Agenda and minutes

To receive any apologies for absence.

There were no apologies, all Members were present.

To note the procedures for the meeting.

The protocol for remote meetings was noted.

To receive any questions relating to items on the agenda from members of the public and replies thereto.

The Chairman read a list of questions on behalf of Mr Davey referring to the 3 Rivers Governance Report:

1.    Given that two large national developers- Russell Harrison & McCarthy & Stone - having spent thousands of pounds on surveys, plans etc.. and with all their schemes, no matter how poor, being rubber stamped by MDDCs planning committee - have abandoned their schemes as they could see no profit, was a proper  cost profit analysis carried out by an independent consultancy i.e not the council or it's  architects ?

2.    Given that 3Rivers was set up by the council largely as a result of a report by a finance director in order to develop this and other sites and has not and is unlikely to make a profit.   Is it not time to liquidate 3 Rivers , go back to the drawing board and consult with groups like the Angel Project  of which I was a co-founder- to try to salvage from this disaster a better scheme which improves the area and enhances the riverside?

3.    The accountants estimate a more than three quarters of a million pounds  overspend on this project,   I think this is a gross under estimate. I believe that  a one and a quarter million pounds overspend is more realistic  given the fact that despite nearly three years since start of work on this site, all of the ground works are still not complete.   What does the council intend to do as a matter of urgency, to staunch the haemorrhage of our -the council tax payers money ?

4.    Given that most of the discussions around 3 Rivers and this scheme have been held in secret- to I believe save embarrassment of the council and some of top level management rather than any commercial considerations,  when will the council hold a proper open meeting to discuss this fiasco and the implications for services in the future given the debt that will be incurred ?

The Deputy Chief Executive (S151) provided the following answers

1.     After a national advert to find an architect capable to deliver an exemplar scheme to fit such a prominent site in Tiverton, the Council instructed Randall Simmonds LLP (professional construction consultants) to provide a budget cost sum analysis for the scheme. This value was very close to the final tendered price received by 3RDL after entering in to a negotiated contract with the current contractor. As many of you are aware this scheme (designed by Mikhail Riches - a London based architect) has already won a national design award (Housing Design).

2.     This scheme was carefully selected by the Council in order to see the delivery of a project that would be of a very high design and build quality, maximising the sites location and vistas and would help to add increased footfall to that area of the Town centre. For clarification, 3RDL has already returned significant sums to the Council over the past 2 years and delivered its only completed scheme to date,  ...  view the full minutes text for item 3.

Councillors are reminded of the requirement to declare any interest, including the type of interest, and the 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 declare any interests when appropriate.

Members to consider whether to approve the minutes as a correct record of the meeting held on 26 February 2020.

The Council is reminded that only those Members present at the previous meeting should vote and, in doing so, should be influenced only by seeking to ensure that the minutes are an accurate record.

The minutes of the meeting held on 26 February 2020 were agreed as a correct record.

To receive any announcements which the Chairman of the Council may wish to make.

The Chairman had the following announcements to make:

·         He had recently visited the widow of the late Cllr Gerald Luxton and had delivered the book of condolence, Mrs Luxton had been very appreciative and grateful for all the messages and cards that she had received.

·         He informed the meeting of an Extraordinary Meeting of Council that would take place on 29 July 2020 to consider the adoption of the Local Plan.

To receive any petitions from members of the public.

There were no petitions presented.

(1)  Motion 563 (Councillors: B Holdman and L D Taylor – 19 May 2020)

The Council has before it a MOTION submitted for the first time:

That:

a) This Council resolves to hold all member briefings and working/advisory groups (where practicable) remotely in the future which will aid the reduction of carbon emissions and provide significant savings on Members travel expenses.

b) This Council agrees to lobby central Government requesting that Regulation 5 of the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel meetings) (England and Wales) Regulations 2020 be extended past May 2021 and be formed into new legislation allowing Members to have the option to attend any meeting of the Council either in person or remotely.

In accordance with Procedure Rule 14.4, the Chairman of the Council has decided to allow this motion (if moved and seconded) to be dealt with at this meeting.

