Agenda item

(i)         Standards Committee

                        Meeting held on 29 November 2016                                                 

 

 

(ii)        Planning and Licensing Committee

                        Meeting held on 7 February 2017                                                                  

 

                        Meeting held on 7 March 2017                                                                                  

 

            (iii)       Council Tax Resolution Panel

                        Meeting held on 21 February 2017                                                    

 

 

            (iv)       Hub Committee

                        Meeting held on 28 February 2017                

 

                      Meeting held on 28^th March 2017                                

 

Unstarred Minute to agree

            Members are recommended to agree:

 

HC 56 Parking Permit Review

                       

That Council be RECOMMENDED that the Season Tickets available in West Devon be renamed Parking Permits and that the Off-Street Parking Places Order be amended to reflect this, together with the following amendments:

 

1.    That the cost of a Town Centre Parking Permit be reduced from £400 to £280 per annum to reflect the reduced Pay and Display parking charges;

 

2.    That the cost of a Peripheral Parking Permit be reduced from £195 to £150 per annum in order to encourage more use of this facility;

 

3.    That the cost of a Rural Parking Permit be reduced from £155 to £150 per annum in order to simplify the offering to our customers;

 

4.    That a new West Devon Permit be introduced, allowing parking in all long-stay car parks across the Borough, for a fee of £650 per annum;

 

5.    That Permits become ‘virtual’ (i.e. Customers will no longer receive a paper permit); and

 

6.    That new Permits be limited to one vehicle registration number only.

 

HC 57 Revenue Budget Monitoring 2016/17

 

That Council be RECOMMENDED that the 2016/17 revenue saving of £115,000 on the Leisure budget be transferred into an Earmarked Reserve for Leisure as outlined in section 3.2 of the agenda report presented to the Hub Committee.

 

HC 58 Capital Budget Monitoring 2016/17

 

That Council be RECOMMENDED that the Indoor Sports and Recreation facilities capital budget of £296,728 be re-categorised towards the £1.5 million cost of the investment into the Leisure Centres as detailed in Appendix B of the presented agenda report to the Hub Committee.

 

HC 59 Emergency Response Plan

 

That Council be RECOMMENDED that the proposed emergency response arrangements be approved.

 

HC 60 Homelessness Strategy 2017/22

 

That Council be RECOMMENDED that the:

 

1.    Homelessness Strategy 2017-22 and the 2017 Action Plan be adopted; and

2.    Joint Member Task and Finish Group be retained as a Homeless Strategy Monitoring Group.

 

Meeting held on 28 March 2017                                                                    

 

Unstarred Minute to agree

Members are recommended to agree:

 

HC 68 Review of Hub Committee and Overview and Scrutiny Function

                       

That Council be RECOMMENDED that:

 

1.    the existing governance arrangements for the Hub Committee are working well and should therefore be retained;

 

2.    the Overview and Scrutiny function be carried out by one Committee (rather than two) with effect from the Annual Meeting in May 2017;

 

3.    with effect from the Annual Meeting in May 2017, Members of the Council sit on either the Hub Committee, Audit Committee or Overview and Scrutiny Committee.  In so doing, substitutes will not be allowed on any of these three Committees;

 

4.    the Hub Committee has a membership of 9, the Overview and Scrutiny Committee has a membership of 15 and the Audit Committee membership is increased to 7; and

 

5.    the Hub Committee Forward Plan be improved to better enable more effective programming of agenda items for the Overview and Scrutiny Committee.

 

HC 69 Housing Report

                       

            That Council be RECOMMENDED that:

 

1.    the Community Housing Strategy be approved as set out in the agenda report presented to the Hub Committee;

 

2.    the apportionment of the £247,620 Community Housing Fund (CHF) as per section 3 of the presented agenda report, including support for the funding of up to 3 full time equivalent members of staff for 2 years (shared with South Hams District Council);

 

3.    the delegation of acquisition for sites up to £250,000 for the delivery of community housing from the CHF Grant to the COP Lead Assets, in consultation with the lead Hub Committee Member for Assets and Section 151 Officer; and

 

4.    the proposals contained in Section 1.11 of the presented agenda report be approved.

