Cabinet Decisions called in.

There were no matters called in.

There were no matters called in.

Please indicate if there are any interests which should be declared.  A declaration of an interest should indicate the nature of the interest (if not already declared on the Register of Interests) and the agenda item to which it relates.  If a disclosable pecuniary interest is declared, the member should withdraw from the room whilst the matter is discussed.

These declarations apply to all Members present, whether the Member is part of the meeting, attending to speak as a local Member on an item or simply observing the meeting from the public seating area.

None

None

A copy of the Forward Decisions List is attached

The Forward Decisions List was noted.

The Forward Decisions List was noted.

To receive any comments and recommendations from other Council bodies which meet after the dispatch of this agenda. 

The Corporate Performance Panel at its meeting on 29 May 2024 supported the recommendation on the Data Protection Policy review.

The Regeneration and Development Panel at its meeting held on 11 June 2024 supported the recommendation on the Local Plan Update.

The Corporate Performance Panel at its meeting on 29 May 2024 supported the recommendation on the Data Protection Policy review.

The Regeneration and Development Panel at its meeting held on 11 June 2024 supported the recommendation on the Local Plan Update.

RECOMMENDED:  That the reviewed Data Protection policy as set out at Appendix 2 of the Cabinet report be endorsed. 

Reason for Decision

To ensure that the Council’s Data Protection policy is up-to-date and formally approved.

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The Corporate Governance Manager presented a report which explained that the existing BCKLWN Data Protection policy was overdue for review. An internal Audit review conducted in August 2023 identified that the existing policy had not been reviewed since 2018.

A light touch review had been conducted by the Deputy SIRO in 2022 but the revised policy did not go through the formal Tier 1 policy approval process.

The Information Governance Officer had since reviewed and enhanced the policy. Most of the changes were non-material and were listed in the report at 2.2.  The Policy had been benchmarked against other best practice policies and Information Commissioner’s guidance.

If approved by Cabinet, the policy will be placed on the intranet and an all-staff email will inform officers and members of the updates and how to access the policy.

Under standing order 34, Councillor Kemp questioned what the Council’s data security procedures were on IT data protection.  The Governance Manager explained that the majority of it came under the Council’s ICT and cyber security policies, but much of the Council’s information was held in the Microsoft cloud with their associated security which was deemed acceptable.  She also explained that there were no significant breaches, and only 1 reportable occurrence to the Information Commissioner. 

In response to questions, the Corporate Governance Manager explained that the Information Asset Register was a record of the information held by each department by owner, controller, and processer categories.

It was noted that the Corporate Performance Panel had supported the amended policy.

RECOMMENDED:  That the reviewed Data Protection policy as set out at Appendix 2 of the Cabinet report be endorsed. 

Reason for Decision

To ensure that the Council’s Data Protection policy is up-to-date and formally approved.

RESOLVED:           1)       That the agreed accelerated timescale for the Local Plan through to adoption, as agreed with the Inspectors at the recent Examination hearings, and as set out in the updated Local Development Scheme (LDS), April 2024 be agreed.

2)             That the requirement to consult on the Main Modifications, which is legally required to ensure that the Local Plan can be made sound be endorsed. 

Reason for Decision

To ensure that the Local Plan process, including the upcoming Main Modification consultation is noted and endorsed.

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Cabinet considered a report which explained that the Borough Council formally submitted its Local Plan in March 2022 for Examination. In doing so the Borough Council made a formal request to the Secretary of State for the Department for Levelling Up, Housing & Communities that the appointed Inspectors recommend any modifications required to make the Local Plan legally compliant and sound.

The report explained that the Local Plan Examination process involved a first round of hearings which took place in December 2022 and January 2023.  These were then adjourned, with reconvened hearings taking place in March and April 2024. As part of this an accelerated timescale through to adoption was agreed and had been published. This would result in the Local Plan being adopted before the conclusion of this financial year (March 2025). The process going forward included consulting on Main Modifications required to ensure that the Local Plan was legally compliant and sound.

