Chair to report.

The Chair outlined the virtual meeting procedure and etiquette to Council and attendees.

The Senior Corporate and Community Services Officer confirmed the names of those Councillors and officers present and advised that members of the public were also in attendance.

Apologies for absence were received from Councillors Barker, Saxby and Wilkinson.

RESOLVED that the minutes of the meeting held on 7 October 2020 (circulated previously) be approved as a correct record and signed by the Chair.

(a)      Keith Abraham

The Chair advised that Keith Abraham has passed away earlier in the month.  Keith had helped to achieve a lot for Barnstaple and for North Devon in general.

Council observed a one minute silence in memory of Keith Abraham.

Councillor Prowse advised Council of the work that Keith had been involved with the cricket, rugby and gig clubs and was an extremely generous man.  He helped out numerous sports clubs in Barnstaple.

The Chief Executive advised that Keith was also a great benefactor of the Museum of North Devon and was guest of honour at the opening of the new extension.

Councillor Topps advised that himself and many other young people were lucky enough to benefit from the work that he had achieved with the Barnstaple Rugby Club.

(a)      Covid 19 Update

The Chief Executive provided an update to Council regarding the measures that the Council had put in place to protect staff.  Most staff were now working from home, however this was not possible for all staff such as waste and recycling. Covid secure measures had also been introduced at the Council offices which also included: staggered starting and finishing times for car par park wardens and employees working in the waste and recycling service; changes to the staff canteen layout, introduction of task and finish for waste and recycling crews; retaining crew bubbles which therefore resulted in a reduction in the crew number if an employee was absent.   The Council had six positive Covid 19 cases which had resulted in a number of employees having to self isolate as part of the Council’s track and trace system.  It was anticipated that the majority would return to work this week.  The Council’s track and trace system was over and above the national guidance.  Contact had been made with Devon County Council and Public Health for Devon regarding any further advice.  So far there had been minimal impact on service delivery of waste and recycling whereby only a few rounds had been affected and the Council was working hard to retain the delivery of services.  In terms of the number of cases, the rate for Devon was reducing, however the rate for North Devon was higher but still well below the national rate for England.  There had been particular areas that had experienced a higher number of cases but these had not been related to the community.  The health services were currently still in a position to manage the levels.

In response to questions, the Chief Executive reported that he had been advised that there would be some engagement prior to the announcement of the tier system which was due to be made by Government tomorrow.  The national track and trace system performed less well when there were a higher number of cases.

Council thanked the Council staff for doing a fantastic job under difficult circumstances.

Council agreed to consider item 11 before item 6 on the agenda.

Presentation by Claire Moodie, Plastic Free North Devon

Council received a presentation by Claire Moodie, Plastic Free North Devon regarding the Plastic Free North Devon Polystyrene Bodyboard Campaign. She outlined the nature of the problem with using polystyrene bodyboards such as litter caused, carbon footprint, ecological disaster and human health risk. She outlined how it could be tackled locally by gaining support from local MP’s, District and Parish Councils, encouraging schools to write letters to local businesses, encourage local beach side businesses to offer higher quality boards and rental.  Public support had already been obtained through a public poll.  This campaign had not been achieved in any other part of the country and if there was enough support at grass root levels then changes could be achieved.  It was suggested that a notice of motion would be presented to the meeting of Council in January 2021.

In response to questions, Claire Moodie advised that South West Metals could recycle polystyrene however it could only be recycled to be used as polystyrene and therefore little economic value.  A wooden board would cost between £40-£300.  Plastic Free provided wooden boards at a cost of £80 and also had some available to hire.

There were no questions submitted by the public and/or petitions under Part 4, Council Procedure Rules, Paragraphs 8 and 9 of the Constitution.

(a)      To consider the following notice of motion received by Councillor Patrinos

“In reaction to the devastating decision by central government to vote against protecting farming the environment and food standards, I propose the following:

Motion:

“That North Devon Council write to the Secretary of State for the Environment Food and Rural Affairs to expresses our disappointment at the government’s decision to vote against protecting food standards in the Agriculture Bill. This is a devastating blow to farmers and consumers, impacting upon animal welfare, the environment and public health. It will also drive small farmers out of business and change our landscape.  That we also write to our own MP, Selaine Saxby to ask her try to urge the SOS to save our agricultural industry and Save British Farming.”

