Meeting documents

SSDC District Executive
Thursday, 7th July, 2016 9.30 am

Venue: Council Chamber, Brympton Way, YEOVIL, Somerset BA20 2HT

Contact: Angela Cox 01935 462148  Email: angela.cox@southsomerset.gov.uk

Items
No. Item

22.

Minutes of Previous Meeting

To approve as a correct record the minutes of the Special District Executive meeting held on 26th May and the District Executive meeting held on 2nd June 2016.

Minutes:

The minutes of the Special District Executive meeting held on 26th May 2016, and, the District Executive meeting held on 2nd June 2016, copies of which had been circulated, were taken as read and, having been approved as a correct record, were signed by the Chairman.

23.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillors Peter Gubbins and Peter Seib.

24.

Declarations of Interest

In accordance with the Council's current Code of Conduct (adopted July 2012), which includes all the provisions relating to Disclosable Pecuniary Interests (DPI), personal and prejudicial interests, Members are asked to declare any DPI and also any personal interests (and whether or not such personal interests are also "prejudicial") in relation to any matter on the Agenda for this meeting. A DPI is defined in The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 (SI 2012 No. 1464) and Appendix 3 of the Council’s Code of Conduct. A personal interest is defined in paragraph 2.8 of the Code and a prejudicial interest is defined in paragraph 2.9.

Members are reminded that they need to declare the fact that they are also a member of a County, Town or Parish Council as a Personal Interest. As a result of the change made to the Code of Conduct by this Council at its meeting on 15th May 2014, where you are also a member of Somerset County Council and/or a Town or Parish Council within South Somerset you must declare a prejudicial interest in any business on the agenda where there is a financial benefit or gain or advantage to Somerset County Council and/or a Town or Parish Council which would be at the cost or to the financial disadvantage of South Somerset District Council.  If you have a prejudicial interest you must comply with paragraphs 2.9(b) and 2.9(c) of the Code.

Minutes:

There were no declarations of interest made.

25.

Public Question Time

Questions, statements or comments from members of the public are welcome at the beginning of each meeting of the Council. The total period allowed for public participation shall not exceed 15 minutes except with the consent of the Council and each individual speaker shall be restricted to a total of three minutes. Where there are a number of persons wishing to speak about the same matter, they should consider choosing one spokesperson to speak on their behalf where appropriate. If a member of the public wishes to speak they should advise the committee administrator and complete one of the public participation slips setting out their name and the matter they wish to speak about. The public will be invited to speak in the order determined by the Chairman. Answers to questions may be provided at the meeting itself or a written reply will be sent subsequently, as appropriate. Matters raised during the public question session will not be debated by the Council at that meeting.

Minutes:

It was agreed that members of the public would speak at the time the agenda item they were present for was discussed.

26.

Chairman's Announcements

Minutes:

There were no announcements from the Chairman.

27.

Verbal Update on Recruitment of Chief Executive Officer

Councillor Ric Pallister, as Chairman of the Appointments Committee, will update Members on the progress the Committee have made in the recruitment of a new Chief Executive Officer.

Minutes:

The Chairman advised that 24 applications had been received for the position of Chief Executive.  These had been longlisted to 13 candidates who would be interviewed by himself, an independent Chief Executive and the appointed recruitment agency and a shortlist would be drawn up.  That shortlist of candidates would be interviewed by the Appointments Panel and it was expected to confirm their proposed candidate at Council on 18th August.

 

28.

Five-Year Housing Land Supply Update (July 2016) pdf icon PDF 291 KB

Additional documents:

Decision:

 

RESOLVED:

That District Executive :-

 

1.

endorsed the Five-year Housing Land Supply update paper, and resolved that the conclusions and implications be effective as of 7th July 2016 (See Appendix A).

 

 

2.

delegated responsibility to the Assistant Director for Economy in consultation with the Portfolio Holder for Strategic Planning to make any final minor text amendments which may be necessary to enable the Five-year Housing Land Supply update paper to be published.

 

Reason:

To update Members on the Council’s five-year housing land supply position for the period 2016/2017 to 2020/2021.

 

Minutes:

Mr B Hartley of East Coker Parish Council said it was almost 1 year since SSDC had failed to demonstrate a 5 year land supply and it was now 1,000 homes short of the required target.  He said the Council needed to deliver more than 800 houses per year to meet their target and he urged the Executive to recommend an immediate review of the Local Plan housing figures.

 

Mr N Whitsun-Jones, Chairman for the Council for the Protection of Rural England (CPRE) expressed his surprise that SSDC were content to accept the lack of a 5 year housing land supply and the consequent inability to resist development.  He said there should be an early review of the Local Plan on the basis of the latest information available. 

