Decisions

RESOLVED that the minutes of the meeting held on 21 February 2024 (circulated previously) be approved as a correct record and signed by the Chair.

The Chief Executive left the room during the consideration of this item as his post was referred to within the report.

Council considered a report by the Head of Organisational Development (circulated previously) regarding the Statutory Pay Policy 2024.

The Director of Resources and Deputy Chief Executive outlined the report to Council.

It was moved by Councillor Roome and seconded by Councillor Worden “that the report, its Appendix and Annex thereto be approved and that in order to address the points made in the report about inconsistencies with the adopted policy, the Governance Committee be tasked with conducting a review of Chief Officer post salary levels, including the obtaining of independent advice and evidence from the Local Government Association and formulating recommendations and these come back to Council for consideration”.

RESOLVED that the report, its Appendix and Annex thereto be approved and that in order to address the points made in the report about inconsistencies with the adopted policy, the Governance Committee be tasked with conducting a review of Chief Officer post salary levels, including the obtaining of independent advice and evidence from the Local Government Association and formulating recommendations and these come back to Council for consideration.

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

(i)             4 March 2024

Council considered a report by the Head of PMO and Environmental Health and Housing (circulated previously) regarding the Local Authority Housing Fund Round 3.

Councillor Bell, Lead Member for Housing presented the report to Council.

Council noted a typographical error in paragraph 4.8 in that it should state “Each TA unit delivered as new supply would attract a grant of £134,200 (44% of the median property price); and each large resettlement unit delivered as new supply would attract a grant of £167,750 (55% of the median property price)” and not £176,000 and £220,000 noted in the report.

Councillor Wilson declared a non registerable interest as she was employed by Pickwell Foundation who may be involved in supporting Afghans in these properties.

It was moved by Councillor Roome and seconded by Councillor Maskell “that the recommendations in the report be adopted”.

RESOLVED:

(a)  That the submission of an Expression of Interest (EOI) and completion of the Validation Form (VF) as part of the Department for Levelling Up, Housing and Communities (DLUHC) review process for Round 3 of Local Authority Housing Fund be approved;

(b)  That authority be delegated to the Section 151 Officer to enter into a Memorandum of Understanding (MOU) based on the information provided as part of recommendation (a) above;

(c)  That it be noted that if the Council enter a MOU noted in (b) above, a further report will come to Members to consider additional capital contributions to match fund Round 3 plus an indication of the additional revenue resources required to manage these properties both from a housing and property perspective.

RESOLVED:

(a)    That, under Section 100A(4) of the Local Government Act 1972, the public and press be excluded from the meeting for the following item as it involved the likely disclosure of exempt information as defined by Paragraph 3 of Part 1 of the Schedule 12A of the Act (as amended from time to time), namely information relating to the financial or business affairs of any particular person (including the authority holding that information).

(b)    That all documents and reports relating to the item be confirmed as “Not for Publication”.

Council considered a joint report by the Service Manager (Refuse and Recycling) and Head of Environmental Enhancement (circulated previously) regarding Material Recovery Facility Improvements Works.

The Service Manager (Refuse and Recycling) and Head of Environmental Enhancement presented the financial information to Council and answered questions in relation to the same.

The Director of Resources and Deputy Chief Executive responded to questions raised in relation to the financial information.

It was moved by Councillor Roome and seconded by Councillor Hunt that “the recommendations be adopted subject to the figure in recommendation 2.1 being amended to £350,060”.

RESOLVED that:

(a)  The Capital Programme be varied by £350,060 and these funds be released for the remedial and improvement works at Brynsworthy Environment Centre;

(b)  Funds of £2,659,000 be released from the Capital Programme in line with recommendation 2.3 of the previous committee report dated November 2022;

(c)  The appointment of the successful contractors to carry out the remedial and improvement works, including the supply and fit of the new baler be approved.

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

(i)             29 February 2024

The Chair of the Committee advised that it had been a successful meeting and had received positive feedback from both Councillors and Officers.  She thanked officers who had provided a lot of support to ensure that this meeting ran smoothly and thanked the Corporate and Community Services Officer, Director of Resources and Deputy Chief Executive, Councillor Jones, Councillors on the Committee and members of the panel.  The next meeting of the Committee would consider the recommendations from this meeting.

It was requested that the outcomes be made publicly available and communicated to the public.

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

(i)             28 February 2024

(ii)            13 March 2024

(a)  To receive the following notice of motion from Councillor P. Leaver

Councillor P. Leaver presented his notice of motion to Council.