(b)      To consider the following notice of motion by Councillor Hunt:

“This Council notes:

·       That North Devon is one of the hardest hit regions economically in the South West as the result of the Covid 19 pandemic with, for example the number of families on Universal Credit rising from 3885 in March to 7999 in September.

·       That numbers of pupils entitled to Free School Meals is rising fast.  

·       That every child who is entitled to Free School Meals is a sign of a family under significant financial pressure.

·       That this picture of increasing child poverty is supported by the rapid rise in the number of families dependent on food banks. 

·       That the Trussell trust reported an 81 per cent increase in food bank dependency in March 2020, and other food banks reported similar increases.  It is said that the figures show that the number of children relying on food banks more than doubles during lockdown.

·       That children who are hungry are less able to learn and thrive at school.

·       That the extension of the school meals voucher scheme (campaigned for by Marcus Rashford) to cover the period of the summer holiday was incredibly important and valuable to families in food poverty. 

·       The very welcome commitment and generosity shown by many local businesses and individuals in North Devon to provide free meals for children of families who are struggling to provide food.

·       This Council recognises that the withdrawal of the furlough scheme, along with fears of a second lockdown are likely to lead to further increases in child poverty.

This Council therefore supports the calls by the Child Food Poverty Task Force, supported by Marcus Rashford and many leading food suppliers and producers, which calls for:

·       The expansion of free school meals provision to every child whose family is in receipt of Universal Credit or equivalent, or with a low-income and no recourse to public funds.

·       That provision be made for food vouchers to cover school holidays and periods of lockdown for all families in receipt of Universal Credit or with low-income and no recourse to public funds.

·       That Healthy Start vouchers should be increased in value to £4.25, and expanded to be made available to all those in receipt of  ...  view the full agenda text for item 164.

(a) and (c) To consider the following notices of motions received by Councillor Patrinos and Councillor Worden

The Chair advised that the notice of motions submitted by Councillors Patrinos and Worden as detailed under items (a) and (c) on the agenda would be considered together.

Councillors Patrinos and Worden addressed the Council in relation to the notices of motions. 

It was moved by Councillor Patrinos and seconded by Councillor Worden “that the Policy Development Committee be requested to look at the subject matter of the notice of motions in respect of the impact on agriculture, consumers and the potential impact of the Agricultural Act 2020 on the agricultural sector, environmental standards and food safety.”

Councillor Yabsley declared a personal interest as he was in receipt of a basic farm payment.

RESOLVED that the Policy Development Committee be requested to look at the subject matter of the notice of motions in respect of the impact on agriculture, consumers and the potential impact of the Agricultural Act 2020 on the agricultural sector, environmental standards and food safety.

(b) To consider the following notice of motion by Councillor Hunt

Councillor Hunt declared a personal interest as she had volunteered for the Northern Devon Foodbank since March 2020.

Councillor Hunt presented her notice of motion to Council.  She advised that since the submission of the notice of motion, that following Marcus Rashford’s campaigning the Government had announced that £170m would be available to support children and families to ensure that children would be supported over the winter months.  Vouchers would be issued to those children in receipt of free school meals.  Therefore number two in the notice of motion was no longer relevant.

It was moved by Councillor Hunt and seconded by Councillor Worden “that this Council write to the Secretary of State for Education, the Chancellor and our member of Parliament to call for:

1. An extension of eligibility for free school meals to every pupil whose parents or guardians are in receipt of Universal Credit
2. An extension of eligibility for free school meals to pupils from low-income families whose parents or guardians have no recourse to public funds and destitute asylum seekers under s4 of the Immigration and Asylum Act 1999.”

The Chief Executive advised that the Council provided an exceptional hardship fund inadvertently affected by Covid which had been funded by Devon County Council.  There was no opportunity to take a report to Committee as the scheme had to be implemented with immediate effect.  To date there was approximately £80,000 remaining in the fund. The free school meals provided during the October half term had been publicised.

The Head of Resources advised that the Council had received the fourth tranche of funding of £385,000 from the Government.  The Winter Fund announced by Council would be awarded to Devon County Council and discussions were ongoing as to how this would be distributed locally.

Councillor Biederman requested that Councillors be advised of the financial schemes available to enable them to signpost individuals.

RESOLVED  ...  view the full minutes text for item 164.

