Agenda and minutes

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

Apologies were received from Cllrs Mrs E M Andrews and Mrs M E Squires attended remotely. The Vice Chairman was in the Chair.

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.

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

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

The Minutes of the Meeting held on 21^st September 2021 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.

There were no members of the public present.

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

The Vice Chairman reminded Members of the special meeting being held on Monday 20^th December to agree the recommendations from the Strategic Grants Working Group.

To receive the 3 yearly review of the Customer Care Policy

The Group had before it a *report from the Corporate Manager for Digital Transformation and Customer Engagement presenting the revised Customer Care Policy and Standards.

The officer explained that there were no significant changes to the policy and that the standards had been presented in a separate document.

It was therefore RESOLVED to recommend to the Cabinet that revised Customer Care Policy and Standards be approved.

(Proposed by Cllr L J Cruwys and seconded by Cllr B Holdman)

Reason for the decision: The Policy underpinned the core values of Mid Devon District Council, as stated in the Corporate Plan around People, Performance, Pride and Partnership.

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

To provide Members of the Policy Development Group (PDG) with an opportunity to review and recommend adoption of the revised corporate Air Quality Action Plan (Annex 1) following the recent completion of external and public consultation. Details of the consultation are set out within the report. The consultation responses and outcomes are set out in Annex 2.

The report also provides Members of the PDG with an update on progress with the development of a revised Air Quality Supplementary Planning Document (SPD) together with details and timeline to secure the legal adoption of the document. This is important to the delivery of aspects of the updated Air Quality Action Plan (AQAP), notably in relation to managing the impact of new development and securing planning obligations.

The Group had before it a *report from the Corporate Manager for Public Health, Regulation and Housing providing the revised corporate Air Quality Action Plan following a recent completion of external and public consultation.

The officer explained that this was a full review and revision of the existing plan and that the PDG had agreed the process for internal and external consultation in March 2021. There were 25 new or updated measures being proposed which included traffic management and electric vehicle charging.

Consideration was given to:

·         The report looked at where all air pollution was coming from and had identified that in Crediton and Cullompton transport was the largest contributor

·         The health costs stated were the national figure

·         The low response from the public consultation although it had been advertised on the website, through the Parish Councils and placed in the local newspapers

·         The cost figures stated for the Cullompton distributor road were from the March report and would be investigated to see if there had been any movement and updated accordingly

It was therefore RESOLVED to recommend that the Cabinet:

1.    That the updated Air Quality Actions Plan attached in Annex 1 be adopted;

2.    That the details and timelines for the adoption of the updated Air Quality Supplementary Planning Document via the Planning Policy Development Group as set out in section 5.3 of the report be NOTED

(Proposed by Cllr W Burke and seconded by Cllr B Holdman)

Reason for the decision: The adoption and implementation of an Air Quality Action Plan (where an authority has designated one or more Air Quality Management  Area’s) is a statutory requirement

Note: *report previously circulated and attached to the minutes

To receive the recommendations from the Community Safety Partnership Working Group.

The Group had before it a *report from the Community Safety Working Group presenting its recommendations.

The Corporate Manager for Public Health, Regulation and Housing explained that the working group had been formed due to Members concerns regarding sexual violence against women and that the working group had subsequently looked at the wider priorities of the Community Safety Partnership.

Consideration was given to:

·         The Council did liaise with the Police through the Community Safety Partnership

·         The Police and Crime Commissioner had recently updated her Police and Crime Plan which put domestic violence at the forefront of policing

·         The Tiverton Police Desk was due to be opened imminently

·         Tiverton High School students had been looking at domestic violence

It was therefore AGREED:

1.    That members have the opportunity to complete the Mental Health First Aid Training in order to enhance and support their community liaison role within communities

2.    That members have the opportunity to receive a regular Community Safety Partnership (CSP) quarterly updates to assist them keep abreast of current CSP themes, projects and achievements.

