Agenda, decisions and draft minutes

Executive - Monday, 10th February, 2020 10.00 am

Venue: Council Chamber - FH. View directions

Items
No. Item

11.

Minutes pdf icon PDF 278 KB

To approve and sign the minutes of the meetings held on 7 January 2020.

Minutes:

Minutes of the meeting held on the 7 January 2020 were approved and signed as a correct record.

12.

Declarations of Interest

Minutes:

In respect of minute No.20 -

 

Councillor Wrigley declared an interest as a Director of Newton Abbot Community Interest Company and member of Dawlish Town Council both who lease properties from the Council.

 

Councillor J Hook declared an interest as a Director of Newton Abbot Community Interest Company who lease a property from the Council.

 

Councillor Jefferies declared an interest as she leases a property from the Council.

 

13.

Executive Forward Plan

To note forthcoming decisions anticipated to be made by the Executive over the next 12 months. The Executive Forward plan can be found here.

Minutes:

RESOLVED that the Executive Forward Plan be noted.

 

14.

Notice of Motion Fireworks pdf icon PDF 225 KB

To consider how the Council can support the campaign by the RSPCA regarding fireworks and firework displays in response to the Notice of Motion at Council on 19 November, 2019.

Decision:

RESOLVED that the following be approved:-

 

(1)             The Portfolio Holder for Waste Management & Environmental Health writes to Government seeking new legislation on the sale and use of fireworks so that those available to the public for private displays are limited to 90dB;

 

(2)             Officers amend the Booking Forms to highlight the RSPCA campaign  and good practice for firework displays, which will then be shared with Town and Parish Councils; and

 

(3)             The Council joins with the national campaign in October 2020 to highlight the impacts of fireworks to animals.

 

Minutes:

Non-Executive Members supported the Royal Society for the Protection of Cruelty to Animals (RSPCA) campaign regarding fireworks and firework displays.

 

The Portfolio Holder for Waste Management & Environmental Health presented the report which set out how the Council could support the campaign by the RSPCA regarding fireworks and fireworks displays. It was important to protect vulnerable people and animals in a measured and safe way.

 

In response to a Member, the Environmental Protection Manager clarified that the 90dB was the output of the noise level.

 

RESOLVED that the following be approved:-

 

(1)             The Portfolio Holder for Waste Management & Environmental Health writes to Government seeking new legislation on the sale and use of fireworks so that those available to the public for private displays are limited to 90dB;

 

(2)             Officers amend the Booking Forms to highlight the RSPCA campaign  and good practice for firework displays, which will then be shared with Town and Parish Councils; and

 

(3)             The Council joins with the national campaign in October 2020 to highlight the impacts of fireworks to animals.

 

15.

Final Budget Proposals 2020/21 pdf icon PDF 301 KB

To consider the final financial plan proposals 2020/21 to 2022/23 for recommendation to Council on 24 February. These proposals include recommended revenue and capital budgets for 2020/21 and planned in outline for 2021/22 and 2022/23.

Additional documents:

Decision:

RECOMMENDED that Council approve:-

 

(1)          The final budget for 2020/21 and the outline plan for the subsequent years 2021/22 and 2022/23; and

 

(2)          The Commercial Strategy in appendix 8 subject to the amendments to the Commercial Property Investment Board composition to read ‘Chair of Overview & Scrutiny Committee and Leader of Opposition if different’ and to add ‘any Group Leader with 10% of the Members’; and

 

(3)          That delegate authority be given to the Chief Finance Officer to approve the purchase of assets meeting the prescribed criteria in section 6 of the Strategy subject to prior consultation with the Commercial Property Investment Board. 

 

Minutes:

Member question and response attached.

 

The Portfolio Holder for Corporate Resources presented the report to consider thefinal financial plan proposals 2020/21 to 2022/23 for recommendation to Council on 24 February 2020. These proposals include recommended revenue and capital budgets for 2020/21 and planned in outline those for 2021/22 and 2022/23.

 

Non-Executive Members raised concerns regarding the proposed Sunday car parking charges, the anomalies and conflicts that arose from this proposal and asked that a decision should be delayed until any implications had been reviewed; the proposed charging for emptying of dog bins; introduction of charges for bins for new properties; could the Community Infrastructure levy (CIL) schedule be revised to enable more income for the Council; the raising of Council tax levels beyond which a referendum would be required; and welcomed the amendment to enable a budget of £26,000 for Rural Aid.

 

The Portfolio Holder for Corporate Services clarified the Council should have previously been charging for emptying of dog bins and that the proposals to charge for bins for new households were to look to help address future shortfall in funding. He acknowledged that Sunday car parking charging had complexities and that these would these need to be worked through, the car parking review group could review this over the coming year. A council tax increase that would require a referendum would be an unnecessary public expense. 

 

Members were advised that 680 budget survey responses had been received of these:-

·         54% agree to increase in council tax

·         66% agree to supporting climate change

·         66% agree to supporting housing

·         81% agree to backing business and improving town centres

·         87% agree to investment in infrastructure.

 

Regarding what the Council should do to balance its budget the following had been received:-

·         42% agree Generating more income to re-invest in council services

·         26% agree Make more budget savings 

·         12% agree Reducing the services we provide 

·         20% agree Increasing council tax further. 

 

The Leader to address concerns raised at Overview & Scrutiny Committee proposed amendments to the membership of the Commercial Property Investment Board that:-

·         Chair of Overview & Scrutiny Committee and the Leader of the Opposition if different

·         Any Group Leader with 10% of the Members. 

