Agenda, decisions and draft minutes

To receive any apologies for absence.

Apologies were received from Councillors John Bailey, Jason Baker, Adam Boyden, Hilary Bruce, Mike Caswell, Dawn Denton, Lance Duddridge, Mike Hewitson, Jenny Kenton, Marcus Kravis, Graham Oakes, Sue Osborne, Kathy Pearce, Leigh Redman, Rob Reed, Gill Slocombe and Mike Stanton.

Although apologies had been received, Councillors Adam Boyden, Marcus Kravis, Sue Osborne and Leigh Redman attended the meeting online.

To approve the minutes from the previous meeting.

Resolved that the minutes of Full Council held on 17 July 2024 be confirmed as a correct record.

To receive and note any declarations of interests in respect of any matters included on the agenda for consideration at this meeting.

(The other registrable interests of Councillors of Somerset Council, arising from membership of City, Town or Parish Councils and other Local Authorities will automatically be recorded in the minutes: City, Town & Parish Twin Hatters - Somerset Councillors 2023 )

Councillorspresent atthe meetingdeclared thefollowing interestsin their capacity as a Councillor of a Town or Parish Council or any other Local Authority:-

The Chair to advise the Counmcil of any items on which members of the public have requested to speak and advise those members of the public present of the details of the Council’s public participation scheme.

For those members of the public who have submitted any questions or statements, please note, a three minute time limit applies to each speaker and you will be asked to speak before Councillors debate the issue.

We are now live webcasting most of our committee meetings and you are welcome to view and listen to the discussion. The link to each webcast will be available on the meeting webpage, please see details under ‘click here to join online meeting’.

Public questions were received from:-

·       Keith Elliot – Somerset Strategic Drug and Alcohol Partnership

·       Brian Clarke – Transport

·       David Redgewell – Transport

·       Nigel Behan – Motion on Winter Fuel Allowance and Bus Services

·       Amy Frend – Petition on A361 East Lyng Speed Limit

The questions and responses provided are attached to the minutes in Annex A.

The Council debated the Petition on the A361 East Lyng Speed Limit and the following points were raised:-

·       The Lead Member for Transport and Waste Services highlighted the following as part of his response to the Petition Organiser:-

·       Somerset Traffic Engineering Officers met with Unitary Councillors, representatives of East Lyng Parish Council and residents of Hill View Terrace in July 2023, where several issues were raised and actions agreed upon. These works would be completed in this financial year and included:

-      To replace two ‘no pedestrian’ warning signposts with taller ones;

-      Speed Indicator Devices (SIDs);

-      Warning signs to go back on the posts;

-      Lining improvements to include refreshing white edge lining through the village;

-      Additional 30mph roundels on the road;

-      Refreshing yellow bar markings on the entrance to the speed limit;

-      Enhanced entry treatment with white hatched markings; and

-      40mph buffer zone beyond Hill View Terrace.

·       Councillors were glad to see actions being taken by the Highways Department.

·       Councillors praised the Petition Organiser for obtaining so many signatures in support of the petition.

·       Councillors recognised that the area fell within a residential area and that a 30mph could be implemented.

·       Local Councillors highlighted that they had attended many of the Parish Council meetings, so were aware of the issues faced along the A361.

·       Local Councillors who lived near East Lyng urged the Lead Member to implement a lower speed limit due to the saddening news of the accidents that have occurred along that stretch of road.

·       Councillors highlighted their own experiences of using the A361.

·       Councillors spoke about the previous measures taken along the road and queried how could the Council take the ‘lessons learnt’ forward to improve the situation.

·       Councillors highlighted that the SIDs seemed to be effective and queried whether there was a policy for how they could be implemented across the county.

The Lead Member for Transport and Waste Services thanked all the councillors for their comments and the Petition Organiser for bringing the petition to the attention of Full Council.  He hoped that the suggested amendments would help improve the situation.

To receive and note the Chair’s Announcements including events detailed on the Chair’s Information Sheet.

The Chair of Council, Councillor Mike Best, referred to the events detailed on the Chair’s Information Sheet, circulated and published with the agenda.

Council observed a minute’s silence in memory of former South Somerset District Councillor Ray Buckler.  Councillors paid tribute to him at the meeting, including Councillors Val Keitch, Sue Osborne, Peter Seib and David Woan.

The Chair of Council also thanked Steve Taylor and Angela Cox from the Democratic Services Team, for their support and years of service to the Council and wished them well with their future endeavours.

To consider the report from the Chief Executive.

Councillor Bill Revans proposed the recommendations, which were seconded by Councillor Liz Leyshon.

