Agenda and minutes

CM 32

Apologies for absence were received from K Ball, L J G Hockridge, J B Moody and R J Oxborough.

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 33

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 following Minutes:

the Annual Meeting of Council held on 10 May 2016

the Special Meeting of Council held on 28 June 2016

the Special Meeting of Council held on 26 July 2016

CM 34

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 Annual Meeting held on 10 May 2016 and the Special Meetings held on 28 June 2016 and 26 July 2016 as a true record.”    

CM 35                                                                

The Mayor made reference to:

-       his upcoming Civic Service.  The Mayor reminded the Council that his Civic Service was to take place at Milton Abbot on Sunday, 9 October 2016.  Any Members who wished to attend the Service, but had not let officers know, were asked to confirm their intention to the office before the end of 4 October 2016;

-       the events he had already attended.  The Mayor advised that he had attended numerous excellent events recently.  In particular, the Mayor wished to highlight the following events:

o  the Tamar Valley Choir event;

o  the Fish Feast at Burrator; and

o  the South Zeal Folk Festival.

CM 36                                                                

The Mayor advised that the Council, as a partner authority in the Better Business for All scheme, had recently won an award from the Federation of Small Businesses.

The Mayor proceeded to invite the Deputy Leader of Council to step forward and formally present him with this Award.

(a)  Motion received from Cllr K Ball:

“West Devon Borough Council would like to raise its concerns about the narrow consultation options in respect of the potential loss of 16 beds at Okehampton Hospital, where all of the options are to the far east of the County.  West Devon Borough Council therefore asks that NEW Devon CCG give consideration to including the retention of the 16 beds in Okehampton Hospital as an additional option during the consultation exercise.”

CM 37                                                                 

It was moved by Cllr M Davies and seconded by Cllr A F Leech that:

‘“West Devon Borough Council would like to raise its concerns about the narrow consultation options in respect of the potential loss of 16 beds at Okehampton Hospital, where all of the options are to the far east of the County.  West Devon Borough Council therefore asks that NEW Devon CCG includes the retention of the 16 beds in Okehampton Hospital as an additional option during the consultation exercise.”

In introducing the motion, the proposer highlighted that:

-       the NEW Devon CCG had decided at a meeting on 28 September 2016 to consult on proposed changes to the way elderly and frail people were cared for in their locality;

-       the consultation document did not include the option to retain the 16 beds in Okehampton Hospital.  As a consequence, the residents of Okehampton and its neighbouring parishes were being excluded and sold short;

-       there was an acceptance of the need for budget cuts, but not before a solution had been identified;

-       he had set up a Facebook page entitled: ‘Save Our Beds – Okehampton Hospital’;

-       the CCG representatives that had attended the recent Overview and Scrutiny (External) Committee meeting had confirmed that there had been no West Devon Borough residents involved in the process of drawing up the proposals for consultation;

-       in the event of his motion being approved, he would request that copies of the decision be sent to the local MPs; the Health and Wellbeing Board and the Secretary of State for Health.

In the ensuing debate, reference was made to:

(a)  the views of the seconder.  The seconder commented that the whole process that had been followed to date was a cause for concern.  As a consequence, he felt that there was a need to test the criteria that had been followed by the CCG to ensure that it was both correct and fair.  In addition, the seconder was of the view that the Okehampton area was also being penalised for being recently moved into the NEW Devon CCG area;

(b)  the impact on the wider area.  In calling for a concerted effort from the Council, Okehampton Town Council and the neighbouring parish councils, a Member stressed that this issue should not be considered as solely a matter for the town of Okehampton.  For clarity, a Member confirmed that the neighbouring parish councils had already been contacted on this matter by the Mayor of Okehampton Town Council;

(c)  the growth earmarked for the Okehampton area.  Some Members expressed their surprise at the apparent lack of consideration by the CCG of the extensive growth that was earmarked for the Okehampton area.  Indeed, a Member made the point that there was the actual potential to aid the viability of the hospital by increasing the number of beds from 16 to 24;

(d)  the ‘care in the community’ agenda.  In expressing the view that the pendulum had swung too  ...  view the full minutes text for item CM 37

            (i)         Audit Committee

                        Meeting held on 19 July 2016                                                            

            (ii)        Overview and Scrutiny (Internal) Committee

                        Meeting held on 19 July 2016                                                            

(iii)       Planning and Licensing Committee

                        Meeting held on 26 July 2016                                                           

Unstarred Minute to agree

                        Members are recommended to agree:

                        P&L 14 Planning Peer Challenge Action Plan 2016/17

                        RESOLVED to RECOMMEND:-

That the Planning and Licensing Committee receive on a monthly basis key performance data relevant to the Action Plan and the Council be RECOMMENDED to update the Committee Terms of Reference to reflect this additional responsibility.

