Items
No. |
Item |
E.39/17 |
Minutes PDF 48 KB
to approve as a
correct record and authorise the Chairman to sign the minutes of
the meeting of the Executive held on 19 October 2017;
Minutes:
E.39/17
The minutes of the Executive meeting held on
19 October 2017 were confirmed as a true and correct record and
signed off by the Chairman.
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E.40/17 |
Urgent Business PDF 55 KB
brought forward at the discretion of the
Chairman;
Minutes:
E.40/17
The Chairman advised that he had agreed for
one item of urgent business to be raised, being a report entitled:
‘Ivybridge Neighbourhood Plan’. The report was deemed urgent by virtue of the
Neighbourhood Development Plan Regulations stipulation that Local
Planning Authorities must ‘make’ a plan within eight
weeks of a successful referendum outcome.
The Lead Member for Customer First presented
the report. A number of Members stated
that Ivybridge should be congratulated on their achievement, and on
the Plan itself which was a well presented, clear and concise
document.
It was then:
RESOLVED
That adoption of the
Ivybridge Neighbourhood Plan be approved.
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E.41/17 |
Declarations of Interest
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;
Minutes:
E.41/17
Members and officers were
invited to declare any interests in the items of business to be
considered during the course of this meeting and the following were
made:
Cllr K R H Wingate declared a
disclosable pecuniary interest in Item 13: Low Cost Self and Custom Build Initiative for
Local People (Minute E.50/17 below refers) and he left the meeting
for the duration of this item.
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E.42/17 |
Public Question Time PDF 6 KB
a period of up to
15 minutes is available to deal with questions submitted to the
Council in accordance with the Executive Procedure Rules;
Minutes:
E.42/17
It was
noted that no public questions had been received.
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E.43/17 |
Quarter 2 Revenue Budget Monitoring 2017/2018 PDF 99 KB
Additional documents:
Minutes:
E.43/17
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 report also included a recommendation relating to the
transfer of underspend on Homelessness Prevention into the
Homelessness Earmarked Reserve at the end of the 2017/18 financial
year
The Lead Member for Support Services introduced the report.
Members asked a number of questions relating to trade waste
income. It was also agreed that a
summary of agency staff working within Commercial Services would be
presented to future meetings of the Waste Working Group.
It was then:
RESOLVED:
1)
The forecast income and expenditure variations for
the 2017/18 financial year and the overall projected underspend of
£123,000 (1.5% of the total budget £8.346 million) be
endorsed; and
2)
That Council be RECOMMENDED to
transfer the underspend on Homelessness Prevention into the
Homelessness Earmarked Reserve at the end of the 2017/18 financial
year (this is expected to be £60,000).
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E.44/17 |
Capital Programme Monitoring PDF 90 KB
Additional documents:
Minutes:
E.44/17
Members were
presented with a report that advised of the progress on individual
schemes within the approved capital programme, including an
assessment of their financial position.
The Lead Member for
Support Services introduced the report. In doing so he drew Members
attention to presented appendix B of the report relating to s106
deposits. He noted that some town and
parish councils were of the view that the funds held belonged to
them and some clarity was needed. The
funds were held by the district council, and could be released only
in conjunction with an open space project and strategy.
It was
then:
RESOLVED:
That the Capital Programme Monitoring Report be
endorsed.
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E.45/17 |
Budget Proposals Report 2017-18 PDF 181 KB
Additional documents:
Minutes:
E.45/17
Members were
presented with a comprehensive report that set out how the
Council’s Medium Term Financial Position was based on a
financial forecast over a rolling five year timeframe to
2022/23. The Council had continued to
work in partnership with West Devon Borough Council to achieve
savings. However, the Councils
continued to face considerable financial challenges as a result of
uncertainty in the wider economy and constraints on public sector
spending. This report set out
recommendations for budget proposals for 2018/19, prior to
requesting the views of other Members in January 2018.
The Leader introduced the report. He stated that the report was not for debate
today, it merely proposed a draft budget for Members to
consider.
It was
then:
RESOLVED
That the Budget Proposals report for
2018/19, and the outcomes of the Members’ Budget Workshop, be
considered, prior to requesting the views of the Overview and
Scrutiny Panel and Development Management Committee at a joint
meeting in January 2018 on the budget issues contained within the
report.
