Agenda and minutes

Cabinet
Wednesday, 10th July, 2019 5.30 pm

Venue: Council Chamber, Blackdown House, Honiton

Contact: Amanda Coombes, Democratic Services Officer  01395 517543 or email  acoombes@eastdevon.gov.uk

Media

Items
No. Item

18.

Public speaking

Information on public speaking is available online

Minutes:

A member of the public spoke at Minute 28 Climate Change Emergency – Our Response.

19.

Minutes of the previous meeting held on 5 June 2019 pdf icon PDF 367 KB

Minutes:

The minutes of the Cabinet meeting held on 5 June 2019 were confirmed and signed as a true record.

20.

Declarations of interest

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

Minutes:

12. Climate Change Emergency - Our Response.

Councillor Ian Hall, Personal, Councillor for Devon County Council.

 

14. Long Lane Enhancement Scheme.

Councillor Ian Thomas, Personal, Chairman of East Devon Enterprise Zone Board.

 

18. Public Health Implementation Plan 2019/20.

Councillor Geoff Pook, Personal, Member of Seaton Area Health Matters Group.

 

18. Public Health Implementation Plan 2019/20.

Councillor Jack Rowland, Personal, Chairman of Seaton Area Health Matters Group.

 

18. Public Health Implementation Plan 2019/20.

Councillor Paul Millar, Personal, Works for South West Water.

 

21.

Matters of urgency: Additional works - Maer Road Car Park pdf icon PDF 166 KB

Information on matters of urgency is available online

 

This report sets out a solution to an issue that has arisen during ongoing capital project works at Maer Road car park in Exmouth.  Upon commence of works it became apparent the car park construction was substantially poorer beneath the surface that had previously been assumed and now more extensive works comprising both new sub base and tarmac finish are required to complete the projects satisfactorily. 

Minutes:

The report set out a solution to an issue that had arisen during ongoing capital project works at Maer Road car park in Exmouth. Upon commence of works it became apparent the car park construction was substantially poorer beneath the surface than had previously been assumed and that more extensive works comprising both new sub base and tarmac finish, were required to complete the projects satisfactorily. 

 

RESOLVED:

that the following be agreed:

1.     Option 3 be taken forward, as this was the lowest whole life cost option for maintaining the car park. This results in least disruption to the car parks users and maximised the availability of the car park and its income generating potential, and

2.     an exemption to Contract Standing Orders in relation to using the existing contractor on site and the additional costs involved.

 

REASON:

To ensure the car park was fit for purpose and would provide a convenient and useful facility for car, coach and motorhome parking in the town for the 2019 summer period and continue to do so in the future.

22.

Confidential/exempt item(s)

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

Minutes:

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

23.

Forward Plan pdf icon PDF 206 KB

Minutes:

Members agreed the contents of the forward plan for key decisions for the period
1 August to 30 November 2019.

 

24.

Minutes of Strata Joint Scrutiny Committee held on 30 May 2019 pdf icon PDF 134 KB

The Strata Business Plan 2019-20 and beyond is linkedfor information.

Minutes:

Members received and noted the minutes of Strata Joint Scrutiny Committee held on 30 May 2019.

25.

Minutes of Scrutiny Committee held on 6 June 2019 pdf icon PDF 177 KB

Minutes:

Members received and noted the Minutes of Scrutiny Committee held on 6 June 2019.

26.

Minutes of Asset Management Forum held on 13 June 2019 pdf icon PDF 179 KB

Minutes:

Members received and noted the Minutes of Asset Management Forum held on 13 June 2019.

27.

Minutes of Budget Working Party held on 26 June 2019 pdf icon PDF 163 KB

RECOMMENDED to Cabinet

Minute 3 - Medium Term Financial Plan and Transformation Strategy 2019 - 2029

that the actions identified for implementation in accordance with the Transformation Strategy be taken forward so as to enable a balanced budget to be set for 2020/21 and over the term of new Council

 

Minutes:

Members received the Minutes of Budget Working Party held on 26 June 2019.

 

RESOLVED (1) that the following recommendations be agreed:

 

Minute 3 - Medium Term Financial Plan and Transformation Strategy 2019 - 2029

that the actions identified for implementation in accordance with the Transformation Strategy be taken forward so as to enable a balanced budget to be set for 2020/21 and over the term of new Council.

 

28.

Climate Change Emergency - Our Response pdf icon PDF 594 KB

This report is intended as a high level discussion document to assist in exploring the council’s organisational ambitions in relation to climate change and consider how this topic might feature on the new council’s agenda and priorities.

