Agenda and minutes

Information on public speaking is available online

There were no members of the public wishing to speak.

Councillor Steve Gazzard asked when the Phear Park Café, Exmouth was due to re-open under a new tenancy as this was expected to have been open by Easter this year. As well as being a well-run café this was also a community hub and residents were frustrated by the delay in its opening.

In response the Deputy Chief Executive acknowledged the frustrations felt and confirmed the lease had been agreed and would be completed shortly. He confirmed that once the café was opened full details of the new tenancy would be published through the Press, as well Exmouth Councillors being advised in order to inform their residents.

Minutes of the previous meeting held on 3 April 2019

The minutes of the Cabinet meeting held on 3 April 2019 were confirmed and signed as a true record.

Guidance is available online to Councillors and co-opted members on making declarations of interest

Cllr Susie Bond, Personal interest; Minute 7 – Involved in one of the grant applications

Cllr Paul Millar, Personal interest; Minute 12 – works in public affairs for Pennon Group and so declaring in case there are discussions on environmental issues that may relate to Pennon’s business

Cllr Steve Gazzard, Personal interest; Minute 4 – Council house tenant

Cllr Steve Gazzard, Personal interest; Minute 7 – Member of Exmouth Town Council who have made one of the grant applications

Cllr Peter Faithfull, Personal interest; Minute 7 – Member of Ottery St Mary group involved in one of the grant applications

An approval to an exemption to Standing Orders is sought in order to ensure continuity of repairs and maintenance to the Council’s housing stock during a period of demobilisation of the current contract for day to day repairs and work to void properties.

The Acting Housing Service Lead presented the report to seek approval for an exemption to Standing Orders in order to ensure continuity of repairs and maintenance to the Council’s housing stock, during a period of demobilisation of the current contract for day to day repairs and work to void properties. The temporary arrangements that were required were for a period of approximately 4 weeks as part of mobilisation of the new Integrated Asset Management Contract.

The Portfolio Holder for Sustainable Homes and Communities stated that she supported this action taken and congratulated the department for their forward thinking on this issue, maintaining an ongoing resilience service to the council’s tenants.

In answer to the question concerning sanctions against the existing contractor, the

Acting Housing Service Lead confirmed that penalties could be used and this was being looked into with advice from the Legal department. She also confirmed that tenant satisfaction forms were important and that tenants were involved in to what was the best way to collect this feedback.

RESOLVED:

that the Exemption from Contract Standing Orders to ensure continuity of service to Council tenants and the protection of the Councils housing stock in relation to day to day repairs and void management, be agreed.

REASON:

An exemption from standing orders was appropriate in the circumstances.

To agree any items to be dealt with after the public (including the Press) have been excluded. Thereare no itemswhich officersrecommendshould be dealtwithin thisway.

There were no items that officers recommended should be dealt with in this way.

Members agreed the contents of the forward plan for key decisions for the period
1 July 2019 to 31 October 2019.

The New Homes Bonus Panel recommends the following be agreed:

Minute 8 Budleigh Food Event - £2,687.28
Budleigh Salterton Chamber of Commerce be supported on the condition that money be raised to pay for a similar event in 2020.

Minute 9 Application from Honiton transport to dementia support - £4,000 from Honiton Dementia Alliance. That an independent evaluation comparing the Honiton dementia scheme and the Ottery dementia scheme be a condition of the grant, and that this be paid for using some of the Communities Together Fund underspend, be supported.

Minute 10 Application from Lympstone Parish Council - £7,700
to reduce flood risk

Minute 11 Application from Newton Poppleford Playing Field Foundation – air ambulance landing site - £1,500

to put in a night landing site at Newton Poppleford playing fields, be supported.

Minute 12 Application from Ottery St Mary Help Scheme – Dementia Action Alliance and outreach - £10,390

1. the Ottery St Mary Help Scheme for £10,390, be supported.

2. an independent evaluation comparing the Honiton dementia scheme and the Ottery dementia scheme be a condition of the grant and that this be paid for using some of the Communities Together underspend.

Minute 13 Seaton Town Council - £2,921.60

Seaton Town Council’s request for funding to produce a leaflet for walkers from walks from Sidmouth to Seaton, be supported.

Minute 14  Application from Stoke Canon Parish Council – Improving section of footpath - £1,960

the application from Stoke Canon Parish Council to improve a 100m of public footpath, be supported.

Minute 15 Application from Uplyme Parish Council – Air ambulance landing site - £2,783.62

the Uplyme Parish Council application for an air ambulance landing site, be supported.

Minute 16 Application from Upottery Playing Fields Association 
– footpath - £5,000

the application from Upottery Playing Fields Association for funding for £5,000 to create a safer access to Glebe Park sports and playing fields, be supported.

Minute 17 Application from West Hill Parish Council – Football goals - £1,581

West Hill Parish Council’s application to purchase full size portable goals, be supported.

Minute 18 Seaton Majorettes purchase of 30 new batons - £3,360

Seaton Majorettes application for funds for 30 new batons, not be supported.