(1)  Motion 563 (Councillors: B Holdman and L D Taylor – 19 May 2020)

The Council has before it a MOTION submitted for the first time:

That:

a) This Council resolves to hold all member briefings and working/advisory groups (where practicable) remotely in the future which will aid the reduction of carbon emissions and provide significant savings on Members travel expenses.

b) This Council agrees to lobby central Government requesting that Regulation 5 of the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel meetings) (England and Wales) Regulations 2020 be extended past May 2021 and be formed into new legislation allowing Members to have the option to attend any meeting of the Council either in person or remotely.

The MOTION was MOVED by Councillor L D Taylor and seconded by Councillor B Holdman.

In accordance with Procedure Rule 14.4, the Chairman of the Council had ruled that  the matter be discussed at this meeting.

Following a lengthy discussion and upon a vote being taken, the MOTION was declared to have been CARRIED.

To receive and consider the reports, minutes and recommendations of the recent meetings as follows:

(1)          Cabinet

-          23 April 2020

-              7 May 2020

-              11 June 2020

2)        Scrutiny Committee

-                 18 May 2020

-                  1 June 2020

-                 22 June 2020 (to follow)                

(3)       Audit Committee

-         2 June 2020

-           23 June 2020 (to follow)

(4)       Environment Policy Development Group

-                10 March 2020

(5)       Homes Policy Development Group

-                17 March 2020   

(6)       Economy Policy Development Group

-                 12 March 2020

-                4 June 2020

(7)       Planning Committee

-                11 March 2020

-                20 May 2020

-                17 June 2020

(8)       Standards Committee

-                     10 June 2020

(9)       Licensing Committee

-          19 June 2020

(10)     Regulatory Committee

-           19 June 2020

The Leader presented the report of the meeting of the Cabinet held on 23 April 2020.

The Leader presented the report of the meeting of the Cabinet held on 7 May 2020.

The Leader presented the report of the meeting of the Cabinet held on 11 June 2020.

The Chairman of the Scrutiny Committee presented the report of the meeting of the Committee held on 18 May 2020.

The Chairman of the Scrutiny Committee presented the report of the meeting of the Committee held on 1 June 2020.

The Chairman of the Scrutiny Committee presented the report of the meeting of the Committee held on 22 June 2020.

The Chairman of the Audit Committee presented the report of the meeting of the Committee held on 2 June 2020.

The Chairman of the Audit Committee presented the report of the special meeting of the Committee held on 23 June 2020.

The Chairman of the Environment Policy Development Group presented the report of the meeting of the Group held on 10 March 2020..

The Chairman of the Homes Policy Development Group presented the report of the meeting of the Group held on 17 March 2020.

The Chairman of the Economy Policy Development Group presented the report of the meeting of the Group held on 12 March 2020.

The Chairman of the Economy Policy Development Group presented the report of the meeting of the Group held on 4 June 2020.

The Chairman of the Planning Committee presented the report of the meeting of the Committee held on 11 March 2020.

The Chairman of the Planning Committee presented the report of the meeting of the Committee held on 20 May 2020.

The Chairman of the Planning Committee presented the report of the meeting of the Committee held on 17 June 2020.

The Chairman of the Standards Committee presented the report of the meeting of the Committee held on 10 June 2020.

The Chairman of the Licensing Committee presented the report of the meeting of the Committee held on 19 June 2020..

The Chairman of the Regulatory Committee presented the report of the meeting of the Committee held on 19 June 2020.

1.    Animal Welfare Licensing Policy (Minute 8)

The Chairman of the Regulatory Committee MOVED seconded by Councillor D R Coren:

THAT the recommendations of the committee as set out in Minute 8 be ADOPTED.

Upon a vote being taken, the MOTION was declared to have been CARRIED.

To deal with any questions raised pursuant to Procedure Rule 13 not already dealt with during the relevant Committee reports.

There were no questions submitted under Procedure Rule 13.2.

The attached draft political allocation reflects the current membership of the Council.  The line shown highlighted in yellow (Committee:Total) indicates that both the Liberal Democrat Group and the Independent Group need to lose a committee/PDG seat each.  The Green Group needs to gain 2 seats.  Previously, the Council agreed a balance which saw the Green Group have a seat on the Environment PDG – the Council may want this to continue.   The draft allocation has previously been circulated to Group Leaders and they wish to agree a proposal to bring forward to the meeting.

