Agenda and minutes

To elect a Chairman for the municipal year 2016/17.

RESOLVED that Cllr R F Radford be elected Chairman of the Group for the municipal year 2016/17.

Cllr Radford then took the Chair.

To elect a Vice Chairman for the municipal year 2016/17

RESOLVED that Cllr D R Coren be elected Vice Chairman of the Group for the municipal year 2016/17.

To receive any apologies for absence and notices of appointment of substitute Members (if any).

There were no apologies.

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

Note:   A maximum of 30 minutes is allowed for this item.

There were no members of the public in attendance.

To approve as a correct record the minutes of the last meeting.

The Minutes of the last meeting were approved as a true record.

To receive any announcements that the Chairman may wish to make.

The Chairman welcomed the new Members to the Group.

To receive a report from the Head of Communities and Governance providing Members with an update on performance against the corporate plan and local service targets for 2015-16 as well as providing an update on the key business risks.

The Group had before and NOTED it a report * from the Head of Communities and Governance providing Members with an update on performance against the corporate plan and local service targets for 2015-16 as well as providing an update on the key business risks.

The Internal Auditor outlined the contents of the report.

Discussion took place regarding:

·         Higher utility spends at the leisure centres due to increased usage;

·         Residual waste to landfill;

·         Performance figures for brown bin sales;

·         The value of recyclable materials;

·         Compulsory recycling and the work being undertaken by the District Officers which included letters to those found to be not recycling.

Note:- * Report previously circulated and attached to signed Minutes.

The Chairman indicated that he intended to take item 11 on the agenda prior to agenda item 8.

To receive an update from the Head of Finance on the current position and progress on the re-location of the Waste Services operation.

The Group had before it and NOTED a briefing paper * from the Head of Finance updating it regarding progress on the relocation of the Waste Service operation.

The Officer explained in late January 2016 the authority had been given notice from the landlord of Unit 16, Foundry Estate (the current Recycling depot). This notice period would effectively end in mid-June 2016.

Due to the short/medium term tenure of this premise the Property Services Manager, Waste & Transport Manager and the Head of Finance had for the past 12-18 months been investigating other suitable locations within the District. However, due to the very specific requirements of the operation, a site that would ideally suit all the technical, size, staffing and location demands had proved to be a significant challenge.

When Unit 3, Carlu Close, Hitchcock’s Business Park, Uffculme was considered, due to the location and size of this unit , it was possible to consider whether to simply re-locate the Recycling part of the Waste service, or make a more strategic decision to merge all of the Waste/Street-Scene operations under one roof. After a number of meetings to consider these operational issues, officers felt that the advantages of providing a totally joined-up service would be far more beneficial in the medium/long term.

The Officer explained that Unit 3, Carlu Close was a large industrial unit with a significant concrete parking area. From an operational perspective it was effectively a “blank canvas” that would require a complete “fit out” in order to continue existing operations. This would require the re-location of operating equipment such as the bailer system, dog kennels, the fuel tanks, the bays (these were designed in such a way to make re-location relatively straightforward), the transfer of circa 90 operational staff from waste, recycling, cleansing and the District officers. In addition 9 porta cabins would be required to house all the staff and provide offices, washroom facilities, meeting space, dog kennels, etc.

The Head of Finance informed the Group that the total fit out costs were currently estimated at circa £310k and that Members should note that an estimate of £100k had been included in the 2016/17 revenue budget as a provision for the costs of a potential recycling depot move.

Operational service delivery would not be affected during the move and it was intended to commence operations from the new location from mid-June 2016.

The Officer concluded that entering into a 15 year lease to co-locate all of the Council’s Street Scene operations under “one roof” was a crucial and long term strategic decision which would provide not only long term security of tenure for this key frontline service but would also help provide other operational and financial benefits to the service. Operating from one central base would allow for better supervision, a greater uniformity of operation, the ability to re-deploy resources more effectively and create a closer “team” culture.

Discussion took place regarding:

·         Consultation that had taken place with staff;

·         The official opening which would take place  ...  view the full minutes text for item 9.

To receive a report from the Head of Housing and Property services setting out the Council’s arrangements for 2016/17 in providing the grass cutting service on Devon County Council’s highway verges.

The Group had before it and NOTED a report * from the Head of Housing and Property Services which set out the Council’s arrangements for 2016/17 in providing the grass cutting service on Devon County Council’s highway verges.

