Agenda and minutes

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

Apologies were received from Cllr R Evans who was substituted by Cllr Mrs G Doe and from Cllr J L Smith.

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.

Mr Mark Hiscock, representing local residents and referring to item 7 on the agenda asked why is the 10 year plan being presented to you today as a discussion document and not as a report seeking the Committee to recommend adoption as was originally planned? Does this mean that the 10 year plan can be deferred for a decision until the overwhelming objections and protests have been forgotten?

Why is the 10 year plan allowing all dogs in the future to mix with young children when for decades the children have been able to play in a safe and secure dog free environment?

Why is the 10 year plan allowing dogs to toilet in areas designated for young children when for decades dogs have been physically prohibited?

Why is the 10 year plan ignoring the medical risks associated with young children coming into close contact with dog and fox faeces? Nothing has changed in the dangers of contracting Toxocariasis, E.coli and Hepatitis.

Why is the 10 year plan ignoring the statistics that dog bites and attacks have increased by 76% over the last decade?

Why is the 10 year plan ignoring the fact that paedophiles are attracted to open young children play areas and parks? It is quite rare for such a person to enter a fully fenced enclosed area as they are restricted in law (if on the sex offenders register) to be found in such places. However, open spaces are intended for use by all persons and not just young children in particular.

Why is the 10 year plan ignoring the fact that since the introduction of fully fenced young children play parks, paedophilia activity in them has become rare? I suggest that if the fences come down the prevention of that crime will be lost.

The 10 year plan claims that it will encourage freedom for children but why is it ignoring the fears of parents and carers that partially fenced young children’s play parks will have the complete opposite effect? In fully fenced young children’s play parks the children are contained in a safe and secure environment to run, play, roam and experiment in without very close supervision by their carer’s. Partially fenced young children’s play parks require very close supervision so as to prevent the children from running off or being approached by strange dogs or people.

Is the committee aware that Mr Scully and I had a conversation in February 2017 where he claimed that the 10 year plan was solely being introduced to make savings in the Council budget? How much expenditure is projected to be saved over the next 10 years with the plan (including the funding for the removal of unsuitable old fences) compared to the expenditure of repairing and renewing all the existing fences?

Why has Mr Scully been allowed to implement the 10 year plan at the River Drive, Cullompton young children’s play park as the plan is here before you today for discussion and it was not policy  ...  view the full minutes text for item 11.

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

The Minutes of the last meeting were approved as a true record and signed by the Chairman.

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

The Chairman informed the Group that as agenda item 7 may involve discussion that could inform members and aid decision making regarding the Motion at agenda item 6 he intended to take item 7 before agenda item 6.

Officers from Devon County Council will be in attendance to update Members on the progress of the Community Engagement Project and the new Waste Advisor Officers, who will start this year. 

The Group received a presentation * from officers from Devon County Council and Resource Futures.

The Officer from Devon County Council updated Members on the Waste and Recycling Advisor Contract.  This contract had been agreed by the Devon Authorities Strategic Waste Committee, of which Mid Devon was a member. The contract funded 3 advisors who worked in all districts within Devon and Torbay.  Approximately 10 weeks per year would be spent in Mid Devon, checking contamination, visiting low recycling households, running a social media campaign.

The Officer also outlined the Community Engagement Project which was based on an Oxfordshire initiative and was funded by Devon County Council.  Its aim was to identify new and innovative ways to reduce waste and increase levels of reuse, recycling and composting by targeted communities. Tiverton had been selected as a target community for this initiative and work had been undertaken to hold a number of community vents to promote sustainable waste management such as repair cafes, community swap events and group networking events.

The officer from Resource Futures outlined the work being undertaken with Community Action Groups in Tiverton and explained their aims.  A number of groups had been set up such as Grubs Up, the Tiverton Repair Cafe and Food Champions.

Discussion took place regarding:

·       Communal waste collection points and the difficulty in identifying offenders;

·       Areas to be targeted had been identified by crews and enforcement officers;

·       Houses of multiple occupation and how site visits by officers could help with storage issues;

·       The Waste Transfer Station at Carlu Close was due to open in September and from that date the amount of waste sent to Exeter for incineration would increase with waste to landfill ultimately ceasing;

·       An analysis of bin contents that had taken place in 2012 and would be undertaken again to indicate what materials should be focused on;

·       Tiverton was the main focus for the Community Engagement Project but good practice was being shared with neighbouring areas.

·       Educational work with schools was ongoing.

The Chairman thanked the visitors for their presentations.

Note: - * Presentations attached to Minutes.

To receive a report from the Director of Operations inviting Members to discuss potential landscape design principles for parks and open spaces.

The Group had before it a report * from the Director of Operations inviting Members to discuss potential landscape design principles for parks and open spaces.

The officer introduced the report, explaining that his intention was to bring forward a different way of approaching the management of open spaces over the coming years.  The paper was intended as a means to start discussion and set out the framework for this to happen.  The officer highlighted that all open spaces were subtly different and it was necessary to put some guidelines in place so that consistency was used, whilst allowing for these differences.

The officer worked through the report and discussion took place regarding:

·       The importance of consultation prior to works taking place;

·       The importance of the Ward Member being informed prior to work starting;

·       The natural environment and the length of time it took to establish;

·       Compliments on the wild flower beds that had been sown in the District on roundabouts and in parks;

·       The need to have a rolling plan to enable and budget over a period of time;

·       Shrub bed maintenance and the fact that they needed attention with an aim to move towards long term sustainable planting;

·       Tree stock and the fact that there was a tree specialist and a dedicated tree gang within the Grounds Maintenance team;

·       The built environment and a proposal to consider remove, reduce and repair as a hierarchy of questions to be used when responding to maintenance requirements;

·       The need to consider facilities that needed to be provided as well as cost savings;

·       A potential £400k unbudgeted cost to fence all play areas within the District.

