Items
No. |
Item |
E.51/22 |
Minutes PDF 323 KB
to approve as a correct record
the minutes of the meeting of the Executive held on 13 October
2022;
Minutes:
E.51/22
The minutes of the Executive
meeting held on 13 October 2022 were confirmed as a true and
correct record.
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E.52/22 |
Declarations of Interest
In accordance with the Code of
Conduct, Members are invited to declare any Disclosable Pecuniary
Interests, Other Registerable Interests and Non-Registerable
Interests including the nature and extent of such interests they
may have in any items to be considered at this meeting;
Minutes:
E.52/22
Members and officers were invited to declare any interests in
the items of business to be considered during the course of this
meeting, but there were none made.
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E.53/22 |
Public Question Time PDF 198 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.53/22
The Leader informed that no public questions had been
received in accordance with the Executive Procedure
Rules.
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E.54/22 |
Executive Forward Plan PDF 422 KB
Minutes:
E.54/22
Members were presented with the
most recently published version of the Executive Forward Plan that
set out items on the agenda for Executive meetings for the next
four months and duly noted its contents.
In discussion, the following
points were raised:
(a)
Members noted that the Quarter 1 and Quarter 2 Write
Off Report for 2022/23 had since been deferred for consideration to
the next Executive meeting (to be held on 31 January
2023);
(b)
The Executive expressed its wish for the
‘Planning Improvement Plan – Six Month Progress
Review’ to be considered before the May 2023 local
elections.
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E.55/22 |
Revenue and Capital Budget Proposals 2023/24 PDF 901 KB
Additional documents:
Minutes:
E.55/22
Consideration was given to a report that outlined the
draft revenue and capital budget proposals for 2023/24 to
2025/26.
In discussion, particular reference was made
to:
(a)
the current capital bidding
process. At the request of the
Executive, officers set out the current capital bidding process and
advised that, in future years, it would be amended to enable
greater Member input at an earlier stage. This point was welcomed and the Leader asked that,
if any Members had any requests that they wished to be considered
for inclusion for the 2023/24 Financial Year, then they must let
either Members of the Executive or their Group Leader know at the
earliest possible opportunity;
(b)
the increases in external audit
fees. Despite receiving an explanation
from the Section 151 Officer regarding the increases in external
audit fees, some Members were of the view that audit process for
all local authorities were no longer fit for purpose or represented
good value for money;
(c)
recommendation 5. In reply to a question, the Chief Executive wished
to firstly apologise to the Chairman of the Overview and Scrutiny
Committee that he had not been made aware of the proposal for an
Advisory Committee to be established to consider the draft Budget
Proposals for 2023/24 prior to the agenda papers having been
published. For clarity, the intention
of this recommendation was to enable for all non-Executive Members
to have an opportunity to consider the draft Budget for 2023/24
which, in light of the recent changes in Committee membership,
would not now have been possible via a joint meeting of the
Overview and Scrutiny and Development Management
Committees.
It was then:
RESOLVED
i)
That the forecast budget gap for 2023/24
of £195,616 (1.7% of the Projected Net Budget for 23/24 of
£11.43million) and the position for future years be
noted;
ii)
That the timescales for closing the
budget gap in 2023/24 and future years to achieve long term
financial sustainability be noted;
iii)
That the current level of Unearmarked and Earmarked Reserves (as set out in
Appendix C of the published agenda report) be noted, as well as the
net contributions to Earmarked Reserves modelled for 2023/24 (as
set out in Appendix D of the published agenda report);
iv)
That the outline initial proposals for
the Capital Programme for 2023/24 of £2.070 million (as set
out in Appendix E of the presented agenda report) be noted (with
Full Business Cases to be presented to Members as part of the
January 2023 budget cycle of meetings).
