Agenda and minutes

Contact: Democratic Services  Email: democratic.services@torridge.gov.uk

Items
No. Item

16.

Apologies For Absence

To receive apologies for absence from the meeting

Minutes:

Apologies for absence were received from Councillors S Inch, D Brenton and A Eastman.

17.

Council Minutes pdf icon PDF 90 KB

Confirmation of the Minutes of the Meeting of the Council held on 26 June 2017.

Minutes:

It was proposed by Councillor A Inch , seconded by Councillor Le Maistre and -

 

Resolved:   That the minutes of the meeting held on 26 June 2017  be confirmed as a correct record and signed by the Chair.

 

(Vote: For 25, Abstentions 7)

 

Matters Arising

 

Item 10 – Transforming Torridge Programme – Progress Report

 

The Strategic Manager (Resources) circulated a paper in response to a question raised about savings achieved within the Transforming Torridge Programme.

18.

Public Contributions

15 minute period for public contributions

Minutes:

There were no public contributions.

19.

Declarations of Interest

Members with interests to declare should refer to the Agenda item and describe the nature of their interest when the item is being considered.

Minutes:

Members were reminded that declarations of interest should be made as and when the specific agenda item to which they related was under discussion.

20.

Agreement of Agenda Items Part I and II

Minutes:

Members proposed that, for transparency, the Part II Report be discussed in Part I.

 

Clarification was sought from the Senior Solicitor.   The Senior Solicitor stated that as the Report contained commercially sensitive information and was highly confidential, he would strongly recommend that it remain in Part II.

 

It was proposed by Councillor Whittaker, seconded by Councillor Pennington and –

 

Resolved:

 

That the Agenda, as circulated, be agreed.

 

(Vote:  For 31, Against 1)

 

21.

To consider correspondence or other business especially brought forward by the direction of the Chair

Minutes:

The following matters were brought forward by the Chair:

 

1.    Members Code of Conduct -  As a reminder, the Members Code of Conduct was emailed to all Members and hard copies circulated at the meeting.

2.    Voting – All Members must vote when required to do so either for, against or abstain.

3.    Recommendations/Amendments – To avoid confusion the recommendations and amendments will be put onto the screens.  Any Member proposing an amendment will be required to complete and sign a form.  This amendment will then be put onto the screen.  This will ensure Members are fully aware of what they are voting for.

4.    Members were reminded they must notify Democratic Services with their apologies if they are unable to attend a meeting and try to find a substitute.

22.

To answer questions submitted under Procedural Rule A9

Minutes:

A question was submitted by Councillor Hicks under Procedural Rule A9.

 

In accordance with the Constitution a written answer to the question had been circulated to all members.

 

Question from Councillor Hicks:

Is the Planning Department proposing to take any action in respect of a significant number of blue advertising signs which line certain main roads in Torridge?

 

Response

We understand these were election posters, and the relevant Agent has been contacted to ask that they are removed with immediate effect.

 

Councillor Hicks accepted the response received.

 

23.

Northam Parish Neighbourhood Area Designation pdf icon PDF 84 KB

To receive the report of the Planning Manager.

Additional documents:

Minutes:

Councillors J Himan, J Whittaker, R Hancock and K Davis declared personal interests – dual hatted – Northam Town Council.

 

The purpose of the report was for Members to agree the designation of Northam Civil Parish as a Neighbourhood Area under Section 61G of the Town and Country Planning Act 1990 (as amended).

 

Councillor Watson, as Lead Member for Planning & Development, indicated his support for the application, recognising that the District Council had an obligation to confirm the designation of Northam Parish as a Neighbourhood Area.

 

The Senior Planning Policy Officer responded to all questions raised by Members.

 

It was proposed by Councillor Watson, seconded by Councillor A Inch and –

 

Resolved:

 

That Northam Civil Parish (as outlined on the map Appendix 1 attached to the report) be designated as a Neighbourhood Area in accordance with Section 61G of the Town and Country Planning Act 1990, as amended.

 

(Vote:  For – unanimous)

 

 

24.

Annual Report on Treasury Management 16/17 pdf icon PDF 87 KB

To receive the report of the Strategic Manager (Resources).

Additional documents:

Minutes:

The Strategic Manager (Resources) presented the report, and informed Members that it was a legal requirement that a report be brought to Full Council in order to comply with the CIPFA Code of Practice in Treasury Management in the Public Sector.   The report included the treasury management activity and the actual Prudential Indicators for the previous year.

 

It was agreed that each recommendation to be taken separately.

It was proposed by Councillor Watson, seconded by Councillor Lock and –

Resolved:

That to comply with the requirements of CIPFA Code of Practice in Treasury Management in the Public Sector:

The Treasury Management Report for 2016/17 be noted.

(Vote:  For – unanimous)

 

It was proposed by Councillor Watson, seconded by Councillor A Inch and –

Resolved:

That to comply with the requirements of CIPFA Code of Practice in Treasury Management in the Public Sector:

The actual Prudential Indicators for 2016/17 be noted.

