Items
No. |
Item |
E.63/18 |
Minutes PDF 146 KB
to approve as a correct record and authorise
the Chairman to sign the minutes of the meeting of the Executive
held on 13 December 2018;
Minutes:
E.63/18
The minutes of the Executive
meeting held on 13 December 2018 were confirmed as a true and
correct record and signed off by the Chairman.
By way of an update, the Chairman
made reference to minute E.62/18:
Commercial Development Opportunities, whereby it was stated that an
update would be provided at the meeting on 7 February 2019 in
respect of the proposals for Leonard’s Road Car Park,
Ivybridge, and he advised that a full report would be presented to
the meeting of the Executive on 14 March 2019.
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E.64/18 |
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.64/18
Members and officers were
invited to declare any interests in the items of business to be
considered during the course of this meeting but none were
made.
It should be noted that in
light of Executive Procedure Rule 1.9.4
(below):
‘Where a decision relates to an Executive Members’
local ward, that Member may take part in the discussion, but will
abstain from any vote on the item.’
The Council’s
Deputy Monitoring Officer had previously granted the Leader and
Cllrs Bastone, Gilbert and Wright a Dispensation to be able to take
part in the vote on agenda items relating to the Public Toilet
Review (Agenda Item 16: ‘Public Toilet Project’ (Minute
E.76/18 below refers). It was noted
that this Dispensation would be in force until the next Annual
Council meeting in May 2019.
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E.65/18 |
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.65/18
It was
noted that no public questions had been received in accordance with
the Executive Procedure Rules, for consideration at this
meeting.
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E.66/18 |
Executive Forward Plan PDF 95 KB
Minutes:
E.66/18
Members were
presented with the Executive Forward Plan setting out items on the
agenda for Executive meetings for the next four months and noted
its content without any comment.
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E.67/18 |
Customer Satisfaction - verbal update
Minutes:
E.67/18
The Lead Executive
Member for Customer First provided a verbal update on the actions
being implemented by officers to address customer satisfaction
issues. He provided a number of
statistics in respect of call volumes that evidenced how numbers
were reducing, enabling more calls to be answered inside target
timescales. The website now had a
feedback button for customers, and solutions were being
investigated that would enable customers to be contacted to assess
feedback. There was a focus on the high
volume areas including waste. In
Development Management, measures were being introduced that would
see more communication with customers.
Next steps were to make status updates available as an online
function.
A new process was
being rolled out in respect of how complaints were dealt with, and
more detail would be shared in the coming months.
One Member stated
that it would have been helpful to have received the update as a
written report in advance of this meeting. Another Member asked that Ward Members and Town
and Parish Councillors have access to the status updates on
planning applications.
Finally, the Lead
Member for Customer First confirmed that this had been an interim
update and a full report would be presented to the Overview and
Scrutiny Panel in due course.
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E.68/18 |
Reports of Other Bodies PDF 110 KB
a) Joint Development
Management Committee and Overview & Scrutiny Panel – 24
January 2019; and
b) Overview &
Scrutiny Panel – 24 January 2019
Additional documents:
Minutes:
E.68/18
RESOLVED
That the following be received and that any
recommendations contained therein be approved:
a)
Joint Development Management and Overview and
Scrutiny Panel – 24 January 2019
i.
OSDM.2/18 DEVELOPMENT
MANAGEMENT – PERFORMANCE UPDATE
It was then:
RESOLVED
That Council be RECOMMENDED that:
1.
the actions being taken to secure improved
performance within the Development Management Service be
endorsed;
2.
as part of the 2019/20 Budget Setting process,
support be given to the addition of a Level 5 Specialist, at a cost
of £29,000, within the Development Management service (to be
funded through planning income); and
3.
in the event of recommendation 2 (above) being
approved, a further service capacity review be undertaken by the
Overview and Scrutiny Panel six months after the additional Level 5
Specialist takes up their post.
ii.
