Agenda and draft minutes

West Devon Hub Committee
Tuesday, 29th January, 2019 2.00 pm

Venue: Chamber - Kilworthy Park. View directions

Contact: Email: Member.Services@swdevon.gov.uk 

Items
No. Item

*HC61

Apologies for absence

Minutes:

*HC 61           

Apologies for absence were received from Cllr A F Leech.

 

*HC62

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.

 

            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.

 

Minutes:

*HC 62           

Members were invited to declare any interests in the items of business to be discussed but none were made.

 

 

 

*HC63

Items Requiring Urgent Attention

To consider those items which, in the opinion of the Chairman, should be considered by the Meeting as matters of urgency (if any)

Minutes:

*HC63         

The Chairman agreed that the Commissioning Manager could raise an item that was considered urgent as it related to a workshop for Members that would take place the following week on Tuesday 5 February, 2019 regarding the Council’s Corporate Strategy.  The Commissioning Manager confirmed that the workshop would be led by Hub Committee Members who would each lead on a theme. The Leader confirmed that it was important for all Members to attend and share their experience to help develop the vision and delivery plan for each theme and in doing so set down the future of the Council through the Corporate Strategy.

 

 

*HC64

Confirmation of Minutes pdf icon PDF 31 KB

Minutes of meeting held 4 December 2018

Minutes:

*HC64         

The Minutes of the Hub Committee meeting held on 4 December 2018 were confirmed and signed by the Chairman as a correct record, subject to a correction to the minute numbering being made.

 

 

*HC65

Hub Committee Forward Plan pdf icon PDF 103 KB

Minutes:

*HC65          

Members were presented with the Hub Committee Forward Plan setting out items on the agenda for Hub Committee meetings for the next four months.  Minor amendments were noted and it was confirmed that the meeting of Hub Committee provisionally scheduled for 16 April 2019 has been cancelled.

 

 

 

*HC66

Quarter 3 Revenue Budget Monitoring 2018/19 -Cllr Edmonds pdf icon PDF 100 KB

Additional documents:

Minutes:

*HC66          

Members were presented with a report that enabled them to monitor income and expenditure variations against the approved budget for 2018/19, and provided a forecast for the year end position.

 

The Lead Member for Performance and Resources introduced the report. 

 

It was then RESOLVED that the forecast income and expenditure variations for the 2018/19 financial year and the overall projected underspend of £65,000 be noted.

 

*HC67

Capital Budget Monitoring 2018/19 -Cllr Edmonds pdf icon PDF 101 KB

Additional documents:

Minutes:

HC67         

Members were presented with a report that advised them of the financial position as at 31 December 2018 for the purposes of budget monitoring.  The majority of the capital projects were within the individual capital budgets approved by Members, with the exception of two schemes which were slightly overspent by £2,249 and £4,703 respectively (this equates in total to 0.03% of the 18/19 Capital Budget).  

 

The Lead Member for Performance and Resources introduced the report.

 

It was then RESOLVED that:

 

(i)        the contents of the report be endorsed; and

(ii)       Council be RECOMMENDED to fund the capital requirement of the Public Conveniences Pay on Entry equipment of up to £50,000 from the Strategic Change Earmarked Reserve.

 

 

 

*HC68

Revenue Budget proposals 2019/20 - Cllr Sanders pdf icon PDF 269 KB

Additional documents:

Minutes:

HC68          

Members were presented with a report that set out the Revenue Budget proposals for 2019/20, in line with the Medium Term Financial Strategy approved by Council on 25 September 2018.  The Council was currently forecasting a £504,242 budget gap by 2020/21 and the report set out proposals for the Council to achieve a balanced budget in 2019/20, as shown in Appendix B.

 

The Leader introduced the report.  He advised Members that there were two updates since the publication of the report, being a proposal to increase the establishment by one Level 5 Planning Officer and secondly, that Devon County Council (DCC) had confirmed that the Communities Together Fund (a Grant Fund whereby DCC allocated £1 per resident and WDBC allocated 10p per resident) would cease.  The result was a budget pressure for the WDBC allocation of the Planning Officer post and a saving of approximately £5,000 from the Communities Together Fund, as the previous papers had included this allocation. 

 

In light of the loss of the Communities Together Fund, and the difficulties Members faced in reducing grants to community groups and partnerships, Members discussed the possibility of creating a moderate fund (eg. £500 per Member) for each Member to be able to allocate to a specific purpose within their ward.  The rules of the fund could enable pooling to create a larger grant.  It was agreed that such a scheme should be proposed for consideration within the report to be presented to Council on 12 February 2019 setting out revenue budget proposals.

 

A number of Members thanked the Group Manager for Strategic Finance and her team for the work undertaken in producing the budget, and one Member quoted the positive comments in the recent Peer Review report.  The work of the Financial Stability Review Group and the Invest to Earn Group was also recognised.

 

The Leader concluded by thanking Members for their comments, and by stating that whilst it looked possible for the Council to balance it’s 2019/20 Budget, there were still difficult decisions to take and hard work to do in the future.

 

It was then RESOLVED that Council be RECOMMENDED to approve:

 

i)          The increase in Council Tax for 2019/20 of 2.99% (Band D of £231.63 for 2019/20 – an increase of 13 pence per week or £6.72 per year).

 

ii)         The financial pressures shown in Appendix A of £420,000*

 

iii)        The contributions to Earmarked Reserves of £120,000 and transferring the one-off 2019-20 budget surplus of £73,135 into the Future Financial Stability Earmarked Reserve to assist in meeting the predicted budget gap of £504,242* in 2020/21.

