Agenda item

To receive the Minutes of the following Committees, to note the delegated decisions and to consider the adoption of those Unstarred Minutes which require approval:

 

            (i)         Overview and Scrutiny (Internal) Committee

                        Meeting held on 6 September 2016                                                  

 

                        Meeting held on 8 November 2016   

 

            (ii)        Overview and Scrutiny (External) Committee

                        Meeting held on 26 September 2016                                                

 

                        Meeting held on 11 October 2016                                                                 

 

(iii)       Audit Committee

            Meeting held on 27 September 2016                                                

 

(iv)       Planning and Licensing Committee

                        Meeting held on 18 October 2016                                                                

                        Meeting held on 15 November 2016                                                 

 

                        P&L 38 To Consider Changes to the Constitution of the Council in Relation to the Delegation of Powers for Determination of Certain Licensing Functions

 

            RESOLVED to RECOMMEND:

 

That Council be RECOMMENDED to adopt the amendments proposed to the Constitution in relation to the delegation of powers for the determination of licensing decisions, as attached at Appendix A to the published minutes.

 

P&L 39 Approval of Policy in Relation to the Licensing of Taxi Drivers          

 

RESOLVED to RECOMMEND:

 

That Council be RECOMMENDED to adopt the Taxi Driver Licensing Policy at the meeting on 6 December 2016 to take affect from 1 January 2017.

 

(v)        Hub Committee

            Meeting held on 1 November 2016                                                   

 

            Unstarred Minute to agree

            Members are recommended to agree:

 

            HC 29 Annual Review of Health and Safety

 

RESOLVED to RECOMMEND:

 

                                i.          to adopt the revised policy and that it be signed by the Head of Paid Service and the Leader of Council; and

 

                               ii.          that authority to approve the final version be delegated to the Head of Paid Service in consultation with the Leader of Council.

 

HC 31 Reports of Other Bodies: Overview and Scrutiny (Internal) Committee: 19 July 2016

 

O&S(I) 18 Member Development Steering Group – Progress Update and Induction Review

                       

RESOLVED to RECOMMEND to:-

 

1.      approve the future Member Induction Programme (as attached at Appendix A of the agenda report presented to the Overview and Scrutiny (Internal) Committee), subject to delegated authority being granted to the Senior Specialist – Democratic Services, in consultation with the Member Development Steering Group and Group Leaders, to make any necessary minor amendments;

 

2.      approve the principle of a Member Learning and Development Plan, with responsibility for its content and monitoring being delegated to the Senior Specialist – Democratic Services, in consultation with the Member Development Steering Group; and

 

3.      support the pursuing of the South West Charter Status for Member Development accreditation.

 

HC 31 Reports of Other Bodies: Overview and Scrutiny (External) Committee: 2 August 2016

 

O&S(E) 18 Task and Finish Groups

(a)  Partnership Review

 

RESOLVED to RECOMMENDED that:

 

1.  the Partnership Policy (as outlined at Appendix 1 of the presented agenda report) and Guidance (as outlined at Appendix 2 of the presented agenda report) be adopted;

2.   the Partnership Register (as outlined at Appendix 3 of the presented agenda report) be adopted;

3.   the review and recommendations of the Task and Finish Group (as outlined at Appendix 4 of the presented agenda report) be agreed;

4.   Partnerships be retained at current financial levels for 2017/18, subject to any financial modifications set out in Appendix 4 of the presented agenda report and/or any changes required pursuant to recommendation 5 below;

5.   those significant partners identified in paragraph 3.7 (CAB and CVS) be invited to submit a business plan to the Overview & Scrutiny (External) Committee before the end of September 2016 setting out:

o  What they would spend the funding on;

o  How it will benefit residents;

o  Links to Council’s Strategic Priorities;

o  What value for money it will provide; and

o  What success measures they would use.

6.   new (or updated) partnership agreements be established for 2017/18 onwards establishing clear outcomes relating to Our Plan themes and, where appropriate, the Locality work to ensure co-ordinated delivery for communities; and

7.   alongside this, a further financial and governance review be undertaken to identify the most appropriate delivery options aligned to financial and procurement procedures once a decision on the Local Authority Controlled Company is confirmed.

