Agenda and minutes

To receive apologies for absence from the meeting

Apologies for absence were received from Councillors: 

C Hodson, K Hepple, P Shepherd, J Whittaker, L Ford, L Bright

Confirmation of the Minutes of the Extraordinary Meeting of the Council held on 14^th October 24 and the Full Council meeting held on 4^th November 24. 

It was noted that there was a clerical error and the minutes for the meeting held on the 9^th September were not attached. These minutes will be brought forward to the next Full Council for confirmation.

It was proposed by Councillor C Leather, seconded by Councillor P Hackett and –

RESOLVED:

That the minutes of the Extraordinary Full Council meeting held on the 14^th October 2024 be confirmed as a correct record and signed by the Chair.

(Vote: For – 26, Against – 0, Abstentions – 2)

Members mentioned two misspelling’s in the minutes from the meeting held on the 4^th November 2024.

It was proposed by Councillor P Hackett, seconded by Councillor S Newton and -

Resolved:  

That the minutes of the meeting held on the 4^th November be confirmed as a correct record with the above amendments and signed by the Chair.

(Vote: For – 26, Against – 0, Abstentions – 2)

There are no outstanding actions

There were no outstanding items.

15 minute period for public contributions. The deadline for registering to speak is by 2pm Thursday 28^th November 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.

The Chair acknowledged Councillor C Hodson’s absence and wished her a speedy recovery on behalf of the Council.

No other urgent matters were brought forward.

Councillor C Bright joined the meeting at 6.34pm.

To receive the report of the Lead Licensing Officer.

The Lead Licensing Officer presented the report, the purpose of which was to seek approval for a revised Gambling Act Statement of Principles set under the s.349 of the Gambling Act 2005. Members acknowledged that the policy may need reviewing before the next three-year deadline, in line with national policy changes. 

It was proposed by Councillor C Bright, seconded by Councillor S Inch and –

RESOLVED:

That the revised Statement of Principles be approved for formal adoption.

(Vote: For – Unanimous)

To receive the report of the Deputy S151 Officer

The Finance Manager (S151 Officer) presented the report, the purpose of which was for Members to note the treasury management activity in the year to date.

In response to a query in relation to ethical investments, the Finance Manager indicated that investment with the Goldmans Sachs bank results from the operation of the policy; it relates to which institution offers the most beneficial returns for the investment period. When the policy is set for 2025/26 a review of which institutions the Council invests with may occur in order to reduce restriction.

The report was noted.

To receive the report of the Finance Manager (S151 Officer)

The Finance Manager (S151 Officer) presented the report, the purpose of which was to update Members on the Council Tax Support Scheme for 2025/26 and to obtain approval for the current scheme for 2024/25 to roll over to 2025/26 using updated income figures within the current bands.

Councillor J Craigie joined the meeting at 6.42pm.

Councillor S Newton addressed the Committee stating that the banding system provides greater flexibility for people on variable income levels and has been updated in line with the increased National Minimum Wage and moved the recommendation in the report.

It was proposed by Councillor S Newton, seconded by Councillor R Lock and –

RESOLVED:

Members approved the current Scheme 2024/2025 to roll over to 2025/2026 using the updated income band figures as detailed within the content of the report.

(Vote: For – 29, Against – 0, Abstention – 1).

To receive the report of the Finance Manager (S151 Officer)

The Finance Manager (S151 Officer) presented the report, the purpose of which was to give the council the opportunity to consider if a formal Reserves Policy would be beneficial.

Following the presentation of the report, the Leader moved the recommendation in the report.

A lengthy discussion occurred, commenced by Councillor S Newton as the Chair of the Internal Overview and Scrutiny Committee, he indicated the benefits of setting a Reserves Policy; it could assist in planning for the next financial year and proposed that the recommendation in the report be refused.

The Committee discussed restrictions surrounding a Reserves Policy. The Chief Executive informed Members that the Council holds an existing reserve  of £1.1 million for emergency situations. Moreover, the budget workshop on the 19^th December 2024 would examine the income, expenditure and reserves of the Council. The Chief Executive informed Members that a report would go to the Community and Resources Committee, setting out the financial position of the Council for next year. Following this, the Finance Manager (Section 151 Officer) would decide if the reserve levels are adequate and Committees would have the opportunity to make recommendations.