 

Appendix A – Devon Climate Declaration

Appendix B – EDDC Climate Change Action Plan 2019-2025 (first draft)

Appendix C – Developing a Devon Carbon Plan

Additional documents:

Minutes:

David Rochester, a member of Extinction Rebellion congratulated EDDC for its comprehensive reports on climate change on the agenda. He suggested the date of 2050 for net-zero carbon emissions was too far away and that massive cultural changes to reduce these emissions must be made immediately. He welcomed the report but said more must be done. He suggested a clear date of 2025 to be carbon neutral reflecting the reality of the emergency we face, being stronger with this message to higher tiers of Government as well as the council taking an assertive approach to lobbing central government. Immediate action could be made through the planning process with a must to any new substantial developments being close to employment and public transport links. He pointed out that area development must include adequate storage for bicycles in order people to use buses and trains.

 

The Strategic Lead Housing, Health and Environment introduced his report which was intended as a high level discussion document for Cabinet to assist in exploring EDDC’s organisational ambitions in relation to climate change, consider how this topic might feature on the new Council’s agenda and priorities. He spoke clearly and concisely on how the issue must be a concerted effort from everyone - people, businesses, local and central governments who should and must act now. Everyone including businesses must assume personal responsibility to look into their carbon reliance. He stated the need to research EDDC’s present carbon footprint before a date could be put forward to becoming carbon neutral.

 

The Cabinet was invited to sign a declaration and give a steer, which would influence the development of an EDDC action plan, a series of commitments, and the process for contributing towards challenging reductions in greenhouse gas emissions. This approach needed to be consistent with international, national and regional efforts to limit further climate change.

 

As part of these considerations EDDC needed to form a view on:

Ø  The extent of its’ ambitions in this area;

Ø  Whether to look to be a Carbon Neutral Council and engage in carbon offsetting;

Ø  How to establish an emissions baseline for council activities/buildings (essential if wanting to become carbon neutral);

Ø  How this ambition would be articulated politically, through communications and in the Council Plan;

Ø  The resourcing requirements and financial implications;

Ø  How to embrace this as a one council activity touching all Services;

Ø  The extent to which EDDC would work in partnership with others;

Ø  How the education, influencer, and enabling roles would operate;

Ø  The wider policy context and where the council could make meaningful interventions.

Discussions included the following:

·       The need to stop granting planning permissions on flood plans

·       Planting hundreds of more trees to address the balance

·       Must lead by example to engage residents to follow as well as being achievable

·       Local housing stock to have solar panels to become carbon neutral with any surplus brought back to be reinvested in climate change education

·       It was not hard to reduce one’s own individual carbon  ...  view the full minutes text for item 28.

29.

Zero Carbon Development in the West End pdf icon PDF 185 KB

To set out the key issues associated with achieving large scale zero carbon development in the West End of the District. To propose a way forward to address these issues and seek endorsement for undertaking a market engagement exercise in conjunction with Government.

 

Minutes:

The report set out the key issues associated with achieving large scale zero carbon development in the West End of the district and proposed a way forward to address these issues. An endorsement was sought for undertaking a market engagement exercise in conjunction with Government.

 

RECOMMENDED:
that the following be agreed;

1.     to note the key issues associated with achieving zero carbon development in the West End of the district,

2.     to commit funding of up £30k to support an application to round 9 of Heat Networks Delivery Unit funding,

3.     to endorse undertaking a market engagement exercise in conjunction with Government,

4.     to receive a further report setting out a proposed pathway to zero carbon including detailing the potential role for the Council.

 

REASON:
To ensure that there was a clear pathway for achieving large scale zero carbon development in the West End of the district.

30.

Long Lane Enhancement Scheme pdf icon PDF 155 KB

To provide an update on progress with securing financial contributions towards the Long Lane enhancement scheme. 

 

Additional documents:

Minutes:

The report provided an update on progress with securing financial contributions towards the Long Lane enhancement scheme. It recommended a reduction to the extent of the scheme to reflect a change in the risk profile associated with the works.

RESOLVED:

that the scope of the Long Lane enhancement scheme was reduced to delete the section between the Flybe Training Academy and Harrier Court, be agreed.

 

REASON:

To adequately manage the risk associated with securing financial contributions towards the enhancement scheme and to protect the Council’s position.

 

 

 

 

31.

Review of the Council's governance arrangements pdf icon PDF 241 KB

At Annual Council it was confirmed by the Leader that the Council would have the opportunity of considering the alternative arrangements of a committee structure in place of the current Cabinet / Leader model. This report gives a brief background to the existing position and options for change and recommends that Members lead on the review of whether or not to adopt alternative arrangements. 

Minutes:

At Annual Council it was confirmed by the Leader that the Council would have the opportunity of considering the alternative arrangements of a committee structure in place of the current Cabinet / Leader model. The report by the Strategic Lead Governance & Licensing & Monitoring Officer, gave a brief background to the existing position and options for change and recommended that Members lead on the review of whether or not to adopt alternative arrangements. 