These Main Modifications would be subject to a six-week public consultation. Representations received would inform the Inspectors Local Plan Report. It was anticipated that this would recommend that the Local Plan could be adopted subject to the inclusion of a series of Main Modifications. Following this a report would be prepared and taken to Cabinet and Full Council recommending that the Local Plan be formally adopted (February / March 2025).

In response to questions, it was explained that the item was not a key decision as this was an update report, not seeking to adopt the Plan.  It was also confirmed that once adopted, the emerging Plan superseded the old policies.

The Local Plan Manager drew attention to the Local Development Scheme (LDS)  which set out the timetable for the Local Plan process on the website. Consultation stages were communicated formally to everyone on the Local Plan consultation database, this included parish and town councils. A member bulletin item would be added to a suitable edition to cover the Main Modifications consultation which was currently scheduled to commence later in June. This would provide some concise information to assist members  in imparting information in their wards.

The Local Plan Manager drew attention to information on the Local Plan process on the website and undertook to provide councillors with some concise information to assist them in imparting information in their wards.

In discussing Parish Neighbourhood Plans, it was reported that the subject was to be discussed at the KLAC, so any members wishing to learn more could watch the item.

Under standing order 34 Councillor Kemp made the comment that the bulk of the Government funding for the West Winch road was still awaited.

The Chair reminded Councillors of the need to understand what was in the Local Plan and comply with it to ensure the Council didn’t lose planning appeals.

RESOLVED:           1)       That the agreed accelerated timescale for the Local Plan through to adoption, as agreed with the Inspectors at the recent Examination hearings, and  ...  view the full minutes text for item CAB17

RESOLVED:           1)       That officers be instructed to seek membership from Group Leaders for the Cabinet Committees and Task Groups for 2024/25.

2)       That the Membership of the Joint Safety and Welfare Committee and Joint Employee Committee for 2024/25 be appointed.

3)       That in accordance with Standing Order 29.4, if any of the Task Groups are not appointed having regard to Political Balance that the Leaders of each Political Group be asked to agree that this rule be disapplied.

Reason for Decision

To allow the business of the Council to continue into 2024/25.

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Cabinet was invited to agree to arrange for the appointment of members to serve on the CIL Spending Panel, Members Major Projects Board, Local Plan Task Group; Biodiversity Task Group, Shareholder Committee and The King’s Lynn Area Committee, the Joint Safety and Welfare Committee and Joint Employee Committee for 2024/25.

RESOLVED:           1)       That officers be instructed to seek membership from Group Leaders for the Cabinet Committees and Task Groups for 2024/25.

2)       That the Membership of the Joint Safety and Welfare Committee and Joint Employee Committee for 2024/25 be appointed.

3)       That in accordance with Standing Order 29.4, if any of the Task Groups are not appointed having regard to Political Balance that the Leaders of each Political Group be asked to agree that this rule be disapplied.

Reason for Decision

To allow the business of the Council to continue into 2024/25.

RESOLVED:           1)       That the representatives be appointed to serve in an Executive capacity on the outside bodies and partnerships published as a supplement with the agenda and as attached to the minutes.

2)       That the reporting arrangements be noted, as shown in section 3 of the report and to note that a review of Outside Bodies will be carried out and brought back to Cabinet for consideration in due course.

3)       To note that all other appointments to Outside Bodies will be made at the Council meeting on 27 June 2024.

Reason for decision

To ensure continued involvement in the community by the Council.

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Cabinet considered a report which sought nominations for Executive appointments to serve on outside bodies and partnerships for 2024/2025.  The proposed nominations had been published as a supplement to the agenda.

RESOLVED:           1)       That representatives be appointed to serve in an Executive capacity on the outside bodies and partnerships published as a supplement with the agenda and attached to the minutes.

2)       That the reporting arrangements be noted, as shown in section 3 of the report and to note that a review of Outside Bodies will be carried out and brought back to Cabinet for consideration in due course.

3)       To note that all other appointments to Outside Bodies will be made at the Council meeting on 27 June 2024.

Reason for decision

To ensure continued involvement in the community by the Council.