Members indicated that they have adequate oversight through existing reporting processes from Officers.

Councillor C Leather addressed the Committee expressing his view that there is no need for a Reserves Policy. Councillor C Leather seconded the Leader’s proposal.

Councillor J Craigie seconded Councillor S Newton’s proposal. 

It was proposed by Councillor K James, seconded by Councillor C Leather and –

RESOLVED:

That the recommendation for Members not to look at establishing a formal reserves policy, as it would inhibit the ability of the council to respond flexibly to opportunities and threats, be approved.

(Vote: For – 27, Against – 3, Abstentions – 0)

As the first proposal was carried, no vote was taken on Councillor S Newton’s recommendation.

To receive the report of the Finance Manager (Section 151 Officer).

Prior to the start of the meeting and commencement of this item the final updated figures for Council Tax Base were distributed.

The Finance Manager (S151 Officer) presented the report, the purpose of which was to set the Council Tax Base for 2025/26.

The Leader moved the recommendation in the report which was seconded by the Chair.

In response to a query, the Chief Executive clarified that on some occasions a Council Tax Base can be delegated to the Community and Resources Committee, but due to the short deadline it has been brought to Full Council.

In relation to a question, the Chief Executive informed Members that the banding appeal is dealt with by the Valuation Office and has varying timescales, depending on the complexity.

It was proposed by Councillor K James, seconded by Councillor D Bushby and –

RESOLVED:

That Council Tax Base for 2025/26 be agreed.

(Vote: For – Unanimous)

To receive the report of the Head of Communities and Place.

The Head of Communities and Place presented the report, the purpose of which was to obtain Member approval to add £1,080,000 Devon and Torbay County Combined Authority funding for the Appledore Clean Maritime Innovation Centre slipway to the capital programme.

The Leader, Councillor K James moved the recommendation in the report, which was seconded by Councillor S Newton.

A discussion followed which included - 

-          Clarification on the location of the slipway

-          The estimates for the cost of the work

-          The concerns previously raised by Natural England.

-          Recreational usage of the slipway

Further discussion took place regarding the timeline of the project. The deadline for spending the £1.08 million of funding is the 31^st of March 2025, therefore Members questioned the ability to carry out the works in this short turn around period. In response to the queries raised The Head of Communities and Place stated that this project, as found in the Port and Harbour Study is an opportunity to better the access to the Appledore Clean Maritime Centre which would add to its success.  The Head of Communities and Place then detailed that Officers believe most of the money can be used within the timeframe although Officers are speaking with Devon County Council to see if an extension on the date is a possibility. Officers are also working to improve the efficiency of contractor approvals.

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

RESOLVED:

-          That the investment into the slipway renovations at the Appledore Clean Maritime Innovation Centre be approved.

-          That the Capital Programme be increased by £1.08m, for the cost of the slipway works at the Appledore Clean Maritime Innovation Centre, be approved.

(Vote: For – 29, Against – 0, Abstentions – 1)

To receive the report of the Planning Manager.

Prior to the commencement of this item both Councillor R Hicks and Councillor P Pennington declared a pecuniary interest. They both left the room at 7.16pm and took no part in the debate.

The Planning Manager presented the report, the purpose was for Members to consider the Council’s participation in the Development Consent Order process for the XLinks Morocco-UK Power Project.

Councillor R Lock addressed the Committee expressing her thoughts on the project, thanked the Officers for their hard work and moved the recommendations in the report.

A discussion took place which included the below points –

Members expressed concern to transparency and stated it is integral to the XLinks project.

In response to concerns over consultation with the Working Group, the Chief Executive explained that Members have already approved the creation of said Working Group. After questioning, the Chief Executive also advised that aspects of the XLinks Project are not feasible to take to Committees such as Community and Resources which have a 14 day turn around with an additional 5 day period to allow a call in and therefore could jeopardise a submission deadline.

o   The Chair advised that all Members can attend Working Groups, although may not have the entitlement to vote.

o   The Planning Manager informed Members that documents such as the Local Impact Report would be brought back to Full Council for consideration. It was confirmed that this document in particular is already under construction and the evolution would include the Working Group.

o   In response to concern regarding the publication of the minutes from the Xlinks meeting, the Head of Legal and Governance (& Monitoring Officer) assured Members that the minutes/notes would be published in line with all other Working Groups and available to all Members.