(NB. Members only need to re-declare any interests previously declared at Committee and Sub-Committee meetings if the item is discussed at Council).

The following declarations of interest were announced:

Councillor Hunt – item 7 (b) personal interest as volunteered for the Northern Devon foodbank.

Councillor Yabsley – items 7 (a) and (c) as in receipt of basic payments scheme.

(a)       To consider the following questions from Councillor York:

“As a Member of the NDC Climate Action Team, I would welcome answers to the following questions about the introduction of street waste and recycling bins in Barnstaple (and beyond?).

I understand there is a trial being conducted with a new recycling bin in Pilton Park.

I would like to know how this is going and what, if any, plans there are to extend this service across the town (and beyond)?

If there are plans, which areas are being considered?

Will Members be contacted to help identify ‘litter hot-spots’ in their wards?

How will the collection of waste and recycling from these bins be managed?

A couple of years ago during the previous administration, I had positive discussions with Cllr Brailey and Hannah Harrington at the Barnstaple Pannier Market Traders’ Committee, around the potential of local businesses sponsoring new recycling bins to help pay for them. Is this still being considered? If not, could this be achieved?

If there is doubt about whether the public are likely to use the bins effectiely, could the Council consider issuing some constructive comms around their introduction and how to use them responsibly?

As Chair of Barnstaple Town Council’s Environment Committee, I would be willing, with the agreement of the committee, to help support a recycling bin scheme with some of our Committee budget, for Barnstaple wards.”

(a) To consider the following question from Councillor York to the Lead Member for the Environment

“As a Member of the NDC Climate Action Team, I would welcome answers to the following questions about the introduction of street waste and recycling bins in Barnstaple (and beyond?).

I understand there is a trial being conducted with a new recycling bin in Pilton Park.

I would like to know how this is going and what, if any, plans there are to extend this service across the town (and beyond)?

If there are plans, which areas are being considered?

Will Members be contacted to help identify ‘litter hot-spots’ in their wards?

How will the collection of waste and recycling from these bins be managed?

A couple of years ago during the previous administration, I had positive discussions with Councillor Brailey and Hannah Harrington at the Barnstaple Pannier Market Traders’ Committee, around the potential of local businesses sponsoring new recycling bins to help pay for them. Is this still being considered? If not, could this be achieved?

If there is doubt about whether the public are likely to use the bins effectively, could the Council consider issuing some constructive comms around their introduction and how to use them responsibly?

As Chair of Barnstaple Town Council’s Environment Committee, I would be willing, with the agreement of the committee, to help support a recycling bin scheme with some of our Committee budget, for Barnstaple wards.”

Councillor Pearson’s response “The recycling bin that was placed at the entrance to Pilton Park was not part of a formal trial.  It was placed there as it was intended to let a concession at the entrance and it was hoped that it would serve that concession and fit with the sustainable objectives of that arrangement.  Unfortunately because of lockdown, that concession has not been progressed.  As a result, the recycling bin has not been supervised and so has been used incorrectly.  There are no plans to extend that arrangement but we are drawing up plans to produce a Litter Strategy.  This would cover the whole area of litter and look at the size, number, type and position of bins and campaigns to reduce litter, recycle street litter and use receptacles appropriately.  Members, and relevant town and parish councils, would of course be involved in this and the Strategy would be signed off by Committee and would fit in with our Corporate Objectives.  Once a litter strategy is agreed we could design a new comms litter campaign. I hope to be able to present the Strategy to Members in the New Year.  Out of interest we did run a trial of a smart litter bin in Barnstaple.  Again, this was interrupted by the first lockdown and so it is difficult to compare the results with previous years but appeared successful. The initial results indicated that we would need to empty it less frequently, roughly once for every four visits to a conventional bin. Also because it is a smart bin  ...  view the full minutes text for item 166.

Report by Leader of the Council (attached).

Council noted a report by the Leader of the Council (circulated previously) regarding work that had been undertaken since the last Council meeting.

Lead Member for Climate Change to report.

