Agenda and minutes

To receive any apologies for absence.

There were no apologies.

The Chairman welcomed Andrew Pritchard, the new Director of Operations to the meeting.

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

Cllr Harrower (Tiverton Town Council) referring to Item 11 on the agenda, Palmerston Park asked whether there were any plans afoot to improve the ambience of the affordable housing in Palmerston Park,  she stated that Cllr Stanley had commented yesterday on how some designs were boring and that he wished to provide well-built and well-designed housing. Were there any plans to improve the ambience of the existing houses, they were drab in colour and looked dated?  The woods had been used for fly tipping and some gardens needed attention.  Having new homes built in Palmerston was needed but the new homes would surely make the older homes look drab, was this not a good time to update the exterior paint work?  Also was there help available to those who had problems with keeping their gardens in order and was it possible for Mid Devon to collect fly tipping?  How did tenants get access to information about those issues? At the end of the path to nowhere Christmas trees had been dumped, could this path be closed and returned to the hedgerow that it originally was?

The Cabinet Member for Housing stated that the Council had a 5 year decorating programme but that there were no plans to deal with external paintwork, also some of the properties were privately owned.  There was an officer who was looking to improve public areas; he was working his way around the district.  With regard to fly tipping, it should be reported to the Council and it would be picked up, if it was on private land then the landowner would have to deal with it.  The handyman service was available to tenants for gardening etc, he asked that tenants contact the Housing service.  Christmas Trees were normally recycled, again if they were left on private land, then the authority would not remove them.

To receive the minutes of the meeting of 2 February 2017.

Subject to an amendment to Minute 140 c) and d) to remove “d” from removed and replace with “s), the minutes of the previous meeting held on 2 February 2017 were approved as a true record and signed by the Chairman.

Arising from a report of the Head of Customer Services, the Community Policy Development Group has made the following recommendations:

a) That the work taking place to engage with a wide range of Mid Devon residents and stakeholders be noted.

b) That Cabinet note and agree the revised action plan and timetable for review of the Community Engagement Strategy.

Arising from a * report of the Head of Customer Services, the Community Policy Development Group had made the following recommendations:

a) That the work taking place to engage with a wide range of Mid Devon residents and stakeholders be noted.

b) That Cabinet note and agree the revised action plan and timetable for review of the Community Engagement Strategy.

The Cabinet Member for Community Well-Being outlined the contents of the report highlighting the consultations that had taken place and the contents of the Community Engagement Action Plan.  He explained that the item had been fully discussed at the Policy Development Group and he requested that Members approve it.

Consideration was given to:

·         Waiting times for phones to be answered

·         Discussions that had taken place at the Scrutiny Committee with regard to engaging with the public

RESOLVED that the recommendations be approved.

(Proposed by Cllr C R Slade and seconded by Cllr Mrs M E Squires)

Note:  * Report previously circulated, copy attached to minutes.

Arising from a report of the Town Centre and Market Manager regarding the Pannier Market, the Scrutiny Committee has recommended that the Council focus on three key aims for the Pannier Market:

a)            To deep clean and decorate the market hall within 3 months.

b)            To introduce a farmers market by end of May.

c)            To update all policies for the market and up signage including one for tolls by end of April.

Arising from a * report of the Town Centre and Market Manager regarding the Pannier Market, the Scrutiny Committee had recommended that the Council focus on three key aims for the Pannier Market:

a)            To deep clean and decorate the market hall within 3 months.

b)            To introduce a farmers market by end of May.

c)            To update all policies for the market and up signage including one for tolls by end of April.

The Chairman invited the Chairman of Scrutiny to introduce the item.  He explained that the recommendations had stemmed from a report of the Town Centre and Market Manager to the Committee and how discussions had taken place regarding aspirations for the market area and the time that it was taking for initiatives to commence.  The recommendations had been a request that timings be put in place for works to begin.