And that Council be RECOMMENDED:
v) to set up an advisory Committee
comprising of all Non-Executive Members to meet in January 2023, to
consider the 2023/24 Revenue and Capital Budget Proposals and make
recommendations to the Executive on the Budget Proposals (meeting
date proposed of Thursday 19 January 2023); and
vi)
that South Hams District Council continues to be part of the Devon
Business Rates Pool for 2023/24, subject to there being no
announcements within the Finance Settlement (expected to
...
view the full minutes text for item E.55/22
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E.56/22 |
Better Lives for All - Quarter 2 Integrated Performance Management Report PDF 104 KB
Additional documents:
Minutes:
E.56/22
Members considered a report
that set out the Integrated Performance Management report covering
the Quarter
2 period. The report also highlighted the strategic risk profile of
the Council, performance against key indicators and an overview of
the capital programme
.
During discussion, the
following points were raised:
(a)
A local Ward Member drew attention to the comments
regarding the Caravan Club at Steamer Quay, Totnes. In so doing, the Member expressed his
disappointment at the apparent lack of progress being made in
respect of the validation of the planning application and the
agreement of the lease on this site. In
reply, officers committed to providing a progress update to local
Ward Members outside of this meeting;
(b)
A Member recognised the reliance on agreed time
extensions in determining planning applications and welcomed the
earlier comment that the Planning Improvement Plan would be brought
back to the Executive during the early months of 2023 (Minute
E.54/22 above refers).
It was
then:
RESOLVED
That the progress in delivery of the Better Lives
for All thematic delivery plan and the overall strategic
performance of the Council be noted.
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E.57/22 |
Customer Access Strategy & Contact Centre Update PDF 172 KB
Additional documents:
Minutes:
E.57/22
Consideration was given to a report that provided a
progress update on the Council’s Customer Access
Strategy
In discussion, the following points were
raised:
(a)
Although
not forcing all residents to interact with the Council digitally,
the improved effectiveness of the online service would encourage
those who preferred to conduct their business with the Council
online to do so, thereby releasing capacity and improving
effectiveness for those residents who preferred to contact the
Council by telephone or book an appointment to visit in
person;
(b)
It was
noted that the proposal to offer a Home Visiting service was to be
launched imminently and would offer the most vulnerable amongst the
Council’s residents the opportunity to meet with Council
staff in their own homes. Visiting
Officers had been trained in a number of different subject areas
and had developed the expertise to offer assistance and signposting
on a wide range of matters. The Home Visiting Service was widely
welcomed by Members;
(c)
With
regard to partnership working, it was confirmed that the Council
had increased its work with local partners (for example Citizens
Advice and the Community Voluntary Service), with a view to
offering vulnerable residents a more expansive and joined up
service;
(d)
Concerns
were raised regarding how the Council could ensure that its message
would reach those most in need. In response it was confirmed that a
new text messaging service was to be introduced and that Local Ward
Members were key in advising their local residents and Town and
Parish Councils of the services available and how these could be
accessed. In expanding upon the point,
a Member highlighted that Town Council offices were open during the
week and there was scope for the District Council to access its
residents through this means. Finally,
all Members recognised that the Strategy currently omitted to make
reference to the fact that residents should contact their local
Ward Member(s) if they were unable to gain a
response from the
Council;
(e)
Some Members raised their concerns about
the lack of a fully operational Reception facility at Follaton House. In reply, it was confirmed that a
Virtual Reception was proposed to be introduced in the New Year
whereby members of the public could access the building to use
telephones and computers to initiate contact with Council
staff. In addressing concerns that an
unmanned reception was unsatisfactory for many residents and the
consequent detrimental impact on tenants, a Member stated that
travel to Follaton House was not easy
or convenient for many of those living outside the Totnes
area. As a result, improving other
methods of contacting the Council benefitted many residents and
released resource to help support residents in other
ways;
(f)
A Member
queried whether the new digital service had specifically taken
account of those residents with partial or total hearing loss. In
response, it was confirmed that, although the Council’s
telephony system was voice only, Council staff had access to video
calling and that once initial contact had ...
view the full minutes text for item E.57/22
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E.58/22 |
Cost of Living Crisis: Plans for Household Support Allocation PDF 162 KB
Minutes:
E.58/22
The Executive was presented
with a report that provided information on the latest round of
Government funding and set out a range of options for how the fund
could be administered to best help those in the most
need.
