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Agenda and minutes

Venue: Exe Room, Phoenix House, Tiverton

Contact: Carole Oliphant  Member Services Officer

Link: audiorecording

Items
No. Item

1.

Election of Chairman (The Chairman of the Council in the Chair) (0.00.22)

To elect a Chairman for the 2021-2022 municipal year

Minutes:

Cllr Mrs M E Squires was duly elected Chairman for the municipal year.

2.

Election of Vice Chairman (0.06.54)

To elect a Vice Chairman for the 2021-2022 municipal year

Minutes:

Cllr Mrs E Slade was duly elected Vice Chairman for the municipal year.

3.

Start Time of Meetings (0.10.09)

Members to agree the start time of meetings for the remainder of the municipal year

Minutes:

The start time of meetings was agreed at 2.15pm for the remainder of the municipal year.

4.

Apologies and Substitute Members (0.11.26)

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

Minutes:

Apologies were received from Cllr B Holdman who was substituted by Cllr J Cairney.

5.

Hybrid Meeting Protocol (0.11.36) pdf icon PDF 322 KB

To note the Hybrid Meeting Protocol.

Minutes:

The Group had before it, and NOTED, the *Hybrid Meetings Protocol.

 

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

6.

Declarations of Interest under the Code of Conduct (0.11.47)

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.

Minutes:

Members were reminded of the need to make declarations where appropriate.

7.

Minutes of the Previous Meeting (0.11.58) pdf icon PDF 241 KB

Members to consider whether to approve the Minutes of the last meeting as a correct record.

Minutes:

The Minutes of the Meeting held on 23rd March 2021 were approved as a correct record and SIGNED by the Chairman.

8.

Public Question Time (0.13.25)

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.

Minutes:

There were no members of the public present.

9.

Chairmans Announcements (0.13.40)

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

Minutes:

The Chairman had no announcements to make.

10.

Performance and Risk Outturn Report (0.13.47) pdf icon PDF 137 KB

To consider a report of the Operations Manager for Performance, Governance and Health & Safety providing Members with an update on the performance against the Corporate Plan and local service targets for 2020/21. Previously presented to the Cabinet on 6th July 2021.

Additional documents:

Minutes:

The Group had before it, and NOTED, the *Performance and Risk Outturn report from the Operations Manager for Performance, Governance and Health and Safety.

 

The Officer explained that the report had been to each of the PDG’s and to Cabinet on 6th July.

 

The Chairman asked the Group to reflect on the content of the reports and if Members felt they enhanced Policy Development. She advised that moving forward the Group would not be presented with the Performance and Risk report at each meeting and that if Members were interested in the results these would still be reported at Cabinet, Scrutiny Committee and Audit Committee.

 

Note: *Report previously circulated and attached to the minutes

11.

Financial Outturn Report (0.18.53) pdf icon PDF 185 KB

To consider a report of the Deputy Chief Executive (S151) presenting the Revenue and Capital Outturn figures for the financial year 2020/21. Previously presented to the Cabinet on 6th July 2021.

Additional documents:

Minutes:

The Group had before it, and NOTED, a *report of the Deputy Chief Executive (S151) presenting the Revenue and Capital Outturn figures for the financial year 2020/2021.

 

The Corporate Manager for Finance explained that the report covered the General Fund, HRA Fund and the Capital Program.

 

He explained that the outturn was a remarkable achievement and the position had improved by year end.

 

The Chairman explained that following an informal session of the Programming Panel, the financial forecast would no longer be brought to the PDG but that the Group would be involved in the budget setting process for the Community portfolio as normal.

 

Note: *Report previously circulated and attached to the minutes

 

12.

6 Month Leisure Update (0.21.18)

To receive an update from the Leisure Manager.

Minutes:

The Group received a Leisure Service update from the Leisure Manager by way of a presentation.

 

He highlighted the following:

 

·         The journey through Covid – impact and plans

·         Pre Covid over 900k visits were recorded

·         He praised the diversity of the Leisure team who had been redeployed throughout the Council during lockdown restrictions

·         The Leisure team had been involved in the shielding hubs by supporting the telephones lines and visits to the vulnerable

·         A PCR testing facility had been set up in conjunction with the MOD

·         A pragmatic approach was now being taken to minimise and rationalise the numbers of people in the Leisure Centres in order to mitigate Covid risks

·         A Leisure recovery plan would review each of the critical phases and this included reviewing the staffing structure and introducing enhanced training and development for staff

·         A number of staff had been contacted by track and trace and had to self-isolate. That currently they were able to backfill the gaps with existing staff but the situation was being monitored

·         Future deliverables included an improved leisure app and on line offerings and booking system

 

The Chairman thanked the Leisure Staff for how well they had adapted throughout the crisis.

 

In response to questions asked the Leisure Manager responded:

 

·         Current staff parking arrangements at Lords Meadow would be investigated to see if improvements could be made

·         Leisure Service had engaged with Property Services and Ground Maintenance to ensure the maintenance of the Leisure Centre grounds to keep them free of weeds

·         Pace clocks would be repaired or replaced.

13.

Motion 564 - Motion 564 (Councillors: Miss Wainwright and Miss J Norton – 24 February 2020) (1.00.47)

Community Policy Development Group to consider point 2 of the following Motion agreed by Council on 24th February 2021:

 

This Council affirms its role in helping to create an equal and inclusive society for all, and recognises that sexism, racism, bigotry, discrimination, intolerance and bad behaviours in any form play no part in this. This Council also acknowledges that language is a powerful tool for change, inclusion and inspiration, as well as a cause of ignorance and damaged relationships -- it should be used thoughtfully and respectfully, and language and behaviour should be challenged where it is not respectful or conducive to good outcomes for the Council and its residents.

 

In order that the Council can play its part locally in building a more understanding and inclusive society, it resolves:

 

 

2. That the Equality Forum and Community Policy Development Group be tasked with exploring opportunities to increase inclusivity, engagement and representation at Mid Devon District Council, including by identifying hard to reach or underrepresented communities, and considering how best to engage with them. ?

 

 

 

Minutes:

The Scrutiny Officer explained to the Group that the motion had also gone to Scrutiny where they had been asked to look at the Fawcett review and that a spotlight review was being held to investigate the requirements of the motion.

 

She suggested that the PDG waited until the spotlight review was complete before the Community PDG instigated any work on the motion.

 

Members felt the wording of the motion should be amended so that it required the Equality Forum to investigate but with feedback from Members of the PDG.

 

It was AGREED to defer a decision on a way forward until the Scrutiny spotlight review was completed.

14.

Work programming session (1.05.07) pdf icon PDF 260 KB

To receive an overview of work programming practices from the Scrutiny Policy and Research Officer and to agree a work program for future meetings

Additional documents:

Minutes:

The Group received an update from the Scrutiny Policy and Research Officer which gave an overview of the Programming Panel and the aim of the work programming session.

 

The Group considered the current *work plan for the Community PDG and suggested the following for further consideration:

 

·         Antisocial Behaviour

 

Note: *Work Plan previously circulated and attached to the minutes.