The Cabinet Member for Planning and Economic Regeneration explained that with regard to cleaning issues, there was a contract in place and that procurement was taking place for a new contract for cleaning.  It was not felt the tidying up of the market area should take 3 months and that there was a need to procure the right contract to include all the necessary requirements.  He felt the decoration of the market hall was an operational issue and had been highlighted within the Town and Market Strategy discussed at the previous meeting.

With regard to the Farmers Market ongoing discussions were taking place with the Market Team and the Town Centre and Market Manager and this issue would be discussed further at the Economy Policy Development Group.

With regard to policies and signage, again the Town Centre manager was working on these issues, some of which would be operational and some would come forward to the Economy Policy Development Group.  Signage to and from the market (to include other areas of the town) was also being considered.  Market tolls were already on the website, however traders would also have to bear in mind the required insurance.

Consideration was given to:

·         The need to kick-start improvements to the market

·         What would be a good day to hold a farmers market in Tiverton  and the ongoing work of the Town Centre and Market Manager

·         The need for policies to be in line with market law

·         How the events in the market area had an effect on the evening economy within the town.

It was therefore RESOLVED that:

a)  The recommendation from the Scrutiny Committee with regard to deep cleaning and decorating the market hall be NOTED.

b) The issues of the farmers market and the updating of policies for the market, signage and tolls be passed to the Economy Policy Development Group for consideration.

(Proposed by the Chairman)

Note: - *Report previously circulated, copy attached to minutes.

To receive a report of the Director of Finance, Assets and Resources requesting agreement for the proposed Treasury Management Strategy and Annual Investment Strategy for 2017/18.

The Cabinet had before it a * report of the Director of Finance, Assets and Resources requesting agreement for the proposed Treasury Management Strategy and Annual Investment Strategy for 2017/18.

The Cabinet Member for Finance outlined the contents of the report stating that the Council was required to receive and approve, as a minimum, three main reports each year which incorporated a variety of policies, estimates and actuals.  He outlined the deposits placed in various banks and requested that an increase in the amount of monies deposited with the CCLA be increased to £5m.  Consideration should also be given to investing £2m in the money market fund which gave flexibility and spread the risk.

RESOLVED that:

a) the proposed Treasury Management Strategy and Annual Investment Strategy for 2017/18,  including the prudential indicators for the next 3 years and the Minimum Revenue Provision Statement ( as outlined in Appendix 4),be approved;

b) The use of Money Market Funds, as outlined in paragraph 15.6 of the report be approved.

(Proposed by Cllr P H D Hare-Scott and seconded by Cllr R J Chesterton)

Notes:

a)         Cllr C J Eginton declared a personal interest in that he received a pension from Lloyds Banking Group;

b)          *Report previously circulated, copy attached to minutes.

To receive a report of the Head of Customer Services reviewing and updating the Communication Action Plan and incorporating the Community Engagement Action Plan.

The Cabinet had before it a * report of the Head of Customer Services reviewing and updating the Communication Action Plan and incorporating the Community Engagement Action Plan.

The Cabinet Member for the Working Environment and Support Services outlined the contents of the report stating that this item was linked to the Community Engagement Action Plan. There was a need to deal with communications effectively; the report highlighted the internal and external communication activities that took place on a regular basis.

Consideration was given to:

·         The publication deadlines for the local paper

·         The amount of media enquires

·         The new Town and Parish Newsletter

RESOLVED that the updated Action Plan be approved.

(Proposed by Cllr Mrs M E Squires and seconded by Cllr C R Slade)

Note: - *Report previously circulated, copy attached to minutes.

To note the following decision made by the Cabinet Member for Community Well-Being.

DECISION

To agree the strategy and price increase proposed as outlined in appendices 1-6 as presented to the Community Policy Development Group on 31 January 2017.

REASON FOR THE DECISION

To facilitate early implementation of the revised leisure pricing policy with effect from 1 April 2017.

The Cabinet NOTED that the following decision had been made by the Cabinet Member for Community Well-Being:

To agree the strategy and price increase proposed as outlined in appendices 1-6 as presented to the Community Policy Development Group on 31 January 2017.