 

The Portfolio Holder Transformation suggested the need to start from the basics and look into other councils committee structures. He stated that any think tanks would have cross party membership.

 

Discussions included the following:

·       This had excellent potential with a strong scrutiny function element

·       Cross party working could be conducive and working with others grew mutual respect

 

RESOLVED:

1.     that Cabinet ask the Overview Committee to carry out a review of the Council’s governance arrangements and options for change and reports its findings and recommendations back to Cabinet in due course. The Overview Committee to set the terms of reference for carrying out the review and consideration of the alternative models,

2.     that the Portfolio Holder for Transformation establishes a Think Tank for the purpose of investigating the options for change and to enable engagement with the wider membership of the Council on the necessity for and objective of change.

 

REASON:

To enable the Council Membership to fully consider and engage on the review of the Council’s governance arrangements and whether or not they should be changed.

32.

Revised arrangements for lone worker safety pdf icon PDF 267 KB

These new arrangements for lone worker safety means that the council will have a simple and easy to use council wide system.

Minutes:

The new arrangements for lone worker safety meant that there would be a simple and easy to use council wide system. The revised arrangements rely on managers taking responsibility for identifying and monitoring their lone working staff and putting in place suitable and efficient arrangements to ensure their safety according to the risks that they face.  It also relies on each employee taking responsibility for telling the system where they are and what they are doing; the system would fail “safe” by triggering an alert to their manager if they forget to do so.

 

RESOLVED:

that the revised Lone Working Policy & Procedures be agreed.

 

REASON:

To ensure that the Council continued to take reasonable measures to meet its obligations to protect the health and safety of its workforce from foreseeable risks.

 

33.

Construction (Design and Management) Regulations 2015 Policy pdf icon PDF 160 KB

At present the council have guidance notes on the requirements of these Regulations but no formal policy on how these matters are managed within the Council.

Minutes:

At present the Council had guidance notes on the requirements of these Regulations but no formal policy on how these matters are managed within the Council.

 

RESOLVED:

that the proposed Policy and the further work required to implement the Policy throughout the Councils operations, be agreed.

 

REASON:
To ensure all areas of the Councils operations comply with the requirements of the Regulations and staff were clear on their duties and responsibilities.

34.

Public Health Implementation Plan 2019/20 pdf icon PDF 265 KB

In the Council’s Public Health Strategic Plan (2019 – 2023) it is recognised that a lot of our residents would like to be (and could be) in better health and we believe that as a provider of important public services we have an overarching responsibility to think about people’s health and wellbeing in everything we do.

Minutes:

In the Council’s Public Health Strategic Plan (2019 – 2023) it was recognised that a lot of residents would like to be (and could be) in better health and the council’s role was that as a provider of important public services, it had an overarching responsibility to think about people’s health and wellbeing in everything it does. Every year the council committed to a Public Health Implementation Plan that set out specific things that the council was going to do to help people to be healthy and to stay healthy. The report collected examples of some of the really good work that had been and was continuing to be delivered by front line council services.

 

RESOLVED:

that the Public Health Implementation Plan 2019/20, be promoted and agreed.

 

REASON:

To raise awareness of the importance of the council’s work in keeping people well and to celebrate  the enormous contribution its services make to the prevention agenda within the Devon Sustainability and Transformation Partnership (STP) – the comprehensive five-year plan to transform health and care services for local people so they were fit for the future.

35.

Sid Valley Neighbourhood Plan Examiner's Report pdf icon PDF 476 KB

To provide feedback and set out the proposed modifications following the examination of the Sid Valley Neighbourhood Plan.

Minutes:

The report provided feedback and set out the proposed modifications following the examination of the Sid Valley Neighbourhood Plan.

 

Councillor Bruce de Saram Lead Councillor for Neighbourhood Planning; through the Chair, endorsed the Examiner’s recommendations on the Sid Valley Neighbourhood Plan and congratulated the steering Group on getting this far with the process. He wished to remember the work of Councillor Michael Earthey, a valued member of the steering group who sadly passed away recently. He stated how impressive and to their credit that a Young People’s Advisory Group had been set up as part of the process in order that it linked into the plans vision statement promoting its appeal to young and old.

 

RESOLVED:

That the following be agreed:

1.     the Examiner’s recommendations on the Sid Valley Neighbourhood Plan (the Plan),

2.     a ‘referendum version’ of the Plan (incorporating the Examiner’s proposed modifications) should proceed to referendum and a decision notice to this effect be published,

3.     the Neighbourhood Plan Steering Group be congratulated on their hard work.

REASON:

The legislation required a decision notice to be produced at this stage in the process. The Plan was the product of extensive local consultation and had been recommended to proceed to referendum by the Examiner subject to modifications which were accepted by the Town Council.