Agenda and draft minutes

To receive any apologies for absence.

Apologies were received from Cllr N Bradshaw.

To receive any questions relating to items on the Agenda from members of the public and replies thereto.

Mr Nick Quinn

Regarding Agenda Item 8 – Medium Term Financial Update.

Appendix 1 shows a Savings Options Summary Table, listing various areas and the potential savings which it is believed can be made.

I have questions about some of the items shown on the table:

Q1: Corporate Management shows no savings at all, but Staffing shows a Total Saving of £779k. Why? Is it easier to get rid of Workers than Managers?

Answer: Staffing savings is a generic savings figure and therefore aggregates all Council services including Corporate Management. At item 7 this evening we are actually looking at the makeup of the senior officer structure.

Q2: The Pannier Market shows a Budget of £79k but Total Savings of £100k. How can more money be saved than is budgeted?

Answer: The budget is net of income, plans are being considered to move this from a net cost to a net income generator for the Council.

Q3: Licensing is shown as a statutory function. How can a budget of £24k be reduced to just £4k and still provide the required Statutory service?

Answer: Again, the budget is net of income. The specific savings options are shown in Appendix 2, rows 15 and 17.

Q4: On the Staffing line, there are no figures in the Budget or the Percentage change columns.  Why is this?

Answer: The budgets are included within the specific service lines above.

Q5: If Staffing, and possibly Services, are being reduced - why does the Council still need the same amount of Management?

Answer: Item number 7 this evening we are specifically looking at the make-up of the senior officer structure.

Mr Paul Elstone

My questions relate to Agenda Item 8 – Medium Term Financial Plan Update and associated financials.

Question  1

Appendix 1 - Savings Options Summary Lists Parks and Open Spaces, shows a £50K saving. This amount it is believed to be the money required to keep both the Westexe, Tiverton, and Crediton paddling pools open and maintained over a year, plus perhaps the children's play equipment. Additionally, the Pannier Market is showing a saving of £100K.

Appendix 2 Headline Savings Options Round 1: Row 5 says and specifically against these budget items:

 "Therefore, as indicated previously some services will cease" and "Reputational risk are likely”.

Will the Council Leader provide categorical assurance, this evening, that he fully supports both the Westexe Tiverton and Crediton Paddling pools being fully open for use next summer and in the 2024/25 budget year and that he is not in agreement with officer recommendations? 

Question 2

Will the Council Leader also state that he is against the Tiverton Pannier Market being impacted irrespective of any Tiverton Town Council Funding decision?

Question 3

It has been stated, in answer to a previous question, that all 3 Rivers funding came from temporary cash flow treasury lending.

How precisely is this Treasury Account funded?

Question 4

The previous 3 Rivers loan impairment of £790,000 was required to be written off over a 5-year  ...  view the full minutes text for item 53.

To record any interests on agenda matters.

No interests were declared under this item. Members were reminded of the need to make declarations of interest where appropriate.

To consider whether to approve the minutes as a correct record of the meeting held on 19 September 2023.

The minutes of the previous meeting held on 19 September 2023, were approved as a correct record and SIGNED by the Leader.

To receive a report from the Corporate Manager for Public Health, Regulation and Housing.

The Homes Policy Development Group made the following recommendation:

RECOMMENDED to Cabinet that it recommends to Council the adoption of the new Damp and Mould Policy with the addition of the following paragraph:

‘To ensure that treatment has been effective, and damp and mould has not reappeared, any improvement work will be accompanied by a follow up visit to the property. MDH will allow at least 6 weeks after the initial treatment to revisit the dwelling. Any issues reported by tenants in the meantime will be acted upon promptly. If damp and mould have reappeared, further investigation and intervention will be pursued.

Cabinet had before it a report * which set out how Mid Devon Housing would address issues of damp, mould and condensation within the Council’s tenanted and leasehold housing stock.

This included how the Council intended to comply with its legal responsibilities and with the Housing Ombudsman’s recommendations in ‘The Spotlight on Damp and Mould’ report as well as its wider health, safety and wellbeing requirements towards it’s tenants under the statutory Homes Standard published by the Regulator of Social Housing and the new Social Housing Regulation Act 2023.

Consideration was given to:

·         How incredibly disappointing it was that it had taken the death of a child to bring this matter to the fore nationally.

·         The responsibility of the Council to provide safe and healthy homes.

·         A tenant/s ‘lifestyle’ being one of the causes of condensation and what the Council could do to help in terms of providing clear and helpful advice.

·         In certain circumstances reasonable adjustments could be made such as triple venting, opening a window after a shower, using a kettle rather than heating up pans of water or regulating the temperature better by turning the thermostat down rather than completely turning it off and then up to maximum the next time it is switched on.

·         Damp and mould rarely existed as a result of one particular issue, it was more complex than that. The cost of living crisis as well as mental health issues could also be having an impact.

·         Advice packs to tenants had been very welcome and there was an ongoing dialogue regarding education and feedback.

·         Many issues were picked up by Neighbourhood Officers.

·         There were more issues with the older housing stock and this was a consideration when reaching a decision about whether or not it was cost effective to repair a property or replace the property altogether.

·         The vulnerabilities of residents were taken into account. New tenants were invited to join a ‘Getting to know you’ project with housing officers making the most of every contact and opportunity.