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E.46/17 |
Capital Budget Proposals for 2018/19 PDF 94 KB
Additional documents:
Minutes:
E.46/17
Members were
presented with a report that set out the capital bids to the
2018/19 Capital Programme totalling £2,555,000 and a
suggested way that the Bids could be funded.
The Leader
introduced the report. Members
requested an update on the position with the Community Led Housing
Fund. The Executive Director (Strategy
and Commissioning) confirmed that a member of staff was now in post
and a briefing note would be circulated to all Members in due
course.
It was
then:
RESOLVED
That the views of the Overview and
Scrutiny Panel and Development Management Committee be sought on
whether:
1.
the Capital
Programme Proposals for 2018/19, which total £1,200,000
(Appendix A), be approved;
2.
the Capital
Programme Proposals for 2018/19, which total £1,355,000
(Exempt Appendix B) be approved;
3.
the 2018/19 Capital Programme of £2,555,000 be funded from the
sources as set out in section 4 of the presented report.
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E.47/17 |
Treasury Management Mid-Year Review PDF 140 KB
Minutes:
E.47/17
Members were presented
with a report as required by the Financial Procedure Rules, which
provided a mid year treasury
update. The Council had outperformed
the industry benchmark for investment, however, the Council was
forecasting a shortfall in investment income against its budgeted
income target. Alternative longer term
investment vehicles were being investigated.
The Lead Member for
Support Services introduced the report.
It was
then:
RESOLVED
That the
contents of the report be endorsed.
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E.48/17 |
Heart of the South West - Joint Committee PDF 103 KB
Additional documents:
Minutes:
E.48/17
Members were
presented with a report that sought approval of the recommendations
arising from the Heart of the South West (HotSW) Leaders to form a Joint
Committee. The key role of the Joint
Committee would be to develop, agree and ensure the implementation
of the Productivity Strategy which could only be achieved by
working, where appropriate, in collaboration with the individual
constituent authorities and the LEP.
The Leader
introduced the report. During
discussion, some Members disagreed with the proposal and stated
that it was another unnecessary layer of bureaucracy, whilst other
Members agreed that it was important to be involved.
It was then
RESOLVED that Council be RECOMMENDED to:
a)
Approve the recommendation of the HotSW
Leaders (meeting as a shadow Joint Committee) to form a Joint
Committee for the Heart of the South West;
b)
Approve the Arrangements and Inter-Authority Agreement documents
set out in appendices A and B for the establishment of the Joint
Committee with the commencement date of Monday 22 January
2018;
d)
Appoint the Leader and the Deputy Leader as the Council’s
named representative and substitute named representative on the
Joint Committee;
c)
Appoint Somerset County Council as the Administering Authority for
the Joint Committee for a 2 year period commencing 22 January
2018;
e)
Approve the transfer of the remaining joint devolution budget to
meet the support costs of the Joint Committee for the remainder of
2017/18 financial year subject to approval of any expenditure by
the Administering Authority;
f)
Approve an initial contribution of £1,400 for 2018/19 to fund
the administration and the work programme of the Joint Committee,
noting that any expenditure will be subject to the approval of the
Administering Authority;
g) Agree
that the key function of the Joint Committee is to approve the
Productivity Strategy (it is intended to bring the Strategy to the
Joint Committee for approval by February 2018);
h)
Authorise the initial work programme of the Joint Committee aimed
at the successful delivery of the Productivity Strategy;
and
i) Agree the proposed meeting
arrangements for the Joint Committee including the timetable of
meetings for the Joint Committee as proposed in paragraph 2.14 of
the presented agenda report.
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E.49/17 |
Formation of a Community Lottery for South Hams & West Devon PDF 99 KB
Additional documents:
Minutes:
E.49/17
Members were presented
with a report that set out the proposal to implement a joint local
community lottery scheme to benefit the residents of South Hams and
West Devon.
The Lead Member for
Business Development introduced the report.
It was
then:
RESOLVED that Council
be RECOMMENDED to:
1.
Approve and implement the proposed business case for
the establishment of a joint South Hams and West Devon local
community lottery scheme (subject to approval from West Devon
Borough Council)
2.
