Agenda and minutes

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

Apologies were received from Cllrs Mrs H Bainbridge and Mrs A R Berry. Cllr FW Letch gave apologies and was substituted by Cllr J Downes.

Councillors are reminded of the requirement to declare any interest, including the type of interest, and reason for that interest, either at this stage of the meeting or as soon as they become aware of that interest.

There were no declarations made.

Members to consider whether to approve the Minutes of the last meeting held on 18^th September 2018 as a correct record.

The Minutes of the Meeting held on 18^th September 2018 were approved as a correct record and SIGNED by the Chairman.

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.

A member of Crediton Town Council stated he was present to see how the Community PDG supported the local community.

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

The Chairman provided the Group with an overview of the Gypsy and Traveller Consultation which was currently being conducted and reminded them of the Budget briefings which were due to be held shortly.

The Chairman advised the Group that items 8. Community Safety Partnership and 9. Air Quality Action Plan Update would be taken as the next items of business.

To consider a report from the group Manager for Public Health and Regulatory Services outlining the Council’s Community Safety Action Plan, and to seek Members recommendation to acknowledge and accept the priorities action plan.

The Group had before it and NOTED a *report from the Group Manager for Public Health and Regulatory Services which had previously been presented to the Scrutiny Committee on 5th November 2018 outlining the Council’s Community Safety Action Plan.

He sought Members recommendation to acknowledge and accept the priorities action plan.

Discussion took place regarding the different activities that the Council would be supporting and that the structure mirrored that of emergency planning.

The Group requested that the Group Manager for Public Health and Regulatory Services ask the Police Superintendent to explain how the Police were going to allocate resources for anti-social behaviour now that the number of community police officers had been reduced from 13 to 6 in the district.

It was RECOMMENDED that the Cabinet note the priorities of the Community Safety Partnership (CSP) and planned activities within the partnerships priorities and action plan for 2018-21 and the proposed new structure of the CSP.

(Proposed by the Chairman)

Note: - *Report previously circulated and attached to the minutes.

To receive a report from the Group Manager for Public Health and Regulatory Services on the Air Quality Action Plan.

The Group had before it and NOTED a *report from the Group Manager for Public Health and Regulatory Services regarding the Air Quality Action Plan.

Discussion took place regarding the actions and progress which had been achieved in the preceding 12 months.

With regard to Crediton he explained that the focus was on the current traffic management system and although the link road had helped with air quality on Exeter Road it had little effect on the High Street. He further explained that a project, led by the Town Council and supported by MDDC was looking a specific measures to reduce pollution in the High Street.

In response to a question about the speed of actual action being taken he explained that previously MDDC did not have the buy in from the Town Council and there was a lot of local objection to measures proposed. This had been resolved and now that the Town Council was on board and the S106 funding had been secured he was confident that the measures proposed would make a difference.

With regard to Cullompton the Group Manager for Public Health and Regulatory Services explained that the key measure would be the relief road and that the public consultation had recently been completed. The next steps were to analyse the responses. He further explained that the initial bid for funding had been submitted and accepted by Homes England and they were now looking at the bid for due diligence.

Consideration was given to the air quality levels in Cullompton and the views of Ward Members, it was explained that although the levels were below the safe limit they were running very close to dangerous levels and action was needed to ensure that the levels remained at acceptable levels.

The Group requested that an update on the measures proposed for Crediton be reported back to the PDG at the March 2019 meeting.

Note: - *Report previously circulated and attached to the minutes.

To receive a report from the Director of Corporate Affairs and Business Transformation updating Members on progress made with the Community Engagement Action Plan and to review the strategy and focus for 2018/2019.

The Group considered a *report from the Director of Corporate Affairs and Business Transformation regarding the Community Engagement Strategy and Action Plan 2018-2019.

The Communications and Engagement Manager sought Members’ approval of the Community Engagement Strategy and Action Plan 2018-2019.

She outlined the contents of the report and explained that the Communications Team was relatively new and consisted of 3 Officers and that community engagement was in its infancy.

She further explained that the Communications Team were looking for further initiatives to increase community engagement including a residents’ newsletter and working with the Planning Team on public consultations.

It was RECOMMENDED that Cabinet approve the Community Engagement Strategy and Action Plan 2018-2019 subject to an amended review timeframe from 4 to 2 years.

