Agenda and minutes

CM 1  

The Mayor invited Dr Andrew Larner, Chief Executive of iESE, to step forward and formally present him with the following national awards that the Council had gained at a recent Improvement and Efficiency Social Enterprise (iESE) event:

-       The ‘Council of the Year’; and

-       A gold award for ‘Transforming through People.’

In presenting the awards, Dr Larner paid tribute to the Council and felt that the authority was a real credit to the whole public sector.

CM 2  

Cllr R Cheadle moved the appointment of Cllr J Sheldon as Mayor for the ensuing year and Cllr K Ball subsequently seconded the motion.

No other nominations were received and upon the motion being submitted to the meeting, it was declared to be CARRIED and “RESOLVED that Cllr J Sheldon be appointed Mayor for the ensuing year”.

The retiring Mayor and newly elected Mayor left the Council Chamber so that Cllr J Sheldon could be invested with the civic regalia.  The retiring Mayor also invested Mrs Sheldon with the Mayoress’s Badge of Office.

Upon returning to the Council Chamber, the newly elected Mayor, Cllr J Sheldon, made the declaration of Acceptance of Office, signed the Register and addressed the Council.

Cllr J Sheldon then chaired the rest of the meeting.

Cllr N Jory proposed a vote of thanks to the retiring Mayor.  The proposition was seconded by Cllr T G Pearce.

Cllr J Sheldon then invested Cllr D W Cloke and Mrs Cloke with the Past Mayor’s and his Consort’s Medallions.

The retiring Mayor, Cllr D W Cloke proceeded to address the meeting.

CM 3  

The Mayor called for nominations for the position of Deputy Mayor.

One nomination was received as follows:

Cllr J B Moody         proposed:        Cllr N Jory

                                    seconded:     Cllr T G Pearce

There being no other nominations, it was declared to be CARRIED and “RESOLVED that Cllr J B Moody be appointed as Deputy Mayor for the ensuing year”.

The Deputy Mayor then made the Declaration of Acceptance of Office and signed the register and the Mayor invested Cllr J B Moody with the Deputy Mayor’s Insignia. 

Cllr J B Moody then addressed the Council.

CM 4  

An apology for absence was received from Cllr A Roberts.

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 Summons, then please contact the Monitoring Officer in advance of the meeting.

CM 5

The Mayor invited Members to declare any interests in the items of business to be considered during the course of the meeting, but there were none made.

To approve and adopt as a correct record the Minutes of the

Meeting of Council held on 5 April 2016.

CM 6  

It was moved by Cllr P R Sanders, seconded by Cllr R E Baldwin and upon the motion being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Council agree the Minutes of the 5 April 2016 meeting as a true record.”                  

CM 7

The Mayor advised that he had omitted to make reference in his initial address to his chosen charity for his year of office.

The Mayor proceeded to advise that the Margaret Green Animal Rescue was to be his chosen charity.  The Rescue charity ran the Wingletang kennels, who worked with the Council to home stray and lost dogs across West Devon.

A copy of the Constitution can be found at www.westdevon.gov.uk/constitution

CM 8  

It was moved by Cllr R F D Sampson, seconded by Cllr P R Sanders and upon the motion being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Council adopt the revised Constitution for the forthcoming year”.

The Mayor then signed the bound copy of the Constitution for 2016/2017.

(i)         Hub Committee

            Meeting held on 19^th April 2016                                                                     

            Unstarred Minutes to agree

            Members are recommended to agree:

HC 73 Options for Future Garden Waste Service

Design

RESOLVED to RECOMMEND that the Waste Working Group Option C (as set out in the agenda report presented to the Hub Committee) to provide an opt in, charged garden service with collection from reusable sacks, be approved, to take effect from 1 April 2017 or on commencement of the waste contract (if later).

HC 74 Review of Long Term Parking Scheme

RESOLVED to RECOMMEND approval of the continuation of the long stay parking scheme in Okehampton and Tavistock.

HC 75 Review of Corporate Complaints Policy

RESOLVED to RECOMMEND that:-

1.  the revised Corporate Complaints Policy (as presented at Appendix 1 of the agenda report to the Hub Committee meeting) be adopted; and

2.  authority be delegated to the Monitoring Officer in consultation with the lead Hub Committee Member to make any minor amendments as deemed necessary.

HC 76 Draft Calendar of Meetings 2016/17

RESOLVED to RECOMMEND that the Calendar of Meetings for 2016/17 be approved (as set out in Appendix A of the published Hub Committee minutes).

HC 77 Resources to Deliver Income Generation

Proposals

RESOLVED to RECOMMEND that a permanent level four grade specialist post, shared between South Hams and West Devon (on a 60% SH / 40% WD split) be recruited to support the further investigation and delivery of income generation proposals approved at full Council on 5 April 2016 (as detailed in paragraph 3 of the agenda report presented to the Hub Committee meeting).

CM 9              

            a. Hub Committee – 19 April 2016

It was moved by Cllr P R Sanders, seconded by Cllr R E Baldwin and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 19 April 2016 meeting be received and noted, with the exception of Unstarred Minutes HC 73, HC 74, HC 75, HC 76 and HC 77”.

In respect of the Unstarred Minutes:

i.          HC 73 – Options for Future Garden Waste Service

The lead Hub Committee Member for Commercial Services introduced this Unstarred Minute and highlighted the degree of local concern that had become apparent since the recommendations had been initially made by the Committee.

It was therefore deemed appropriate for further work to be undertaken on the options for the future garden waste service before a decision was made.  In the ensuing debate, there was general support expressed for this suggestion.

As a consequence, it was then moved by Cllr R F D Sampson, seconded by Cllr P R Sanders and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Council urgently refer back to the Waste Working Group “Option C” for further consideration. 