It was moved by Councillor P. Leaver and seconded by Councillor Haworth-Booth “that the notice of motion be adopted”.

The Chief Executive advised Council of the support that the Council already had in place for Councillors.  In terms of the point raised regarding “Ensure that North Devon Council has a clear reporting mechanism which can be used to monitor and record incidents of harassment and abuse of councillors and officers”, a Health and Safety, Personal Safety and Lone working guidance had been produced for Councillors following the District Council elections in May 2023 along with the incident reporting form.  This had been provided to all Councillors in their welcome pack and was also referred to in the Health and Safety training.  The recording of this training could be provided to Councillors as a refresher if required.  All Councillors were provided with a paper copy of the Social Media Guide for Councillors following the Election and further copies could be provided if required.  The Council had signed up to alerts from the Local Government Association (LGA) who regularly held webinars on Personal Safety, handling online abuse and intimidation.  Details of these webinars were shared with Councillors.  The Council also shared the LGA’s guidance on personal safety with Councillors.  In relation to the point “Work with the local police to ensure there is a clear and joined-up mechanism for reporting threats and other concerns about the safety of councillors and their families and discuss the need to take a preventative approach that accounts for the specific risks that councillors face, as they do with other high-risk individuals, like MP’s”, the Devon and Cornwall Police and Crime Commissioner had been in contact with monitoring officers across Devon and Cornwall with a draft proposal about setting up a procedure and a potential single point of contact at the police under a specific as yet unnamed Operation for escalation of crime where the crime was suspected to have occurred due to an elected member’s public role (having already been reported to the police through the usual channels by the member).  There was a meeting scheduled for 16 April 2024 when this will be discussed between the police and monitoring officers with proposals about how this could work and the resultant proposed procedure would be fed back to councillors as appropriate.

RESOLVED that the Council:

(a)   Notes that increasing levels of toxicity in public and political discourse is having a detrimental impact on local democracy, and that prevention, support and responses to abuse and intimidation of local politicians must improve to ensure councillors feel safe and able to continue representing their residents;

(b)   Signs up to the LGA’s Debate Not Hate campaign;

(c)   Write to the local Member of Parliament to ask them to support the campaign;

(d)   Write to the Government to ask them to work with the Local Government Association to develop and implement a plan to address abuse and intimidation of politicians and council officers at every level;

(e)   Ensure that it has a clear reporting mechanism which can be used to monitor and record incidents of harassment and abuse of councillors and officers;

(f)    Regularly review the support available to Councillors in relation to abuse and intimidation and councillor safety;

(g)   Work with the local police to ensure there is a clear and joined-up mechanism for reporting threats and other concerns about the safety of councillors and their families and discuss the need to take a preventative approach that accounts for the specific risks that councillors face, as they do with other high-risk individuals, like MP’s;

(h)   Take a zero-tolerance approach to abuse of councillors and officers.

Council considered and noted reports from appointees to Outside Bodies (circulated previously).

Councillor D. Knight advised that he was no longer the appointee to the Devon Waste Reduction and Recycling and that Councillor Hunt was appointed to the Committee in her capacity as Lead Member for Waste and Recycling.

Councillor Orange advised that she had submitted a report in relation to the Barnstaple Youth House. It was noted that this report would be published as a supplementary document.

Councillor Crabb provided a verbal update on the work of One Ilfracombe.

Councillor Walker provided a verbal update on the work of PATROL.

Council considered a report by the Place Manager, Economic Development and Regeneration (circulated previously) regarding an update on the UK Shared Prosperity Fund.

In response to a question, the Chief Executive advised Council that it was originally anticipated that the public toilets would be re-opened at the Barnstaple bus station by Easter.  Following conversations with Webbers regarding marketing the café at the bus station, it was considered that a larger scheme would be more appropriate rather than the original simple scheme.  A new scheme had now been drawn up and was currently out for tender.  Webbers were still marketing the café and the new toilets would be provided along with the café as soon as possible.

It was moved by Councillor Worden and seconded by Councillor Crabb “that the recommendations in the report be adopted.”

In response to questions, the Place Manager, Economic Development and Regeneration advised Council of the following:

·       That in relation to the Rural Grants Programme, North Devon+ were administering this grant scheme who had a lot of experience in this type of grant scheme.  They would be undertaking a lot of promotion work which would include contacts from previous Leader+ schemes.  It was acknowledged that the timetable had slipped slightly.