·       Cemetery work was required to ensure safety with regards to health and safety.

The officer informed Members that he considered play areas had an impact on the health and wellbeing of children and that this should be the primary decider when looking at future development. The Community PDG had specific responsibilities for health and wellbeing and it was therefore RESOLVED that the Community PDG be asked to discuss the paper with regard to the health and wellbeing of families using open spaces, in particular  section 8 concerning play areas. The Group would debate the matter again at its meeting on 5 September and would take the views of the Community PDG into consideration when doing so.

Note: Report * previously circulated and attached to Minutes.

The following Motions have been forwarded from Council to the Policy Development Group for consideration.

Motion 537  (Cllr Mrs N Woollatt – 25 May 2017)

That this council should adopt a policy of ensuring that play areas in the district that contain play equipment aimed at pre-school or primary school age children are enclosed to facilitate the health and safety of its young users.

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 30 August 2017.

Motion 538 (Cllr Mrs J Roach – 1 June 2017)

Mid Devon District Council is concerned that the present level of grass cutting across the district is the subject of much criticism.

The Mid Devon District Council therefore resolves to urgently review;

1. Whether the budget is sufficient and if it isn't to put forward a request to Council for a supplementary budget to meet the cost of providing an effective service.

2. If it is impossible to provide extra funding the the Council should consider asset transfers to Parish Councils and/or individuals.  

Taxpayers are now facing the second year of a grass cutting regime which leaves the grass uncut for long periods. 

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 30 August 2017.

The following Motion had been forwarded to PDG for consideration:

Motion 537 (Cllr Mrs N Woollatt – 25 May 2017)

That this council should adopt a policy of ensuring that play areas in the district that contain play equipment aimed at pre-school or primary school age children are enclosed to facilitate the health and safety of its young users.

Cllr Mrs Woollatt said ‘this Motion came about following the removal, in my ward, of two sides of a play area, leaving the area with equipment for primary age and under children no longer enclosed.  Officers stated that they removed the fence because it was no longer safe and was beyond repair (it was a wooden post and chain link type fence).  Officers told residents who complained that it would not be replaced as it was policy to open up play areas.

There is in fact currently no policy in place to such effect but as I discovered from talking to officers there is a proposal at item 7 on this agenda.  However, you are not being asked to make a decision, just discuss, so even after your discussion of the 10 year plan there will still be no policy.

As officers seem to already be working in line with the principles suggested in the 10 year plan I think it is important that we give direction as to what we as a Council wish to see in relation to this particular issue.

I have received numerous complaints about the removal of the fencing at Culm Lea. There have been reports of dog fouling and people exercising their dogs in the play area which is not fair to the children using the area.  Ball games are now a problem as children can be a nuisance in their own play area when their ball runs into the front gardens of adjacent housing, probably a matter of time before it’s a window.

This play area is a short dash to the busy A373 and in the other direction access to the gate through to an open space containing the river Culm, known locally as Highbanks.  It is aptly named.  Which child do you look after if you have two and they go in different directions? What happens whilst your back is turned when one child falls off the swing and has your attention? We all know what mischief little ones can get up to when our back is turned, at least in an enclosed play area they are safe.  Some people have stopped using this play area because it is no longer enclosed.

The Play England report suggests increasing play value by opening up play areas in suitable locations. Whilst that may be true for older children who need less supervision, for younger children such play areas result in less freedom for them as carers will need to more carefully supervise them. Carers, parents and grandparents cannot relax as they need to remain hypervigilant.

Sadly it is clear from the report at item  ...  view the full minutes text for item 16.

To receive information from the Director of Finance, Assets and Resources, regarding the Revenue and Capital Outturn 2016/17.

The Group had before it and NOTED a report * from the Director of Finance, Assets and Resources, regarding the Revenue and Capital Outturn 2016/17.

The officer outlined the contents of the report stating that an underspend of £30K was a very encouraging outcome as was the £380K surplus in the Housing Revenue Account.  He highlighted the exceptional collection rates for Council Tax and Housing Benefit and the investments within the town centre which had added to income.

Consideration was given to the General Fund Revenue Account summary and the variances on proposed budgets.

The officer highlighted Waste Services which showed an overspend of £92k but during that period had moved operations to the new site at Carlu Close.  A shared landfill arrangement and the financial benefit of collecting more recyclable material had helped to reduce the overspend.  Recycling performance was currently at around 53%.

Discussion took place regarding:

·       Trade waste collections and the increase in landfill tax;

·       Trade recycling was now offered to 85% of trade waste customers;

·       The multi-story car park had not reached its budget target but had increased income by 30% on the previous year.

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 2017-18 as well as providing an update on the key business risks.

The Group had before it and NOTED a report * from the Audit Team Leader providing Members with an update on performance against the corporate plan and local service targets for 2017-18 as well as providing an update on the key business risks.

The officer outlined the contents of the report and discussion took place regarding:

·       The number of households using the garden waste collection service and the work being undertaken to market the service;

·       The financial benefits of collecting less waste for landfill and more recycling;

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

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

Performance and Risk

Financial Monitoring

Motion 538

Parks and Open Spaces 10-Year Management Plans and Design Principles

Performance and Risk

Financial Monitoring

Grass Cutting Review

Review of HRA payment for Grass Cutting