 

The Portfolio Holder for Strategic Planning (Place Making) said the Council was demonstrating a 4 year and 2 month land supply according to the calculation formula and this included a 20% buffer.  However a poor planning proposal could still be rejected and the Council continued to successfully appeal poorly designed proposed new developments.  She said the planning team were working with developers to see if they could lift any barriers to enable development. 

 

The Principal Policy Planner explained the process for calculating the 5 year housing land supply.  He regretted that only 606 dwelling had been completed during the last year, however, he said that the challenge was as much about ensuring developers deliver on the permissions they had been granted and that they would not automatically flood the market with housing otherwise they may distort the market which would affect sales values.  As the Council could demonstrate a 4 year and 2 month land supply, then some weight could be afforded to the Council’s policies.  An early review of the Local Plan was progressing but it must be evidence based. 

 

In response to questions from the Scrutiny Committee, the Principal Policy Planner advised that:-

 

·         Although there may be some transitional difficulties, it was not expected that the introduction of CIL would slow developments coming forward.

·         SSDC were working with large developers in Yeovil, Crewkerne and Chard to see if SSDC could use its resources to unlock development.

·         Although a low wage economy was factored into housing delivery, an individual’s ability to obtain finance to purchase properties was only just beginning to emerge as best practice.

 

The Chairman of the Scrutiny Committee thanked the Principal Policy Planner and Portfolio Holder for Strategic Planning (Place Making) for attending their meeting and answering their questions.

 

In response to a question why some of the housing supply sites listed in Appendix 1 to the report were included as they were not currently identified housing sites, the Principal Policy Planner explained that they were there for completeness but were not given any status as they did not benefit from planning permission. 

 

During discussion, several Members regretted the lack of the 5 year land supply which affected how they could determine future development and they called for  ...  view the full minutes text for item 28.

29.

Approval of the Somerset District Authorities Regulatory Services Enforcement Policy 2015-2020 and the Environmental Protection Enforcement Policy 2015-2020 pdf icon PDF 243 KB

Additional documents:

Decision:

 

RESOLVED:

That District Executive agreed to adopt as Council Policy and approve as fit for purpose:-

 

1.

South Somerset District Council’s Regulatory Services Enforcement Policy 2016-2020 in Appendix 1.

 

 

2.

The Environmental Protection Enforcement Policy 2016-2020 in Appendix 2.

 

Reason:

To adopt as fit for purpose South Somerset District Council’s Regulatory Services Enforcement Policy 2016-2020 in Appendix 1 and the Environmental Protection Enforcement Policy 2016-2020 in Appendix 2 to the Agenda report.

 

Minutes:

The Portfolio Holder for Environmental Health advised that adopting the two policies would ensure a clear and common approach to enforcement throughout Somerset. 

 

The Environmental Health Manager confirmed that the Regulation Code expected local authorities to publish a clear set of service standards on how they would approach enforcement in an even handed and transparent manner. 

 

In response to a question, the Environmental Health Manager said there were many external agencies providing enforcement advice so there was limited scope to offer SSDC services to other Local Authorities, however, the Transformation programme may take them forward. 

 

At the conclusion of the debate, Members were content to confirm both Enforcement Policies and agreed to adopt them as Council Policy.

 

RESOLVED:

That District Executive agreed to adopt as Council Policy and approve as fit for purpose:-

 

1.

South Somerset District Council’s Regulatory Services Enforcement Policy 2016-2020 in Appendix 1.

 

 

2.

The Environmental Protection Enforcement Policy 2016-2020 in Appendix 2.

 

Reason:

To adopt as fit for purpose South Somerset District Council’s Regulatory Services Enforcement Policy 2016-2020 in Appendix 1 and the Environmental Protection Enforcement Policy 2016-2020 in Appendix 2 to the Agenda report.

 

30.

2015/16 Revenue Budget Outturn Report pdf icon PDF 313 KB

Additional documents:

Decision:

 

RESOLVED:

That District Executive:-

 

a.

noted the outturn position of £16,979,214  (an under spend of £802,716) and explanation of variances from budget holders for the 2015/16 financial year as shown in paragraphs 5-6;

 

 

b.

approved the carry forwards listed and recommended for approval by Management Board in Appendix B into the 2016/17 budgets;

 

 

c.

approved all overspends are funded from general balances;

 

 

d.

noted the use of the specific reserves in paragraph 18;

 

 

e.

noted the use of general fund balances in paragraph 19 and approved the transfer of £1,300,000 to the Transformation Reserve & £1,292,000 to the NNDR Volatility Reserve;

 

 

f.

noted the transfers to and from balances outlined in paragraph 22;

 

 

g.

noted the position of the Area Committee balances in paragraph 23;

 

h.

noted the virements in Appendix G;

 

 

i.

noted the stock write offs detailed in paragraph 26.