OSDM.3/18 REVIEW OF FEES AND
CHARGES
RESOLVED
That
Council be RECOMMENDED that:
1.
the proposed fees and charges set out for Parks,
Open Spaces and Outdoor Sports (as outlined in Appendix A of the
presented agenda report) be approved;
2.
the proposed Environmental Health Charges (as
outlined in Appendix B of the presented agenda report) be
approved;
3. the proposed Fees and Charges
for Development Management (as set out in Appendix C of the
presented agenda report) be approved;
4.
delegated authority be given to the Group Manager
for Commercial Services and Section 151 Officer, in consultation
with the lead Executive Member, to set the Dartmouth Lower Ferry
Fees to take account of market conditions, including competitor
charges;
5.
there are no changes to the Car Park Charges for
2019/20, except for where this has been agreed as an alternative to
the implementation of Pay on Entry at public toilets (NB. a report
will be presented to the Executive in this respect in due
course);
6.
the proposed changes to Boat Storage Charges (as set
out in paragraph 3.7 of the presented agenda report) be
approved;
7.
delegated authority is given to the Group Manager
for Commercial Services and Section 151 Officer, in consultation
with the Portfolio Holder, to set the Commercial Waste charges,
once all the price modelling factors are known; and
8.
officers undertake a review into all aspects of fees
and charges related to zoo licensing, with these being reported
back to the joint Budget Consultation meeting in January
2020.
iii.
OSDM.4/18 BUDGET
PROPOSALS FOR 2019/20 ONWARDS UPDATE
The
Executive noted the recommendations under this item for
consideration with the Budget report later on the agenda (Item
9: Revenue Budget Proposals
2019/20)
It was then:
RESOLVED
That Council be RECOMMENDED that the
joint meeting supports:-
1.
the increase in Council Tax for 2019/20 of £5
(as outlined at paragraph 3.4 of the presented agenda
report);
2.
the financial pressures amounting to
£1,354,700 (as shown in Appendix A of the presented agenda
report);
3.
the net contributions to/from Earmarked Reserves
amounting to £782,300 (as shown in Appendix E of the
presented agenda report);
4.
the proposed savings of £1,060,226 for 2019/20
(as shown in Appendix ...
view the full minutes text for item E.68/18
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E.69/18 |
Quarter 3 Revenue Budget Monitoring 2018/2019 PDF 110 KB
Additional documents:
Minutes:
E.69/18
The Executive was presented with a report that
enabled Members to monitor income and expenditure variations
against the approved budget for 2018/19, and provided a forecast
for the year end position.
The Deputy Leader introduced the report and responded
to a number of queries.
It was
then:
RESOLVED
1.
That the forecast income and expenditure variations
for the 2018/19 financial year and the overall projected overspend
of £62,000 (0.7% of the total Budget £8.983 million) be
endorsed; and
2.
That Council be RECOMMENDED to transfer the
underspend on Homelessness Prevention into the Homelessness
Earmarked Reserve at the end of the 2018/19 financial year
(currently expected to be £30,000).
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E.70/18 |
Capital Programme Monitoring PDF 82 KB
Additional documents:
Minutes:
E.70/18
Members were presented with a report that advised
them of progress on individual schemes within the approved Capital
Programme, including an assessment of their financial
position.
It was noted that the monitoring of the Capital
Programme at Month 9 (end of December 2018) had not highlighted any
significant areas of concern to report to Members. The majority of capital projects were within the
existing capital budgets approved by Members. One of the schemes was overspent £2,342
(this equated to 0.08% of the 2018/19 capital budget of
£2,991,486 and was detailed in Appendix A of the presented
agenda report.
The Deputy Leader introduced the report.
It was
then:
RESOLVED
1.
That the content of the report be endorsed;
and
2.
That Council be RECOMMENDED that
£115,000 of the remaining capital programme contingency
budget of £248,399 be approved to be allocated to the two
capital projects set out in exempt Appendix B of the report as
shown below:
-
Salcombe Fish Quay Improvements; and
-
Modbury Millennium Bridge
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E.71/18 |
Budget Proposals for 2019/20 onwards update report PDF 577 KB
Additional documents:
Minutes:
E.71/18
Members were
presented with a report that set out the budget proposals for a
balanced budget for 2019/20. The
Council was currently forecasting a budget gap of £0.47
million for 2020/21.
The Leader
introduced the report and stated that all Members had the
opportunity to input into the process at the Joint Overview and
Scrutiny Panel and Development Management Committee meeting held on
24 January 2019.
During discussion,
one Member raised that surplus New Homes Bonus Funds should be
invested back into areas of the community that needed social and
affordable housing. In response, the
Leader advised that he expected a report to be forthcoming to the
next meeting of the Executive in March 2019 that related to housing
projects.
