Agenda and minutes

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

Apologies were received from Cllr Mrs C Daw

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 questions from members of the public present.

Members to consider whether to approve the minutes as a correct record of the meeting held on 15^th May 2018.

The minutes of the last meeting held on 15^th May 2018 were approved as a correct record and SIGNED by the Chairman.

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

To include an update on the Devon Authorities Strategic Waste Committee and if the request to add in innovative options for recycling plastic was included as an agenda item. Meeting of 17^th June cancelled due to lack of business but this will be added as an agenda item at the next meeting on 17^th October 2018

The Chairman announced an update on the Devon Authorities Strategic Waste Committee and if the request to add in innovative options for recycling plastic was included as an agenda item. He confirmed that the meeting of 17th June was cancelled due to lack of business but the item will be added as an agenda item at the next meeting on 17th October 2018.

The following Motion has been forwarded from Council to the Policy Development Group for consideration and report.

Motion 549 (Councillor B Evans – 8th June 2018)

In order that MDDC can take proactive action to assist with the reduction in the use and sale of single use plastic the following motion sets out some initial actions to assist the aim of reduced plastic use with a stated aim to add agreed actions as when viable solutions are available.

The Council therefore agrees to:

Phase out the use of single use plastics (SUP) by MDDC and its suppliers by the end of 2018 or whenever current contracts expire that would be effected by the required removal of the use or supply of SUP’s that may run past this date.

To include, but not exclusively, building materials, chemical containers, paints, chemicals, cleaning products, oil, lubricants, fuel additives, plastic cups, and cutlery. Straws, sachets of sauce and any identified SUP items commonly used but not listed.

Where practicable seek to reduce or remove the use is SUP when dealing with partnership agreements with Devon County Council within leisure facilities.

End the sale of SUP in council buildings including SUP drinks bottles within any all vending machines on MDDC property.

Investigate possibilities of pop up vendors at all events within MDDC area avoiding SUP.

Work with tenants and operators of commercial properties owned by the council to support the phasing out of SUP.

This to include an MDDC initiative encouraging residents when shopping to “ avoid the plastic, take a basket , buy loose fruit and vegetables “

Work with festival organisers to create policy in which single use disposable plastic cups are replaced at all festivals within our area with reusable or deposit scheme cups.

One area of exception to be that of medical supplies of any form, to ensure no supply of any equipment or product is in any way compromised.

Please note: Having considered the above Motion the Policy Development Group are asked to consider whether this Motion should either be supported or rejected. This decision will be referred back to full Council on 29^th August 2018.

The Group had before it Motion 549 (Councillor B Evans – 27th June 2018) that had been forwarded from Council to the Policy Development Group.

That this Council phase out the use of single use plastics (SUP) by MDDC and its suppliers by the end of 2018 or whenever current contracts expire that would be effected by the required removal of the use or supply of SUP that may run past this date.

To include, but not exclusively, building materials, chemical containers, paints, chemicals, cleaning products, oil, lubricants, fuel additives, plastic cups, and cutlery. Straws, sachets of sauce and any identified SUP items commonly used but not listed.

Where practicable seek to reduce or remove the use is SUP when dealing with partnership agreements with Devon County Council within leisure facilities.

End the sale of SUP in council buildings including SUP drinks bottles within any all vending machines on MDDC property.

Investigate possibilities of pop up vendors at all events within MDDC area avoiding SUP.

Work with tenants and operators of commercial properties owned by the council to support the phasing out of SUP.

This to include an MDDC initiative encouraging residents when shopping to “avoid the plastic, take a basket, buy loose fruit and vegetables “

Work with festival organisers to create policy in which single use disposable plastic cups are replaced at all festivals within our area with reusable or deposit scheme cups.

One area of exception to be that of medical supplies of any form, to ensure no supply of any equipment or product is in any way compromised.

Cllr Evans stated that he thought this was a progressive policy and he believed it allowed a way forward for officers to look at alternatives to SUPs. The Policy sets out the start of a lengthy journey as alternatives are not always available. Some current contracts would not allow us to change and also be mindful that some suppliers are trying to move with the times. He said Council needed to be sensible about what was being looked at and he hoped the policy would set the Council on the way to look at alternatives and not restrict officers. It would also allow Council to seek a way forward with its partners. Cllr Evans requested the Policy was supported by the PDG then full Council.

