Agenda and draft minutes

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

Agenda Item 24 – Outside Body – Woodbury, Exmouth, Budleigh Health and Wellbeing Alliance:  Councillor Nick Hookway, Affects Non-registerable Interest, Member of Exmouth Town Council and Devon County Council.

The minutes of the meeting held on 16 July 2025 were confirmed as a correct record.

Information on public speaking is available online

There was one public speaker, Councillor Roy Collins.

Councillor Roy Collins spoke about the impacts of climate change on national and international food production and urged the Council to stop allocating good quality agricultural land for housing.  They further called on the Council to support farmers in East Devon.

The Chair of Council thanked Councillor Roy Collins for his comments which were duly noted.  

Information on matters of urgency is available online

There were no matters of urgency.

The Chair of Council invited councillors to observe a minutes’ silence to mark the sad passing of Councillor Andrew Toye and former Councillor Graham Troman.

To agree any items to be dealt with after the public (including the Press) have been excluded. Thereare three itemswhich officersrecommendshould be dealtwithin thisway, but if confidential minutes from Cabinet and/or the Council’s Committees are being discussed, Officers may recommend consideration in the private part of the meeting.

The Chair of Council confirmed that there were three items of confidential/exempt business that would be dealt with under Agenda Items 26, 27 & 28.

The following Questions on Notice had been submitted and the responses to those questions were submitted to Council.  The table below includes any follow up questions submitted at the meeting.

The Council noted the minutes from meetings of the Cabinet and other committees, including:

·        Cabinet – 9 July, 30 July, 3 September & 1 October 2025

·        Housing Review Board – 31 July 2025

·        Licensing and Enforcement Committee – 16 July 2025

·        Licensing and Enforcement Sub Committee – 30 July & 13 August 2025

·        Personnel Committee – 10 September 2025

·        Planning Committee – 15 July, 19 August & 23 September 2025

·        Strategic Planning Committee – 8 July, 2 September & 30 September 2025

·        Asset Management Forum – 29 September 2025

·        Cranbrook Placemaking Group – 4 August 2025

·        Leisure Strategy Delivery Forum – 16 September 2025

·        Scrutiny Committee – 10 July & 4 September 2025

·        Overview Committee – 17 July 2025

·        Audit & Governance Committee – 24 July & 18 September 2025

·        South & East Devon Habitat Regulations Executive Committee – 24 July 2025

·        Standards Committee – 17 July 2025

·        Placemaking in Exmouth Town & Seafront Group – 9 September 2025

The Chair of Council presented a report setting the work of the Standards Committee for the civic term 2024/2025.

Council noted the following activity:

·        Meetings in 2024/2025

·        Monitoring of complaint caseload

·        Resolving complaints before they escalate

·        Response to Government consultation on changes to the Standards regime

·        The appointment of Independent Persons, Independent Representatives and Town/Parish Representatives

·        Dispensations granted

The Council welcomed the work of the Standards Committee and how it contributed to and offers direction to shape the governance, culture and ethos of the organisation.

The annual report was duly noted.

The Council received a report setting out the allocation and appointment of councillors for seats on the Council’s committees following a change in membership of the political groupings on the Council.

Council noted that there had been changes made to the Conservative Group and Independent Group and that an ungrouped councillor has joined a political group.

Council were informed that following these changes the number of councillors per group was:

Democratic Alliance Group – 30

Conservative Group – 14

Independent Group – 11

Cranbrook Voice Group – 3

Independent Councillor Group – 2

Council noted that following an analysis of the committee seat allocation and in consultation and support from the Group Leaders and based on the Local Government and Housing Act 1989 the following entitlement to committee places was:

Democratic Alliance Group – 58

Conservative Group – 27

Independent Group – 21

Cranbrook Voice Group – 6

Independent Councillor Group – 4

Councillor John Loudoun proposed the recommendations which having been seconded by Councillor Sarah Jackson were put to the vote and carried by a majority show of hands.

RESOLVED:

That Council:

1.     Notes the political balance of the Council and agrees the proposed allocation of committee places as follows:

·        Democratic Alliance Group – 58

·        Conservative Group – 27

·        Independent Group – 21

·        Cranbrook Voice Group – 6

·        Independent Councillor Group – 4

2.     Agrees to delegate authority to the Monitoring Officer in consultation with the appropriate Group Leader to confirm nominations to committees.