Having been duly proposed and seconded, the Council RESOLVED to:-

2.1Note the new structure for the Council’s senior leadership team as set out in Appendix A.

2.2Approve the dismissal by reason of redundancy of the Service Director Legal, Governance and Democratic Services (Monitoring Officer) as per the recommendation of the Special Members Panel and delegate authority to the Chief Executive to agree the final date of dismissal and the final redundancy payment (in line with contractual entitlements).

2.3With effect from the date of dismissal by reason of redundancy of the Service Director Legal, Governance and Democratic Services (Monitoring Officer), Council appointed and designated Alyn Jones, Executive Director – Resources, Strategy and Transformation as the Council’s Monitoring Officer on an interim basis until the appointment of a permanent Monitoring Officer.

2.4Approve the redundancy costs for the posts as set out in Appendix B, as Full Council approval was required for costs that exceeded £100,000 and delegated authority to the Chief Executive to agree the final date of dismissal and the final redundancy packages, noting that such settlements would not exceed contractual redundancy pay or the payment required under statute to the Local Government Pension Scheme.

The Chief Executive, Duncan Sharkey, introduced the report which detailed information on the new structure for the Council’s Senior Leadership Team.  The report also detailed the interim arrangements for the statutory role of the Monitoring Officer as a result of the dismissal by reason of redundancy of the Service Director for Legal, Governance and Democratic Services.

During the discussion, the following points were raised:-

·       Councillors were saddened to see officers leaving the Council and thanked them for all their hard work over the years.

·       Councillors raised concern that the Council would be left vulnerable during the process of the restructure as both the Section 151 Officer and the Monitoring Officer were being covered by interim positions.

·       Councillors requested regular updates on the financial position of the Transformation Programme throughout the project.

The Chief Executive advised councillors that the overall cost would be known in the upcoming months once the structure had gone through the HR process.  He was happy to take regular update reports via the Audit Committee for councillors to monitor the budget.

Councillor Bill Revans proposed the recommendations, which were seconded by Councillor Liz Leyshon.

Having been duly proposed and seconded, the Council RESOLVED to:-

2.1Note the new structure for the Council’s senior leadership team as set out in Appendix A.

2.2Approve the dismissal by reason of redundancy of the Service Director Legal, Governance and Democratic Services (Monitoring Officer) as per the recommendation of the Special Members Panel and delegate authority to the Chief Executive to agree the final date of dismissal and the final redundancy payment (in line with contractual entitlements).

2.3With effect from the date of dismissal by reason of redundancy of the Service Director Legal, Governance and Democratic Services (Monitoring Officer), Council appointed and designated Alyn Jones, Executive Director – Resources, Strategy and Transformation as the Council’s Monitoring Officer on an interim basis until the appointment of a permanent Monitoring Officer.

2.4Approve the redundancy costs for the posts as set out in Appendix B, as Full Council approval was required for costs that exceeded £100,000 and delegated authority to the Chief Executive to agree the final date of dismissal and the final redundancy packages, noting that such settlements would not exceed contractual redundancy pay or the payment required under statute to the Local Government Pension Scheme.

To consider recommendations from the Constitution and Governance Committee.

Councillor Bill Revans proposed the recommendations, which were seconded by Councillor David Fothergill.

Having been duly proposed and seconded, the Council RESOLVED to agree the proposed Council Size submission to the LGBCE, as endorsed and recommended by the Constitution and Governance Committee.

The Chair of the Constitution and Governance Committee, Councillor Ross Henley, introduced the report which detailed the rationale and proposed number of councillors for the Council’s submission to the Local Government Boundary Commission for England (LGBCE).

During the discussion, the following points were raised:-

·       The Leader of the Council thanked the Constitution and Governance Committee and supporting officers for the work carried out on the submission which had received cross party consensus.

·       Councillors raised concern on the proposed numbers, as it would mean an increased workload due to the size of the county.

·       Councillors highlighted the next part of the review would be more challenging as it would include work on mapping of the areas.

Councillor Bill Revans proposed the recommendations, which were seconded by Councillor David Fothergill.

Having been duly proposed and seconded, the Council RESOLVED to agree the proposed Council Size submission to the LGBCE, as endorsed and recommended by the Constitution and Governance Committee.

To consider the recommendations from the Constitution and Governance Committee.

Councillor Ross Henley proposed the recommendations, which were seconded by Councillor Tim Kerley.

Having been duly proposed and seconded, the Council RESOLVED to approve that the Contract Procedure Rules and Standing Orders were adopted into the Council’s Constitution as replacement for the current Section I6 with effect from the date that the Procurement Act 2023 was live – currently 24th February 2025.

