Agenda and minutes

CM 19

Apologies for absence were received from Cllrs Ball, Cann OBE, Lamb, Moody, Pearce, Roberts and Watts.

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

Meeting of Council held on 22 May 2018

CM 20                                                                                                                                               

It was moved by Cllr P R Sanders, seconded by Cllr L Samuel 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 22 May 2018 as a true record.”                                             

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 21

The Mayor invited Members to declare any interests in the items of business to be considered during the course of the meeting.  These were recorded as follows:-

Cllr N Jory declared a Disclosable Pecuniary Interest in Item 9(iii): ‘Minutes of Committees: Hub Committee – 17 July 2018’ (Minute CM 24 cii below refers) by virtue of his employment links to Business Information Point and remained in the meeting and abstained from the vote on this unstarred minute.

CM 22                                                                                                                                               

The Mayor confirmed that he had no formal announcements to make to this meeting.

CM 23                                                                

The Mayor informed that he no items of urgent business for consideration at this meeting.

(i)         Overview and Scrutiny Committee

                        Meeting held on 8 May 2018

                        Meeting held on 26 June 2018

                        O&S 10 Overview and Scrutiny – Draft Annual Report

That the Council be RECOMMENDED to approve the Overview and Scrutiny Draft Annual Report for 2017/18, subject to delegated authority being given to the Senior Specialist – Democratic Services, in consultation with the Committee Chairman, to make the necessary amendments as referred to above.

            (ii)        Development Management and Licensing Committee

                        Meeting held on 15 May 2018

                        Meeting held on 19 June 2018

(iii)       Hub Committee

            Meeting held on 5 June 2018

            HC 4 Council Owned Asset Investment and Development

That Council be RECOMMENDED to:

1.     approve the expenditure of up to £90,000 in order to prepare a detailed business case for each of the proposed council owned asset investment and development opportunities detailed in section 3 and Appendix 1 of the presented report to the Hub Committee; and

2.     agree that officers conclude an appropriate procurement process to commission the work required to produce individual business cases for the identified Asset Investment & Development opportunities.

Meeting held on 17 July 2018 (to follow)

(iv)       Audit Committee

            Meeting held on 19 June 2018

CM 24                                                                

a.    Overview and Scrutiny Committee – 8 May 2018 and 26 June 2018

It was moved by Cllr J Yelland, seconded by Cllr R Cheadle and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 8 May 2018 and 26 June 2018 meetings be received and noted, with the exception of Unstarred Minute O&S 10”.

In respect of the Unstarred Minute:

i.    O&S 10 – Overview and Scrutiny – Draft Annual Report

It was moved by Cllr J Yelland, seconded by Cllr R Cheadle and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Overview and Scrutiny Draft Annual Report for 2017/18 be approved, subject to delegated authority being given to the Senior Specialist – Democratic Services, in consultation with the Committee Chairman, to make the necessary amendments that had been referred to during the Committee meeting.”

b.    Development Management and Licensing Committee – 15 May 2018 and 19 June 2018

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 15 May 2018 and 19 June 2018 meetings be received and noted”.

c.    Hub Committee – 5 June 2018 and 17 July 2018

It was moved by Cllr P R Sanders, seconded by Cllr L Samuel and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 5 June 2018 and 17 July 2018 meetings be received and noted, with the exception of Unstarred Minutes HC 4, HC 12 and HC 17”.

In respect of the Unstarred Minutes:

i.    HC 4 Council Owned Asset Investment and Development

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

1.  approval be given to the expenditure of up to £90,000 in order to prepare a detailed business case for each of the proposed Council owned asset investment and development opportunities detailed in section 3 and Appendix 1 of the presented agenda report to the Hub Committee; and

2.  it be agreed that officers conclude an appropriate procurement process to commission the work required to produce individual business cases for the identified Asset Investment and Development opportunities.

ii.  HC 12 Items Requiring Urgent Attention – Partnership Funding

It was moved by Cllr P R Sanders, seconded by Cllr L Samuel, and upon being submitted to the Meeting, it was then declared to be CARRIED and “RESOLVED that future partnership funding be set for 2019/20 only in line with the proposals outlined in the table at paragraph 3.1 of the agenda report presented to the Hub Committee, with the exception of the four key partnerships being removed from the table as they should be considered separately to establish terms of reference, benefits arising and whether their  ...  view the full minutes text for item CM 24

CM 25                                                                                                                                               

The Council considered a report that outlined the ‘Detailed Solutions’ Stage of the Frontline Services (Waste and Cleansing) Procurement process.  The report highlighted that, if the Council approved the recommendation of the Project Board, then the procurement process would continue to the ‘Final Solutions’ Stage, with a further report being brought to the Council meeting to be held on 4 December 2018.

Following his introduction, the lead Hub Committee Member invited questions and it became apparent that some Members wished to raise issues relating to the exempt appendix 1.

It was therefore declared CARRIED and “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.”

Once all Members were satisfied that they had no further questions or issues to raise on the exempt Appendix, it was then declared CARRIED and “RESOLVED that the press and public be re-admitted to the meeting.”

In the ensuing debate, the following points were raised:-

(a)   When questioned, officers confirmed that, in the last financial year, between 5 and 10 local authorities across the country had decided to provide a three weekly residual waste collection;

(b)   In urging support of the recommendation, Members wished to record their gratitude for the amount of work that has been undertaken by lead officers, the Procurement Board and the Waste Working Group to reach this project milestone.

It was then moved by Cllr R F D Sampson and seconded by Cllr L Samuel and declared CARRIED and ”RESOLVED that the progress of the project be noted and the recommendation of the Frontline Services (Waste Procurement) Project Board to continue to the next stage of the competitive dialogue process for waste collection, recycling and cleansing services.”

Dated this 16^th day of July 2018

Sophie Hosking

Head of Paid Service

CM 26                                                                                                                                               

A report was considered that sought to formally establish the Members’ Planning Code of Practice Working Group.

During the debate, the following revisions (illustrated in italics) were suggested to the draft terms of reference:-

1.     Purpose:

’To review the draft Members Code of Planning Practice before presenting, in the first instance to the Audit Committee meeting on 9 October 2018 and the next Council meeting thereafter, a final draft version for approval.’

2.     The Operation of the Group

-        ‘The Group will comprise of 5 Members, a Chairman will be elected at the first meeting.’

It was subsequently moved by Cllr P R Sanders and seconded by Cllr R E Baldwin and declared CARRIED and ”RESOLVED that, with immediate effect and for the remainder of the 2018/19 Municipal Year, that:

1.  a Members’ Planning Code of Practice Working Group be formally established;

2.  Cllrs Cheadle, Mott, Parker, Pearce and Roberts be appointed to serve on this Working Group; and

3.  the amended draft Terms of Reference (as set out at Appendix A of the presented agenda report and in the comments outlined above) be approved.”