Agenda and minutes

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.

            If Councillors have any questions relating to predetermination, bias or interests in items on this Agenda, then please contact the Monitoring Officer in advance of the meeting.

*HC 40             

Members were invited to declare any interests in the items of business to be discussed and the following were made:

Cllr Edmonds declared a personal interest in item 16:  ‘Supporting the Formation of a South West Mutual’ (Minute HC 52 below refers) by virtue of one of the trustee directors being a former bank colleague and living near him, and he remained in the meeting and took part in the debate and vote thereon;

Cllr Leech declared a personal interest in item 11:  ‘Okehampton Land Disposal’ (Minute *HC 47 below refers) by virtue of being a member of Okehampton Town Council and he remained in the meeting and took part in the debate and abstained from taking part in the vote.

Minutes of meeting held 16 October 2018

*HC41           

The Minutes of the Hub Committee meeting held on 16 October 2018 were confirmed and signed by the Chairman as a correct record.

*HC42          

RESOLVED

That in accordance with Section 100(A)(4) of the Local Government Act 1972, the public and press be excluded from the meeting during consideration of the following item of business as the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A to the Act is involved.

*HC43         

(Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information)

The Lead Member for Commercial Services provided an exempt verbal update to Members on the progress of the Waste Procurement project.  A report would be presented to the next full Council meeting on Tuesday, 4 December 2018.

*HC44         

RESOLVED

That the public and press be re-admitted to the meeting.

*HC45          

In accordance with the Council decision at its meeting on 27 March 2018 (Minute CM 73 refers) for updates to be included as a standing agenda item,  the Lead Member for Assets and Environment presented Members with a briefing note that provided an update on the recent work of the Financial Stability Review Group.  He also confirmed that a further note would be circulated to Members setting out cost savings to date.

During discussion, the Lead Member and the s151 Officer responded to a number of questions and provided updates as follows:

·           The s151 Officer would be corresponding with colleagues at Devon County Council and the Actuary to discuss options related to the pension strategy e.g. affordability considerations.  Currently, the Council’s pension deficit would be repaid in 17 years, whilst other authorities within Devon had a longer payback time. 

·           The s151 officer had met with the Treasury Minister for Local Government, who had intimated that negative revenue support grant would be eliminated for 2019/20.

·           16 Members had completed the budget survey and the results would be incorporated into the budget savings that would be reported to the next meeting of the Hub Committee on 4 December 2018.  One of the outcomes of the survey was that the majority of Members were not minded to support the investment with the CCLA.

·           The s151 officer expected the New Homes Bonus baseline threshold to rise from 0.4% to 0.6%.  If this was the case, it would mean that New Homes Bonus would only be paid after the building of approximately 150 properties.

·           The s151 officer confirmed that training would be arranged for Members on Treasury Management, in advance of the full Council meeting in January 2019.

HC46        

Members were presented with a report that sought recommendation to full Council of the adoption of the revised Health and Safety Policy Statement. 

The Council was required to prepare a written health and safety policy statement by the Health and Safety at Work Act 1974.  The policy should be agreed and signed off by the Head of Paid Service and Leader of Council.

The Leader of Council introduced the report and outlined the importance of the document.  One Member confirmed that at no point had she been asked to complete a risk assessment, despite Members being exposed to the same risks as officers.  In response, the COP Lead Environmental Health confirmed that health and safety training would be included in the Member Induction Programme in May 2019.  He also confirmed that the focus had been on high risk activities as per the agreed health and safety work programme, but there would be further work on all elements of health and safety.  The Head of Paid Service confirmed that prior to presentation at Council, the Policy Statement would be amended to ensure reference to Members.

ItwasthenRESOLVED that the Hub Committee RECOMMEND to Council that the revised policy be adopted and signed by the Head of Paid Service and Leader of Council.

*HC47        

Members were presented with a report that set out details of land transfers from the Borough Council to Okehampton Hamlets Parish Council and Okehampton Town Council.  It was presented to Hub Committee because one of the transfers had included a public toilet.

The Lead Member for Assets and Environment introduced the report. In response to a query regarding change of use, the COP Lead Assets confirmed that the transfer would state that the land could not be used for another use, without the permission of the local authority.  He did not feel it was an explicit condition, but rather an implied one.

