Agenda and minutes

to approve as a correct record the minutes of the meeting of the Council held on 25 November 2021;

60/21

The minutes of the Council meeting held on 25 November 2021 were confirmed as a true and correct record.

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;

61/21    

Members were invited to declare any interests in the items of business to be considered during the course of the meeting and these were recorded as follows:

Cllr G Pannell declared a non-registrable interest in agenda item 12(d): ‘Notice of Motions’ (Minute 69/21(d) below refers) by virtue of the proximity of his home to an existing Community Composting site and remained in the meeting during the debate and vote thereon.

to consider business (if any) brought forward by the Chairman;

62/21                    

The Chairman informed that he had exercised his discretion to permit two items to be brought forward to this meeting.  These were:

1.         The recommendation arising from the Audit Committee Meeting held on 9 December that related to the ‘External Auditor Appointment’ (Minute A.22/21 refers).  This item was to be brought forward to this Meeting in light of the associated time constraints and would be considered at agenda item 9(h) (Minute 66/21(h) below refers); and

2.         The two Notices of Motion that had been submitted by Cllrs Hodgson and Rose and had been omitted from the published agenda due to an administrative error.  The Chairman confirmed that these Motions would be considered at agenda items 12(c) and (d) respectively (Minutes 69/21(c) and 69/21(d) below refer).

63/21                    

The Council was presented with a report that outlined the recommendations of the Executive in respect of a series of draft revenue and capital budget proposals for 2022/23 to 2024/25 (Minute E.79/21 refers).

In their respective introductions, the Leader and Deputy Leader set out the final budget recommendations arising from the Executive meeting held on 27 January 2022.  In so doing, particular reference was made to the proposals in relation to the ‘Step On’ Deposit Scheme and Community Composting Scheme initiatives.

During the ensuing debate, reference was made to:

(a)      the proposed levels of Unearmarked Reserves.  A Member questioned the justification for the proposal to retain the minimum operating level of Unearmarked Reserves at £2 million.  In reply, the Leader advised that this operating level had been proposed in line with the CIPFA  (Chartered Institute of Public Finance and Accountancy) recommendations and was mindful of the significant uncertainties in relation to future local authority funding reforms;

(b)     Gypsy and Traveller sites.  With regard to funding provision for potential Gypsy and Traveller sites, it was agreed that a Briefing Note would be provided to Members outside of this Council Meeting;

(c)      amendment number 1.  In accordance with Budget and Policy Framework Procedure Rule 7(J), an amendment had been received by the Head of Paid Service at least four working days before this Council Meeting.  The amendment had been received by Cllrs Birch and Brazil and read as follows:

‘That Council resolves not to increase Council Tax for 2022/23 and will retain it at the level set for 2021/22.  The proposed revenue loss of £200,000 be replaced by an allocation out of the New Homes Bonus (mentioned in part 4 of the agenda report recommendation).  The subsequent reduction in the Affordable Housing Earmarked Reserve be covered by a transfer of £200,000 out of the Business Rates Retention Earmarked Reserve.

The agenda report recommendations at parts 1 to 12 of the budget proposals be amended accordingly.

During his introduction, the proposer made particular reference to:

-        the significant rising costs of living and any increase in Council Tax being unwelcome to South Hams residents; and

-        residents having been badly served by the Council’s Waste and Recycling Contractor.  As a result, a Council Tax freeze would be a means for the Council to apologise for the poor service received by residents.

In debating the amendment, the following points were raised:

(a)       Whilst sympathising with the intent of the amendment, a number of Members highlighted the compounding implications to the Base Budget that would be brought about through freezing Council Tax that would hamper the Council’s financial sustainability in future years;

(b)      In support of the amendment, some Members echoed the comments expressed by the proposer during his introduction;

(c)       Some Members made the point that the District Council precept only equated to 8% of the overall Council Tax bill.  Therefore, in the event that all of the other precepting authorities increased their respective precepts, then residents would still see an increase  ...  view the full minutes text for item 63/21

64/21

The Council considered a report that sought agreement to delegate the approval of a policy to administer the COVID 19 Additional Relief Fund (CARF) Scheme to the Council’s Section 151 Officer, in consultation with the Rate Relief Panel.