(Vote:  For – unanimous)

 

25.

RIPA Policy pdf icon PDF 50 KB

To receive the report of the Senior Solicitor.

Additional documents:

Minutes:

The Senior Solicitor presented the report, the purpose of which was for Member agreement to the Corporate Policy on corporate Surveillance under RIPA.

It was proposed by Councillor Watson, seconded by Councillor Hackett and –

Resolved:

That the updated Corporate RIPA Policy be approved.

(Vote:  For – unanimous)

 

26.

Transforming Torridge Programme - Progress Report pdf icon PDF 223 KB

To receive the report of the Senior Solicitor.

Additional documents:

Minutes:

The Strategic Manager (Resources) advised that the purpose of the report was to provide supplementary details to support the full report presented to Full Council on 26th June 2017 for the alternative proposals to the Customer Hub at Riverbank House.  The proposals had been rejected previously.

 

The additional detail centred on:

 

·         The increase in number of visitors

·         The profile of visitors

·         The requirement of many visitors to be seen in a private place

·         The increase in the number of visitors who become agitated and needed careful handling

·         Migration towards use of digital media – proposals included having terminals in the customer hub for public use

·         Increased staffing levels – new appointments and apprentices

 

In addition to the practical arrangements associated with the facilities, there were also technical issues associated with the original proposals.

 

The alternative to the original proposal would involve the provision of the additional office accommodation to offset the area lost to the Customer Services facility.  The proposal was to utilise the northern end of the building that was formerly an open plan area of the building and this would assist in achieving the following enhancements:

 

·         Independent public access and secure WC provision

·         Enhanced security through separation

·         Increased efficiencies through segregated layout

·         Operational continuity through alterations

·         Reduced structural and services alterations

 

The overall increase in cost on the original scheme was £134,800.

 

The Lead Member for Customer Services endorsed the proposals.

 

The Property and Procurement Manger confirmed that Customer Service staff had been consulted on the proposals and their responses had helped shape the design..  He also reiterated that the alternative layout represented a concept rather than a final solution and as such, would require detailed design and costing negotiations with the contractors.

 

Councillors’ observations included:

 

·         The importance of future proofing Riverbank House

·         Public access – Riverbank House was inconvenient for people dependent on public transport.

 

It was proposed by Councillor Hurley, seconded by Councillor Robinson and –

 

Resolved:

 

That the recommendation for the alternative Customer Service Hub facility be approved, to enable the overall Transforming Torridge programme to be maintained.

 

(Vote:  For 24, Against 8)

 

27.

Allocation of Seats & Membership of Committees pdf icon PDF 61 KB

To receive the report of the Senior Solicitor.

Minutes:

The Senior Solicitor presented the report, the purpose of the report was for Members to agree the number of seats on the Committees allocated to each of the Political Groups and Membership of Committees.

 

It was proposed by Councillor Whittaker, seconded by Councillor Pennington and –

 

Resolved:

 

  • That the number of seats on the Committees allocated to each of the Political Groups, as detailed in the report, be approved.

 

  • That the Membership of each of the Council’s Committees be approved.

 

(Vote:  For – unanimous)

 

 

28.

Petitions

To receive petitions (if any)

Minutes:

There were no petitions.

 

29.

Notices of Motion

Minutes:

There were no notices of motion.

 

30.

Exclusion of Public

The Chair to move:

 

“That the public be excluded from the remainder of the meeting because of the likely disclosure of exempt information as defined in Schedule 12A of the Local Government Act 1972”

Minutes:

LOCAL GOVERNMENT ACT 1972 (as amended)

 

It was proposed and seconded -

 

That under Section 100(a)(4) of the Local Government Act (as amended) the public be excluded from the meeting for the following items of business because of the likely disclosure of exempt information by virtue of Paragraph 3 of Part 1 and Paragraph 10 of Part 2 of Schedule 12A of the Local Government Act 1972.

 

(Vote:  For - Unanimous)

 

31.

PART II - (CLOSED SESSION)

 

Items which may be taken in the absence of the public and press on the grounds that exempt information may be disclosed.

 

32.

Regeneration of East-the-Water Wharves

To receive the report of the Senior Solicitor.

Minutes:

A confidential Informal Briefing had taken place prior to this meeting when a presentation had been received by Members and had been discussed at length.  Members were reminded that this is a Part II item and all information must be kept confidential and not be disclosed to a third party.

 

During the brief discussion that had taken place in the meeting, Members expressed a desire to defer this item to allow more time to reflect on the information provided earlier.

 

It was proposed by Councillor Christie, seconded by Councillor Pennington and –

 

Resolved:

 

That this item be deferred for the reason stated.

 

(Vote:  For 27, Against 5)

 

It was proposed by Councillor A Inch, seconded by Councillor Pennington and –

 

Resolved:

 

That the meeting return to Part I and that any press and public be readmitted.