Items
No. |
Item |
E.12/18 |
Minutes PDF 136 KB
to approve as a
correct record and authorise the Chairman to sign the minutes of
the meeting of the Executive held on 14 June 2018;
Minutes:
E.12/18
The minutes of the Executive
meeting held on 14 June 2018 were confirmed as a true and correct
record and signed off by the Chairman.
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E.13/18 |
Declarations of Interest
Members are invited to declare any personal or
disclosable pecuniary interests, including the nature and extent of
such interests they may have in any items to be considered at this
meeting;
Minutes:
E.13/18
Members and officers were
invited to declare any interests in the items of business to be
considered during the course of this meeting and the following were
made:
Cllr R J Tucker declared a
personal interest in Item 15: Parking
Order Operational Amendments, by virtue of the inclusion in the
report of a recommendation to introduce parking permits in
Dittisham which was within his Ward. He
abstained from the vote on this item.
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E.14/18 |
Public Question Time PDF 6 KB
a period of up to
15 minutes is available to deal with questions submitted to the
Council in accordance with the Executive Procedure Rules;
Minutes:
E.14/18
It was
noted that two public questions had been received in accordance
with the Executive Procedure Rules, for consideration at this
meeting, as follows:
Question 1 from Dr Richard Szczepura:
“Can the Council immediately publish a list of
the sites being considered for development by SHDC, as referred to
by Cllr Tucker in an article in the Totnes Times, 15 June
2018?“
In
response, the Deputy Leader advised that no agreements had been
entered into, that all assets were under review and as they came
forward they would be given consideration.
Dr
Szczepura asked a supplementary
question as follows:
Can Cllr
Tucker confirm for the record, the date that any discussions have
taken place with interested parties?
The Deputy
Leader advised that no discussions had taken place with interested
parties.
Question 2 from Cllr Robert Vint:
With reference to Minute E.8/18 of 14 June 2018, has
the Council currently entered into any confidentiality agreements
with any third parties in relation to potential development of any
Council-owned assets? Were any such
agreements written or verbal and were they authored by the Council
or by third parties?
In response, the Deputy Leader advised the
following:
‘There are three parts in the response to this
question:
1. No formal agreements have been made in
relation to individual developments;
2. On 14 December 2017, the Group Manager
(Business Development) entered into a mutual non-disclosure
agreement with CCD Developments in relation to their Scoping Report
– excerpts of which were appended to the exempt Executive
report that was considered at the last meeting held on 14 June 2018
(Minute E.08/18 refers);
3. On 11 June 2018, the
Section 151 Officer and Deputy
Monitoring Officer held a telephone conversation with Mr Charlie
Miller (the author of the previously referred to scoping
report). The conversation was entirely
confidential and, during this conversation, Mr Miller made it clear
that he would always have an expectation of complete
confidentiality when advising public sector organisations at this
early stage of assessment and research.’
Cllr Vint asked a supplementary question as
follows:
At whose request are the Council imposing
confidentiality or are we being asked to abide by an outside party
confidentiality agreement?
In response, the Deputy Leader advised that it was a
combination of both.
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E.15/18 |
Waste Procurement Project Update PDF 150 KB
Additional documents:
Minutes:
E.15/18
Members
were presented with a report that included exempt appendices and
provided an update on the progress of the Waste Procurement
project. This was in line with the
previous request from Members that key decisions during the
procurement process be brought before Executive and
Council. The report stated that
approval of the first recommendation within this report would
result in the procurement process continuing to the Final Solutions
Stage and a further report being presented to Council on 6 December
2018.
The Lead Member for
Commercial Services introduced the report, and explained that the
evaluation of the bids was being undertaken on a 60% cost and 40%
quality basis. He went on to explain
that Members were being asked to commit to the next stage of the
procurement process.