Council received an update by the Lead Member for Climate Change regarding the Devon County Council and North Devon Council response to Climate Declaration.  She advised that the Devon Carbon plan consultation commenced on 7 December 2020 and all Members had been invited to attend a webinar.  The tender process had commenced regarding electric charging points.  The appointment of a Climate Change officer would be a shared appointment with Torridge District Council and the officer would be hosted by Torridge District Council.  Work was being undertaken with Heads of Services to ensure that the corporate priorities were taken into account when service plans were formulated. The Council’s carbon omitting activities had been included within the Devon Carbon plan.  Work would be undertaken with the Waste and Recycling service regarding the reduction of omissions and the impact on climate change.

Report by Environmental Protection Service Lead (attached) and minute extract of the Strategy and Resources Committee held on 13 November 2020 (to follow).

The Chair thanked the Environmental Protection Service Lead and his team for their hard work.

Council considered a report by the Environmental Protection Service Lead (circulated previously) and the minute extract of the Strategy and Resources Committee held on 13 November 2020 (circulated separately) regarding the Public Spaces Protection Orders Dog Control.

The Monitoring Officer confirmed that following the meeting of the Strategy and Resources Committee he had sought clarification and advised that assistance dogs were not required to be registered with a member organisation of Assistance Dogs UK.

Councillor Chesters declared a personal interest as Chair of the Braunton Marsh Drainage Board.

In response to questions the Environmental Protection Service Lead advised that there were opportunities to work with Parish Councils and other partners to undertake enforcement duties on behalf of the Council subject to the appropriate scrutiny arrangements and training being provided.  Consistently worded signage would be placed along the Tarka Trail and all old signage would be replaced.  These costs would be met from existing resources.  The behaviour of cyclists using the Tarka Trail could be looked at separately.

RESOLVED that the recommendations of the Strategy and Resources Committee held on 13 November 2020 regarding Public Spaces Protection Orders Dog Control be approved.

Report by Head of Resources to the Strategy and Resources Committee on 2 November 2020 (attached). 

Council considered the Commercialisation Strategy report to the Strategy and Resources Committee on 2 November 2020 (circulated previously).

In response to questions, the Head of Resources confirmed the following:

·         The recommendation in the report was to adopt the Commercialisation Strategy as set out in Appendix A of the report.

·         The aspirational target was to deliver a minimum of £500,000 of new revenue income by 31 March 2023.  A review would be undertaken of Council owned assets to ensure that the best value for money was being achieved.

·         Other areas would be explored to achieve greater savings and efficiencies.

·         The target to reduce back office costs by 5% related to overheads and would include further introduction of new technology.  It did not directly relate to the reduction in staff.

·         By increasing income for a service, the net cost of the budget would be reduced.

·         There was a need for the organisation to grow to create capacity.

·         Local Authorities were able to borrow for commercial investments but not solely to make a commercial profit, there should be other rationale for example such as regeneration or service delivery potential.

·         Business cases would be produced for all opportunities which would clearly set out the reasons and benefits plus the financial implications.

In response to a question, Councillor Roome, Lead Member for Resources and Commercialisation advised that the Council received regular internal and external audits.

To receive the report of the Policy Development Committee held on 19 November 2020 (to follow).

Councillor Spear, Chair of the Policy Development Committee presented the Committee’s report on the Commercialisation Strategy (circulated previously). 

To receive the report of the Strategy and Resources Committee held on 2 November 2020 (attached).

Councillor Worden, Chair of the Strategy and Resources Committee reported the recommendations of the Strategy and Resources Committee on the Commercialisation Strategy (circulated previously).

It was moved by Councillor Worden and seconded by Councillor Biederman “that minute 208 of the Strategy and Resources Committee held on 2 November 2020 regarding the Commercialisation Strategy be adopted.”

RESOLVED that minute 208 of the Strategy and Resources Committee held on 2 November 2020 regarding the Commercialisation Strategy be adopted.

RESOLVED that it being 9.30pm that the meeting continue in order for the remaining business to be transacted.

Questions to the Leader or the Chair of a Committee submitted under Part 4, Council Procedure Rules, paragraph 10.4 of the Constitution.