 

HC 31 Reports of Other Bodies: Overview and Scrutiny (External) Committee: 26 September 2016

 

O&S(E) 27 Conclusions of the Partnership Task and Finish Group on Submitted Business Plans from the West Devon Citizens Advice Bureau and Council for Voluntary Service

 

RESOLVED to RECOMMEND:-

 

That the Hub Committee RECOMMEND to Council that the funding allocated by the Council to the CAB and CVS for 2017/18 should be retained at the same level as it was for 2016/17 (£32,900 and £8,500 respectively).

 

HC 32 Devon Building Control Partnership (DBCP) Hosting Arrangements

 

RESOLVED to RECOMMEND to:

 

1.   Move to an operating model for Devon Building Control Partnership that is fully hosted by Teignbridge District Council (TDC);

2.   Transfer West Devon Borough Council staff currently seconded to TDC, to the host TDC; and

3.   Make the necessary amendments to the current DBCP agreement to reflect the changes as discussed in section 3.2 of the presented report.

 

Meeting held on 29 November 2016

 

HC 36 Adoption of a UAV/Drone Policy

 

RESOLVED to RECOMMEND to:

 

1.    consider formal adoption of the UAV/Drone Policy as set out at Appendix A of the presented report, if not already addressed by the use of bye laws; and

2.   authority be delegated to the COP Lead Assets in consultation with the Lead Member for Environment to make minor amendments as necessary.

 

 

HC 38  Council Tax Reduction Scheme

                       

                        RESOLVED to RECOMMEND to:

 

1.    To note the results of the public consultation for the Council Tax Reduction Scheme; and

2.    That the 2016/17 scheme be retained for 2017/18

 

HC 40  Economy Working Group Recommendations

 

RESOLVED to RECOMMEND to:

 

1.         Adopt the proposed WDBC Our Plan Annual Delivery Plan, as shown in Appendix 1, for the period to March 2018

2.         Increase funding to Business Information Point for business support services from £8,340 in 2015/16 to £15,100 in 2016/17 (pro-rata) & maintain this funding level for 2017/18

3.         Reduce funding to Villages in Action from £8,000 in 2015/16 to £4,000 in 2016/17 and 2017/18

4.         Reduce funding to South West Museum Development (SWMD) from £2,000 in 2015/16 to £1,000 in 2016/17

5.         Cease offering economy grants in WDBC with immediate effect

6.         Support the Youth Markets initiative from 2016/17 with funding of £1,000

7.         Task the Head of Paid Service with utilising the staffing establishment to deliver the activities detailed in paragraph 3.6 of this report, identifying a lead officer of a suitable grade 

8.         Establish a West Devon Economy Working Group (WDEWG) consisting of 4 Members

9.         Request that the WDEWG submit periodic reports to the Hub                      Committee

 

 

 

CM 46

a.         Overview and Scrutiny (Internal) Committee – 6 September 2016 and 8 November 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 6 September 2016 and 8 November 2016 meetings be received and noted”.

 

b.         Overview and Scrutiny (External) Committee – 26 September 2016 and 11 October 2016

It was moved by Cllr D K A Sellis, seconded by Cllr N Jory and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 26 September 2016 and 11 October 2016 meetings be received and noted”.

 

 

c.         Audit Committee – 27 September 2016

It was moved by Cllr M Davies, seconded by Cllr N Jory and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 27 September 2016 meeting be received and noted”.

 

d.         Planning and Licensing Committee – 18 October 2016 and 15 November 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 18 October 2016 and 15 November 2016 meetings be received and noted, with the exception of Unstarred Minutes P&L 38 and P&L 39”.

 

In respect of the Unstarred Minutes:

 

i.              P&L 38 To Consider Changes to the Constitution of the Council in relation to the Delegation of Powers for Determination of Certain Licensing Functions

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 amendments proposed to the Constitution in relation to the delegation of powers for the determination of licensing decisions be adopted, as attached at Appendix A to the published Committee meeting minutes.”