Members then agreed
that the letter written by the Leader to Ministers in respect of
the council tax loophole was excellent.
The Deputy Leader advised that copies had been sent to the MPs and
the Housing Minister and would be followed up. One Member felt that the Council could go further
and support a proposal to double council tax on second
homes.
It was
then:
RESOLVED
That Council be RECOMMENDED:
(i)
To increase Council Tax by £5 for 2019/20
(which equates to a Band D council tax of £165.42 for
2019/20, an increase of £5 per year or 10 pence per week
– as shown in paragraph 3.4 of the presented agenda report).
This equates to a Council Tax Requirement of
£6,315,689;
(ii) To approve the
financial pressures shown in Appendix A of the presented agenda
report (amounting to £1,383,700);
(iii) To approve the net
contributions to/from Earmarked Reserves of £714,300 as per
Appendix E of the presented agenda report;
(iv)
To approve the proposed savings of
£1,067,226 for 2019/20 as shown in Appendix A of the
presented agenda report;
(v) To approve the
proposed use of £500,000 of New Homes Bonus funding to
balance the 2019/20 Revenue Budget as shown in Appendix E of the
presented agenda report;
(vi) To
agree the Collection Fund Surplus of £112,000
as shown in Appendix B of the presented agenda report;
(vii) To
delegate to the S151 Officer, in consultation with the Leader and
Executive Member for Finance, to agree the final amount of New
Homes Bonus funding for the Dartmoor National Park Sustainable
Community Fund for 2019/20;
(viii) That the Council
Tax Support Grant paid to Town and Parish Councils is reduced by
9.85% for 2019/20 as per Appendix A of the presented agenda report.
This equates to a payment of £74,473 for 2019/20;
(ix) That the Council should set its total net
expenditure for 2019/20 as shown in Appendix B of the presented
agenda report as £8,832,752;
(x) That the minimum
level of the Unearmarked Revenue
Reserves is maintained at £1.5 million as per Section 10 of
the presented agenda report; and
(xi) That the level of reserves as set out within the
presented agenda report and the assessment of their adequacy and
the robustness of budget estimates are noted. ...
view the full minutes text for item E.71/18
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E.72/18 |
Capital Budget Proposals for 2019/20 PDF 87 KB
Additional documents:
Minutes:
E.72/18
Members were
presented with a report that set out the Capital Bids to the
2019/20 Capital Programme totalling £15,291,000 and a
suggested way that the Bids could be funded. All items within the proposed Capital programme
were based on budget estimates and would be subject to the normal
project appraisal procedures.
The Leader
introduced the report and he and the s151 Officer responded to
questions.
It was then:
RESOLVED
That Executive support:
1. The
content of the Capital Programme Proposals for 2019/20, which total
£1,290,000 (Appendix A of the presented agenda report
refers);
2. The
content of the Capital Programme Proposals for 2019/20, which total
£14,001,000 (Exempt Appendix B of the presented agenda report
refers); and
3. The
proposed financing of the 2019/20 Capital Programme of
£15,291,000 from the funding sources set out in Section 4 of
the presented agenda report.
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E.73/18 |
Future Governance Arrangements for Frontline Services (Waste and Cleansing) PDF 61 KB
Additional documents:
Minutes:
E.73/18
Members were
presented with a report that sought approval to amend the
Memorandum of Understanding to enable the mobilisation of the
contract, since the Council approved the award of a partnership
contract for the delivery of the services in scope, in December
2018.
The report also set
out the details of the setting up of a Partnership Board, as
required under the terms of the contract.
The Lead Member for
Commercial Services introduced the report.
It was then:
RESOLVED
(i)
That the recommendation of the Frontline Services
Project Board that the Memorandum of Understanding be amended to
include the mobilisation of the contract be approved;
and
(ii)
That the setting up of a Partnership Board as
outlined in principle and as required under the terms of the
contract be noted.
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E.74/18 |
Business Continuity Management Strategy and Work Programme PDF 44 KB
Additional documents:
Minutes:
E.74/18
Members were
presented with a report that presented a Business Continuity
Strategy and Work Programme for recommendation to Council for
approval. The report set out how the
Council was under a legal duty through the Civil Contingencies Act
2004 to have a suitable and sufficient Business Continuity Strategy
to ensure that at times of an emergency the Council could continue
to support the emergency services.