·       There was a need to be careful to ensure that funding for farming was not provided through this Fund if it was already provided through other Defra funding schemes.  The Northern Devon Biosphere Reserve was also undertaking a lot of work with farming communities.

·       Following the taster engagement event that had taken place at Arlington Court in relation to the development of a Heritage Construction Skills Hub, a follow up meeting had taken place with Leads for lead and carpentry skills.  The next stage would be to hold discussions with Petroc regarding arranging bespoke heritage training event.  Work would also take place to create an online presence to encourage new entrants for bespoke heritage skills.

Council thanked the Place Manager, Economic Development and Regeneration and her team for their work.

RESOLVED that:

(a)  The progress towards delivering the 3 year Investment Plan and associated projects contained within it be noted; and

(b)  The proposed publicity activity be approved.

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

(i)             11 March 2024

It was moved by Councillor Roome and seconded by Councillor Maskell “that Councillor P. Leaver be appointed to replace Councillor Hunt on the Barnstaple and District Chamber of Commerce for the life of Council and that attendance at meetings be an approved duty”.

RESOLVED that Councillor P. Leaver be appointed to replace Councillor Hunt on the Barnstaple and District Chamber of Commerce for the life of Council and that attendance at meetings be an approved duty.

It was moved by Councillor Roome and seconded by Councillor Maskell “that Councillor Bell be appointed to replace Councillor Bishop on the Citizens Advice Torridge, North, Mid and West Devon for the life of Council and that attendance at meetings be an approved duty”.

RESOLVED that Councillor Bell be appointed to replace Councillor Bishop on the Citizens Advice Torridge, North, Mid and West Devon for the life of Council and that attendance at meetings be an approved duty.

RESOLVED that alternative arrangements be made for the appointment of Members to the Joint Planning Policy Committee in accordance with the powers set out in 3 Section 17 of the Local Government and Housing Act 1989 and the provisions of the Local Government (Committees and Political Groups) Regulations 1990 and that the alternative arrangements provide that the membership of the Joint Planning Policy Committee be not politically balanced and that Councillors Bell, Crabb, Lane, Prowse, Roome, Walker and Worden be appointed to the Committee.

RESOLVED that alternative arrangements be made for the appointment of Members to the Appointments Committee in accordance with the powers set out in 3 Section 17 of the Local Government and Housing Act 1989 and the provisions of the Local Government (Committees and Political Groups) Regulations 1990 and that the alternative arrangements provide that the membership of the Appointments Committee be not politically balanced and that Councillors Crabb, Prowse and Roome be appointed to the Committee

RESOLVED that the Council appoints Members to the Local Government Association and South West Regional Chamber for the period 2024/25 as set out in Table 5 circulated at the meeting subject to the appointments to the Local Government Association South West Branch and the District Council’s Network Assembly being amended to Councillor Clayton and that these appointments be approved duties.

RESOLVED that the Council appoints Chairs and Vice Chairs to the Committees and Joint Committees as set out in Table 4 circulated at the meeting for the 2024/25 municipal year.

RESOLVED 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 at (a) above, as set out for the time being in Table 3 circulated at the meeting subject to Councillor Norman  being appointed to the Planning Committee Reserve list for substitutions.

RESOLVED 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 2024/25 municipal year with the terms of reference set out in the Council’s constitution.

It was moved by Councillor P. Leaver and seconded by Councillor Stevenson “that Councillor Clayton be appointed as Deputy Leader of the Council for the 2024/25 municipal year”.

Councillor P. Leaver thanked Councillor Worden for his time as previously being both Leader and Deputy Leader of the Council.

RESOLVED that Councillor Clayton be appointed as Deputy Leader of the Council for the 2024/25 municipal year.

Councillor Clayton thanked Council for his appointment as Deputy Leader of the Council for the next 12 months which was a privilege and advised Council of his previous experience of being a Councillor and roles that he had fulfilled at Rochdale Council.

It was moved by Councillor Worden and seconded by Councillor Prowse “that Councillor Roome be appointed Leader of the Council for the 2024/25 municipal year”.

RESOLVED that Councillor Roome be appointed Leader of the Council for the 2024/25 municipal year.

Councillor Roome thanked Council for re-appointing him as Leader of the Council for the next 12 months and that it had been a year of learning from being a Councillor previously in opposition and now Leader of a coalition Council.  He was confident that the Council could achieve the best for our communities and achieve things that other Councils were not able to.

The Chair called for nominations for the election of Vice-Chair of the Council for 2024/25.