The Estates Manager outlined the contents of the report, explaining that a budget of £15k income had been set prior to the results of the consultation process regarding parishes contributing to the maintenance of highway verges within their Parish.

The Officer explained that the value of the reduced area of highway grass verges for those town and parishes that did not wish to contribute had been estimated at £36k and that staffing levels had been reduced by one full time equivalent. The reduction would be agency staff so had not incurred redundancy costs. When adding contributions from town and parish councils the 2016/17 budget position had been improved by a further £34k. 

Discussion took place regarding:

·         The varying levels of contribution from Devon County Council;

·         Closed church yards;

·         The potential to generate income by taking on contracting work for areas such as parish playing fields;

·         The need to rationalise equipment.

Note: - * Report previously circulated and attached to Minutes.

To receive a report from the Head of Housing and Property Services informing members of the Council’s proposed procedure when dealing with a National Assistance burials.

The Group had before it a report * from the Head of Housing and Property Services informing members of the Council’s proposed procedure when dealing with a National Assistance burial.

The Bereavement and Open Spaces Advisor explained that National Assistance Burials had been arranged by the Bereavement Services section over a number of years without a written procedure but with an increase in the number of requests for funerals and with consideration to budgetary restrictions it was considered prudent to formalise the current procedure.

The Officer explained that National Assistance Burials were sometimes referred to as “Paupers” Funerals.  Mid Devon may be informed by the Exeter Coroner’s Office, a Nursing Home, Housing Association or a relative or friend when a resident of the district had died and there was no one prepared or able to make arrangements for the deceased’s funeral.

The number of National Assistance burials carried out by Mid Devon had steadily increased over the past decade and there had been 17 since 2006.

Mid Devon had a statutory duty to ‘cause to be buried or cremated the body of any person who has died or been found dead within the district where it appears to the authority that no suitable arrangements for the disposal of the body have been or are being made otherwise than by the authority’.

It was proposed that all National Assistance funerals arranged by Mid Devon be by interment in either Crediton or Tiverton Cemetery, unless specific instructions had been left by the deceased. Burial plots within these cemeteries were double depth and had the capacity for two coffins, this would result in unrelated persons being buried in the same grave.

The officer explained that a will may state the preference to be buried in a family plot and that this would be complied with as long as the difference in cost could be paid by a relative or if there were sufficient funds in the deceased’s bank account. If a will stated a preference for cremation this would be complied with but only a ‘non service service’ would be provided.

The current funeral director employed by Mid Devon was Le Roy Funerals who had offices in Exeter and Crediton. Le Roy Funerals won the contract in open competition between all the undertakers on the council’s approved contractors list.

The officer further explained that in advance of arranging a National Assistance Burial a genealogical search would always be carried out, this would ensure that any next of kin were aware of their relatives’ death and that they were offered the opportunity to make the necessary funeral arrangements.

Discussion took place regarding:

·         Family members in receipt of benefit could make a claim for financial assistance to help pay for the funeral of a family member;

·         The most recent funeral paid for by the authority cost £1378 which included a cremation;

·         If there was any residual money belonging to the deceased it was sent to the Treasury Solicitor.

It was AGREED that reference to  ...  view the full minutes text for item 11.

To receive a report from the Head of Housing and Property Services informing members of the changes made to the current Tree Policy following a recent scheduled review.

The Group had before it a report * from the Head of Housing and Property Services informing it of changes the current Tree Policy following a recent scheduled review.

The Bereavement and Open Spaces Advisor explained that there had been very few changes to the policy but that provision had been made regarding tree work to improve satellite TV reception and solar panel effectiveness.

The officer informed Members that a contractor had undertaken a survey of all trees on Mid Devon land and that this work was almost complete.

It was RECOMMENDED that the Cabinet adopt the revised Tree Policy.

(Proposed by Cllr J L Smith and seconded by Cllr Mrs E J Slade)

Note: - Report * previously circulated and attached to Minutes.

To agree the start time of meetings for the remainder of the Municipal Year.

It was AGREED that the start time for meetings remain at 2.00pm.

Note: This item is limited to 10 minutes.  There should be no discussion on the items raised.

Gypsies and Travellers

High Hedge Policy

Financial Monitoring

Performance and Risk

Gypsies and Travellers

High Hedge Policy

Financial Monitoring

Performance and Risk

Verbal Update on the Depot Move