3.    Officers to provide members with a briefing on Modern Slavery with a local flavour by March 2022

4.    Members agreed that that officers review Mid Devon District Council becoming a ‘Trauma Informed Council’ and potentially adopt a trauma informed approach to future service delivery, which may be based on the Plymouth Trauma Informed City model or other examples and provide a subsequent paper for members to review at its January meeting

(Proposed by Cllr C Collis and seconded by Cllr B Holdman)

Reason for the decision: If the Council does not engage with the Community Safety Partnership there is a risk of failing to meet statutory duties

Note: *report previously circulated and attached to the minutes

To consider the updated Medium Term Financial Plan (MTFP) which covers the period  2022/2023 to 2026/2027 and options available in order for the Council to set a balanced budget.

The Group had before it, and NOTED, the *Medium Term Financial Plan from the Deputy Chief Executive (S151) which covered the period 2022/2023-2026/2027 and provided options available in order for the Council to set a balanced budget.

The Corporate Manager for Financial Services reported the following headlines from the recent Chancellors budget:

• There would be a 3.8% increase in departmental spending but there were be competing demands on this.
• Current Referendum Limits would be retained at 2% or £5.
• A number of changes to Business Rate Reliefs were highlighted but due to current legislation the Council was unable to benefit from them as it was prevented from claiming relief on its own property.
• The Chancellors budget covered three years but there was no indication as to whether the settlement for local Government covered three years or one year.
• Public sector pay would no longer be frozen.

The Corporate Manager for Financial Services explained that the Council was currently looking at a budget shortfall of £1.06m in the next financial year and he asked Members for their feedback on the proposals in front of them and any new options that the committee felt that Cabinet should be exploring.

The PDG AGREED to revisit the draft budget at the special meeting on 20^th December when Members would have investigated the figures fully and would bring forward suggestions for amendments.

Note: *Plan previously circulated and attached to the minutes

During discussion of the next item it may be necessary to pass the following resolution to exclude the press and public having reflected on Article 12 12.02(d) (a presumption in favour of openness) of the Constitution. This decision may be required because consideration of this matter in public may disclose information falling within one of the descriptions of exempt information in Schedule 12A to the Local Government Act 1972. The Community Policy Development Group will need to decide whether, in all the circumstances of the case, the public interest in maintaining the exemption, outweighs the public interest in disclosing the information.

To consider passing the following resolution so that exempt information may be discussed.

Recommended that under Section 100A(4) of the Local Government Act 1972 the public be excluded from the next item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 respectively of Part 1 of Schedule 12A of the Act, namely information relating to the financial or business affairs of any particular person (including the authority holding that information).

The Vice Chairman indicated that discussion with regard to the next item, may require the Policy Development Group to pass the following resolution to exclude the press and public having reflected on Article 12 12.02(d) (a presumption in favour of openness) of the Constitution. This decision may be required because consideration of this matter in public may disclose information falling within one of the descriptions of exempt information in Schedule 12A to the Local Government Act 1972. The Policy Development Group would need to decide whether, in all the circumstances of the case, the public interest in maintaining the exemption, outweighs the public interest in disclosing the information.

RESOLVED that under Section 100A(4) of the Local Government Act 1972 the public be excluded from the next item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 respectively of Part 1 of Schedule 12A of the Act, namely information relating to the financial or business affairs of any particular person (including the authority holding that information)

(Proposed by the Chairman)

To receive details of the Leisure Pricing Review for 2022-2023

Members discussed the Pricing Review and:

RESOLVED to delegate the decision on fees and charges for Leisure Services to the Cabinet Member for Community Wellbeing.

(Proposed by the Chairman)

To receive the current work plan for the Community PDG.

Members to agree and discuss additional items that they would like added to the work plan.

A proposal form for Members to discuss and agree whether they would like Officers to develop a vulnerability policy, which will be brought back to the PDG for approval at a later date

The Group had before it, and NOTED, the *Work Plan

Members discussed the Vulnerability Policy Proposal Form and AGREED for officers to develop a policy and bring this back to the Community Policy Development Group for approval.

(Proposed by Cllr L J Cruwys and seconded by Cllr B Holdman)

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