Agenda and minutes

To receive apologies for absence from the meeting

The Chair welcomed everyone to the meeting.

Apologies for absence were received from Councillors:  A Dart, L Ford, R Lock and P Shepherd.

Confirmation of the Minutes of the Meeting of the Council held on 9^th September 2024.

Due to a clerical error the minutes from the 9^th September were not added to the agenda therefore no vote was taken.

15 minute period for public contributions. The deadline for registering to speak is by 2pm Thursday 31^st October 2024. To register please email dem.services@torridge.gov.uk

There were no Public Contributions.

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

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

There were no Part II items.

Councillor C Cottle-Hunkin addressed the committee and urged those affected by the recent changes to Inheritance Tax, announced in the Budget, to seek advice and speak to their families.

To receive a verbal update from the Leader and the Chief Executive.

The Chief Executive presented this item, the purpose of which was to update Members on the Peer Challenge Action Plan. The update included a refresh to Members of the establishment of the Action Plan and the development of new Councillor Working Groups.

The creation of the Action Plan included 15 recommendations for improvement, and the Chief Executive detailed their progress. The Chief Executive concentrated on an action that specifically targeted the effectiveness of the Leadership Committee and explained how this may be amended to address the recommendation in the Action Plan. He also reminded Members of the decision approved at Full Council on 9^th September for the implementation of the Member Development and Review of the Constitution Working Group which would be another avenue for Members to contribute towards the improvements highlighted in the Action Plan.  

The Chief Executive confirmed that the Peer Challenge Review Team would return in 2025 to review the Action Plan.

The Leader followed the Chief Executive adding that Members may be asked for support between now and when the Peer Challenge Review Team return. He continued by stating that the upcoming Leadership meeting would go ahead and how Members would be able to contribute to the consultation for the new Housing Strategy. The Leader provided a brief update on the progress of the Levelling Up Partnership and confirmed further information was still required and hoped a more detailed update could be provided on 19^th November at the All Councillor Briefing Session. 

A brief discussion then took place.

The Chief Executive provided details of the recommendations which were complete and advised future updates on the Peer Challenge Review Action Plan would be in a written form.

To receive the report of Head of Legal & Governance (Monitoring Officer)

Prior to the commencement of the report, the Head of Legal & Governance (Monitoring Officer) clarified the layout and format of the report along with the ramifications if the recommendations in the report were approved.

The report was presented, the purpose of which was to advise in respect of the implications of Cllr Thomas’ Notice of Motion agreed at Full Council on the 9^th September 2024.

Confirmation was given that if the recommendations in the report were agreed then a further report would be presented to Full Council detailing changes to the constitution.  

As Lead Member for Legal & Democratic Services, Councillor S Newton addressed the Committee expressing his thoughts on the necessity of Notice of Motion and re-iterated the measures and work carried out to address areas of concern and referred to the set-up of new Member Briefing sessions. He also reminded Members that the review process to address issues raised by the Peer Review Challenge had been previously agreed by Full Council. As an example of improved communication, which was a recommendation from the Peer Review Challenge, Councillor S Newton detailed the route and process for Members to feed into the Housing Strategy.

Councillor S Newton hoped through his comments he had demonstrated that processes are in place, areas of concern are or were being addressed and proposed to dismiss the Notice of Motion as it was no longer necessary.

Following the above, Councillor H Thomas addressed Full Council and provided clarity on his Notice of Motion. He continued to identify inaccuracies in the report and provided examples of his experiences with inadequate communication, thus resulting in his Notice of Motion being brought forward.

Councillor K James seconded Councilor S Newton’s proposal and acknowledged the need for improved communications. He informed Members on the progress accomplished so far, which included the establishment of Group Leader meetings.  

As the debate continued Members illustrated their concern to the lack of communication, information and, that the title ‘Member Briefing’ was not suitable. In contrast, some Members believed that communication is adequate and information is available. It was also mentioned that Members can contribute at any meeting and officers can provide additional information if approached.

Councillor C Cottle-Hunkin also addressed Full Council stating that she recognised the complexity of the issue and proposed this item be deferred to allow time for Members to raise issues in a more informal environment. Councillor D Brenton seconded this proposal.

It was proposed by Councillor S Newton, seconded by Councillor K James and –

Resolved:

That the Notice of Motion be dismissed as it is no longer relevant be approved.

(Vote: For – 14, Against – 16, Abstentions – 0)

The motion was lost.

It was proposed by Councillor C Cottle-Hunkin, seconded Councillor D Brenton and –

Resolved:

That it be approved for the item to be deferred to allow time for Members to have informal discussions to raise issues.

(Vote: For – 21, Against – 0, Abstentions – 9)

To receive the report of the Chief Executive.

The Chief Executive presented this item, the purpose of which was for Members to agree the Committee Schedule for 2025/26.

It was confirmed that the Joint North Devon Crematorium dates were included as it is a joint committee with North Devon District Council and Harbour Board is a Working Group.

The Leader requested that where possible dates of meetings are not changed at short notice.

It was proposed by Councillor D Bushby, seconded by Councillor P Hackett and –

Resolved:

That the proposed programme of Committee dates for 2025/26 be approved.

(Vote: For – unanimous)

To receive the report the Chair of External Overview & Scrutiny, Councillor C Cottle-Hunkin.

As Chair of the External Overview & Scrutiny Committee, Councillor C Cottle-Hunkin presented the annual report. She detailed work that had been carried out and the future aims and objectives of the Committee.

As Vice-Chair of the Committee, Councillor A Brenton also addressed Full Council commending Councillor C Cottle-Hunkin and staff for the work undertaken this year and articulated how the Committee would continue to monitor the work of External agencies.

The report was noted.

To receive the report the Chair of Internal Overview & Scrutiny, Councillor S Newton.

As the Chair of the Internal Overview & Scrutiny Committee, Councillor S Newton presented the annual report.

The work carried out by the Committee in 2023/24 was detailed by Councillor S Newton and he stressed the importance of understanding the Quarterly Business Report (QBR) and encouraged Members to become familiar with the QBR. 

In response to a query, it was confirmed that North Devon District Council would be consulted on the Estuary Strategy refresh,. 

The report was noted.

There were no questions submitted under Procedural Rule A9.

To receive petitions (if any)

There were no petitions.

There were no notices of motion.

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”

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