Reason:

To inform Members of the actual spend against budgets for the 2015/16 financial year.

 

Minutes:

The Assistant Director (Finance and Corporate Services) advised that although the revenue budget underspend was less than the previous year, there had been savings due to vacant staff posts and recovery of housing benefit overpayments.  Following the recruitment of 4 additional staff in the Revenues and Benefits service, the collection of Council Tax and Non-Domestic Rates had increased. 

 

It was noted that the Assistant Director (Finance and Corporate Services) had attended the Scrutiny Committee meeting and had confirmed their questions relating to the shortfall in income streams and confirmed that a report would be presented regarding advertising on the web and the SSDC Canteen for a Member decision. 

 

During discussion, it was confirmed that none of the vacant posts held were professional officer posts and that administrative posts were pending the Transformation Programme which was looking at cross-service support.

 

At the conclusion of the debate, Members were content to confirm the recommendations of the report.

 

RESOLVED:

That District Executive:-

 

a.

noted the outturn position of £16,979,214  (an under spend of £802,716) and explanation of variances from budget holders for the 2015/16 financial year as shown in paragraphs 5-6;

 

 

b.

approved the carry forwards listed and recommended for approval by Management Board in Appendix B into the 2016/17 budgets;

 

 

c.

approved all overspends are funded from general balances;

 

 

d.

noted the use of the specific reserves in paragraph 18;

 

 

e.

noted the use of general fund balances in paragraph 19 and approved the transfer of £1,300,000 to the Transformation Reserve & £1,292,000 to the NNDR Volatility Reserve;

 

 

f.

noted the transfers to and from balances outlined in paragraph 22;

 

 

g.

noted the position of the Area Committee balances in paragraph 23;

 

h.

noted the virements in Appendix G;

 

 

i.

noted the stock write offs detailed in paragraph 26.

Reason:

To inform Members of the actual spend against budgets for the 2015/16 financial year.

 

31.

2015/16 Capital Budget Outturn Report pdf icon PDF 456 KB

Additional documents:

Decision:

 

RESOLVED:

That District Executive:-

 

a.

noted the net spend of £2.084 million on capital for the 2015/16 year and approved the financing of the capital programme (paragraph 7 and 19);

 

 

b.

noted the progress of individual capital schemes and the lead officers comments as detailed in Appendix A;

 

 

c.

approved the revisions, including profiling amendments to the Capital Programme for 2016/17 and future years as detailed in paragraph 10;

 

 

d.

reviewed the projects which had a delayed start in excess of one year totalling £35,000 and agreed that they remain in the capital programme (paragraph 11);

 

 

e.

approved the virement of £5,000 outlined in paragraph 13;

 

 

f.

noted the post completion reports on the completed schemes as detailed in Appendix B;

 

 

g.

noted the balance of S106 deposits by developers held in a reserve as outlined in paragraph 21.

 

Reason:

To inform Members of the outturn of the capital programme of the Council for 2015/16.

 

Minutes:

The Chairman advised that an officer from the Yarlington Housing Group would be attending District Executive on 1st September to discuss their proposal that Right to Buy receipts were retained by them for future investment in new housing.  Currently, the receipts were returned to SSDC and part of them were reinvested in affordable housing. 

 

The Assistant Director (Finance and Corporate Services) advised that the budget underspend was due to funding allocated to the purchase of new waste vehicles had not yet been drawn upon. 

 

Members were content to confirm that the projects which had a delayed start in excess of one year remain in the capital programme, and, were content to agree the recommendations of the report.

 

RESOLVED:

That District Executive:-

 

a.

noted the net spend of £2.084 million on capital for the 2015/16 year and approved the financing of the capital programme (paragraph 7 and 19);

 

 

b.

noted the progress of individual capital schemes and the lead officers comments as detailed in Appendix A;

 

 

c.

approved the revisions, including profiling amendments to the Capital Programme for 2016/17 and future years as detailed in paragraph 10;

 

 

d.

agreed that the projects which had a delayed start in excess of one year totalling £35,000 remain in the capital programme (paragraph 11);

 

 

e.

approved the virement of £5,000 outlined in paragraph 13;

 

 

f.

noted the post completion reports on the completed schemes as detailed in Appendix B;

 

 

g.

noted the balance of S106 deposits by developers held in a reserve as outlined in paragraph 21;

 

Reason:

To inform Members of the outturn of the capital programme of the Council for 2015/16.

 

32.

Key4Life - At Risk Preventative Programme in Somerset pdf icon PDF 168 KB

Decision:

This report was deferred for further information on the project to be made available to Councillors. 

Minutes:

This report was deferred for further information on the project to be made available to Councillors. 