Minute 19 Any other business

Exmouth Town Council - Drainage - £1,292.90

Exmouth Town Council’s request to keep the Exmouth Dragon’s Den 2018/19 underspend of £4,938.76 to distribute through a similar Dragon’s Den style event in 2019/20 be supported.

Otterton Parishes Together Fund project 2016/17 - £3,289.50

Otterton and Woodbury Parish Councils request to spend the £3,289.50 grant from the Parishes Together Fund 2016/17 on urgent repairs and replacements for footpath signage in their parishes be approved.

Members received the Minutes of New Homes Bonus Panel held on 19 March 2019.

RESOLVED (1) that the following recommendations to support be agreed:

Minute 8 Budleigh Food Event - £2,687.28
Budleigh Salterton Chamber of Commerce on the condition that money be raised to pay for a similar event in 2020.

Minute 9 Application from Honiton transport to dementia support - £4,000 from Honiton Dementia Alliance. That an independent evaluation comparing the Honiton dementia scheme and the Ottery dementia scheme be a condition of the grant, and that this be paid for using some of the Communities Together Fund underspend.

Minute 10 Application from Lympstone Parish Council - £7,700
to reduce flood risk

Minute 11 Application from Newton Poppleford Playing Field Foundation – air ambulance landing site - £1,500

to put in a night landing site at Newton Poppleford playing fields.

Minute 12 Application from Ottery St Mary Help Scheme – Dementia Action Alliance and outreach - £10,390

1. the Ottery St Mary Help Scheme for £10,390, and

2. an independent evaluation comparing the Honiton dementia scheme and the Ottery dementia scheme be a condition of the grant and that this be paid for using some of the Communities Together underspend.

Minute 13 Seaton Town Council - £2,921.60

Seaton Town Council’s request for funding to produce a leaflet for walkers from walks from Sidmouth to Seaton.

Minute 14  Application from Stoke Canon Parish Council – Improving section of footpath - £1,960

the application from Stoke Canon Parish Council to improve a 100m of public footpath.

Minute 15 Application from Uplyme Parish Council – Air ambulance landing site - £2,783.62

the Uplyme Parish Council application for an air ambulance landing site.

Minute 16 Application from Upottery Playing Fields Association 
– footpath - £5,000

the application from Upottery Playing Fields Association for funding for £5,000 to create a safer access to Glebe Park sports and playing fields.

Minute 17 Application from West Hill Parish Council – Football goals - £1,581

West Hill Parish Council’s application to purchase full size portable goals.

Minute 19 Any other business

Exmouth Town Council - Drainage - £1,292.90

Exmouth Town Council’s request to keep the Exmouth Dragon’s Den 2018/19 underspend of £4,938.76 to distribute through a similar Dragon’s Den style event in 2019/20.

Otterton Parishes Together Fund project 2016/17 - £3,289.50

Otterton and Woodbury Parish Councils request to spend the £3,289.50 grant from the Parishes Together Fund 2016/17 on urgent repairs and replacements for footpath signage in their parishes.

RESOLVED (2) that the following recommendation not to support be agreed:

Minute 18 Seaton Majorettes purchase of 30 new batons - £3,360

Seaton Majorettes application for funds for 30 new batons.

Members received and noted the minutes of Arts and Culture Forum held on 27 March 2019.

Members received and noted the minutes of Exmouth Regeneration Board held on 28 March 2019.

The Housing Review Board recommends the following be agreed:

Minute 74 Brexit preparations

a number of the housing plans be stress tested as part of the housing service’s preparations for Brexit to ensure service continuity for tenants and customers.

Minute 75 Future rent policy

future rent setting has regard to the national rent setting policy as set out in rents for social housing from 2020 published by the Ministry of Housing, Communities and Local Government.

Minute 76 Review of landlord disabled adaptation policy

1.     the revised landlord disabled adaptation policy to council homes, and

2.     delegated authority be given to the Acting Housing Service Lead in consultation with the Portfolio Holder for Housing for any minor amendments to be made to the policy prior to its publication.

Minute 79 Tenancy agreement changes update

1.     the results of the consultation.

2.     the implementation of the revised tenancy agreement in line with the process outlined in the report.

Members received the minutes of Housing Review Board held on 28 March 2019.

RESOLVED (1) that the following recommendation be agreed:

Minute 74 Brexit preparations

a number of the housing plans be stress tested as part of the housing service’s preparations for Brexit to ensure service continuity for tenants and customers.

Minute 75 Future rent policy

future rent setting had regard to the national rent setting policy as set out in rents for social housing from 2020 published by the Ministry of Housing, Communities and Local Government.

Minute 76 Review of landlord disabled adaptation policy

1.     the revised landlord disabled adaptation policy to council homes, and

2.     delegated authority be given to the Acting Housing Service Lead in consultation with the Portfolio Holder for Housing for any minor amendments to be made to the policy prior to its publication.

Minute 79 Tenancy agreement changes update

1.     note the results of the consultation, and

2.     the implementation of the revised tenancy agreement in line with the process outlined in the report.