Appoint Gatherwell Ltd
as an External Lottery Manager (ELM) & Aylesbury Vale District
Council (AVDC) to assist with project implementation (subject to a
successful Contract Exemption application);
3.
Delegate to the Head of Paid Service to nominate two
officers to hold the Council’s lottery licence and submit the
necessary application to the Gambling Commission; and
4.
Delegate to the Group Manager Business Development in consultation with the Business
Development portfolio holder to approve the bespoke lottery
business model policies required in order to submit a valid
application to the Gambling Commission to obtain a lottery
licence
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E.50/17 |
Low Cost Self and Custom Build Initiative for Local people PDF 69 KB
Additional documents:
Minutes:
E.50/17
Members were
presented with a report that sought approval to implement the
custom self-build initiative through the current policy (AH5) and
the emerging policy TTV31. It was
expected that the initiative would increase the supply of
accessible affordable homes for local people within the
District.
Importantly, homes
built through the initiative would be affordable by virtue of the
caveats that applicants and subsequent owners would need to adhere
to.
The Lead Member for
Customer First introduced the report and responded to
questions. It was agreed that a
briefing note be attached as an appendix to the minutes to clarify
one or two points that had been raised during
discussion.
It was
then:
RESOLVED that
Council be RECOMMENDED:
1.
To implement the custom self-build initiative
through the current policy (AH5) and the emerging policy
TTV31;
2.
That the initiative is included in the emerging
SPD;
3.
That the New Burdens funding is committed to
additional staff resource; and
4.
That Executive RESOLVES to review
the supply and progress of the custom self-build initiative
periodically.
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E.51/17 |
Council Tax Reduction Scheme PDF 81 KB
Additional documents:
Minutes:
E.51/17
Members were
presented with a report that set out how it was an annual
requirement for Councils to revisit their existing council tax
support scheme and make a decision as to whether to replace or
revise it.
The Leader
introduced the report.
It was
then:
RESOLVED that Council be RECOMMENDED
to continue with the existing Council Tax
Reduction scheme for 2018/19 with the uprate of Personal
Allowances, Premiums and Non Dependent deductions in line with
national welfare benefits.
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E.52/17 |
Procurement of new ICT systems PDF 46 KB
Minutes:
E.52/17
Members were
presented with a report that set out how the Council was seeking to
procure a modern cloud hostable system or systems capable of
realising further efficiencies and financial savings while delivery
improved customer facing services, workflow and back office systems
with seamless integration. The report
set out the progress made so far.
The Lead Member for
Support Services introduced the report.
Members asked a number of questions and sought confirmation that
any future system procured would be compatible with other
systems. The CoP Lead ICT confirmed that the way ICT systems
were provided was changing and it was important for systems to be
able to integrate on different
platforms.
It was
then:
RESOLVED that officers be
supported in their investigation and evaluation of computer systems
capable of replacing the current solution acquired under T18 (as
set out in paragraph 4 of the presented report).
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E.53/17 |
Food Safety Audit Report PDF 50 KB
Additional documents:
Minutes:
E.53/17
Members were
presented with a report that outlined the Action Plan developed to
implement the recommendations contained within the Food Standards
Agency’s Audit Report arising from the Food Standards Agency
Audit carried out in July 2017. The report also introduced the Food
Safety Service Plan 2017/18 in accordance with the requirement of
the Food Standards Audit to draw up, document and implement the
2017/18 Service Plan.
The Lead Member for
Customer First introduced the report.
One Member raised strong concerns over the content of the
report. The CoP Lead Environmental Health set the report into
context. The Lead Member confirmed that
regular meetings would be taking place between her and the
CoP Lead and also drew Members
attention to the positive aspects of the report such as the
significant number of policies and the training of staff being up
to date. The CoP Lead confirmed that as a result of following
FSA guidelines that stated every food supply business had to be
contacted, (rather than taking a risk based approach and focussing
on higher risk businesses), the impact on businesses would be that
inspections would regulate but would no longer provide advice to help the business
grow.
Finally, it was
confirmed that the Action Plan would be presented to Overview and
Scrutiny Panel in May 2018 for monitoring.
It was
then:
RESOLVED
1.
That the Executive had the opportunity to comment
upon the content of the Food Standards Agency Audit and the Action
Plan being implemented to maintain and improve performance within
the Food Safety function be endorsed; and
2.