 

RECOMMENDED that Council approve:-

 

(1)          The final budget for 2020/21 and the outline plan for the subsequent years 2021/22 and 2022/23; and

 

(2)          The Commercial Strategy in appendix 8 subject to the amendments to the Commercial Property Investment Board composition to read ‘Chair of Overview & Scrutiny Committee and Leader of Opposition if different’ and to add ‘any Group Leader with 10% of the Members’; and

 

(3)          That delegate authority be given to the Chief Finance Officer to approve the purchase of assets meeting the prescribed criteria in section 6 of the Strategy subject to prior consultation with the Commercial Property Investment Board. 

 

16.

Provision of Household Waste Containers pdf icon PDF 143 KB

To consider charges for the provision of waste and recycling containers at new-build household properties in the district.

 

Decision:

RESOLVED that the following be approved:-

 

(1)          The Standard Charge as described in the report be introduced from April 1st 2020 and the cost be reviewed annually;

 

(2)          Consideration be given to a concessionary rate for those eligible for the Council Tax Reduction Scheme (CTRS);

 

(3)          A mechanism to transfer the charge from the occupier to the developer be investigated; and

 

(4)          The Council make representations to the Secretary of State for legislation to be reviewed to enable the cost of the initial provision of waste and recycling containers to be levied on housing developers.

 

Minutes:

Non-Executive Members raised concerns regarding charges for replacement containers and that the liability for these charges should be placed on the developers through means such as the Community Infrastructure Level (CIL). There should be concessions for those residents on Universal Credit.

 

The Portfolio Holder for Waste Management & Environmental Health clarified that the Council was investigating a mechanism to transfer the charge from the occupier to the developer and would be making representation to Central Government to review legislation to enable the cost of the bins to be levied on developers. Officers would have a degree of flexibility to reduce or waive the charge in extenuating circumstances.

 

The Leader encouraged all residents to look to improve the districts recycling rates.

 

RESOLVED that the following be approved:-

 

(1)          The Standard Charge as described in the report be introduced from April 1st 2020 and the cost be reviewed annually;

 

(2)          Consideration be given to a concessionary rate for those eligible for the Council Tax Reduction Scheme (CTRS);

 

(3)          A mechanism to transfer the charge from the occupier to the developer be investigated; and

 

(4)          The Council make representations to the Secretary of State for legislation to be reviewed to enable the cost of the initial provision of waste and recycling containers to be levied on housing developers.

 

17.

Public Toilet and Building Cleaning Service Contract pdf icon PDF 139 KB

To consider extending the existing contract for 2 years.

 

Decision:

RESOLVED that:-

 

(1)          The optional two year extension to the existing contract be confirmed; and

 

(2)          A review of the current level of public toilet provision across the district and consider alternative service delivery options be approved.

 

 

 

Minutes:

The Portfolio Holder for Waste Management & Environmental Health presented the report to consider extending the existing contract for two years and to review the current level of public toilet provision across the district and consider alternative service delivery options.

 

RESOLVED that:-

 

(1)          The optional two year extension to the existing contract be confirmed; and

 

(2)          A review of the current level of public toilet provision across the district and consider alternative service delivery options be approved.

 

18.

Grounds Maintenance Service Contract pdf icon PDF 146 KB

To consider directly awarding the Grounds Maintenance Contract to the existing incumbent for 4 years.

 

Additional documents:

Decision:

RESOLVED directly awarding the Grounds Maintenance Contract to the existing incumbent for four years be approved.

 

Minutes:

Member question and response attached.

 

Non-Executive Members commented that the use of chemicals should be removed from any new contracts and the use of alternative methods for the removal of weeds should be explored. Issues were raised regarding regular grass cutting in a particular area of the district.

 

The Portfolio Holder for Sport, Recreation and Culture commented that the Council had been working with the current contractor for 10 years and over this time had looked to reduce costs. There was a requirement to look at the wider prospective to the regularity of the grass cutting across the district as others have a preference to have areas cut less frequently to encourage wildflowers. The process of grounds maintenance and the use of chemicals could be an area for Overview and Scrutiny Committee to review. The Council had a targeted application approach to weed control. 

 

RESOLVED directly awarding the Grounds Maintenance Contract to the existing incumbent for four years be approved.

 

19.

Local Government (Access to Information) Act 1985 - Exclusion of Press and Public

RECOMMENDED that, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of agenda item 12 on the grounds that it involves the likely disclosure of exempt information as defined in the relevant paragraph 3 of Part 1 of Schedule 12A of the Act.

 

Decision:

RESOLVED that under Section 100(A)(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act.

 

Minutes:

RESOLVED that under Section 100(A)(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act.

 

20.

Non-residential tenanted premises lease management and compliance

Decision:

RESOLVED that the implementation of a tenanted property regime with associated actions as recommended within the main body of the report be approved.

 

Minutes:

Councillor Wrigley declared an interest as a Director of Newton Abbot Community Interest Company and member of Dawlish Town Council both whom lease properties from the Council.

 

Councillor J Hook declared an interest as a Director of Newton Abbot Community Interest Company who lease a property from the Council.

 

Councillor Jefferies declared an interest as she leases a property from the Council.

 

The Portfolio Holder for Corporate Resources presented the report to implement a tenanted property inspection regime with associated improvements to the management of the Council’s tenanted portfolio and customer service.

 

In response to a Member, the Portfolio Holder for Corporate Resources clarified that the regime would include guidance on the management of trees on the tenanted premises.

 

RESOLVED that the implementation of a tenanted property regime with associated actions as recommended within the main body of the report be approved.