In the ensuing debate, it was
stated that:
(a)
The Household Support Fund was to open today (1
December 2022) and would close on 31 March 2023, with all Funds
needing to be administered by that time. Members highlighted that
the Council had an excellent track record with regard to the
efficient distribution of Grant funding;
(b)
A Member queried the possibility that some payments
could be made before Christmas. Officers replied that, whilst they
would not wish to over commit, it was hoped that, in some cases
where the Council held all necessary details, some payments could
be administered later in the month;
(c)
Clarity was sought on how eligibility for payments
would be decided and whether or not any funds would be held in
reserve for any residents with a sudden and desperate need for
help. By way of a comfort, officers
confirmed that there were funds in reserve for any such residents
in desperate need;
(d)
Members welcomed the discretionary element of the
Scheme which afforded the Council the opportunity and discretion to
develop its own eligibility criteria but it was requested that
further clarity be added to part 1 of the recommendation set out in
the presented agenda report.
As a result, an amendment to recommendation 1 was PROPOSED, SECONDED and, when put to the vote, declared
CARRIED that the Executive:
‘Instructs
officers to take immediate steps to progress support payments of
£650 to working age households who are
not
receiving Passported
Benefits
but are receiving Council Tax Reduction on 1 December
2022;’
It was
then:
RESOLVED
1.
That officers be instructed to take
immediate steps to progress support payments of £650 to
working age households who are not receiving Passported Benefits, but are receiving Council Tax
Reduction on 1 December 2022;
2.
That officers be instructed to take
immediate steps to progress support payments of £300 to
households in receipt of council tax disabled band reduction on 1
December 2022;
3.
That officers be instructed to work with
partners to distribute slow cookers and cookbooks, electric
blankets, warm clothing and sleeping bags to households based on
need and that £10,000 from the Fund is ring-fenced for this
purpose; and
4.
That the use of the balance of the
funding for an open application process from low-income households
most in need of support be approved.
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E.59/22 |
Housing Crisis Update - Summary report of actions PDF 188 KB
Additional documents:
Minutes:
E.59/22
The Executive considered a report that provided and
update on the progress made against the Council’s Housing
Crisis Declaration. The report also sought approval of a Section
106 offsite affordable housing contribution for a development in St
Anns Chapel.
In the ensuing discussion, reference was made
to:
(a)
the
progress that was being made following the Housing Crisis
Declaration. Members wished to put on
record their thanks to the Head of Housing and her Housing Team for
the progress that was being made;
(b)
the
challenges and negative impact arising from the increased provision
of short-term lets in the South Hams.
In providing an update to the meeting, the Leader advised that
there was an increased recognition at Central Government level over
the challenges associated with high numbers of short-term lets in
the South Hams. Furthermore, there was
also national recognition that the Local Housing Allowance was no
longer fit for purpose;
(c)
the
Ropewalk site at Kingsbridge. Members
confirmed that they were committed to working in partnership with
the Town Council to bring forward a suitable scheme and that no
views had yet been reached with regard to the most appropriate
delivery option for this site;
(d)
the St
Anns Chapel development. The pace of the development at St Anns Chapel was commended and its local benefits
were recognised. Nonetheless, a Member
expressed his concerns over the cost of the development and his
hope that, upon its completion, a project review would be
undertaken;
(e)
a second
homes premium on Council Tax. A number
of Members welcomed the pending Central Government legislation to
enable for local authorities to charge a premium on Council Tax for
second homeowners.
It was then:
RESOLVED
1.
That the progress against the Housing
Crisis Declaration be noted; and
2.
That the allocation of Section 106
funding for affordable housing at St Anns Chapel be approved.
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E.60/22 |
Waste and Recycling Services Update PDF 365 KB
Minutes:
E.60/22
The Executive was presented with a report which set
out the progress made to date with the transfer of the Waste and
Recycling Service and the costs incurred to date on the service
transfer.