                        Meeting held on 23 August 2016                                                                   

                        Meeting held on 20 September 2016                                                

(iv)       Overview and Scrutiny (External) Committee

            Meeting held on 2 August 2016                                                                     

(v)        Hub Committee

            Meeting held on 20 September 2016                                                

            Unstarred Minute to agree

            Members are recommended to agree:

            HC 18 Medium Term Financial Strategy

That Council be RECOMMENDED:

i)          to accept the four year financial settlement being offered by the Government as set out in Section 2 of the agenda report presented to the Hub Committee;

ii)         that the approval of the Efficiency Statement (for the four year funding settlement) be delegated to the Head of Paid Service in consultation with the Leader, Lead Member for Support Services and the S151 Officer (Finance Community of Practice Lead).

iii)      to commence consultation with Town and Parish Councils, on an annual grant reduction of 8.6% for the next three years in the Local Council Tax Support Grant, as shown in Appendix E to the agenda report presented to the Hub Committee.

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

If any, the 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 1 of Schedule 12(A) to the Act.”

CM 38                                                                

a.         Audit Committee – 19 July 2016

It was moved by Cllr M Davies, seconded by Cllr B Stephens and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 19 July 2016 meeting be received and noted”.

b.         Overview and Scrutiny (Internal) Committee – 19 July 2016

It was moved by Cllr C R Musgrave, seconded by Cllr J Yelland and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 19 July 2016 meeting be received and noted”.

c.         Planning and Licensing Committee – 26 July 2016, 23 August 2016 and 20 September 2016

It was moved by Cllr P R Sanders, seconded by Cllr G Parker and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 26 July 2016, 23 August 2016 and 20 September 2016 meetings be received and noted, with the exception of Unstarred Minute P&L 14”.

In respect of the Unstarred Minute:

i.       P&L 14 Planning Peer Challenge Action Plan 2016/17

It was moved by Cllr P R Sanders, seconded by Cllr G Parker and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Planning and Licensing Committee receive on a monthly basis key performance data relevant to the Action Plan and the Committee Terms of Reference be updated to reflect this additional responsibility.”

d.         Overview and Scrutiny (External) Committee – 2 August 2016

It was moved by Cllr D K A Sellis, seconded by Cllr R Cheadle and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 2 August 2016 meeting be received and noted”.

e.         Hub Committee – 20 September 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 20 September 2016 meeting be received and noted, with the exception of Unstarred Minute HC 18”.

In respect of the Unstarred Minute:

i.              HC 18 Medium Term Financial Strategy

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 four year financial settlement being offered by the Government (as set out in Section 2 of the agenda report presented to the Hub Committee) be accepted;

2.  the approval of the Efficiency Statement (for the four year funding settlement) be delegated to the Head of Paid Service, in consultation with the Leader of Council, the Lead Hub Committee Member for Support Services and the Section 151 Officer (Finance Community Of Practice Lead); and

3.  town and parish councils be advised of an annual grant reduction of 8.6% for the next three years in the Local Council Tax Support Grant (as outlined in Appendix  ...  view the full minutes text for item CM 38

Report of the Lead Specialist Waste Strategy – Report to follow

CM 39

(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 is likely to be disclosed as defined in Paragraph 3 of Schedule 12(A) to the Act).

An exempt report was presented that sought a Council decision on the waste and cleansing options in order to ensure that the Council could continue to deliver these services post 1 April 2017.

                        In his introduction, the lead Hub Committee Member for Commercial Services informed that he would be proposing a minor amendment to recommendation 1.  Furthermore, the lead Member also stated that the first paragraph contained within exempt Appendix 2 should be deleted from the record.

                        In support of the recommendations, a number of Members recognised that there were risks associated with the recommended course of action.  However, these Members also did not believe there to be any viable alternative options.

Having been moved by Cllr R F D Sampson and seconded by Cllr C R Musgrave, it was then submitted to the Meeting and declared to be CARRIED and “RESOLVED:

1.    That a two year managed service contract for waste and cleansing be negotiated with the incumbent contractor, directly awarded and signed, in response to the mitigation outlined at amended Appendix 2 of the presented agenda report, subject to an agreed price being achieved and an external value for money test being applied; and

2.    That any changes considered necessary to the terms as highlighted be delegated to the Lead Specialist Waste Strategy (Strategy and Commissioning), in consultation with the lead Hub Committee Member for Commercial Services.