Discussion took place regarding the need for the subject to be supported and to be discussed further. The group felt that this was the start of a journey and that the Council should set an example.

The Director of Operations stated Council could sign up to the spirit of the Motion and the Policy was a specific opportunity to look at the implications. He suggested a working group from the committee be formed with the inclusion of officers to explore anomalies. This could include the issue of when procurement were required to make a quick order and there were no SUP alternatives available.

Cllr Evans went on to explain what the policy sought  ...  view the full minutes text for item 17.

To consider a report of the Deputy Chief Executive (S151) presenting the Revenue and Capital Outturn report, previously considered by Cabinet on the 14th June 2018.

The Group had before it and NOTED a * report from the Deputy Chief Executive (S151) presented by the Group Manager for Performance Governance and Data Security giving revenue and capital outturn figures. 

The Group Manager for Performance Governance and Data Security outlined the contents of the report stating the overall outturn showed an £159K underspend. She drew attention to the excellent performance in Waste and Recycling and an additional increased income of £100k for the pooling of business rates pilot.

Consideration was given to the General Fund overall variance and the Environmental Services underspend.

Discussion took place regarding Environmental Services outturn.

The Group felt that the Outturn report was a good tool to see how well the Council had done and they recognised that a lot of hard work had gone into the excellent set of results. The Group acknowledged that it would be an equally difficult task next year and going forward. The Group wanted to celebrate success when it could and acknowledged that Officers were working at a pace to obtain the results.

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

To receive a report from the Group Manager Corporate Property and Commercial Assets on the review of the Repairing Footpaths and Roads Policy

The Group considered a *report from the Director of Operations on the review of the Repairing Footpaths and Roads Policy.

The Director of Operations sought Members’ approval for the continuing inspection and maintenance of the Council’s assets on the basis of the Devon County Council Highways Safety Inspection Manual. He explained that the number of inspections could be added to the Performance report.

Discussion took place regarding homeowners responsibilities on ensuring that their vegetation did not encroach on footpaths and the need for Town and Parish Councils to tackle issues in their areas.

It was RECOMMENDED that the Cabinet approve the revised Repairing Footpaths and Roads Policy as attached in Annexe 1 and that the number of inspections be added to the Performance and Risk Report.

 (Proposed by the Chairman)

 Note: - Report * previously circulated and attached to Minutes

To provide Members with an update on performance against the corporate plan and local service targets for 2018-2019 as well as providing an update on the key business risks.

The Group had before it and NOTED a *report from the Group Manager for Performance Governance and Data Security providing an update on performance against the corporate plan and local service targets for 2018-2019 as well as providing an update on the key business risks.

The Group Manager for Performance, Governance and Data Security outlined the contents of the report highlighting section 2 page 55 regarding the increase of recycling and reducing the amount of waste. There was also a useful update from the Tiverton Pannier Market Manager which linked into the earlier Motion which the group should find encouraging.

The Group discussed the report with specific mention to the Fixed Penalties item and felt that by including it that the perception was that staff were set targets for fixed penalty notices which was not the case. The Group proposed that the Fixed Penalty figures be removed from the Performance report and the figures for fly tipping be included in its place.

The Group felt that the report would give a better indication if a net annualised amount for cost per person for waste services was reported monthly.

The Group Manager for Performance, Governance and Data Security noted both requests and would see if they could be included in future reporting.

The Group discussed the risk report and noted the restricted working of litter pickers during peak hours on busy roads.

Note: *Report previously circulated and attached to Minutes

Members are asked to note that the following items are already identified in the work programme for the next meeting:

To consider a report regarding the setting up of a partnership to explore Area of Outstanding Natural Beauty for Exe Valley from Group Manager for Growth, Economy and Delivery.

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

The Group requested an update on any progress made with the reduction in Single Use Plastics at a future meeting.

Cllr Wright was asked to provide some written notes to Members of the PDG on Crediton’s actions to reduce Single Use Plastics.

The Chairman advised the Group that there would be an informal meeting of the Environment PDG directly after the Committee meeting on the 4^th September 2018.