 

iv)        The savings of £684,700* as shown in Appendix A

 

v)         The use of £375,000 of New Homes Bonus funding to fund the 2019/20 Revenue Budget as set out in 4.6 of the report

 

vi)        The recommendations of the Financial Stability Review Group on Earmarked Reserves (set out in 10.2 and 10.3) and to agree for these to be recommended in the final Budget Proposals report for  ...  view the full minutes text for item *HC68

*HC69

Partnership Board Terms of Reference for Waste and Cleansing - Cllr Sampson pdf icon PDF 59 KB

Additional documents:

Minutes:

*HC69        

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 that:

 

(i)        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)       the setting up of a Partnership Board as outlined in principle and as required under the terms of the contract be noted.

 

*HC70

Adoption of Business Continuity Management Strategy and Work Programme - Cllr Sanders pdf icon PDF 53 KB

Additional documents:

Minutes:

HC70         

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.

 

It was then RESOLVED that:

 

(i)        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.

 

 

 

*HC71

Public Toilet Update - Cllr Sampson pdf icon PDF 77 KB

Additional documents:

Minutes:

*HC71        

Members were presented with a report that requested that Members note and endorse the progress made in respect of the public toilet review, in consultation with Parish Councils and local Ward Members.  This report also includes an update on the consultation feedback received from Okehampton Town Council and Tavistock Town Council in order that Members receive a complete service view.  The report further requested that Members make a recommendation to Council that the following public toilets should close by 31 March 2019:

        Buckland Monachorum – Bedford Bridge

        Dartmoor Forest – Princetown

        Okehampton – Market Street

        Tavistock – Bedford or Bus Station (depending on proposal from Tavistock Town Council).

 

The Lead Member for Commercial Services introduced the report and reminded Members that this was not an opportunity to reconsider facilities for closure.  The Head of Paid Service explained the reason for the revised Appendix A that had been circulated.

 

In respect of the figures within Appendix A, some Members queried the accuracy of the figures.  In response, the Head of Environmental Services Practice advised that not all facilities had specific meters and in some instances the costs were apportioned, for example across the cleansing contract.  To conclude the discussion, it was agreed that where the Council held the level of detail required, precise figures per individual facility would be circulated to Members in respect of the information presented in Appendix A.  Further, in view of the presented information not showing a breakdown of the costs, the Lead Member for Commercial Services amended the wording of the first recommendation to note rather than endorse.

 

It was then RESOLVED that:

 

(i)        the information in respect of the public toilet review for rural toilet facilities be noted; and

(ii)       in accordance with the resolution of 16 October 2018, the facilities which were not being taken over or in respect of which the requested contribution was not being made, the Committee noted that they will be referred to the Council meeting of 12 February 2019 for closure.

 

 

 

*HC72

Corporate Strategy Key Performance Indicators pdf icon PDF 52 KB

Additional documents:

Minutes:

*HC72        

Members were presented with a report that detailed progress made to date in developing key performance indicators related to the Corporate Strategy and also recommended next steps to improve Corporate Strategy reporting.

 

The Lead Member for Performance and Resources introduced the report.

 

It was then RESOLVED that the proposed actions as detailed in section 5 of the report be endorsed.

 

*HC73

Commercial Development Financing - Cllr Jory pdf icon PDF 95 KB

Minutes:

HC73         

Members were presented with a report that provided an update on the three in-borough developments that had been approved under delegated authority, and sought approval for how they would be funded through the pre-development, construction and initial letting period.

 

The Lead Member for Assets introduced the report and provided more detail on each of the proposed developments. He confirmed that there was considerable public interest in the proposals for Tavistock, and the Leader confirmed that a public meeting had been arranged to provide more details of the project to take place on the evening of 18 February, 2019.

 

It was then RESOLVED that Council be RECOMMENDED to:

 

1.      Undertake prudential borrowing of £10.631 million, to fund the commercial developments set out in Exempt Appendix A

2.      Allocate £468,700 of S106 funding (as described in paragraph 3.26) to part fund the Tavistock temporary accommodation development

3.      Utilise £139,000 of Affordable Housing budget to part fund the Tavistock temporary accommodation development

4.      Utilise the £100,000 Okehampton capital receipt to part fund the Okehampton retail hospitality pod development

Fund the £502,385 upfront borrowing costs during the construction period of the projects (as set out in Exempt Appendix A) from earmarked reserves as described in paragraph 3.29.

 

[NB:  Cllr Mott left the meeting during this item and before the vote]

 

*HC74

Capital Budget Proposals 2019/20 - Cllr Sanders pdf icon PDF 76 KB

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

 

 

Additional documents:

Minutes:

HC74         

Members were presented with a report that set out the Capital Bids to the 2019/20 Capital Programme and a suggested way they could be funded.  All items within the Capital Programme were based on budget estimates and would be subject to the normal project appraisal procedures.

 

The Leader introduced the report.

 

It was then RESOLVED that Council be RECOMMENDED to:

 

(i)        approve the Capital Programme proposals for 2019/20, which total (£500,000 (set out in Appendix A);

(ii)       approve the Capital Programme proposals for 2019/20, which total £5,553,000 (set out in Exempt Appendix C); and

(iii)      finance the 2019/20 Capital Programme of £6,053,000 from the funding sources set out in Section 4.

 

 

 

 

(NOTE: THESE DECISIONS, WITH THE EXCEPTION OF

HC 67 (2), HC 68, HC 70 (2), HC 73 and HC 74 WHICH ARE

RECOMMENDATIONS TO FULL COUNCIL

ON 12 FEBRUARY 2019, WILL BECOME EFFECTIVE

FROM WEDNESDAY 6 FEBRUARY, 2019 UNLESS CALLED IN,

IN ACCORDANCE WITH SCRUTINY PROCEDURE RULE 18).