The Chair of the Constitution and Governance Committee, Councillor Ross Henley, introduced the report which detailed the recent updates made to Part I6 of the Constitution as a result of a review to reflect the recent legislative changes and improvements to processes.

During the discussion, the following point was made:-

·       Councillors requested that local businesses were still included in the process.

The Strategic Manager for Procurement and Financial Governance advised that they could include thresholds for the areas and that it was a recommendation put forward by the Constitution and Governance Committee and had ben added to the report.

Councillor Ross Henley proposed the recommendations, which were seconded by Councillor Tim Kerley.

Having been duly proposed and seconded, the Council RESOLVED to approve that the Contract Procedure Rules and Standing Orders were adopted into the Council’s Constitution as replacement for the current Section I6 with effect from the date that the Procurement Act 2023 was live – currently 24th February 2025.

To consider the recommendations from the Constitution and Governance Committee.

Councillor Ross Henley proposed the recommendations, which were seconded by Councillor Tim Kerley.

Having been duly proposed and seconded, the Council RESOLVED to:-

1)    Approve the proposed changes to Part I1-Senior Management Structure (see Appendix A).

2)    Approve the proposed changes to Part I2 – Officer Scheme of Delegation set out in Appendix B2.

3)    Approve the proposed changes to Part I3-Statutory and Proper Officers; and

4)    Authorise the Monitoring Officer to make the necessary changes to the Constitution.

The Chief Executive, Duncan Sharkey, introduced the report which detailed updates made to Parts I1, I2 and I3 of the Constitution as a result of the recent changes made to the Senior Leadership Team.

Councillor Ross Henley proposed the recommendations, which were seconded by Councillor Tim Kerley.

Having been duly proposed and seconded, the Council RESOLVED to:-

1)    Approve the proposed changes to Part I1-Senior Management Structure (see Appendix A).

2)    Approve the proposed changes to Part I2 – Officer Scheme of Delegation set out in Appendix B2.

3)    Approve the proposed changes to Part I3-Statutory and Proper Officers; and

4)    Authorise the Monitoring Officer to make the necessary changes to the Constitution.

To consider the recommendations from the Monitoring Officer.

Councillor Bill Revans proposed the recommendations, which were seconded by Councillor David Fothergill.

Having been duly proposed and seconded, the Council RESOLVED to:-

      i.         Approve the following appointments as co-opted members on the Harbour Management Advisory Committee:

·       Neil Adams

·       Nick Dunsby

·       Stuart Scorgie

·       Richard Parsons

     ii.         Approve the appointment of Councillor Claire Sully as the Vice-Chair of Scrutiny Committee – Adults and Health.

    iii.         Approve the appointment of Alison Wyatt as an employer’s representative on the Pension Fund Board.

The Head of Governance and Democratic Services, Scott Wooldridge, introduced the report which detailed some recent changes to committee compositions and the proposed appointments of co-opted members to the Harbour Management Advisory Committee, Vice Chair of the Scrutiny Committee for Adults and Health and an employer’s representative to the Pension Fund Board.

Councillor Bill Revans proposed the recommendations, which were seconded by Councillor David Fothergill.

Having been duly proposed and seconded, the Council RESOLVED to:-

      i.         Approve the following appointments as co-opted members on the Harbour Management Advisory Committee:

·       Neil Adams

·       Nick Dunsby

·       Stuart Scorgie

·       Richard Parsons

     ii.         Approve the appointment of Councillor Claire Sully as the Vice-Chair of Scrutiny Committee – Adults and Health.

    iii.         Approve the appointment of Alison Wyatt as an employer’s representative on the Pension Fund Board.

The meeting adjourned at 2.25pm.

The meeting restarted at 2.55pm.

To consider a motion – Changes to the Winter Fuel Allowance and protecting Somerset pensions from fuel poverty.

Councillor David Fothergill proposed the recommendations, which were seconded by Councillor John Hunt.

Having been duly proposed and seconded, the Council RESOLVED to:-

·       Send a letter from Councillor Bill Revans, Council Leader, to the Chancellor of the Exchequer, calling on the Government to postpone cutting the Winter Fuel Allowance and for an impact assessment to be undertaken.

·       Commit the Council to signing the ‘Save the Winter Fuel Payment for Struggling Pensioners’ petition being run by Age UK and write to all members offering them the opportunity to sign the petition themselves.

·       Encourage local efforts to promote Pension Credit uptake through council services and partnerships with local charities and community organisations to ensure that all eligible pensioners in Somerset were supported in claiming their entitlement.