3.     Agrees to delegate authority to the Monitoring Officer in consultation with the appropriate Group Leader to make in year changes to committee appointments in accordance with the allocation of places to political groups by the Council and the wishes of the relevant political Group Leader.

The Portfolio Holder for Place, Infrastructure & Strategic Planning presented recommendations from the Cabinet following their consideration of the Local Development Scheme.

Council noted that the proposed revised Local Development Scheme formed the formal project plan for future local plan production.  The revision was necessary to the current Local Development Scheme in light of proposed amendments to the local plan making timetable which now incorporated a second Regulation 19 consultation in the Autumn to address both the second new community and associated evidence as previously envisaged but also a further iteration of the Local Plan itself.

Councillor Todd Olive proposed the recommendation which having been seconded by Councillor Yehudi Levine was put to the vote and duly carried by a majority show of hands.

RESOLVED:

That the Council adopts the Local Development Scheme work programme for planning policy production for East Devon District Council.

The Chair of the Scrutiny Committee presented a report setting out a recommendation following the committees consideration of a report on the changes to the agricultural relief and business property relief.

Council acknowledged the concerns about the potential impact of the reforms on the farming community in the District, but following further exploration it was clear that there was a paucity of data from which to properly understand the issues below the regional level and supported the comprehensive report from the EFRA Select Committee which helped to demonstrate that this matter was best addressed nationally.

Councillor Mike Goodman proposed the recommendations which having been seconded by Councillor Ian Barlow were carried by a majority show of hands.

RESOLVED:

1.     That the Council agrees that this issue is best addressed at a national level, taking a lead from the Environment, Food and Rural Affairs Select Committee report; and

2.     That the Council agrees that there is continued support for the farming community in the District by pushing for improved consultation, the undertaking of a full impact assessment and consideration being given to both delaying the implementation of the reforms and to alternative proposals.

The Portfolio Holder for Environment – Operations presented recommendations from Cabinet relating to the Recycling and Waste LATCo funding mechanism and governance arrangements.

Councillor Geoff Jung proposed the recommendations which were seconded by Councillor Mike Goodman and having been put to the vote was unanimously carried.

RESOLVED:

That Council:

1.     Approve the updated Business Case set out in Appendix E of the report.

2.     Approve a loan of no more than £2.8 million to the LATCo.

The Portfolio Holder for Finance presented recommendations from Cabinet relating to the Financial Outturn for the Council for 2024/2025.

Councillor Sam Hawkins proposed the recommendations which having been seconded by Councillor Kim Bloxham were put to the vote and carried by a majority show of hands.

RESOLVED:

That Council approves:

1.     The Financial Outturn position for 2024/2025, including the implications and proposals relating to the Balances and Reserves held by the Council.

2.     The proposed reserve transfers contained within the report and give delegated authority to the Director of Finance in consultation with the Portfolio Holder for Finance for any amendments to these transfers as any additional year end data becomes available.

The Portfolio Holder for Place, Infrastructure and Strategic Planning presented a report setting out the Strategic Outline Business Case for the establishment of a delivery vehicle for the Marlcombe new community.

The Council noted that the strategic outline business case required a budget of £350,000 to enable the development of the business case alongside progressing further technical work, matching potential funding being made available by Homes England.

Councillor Todd Olive proposed the recommendation, which having been seconded by Councillor Nick Hookway was carried by a majority show of hands.

RESOLVED:

That Council approve that a budget of £350,000 is made available from the new communities reserve to enable the development of the business case alongside progressing further technical work, matching potential funding being made available by Homes England.

The Portfolio Holder for Finance presented the draft Financial Strategy for 2026 onwards (2026 – 2035) which included a 10 year Medium Term Financial Plan which looked ahead over that period to give a projection of the Council’s financial position with actions needed to ensure financial sustainability and the ability to set annually balanced budgets.

Council noted that the landscape around that Council’s finances was completely different from previous years, with the Fairer Funding Review bringing significant reductions from 2026/2027 along with Local Government Reorganisation, which would give the Council only two more years of setting budgets before a successor authority was in place.