During discussion,
the following points were made:
·
One Member who sat on the Frontline Services Project
Board assured Members that the Board Members provided robust and
thorough challenge to the process and he supported moving
forwards;
·
Another Board Member stated that he could not see
why the in house team could not provide the services as efficiently
as an outsourced service provider;
·
A number of Members were concerned that an in house
‘shadow’ bid had not been progressed. The Group Manager Commercial Services
reminded Members that there had been a previous Council resolution
not to prepare a shadow bid. Private
sector operators invest significant sums into a bid, and shadow
bids were seen to deter and frustrate competition;
·
One Member stated that, if the service was
outsourced, he would expect to see a corresponding review of the
senior management structure;
·
One Member raised the issue of external market
issues impacting on the service and noted that these were matters
outside the control of the Council;
·
A Member asked that local options be considered that
would involve and support local businesses. In response, the Group Manager Commercial Services
confirmed that the contract documentation did look at supporting
local sub-contractors where relevant.
It was then:
RESOLVED
1.
That the progress of the project be noted, and the
recommendation of the Front Line Services Project Board to continue
to the next stage of the competitive dialogue process for waste
collection, recycling and cleansing services for onward
consideration at full Council be endorsed; and
2.
That any changes necessary to harmonise the
recycling collection services with the
‘aligned waste service’, as detailed in the Waste and
Resource Strategy for Devon, be approved and introduced on 28
September 2020.
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E.16/18 |
Medium Term Financial Position for 2019/20 onwards PDF 585 KB
Additional documents:
Minutes:
E.16/18
Members were presented with a
report that set out the Council’s Medium Term Financial
Position over a rolling five year timeframe to 2023/24. This report represented a snapshot position
statement, and future Member decisions on the budget strategy would
inform figures within the Medium Term Financial Strategy to be
presented to the Executive on 13 September 2018.
In
introducing the report, the Leader drew attention to the projected
budget gap and advised Members that the message from the recent
Local Government Association Conference was that no further funding
would be available and local authorities should aim to be
self-funding.
The
s151 officer explained the negative Revenue Support Grant, and that
a consultation paper had been proposed by central government, the
conclusion of which should form part of the finance settlement
communication in December.
Finally, the Leader confirmed that lobbying was being undertaken
on behalf of smaller district authorities by the LGA, the District
Council Network and that Members should contact their local MP for
support.
It wasthenRESOLVED that the Executive:
1.
notes the forecast budget gap for 2019/20 of
£0.995 million and the position for future years;
2.
notes the current options identified and timescales
for closing the budget gap in 2019/20 and future years, to achieve
long term financial sustainability; and
3.
agrees to maintaining the current Council policy on
the minimum level of unearmarked
reserves being £1,500,000.
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E.17/18 |
Activities to Support Economic Growth PDF 79 KB
Additional documents:
Minutes:
E.17/18
Members were presented with a
report that sought approval of a strategy for commercial property
acquisition and asset development within the district of South
Hams, in line with the ‘Enterprise’ corporate strategic
aim of creating places for enterprise to thrive and
grow.
The
Leader introduced the report, and outlined how the draft strategy
would be presented to the Overview and Scrutiny Panel and Audit
Committee, before being presented back to Executive on 13
September, 2018 prior to recommendation to full Council on 27
September, 2018. He also made it clear
that the report was to present a strategy, not to set out
individual sites. He confirmed that
Ward Members would be kept informed of matters arising within their
Wards, and finally, he advised that sometimes a project may not
yield a high financial return (although it would cover its costs),
but it may be progressed if it offered community
benefit. It was his view that the
strategy should not only focus on financial return, but also
benefits to the residents and businesses
within the district.
During
discussion, Members were satisfied that the strategy would be
presented to the wider membership for consideration and that
Executive would take those views into account at their meeting in
September, 2018. The Group Manager
Business Development responded to specific questions relating to
the proposed strategy. A Member asked
that consideration be given to investment in properties above
shops, and in so doing, supporting the economy and affordable
housing. Another Member stated that she
was pleased that the strategy was not just about investment in
property, but also investment in people, but noted that people
lived in the whole of the district, and not just the towns. As a
result, villages and outlying areas should also benefit from
investment.