It was then:

RESOLVED

That delegated authority be granted to the Section 151 Officer, in consultation with the Leader, Deputy Leader and the lead Executive Member for Communities (the three Members of the Council’s Rate Relief Panel) to administer the COVID 19 Additional Relief Fund (CARF) Scheme.

65/21

Consideration was given to a report that presented the draft Calendar of Meetings for 2022/23 for adoption.

In discussion, some specific amendments were suggested to the draft Calendar.  As a way forward and, in recognition of the knock-on effect of making amendments, an amendment was PROPOSED and SECONDED that read as follows:

That the draft Calendar of Meetings for 2022/23 (as set out at Appendix A of the published agenda report) be approved, subject to further changes being delegated to the Head of Paid Service, in consultation with the Leader and the Chairman of Council.

When put to the vote, the amendment was declared CARRIED.

It was then:

RESOLVED

That the draft Calendar of Meetings for 2022/23 (as set out at Appendix A of the published agenda report) be approved, subject to further changes being delegated to the Head of Paid Service, in consultation with the Leader and the Chairman of Council.

to receive and as may be necessary approve the minutes and recommendations of the under-mentioned Bodies:

(* Indicates minutes containing recommendations to Council).

66/21

RESOLVED

That the minutes and recommendations of the undermentioned bodies be received and approved subject to any amendments listed below:-

(a)      Development Management Committee – 10 November 2021

(b)      Salcombe Harbour Board – 15 November 2021

(c)       Executive – 2 December 2021

E.65/21: Month 7 Revenue Budget Monitoring 2021/22

RESOLVED

That up to £120,000 be applied from the Salary Savings Earmarked Reserve and £80,000 from the Sustainable Waste Management Earmarked Reserve in 2021/22 to support additional salary costs in 2020/21 (as set out in Section 3.3 of the published agenda report presented to the Executive Meeting).

E.67/21: Revenue and Capital Budget Proposals for 2022/23 to 2024/25

RESOLVED

That the Council continue to be part of the Devon Business Rates Pool for 2022/23, subject to there being no announcements within the Finance Settlement (expected to be announced in mid-December) which in the opinion of the Section 151 Officer (in consultation with the Leader of Council and the lead Executive Member for Finance) would change this recommendation.

E.68/21: Planning Improvement Plan – Phase 3 Case Management Resources and Enforcement

RESOLVED

That authority be delegated to the Head of Paid Service, in consultation with the lead Executive Member for the Built and the Natural Environment and the Director of Strategic Finance, to recruit additional staffing where there is a clear and demonstrable increase in planning applications and/or demand on the service, provided that the increase in staffing can be adequately covered by the additional income generated.

(d)      Development Management Committee – 15 December 2021

(e)      Development Management Committee – 19 January 2022

(f)       Overview and Scrutiny Committee – 20 January 2022

(g)      Executive – 27 January 2022

(h)      Audit Committee – 9 December 2021

(Minute 62/21 above refers)

A.22/21: External Auditor Appointment

RESOLVED

That South Hams District Council opts into the national arrangement for the procurement and appointment of external auditors, through Public Sector Audit Appointments, by 11 March 2022.

67/21                    

The Chairman informed the Meeting that no Public Questions had been received for consideration at this Meeting.

to consider the following question(s) (if any)  received in accordance with Council Procedure Rule 8.

68/21                    

It was noted that no Questions on Notice had been received in accordance with Council Procedure Rule 8.

to consider the following motions received (if any) in accordance with Council Procedure Rule 10.1

a.         From Cllr Brown and Cllr Pearce

‘That the Council acknowledges the intention of Plymouth City Council to declare a National Marine Park in Plymouth Sound, which could impact areas within the authority of South Hams District Council.

South Hams District Council welcomes the appointment of an Interim CEO for Plymouth Sound National Marine Park.

This Council emphasises the importance of existing protected landscape designations within areas that could in future be located within the proposed National Marine Park, including the South Devon AONB, SSSIs and Heritage Coast.