 

ii.             P&L 39 Approval of Policy in Relation to the Licensing of Taxi Drivers

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 Taxi Driver Licensing Policy be adopted to take effect from 1 January 2017.”

 

e.         Hub Committee – 1 November 2016 and 29 November 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 1 November 2016 and 29 November 2016 meetings be received and noted, with the exception of Unstarred Minutes HC 29, HC 31, HC 32, HC 36, HC 38 and HC 40”.

 

In respect of the Unstarred Minutes:

 

i.HC 29 Annual Review of Health and Safety

 

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 policy be adopted and signed by the Head of Paid Service and the Leader of Council; and

2.         authority to approve the final version be delegated to the Head of Paid Service in consultation with the Leader of Council”.

 

iiHC 31 Reports of Other Bodies: Overview and Scrutiny (Internal) Committee: 19 July 2016

 

O&S(I) 18 Member Development Steering Group – Progress Update and Induction Review

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 future Member Induction Programme (as attached at Appendix A of the agenda report presented to the Overview and Scrutiny (Internal) Committee) be approved, subject to delegated authority being granted to the Senior Specialist – Democratic Services, in consultation with the Member Development Steering Group and Group Leaders, to make any necessary minor amendments;

2.    the principle of a Member Learning and Development Plan be approved, with responsibility for its content and monitoring being delegated to the Senior Specialist – Democratic Services, in consultation with the Member Development Steering Group; and

3.    the pursuing of the South West Charter Status for Member Development accreditation be supported.

 

HC 31 Reports of Other Bodies: Overview and Scrutiny (External) Committee: 2 August 2016

 

O&S(E) 18 Task and Finish Groups

(a)    Partnership Review

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 Partnership Policy (as outlined at Appendix 1 of the presented agenda report) and Guidance (as outlined at Appendix 2 of the presented agenda report) be adopted;

2.    the Partnership Register (as outlined at Appendix 3 of the presented agenda report) be adopted;

3.    the review and recommendations of the Task and Finish Group (as outlined at Appendix 4 of the presented agenda report) be agreed;

4.    partnerships be retained at current financial levels for 2017/18, subject to any financial modifications as set out in Appendix 4 of the presented agenda report and a final decision being made on the CAB and CVS;

5.    new (or updated) partnership agreements be established for 2017/18 onwards establishing clear outcomes relating to Our Plan themes and, where appropriate, the Locality work to ensure co-ordinated delivery for communities; and

6.    alongside this, a further financial and governance review be undertaken to identify the most appropriate delivery options aligned to financial and procurement procedures once a decision on the Local Authority Controlled Company is confirmed. 

 

HC 31 Reports of Other Bodies: Overview and Scrutiny (External) Committee: 26 September 2016

 

O&S(E) 27 Conclusions of the Partnership Task and Finish Group on Submitted Business Plans from the West Devon Citizens Advice Bureau and Council for Voluntary Service

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 funding allocated by the Council to the CAB and CVS for 2017/18 should be retained at the same level as it was for 2016/17 (£32,900 and £8,500 respectively).”

 

ii.             HC 32 Devon Building Control Partnership (DBCP) Hosting Arrangements

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.    an operating model be moved to for Devon Building Control Partnership that is fully hosted by Teignbridge District Council (TDC);

2.    West Devon Borough Council staff currently seconded to TDC be transferred to the host authority TDC; and

3.    the necessary amendments be made to the current DBCP agreement to reflect the changes as discussed in section 3.2 of the agenda report presented to the Hub Committee.

 

iii.            HC 36 Adoption of a UAV/Drone 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 a decision on the formal adoption of a UAV/Drone Policy be deferred until the New Year.”

 

iv.           HC 38 Council Tax Reduction Scheme

In introducing this unstarred minute, the Leader informed that he had been in communication with his colleagues across the county and the general consensus was that similar recommendations to retain the current Scheme for a further twelve months would be agreed.  Should the Council decide to retain the Scheme for 2017/18, then the Leader recognised the need for an extensive review to take place during that year.

 

It was then 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 results of the public consultation for the Council Tax Reduction Scheme be noted; and

2.         the 2016/17 Council Tax Reduction Scheme be retained for 2017/18.

