Agenda and draft minutes

To receive any apologies for absence.

No apologies were given.

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

Ros Nichols

Good Morning, I’m Ros Nichols a local Tiverton resident, business owner and an accountant by profession. Accountancy and budgeting is all about double entry and balancing the books, I have 2 points to make relating to the increasing charges in the pay and display carparks and raising money.

Previous Cabinet Members and Councillors removed the half hour car parking charges in some of the most used car parks.  These quick turnaround times encourage people to pop into town, grab what they need without having to pay £1.25 for an hours stay. Can the Cabinet consider amending the current proposals of the Economy Policy Development Group to reintroduce these at Tiverton Market and at Becks Square and at the Crediton and Cullompton equivalents?

For example, one of my friends recently needed to collect a prescription for an elderly relative from the Pharmacy. She drove around the town twice to try and get a free half an hour space on street. But to no avail, all the spaces were full. Williams Street Car Park that still has the half hour free stay was full of parents picking up their children from school. So she parked in the car park very close to the pharmacy and considered not paying the £1.25 minimum fee as she was literally going to be 3 minutes maybe 5 minutes at most.

Now if she considered that now, how many folk are going to do that when the minimum fee is £2 for an hour, because they only want to stay 5 minutes or because they can’t afford to add £2 to their shopping bill. Not everyone wants to stay for an hour, if they just want to pop to the post office, one of our remaining banks or even to buy a dozen eggs in the market. The half hour on street parking in Bampton Street is constantly busy, with folk fighting for a space so that they don’t have to pay in the car park.

William Street Car Park is also busy as it still offers half hour for 50p. Wouldn’t it be better to charge a nominal 50p for half an hour and have all the car parks constantly busy rather than drive people to risk it and not pay at all? Please take on board the reasons why people use the car parks. Yes there are those that come to town who want to have a mooch in the shops, grab a coffee and that’s fine for a reasonable hours charge but not to the detriment of people who want to grab and go.

Finally, an idea that was put forward at a previous meeting to fill the gap in the budget, why not offer members of Mid Devon District Council Staff and Councillors who use the multi-story carpark a discounted permit? Even if this was at 50% of the day rate, in my calculations 100 people at 50% would fill a £23,000 hole. Take it from their monthly pay and they  ...  view the full minutes text for item 163.

To record any interests on agenda matters.

Cllr Mrs N Woollatt declared a personal interest in relation to item 6 as Cllr Mrs N Woollatt works for Exeter Community Energy.

Members were reminded to make declarations of interest where appropriate.

To consider whether to approve the minutes as a correct record of the meeting held on 7 March 2023.

The minutes of the previous meeting from 7 March 2023 were approved as a correct record and signed by the Leader.

To receive a report of the Deputy Chief Executive (S151) presenting a financial update in respect of the income and expenditure so far in the year.

The Cabinet were presented with, and NOTED a report* which provided a financial update in respect of the income and expenditure so far in the year. The following was highlighted:

• There was a continued overspend towards circa £400k due to cost pressures.
• His Majesty's Revenue and Customs (HMRC) had changed their stance on charging Councils VAT on leisure service income.
• Under the New Burdens guidance, the Council was due to receive circa £150k for the energy rebate works undertaken as well for the business relief rates provided by the Council, it was noted that this almost covered the total costs.
• There were new energy scheme payments due to residents.
• The Council was now able to keep “right to buy” receipts for the 2022/2023 financial year as well as the 2023/2024 financial year, which would benefit social housing development plans.

The following was discussed:

• Asked for an update on New Burdens Funding, the Deputy Chief Executive explained that the Council was still waiting for a final claim made during the Covid-19 Pandemic and that an energy rebate scheme had been received. 
• Whether the Council could claim back further than 2011 in relation to the VAT charges on leisure service income. The Deputy Chief Executive explained that the Council would make claims prior to 2011 if the appropriate information was available.
• It was asked if Mid Devon District Council had the resources and could manage planning guarantees reduced from 26 weeks to 16 weeks. The Deputy Chief Executive explained that this was at a consultation stage and there might be a need to add resources to fulfil this.
• Regarding energy schemes, it was asked whether the Government payback covered the incurred costs. The Deputy Chief Executive explained that the Council was circa 20% short, however, both the Local Government Association (LGA) and individual Councils had made strong representations about the delivery of these schemes and expected lobbying would continue.

Note: *report previously circulated and attached to the minutes

To consider a report of the Director of Business Improvement and Operations providing Members with an update on the performance against the Corporate Plan and local service targets.

The Cabinet received and NOTED a report* which provided Members with an update on performance against the Corporate Plan and local service targets for quarter 3 (2022/23). It was highlighted that the performance and risk update had been split into two separate updates because it allowed greater accessibility to the information presented and were structured to align with the Corporate Plan with Key Performance Indicators (KPIs) provided. 