Councillors were advised that modelling had been undertaken under the normal premise of 10 years, although the strategy was focused on dealing with the next two years of still being a Council with the effects of significant funding reductions from the Fairer Funding Review.

Council welcomed the strategy which set out details of the key legacy projects the Council wanted to deliver in its remaining time.

Councillor Sam Hawkins proposed the recommendation which having been seconded by Councillor Todd Olive was carried by a majority show of hands.  

RESOLVED:

That Council adopt the Financial Strategy 2026 onwards (2026 – 2035) and its direction outlined in balancing future budgets.

Council considered recommendations from the Constitution Working Group following their review of the Constitution.

Council noted that the only guidance available to Councillors on the declaring of gifts and hospitality was included in the Councillors’ Code of Conduct.  It was noted that this guidance was limited in its application and the opportunity had been taken to write a separate protocol.

Council welcomed the protocol which provided more detailed guidance to councillors and co-opted members on the appropriateness of accepting gifts and hospitality and the factors that should be taken into account when making a decision.

Councillor Sarah Jackson proposed the recommendations which having been seconded by Councillor Mike Goodman were carried by a majority show of hands. 

RESOLVED:

That Council:

1.     Approves the Councillors’ Gifts and Hospitality Protocol and to include the protocol in the Council’s Constitution.

2.     Delegates authority to the Monitoring Officer in consultation with the Portfolio Holder for Communications and Democracy to make any minor drafting changes to the protocol prior to the publication of the protocol on the Council’s website.

Council considered a report setting out recommendations from the Constitution Working Group following a review of the Council's Constitution.

Council noted that the Independent Remuneration Panel, which reviews allowances and subsistence payments to councillors did not currently have a set of terms of reference to support their operation and the Working Group were recommending the inclusion of terms of reference for the Panel.

Councillors welcomed the Terms of Reference for the Independent Remuneration Panel which set out how the panel operated and its core functions and roles and responsibilities.

Councillor Sarah Jackson proposed the recommendations which having been seconded by Councillor Mike Goodman were carried by a majority show of hands.  

RESOLVED:

That Council:

1.     Approves the Independent Remuneration Panel Terms of Reference to be included in the Council’s Constitution.

2.     Delegates authority to the Monitoring Officer in consultation with the Portfolio Holder for Communications and Democracy to make any minor drafting changes prior to the publication of the Terms of Reference on the Council’s website.

Council considered recommendations from the Constitution Working Group following their review of the Constitution.

Council noted that the Working Group had reviewed the existing Councillor Champion Protocol and were proposing to make minor changes including the addition of a Councillor Champion for Equality, Inclusion and Diversity and changing the wording member to councillor.

Council requested that consideration should be given to other Councillor Champion roles and requested that the Constitution Working Group investigate adding or removing champion roles before submitting a report to the Cabinet.

Council welcomed the proposed changes to the Councillor Champion Protocol and Councillor Sarah Jackson proposed the recommendations and having been seconded by Councillor Tim Dumper were unanimously carried.

RESOLVED:

That Council:

1.     Approved the Codes & Protocols – Councillor Champions to be included in the Council’s Constitution.

2.     Delegates authority to the Monitoring Officer in consultation with the Portfolio Holder for Communications and Democracy to make any minor drafting changes to the Councillor Champion Protocol prior to their publication on the Council’s website.

Council considered recommendations from the Constitution Working Group following a review of the Constitution.

Council were advised that following recommendations of External Auditors and feedback from the Peer Challenge team and the Centre for Public Scrutiny the opportunity had been taken to redraft the Council’s Councillor/Officer Relations Protocol.

Council welcomed the protocol which explained the roles of Councillors and Officers setting out how they should work together and if any issues arose to whom those issues should be reported.

Councillor Sarah Jackson proposed the recommendations which having been seconded by Councillor Alasdair Bruce were unanimously carried.

RESOLVED:

That Council:

1.     Approves the Codes and Protocols for Councillor/Officer Relations to be included in the Council’s Constitution.

2.     Delegates authority to the Monitoring Officer in consultation with the Portfolio Holder for Communications and Democracy to make any minor drafting changes to the protocol prior to its publication on the Council’s website.

Councillor Vicky Johns, Councillor Champion for the Armed Forces Covenant presented a report setting out a protocol to support wreath laying across the district at Remembrance Events.