That the proposed National Marine Park should aim to complement and enhance the existing landscape designations’.

b.        From Cllr Bastone and Cllr Hawkins

South Devon NHS System

(Background: On 17th December Members were invited to a briefing by Chris Knights of the NHS Torbay and South Devon Foundation Trust on the Trust’s intention to build a digital infrastructure as part of the Building a Brighter Future programme. The slides to this presentation may be found in the attached appendix

In summary, NHS Torbay and South Devon Foundation Trust have been allocated £3.7 billion government funding as part of the Government’s New Hospital Programme. As part of the investment a single integrated electronic patient record will be developed. This will become the foundation of all the digital solutions across all services (adult social care, community services and hospital services). It will replace more than 20 core systems, which currently do not talk to or with one another.  Implementing an EPR is a major undertaking but it is critical to enable the delivery of a fully integrated care across all services and will benefit patients and staff.

The attached slides present the need for change and the benefits to the patient that the new system will provide.

Community Wellbeing is a key theme in the Councils Corporate Strategy “Better Lives for All”. Improving access to services is a key part of improving health and wellbeing in the District. This single integrated patient record should enable residents to receive a more joined up service between key services that support residents’ health and wellbeing.

As part of the Business Case the NHS Torbay and South Devon Foundation Trust require the support of key stakeholders such as South Hams District Council. This motion of support is proposed to support the business case.)

We therefore propose the motion:

“For the benefit to health and wellbeing of our residents, South Hams District Council supports the intention of the Torbay and South Devon NHS Foundation Trust to develop an integrated electronic patient record and improve the customer experience across all adult social care, community services and hospital services.”

69/21                   

It was noted that four Motions on Notice had been received in accordance with Council Procedure Rule 10.1:

(a)      By Cllrs Brown and Pearce

‘That the Council acknowledges the intention of Plymouth City Council to declare a National Marine Park in Plymouth Sound, which could impact areas within the authority of South Hams District Council. South Hams District Council welcomes the appointment of an Interim CEO for Plymouth Sound National Marine Park. This Council emphasises the importance of existing protected landscape designations within areas that could in future be located within the proposed National Marine Park, including the South Devon AONB, SSSIs and Heritage Coast. That the proposed National Marine Park should aim to complement and enhance the existing landscape designations’.

In his introduction, the proposer made particular reference to:

o    the lack of prior consultation;

o    the designation of a National Marine Park having to compliment the South Devon AONB; SSSIs and Heritage Coast; and

o    the project being an exciting one and that he looked forward to seeing how it progressed.

In the ensuing debate, an amendment to the motion was PROPOSED and SECONDED that read as follows:

‘That the Director of Place and Enterprise writes to the Interim CEO for Plymouth Sound National Marine Park requesting a meeting with officers and ward Members impacted by the proposal, to ensure the declaration is fully consulted on.’

Members discussed the amendment and, in support, recognised the importance of Member involvement and engagement in the project.

When put to the vote, the amendment was declared CARRIED.

It was then:

RESOLVED

That the Council acknowledges the intention of Plymouth City Council to declare a National Marine Park in Plymouth Sound, which could impact area within the authority of South Hams District Council.

South Hams District Council welcomes the appointment of an Interim CEO for Plymouth Sound National Marine Park.

This Council emphasises the importance of existing protected landscape designations within areas that could in future be located within the proposed National Marine Park, including the South Devon AONB, SSSIs and Heritage Coast. 

That the Director of Place and Enterprise writes to the Interim CEO for Plymouth Sound National Marine Park requesting a meeting with officers and ward members impacted by the proposal, to ensure the declaration is fully consulted on.

That the proposed National Marine Park should aim to complement and enhance the existing landscape designations. 

(b)      By Cllrs Bastone and Hawkins

“South Devon NHS System

(Background: On 17th December Members were invited to a briefing by Chris Knights of the NHS Torbay and South Devon Foundation Trust on the Trust’s intention to build a digital infrastructure as part of the Building a Brighter Future programme. The slides to this presentation may be found in the attached appendix.

In summary, NHS Torbay and South Devon Foundation Trust have been allocated £3.7 billion government funding as part of the Government’s New Hospital Programme. As part of the investment a single integrated electronic patient record will be developed.  ...  view the full minutes text for item 69/21