The following was discussed:

• There was a preference for numbers alongside Key Performance Indicators (KPIs) rather than percentages only. Officers reassured Members that the way KPIs were presented would be altered so that needs were met.
• Clarification was sought for why sickness rates had increased. The Corporate Manager for People, Governance, and Waste highlighted that this was the first winter without Covid-19 restrictions and was due to Covid-19 and other infections. The Council had offered free flu jabs and encouraged good hygiene practice. Compared to other authorities, this Council had been one of the first to track sickness.
• Regarding regular traders at Tiverton’s Pannier Market, it was mentioned that this KPI would be renamed so that it highlighted the occupancy rate of stalls at the market.
• It was noted that the Council had failed to meet their tree planting targets, however an officer explained that Mid Devon District Council had planted circa 1,192 trees, which in fact exceeded targets. This was achieved at a recent tree planting event, but it was emphasised that with no budget for tree planting grants were heavily relied upon for this to be achieved.
• It was raised that the report had a lot of detail from the previous year, to which Officers confirmed that this would be reviewed.
• A hydro project update was due to take place.
• Whether staff turnover was expected to increase. The Corporate Manager for People, Governance, and Waste explained that the Council was in a challenging situation with public service wages, a high level of vacancies and organisations being able to be more competitive due to hybrid working.
• Regarding housing delivery, it was raised there was an absence of information, with no information for delivery of affordable homes and council homes. It was noted that priority should be given to these KPIs. The Corporate Manager for Public Health, Regulation and Housing explained that there was a housing strategy which sets ambitions for the next 4 years. Progress on strategy delivery had been provided to the Homes Policy Development Group (PDG) and a review was also scheduled in the forward plan for a future PDG under the new administration. Several schemes were in progress with a number of further schemes also planned where even more council homes could be provided. The Medium Term Financial Plan (MTFP) sets out budget proposals for around 500 council houses to be delivered over the next five-years. It was also highlighted by the Deputy Chief Executive that it had proven difficult to build council houses as it had been unaffordable for the Council, however, with recent changes it was now  ...  view the full minutes text for item 167.

To receive a report from the Corporate Manager for People, Performance and Waste.

Cabinet received and NOTED a report* which provided Members with an update on Corporate risk for quarter 3 (2022/23).

The following was discussed:

• Culm Garden Village was raised and it was asked whether the delivery of a relief road should be considered a risk. The Corporate Performance and Improvement Manager, explained that this would be raised with the risk owner.
• At risk that the net zero target would not be met and that there should be more focus on our climate change targets. The Deputy Chief Executive explained that it was likely that most Councils were struggling to meet targets, but the Council was working hard to meet those targets set.  

Note: *report previously circulated and attached to the minutes

To consider a report from the Environment and Enforcement Manager.

Following a report of the Environment and Enforcement Manager, the Economy Policy Development Group made the following recommendations:

To adopt Appendix 3, option 2 in relation to Parking Fees with the below

amendments;

a)    An increase on the 24 hour vend at the MSCP in Tiverton to £15.

b)    The removal of the free 15 minute vend at Phoenix House and the introduction of a 50p charge for a 30 minute vend at Phoenix House.

c)     The retention of the free 30 minute night time stay in all three towns.

d)    Overnight Parking, Sunday and Bank Holiday Parking should have a flat £2 rate for all sites.

To adopt Appendix 4, Option 1 in relation to Permit Fees with the below

amendments;

e)    An increase of the annual Allocated Space charge to £460.

f)      An increase of the annual day/night permit to £460.

Cabinet received a report* which provided Members with Economy PDG recommendations for pay and display charges as well as permit tariffs for consideration. Cabinet to approve or reject these recommendations with awareness of the assumed additional income included within the agreed 2023/24 budget and there is an implementation timetable of 21 calendar days from time of public advert.

The following was highlighted:

• The Leader acknowledged the petitions received that related to the rise in car parking charges from members of the pubic and noted that these had been considered. In addition, this report had been reviewed and recommended by the Economy PDG.
• The fees and charges had been more appropriately tailored and that future improvements would be applied. For example, a consultation group would be formed to be part of the consultation process.

The following was discussed:

• That Day Permits should be removed because it would have been more expensive than the day/night permit.
• That a 5 hour tariff should be aligned with other car parks at £4.
• That the 30 minutes free parking should be raised during a future consultation.
• There were additional challenges when adding new tariffs and this required a longer consultation period.
• The possibility of monthly payments.
• Whether there should be a 30 minute tariff and should be considered during a future consultation. 
• An officer explained that monthly payments would mean a heavy administrative burden and the need for additional resources.
• That local businesses should also be consulted during a future consultation that related to fees and charges. 

Cllr Mrs N Woollatt PROPOSED an AMENDMENT, seconded by Cllr A Wilce that:

That we remove completely the Rover permits.