·       Work with our Voluntary Charity Faith and Social Enterprise (VCSFE) partners to ensure that a substantial proportion of the Household Support Fund available from 1st October 2024 until 31st March 2025 was spent, awarded and utilised to help people in Somerset who were struggling with fuel poverty.

Councillor David Fothergill introduced the Motion which requested the Council to consider changes being made to the Winter Fuel Allowance and protecting Somerset pensioners from fuel poverty.

During the discussion, the following points were raised:-

·       Councillor David Fothergill, as the proposer, introduced the Motion and detailed an amendment that had been put forward by Councillor Sarah Wakefield and Councillor Bill Revans which included some drafting amendments to the recommendations, which the proposer and seconder of the Motion had accepted, so therefore became part of the substantive Motion.

·       Councillor John Hunt, as the seconder, highlighted that he believed the Government had made the wrong decision to remove the winter fuel payments and that he had been contacted by many of his local residents who had raised concern on how they would afford fuel during the winter months.

·       Councillors raised concern on the total withdrawal of the winter fuel allowance scheme.

·       Councillors agreed that Somerset Council needed to take action and show their support for their local residents who had been impacted by this decision.

·       Councillors highlighted the impact it would have on the customer and support services of the Council.

·       Councillors highlighted the different support and benefits customers could claim for during the winter.

·       Councillors raised concern on the most vulnerable residents, who might not realise what support they could claim for.

·       Councillors raised concern on the increased ‘pull’ on the support provided by the Hardship Fund and the impact on the Charity Sector.

·       Councillors agreed that the Motion called for some practical steps to be taken.

·       Councillors raised concern on residents who lived in rural areas, as they would be impacted more by the removal of the winter fuel payments.

Councillor David Fothergill proposed the recommendations, which were seconded by Councillor John Hunt. 

Councillor David Fothergill called for a recorded vote to ensure transparency, which was supported by at 15% of members.

The results were 87 FOR the recommendations and 3 ABSTAINED.

Having been duly proposed and seconded, the Council RESOLVED to:-

·       Send a letter from Councillor Bill Revans, Council Leader, to the Chancellor of the Exchequer, calling on the Government to postpone cutting the Winter Fuel Allowance and for an impact assessment to be undertaken.

·       Commit the Council to signing the ‘Save the Winter Fuel Payment for Struggling Pensioners’ petition being run by Age UK and write to all members offering them the opportunity to sign the petition themselves.

·       Encourage local efforts to promote Pension Credit uptake through council services and partnerships with local charities and community organisations to ensure that all eligible pensioners in Somerset were supported in claiming their entitlement.

·       Work with our Voluntary Charity Faith and Social Enterprise (VCSFE) partners to ensure that a substantial proportion of the Household Support Fund available from 1st October 2024 until 31st March 2025 was spent, awarded and utilised to help people in Somerset who were struggling with fuel poverty.

To receive and note the annual report.

Councillor Heather Shearer proposed the recommendations, which were seconded by Councillor Andy Hadley.

Having been duly proposed and seconded, the Council RESOLVED to:-

1.    Continue focus on an expanded corporate parenting responsibility following the recommendations of the All-Party Parliamentary Group (APPG) in May 2024 – see Background Papers.

2.    Support and promote a whole council approach to create practical and specific offers following the decision to view Care Experience as a Protected Characteristic

3.    Extend its thanks to the Somerset Care Council’s young people for all the hard work that they had undertaken.

The Vice Chair of the Corporate Parenting Board, Councillor Leigh Redman, introduced the annual report of the Corporate Parenting Board.

During the discussion, the following points were raised:-

·       The Lead member for Children, Families and Education thanked all councillors and officers involved in the Board and stressed the importance that all councillors were corporate parents in their roles.

·       Councillors thanked Jane Lock for her work as the previous Chair of the Board.

·       Councillors raised concern on the increased figures reported on the dashboard for young people not in education, employment or training and requested a detailed breakdown be provided.

Councillor Heather Shearer proposed the recommendations, which were seconded by Councillor Andy Hadley.

Having been duly proposed and seconded, the Council RESOLVED to:-

1.    Continue focus on an expanded corporate parenting responsibility following the recommendations of the All-Party Parliamentary Group (APPG) in May 2024 – see Background Papers.

2.    Support and promote a whole council approach to create practical and specific offers following the decision to view Care Experience as a Protected Characteristic

3.    Extend its thanks to the Somerset Care Council’s young people for all the hard work that they had undertaken.

To receive and note the annual report.

The Somerset Armed Forces Member Champion, Councillor Henry Hobhouse, introduced the annual report of the Armed Forces Covenant.