The following questions were submitted in advance of the meeting and responses provided by the Leader were circulated separately:

(a) Question to Councillor Worden from Councillor Hunt “Can we do something to help those who are desperate for a food voucher to be able to get one from the Council?  At present the front desks are closed and people are struggling to get vouchers.”  Councillor Worden’s response: “You are right Cllr Julie Hunt in drawing this to our attention as the number of people struggling financially is rising. In Devon as a whole one in eight people of working age – from 16 to 64 – are now on Universal Credit. In North Devon it is about one in seven or 14% and has doubled since March and the threat of homelessness, hunger and debt is very real for many people at this time. I know that you and the North Devon food banks have been doing a great job in responding to those in genuine need and the public have been generous in their donations of food.  The challenge we have is that as many of our staff as possible are working from home rather than coming into their offices. Exactly what we will be able to do depends partly on what Tier we will be in from next week and whether we can open our front desks. We also have the problem that some of our staff are self-isolating because of Covid. We will look into what can be done and discuss it with you as a matter of urgency.”

(b) Question to Councillor Worden from Councillor Hunt “What is happening about the homeless this winter as I am concerned about their safety during the cold weather? Last year we had ‘Safe sleep’.  What are we replacing it with?” Councillor Worden’s response “Thank you for this question Cllr Julie Hunt.  It is a very important one and the Housing Team is working on a variety of solutions as we are in a very unusual scenario this year. Dormitory type accommodation is virtually impossible this year because of the coronavirus situation and regulations.  What we are working on includes the following : -

a. Licensing Beaufort flats from North Devon Homes. This will provide eight units of accommodation for rough sleepers and will hopefully provide a stepping stone to move at least some on to supported accommodation.

b. We have two self contained pods on the way and so with the Salvation Army one will have three available this winter.

c. We are planning to lease a shared house property which will provide accommodation for several of those in need.

d. We have secured two units of supported accommodation at Alabare Christian Care in Bideford.

e. For our statutory demand we will be using Boyton House (the old women’s refuge) in Barnstaple.

f. A proposal to lease Victoria House from the Pickwell Foundation will be coming to committee shortly.

The Housing Team are conscious that demand is increasing and  ...  view the full minutes text for item 172.

Report by Head of Resources to the Strategy and Resources Committee on 2 November 2020 (attached). 

Council considered the Performance and Financial Management report Quarter 2 2020/21 to the Strategy and Resources Committee on 2 November 2020 (circulated previously).

To receive the report of the Policy Development Committee held on 19 November 2020 (to follow).

Councillor Spear, Chair of the Policy Development Committee presented the Committee’s report on the Performance and Financial Management for Quarter 2 of 2020/21 (circulated previously).

To receive the report of the Strategy and Resources Committee held on 2 November 2020 (attached).

Councillor Worden, Chair of the Strategy and Resources Committee reported the recommendations of the Strategy and Resources Committee on the Performance and Financial Management for Quarter 2 of 2020/21 (circulated previously).

It was moved by Councillor Worden and seconded by Councillor Yabsley  “that minute 205 (f) of the Strategy and Resources Committee held on 2 November 2020 regarding the Performance and Financial Management report for Quarter 2 of 2020/21 be adopted”.

Councillor Worden thanked the Head of Resources and his team for their hard work.

RESOLVED that minute 205 (f) of the Strategy and Resources Committee held on 2 November 2020 regarding the Performance and Financial Management report for Quarter 2 of 2020/21 be adopted.

Report by Chief Financial Officer to the Strategy and Resources Committee on 2 November 2020 (attached). 

Council considered the Treasury Management Strategy Statement and Annual Investment Strategy Mid Year Review report 2020/21 to the Strategy and Resources Committee on 2 November 2020 (circulated previously).

To receive the report of the Policy Development Committee held on 19 November 2020 (to follow).

Councillor Spear, Chair of the Policy Development Committee presented the Committee’s report on the Treasury Management Strategy Statement and Annual Investment Strategy Mid Year Review report 2020/21 (circulated previously).

To receive the report of the Strategy and Resources Committee held on 2 November 2020 (attached).

Councillor Worden, Chair of the Strategy and Resources Committee reported the recommendations of the Strategy and Resources Committee on the Treasury Management Strategy Statement and Annual Investment Strategy Mid Year Review report 2020/21 (circulated previously).

It was moved by Councillor Worden and seconded by Councillor Biederman “that minute 206 of the Strategy and Resources Committee held on 2 November 2020 regarding the Treasury Management Strategy Statement and Annual Investment Strategy Mid Year Review report 2020/21 be adopted”.

RESOLVED that minute 206 of the Strategy and Resources Committee held on 2 November 2020 regarding the Treasury Management Strategy Statement and Annual Investment Strategy Mid Year Review report 2020/21 be adopted.