It was then RESOLVED that the land transfers to Okehampton Hamlets Parish Council and Okehampton Town Council (as set out in the presented agenda report) be noted.

HC48              

Members were presented with a report that sought approval to tender for works to refurbish Brook Street Car Park, and to recommend to full Council that the contract be awarded to the bidder who scored highest, and to fund the share of the cost that was the responsibility of the Council from the Car Parking Maintenance Earmarked Reserve.

The Lead Member for Commercial Services presented the report.  Some Members felt it may not be appropriate for the Hub Committee to make recommendations to Council without knowledge of the cost of the work, and therefore recommendations 2 and 3 were amended to include ‘with the approval of the s151 officer in consultation with the Lead Hub Member’.

It was then RESOLVED that:

1.      to tender for the work required to refurbish Brook Street car park and stairwells be approved;

That Hub Committee RECOMMEND to Council that, subject to the approval of the s151 officer, in consultation with the Lead Hub Member, that:

2.      the contract be awarded to the bidder who scores highest during evaluation; and

3.      the 40% share of cost payable by the Council is funded from the Car Parking Maintenance Earmarked Reserve.

*HC49         

Members were presented with a report that anticipated expenditure of funds already held by West Devon Borough Council, and those committed in s106 agreements yet to be triggered by development.  Approval would enable a long term and comprehensive approach to be taken to projects and allow Town and Parish Councils, community groups and other organisations to plan and phase projects and maximise chances to gain match funding from other sources.

The Lead Member for Customer First presented the report and the Specialist Place Making responded to questions.

It was then RESOLVED that:

1.      The release or allocation of s106 funds for Open Space, Sport and Recreation projects as set out in the report be approved;

2.      Where a project is identified, that agreement of specific details be delegated to the relevant Specialist in consultation with the local Ward Member(s) and the Portfolio Holder for Customer First;

3.      Where an Open Space, Sport and Recreation Plan is proposed, that agreement of details of specific projects within the plan be delegated to the relevant Specialist in consultation with the local Ward Members(s) and the Portfolio Holder for Customer First; and

4.      Agreement to any substitution of alternative projects to those identified in Table 1 of the presented agenda report shall be delegated to the relevant Specialist in consultation with the local Ward Member(s) and Portfolio Holder for Customer First, subject to the alternative being in accordance with the s106 agreement and meeting pooling restrictions.

*HC50        

Members were presented with a report that detailed the scores achieved by the Council as part of a recent Institute of Customer Service customer satisfaction benchmark survey.  It also included recommended next steps to improve the Council’s customer satisfaction scores.

The Lead Member for Customer First introduced the report.  During discussion some Members felt that the presented recommendation 3, stating that progress against the Customer Service Action Plan should be a standing agenda item at every Hub Committee, should be amended, as this monitoring was a scrutiny function.  It was PROPOSED, SECONDED and on being put to the vote declared CARRIED, that recommendation 3 be amended to Overview and Scrutiny Committee rather than Hub Committee.

It was then RESOLVED that:

1.      The results from the recent Customer Satisfaction Survey be noted and the proposed actions as detailed in section 5 of the report be endorsed;

2.      The proposed Customer Service Standards as detailed in Appendix D of the report be supported; and

3.      The Overview and Scrutiny Committee be asked to amend its Work Programme whereby ‘Progress against the Customer Service Action Plan’ be included as a standing agenda item for consideration.

 HC51       

The Heart of the South West Joint Committee was formally established in January 2018 by the councils and organisations involved since 2015 in the devolution partnership.  The Committee was tasked with improving productivity across the Heart of the South West (HotSW) area in collaboration with the HotSW LEP and other organisations as necessary.

Members were presented with a report that summarised the progress made by the Joint Committee over recent months in key areas of activity and set out actions proposed in the coming months.  The report included specific recommendations for consideration.

The Leader introduced the report. 