The reason for the decision being:

To facilitate early implementation of the revised leisure pricing policy with effect from 1 April 2017.

To note the contents of the Forward Plan.

The Cabinet had before it, and NOTED, its rolling plan * for March 2017 containing future key decisions.

Slight movements within the plan were identified.

Note: * Plan previously circulated; copy attached to the signed Minutes.

During discussion of the following item(s) it may be necessary to pass the following resolution to exclude the press and public having reflected on Article 12 12.02(d) (a presumption in favour of openness) of the Constitution. This decision may be required because consideration of this matter in public may disclose information falling within one of the descriptions of exempt information in Schedule 12A to the Local Government Act 1972. The Cabinet will need to decide whether, in all the circumstances of the case, the public interest in maintaining the exemption, outweighs the public interest in disclosing the information. 

To consider passing the following resolution so that financial information may be discussed.

Recommended that under Section 100A(4) of the Local Government Act 1972 the public be excluded from the next item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 respectively of Part 1 of Schedule 12A of the Act, namely information relating to the financial or business affairs of any particular person (including the authority holding that information)

Prior to considering Item 11 on the agenda, discussion took place as to whether it was necessary to pass the following resolution to exclude the press and public having reflected on Article 12 12.02(d) (a presumption in favour of openness) of the Constitution. The Cabinet decided that in all the circumstances of the case, the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

It was therefore

RESOLVED that under Section 100A(4) of the Local Government Act 1972 the public be excluded from the next item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 respectively of Part 1 of Schedule 12A of the Act, namely information relating to the financial or business affairs of any particular person (including the authority holding that information)

(Proposed by the Chairman)

To receive a report of the Head of Housing and Property Services placing before Members proposals for re-letting the contract for building of new properties at Palmerston Park and Birchen Lane in Tiverton.

The Cabinet had before it a *report of the Head of Housing and Property Services placing before the Cabinet proposals for the re-letting of the contract for building new properties at Palmerston Park and Birchen Lane, Tiverton.

The Cabinet Member for Housing outlined the contents of the report.

RESOLVED that the recommendations within the report be approved.

(Proposed by Cllr R L Stanley and seconded by Cllr P H D Hare-Scott)

Note: *Report previously circulated.

To receive a report of the Head of Housing and Property Services advising Members on the results for the tendering of the Replacement Roofing Programme 2017 – 2020 to Council houses and confirm the award of the contract.

The Cabinet had before it a *report of the Head of Housing and Property Services  advising Members on the results for the tendering of the Replacement Roofing Programme 2017-2020 to Council houses and to confirm the award of the contract.

The Cabinet Member for Housing outlined the contents of the report.

RESOLVED that the recommendations within the report be approved.

(Proposed by Cllr R L Stanley and seconded by Cllr C R Slade)

Note: *Report previously circulated.

The Chairman indicated that he intended to take item 14 prior to item 13, this was AGREED.

To receive a report of the Head of Housing and Property Services seeking approval from the Cabinet to award the contract to the winning bidder following a full and robust procurement process.

The Cabinet had before it a *report of the Head of Housing and Property Services  seeking approval to award the contract  to deliver the extension at Exe Valley Leisure Centre.

The Cabinet Member for Housing outlined the contents of the report.

RESOLVED that the recommendations within the report be approved.

(Proposed by Cllr R L Stanley and seconded by Cllr C R Slade)

Note: *Report previously circulated.

To receive a report of the Head of Housing and Property Services informing the Cabinet of the outcome of the design competition. (Report to follow)

The Cabinet had before it a *report of the Head of Housing and Property Services informing the Meeting of the outcome of the design competition for the rear of the Town Hall site, Tiverton.

The Cabinet Member for Housing outlined the contents of the report.

RESOLVED that the recommendations within the report be approved.

(Proposed by Cllr R L Stanley and seconded by Cllr R J Chesterton)

Note: *Report previously circulated.