Specifically, the service be considered in terms of financial implications, risk of an increase in fly-tipping in the event of charges being introduced and more detailed proposals for the promotion of home composting.  An expanded report is then requested to be presented to the next available Hub Committee meeting.”

ii.         HC 74 – Review of Long Term Parking Scheme

It was moved by Cllr R F D Sampson, seconded by Cllr R J Oxborough and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that approval be given to the continuation of the long stay parking scheme in Okehampton and Tavistock.”

iii.        HC 75 – Review of Corporate Complaints Policy

It was moved by Cllr P R Sanders, seconded by Cllr R E Baldwin and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that:-

1. the revised Corporate Complaints Policy (as presented at Appendix 1 of the agenda report to the Hub Committee meeting) be adopted; and

2. authority be delegated to the Monitoring Officer, in consultation with the lead Hub Committee Member, to make any minor amendments as deemed necessary.”

iv.        HC 76 – Draft Calendar of Meetings 2016/17

It was moved by Cllr P R Sanders, seconded by Cllr R E Baldwin and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Calendar of Meetings for 2016/17 be approved (as set out in Appendix A of the published Hub Committee minutes).”

v.         HC 77 – Resources to Deliver Income Generation Proposals

It was moved by Cllr P R Sanders, seconded by Cllr R E Baldwin and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that a permanent level four grade  ...  view the full minutes text for item CM 9

CM 10

a.         Leader

It was moved by Cllr R F D Sampson, seconded by Cllr R E Baldwin and upon the motion being submitted to the Meeting was declared to be CARRIED and “RESOLVED that Cllr P R Sanders be appointed Leader of the Council for the ensuing year.”

b.         Deputy Leader

It was moved by Cllr P R Sanders, seconded by Cllr R F D Sampson and upon the motion being submitted to the Meeting was declared to be CARRIED and “RESOLVED that Cllr R E Baldwin be appointed Deputy Leader of the Council for the ensuing year.”

CM 11           

Members noted the schedule of officially appointed political groups as follows:

-       21 Conservative Group Members; and

-       10 Independent Group Members.

Audit                                          5 Members + Named Substitutes

Hub                                            9 Members (membership to

                                                   include Leader and Deputy Leader)

Overview & Scrutiny

(External)                                   11 Members

Overview & Scrutiny

(Internal)                                    11 Members

Planning & Licensing                 10 Members + Named

Substitutes

Standards                                  9 Members

With all of the Borough Council Member appointments to the above Committees being politically balanced.

CM 12

It was moved by Cllr P R Sanders, seconded by Cllr R F D Sampson and upon the motion being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Committee structure be as follows for the coming year:

Audit                                                               5 Members;

Hub                                                               9 Members;

Overview & Scrutiny (Internal)                  11 Members;

Overview & Scrutiny (External)                 11 Members;

Planning & Licensing                                 10 Members; and

Standards                                                      5 Members

with all of the appointments to the above Committees being politically balanced”.

CM 13

A list of appointments made to the Committees by the two political groups for the ensuing year had been circulated and were duly approved.  The Leaders of the two political groups were named as:

                        Conservative                                    Cllr P R Sanders

(Deputy: Cllr R E Baldwin)

                        Independent                                     Cllr R F D Sampson

(Deputy: Cllr W G Cann OBE)

CM 14

The following appointments were proposed by Cllr P R Sanders and seconded by Cllr R E Baldwin and when put to the vote were declared to be CARRIED:

Audit Committee:                             Cllr M Davies (Chairman);

Cllr J B Moody (Vice Chairman)

Hub Committee:                               Cllr P R Sanders (Chairman);

Cllr R E Baldwin (Vice Chairman)

Overview & Scrutiny (Internal)

Committee:                                        Cllr C R Musgrave (Chairman);

Cllr J Yelland (Vice Chairman)

Overview & Scrutiny (External)

Committee:                                        Cllr D K A Sellis (Chairman);

                                                            Cllr D W Cloke (Vice Chairman)

Planning & Licensing Committee:            Cllr P R Sanders (Chairman);

Cllr G Parker (Vice Chairman)

Standards Committee:                    Cllr A F Leech (Chairman);

Cllr J Sheldon (Vice Chairman)

CM 15

Members considered a report which presented the Group Leader’s nominations to fill the vacancies on the list of Outside Bodies.

It was then proposed by Cllr P R Sanders, seconded by Cllr R F D Sampson and upon being submitted to the Meeting was declared to be CARRIED and ”RESOLVED that:

1.The Council should be represented on the list of Outside Bodies as presented to the meeting;

2. Appropriate representatives be appointed as this Council’s appointments to those Bodies for the 2016/17 Municipal Year and that for the purposes of Members’ Allowances, attendance at meetings of these Bodies be regarded as an approved duty; and

3. Members appointed to Outside Bodies provide regular feedback and consultation on issues affecting the Bodies concerned”.

PLEASE NOTE: A Procedural Note will be published and circulated prior to Council’s Annual Meeting and this will include information to enable full consideration of this agenda.  

PART TWO – ITEMS WHICH MAY BE TAKEN IN THE ABSENCE OF THE PUBLIC AND PRESS ON THE GROUNDS THAT EXEMPT INFORMATION MAY BE DISCLOSED (if any).

If any, Council 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 Part I of Schedule 12(A) to the Act.”

CM 16

It was proposed by Cllr P R Sanders, seconded by Cllr R F D Sampson and upon being submitted to the Meeting was declared to be CARRIED and ”RESOLVED that the appointments be endorsed for the ensuing year”.

CM 17           

It was noted that the two Council representatives appointed to the Dartmoor National Park were:-

Cllr W G Cann OBE (Independent)

Cllr D E Moyse (Conservative)

(NOTE: These appointments formed part of the Political Balance Table.)