 

(v)        Audit Committee

            Rearranged Meeting held on 21 March 2017                                              

 

Unstarred Minute to agree

                        Members are recommended to agree:

 

AC 34 Review of Council Constitution

                       

That Council be RECOMMENDED that the amendments to the Council Constitution (as summarised in Paragraph 2 of the presented agenda report and fully outlined on the Council website) be approved and the revised Constitution be adopted at the Annual Meeting in May 2017. 

 

The recommendations to Council includes the amendment recommended by the Audit Committee whereby the limit of asset disposals and acquisitions that are delegated to the Assets COP Lead in consultation with the Lead Member for Assets and the Section 151 Officer be increased from £50,000 to £150,000, with any acquisitions and disposals above these limits being referred to the Hub Committee for approval.

 

 

 

CM 68                                                                

a.    Standards Committee – 29 November 2017

It was moved by Cllr A F Leech, seconded by Cllr J Sheldon and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 29 November 2017 be received and noted”.

 

b.    Planning and Licensing Committee – 7 February 2017 and 7 March 2017

It was moved by Cllr G Parker, seconded by Cllr J Yelland and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 7 February 2017 and 7 March 2017 meetings be received and noted”.

 

c.    Council Tax Resolution Panel – 21 February 2017

It was moved by Cllr J Sheldon, 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 21 February 2017 meeting be received and noted”.

 

d.   Hub Committee – 28 February 2017 and 28 March 2017

It was moved by Cllr R E Baldwin, seconded by Cllr G Parker and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the 28 February 2017 and 28 March 2017 meeting be received and noted, with the exception of Unstarred Minutes HC 56, HC 57, HC 58, HC 59, HC 60, HC 68 and HC 69”.

 

In respect of the Unstarred Minutes:

 

i.    HC 56 Parking Permit Review

Having been moved by Cllr R E Baldwin and seconded by Cllr G Parker, a debate ensued on the motion.  During this debate, it became apparent that there was widespread support for the proposed pricing structure.  However, there were some concerns expressed over the apparent lack of clarity regarding the definitions that were being applied to Council Car Parks.  As a consequence, Members asked that the Car Parking Strategy Group specifically review all aspects of these definitions, including the signage that advertised them.

 

It was then submitted to the Meeting and was declared to be CARRIED and “RESOLVED that the Season Tickets available in West Devon be renamed Parking Permits and that the Off-Street Parking Places Order be amended to reflect this, together with the following amendments:

 

1.    That the cost of a Town Centre Parking Permit be reduced from £400 to £280 per annum to reflect the reduced Pay and Display parking charges;

2.    That the cost of a Peripheral Parking Permit be reduced from £195 to £150 per annum in order to encourage more use of this facility;

3.    That the cost of a Rural Parking Permit be reduced from £155 to £150 per annum in order to simplify the offering to our customers;

4.    That a new West Devon Permit be introduced, allowing parking in all long stay car parks across the Borough, for a fee of £650 per annum;

5.    That Permits become ‘virtual’ (i.e. Customers will no longer receive a paper permit); and

6.    That each new Permit be limited to one vehicle registration number only at any one given time, but customers may change the vehicle registration number online if they so wish.”

 

ii.      HC 57 Revenue Budget Monitoring 2016/17

It was moved by Cllr R E Baldwin, seconded by Cllr G Parker and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the 2016/17 revenue saving of £115,000 on the Leisure budget be transferred into an Earmarked Reserve for Leisure as outlined in section 3.2 of the agenda report presented to the Hub Committee.”

 

iii.    HC 58 Capital Budget Monitoring 2016/17

It was moved by Cllr R E Baldwin, seconded by Cllr G Parker and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Indoor Sports and Recreation facilities capital budget of £296,728 be re-categorised towards the £1.5 million capital cost of the investment into the Leisure Centres as detailed in Appendix B of the presented agenda report to the Hub Committee.”