(Proposed by the Chairman)

Note: *Report previously circulated and attached to the minutes

To receive a verbal update on Single Equalities from the Group Manager of Performance and Data Security.

The Group received a verbal update from the Group Manager of Performance and Data Security who stated that progress was monitored by the Audit Committee 6 times a year. She explained that MDDC were currently looking to reinstate the Equality Reference Group and were contacting previous contacts to see if they would want to be involved in a revised group.

To receive the revised Safeguarding Policy and Procedures from the Human Resources Business Manager.

The Group received the revised *Safeguarding Policy and Procedures from the Director of Corporate Affairs and Business Transformation.

She outlined the contents of the report and stated that there were very few changes apart from officer titles and that the authority had a duty to ensure that all employees knew who to contact regarding safeguarding issues.

It was RECOMMENDED to the Cabinet that it approves the revised Safeguarding Policy and Procedures.

(Proposed by the Chairman).

Note:* Safeguarding Policy and Procedures previously circulated and attached to the minutes.

To receive a report from Director of Corporate Affairs and Business transformation advising Members that, in accordance with the Health and Safety at Works Act 1974, the Council’s Health and Safety at Works Policy has been reviewed by the Health and Safety Committee.

The Group had before it and NOTED a *report from Director of Corporate Affairs and Business Transformation advising Members that, in accordance with the Health and Safety at Works Act 1974, the Council’s Health and Safety at Works Policy has been reviewed by the Health and Safety Committee.

Discussion took place regarding a zero tolerance threshold and whether this could be adopted within the Council.

The Group requested that the number of incidents and near misses were reported to the PDG at the January meeting. The Group requested that further details were given about the tolerances used to define an incident and a near miss.

It was RECOMMENDED that Cabinet NOTE that the Health & Safety Policy was approved by the JNCC on 12th September 2018 and reviewed by the Health and Safety Committee and Unison subject to the numbers of incidents and near misses being reported to the Community PDG on a regular basis.

(Proposed by the Chairman)

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

To receive a verbal report on Leisure Services from the Leisure Manager

The Group received and NOTED a six monthly update from the Leisure Manager by way of a presentation.

The Leisure Manager outlined the contents of the presentation and highlighted the increases in percentages of memberships and participation across all three sites.

She further explained that all three sites were now qualified to assist with cancer rehabilitation and that to date 45 people had been helped by the programme.

She outlined the nature of the imminent upgrades to Lords Meadow at Crediton and explained that the gym equipment being installed was of the same standard that had been installed at Exe Valley Leisure Centre in Tiverton.

Note: - Presentation attached to the minutes

To consider a report of the Principle Accountant presenting financial monitoring information for the income and expenditure to date.

The Group had before it and NOTED a report * from the Deputy Chief Executive (S151) presenting a financial update in respect of the income and expenditure so far in the year.

The Principal Accountant outlined the contents of the report and explained the variances and predicted over spend.

Discussion took place regarding the reduction in payments for planning applications and the affect that this had on the income stream for the Council.

Note: *Report previously circulated and attached to the minutes

To consider options available in order for the Council to set a balanced budget for 2019/2020 and agree a future strategy for further budget reductions for 2020/2021 onwards

The Group had before it and NOTED a *report from the Deputy Chief Executive (S151) asking them to consider options available in order for the Council to set a budget for 2019/2020 and agree a future strategy for further budget reductions for 2020/2021 onwards.

The Chairman explained to the Group that unlike previous years he did not feel that a working group would be beneficial.

The Principal Accountant outlined the contents of the report and explained that Group Managers were currently looking at their budgets to see where and if any savings could be made.

Discussion took place increase in staff salaries and that MDDC adhere to National pay scales. He explained that the average increase across the authority is 3%, with most staff having a 2% pay increase but those predominantly in Leisure & Waste would see increases of circa 7%. (this is what Jo clarified)

Note: - *Report previously circulated and attached to the 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 Members with an update on performance against the Corporate Plan and local service targets as well as providing an update on the key business risks.

Note: * Report previously circulated and attached to the minutes

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

Citizens Advice – Additional Funding

Public Health Enforcement Policy

Public health Initiatives Communication Strategy

Financial Monitoring

Draft Budget

Performance & Risk

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

There were no additional items identified.