The Council welcomed the protocol and supported councillors attending, representing and laying a wreath on behalf of the Council.

Councillor Vicky Johns proposed the recommendation which was seconded by Councillor Steve Gazzard and unanimously carried.

RESOLVED:

That the Council approves a wreath laying protocol and supports councillors attending, representing and laying a wreath on behalf of East Devon District Council at memorials within their wards.

The Council received a report seeking the appointment of a tenant representative to serve on the Housing Review Board.

Council noted that following a recruitment process for the selection of a tenant representative and following an interview of the candidate one candidate was selected for their suitability to serve on the Housing Review Board.

The Chair moved the recommendation which was unanimously supported.

RESOLVED: That Sidney Ford is appointed as a Tenant Representative on the Housing Review Board until 30 April 2029.

To consider the inclusion of the Woodbury, Exmouth, Budleigh Health & Wellbeing Alliance to the list of outside bodies and the nomination of a councillor on the outside body.

The WEB Health & Wellbeing Alliance aims to unite voluntary sector and statutory health and social care organisations across Woodbury, Budleigh, Exmouth, and surrounding villages to improve communication, share good practice, and enhance the health and wellbeing of local communities.

The Council considered whether the Woodbury, Exmouth, Budleigh Health & Wellbeing Alliance should be added to the list of outside bodies and the nomination of a councillor on the outside body.

The WEB Health & Wellbeing Alliance aims to unite voluntary sector and statutory health and social care organisations across Woodbury, Budleigh, Exmouth, and surrounding villages to improve communication, share good practice, and enhance the health and wellbeing of local communities.

Councillor Nick Hookway proposed that the Woodbury, Exmouth, Budleigh Health and Wellbeing Alliance should be included on the list of outside bodies and proposed that Councillor Charlotte Fitgerald, having been seconded and put to the vote the recommendation was unanimously carried.

RESOLVED:

That the Woodbury, Exmouth, Budleigh Health and Wellbeing Alliance is included on the Council’s list of Outside Bodies and that Councillor Charlotte Fitzgerald is appointed to serve on the outside body.

To consider passing a resolution having been duly proposed and seconded under Schedule 12A of the Local Government Act 1972 to exclude the press and public from the meeting, on the basis that if they were present during the business to be transacted there would be a likelihood of disclosure of exempt information, within the meaning of Schedule 12A to the Local Government Act 1972.

Reason: Para 3 Schedule 12A Information relating to the finance or business affairs of any particular person.

Councillor Charlotte Fitzgerald moved a motion to pass a resolution under Schedule 12A of the Local Government Act 1972 to exclude the press and public from the meeting, on the basis that if they were present during the business to be transacted there would be a likelihood of disclosure of exempt information, within the meaning of Schedule 12A of the Local Government Act 1972, Paragraph 3 (Information relating to the finance or business affairs of any particular person. The motion was seconded by Councillor Eleanor Rylance and having been put to the vote was unanimously carried.

RESOLVED: That the press and public be excluded from the meeting on the basis that if they were present during the business to be transacted there would be a likelihood of disclosure of exempt information, within the meaning of Schedule 12A of the Local Government Act 1972, Paragraph 3 (Information relating to the finance or business affairs of any particular person.

Council considered a recommendation from Cabinet on 3 September 2025 in respect of an update on the delivery of the Cranbox scheme.

Councillor Todd Olive proposed the recommendation which having been seconded by Councillor Paul Hayward was carried by a majority show of hands.

RESOLVED:

That a budget of up to the amount set out in the exempt report from the Enterprise Zone programme is approved to underwrite the Cranbox project, should it not be able to proceed beyond the Pre Construction Services Agreement.

Council considered a recommendation from Cabinet on 3 September seeking to allocate a budget for the Cranbrook Leisure Governance and Consultant procurement.

Councillor Nick Hookway proposed the recommendation which having been seconded by Councillor Matt Hall was carried by a majority show of hands.

RESOLVED:

That a budget of the amount set out in the exempt report is allocated to the Cranbrook Leisure, Health & Wellbeing project from the Enterprise Zone programme, subject to endorsement by the Enterprise Zone Board.

This item was dealt with under Agenda Item 14 in open session.