That the content of the Food Safety Service Plan
2017/18 be agreed and endorsed.
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E.54/17 |
Write Off Report PDF 101 KB
Minutes:
E.55/17
RESOLVED
That the following be received and that any
recommendations contained therein be approved:
a)
Overview and Scrutiny Panel – 9 November
2017
i.
O&S.69/17 DEVON HOME CHOICE ANNUAL REVIEW AND
SOUTH HAMS ALLOCATION POLICY REVIEW
It was then RESOLVED:
1.
That the Council continue as a partner of Devon Home
Choice;
2.
That the registering of applicants in Band E (no
housing need) for the purpose of Devon Home Choice continue;
and
3.
That minor changes of updated wording to the South
Hams Allocation Policy be accepted.
ii.
O&S.70/17 VILLAGE
HOUSING INITIATIVE REVIEW
It was then RESOLVED:
a.
That promoting and utilising the Village Housing
Initiative model continue, and to include this model of delivery
within the Supplementary Planning Document (SPD) once the Joint
Local Plan is adopted; and
b.
The inclusion of Band E following the cascade for
Village Housing Initiative schemes (as set out in the presented
agenda report) be agreed.
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E.55/17 |
Reports of Other Bodies PDF 73 KB
a)
– Overview and Scrutiny Panel – 9 November 2017
Minutes:
E.55/17
RESOLVED
That the following be received and that any
recommendations contained therein be approved:
a)
Overview and Scrutiny Panel – 9 November
2017
i.
O&S.69/17 DEVON HOME CHOICE ANNUAL REVIEW AND
SOUTH HAMS ALLOCATION POLICY REVIEW
It was then RESOLVED:
1.
That the Council continue as a partner of Devon Home
Choice;
2.
That the registering of applicants in Band E (no
housing need) for the purpose of Devon Home Choice continue;
and
3.
That minor changes of updated wording to the South
Hams Allocation Policy be accepted.
ii.
O&S.70/17 VILLAGE
HOUSING INITIATIVE REVIEW
It was then RESOLVED:
a.
That promoting and utilising the Village Housing
Initiative model continue, and to include this model of delivery
within the Supplementary Planning Document (SPD) once the Joint
Local Plan is adopted; and
b.
The inclusion of Band E following the cascade for
Village Housing Initiative schemes (as set out in the presented
agenda report) be agreed.
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E.56/17 |
Head of Paid Service Replacement PDF 57 KB
Minutes:
E.56/17
Members were
presented with a report that proposed an interim staffing
arrangement to replace the Head of Paid Service for the remainder
of this administration (until May 2019).
It was
then:
RESOLVED
That Council be RECOMMENDED
that:
1. the
Council designates the Executive Director for Service Delivery and
Commercial Development to be the Head of Paid Service for an
interim period until the end of the current administration (May
2019) with an option to extend for a further period if
required.
2.
a report be bought back to the Council
towards the end of the interim period to consider the permanent
strategic leadership and senior management arrangements.
3.
the Executive Director for Service
Delivery and Commercial Development
receives an uplift of £3,000 in recognition of the Head of
Paid Service responsibilities.
4.
Members approve a further salary uplift of £10,000 for the
Executive Director in recognition of the extra duties that will
need to be undertaken as a result of there being only one Executive
Director during the interim period.
5.
the Executive Director for Service
Delivery and Commercial Development maintains strategic leadership
and senior management capacity by allocating additional
responsibilities to members of the senior and extended leadership
team, in consultation with the Leader and Deputy Leader.
6.
a review of the arrangements takes place
after 6 months to ensure that all responsibilities are being
satisfactorily covered.
(NOTE: THESE
DECISIONS, WITH THE EXCEPTION OF E.48/17,
E.49/17, E.50/17, E.51/17 AND E.56/17 WHICH ARE
RECOMMENDATIONS TO THE COUNCIL MEETING TO BE HELD ON 14 DECEMBER
2017, WILL BECOME EFFECTIVE FROM 5.00PM ON MONDAY, 18 DECEMBER 2017
UNLESS CALLED IN, IN ACCORDANCE WITH SCRUTINY PROCEDURE RULE
18).
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