In discussion, the following points were
raised:
(a)
The lead Executive Member for Environment
highlighted the overall success of the transfer and stated that
performance had been far better than had been expected. When questioned on why this had been the case, the
Member stated that this was largely attributed to hard work and
open and regular communication; collaborative working and use of
local knowledge and experience of all members of staff;
(b)
Whilst acknowledging the reasons for the
delay, the lead Member expressed some disappointment that a Food
Waste collection service could not be offered yet. Officers informed that it was hoped that such a
service could be provided by June 2023;
(c)
In response to a query around current
take up of the new Garden Waste Service, it was confirmed that
4,122 subscriptions had so far been secured with a target of 11,500
needed for the service to break-even. A
Member proceeded to question how members of the public who were not
able to subscribe via the Council website could sign up to the
Scheme.
In reply, it was confirmed that the
subscriptions could be taken over the phone by means of the
Council’s main switchboard number and that all Contact Centre
staff were able to manage such requests. Finally, the need for a communications campaign to
be undertaken to increase take up was recognised;
(d)
In light of recent staff recruitment and
retention issues, officers provided an update to the
meeting. In so doing, officers stated
that a successful recruitment exercise had been recently undertaken
and, as a result, it was likely that the reliance upon Agency staff
to fill positions would fall from around 30% to nearer the national
average of 10-15%.
It was then:
RESOLVED
1.
That the successful transfer of the
service, the improvement in service performance and the key
operational risks that the service is operating under be
noted;
2.
That the approach to improving the
service throughout the transitional period (as set out in Section 4
of the presented agenda report) be endorsed; and
3.
That the work underway to build a
comprehensive budget forecast for the current operating phase and
prepare financial projections of the service beyond the transition
phase be noted.
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E.61/22 |
Motorhomes Policy Review PDF 561 KB
Minutes:
E.61/22
Members considered a report that set out the findings of the
Pilot Motorhome Home Policy that had been in operation for the past
year.
In the
ensuing debate, the following points were raised:
(a)
Whilst the site at Longmarsh Car Park had proven to be the most
successful during the Pilot, it had also received the most number
of complaints. The lead officer summarised the headline areas for
which complaints had been received and emphasised that the Council
had taken enforcement action against anti-social behaviour and had
issued a number of penalty charge notices;
(b)
Specifically regarding the Caravan Club at Totnes,
local Ward Members had received concerns from the site owners in
respect of the competition being generated from the Longmarsh Car Park site. In countering these concerns, other Members stated
that the Council was offering a different service to that being
operated by the Caravan Club and indeed other
campsites;
(c)
A Member asked that additional signage be placed in
some locations as the site in Kingsbridge was not clearly
signposted and as a result some Motorhomes had stopped in an
incorrect nearby car park;
(d)
When questioned, officers stated that the policy
would continue to evolve and the ability remained for additional
sites to come forward.
It was then:
RESOLVED
That the permanent adoption of the Motorhome Policy
be approved for the following car parks only:
-
Longmarsh Car Park, Totnes;
-
Leonards Road Car Park, Ivybridge;
-
Poundwell Meadow Car Park, Modbury;
- Park
& Ride Car Park, Dartmouth; and
-
Cattlemarket Car Park,
Kingsbridge
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E.62/22 |
Devon Carbon Plan PDF 314 KB
Minutes:
E.62/22
Members were presented with a report which provided
details of the Devon Carbon Plan and also provided an update on the
progress made against the Council’s Climate Change Strategy
and Action Plan.
In debate, it was confirmed that much of the
Council’s work to date on its own Climate Change Strategy and
Action Plan had been aligned with the work undertaken by Devon
County Council and it was hoped that this approach would
continue.
It was
then:
RECOMMENDATION
That Council be RECOMMENDED
to:
1. endorse the ambition and objectives
set out within the Devon Carbon Plan; and
2. revise its Climate Change Strategy and
Action Plan to show how it will contribute to delivering the Devon
Carbon Plan.
(NOTE: THESE DECISIONS, WITH THE EXCEPTION OF
MINUTES E.55/22 (PARTS V and VI) & E.62/22 WHICH ARE
RECOMMENDATIONS TO THE COUNCIL MEETING TO BE HELD ON 15 DECEMBER
2022) WILL BECOME EFFECTIVE FROM 5.00PM ON MONDAY, 12 DECEMBER 2022
UNLESS CALLED IN, IN ACCORDANCE WITH SCRUTINY PROCEDURE
RULES
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