·         Further central Government legislation was due which would provide more detail on how private landlords and Registered Social Housing landlords should deal with damp and mould, including any complaints arising as a result of it. It was not clear whether there would be any funding to support local authorities with this issue but Government was being pressed on the financial challenges this issue presented.

·         Neighbourhood walkabouts with Ward members were proving to be very helpful to all parties involved.

To receive a report from the Corporate Manager for Public Health, Regulation and Housing.

The Homes Policy Development Group had made the following recommendation:

RECOMMENDED to the Cabinet that the revised Mid Devon Housing (MDH) Recharges Policy be approved.

The Cabinet had before it a report * stating that Mid Devon Housing (MDH), as a social landlord, incurred costs that arose from works and other activities which were normally the responsibility of the tenant, including repair of deliberate damage, pest control and property cleans and clearances. The MDH Recharges Policy sought to define the circumstances where such recharges occurred and make clear MDH’s intention to recover such costs.

Consideration was given to:

·         Whether there was a link between the age of a property and the length of the void period. It was explained that often there was a link.

·         Sometimes there was deliberate damage to a property which required repair but which came at a cost.

·         Other costs incurred could include missed appointments, missed inspections including those related to gas safety and tenants who just disappeared with no forwarding address.

·         It was a challenging area but people’s vulnerabilities were always taken into account.

RESOLVED that the updated MDH Recharges Policy and Equality Impact Assessment contained in Annexes A and B respectively be approved.

(Proposed by Cllr S Clist and seconded by Cllr J Lock)

Reason for the decision:

The Council is (and must be) a registered provider of social housing and therefore is required to comply with the regulatory framework and consumer standards operated by the Regulator for Social Housing (RSH). 

As such, it is necessary to ensure that the Recharges Policy addresses all the relevant legal obligations the Council has as a landlord for the housing estate. Consequently, the policy has been produced to ensure MDH has a clear basis for compliance with the relevant statutory consumer standard, which is it the Home Standard in this case.

Note: * Report previously circulated; copy attached to the minutes

To receive a report from the Chief Executive considering the makeup of the senior officer structure.

The Cabinet had before it a report * considering the makeup of the senior officer structure.

Consideration was given to:

·       The fact that the Council had already been operating without the post in question since May 2023 under interim arrangements.

·       There were no plans to reduce the amount of administrative support.

·       The advice which had been sought from the Local Government Association had informed the proposal.

·       The process would be reviewed by the regular Establishment reports presented to the Scrutiny Committee and the Cabinet.

·       There were no undue concerns from the other members of the leadership team.

RESOLVED that:

a.     The senior officer (leadership team) structure be revised to delete one post, with responsibilities realigned across remaining posts as appropriate.

b.     The new leadership team structure be implemented as soon as possible, subject to consultation with those employees affected, and in accordance with the relevant national terms and conditions for local authority senior officers.

(Proposed by the Leader)

Reason for the report:

It is considered that the council can continue to meet its legal obligations with this reduced senior officer structure. The legal implications resulting from the decision will relate to the appropriateness of implementing the changes in accordance with relevant employment law. This will be done in accordance with MDDC policy and with advice from SW Councils as required in order to minimise any risk. 

Note: * Report previously circulated.

To receive a report from the Deputy Chief Executive (S151) presenting to Members the updated Medium Term Financial Plan (MTFP) which covers the period 2024/25 to 2028/29 and potential savings options for consideration / approval.

The Cabinet had before it a report * which updated Member’s on the Medium Term Financial Plan (MTFP) which covered the period 2024/25 to 2028/29 and which identified potential savings options for consideration / approval.

The following was brought to Members’ attention:

·         There was an estimated budget shortfall of £2.1m for 2024/2025 rising to £5.2m by 2028/2029, however there was a legal obligation to balance the budget.

·         The three levels of risk in relation to the proposed savings was explained.

·         The detail of proposed savings would be discussed by the Policy Development Groups, the Cabinet were being asked to accept the ‘principles’ of this approach and provide a corporate steer.

·         All Members were encouraged to engage in the process.

·         Further significant savings would need to be identified with some decisions being very difficult to make.

·         Members would need to receive some advice as to what the proposed savings would mean in reality for service provision.

·         It was hoped that the Government’s Funding Settlement would be known by Christmas providing more financial certainty.

·         Opportunities for partnership working and the sharing of services with other authorities continued to be explored.

·         Conversations were also being had with Town and Parish councils.

·         Decisions in relation to discretionary and non-discretionary services would need to be considered as part of closing the budget gap.

RESOLVED that:

a)    The updated MTFP for the General Fund covering the years 2024/25 to 2028/29 be NOTED.

b)    The savings options within Appendix 2, taking into account the recommendations from the Policy Development Groups, be approved. 

c)    The Policy Development Groups be requested to identify further savings options and recommend back to Cabinet for approval.

(Proposed by Cllr J Buczkowski and seconded by Cllr S Clist)

Reason for the report:

The current budget for the General Fund shows a potential deficit of £765k, with an increasing funding deficit projected in future years. This highlights the need to take steps to plan for further reductions to the Council’s ongoing expenditure levels.

Note: * Report previously circulated.

To note the contents of the Forward Plan.

The Cabinet had before it, and NOTED, the notification of key Decisions *.

A suggestion was made that when the Cabinet were required to consider the Crediton Masterplan, consideration be given to holding the meeting in Crediton.

Note: * Notification of Key Decisions previously circulated.