The Council had before it a revised *allocation of seats reflecting the current membership of the Council.

To allow the tables to balance the line shown highlighted in yellow (Committee:Total) indicated that both the Liberal Democrat Group and the Independent Group needed to lose a committee/PDG seat each.  The Green Group needed to gain 2 seats. 

It was AGREED that the Green Party gain a seat on the Environment Policy Development Group provided by the Liberal Democrats and that the Green Party gain a seat on the Planning Committee provided by the Independent Group.

The Chairman MOVED that: the Tables  (as amended) be approved with regard to the allocation of seats on Committees and other bodies.

Upon a vote being taken, the MOTION (as amended) was declared to have been CARRIED.

Note: * Allocation of seats previously circulated, copy attached to minutes.

Decisions taken under Rule 16 (of the Constitution) Special Urgency – between January – June 2020..

There have been no such decisions in this period.

With regard to any decisions taken under Rule 16 (of the Constitution) Special Urgency – between January and June 2020, the Chairman informed the meeting that no such decisions had been taken in this period.

To receive the annual reports from the Chairmen of the Audit Committee, Scrutiny Committee and the Policy Development Groups.

The Chairmen of the Audit Committee and the Scrutiny Committee and the Chairmen of the Environment, Homes and Economy Policy Development Groups presented their Annual Reports* to the Council.

Note: *Reports previously circulated, copy attached to minutes.

Cabinet Members will answer questions from Members on their Portfolios.

Cllr R Evans addressing the Cabinet Member for Finance stated that given the known and continued effects that Covid 19 has brought to our high streets could Mid Devon seek to lead the way in offering additional assistance to our town centres and shop keepers. The recent ‘Love your Town Centre Fund’ is a welcome initiative but the current situation demands us to be more proactive and offer more immediate assistance. Shops have been given the green light at last to open up and to welcome the public back through their doors. Can Mid Devon seek to offer an immediate benefit of some free parking for an agreed period of time within the 3 main town centres as other town councils have,  Wellington and Taunton are 2 relatively local examples. Such a gesture would help to give a much needed boost to shops and businesses and would show the residents of Mid Devon our commitment to our town centres. Funding could be taken from money available from a second tranche of town centre grants and town councils could also be asked to consider contributing from the precept monies that they raise to assist towns in a number of ways.

The Cabinet Member for Finance responded stating that yes he did agree that this would be a positive step for our towns to be able to offer some free parking for a limited period of time in order to make a surge in the town centre and to get more people in there. I am aware that huge job losses are being announced across the board in town centres across the country and this is a very worrying time for lots of people and anything that we can do to try to stimulate a resurgence in our town centres is a really positive thing. I know that a lot of people during the pandemic have been shopping locally and we would want to continue to support that. Please be rest assured that this has been raised with the S151 Officer and we are looking into when we would be able to implement this, at the earliest opportunity. When we are able to do this I will then revert back to the Council.

Cllr R Stanley, addressing the Cabinet Member for Housing and Property Services stated that some of your Cabinet colleagues have over recent times provided a useful written resume of their portfolio and other things, unfortunately no such briefing has been received from yourself covering matters within your portfolio, it would be most useful if you are able tonight to provide members with a brief verbal report on those matters that you are responsible for.

The Cabinet Member responded stating that he would be publishing in the next couple of days an update which he hoped to do on a fortnightly basis from now on.

Cllr Wilce, addressing the Leader stated that this administration has said many times that it wants to be open and transparent in its affairs  ...  view the full minutes text for item 31.

To receive any statements made and notice of future questions by Members.

Note:  the time allowed for this item is limited to 15 minutes.

Clarity was provided with regard to the road closures in Bampton Street and Gold Street, Tiverton.

Cllr Wilce stated that the Governance Working Group had agreed to set up a sub working group, but that unfortunately there had been no volunteers to date.

Cllr Mrs Griggs wanted to thank officers in these difficult times for the helpful and positive way they had helped members.

The Leader reminded all those present of the meeting to be held the following evening with the directors of 3 Rivers.