 

v.            HC 40 Economy Working Group Recommendations

Having been moved by Cllr P R Sanders and seconded by Cllr R E Baldwin, the Mayor agreed to a request for parts 1, 2, 5, 6, 7, 8 and 9 of the recommendation to be voted upon separately.

 

Therefore, upon being submitted to the Meeting, it was declared to be CARRIED and “RESOLVED that:

 

1.    the proposed WDBC Our Plan Annual Delivery Plan, as shown in Appendix 1 of the agenda report presented to the Hub Committee, be adopted for the period to March 2018;

2.    the funding be increased to Business Information Point for business support services from £8,340 in 2015/16 to £15,100 in 2016/17 (pro-rata) and maintain this funding level for 2017/18;

5.   the Council ceases to offer economy grants in WDBC with immediate effect;

6.   the Youth Markets initiative be supported from 2016/17 with funding of £1,000;

7.   the Head of Paid Service be tasked with utilising the staffing establishment to deliver the activities detailed in paragraph 3.6 of the agenda report presented to the Hub Committee, identifying a lead officer of a suitable grade;

8.   a West Devon Economy Working Group (WDEWG) consisting of 4 Members be established, with Group Leaders being invited to submit their nominations to serve on this Group outside of this meeting; and

9.   the WDEWG be requested to submit periodic reports to the Hub Committee.

 

To instigate the debate on part 3 of the recommendation, it was moved by Cllr P R Sanders and seconded by Cllr R E Baldwin that:

 

3.    funding to Villages in Action be reduced from £8,000 in 2015/16 to £4,000 in 2016/17 and 2017/18.

 

In discussion on this part, reference was made to:-

 

(a)  the £4,000 reduction potentially being offset by the savings generated by the new Leisure contract.  In reply to this view, a Member advised that the Leisure contract savings  had already been factored in to the revenue budget and there still remained a budget gap to be closed;

 

(b)  the impact of a £4,000 grant reduction.  The point was raised on a number of occasions that the organisation could not quantify the actual impact of this proposed reduction.  However, as part of the Working Group’s review, it was recognised that there had been a downward trend in events being held (from 26 in 2014/15 to 16 in 2016/17) in the borough.  In reply, a Member countered that this trend was attributed to a reduction in funding from Devon County Council;

 

(c)  opposition to the motion.  Some Members expressed their deep concerns at the proposed £4,000 reduction and felt that it would have a particularly detrimental impact on rural communities, low income families and the elderly population;

 

(d)  the need for Members to make a choice between supporting the rural economy and the arts.  Whilst recognising that the arts was important, a number of Members were of the view that the £4,000 would have far greater benefits if it was used to support rural economy measures.  As a general point, there was wide recognition that any arts related budgets should not fall within the auspices of the Economy Budget. 

 

Taking that viewpoint a step further, some Members also felt that there was the potential need for a task and finish group review to be undertaken into all aspects of the Council’s commitment and future approach to the Arts agenda.  The request was therefore made to refer this matter to Overview and Scrutiny for its consideration;

 

(e)  the recommendations being effectively cost neutral.  Some Members welcomed the responsible approach undertaken by the Working Group to ensure that the recommendations were cost neutral.

 

In accordance with Council Procedure Rule 19(5), a recorded vote was then called for on this part of the motion and was subsequently recorded as follows:-

                                                    

For the motion (17):Cllrs Baldwin, Ball, Benson, Davies, Edmonds, Evans, Kimber, McInnes, Mott, Oxborough, Parker, Ridgers, Sampson, Samuel, Sanders, Sellis and Yelland;

 

Against the motion (10):Cllrs Cann OBE, Cloke, Hockridge, Leech, Moody, Moyse, Musgrave, Pearce, Roberts and Sheldon.

 

Abstentions (0):                                                                                                          

 

Absent (4):  Cllrs Cheadle, Jory, Stephens and Watts.

 

and the motion was therefore declared CARRIED.

 

It was then 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:

 

4.    funding to South West Museum Development be reduced from £2,000 in 2015/16 to £1,000 in 2016/17.”