It was moved by Councillor Roome and seconded by Councillor Bushell “that Councillor Worden be appointed Vice Chair of Council for the 2024/25 municipal year.”

RESOLVED that Councillor Worden be appointed Vice Chair of Council for the 2024/25 municipal year.

Councillor Walker presented Councillor Worden with the Vice-Chair chain.

Councillor Worden took the Declaration of Acceptance of Office and gave a speech of thanks for being elected.

Councillor Walker gave a speech of thanks for being elected Chair of Council.  She thanked Councillors for their support and thanked her predecessors Councillors Biederman and Hunt.  She was looking forward to working with Councillor Worden.

Councillor Hunt, Chair of Council addressed Council and summarised her role over the past three years.  During this time, she had attended many engagements, there had been many highs and lows and she had learned many values and thanked everyone for their patience, empathy and kindness.  She had attended her final event today for the official opening of the new Ilfracombe Seafront Play Area.  She highlighted the Civic Services and Charity ball that she had held during this time and thanked everyone for supporting her and raising funding for various charities.  She thanked Councillor Walker for her support as Vice-Chair.  She also thanked the Chief Executive, Director of Resources and Deputy Chief Executive and Monitoring Officer for their support.  She thanked the Chair’s secretary and the Corporate and Community Services team for their support.  She also thanked Councillor Worden for acting as chaplain and all Councillors and staff for their support which she was eternally grateful.

The Chair called for nominations.

It was moved by Councillor Worden and seconded by Councillor Cann “that Councillor Walker be appointed Chair of Council for the 2024/25 municipal year”.

Councillor Worden thanked Councillor Hunt for being Chair for the past three years and she had done an excellent job in representing the Council at many events.

Councillor Roome thanked Councillor Hunt on behalf of the Council for all that she had achieved over the past three years and for what she had achieved for the community.

Councillors Bushell, Crabb and Prowse echoed the comments made by Councillors Roome and Worden.

RESOLVED that Councillor Walker be appointed Chair of Council for the 2024/25 municipal year.

Councillor Hunt presented Councillor Walker with the chain of office.

Councillor Walker took the Declaration of Acceptance of Office and presented Councillor Hunt with a past chairs badge in recognition of her role as Chair of the Council.

Council considered a report by the Chief Executive (circulated previously) regarding the appointment of committees for 2024/25.

Councillor Roome advised Council of amendments to be made to the following appointments:

·       Appendix A, Table 3 – add Councillor Norman to the Planning Committee Reserve List for substitutions

·       Appendix A, Table 5 – amend to change from Councillor Worden to Councillor Clayton for the following Local Government Association appointments:

o   South West Branch

o   District Council’s Network Assembly

It was moved by Councillor Roome and seconded by Councillor Bushell “that the recommendations as detailed on the agenda for items 8 (a) to (f) be approved subject to the following amendments:

·       Appendix A, Table 3 – add Councillor Norman to the Planning Committee Reserve List for substitutions

·       Appendix A, Table 5 – amend to change from Councillor Worden to Councillor Clayton for the following Local Government Association appointments:

o   South West Branch

o   District Council’s Network Assembly”

Councillor Davies re-declared disclosable pecuniary interests in planning applications 77868, 78239 and 78282 and left the room during the consideration thereof.

Councillor Lane took the Chair for these applications.

The Committee considered a report by the Planning Officer (DJ) regarding planning application 77868.

The Committee noted a typographical error on page 21 of the report, whereby it referred to a “recent Class Q Prior Approval” which was incorrect and a full planning application had been granted for the conversion of the workshop.

RESOLVED (unanimous) that the application be APPROVED as recommended by the Planning Officer (DJ).

The Committee considered a report by the Senior Planning Officer (JJ) regarding planning application 78239.

The Service Manager (Development Management) reported the receipt of an additional letter of representation that had been received since the publication of the agenda.  She outlined the points raised to the Committee and advised that these points  had been raised previously and were addressed within the report and presentation.

In response to a question, the Service Manager (Development Management)  advised that the notice boards would be located to the left of the bus shelter which was in a similar position as it was previously.

RESOLVED (unanimous) that the application be APPROVED as recommended by the Senior Planning Officer (JJ).

The Committee considered a report by the Senior Planning Officer (DB) regarding planning application 78282 (circulated previously).

RESOLVED (unanimous) that the application be APPROVED as recommended by the Senior Planning Officer (DB).

RESOLVED that the minutes of the meetings held on 28 February 2024 and 13 March 2024 (circulated previously) be approved as correct records and signed by the Chair.