Meeting documents

To approve as a correct record the minutes of the District Executive meeting held on 4^th June 2015.

The minutes of the District Executive meeting held on 4 June 2015, copies of which had been circulated, were taken as read and, having been approved as a correct record, were signed by the Chairman.

An apology for absence was received from Mark Williams, Chief Executive.

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.

There were no declarations of interest made.

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.

There were no members of the public present.

At the beginning of the meeting, the Chairman asked that Members stand for a minutes silence in memory of ex-Councillor Tony Fife who passed away on 23^rd June 2015.

The Portfolio Holder for Finance and Legal Services confirmed that the Area South Committee had endorsed the land transfer the previous day although it had been noted that there should be some control of the footpaths by Somerset County Council to allow pedestrians, cycles, motorised scooters and SSDC waste vehicles but limit motor cycle and horse access.

The Chairman of the Scrutiny Committee confirmed they were content with the recommendations.

During discussion it was also noted that the works should not impede access to the crematorium during their opening hours and consideration be given to completing the works overnight or at weekends at this point.  It was also noted that Yeovil Town Council had recommended that the footpath continue to Bunford.

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

The Portfolio Holder for Leisure and Culture said it was good practice to review the organisations which SSDC worked in partnership with, particularly those which delivered joint services. 

The Assistant Director (Communities) drew Members attention to the list of partners which had been added and removed from the Partnership Register since the last review and she noted the new Heart of Wessex Leader Programme, which was recommended be added to the Register which now covered the remainder of South Somerset not previously covered by the Leader programme. 

During discussion it was noted that Making It Local LARC scheme was included as part of Blackdown Hills Area of Outstanding Natural Beauty (AONB).

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

The Portfolio Holder for Leisure and Culture drew Members attention to the significant amounts granted to community groups, arts organisations and the service level agreements with the SSVCA, the CAB and the Somerset Rural Youth Project who covered a range of services on behalf of SSDC.  She concluded that SSDC should take pride in their continuing support for the many groups and organisations.

The Assistant Director (Communities) advised that the report covered both the district wide and area awarded grants made during 2014/15 and that for every £1 of grant funding from SSDC, an additional £4 was drawn in to the projects from other funding sources. 

In response to a question from the Scrutiny Committee, the Strategic Director (Place and Performance) confirmed that the report had previously been presented to the now defunct Corporate Grants Committee and it had been agreed when that committee had been dissolved that there would be a corporate grants report presented to the Executive on an annual basis. 

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

The Assistant Director (Communities) advised that since the last quarterly report, 5 vulnerable public houses had been added to the register and legislation had been amended changing their permitted development rights, and so the planning service had been alerting owners of public houses on the register.   She noted that early registrations had focused on a range of publicly owned land and buildings but latterly registrations had mainly been for "at risk" public houses.

During discussion, Members expressed concern at the protracted procedure involved in a Community Right to Bid and it was agreed to write a letter to the DCLG to request a fundamental review of the system. 

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

The Portfolio Holder for Democratic Services reminded Members that the report had been deferred from the previous meeting due to the change in Portfolios and Group Leaders who were party to the original report.  She confirmed that she was content with the criteria for creating Aldermen but, she proposed to exclude four of the proposed privileges of Aldermen for the following reasons:-

·         Use of the Members Room at Brympton Way offices – lack of existing meeting space and not appropriate to have swipe card building access.

·         Annual parking permit and £100 Octagon Theatre gift voucher – cost not justified.

·         Representation of Chairman or Vice-Chairman at civic events – not appropriate and should be either the Leader or a serving District Councillor. 

The Chairman of the Scrutiny Committee confirmed that the amended recommendations concurred with their discussions. 

During discussion it was noted that it was an honour to be appointed an Alderman and there was no need to extend their privileges.  Members were content to agree the amended recommendations of the report.

The Portfolio Holder for Democratic Services advised that Yeovilton Parish Council had put forward a justified request to increase their Parish Councillors and ensure they were equally drawn from each area of the parish.

During discussion Members noted that although there was a great deal of bureaucracy involved in conducting a Community Governance Review, the request was valid and they were content to propose the recommendations to Council for confirmation.    

Councillor Sue Steele regretted that the recent celebration of the Magna Carta in Curry Mallet had not been included in the report and it was agreed that this type of news story should be included in future reports.

Members were content to note the monthly performance snapshot data.

Members noted the following additions to the Executive Forward Plan:

·         Transfer of land at Lakefields, West Coker to the Parish Council to facilitate residential parking – August 2015

·         Asset Management Plan 2015/16 – August 2015

·         Somerset Rivers Authority – Update and Funding Options - August 2015

·         Update of the Statement of Community Involvement – September 2015

Members noted that the next scheduled meeting of the District Executive would take place on Thursday 6 August 2015 in the Council Chamber, Council Offices, Brympton Way, Yeovil commencing at 9.30am.

The Chairman advised that internal consultation with the countryside and streetscene teams confirmed the loss of the piece of land would not affect the country park or its users.

The Chairman of the Scrutiny Committee confirmed that they were content with the disposal.

There was no debate and Members unanimously confirmed the recommendations of the report.