During the discussion, the following points were raised:-

·       Councillors highlighted the importance of the work carried out to support the veterans who lived and worked within Somerset.

·       Councillors urged officers to ensure that the armed forces were incorporated in all the work of the Council.

The Council noted the report.

To receive and note the report.

The Chairs of Somerset Council’s Scrutiny Committees, Councillor Leigh Redman, Councillor Gwil Wren, Councillor Bob Filmer and Councillor Martin Dimery, introduced each of their reports, which detailed the activity of each of the five Scrutiny Committees since the previous meeting of Full Council.

During the discussion, the following points were raised:-

·       The Chair of each Scrutiny Committee thanked councillors and officers for their involvement in each of the committees.

·       The Chair of each Scrutiny Committee agreed that the report did not stress the detail and the workload of each committee and they encouraged all councillors to attend the meetings.

The Council noted the report.

To receive and note the annual report.

The Lead Member for Communities, Housing Revenue Account, Culture and Equalities and Diversity, Councillor Federica Smith-Roberts, introduced her annual report.

During the discussion, the following points were raised:-

·       Councillor thanked the Lead Member for all her work in the area and they enjoyed her update report.

·       Councillors from the east of the county raised concern on the lack of funding for the arts sector.

The Lead Member for Communities, Housing Revenue Account, Culture and Equalities and Diversity advised councillors that there was a recent funding application which they would hopefully be able to use in the east of the area.

·       Councillors requested an update on the Octagon Theatre project.

The Lead Member for Communities, Housing Revenue Account, Culture and Equalities and Diversity gave an update on the timeline for the Octagon Theatre and that they were working with the Arts Council.

·       Councillors raised concern on the Octagon Theatre lying empty during the winter months and the possible damage that might be incurred.

·       Councillors queried section 2.15 of the report which stated that they had secured three funding deals for Shepton Mallet, Priorswood, and Ilminster libraries worth £28.5K per annum from the Parish or Town Council and whether this was new funding or had it been extended.

·       Councillors requested that Bridgwater was added to the report as an Arts and Culture Hub.

·       Councillors requested an update on the outstanding grant and the timeline for works on Westlands.

The Lead Member for Communities, Housing Revenue Account, Culture and Equalities and Diversity advised there was no timeline and that they were waiting for Government to provide an update.

·       Councillors praised the Lead Member for the work carried out on the Devolution Project and that they urged the Lead Member to maintain the momentum of the works being carried out.

·       Councillors raised concern on the call waiting and handling times and the complaints that had been received.  They further requested that an update report on the analysis of those complaints be brough to a Scrutiny Committee.

The Council noted the report.

To consider and note the report of the Leader and Executive.

The Leader of the Council, Councillor Bill Revans, introduced the report which included a summary of the key decisions taken by the Leader and Executive between 5 July and 13 September 2024.

The Council noted the report.

Councillors are required to give notice of any such question in writing to the Monitoring Officer no later than 5pm providing three clear working days’ notice before the meeting, in order to be guaranteed a written response. For this meeting the deadline is 5pm on 20 September 2024.

Details of any questions received will be circulated to all councillors prior to the meeting and made available at the meeting and on the Council’s website.

Any question received after 5pm on 20 September 2024 and no later than 9am 26 September 2024 may only receive a verbal response at the meeting or the Chair may direct them to the appropriate committee or the next meeting of the Council.

Questions may be asked without notice and councillors are limited to one minute to put their question. Supplementary questions can only be asked with the consent of the Chair. The Chair will determine the number of questions asked without notice and the total time allocated for this item.

Councillors are reminded of the opportunities outside of the Council meeting to raise matters directly with the Leader of the Council, Executive Lead Members or Directors. In addition, Councillors can raise questions at meetings of the Executive.

The Chair of the Council, Councillor Mike Best, invited questions from councillors for the Leader and the Executive.

Member questions were received from:-

·       Councillor Mark Healey – Planning Service and its Future

·       Councillor Leigh Redman – Hinkley Point and EDF

·       Councillor Susannah Hart – Glastonbury Town Deal

·       Councillor Diogo Rodrigues – Planning Enforcement

·       Councillor Andy Dingwall – Deane House Rationalisation Project

·       Councillor David Fothergill – Culture – Brewhouse

·       Councillor David Fothergill – Housing – Electrical Safety Certificates

·       Councillor Gill Slocombe – Customer Contact

·       Councillor Tom Deakin – Parking

·       Councillor John Hunt – Car Parks

·       Councillors Barry Clarke and Phillip Ham – Budget for Adult and Children’s Social Care

·       Councillor Sue Osborne – Care Assessments

The questions and responses provided are attached to the minutes in Annex B.