It wasthen:
RESOLVED
That Council be RECOMMENDED:
1.
to adopt the Commercial Property Strategy in
principle, subject to the Overview and Scrutiny Panel being asked
to review the strategy and report back its findings to the
Executive on 13 September 2018; and
2.
to agree that the borrowing limit for the Strategy
is a decision which will be part of the Medium Term Financial
Strategy (presented to the Executive on 13 September and Council on
27 September), with the Audit Committee being asked to consider the
Borrowing Strategy (part of the Treasury Management Strategy) of
the Council, and report back to the Executive on 13 September.
Depending on the recommendations from the various bodies, an
updated Treasury Management Strategy, increasing the Borrowing
Limits of the Council, will be presented to Council on 27
September, alongside the final commercial property strategy, for
approval.
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E.18/18 |
Newton and Noss Neighbourhood Plan PDF 46 KB
Minutes:
E.18/18
Members were presented with a
report that sought approval of the ‘making’ of the
Newton and Noss Neighbourhood Plan.
The
Lead Member for Customer First introduced the report and made
reference to the hard work of the local residents in getting the
Plan approved. One of the local Ward
Members echoed his comments and stated that producing a Plan
required a significant amount of resource.
It wasthen:
RESOLVED
That the Newton and Noss Neighbourhood Plan be made.
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E.19/18 |
Thurlestone Neighbourhood Plan PDF 46 KB
Minutes:
E.19/18
Members were presented with a
report that sought approval of the ‘making’ of the
Thurlestone Neighbourhood Plan.
The
Lead Member for Customer First introduced the report and made
reference to the incredibly high percentage of residents who voted
in favour of the Plan. One of the local Ward Members echoed his
comments and repeated the earlier comments regarding the
significant resource taken to achieve approval of a Neighbourhood
Plan.
It wasthen:
RESOLVED
That the Thurlestone Neighbourhood Plan be made.
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E.20/18 |
Request for a Long Lease to Totnes Rugby Club. PDF 59 KB
Minutes:
E.20/18
Members were presented with a
report that sought to delegate authority to the CoP lead Assets to proceed and finalise
negotiations with Totnes Rugby Club to grant a new lease for a term
in excess of 15 years.
The
Leader introduced the report. The local
Ward Members raised concerns that the officers responded to
regarding the need for a 40 year lease and the ability of other
groups to use the area.
It wasthen:
RESOLVED
That authority be delegated, to progress
and conclude a new lease for Totnes Rugby Club at Borough Park in
excess of 15 years, to the CoP Lead
Assets, in consultation with the s151 officer, Monitoring Officer,
Head of Paid Service and Leader of Council.
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E.21/18 |
Business Rates - Locally Administered Business Rate Relief Policy PDF 52 KB
Additional documents:
Minutes:
E.21/18
Members were
presented with a report that asked that they consider and recommend
the policy to administer Year 2 of the four year funding agreement
awarded by central Government, to support those who had seen an
increase in their rates bill due to the 2017 revaluation
exercise.
The
Lead Member for Customer First introduced the report.
It wasthen:
RESOLVED
That Council be RECOMMENDED
to adopt the Year Two Locally Administered Business Rate Relief
Policy as set out in Appendix 1.
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E.22/18 |
Parking Order Operational Amendments PDF 66 KB
Minutes:
E.22/18
Members were presented with a
report that sought approval of a number of amendments to the South
Hams Off Street Parking Places
Order.