The Overview Committee recommends the following be agreed:

Minute 28 Poverty, homelessness, human rights and health and wellbeing in East Devon - scoping report

the additional suggestions for key areas of focus go forward to the Devon Strategic Partnership Welfare Task Group for consideration alongside Cabinet’s agreed themes of the scope.

Minute 29 Environmental sustainability and climate change emergency

to recommend to Council that we work with Devon County Council on a shared climate change programme, and signal our commitment to tackling climate change in areas where we can affect positive and meaningful change in our activities, and those of our partners, communities and residents.

Members received the minutes of Overview Committee held on 28 March 2019.

RESOLVED (1) that the following recommendations be agreed:

Minute 28 Poverty, homelessness, human rights and health and wellbeing in East Devon - scoping report

the additional suggestions for key areas of focus go forward to the Devon

Strategic Partnership Welfare Task Group for consideration alongside Cabinet’s agreed themes of the scope.

Minute 29 Environmental sustainability and climate change emergency

to recommend to Council that we work with Devon County Council on a shared climate change programme, and signal our commitment to tackling climate change in areas where we can affect positive and meaningful change in our activities, and those of our partners, communities and residents.

The Recycling and Waste Partnership Board recommends the following be agreed:

Minute 46 Green waste collection service update and year end accounts

that 100% of the profit be distributed on the 60/40 (EDDC/SUEZ) split.

Minute 50 HM Government strategy consultation

            the SUEZ Director of Municipal Services be invited onto the Recycling and
Waste Partnership Board.

Members received the minutes of Recycling and Waste Partnership Board held on 24 April 2019.

The Portfolio Holder for Environment wished to thank the outgoing Portfolio Holder Councillor Tom Wright for his valued contribution over the last 4 years.

RESOLVED (1) that the following recommendation be agreed:

Minute 46 Green waste collection service update and year end accounts

that 100% of the profit be distributed on the 60/40 (EDDC/SUEZ) split.

Minute 50 HM Government strategy consultation

the SUEZ Director of Municipal Services be invited onto the Recycling and

Waste Partnership Board.

RESOLVED (2) that it be noted:

That any plans contemplated for the possible reduction to the level of the council’s recycling service would not make any sense to the protection of the Environment, to customer service and to the council’s budget. The implications to increased collections were not trivial.

Members received and noted the minutes of South and East Devon Habitat Regulations Executive Committee held on 29 April 2019.

The Plan has now passed referendum and must be formally made by East Devon District Council in order to form part of the development plan.

The Plan has now passed referendum and must be formally made by East Devon District Council in order to form part of the development plan.

RESOLVED:

1.     that the Plan was made so it forms part of the development plan, and

2.     that the Neighbourhood Plan Steering Group be congratulated on all their hard work and advised that the Plan would now carry full weight in the planning decision making process.

REASON:

The Plan received a majority ‘yes’ vote in the referendum as required by the regulations and there was no substantive reason not to make the Plan.

During 2018/19 budget monitoring reports have informed members of budget variations and the anticipated year-end financial position. This report contains the final position for the year and compares this outturn position against the budgets set.

The Strategic Lead Finance presented the report which explained that during 2018/19 budget monitoring reports had informed members of budget variations and the anticipated year-end financial position. The report contains the final position for the year and compares the outturn position against the budgets set.The report outlined the implications of the results on the Council’s reserves and made recommendations on any reserve transfers.

The Council’s Unaudited Accounts were issued on 31 May 2019 and published on the Council’s website, it was anticipated the Audited Accounts would be issued on 25 July 2019.

RESOLVED:

that the outturn position for 2018/19 including the implications and proposals relating to the Balances and Reserves held by the Council, be consider and agreed.

REASON:

To report the outturn position for the Council’s approved budgets for the General Fund, Housing Revenue Account and Capital Expenditure. This financial position aligns to the Council’s Statement of Accounts but the position in this report was presented in a style that accords to the budget setting and monitoring reports that members receive. Members were asked to note the variations from the budgets identified within the report and consider the final position. It was appropriate at this stage to reflect on the reserves and balances held by the Council and determine if these were the right reserves at the right levels going forward.

Local Authorities (Executive Arrangements)(Meetings and Access to Information)(England) Regulations:

Under Regulation 19, there is a requirement to submit an annual report containing details of each executive decision which was agreed as urgent under Regulation 11 (Cases of special urgency) where less than 5 days’ notice could be given.

Under regulation 19 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information)(England) Regulations, there was a requirement to submit a report containing details of each executive decision which was agreed as urgent under Regulation 11 (cases of special urgency) where less than 5 days’ notice could be given.

          RESOLVED:

          That the annual report on urgent executive decisions be noted.

Appointment of Lead Members

The Leader will present his list of Lead Members for the Cabinet to approve in accordance with the delegation given by Annual Council on 22 May 2019.

The Leader presented his list of Lead Members for the Cabinet to approve in accordance with the delegation given by Annual Council on 22 May 2019.

RESOLVED:

that the Leader’s list of Lead Members be agreed and delegated authority be given to the Leader to appoint further Councillors to the vacant positions.