Report by Chief Executive (attached).

Council considered a report by the Chief Executive (circulated previously) regarding appointments of Committees for 2019/20. 

The Chief Executive referred to paragraph 5 in the report which set out the agreement that had been reached between the Group Leaders.  Table 3 detailed the names of Councillors put forward by each Group Leader.  He advised that Councillor Prowse had confirmed that the Independent Group had nominated Councillor Lane to be appointed to the Governance Committee and Councillor Mackie to the Policy Development Committee.

It was moved by Councillor Worden and seconded by Councillor Yabsley:

(a)“That the Council appoints Committees and Joint Committees each with the total number of voting Members and Group allocations as shown in Tables 1 and 2 for the 2019/20 municipal year with the terms of reference set out in the Council’s constitution.

(b) That, as required by section 16(1) of the Local Government and Housing Act 1989, Members be appointed to Committees and Joint Committees in accordance with the names notified to the Chief Executive by each of the Political Groups represented on the Council, to give effect to the approved allocation of seats as determined, as set out for the time being in Table 3 circulated at the meeting subject to Councillor Lane being appointed to the Governance Committee and Councillor Mackie to the Policy Development Committee.”

RESOLVED:

(a) That the Council appoints Committees and Joint Committees each with the total number of voting Members and Group allocations as shown in Tables 1 and 2 for the 2019/20 municipal year with the terms of reference set out in the Council’s constitution;

(b) That, as required by section 16(1) of the Local Government and Housing Act 1989, Members be appointed to Committees and Joint Committees in accordance with the names notified to the Chief Executive by each of the Political Groups represented on the Council, to give effect to the approved allocation of seats as determined, as set out for the time being in Table 3 circulated at the meeting subject to Councillor Lane being appointed to the Governance Committee and Councillor Mackie to the Policy Development Committee.

Council is recommended to note the schedule of Committee minutes and approve recommendations as listed below:

(i)       5 October 2020 (NOTE: Minute 103: Letter of Representation – this recommendation was adopted by Council on 7 October 2020)

(iI)      3 November 2020

RESOLVED that the following minutes of the Governance Committee (circulated previously) be noted and adopted as follows:

(i) 5 October 2020  (Council noted that the recommendation minute 103 Letter of Representation had been adopted by Council on 7 October 2020)

(ii) 3 November 2020

(i)        13 October 2020

RESOLVED that the following minutes of the Licensing and Community Safety Committee (circulated previously) be noted and adopted as follows:

(i) 13 October 2020

(i)       14 October 2020

RESOLVED that the following minutes of the Planning Committee (circulated previously) be noted and adopted as follows:

(i) 14 October 2020

(i)       19 November 2020 (to follow).

RESOLVED that the following minutes of the Policy Development Committee (circulated separately) be noted and adopted as follows:

(i) 19 November 2020

(i)        5 October 2020

(ii)        19 October 2020

(iii)       2 November 2020

(A)       Minute 203: Review of North Devon and Torridge Local Plan 2011-2031

(iv)       13 November 2020 (to follow)

(A)       Minute 218: Public Spaces Protection Orders

(B)       Minute 219: Approval and Release of Section 106 Public Open Space Funds – Chulmleigh

(C)       Minute 220: Approval and Release of Section 106 Public Open Space Funds – North Molton

(D)       Minute 221: Approval and Release of Section 106 Public Open Space Funds – Instow

(E)       Minute 222: Approval and Release of Section 106 Public Open Space Funds - Fremington

RESOLVED that the following minutes of the Strategy and Resources Committee (circulated previously) be noted and adopted as follows:

(i) 5 October 2020

(ii) 19 October 2020

(iii) 2 November 2020

(A) Minute 203: Review of North Devon and Torridge Local Plan 2011-2031

(iv) 13 November 2020 (circulated separately)

(A) Minute 218: Public Spaces Protection Orders

(B) Minute 219: Approval and Release of Section 106 Public Open Space Funds, Chulmleigh

(C) Minute 220: Approval and Release of Section 106 Public Open Space Funds, North Molton

(D) Minute 221: Approval and Release of Section 106 Public Open Space Funds, Instow

(E) Minute 222: Approval and Release of Section 106 Public Open Space Funds, Fremington