Agenda and minutes

*HC 54         

Apologies for absence were received from Cllr J B Moody.

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 55         

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

Cllr N Jory declared a disclosable pecuniary interest in Appendix F of Item 9:  Medium Term Financial Position 2018/19, by virtue of being employed by Business Information Point.  He left the room for the duration of the debate on Appendix F of Item 9, and abstained from the vote;

Cllr G Parker declared a personal interest in Appendix F of Item 9:  Medium Term Financial Position 2018/19, by virtue of being the President of the Rotary Club.  The Rotary Club was instrumental in the organisation of the Devon Youth Games.  He remained in the meeting for the duration of the debate and took part in the vote.

Minutes of meeting held 28 November 2017

*HC56         

The Minutes of the Hub Committee meeting held on 28 November 2017 were confirmed and signed by the Chairman as a correct record.

A period of up to 15 minutes is available to deal with issues raised by the public

*HC57         

It was noted that the following public questions had been received:

From Ms Karen Nolan:

Does the Council accept that the provision of services in the community is more and more reliant on community organisations and volunteers?

In response, the Leader advised that a full written response would be sent in due course, and that he recognised the points being made.

From Mr Stuart Lord, in relation to proposed cuts in partner funding:

A – Why not keep grants in place till you have the proposed lottery in place?

Thus giving groups a chance to engage with the lottery and also find other alternative funding. It is very short notice for year 2018/19

B- Why have groups, not been given a chance to represent themselves (beyond writing a paragraph) and answer any questions, possible misconceptions about the work and impact of the group?

In the case of OCRA we are a multi-faceted group that works in a variety of ways delivering services, partnerships and activity; across West Devon that impact positively on; Health, Sport & Activity, Education, Special Needs, Young People and Adults of all ages, Community Development, Arts, Walking for Health, Support for clubs, groups, social enterprises, local business and volunteers, Tourism, bringing Capital and revenue projects /funding to the area. It would be great to represent that to you and the positive impact this has on West Devon as a place to live- work-play and visit

C- Whilst we have seen notes on some projects there is no evidence of how the Youth Games was reviewed. Could we see how it was represented in this process?

OCRA were never asked for any information on the Games or Team West Devon and its positive impact. All indications till an e-mail on the 19^th Jan was that this key funding was secure. We have been working since November in good faith on Team west Devon and the event in July 2018  

D. In supporting groups with that key core funding element, aren’t you already “crowdfunding” ? e.g. £2k is an important part of a £160,000+ joined up model of all the elements mentioned in question

In response, the Leader thanked Mr Lord for attending the meeting and advised that a full written response would be sent in due course.  He also noted that many Members in the room were involved with community groups and charities and they were not unsympathetic to the points raised.

*HC58         

Cllr Mott circulated an update on performance and matters within her areas of responsibility, and asked that Members keep her informed of any issues that arose from these areas. Members thanked Cllr Mott for her report and there were no questions arising.

HC59         

Members were presented with a report that enabled them to monitor income and expenditure variations against the approved budget for 2017/18, and provided a forecast for the year end position.

The Lead Member for Resources and Performance introduced the report and he and the Finance Business Partner responded to questions of clarity.  In response to concerns regarding the cost of maintaining Kilworthy Park when a significant proportion of the building was empty, Members were advised that a report would be presented to the March meeting of the Hub Committee to consider all available options.

It was then RESOLVED that:

1)      The forecast income and expenditure variations for the 2017/18 financial year and the overall projected underspend of £45,000 be noted; and

Council be RECOMMENDED to transfer the:

2)      income surplus (of up to £10,000) into a Support Services Trading Opportunities Earmarked Reserve at the end of the 2017/18 financial year.  This is expected to be £10,000 and was generated by HR and Finance in providing support to other Councils on their Transformation Programmes;

3)      underspend on the Leisure budget (of up to £57,000) into the Leisure Earmarked Reserve at the end of the 2017/18 financial year;

4)      additional planning income of £40,000 into the Planning Policy and Major Developments Earmarked Reserve at the end of the 2017/18 financial year.

*HC60         

Members were presented with a report that advised of the financial position as at 31 December 2017 for the purposes of budget monitoring.  All capital projects were within the individual capital budgets approved by Members and therefore capital schemes were within budget.

The Lead Member for Resources and Performance introduced the report.

It was then RESOLVED that the report be endorsed.

