Agenda and minutes

to approve as a correct record and authorise the Chairman to sign the minutes of the meeting of the Executive held on 18 June 2015;

E.09/15          

The minutes of the meeting of the Executive held on 18 June 2015 were confirmed as a correct record and signed by the Chairman.

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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;

E.10/15          

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:

During discussion of Item 9 – ‘Capital Programme Monitoring Report’ (Minute E.14/15 refers), Cllr Bastone declared a personal interest by virtue of being a past president of the Rowing Club and an Honorary member of Dartmouth Yacht Club.  He remained in the meeting but abstained on the vote taken on those issues that related specifically to Dartmouth.

a period of up to 15 minutes is available to deal with questions submitted to the Council in accordance with the Executive Procedure Rules;

E.11/15          

It was noted that no public questions had been received.

to consider a report that seeks to approve the award criteria for the joint leisure service procurement project for South Hams District Council and West Devon Borough Council

E.12/15          

Members were asked to consider a report that sought approval of the award criteria for the joint leisure service procurement project for South Hams District Council and West Devon Borough Council, sought agreement that West Devon Borough Council be nominated as the Lead Council for the purposes of the joint procurement for leisure services and that Members adopt the Memorandum of Understanding which set out the principles of collaboration and joint procurement.

The Leader introduced the report (as it related to commissioning), and then the Portfolio Holder for Customer First set out the background to the report and drew Members attention to the award criteria as set out in the presented report.  He concluded by stating that West Devon Borough Council had already received and approved the recommendations within the report.

During discussion, a number of Members commented on the duty of the district council to support the health and wellbeing of residents.  Whilst provision of leisure centres was not a statutory responsibility, there was a responsibility to support health and wellbeing. One Member felt that this responsibility sat with the NHS rather than council taxpayers.  Members also stated that the procurement process should make reference to outreach and innovation in ways of thinking to make sure health and wellbeing was accessible. 

Members were reminded that the discussion today related only to confirmation of the award criteria, not whether or not the Council should be providing leisure services.  Members were also advised that the Project Board would not be making the final decision but they would report back on the outcome of their work. 

A Member asked that green travel be included to ensure affordable access.  The COP Lead Specialist confirmed that outreach and green travel matters would be incorporated.  In response to a question regarding provision in Ivybridge, he advised that there were specific issues in Ivybridge and this item today did not change previously agreed matters.  Assurances were given to the meeting that Ivybridge specific matters would be discussed with the appropriate local ward Members.

It was then:

RESOLVED

1.       That the award criteria for the joint leisure service procurement project for South Hams District Council and West Devon Borough Council (as set out in para 3 of the presented agenda report) be approved;

2.       That, in accordance with para 11 of the Joint Collaboration Agreement, West Devon Borough Council be nominated as the Lead Council for the purposes of the joint procurement for leisure services; and

3.       That the Memorandum of Understanding which sets out the principles of collaboration and joint procurement be adopted (subject to any final wording amendments being delegated to Lead Specialist – Place and Strategy in agreement with the Portfolio Holder).

to consider a report that updates Members on the position of the T18 Programme

E.13/15          

Members considered a report that set out the progress to date on the T18 Transformation Programme, and updated Members in respect of the waste round review.

The Leader introduced the report and advised Members that major strides were being made and the next few months were critical.  He also drew their attention to the breakdown of budget and spend contained within the report.

One Member had forwarded questions relating to the report and stated that the table presented on page 34 of the presented agenda papers was difficult to assess as it did not include forward budget predictions.  She also raised a question relating to the software for the channel shift plan and how effective it was for a rural location.  The Executive Director (SD&CD) responded that the software system was not the only method of obtaining this information and, although the cost was reasonable, it was important to ensure value for money and this would continually be reviewed.  In response to the first question regarding forward budget predictions, the Leader advised that the information was available and gave a verbal summary of the position and confirm that this would be included with the Members Bulletin.

The Deputy Leader reported positive feedback regarding the Locality team and advised that they were already having an impact in the community.

The Portfolio Holder for Support Services advised that this area was now on schedule and accepted that standards may fall but only in the short term during a period of learning.

One Member asked that climate change mitigation be included as a risk.  In response, the Executive Director (SD&CD) advised of ways in which the whole programme was in tune with climate change mitigation and was seen as an opportunity rather than a risk.  The Member replied that it would be important that this was not lost.

The COP Lead Specialist (Finance) responded to questions related to the likely final spend for implementation by advising that the only outstanding costs were for the Phase 2 recruitment exercise and this would bring the total cost of implementation and design of the future operating model to approximately £191,000.

It was then:

RESOLVED

1.       That progress to date on the T18 Transformation Programme be noted; and

2.       That the waste round review originally scheduled to take place in September 2015 be delayed to take place during 2016.

to consider a report that advised Members of the progress on individual schemes within the approved capital programme, including an assessment of their financial position

E.14/15          

Members were asked to consider a report that advised of the progress on individual schemes within the approved capital programme, including an assessment of their financial position.

The Leader referred this report to the Portfolio Holder for Support Services, and he then drew Members attention to the key details contained.  The Portfolio Holder for Assets reminded Members that the minutes of the previous meeting stated that a decision would be made during consideration of this agenda item following a request by another local Ward Member to transfer funds within the Capital Programme from the slipway at Dartmouth to the Indoor Pool, to facilitate a link corridor between the pool and the existing leisure centre.  Members briefly discussed this and it was then PROPOSED, SECONDED and on being put to the vote declared CARRIED, that the request not be accepted and the funds remain in their current place within the Capital Programme. 

A Member raised a query regarding the Task and Finish Group set up previously to look at Disabled Facilities Grants.  The Chairman of the Overview and Scrutiny Panel confirmed that he would look into this matter.  Another Member noted the importance of these grants.

It was then:

RESOLVED

1.       That the report be noted; and

2.       That the underspend on £45,151 of the Disabled Facilities Grant budget for 2014/15 be carried forward and added to the 2015/16 Disabled Facilities Grant (DFG) budget of £600,000 (giving a total DFG budget of £645,151 for 2015/16) be agreed.

(NOTE: THESE DECISIONS WILL BECOME EFFECTIVE FROM 5.00PM ON MONDAY, 3 AUGUST 2015 UNLESS CALLED IN, IN ACCORDANCE WITH SCRUTINY PROCEDURE RULE 18).