Upon a vote being taken the AMENDMENT was declared to have been CARRIED

Cllr Mrs N Woollatt PROPOSED an AMENDMENT, seconded by Cllr Mrs C Daw that:

In addition to permits being available to purchase annually, half yearly at 55% of the annual cost, quarterly at 30% of the annual cost. That they should also be available to purchase an annual permit payable by monthly direct debit at a monthly cost of 10% of the annual tariff.

Upon a vote being taken the AMENDMENT was declared to have been CARRIED

Cllr Mrs N Woollatt PROPOSED an AMENDMENT, seconded by Cllr D J Knowles that:

That during a consultation we add a 5 hour tariff at £4 at Station Road Carpark and that consideration be given to reviewing half hour parking and the potential for introducing a half hour tariff at 50% of the hourly rate.

Upon a vote being taken the AMENDMENT was declared to have been CARRIED

RESOLVED:

That Cabinet agree the Economy PDG recommendations (16 March 2023) regarding pay and display and permit tariffs (Appendix 1) with the following amendments:

• That we remove completely the Rover permits.
• In addition to permits being available to purchase annually, half yearly at 55% of the annual cost, quarterly at 30% of the annual cost. That they should also be available to purchase an annual permit payable by monthly direct  ...  view the full minutes text for item 169.

To receive a report from the Director of Place

Cabinet received a report* which provided information on the air quality supplementary planning document (SPD).

The following was highlighted:

• The document outlined how air quality would be imposed for developers and those who wished to make planning applications. It adopted the local plan and provided direction on policies within the local plan on air quality procedures.
• 12 responses had been received during the consultation which had been considered, the Planning Policy Advisory Group (PPAG) were also consulted.

RESOLVED:

1)    The Mid Devon Air Quality Supplementary Planning Document (Appendix 1 to this report) is adopted and this is published on the Council’s website together with its Strategic Environmental Assessment screening report (Appendix 2), Habitats Regulation Assessment Screening report (Appendix 3), Air Quality Supplementary Planning Document Summary Guide (Appendix 4) and Air Quality Supplementary Planning Document Consultation Statement (Appendix 5) and its Adoption Statement (Appendix 6).

2)    The existing Supplementary Planning Document on Air Quality and Development (May 2008) is revoked, removed from the Council’s website and is no longer made publicly available, in accordance with the local planning regulations. 

(Proposed by Cllr G Barnell, seconded by Cllr Mrs N Woollatt)

Reason for Decision: So that the Air Quality SPD could be adopted and published on the Council’s website.

Note: *report previously circulated and attached to the minutes

To receive a report from the Communications and Engagement Manager

Cabinet received a report* which provided Members with the revised Communication and Engagement Strategy and accompanying Media and Social Media Policy.

The following was discussed:

• It was felt that more emphasis on public engagement was needed within the report and that the report could be improved with more information that covered rights and accountability. The Corporate Manager for Digital Transformation & Customer Engagement, Digital Services explained that the report was made deliberately light, however reassured the Cabinet that the report could be revisited.
• The Deputy Chief Executive highlighted that communications had improved according to a recent survey however, there was still room for improvement. 

RESOLVED:

That the Communication and Engagement Strategy be deferred.

(Proposed by Cllr D J Knowles, seconded by Cllr A Wilce)

Reason for Decision: So that a revised version of this report that considered the Cabinet’s feedback could be presented back to Cabinet.

Note: *report previously circulated and attached to the minutes

To receive a verbal update from the District Solicitor and Monitoring Officer

The Cabinet received and NOTED a verbal update from the District Solicitor and Monitoring Officer who highlighted that no applications had been received under the Regulation of Investigatory Powers Act.

To receive a report from Corporate Manager for People, Performance & Waste

Cabinet received a report* which provided Members with an update on action taken to help meet the Council’s statutory duties under the Equality Act 2010.

The following was highlighted:

• This policy outlined how the Council would work towards the implementation of equality duties placed on the Council.
• The documents had been reviewed and updated, this included a review conducted by the Equality, Diversity and Inclusion Group.
• Section 3 of the policy had been updated which included the equality profile of Mid Devon. 

• There were no proposed changes to the policy’s objectives.
• Further work towards an action plan to meet objectives would be conducted by the Equality, Diversity and Inclusion Group.

RESOLVED:

That the Single Equality Scheme together with the Equality Objectives for 2023/24 be approved.

(Moved from the Chair)

Reason for Decision: To comply with the Equality Act 2010.

Note: *report previously circulated and attached to the minutes

To note the contents of the Forward Plan.

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

It was raised that the Forward Plan template had not yet been updated, it was explained that the new version was under development and would be ready for the next Cabinet Meeting.

Note: *Key Decisions previously circulated and attached to the minutes