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 45          

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

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

*HC 46  

The Chairman advised that the Business Survey that the Council sent out to businesses within the Borough would be out within the next two days.

Minutes of meeting held 19 December 2016

*HC 47           

The Minutes of the Hub Committee Meeting held on 15^th December, 2016 were confirmed and signed by the Chairman as a correct record.

HC 48             

Members were presented with a report that set out how the Council’s Medium Term Financial Strategy was based on a financial forecast over a rolling five year timeframe to 2021/22 which would help to ensure resources were aligned to the outcomes in Our Plan. 

The forecast was intended to provide a framework within which decisions could be made regarding the future service provision and council tax levels whilst building an approach that guaranteed West Devon Borough Council’s longer term viability.

The Leader presented the report and he and the s151 Officer responded to a number of detailed questions on facts presented within the report.  In addition, questions were asked of the Specialist Affordable Housing, Operational Manager Environment Services and COP Lead Development Management in relation to specific Earmarked Reserves, cost pressures and capital bids and the amounts recommended for 2017/18. 

Members had more detailed discussions and shared their views on the proposal to charge for garden waste (as detailed in Exempt Appendix F of the presented agenda report).  The Executive Director (SD&CD) gave a detailed explanation in relation to the budget pressures that currently existed within the Planning Community of Practice.

It was then RESOLVED that Council be RECOMMENDED:

(i)         to increase Council Tax by £5 (which equates to a Band D Council Tax of £218.39 for 2017/18, an increase of £5 per year or 10 pence per week). This equates to a Council Tax requirement of £4,356,612 (as shown in Appendix B of the presented agenda report));

(ii)      that the financial pressures as outlined in Appendix A of the presented agenda report (amounting to £735,571) be approved;

(iii)     that the contributions to Earmarked Reserves (amounting to £277,000) be approved;

(iv)    to approve the waste budget pressures (as outlined at Appendix F of the presented agenda report) in order to allow the final managed service award to be made in line with the resolution of Minutes HC41 and CM 27;

(v)     that the proposed savings of £473,171 (as set out in Appendix A of the presented agenda report) be approved;

(vi)    that the Collection Fund surplus of £178,000 be agreed;

(vii)    that an ICT Earmarked Reserve is created of £42,000 as set out in paragraph 6.15 of the presented agenda report.

(viii)   that £700,000 of New Homes Bonus funding be used to balance the 2017-18 Revenue Budget, subject to review by the s151 Officer of the £200,000 capital bid proposed for Affordable Housing.

(ix)    that £100,000 of the Budget Surplus Contingency Earmarked Reserve be used to fund £50,000 for the Joint Local Plan and £50,000 for five additional case managers within Development Management for a period of one year (as outlined at paragraph 10.6 of the presented agenda report;

(x)     that the final figure for the Total Net Expenditure of the Council for 2017/18 is to be calculated by the S151 Officer, in light of the discussions and recommendations by the Hub Committee at this meeting, with the final figure being reported to Council on 7  ...  view the full minutes text for item *HC48

HC 49             

Members were presented with a report that set out how the Council had been exploring the possibility of establishing a Local Authority Controlled Company (LACC) jointly with South Hams District Council.  A Joint Steering Group (JSG) consisting of Members from both Councils had been formed to consider further detailed information and to make a final recommendation to the Council in respect of the LACC Proposal.  Having fully considered the matter, the JSG had concluded that there were no legal or technical matters that would prevent the Councils implementing a LACC. 

However, there were significant additional initial costs (particularly Pensions contributions) in establishing a LACC and therefore the recommendation to both Councils was to not proceed with the implementation of a LACC as currently proposed.  The full JSG recommendations were set out in Appendix 1 to the presented report.   The JSG recognised the value of holding regular meetings to discuss matters affecting both Councils (such as shared services arrangements and particularly around exploring further options to meet both Councils’ financial challenges) and recommended that these meetings continue to consider future opportunities.

The Leader presented the report and responded to questions.  He confirmed that the revised terms of reference for the JSG would be circulated to the wider membership.  He also confirmed that a broad scope of options would be drawn up for consideration.  Members then discussed the implications on the waste contract for West Devon Borough Council and the Solicitor was able to provide advice on the Council’s current position.

It was then RESOLVED that Council be RECOMMENDED that:

1.     the recommendations of the Joint Steering Group (as at presented    Appendix 1) be noted;

2.     the Joint Steering Group continue to meet with revised terms of reference being put into place to consider other options in respect of shared arrangements and financial challenges with South Hams District Council;

3.     the first priority from West Devon Borough Council is for the Joint Steering Group to consider options for establishing a reduced scope LACC with the priority on delivering Waste and associated services;

4.     the revised terms of reference for the Joint Steering Group be delegated to the Executive Director (Strategy and Commissioning) in consultation with the Leader of the Council and the Leader of the Independent Group; and

5.     the remaining funding for the LACC project be earmarked to fund further work by the Joint Steering Group within their revised terms of reference.

HC 50               

Members were presented with a report that set out the rationale for not proceeding with a previously approved principle of utilising the Invest to Earn reserve to acquire two properties within West Devon and instead recommended investment into CCLA’s Local Authorities’ Property Fund.  It was recommended that a sum of £500,000 be invested.

The Deputy Leader introduced the report and responded to questions.  One of his key points was that this should be viewed as a longer term investment of at least five to ten years.  Whilst the latest position in respect of progressing with a LACC led some Members to urge caution before any investment was made, a majority of Members felt that the Council had waited long enough and it was important to move quickly to secure better rates as soon as possible.

It was then RESOLVED to RECOMMEND to Council that:

1.     the sum of £500,000 from the earmarked ‘Invest to Earn’ reserve be used to invest in CCLA’s (CCLA Investment Management Limited’s) Local Authorities Property Fund as detailed in section 5 of the presented agenda report, with the investment being placed at the beginning of the 2017/18 financial year; and

2.     a Member Working Group be set up to work with officers to evaluate other invest to earn, income and efficiency opportunities for future consideration by the Council.

HC 51                         

Members were presented with a report that sought approval of the presented ICT Strategy.

The Lead Member for Support Services introduced the report and the Executive Directors responded to questions and updated Members on the latest position with Civica.  Members raised a number of points in respect of the Council website and were advised that the new version would be launched very soon.  In addition, there were minor points made in respect of the content of the ICT Strategy document.

It was then RESOLVED that Council be RECOMMENDED to approve the ICT Strategy Document.