It was then RESOLVED that the Hub Committee RECOMMEND to Council to:

(a)    Note the progress report setting out the work of the Heart of the South West (HotSW) Joint Committee since its establishment in March 2018;

(b)    Agree to delegate the development and endorsement of the HotSW Local Industrial Strategy (LIS) to the HotSW Joint Committee (noting that final approval of the HotSWLIS rests with the HotSW Local Enterprise Partnership (LEP) and the Government);

(c)    Note the Heart of the South West Joint Committee Budget statement for 2018/19 (as set out in Appendix B of the presented agenda report) and that in accordance with the decisions taken at the time the Committee was established the Council will be asked to make an annual budgetary provision (£1,400 for West Devon Borough Council) to meet the support costs of the Joint Committee in line with the 2018/19 contribution.  Final clarification on any additional 2019/20 Heart of the South West Joint Committee budget requirement will be provided following the completion of the review of the Joint Committee’s role, function and management support arrangements and development of its work programme for 2019/20; and

(d)    Agree the Budget and Cost-sharing Agreement (as set out in Appendix B of the presented agenda report).

HC52         

Members were presented with a report that sought a recommendation to full Council to support the formation of the South West Mutual.  A previous presentation had outlined to Members the benefits that a South West Mutual Bank would bring to the community.  The report clearly set out the potential risks of investment at this stage.

The Lead Member for Economy presented the report and explained that the investment requested should be considered as a grant.  During discussion, some Members confirmed their support for the principle of the South West Mutual, but had reservations regarding financial support at this time as the benefits to Small and Medium sized Enterprises (SMEs) would take some time to materialise and whether this was the best use of these funds at the current time.

It was noted that a number of authorities across Devon intended to support the proposal, and, on balance, the positive outcomes from supporting the proposal would outweigh the reservations.

It was then RESOLVED that Hub Committee RECOMMEND to Council to:

1.      Approve the granting of £49,995 from the 2018/19 business rate pilot gain in order to support the formation of South West Mutual as detailed in section 3 and Appendix 2 of the report;

2.      If recommendation 1 is approved, Delegate authority to the Group Manager, Business Development, to conclude the ordinary share acquisition; and

3.      Agree that, where possible, officers support the formation of the mutual by promoting it to local authorities within the South West.

PART TWO ITEMS ARE THOSE WHICH MAY BE TAKEN IN THE ABSENCE OF THE PUBLIC AND PRESS ON THE GROUNDS THAT EXEMPT INFORMATION IS LIKELY TO BE DISCLOSED (if any)

If any, the Committee is recommended to pass the following resolution:

“RESOLVED that under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the Meeting on the grounds that exempt information may be disclosed as defined in the paragraphs given in Schedule 12A to the Act.”

This document can be made available in large print, Braille, tape format, other languages or alternative format upon request. Please contact the Committee section on 01822 813664 or email darryl.white@swdevon.gov.uk

*HC53         

Cllr Roberts updated the Committee on the latest position with a number of services within her area, including the following:

Customer Contact Centre – the number of calls to the Contact Centre was decreasing, and the wait time for calls to be answered was also declining but this was more variable. 

A pilot had been running since August 2018 that saw Customer Contact Centre staff sitting with Benefits Case Managers, and this had reduced the call waiting time for Benefits calls from seven minutes to one minute.

Localities – a briefing had been presented to the last Overview and Scrutiny Committee meeting, which gave full information on the service.

A further Localities issue was the Okehampton ‘office’ which currently provided a service for two days a week.  Initial figures showed that there was a customer visiting every 35 minutes, but if collection of recycling boxes is taken out of the figures, then there is a customer every one hour and forty eight minutes.  The Member confirmed that a Task and Finish Group would be reviewing this provision in the upcoming months and there was Hub Committee Member representation on this Group.

Finally, there had been a dip in Development Management performance during August 2018 as a result of a staff shortage.  One post had now been filled but this employee would not start until February 2019, and in the meantime agency staff were being used.  In spite of this, performance for October 2018 had improved.

There were no questions arising from the update, and the Chairman thanked the Lead Member for a succinct and comprehensive update.

(NOTE: THESE DECISIONS, WITH THE EXCEPTION OF

HC46, HC48 (2), (3), HC51 AND HC52, WHICH ARE

RECOMMENDATION TO FULL COUNCIL ON 4 DECEMBER, 2018

WILL BECOME EFFECTIVE FROM WEDNESDAY

28 NOVEMBER 2018 UNLESS CALLED IN, IN

ACCORDANCE WITH SCRUTINY PROCEDURE RULE 18).