 

iv.    HC 59 Emergency Response Plan

It was moved by Cllr R E Baldwin, seconded by Cllr G Parker and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the proposed emergency response arrangements be approved.”

 

v.      HC 60 Homelessness Strategy 2017/22

In light of South Hams District Council already deciding against retaining the Joint SH/WD Homeless Strategy Monitoring Group, an alternative recommendation was moved by Cllr R E Baldwin and seconded by Cllr G Parker as follows:

 

“That the Homelessness Strategy 2017-22 and the 2017 Action Plan be adopted and considered by the Overview and Scrutiny function for ongoing monitoring.”

 

It was noted that this alternative recommendation reflected the view that the monitoring role was an Overview and Scrutiny function and it should be reviewed by the Committee on a regular basis.

 

Upon being submitted to the Meeting, it was then declared to be CARRIED and “RESOLVED that the Homelessness Strategy 2017-22 and the 2017 Action Plan be adopted and considered by the Overview and Scrutiny function for ongoing monitoring.”

 

vi.    HC 68 Review of Hub Committee and Overview and Scrutiny Function

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

 

1.    the existing governance arrangements for the Hub Committee are working well and should therefore be retained;

2.    the Overview and Scrutiny function be carried out by one Committee (rather than two) with effect from the Annual Meeting in May 2017;

3.    with effect from the Annual Meeting in May 2017, Members of the Council sit on either the Hub Committee, Audit Committee or Overview and Scrutiny Committee.  In so doing, substitutes will not be allowed on any of these three Committees;

4.    the Hub Committee has a membership of 9; the Overview and Scrutiny Committee has a membership of 15; and the Audit Committee membership is increased to 7; and

5.    the Hub Committee Forward Plan be improved to better enable more effective programming of agenda items for the Overview and Scrutiny Committee.

 

vii.   HC 69 Housing Report

It was moved by Cllr N Jory, seconded by Cllr G Parker and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that:

 

1.     the Community Housing Strategy be approved as set out in the agenda report presented to the Hub Committee;

2.     the apportionment of the £247,620 Community Housing Fund (CHF) as per Section 3 of the presented agenda report, including support for the funding of up to 3 full-time equivalent members of staff for 2 years (shared with South Hams District Council);

3.     the delegation of acquisitions for sites up to £250,000 for the delivery of community housing from the CHF Grant to the COP Lead Assets, in consultation with the lead Hub Committee Member for Assets and Section 151 Officer; and

4.     the proposals contained in Section 1.11 of the presented agenda report be approved.

 

e.    Audit Committee – 21 March 2017

It was moved by Cllr M Davies, seconded by Cllr J Yelland and upon being submitted to the Meeting was declared to be CARRIED and “RESOLVED that the Minutes of the rearranged 21 March 2017 meeting be received and noted, with the exception of Unstarred Minutes AC 34”.

 

In respect of the Unstarred Minutes:

 

i.     AC 34 Review of Council Constitution

In light of the decision taken earlier in this meeting to carry out the Overview and Scrutiny function by one Committee instead of two (unstarred minute HC 68 above refers), an alternative recommendation was moved by Cllr M Davies and seconded by Cllr J Yelland as follows:

 

“That, in light of the earlier decision to reduce the number of Overview and Scrutiny Committees from 2 to 1, approval of the Council Constitution be deferred until the Annual Council meeting in May to enable for a revised set of Committee Terms of Reference to be prepared.”

 

In discussion, assurances were given that the Group Leaders; the current Chairmen of the two Overview and Scrutiny Committees; and Cllr R Cheadle would have the opportunity to review and comment upon the revised draft Terms of Reference before they were then presented to the Annual Council meeting.

 

Upon being submitted to the Meeting, it was then declared to be CARRIED and “RESOLVED that, in light of the earlier decision to reduce the number of Overview and Scrutiny Committees from 2 to 1, approval of the Council Constitution be deferred until the Annual Council meeting in May to enable for a revised set of Committee Terms of Reference to be prepared.”