HC61         

Members were presented with a comprehensive report that set out the latest financial position for West Devon Borough Council including the savings realised through shared services with South Hams District Council, the revised projected budget gap following the work undertaken in the Members’ Budget Workshop, and the formation of a cross party Member Group to look at options for securing financial stability in the longer term.

The Leader introduced the report and he and the s151 Officer responded to questions.  Members had a detailed debate on this Item, and during discussion, the following points were raised:

·       One Member raised concerns over the proposal to introduce a fee for the duty planning service, as he felt the charge would discourage people from using the service and the resulting impact would be on planning officers who were already busy;

·       The fees charged for car parking would cover the costs of provision of the service rather than being referred to as an income target;

·       The Lead Member for Commercial Services provided a comprehensive update of the outcomes of the Car Parking Strategy Group meeting and confirmed that a written update would be circulated to all Members.  Some Members felt that modelling should be undertaken to assess the impact of reducing car park charges rather than increase them;

·       Members debated going paperless, some Members supported whilst other Members raised concerns.  It was agreed that the proposed saving should remain;

·       Members had a lengthy debate on Appendix F.  Some Members noted the financial situation that the Council would be in when balancing the budget for 2019/20, and stated that every penny was vitally important.  Other Members appreciated the work of the groups and organisations listed within Appendix F and wanted to continue to support them financially.  During discussion an amendment was PROPOSED, SECONDED and on being put to the vote declared LOST, that the grant to Devon Youth Games be reinstated.  An amendment was then PROPOSED, SECONDED and on being put to the vote declared CARRIED, that the grant to OCRA be reinstated.  A further amendment was then PROPOSED, SECONDED and on being put to the vote declared LOST, that the proposed cut in grant to both CAB and CVS be deferred for a further year;

·       Members had a discussion regarding the proposal to reduce the membership of the Hub Committee.  Concerns were raised over the additional workload on Hub Members if the Committee reduced in size to six.  It was then PROPOSED, SECONDED and on being put to the vote declared CARRIED, that the reduction in Hub Committee membership be deferred to the Political Structures Working Group for further consideration with the potential saving therefore being removed from the list.

In concluding the debate on this item, Members discussed the importance of early work in preparation for budget setting the following year.  The Executive Director (SD&CD) confirmed that work would start on the budget for 2019/20 once the budget for 2018/19 had been finalised.  The Leader confirmed that a range  ...  view the full minutes text for item *HC61

HC62         

Members were presented with a report that set out a draft Air Quality Strategy, devised in co-ordination with Devon County Council, and sought approval to present the Strategy for consultation.

The Leader introduced the report. In response to questions, the Senior Specialist Environmental Health explained how monitoring took place. 

It was then:

RESOLVED that Council be RECOMMENDED that a public and statutory consultation be commenced on the proposed Air Quality Strategy (at appendix 1 of the presented agenda report).

*HC63         

Members were presented with a report that sought adoption of the Local Enforcement Plan, the Planning Enforcement Member Engagement Protocol and endorsed the actions as set out in section 3 of the presented report.  The report and appendices had previously been presented to Overview and Scrutiny Committee (Minute *O&S31 refers), and their comments were included within the report.

The Lead Member for Customer First introduced the report, and the CoP Lead Development Management responded to questions of clarity.

It was then RESOLVED that:

a)         The Local Enforcement Plan (as outlined at Appendix 1) be adopted;

b)         The Planning Enforcement Member Engagement Protocol (as outlined at Appendix2) be adopted;

c)          That authority be delegated to the CoP Lead Development Management, in consultation with the lead Hub Committee Member for Customer First, to make any minor amendments to the Plan, Protocol and Actions prior to their adoption; and

d)         It be noted that the Overview and Scrutiny Committee had requested a review within the next six months of the Plan, Protocol and Actions being adopted.

PART TWO ITEMS 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

*HC64         

Members were presented with a report that sought approval of the revised Local Validation List for planning applications, following a review that had been undertaken.  The National Planning Policy Framework set out that local authorities should publish a list of their information requirements for planning applications.

The Lead Member for Customer First introduced the report.  In so doing, she asked that an additional recommendation be added that gave delegated authority for minor amendments to be made. 

It was then:RESOLVED that:

a)        The revised local validation list be approved; and

b)        Authority be delegated to the CoP Lead Development Management in consultation with the Lead Member for Customer First to make minor amendments to the document prior to its publication.