The Leader
introduced the report and advised that in reviewing the situation
following the ‘Beast from the East’ storm, and in view
of a recent Internal Audit report, that Business Continuity
arrangements were revised. The Senior
Specialist responded to questions.
In response to a
question regarding Brexit, both the Leader and the Group Manager
Customer First and Support Services updated Members on how matters
relating to Brexit were cascaded to local authorities and
information shared.
Finally, the Deputy
Leader thanked the Senior Specialist for his experience and
knowledge in respect of Business Continuity matters.
It was then
RESOLVED
(i)
That the Business Continuity Management Strategy,
and proposed work programme had been considered; and
(ii) That Council be RECOMMENDED that the Management
Strategy and work programme be adopted.
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E.75/18 |
Write Off Report PDF 134 KB
Minutes:
E.75/18
TheDeputy Leader
introduceda reportthat informed
Members of thedebtwrittenoff forrevenuestreamswithinthe Revenueand Benefitsservice. Debtsupto thevalueof £5,000werewrittenoffby the s151Officerunderdelegatedauthority. There were
noindividualdebts witha valueof morethan £5,000.
It wasthen:
RESOLVED
That it be noted that,
in accordancewithFinancialRegulations,the
s151Officerhasauthorisedthe write-offofindividualSouth Hams DistrictCouncildebtstotalling£64,820.21as
detailedinTables1 and2 of the presented agenda
report.
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E.76/18 |
Public Toilet Project PDF 67 KB
Additional documents:
Minutes:
E.76/18
Members were presented with a
report that asked for consideration of the recommendations for each
facility and approval to proceed.
The Lead Executive Member for
Commercial Services introduced the report and responded to
questions of clarity. It was confirmed that the final report on
this matter would be presented to the Executive at the next meeting
on 14 March 2019.
It wasthen:
RESOLVED
1.
That work continues with Totnes Town Council and Kingsbridge Town
Council to find suitable funding proposals to recover Pay on Entry
projected income at the following locations:
-
Totnes – Civic Hall, Coronation Road and
Steamer Quay; and
-
Kingsbridge – Fore Street
(Unless suitable funding
alternatives are offered locally before the 28 February 2019, then
Pay on Entry (PoE) equipment should be
installed at these facilities.)
2. That the proposed approach of Salcombe
Town Council (working in partnership with the Salcombe Harbour
Board) to take over the management and running of the Salcombe
Estuary Toilets for a 2 year trial period be endorsed. This
proposal requires a transfer of the service budget to facilitate
the pilot being agreed in detail.
(NB. Full details of the
proposal are outlined in amended Paragraph 2.4ii of the presented
agenda report and Appendix B.)
3. That the £9,000 request for the
repair to the roof at Mill Bay in recognition that this maintains a
facility which would otherwise have been permanently closed be
considered. (NB. This will need to be funded from the central
building and maintenance budget which the Council has for all its
assets.)
4. That the position be noted in respect
of public toilet facilities at:
• Holbeton;
• Newton Ferrers (Newton & Noss Parish); and
• Staverton.
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E.77/18 |
Pay & Display review PDF 60 KB
Additional documents:
Minutes:
E.77/18
Members were presented with a
report that considered the recommendation to amend Pay and Display
charges in accordance with the schedule at Appendix 1.
It wasthen:
RESOLVED
That Council be RECOMMENDED
to make the following amendments to the South Hams Off Street Parking Places Order:
1. Pay &
Display charges be amended in accordance with Appendix 1 of the
presented agenda report, following consultation with local
communities.
(NOTE: THESE DECISIONS, WITH THE EXCEPTION OF E.69/18
(2), E.70/18 (2), E.71/18 (2), E.74/18
(2) and E.77/18 WHICH WERE RECOMMENDATIONS TO THE COUNCIL MEETING
TO BE HELD ON 21 FEBRUARY 2019, WILL BECOME EFFECTIVE FROM 5.00PM
ON MONDAY 18 FEBRUARY 2019 UNLESS CALLED IN, IN ACCORDANCE WITH
SCRUTINY PROCEDURE RULE 18).
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