33.

Annual Review of SSDC Partnerships pdf icon PDF 410 KB

Decision:

 

RESOLVED:

That the District Executive notedthe annual review process and observations for each of the partnershipson theRegister.

 

Reason:

To provideDistrictExecutivewiththeannual review of SSDCpartnerships.

 

 

Minutes:

The Portfolio Holder for Leisure and Culture confirmed that SSDC worked with a range of partnerships who added value to SSDC services and who were checked for relevance each year. 

 

The Third Sector and Partnership Co-ordinator confirmed the review was now fully complete and it was proposed to retain the Stop Line Way as this was to be reinvigorated by the Area West Committee. 

 

During discussion, it was clarified that the Somerset Intelligence Partnership was a data resource linked to the Census and not a partnership and would be reviewed as such during 2016/17.  However, Members expressed concern at the possible removal of the Strategic Partnership Against Hate Crime in view of the recent terrorist attacks.  It was clarified that this organisation came under the Safer Communities Partnership which SSDC were part of along with 23 other agencies, including the Police.    

 

The Chairman also advised that he would be rearranging some of the Portfolio Holder responsibilities and he would confirm them to all Members shortly.

 

At the conclusion of the debate, Members were content to note the annual review of SSDC partnerships. 

 

RESOLVED:

That the District Executive notedthe annual review process and observations for each of the partnershipson theRegister.

 

Reason:

To provideDistrictExecutivewiththeannual review of SSDCpartnerships.

 

 

34.

Community Right to Bid Quarterly Update Report pdf icon PDF 172 KB

Additional documents:

Decision:

 

RESOLVED:

That the District Executive noted the report.

 

Reason:

To inform members of the current status of the register of Assets of Community Value in South Somerset using the Community Right to Bid, for quarter one of 2016/17.

 

 

Minutes:

The Third Sector and Partnership Co-ordinator introduced the report and confirmed that the Ward Members and Area Chairmen would continue to be part of the consultation process.  He also confirmed that a further 6 nominations had been received from Martock Parish Council which were currently being processed. 

 

The Chairman of the Scrutiny Committee expressed their concern that applicants did not fully understand the impact and implications of registering an asset on the list and the Chairman noted that not one registration had resulted in a successful bid.  During discussion it was noted that Stoke Methodist Church had raised the necessary funding and so this may become the first successful bid.

 

At the conclusion of the debate, Members were content to note the report.

 

RESOLVED:

That the District Executive noted the report.

 

Reason:

To inform members of the current status of the register of Assets of Community Value in South Somerset using the Community Right to Bid, for quarter one of 2016/17.

 

 

35.

District Executive Forward Plan pdf icon PDF 78 KB

Additional documents:

Decision:

 

RESOLVED:

That the District Executive:-

 

1.

approved the updated Executive Forward Plan for publication as attached at Appendix A, with the following amendments;

  • Emergency Decision taken by CEO on Westland Leisure Complex – Aug 16

·         Presentation from Yarlington Housing Group on Right to Buy receipts – Sept 16

 

 

2.

noted the contents of the Consultation Database as shown at Appendix B, with the following additional consultation:-.

·         Energy Company Obligation (ECO): Help to Heat Consultation – closing date 17 August 2016

  • Self Sufficient Government – 100% Business Rate Retention – closing date 26 September 2016

Reason:

The Forward Plan is a statutory document.

 

Minutes:

The following additions and amendments to the Forward Plan and Consultation database were noted:

  • Emergency Decision taken by CEO on Westland Leisure Complex – Aug 16

·         Presentation from Yarlington Housing Group on Right to Buy receipts – Sept 16

·         Energy Company Obligation (ECO): Help to Heat Consultation – closing date 17 August 2016

·         Self Sufficient Government – 100% Business Rate Retention – closing date 26 September 2016

 

RESOLVED:

That the District Executive:-

 

1.

approved the updated Executive Forward Plan for publication as attached at Appendix A, with the following amendments;

·         Emergency Decision taken by CEO on Westland Leisure Complex – Aug 16

·         Presentation from Yarlington Housing Group on Right to Buy receipts – Sept 16

 

2.

noted the contents of the Consultation Database as shown at Appendix B, with the following additional Consultation:

·         Energy Company Obligation (ECO): Help to Heat Consultation

·         Self Sufficient Government – 100% Business Rate Retention – closing date 26 September 2016

Reason:

The Forward Plan is a statutory document.

 

36.

Date of Next Meeting pdf icon PDF 17 KB

Minutes:

Members noted that the next scheduled meeting of the District Executive would take place on Thursday 4th August 2016 in the Council Chamber, Council Offices, Brympton Way, Yeovil commencing at 9.30 a.m.