The
Lead Member for Commercial Services introduced the report and, in
discussion, reference was made to:
·
a
Member
questioned whether the work undertaken on behalf of Dittisham
Parish Council was re-charged to the Parish Council. In response, the Operational Manager Environment
Services confirmed that this was the case;
·
the Operational Manager Environment Services
confirmed that enforcement work was undertaken for other
organisations, including parish councils;
·
with regard to whether Follaton House car park could
continue to be used as a park and ride site for events, the Leader
confirmed that arrangements could still be made to support specific
events; and
·
the
concerns of
a number of Members regarding the ability to safely leave their
vehicles overnight at Follaton House when on Council
business. In response, the Operational
Manager Environment Services advised that the Facilities Team could
help and the Group Manager Commercial Services suggested that the
team circulate details in the Member’s Bulletin.
It wasthen:
RESOLVED
That Council be RECOMMENDED that the following amendments are made to the
South Hams Off Street Parking Places
order:
1.
Parking at Follaton House be permitted from 7.00am
to 7.00pm only
2.
Parking permits be introduced for car parks in
Dittisham
3.
To include more robust action in respect of the
removal of vehicles from all South Hams District Council car
parks
4.
Torcross
Layby to be included as one of the car parks where
permit parking is permitted.
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E.23/18 |
Write Off Report PDF 146 KB
Minutes:
E.23/18
TheDeputy Leader
introduceda reportthat informed
Members of thedebtwrittenoff forrevenuestreamswithinthe Revenueand Benefitsservice. Debtsupto thevalueof £5,000werewrittenoffby the s151Officerunderdelegatedauthority. Permissionwassoughtto writeoff
individualdebts witha valueof morethan £5,000.
It wasthen
RESOLVED
that:
1.
in accordancewithFinancialRegulations,thatthe
s151Officerhadauthorisedthe write-offofindividualSouth Hams DistrictCouncildebtstotalling£182,040.46as
detailedinTables1 and2 benoted; and
2.
the write off of individual debts in excess of
£5,000 totalling £93,336.11, as detailed in Table 3 of
the presented report, be approved.
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E.24/18 |
Reports of Bodies PDF 150 KB
a) Overview & Scrutiny Panel – 28
June 2018
Minutes:
E.24/18
Overview and Scrutiny Panel – 28
June 2018
O&S.5/18: Executive Forward Plan: Homelessness Strategy Action Plan
2018/19
It was
then:
RESOLVED
1.
That the Homelessness Strategy Action Plan for
2018/19 (as outlined at Appendix 2 of the presented agenda report)
be adopted with immediate effect;
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E.25/18 |
Council Owned Asset Investment and Development - Prior Engagement: Verbal Update
Minutes:
E.25/18
Following
the commitment given at the previous meeting of the Executive
(Minute E.08/18 refers), the Leader updated Members on recent
meetings held with District Councillors from Ivybridge and Totnes
and then meetings held with Town Council representatives from
Ivybridge, Kingsbridge, Salcombe and Totnes. In his view, the meetings had been positive, and
the Town Council representatives had appreciated being able to meet
with the Leader and officers. The
meetings were likely to be repeated in September. He advised that in most cases the discussions were
around the need for affordable homes and the lack of car
parking.
A Member
asked about the impact on the JLP of new sites being added as a
result of these discussions. One of the
lead Members for the JLP explained how any impact would be
minimal.
A small
group of other Members did not feel it was appropriate that the
meetings had taken place without District Councillors being able to
attend. In response, the Leader advised
that Town Councils were able to decide who should be invited, and
that Ward Members would be kept informed of any
developments.
(NOTE: THESE DECISIONS, WITH THE EXCEPTION OF
E.17/18, WHICH WAS A RECOMMENDATION TO
THE COUNCIL MEETING TO BE HELD ON 24 SEPTEMBER 2018, AND E.21/18,
WHICH WAS A RECOMMENDAITON TO THE SPECIAL COUNCIL MEETING TO BE
HELD ON 26 JULY, 2018 WILL BECOME EFFECTIVE FROM 5.00PM ON MONDAY
30 JULY 2018 UNLESS CALLED IN, IN ACCORDANCE WITH SCRUTINY
PROCEDURE RULE 18).
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