In response to concern raised regarding the monitoring of evidence prepared, the Planning Manager referred to the second bullet point in the recommendation and confirmed that the Local Impact Report would document evidence and be brought back to Full Council for consideration.

Councillor S Newton also addressed the Committee and in doing so seconded Councillor R Lock’s proposal to accept the recommendations in the report.

-       Concerns were raised about the lack of detail on community benefits.

o   The Planning Manager stated that XLinks would provide a Community Benefits Package. However this is in the early stages and as it evolves Members would have an input.

Following a query surrounding the Membership of the Xlinks Working Group, the Planning Manager confirmed the structure as set out in the Terms of Reference. However, as two Ward Members declared an interest, substitutes would have to be sought. The Chair re-iterated that all Members would be able to attend future meetings and the Planning Manager advised that a Forward Plan is being created with future meeting dates. 

Members asked for a list of which Members can attend the Working Group.

The Chief Executive confirmed that Group Leaders would be tasked to delegate substitutes for the Xlinks Working Group, following the exclusion  ...  view the full minutes text for item 365.

To receive the report of the Planning Manager

The Planning Manager presented the report, the purpose of which was for Members to consider the draft Housing Strategy and the proposed period of public consultation to inform its further development.

The Public Health & Community Safety Manager was also present to assist the Planning Manager with any queries that may arise during the item.

The Leader commended Councillor C Hodson on the work carried out to create the Draft Housing Strategy and moved the recommendation in the report.

There was comment regarding the title of section four of the strategy which aimed to highlight challenges and opportunities. It was noted that this section read as only detailing the challenges and as such, the title may need to be amended.

It was proposed by Councillor K James, seconded by Councillor L Piper and –

RESOLVED:

-       That the Draft Housing Strategy be agreed be subject to an 8-week period of public consultation;

-       That it be agreed for the Council to delegate to Officers any required formatting and editing in advance of consultation, in agreement with the Lead Member for Housing;

-       That the preparation of a consultation questionnaire be delegated to Officers with agreement by the Lead Member for Housing be approved.

(Vote: For – Unanimous)

There were no questions submitted under Procedural Rule A9.

To receive petitions (if any)

There were no Petitions.

There were two Notices of Motion.

In the light of news reports that Bideford Post Office is one of 115 under threat of closure, I propose that Torridge District Council seeks to prevent any deterioration of post office services in the centre of town and the Council write to Post Office Ltd, to our MP and to the relevant government Minister explaining the importance of the essential banking and other services the Post Office provides for our community and the damage its closure would do to our efforts to boost footfall and regenerate the town.

In the light of news reports that Bideford Post Office is one of 115 under threat of closure, I propose that Torridge District Council seeks to prevent any deterioration of post office services in the centre of town and the Council write to Post Office Ltd, to our MP and to the relevant government Minister explaining the importance of the essential banking and other services the Post Office provides for our community and the damage its closure would do to our efforts to boost footfall and regenerate the town.

Councillor T Tinsley presented the motion.

It was proposed by Councillor T Tinsley, seconded by Councillor C Wheatley and –

RESOLVED:

That the Notice of Motion was approved.

(Vote: For - Unanimous)

The Motion was carried.

In order to safeguard children and deter vandalism and damage to the Children’s play area in Victoria Park Bideford; it is proposed that Torridge District Council bring forward a Project Initiation Document, to urgently provide more CCTV cameras to specifically extend surveillance to cover the playground sites and update these cameras to operate during the hours of darkness.

In order to safeguard children and deter vandalism and damage to the Children’s play area in Victoria Park Bideford; it is proposed that Torridge District Council bring forward a Project Initiation Document, to urgently provide more CCTV cameras to specifically extend surveillance to cover the playground sites and update these cameras to operate during the hours of darkness.

Councillor A Brenton presented the Notice of Motion.

A brief discussion took place where it was confirmed this would be considered at the Member Briefing Budget Special on the 19^th December and follow the same scoring procedure as any PID.

It was proposed by Councillor A Brenton, seconded by Councillor P Pennington and –

RESOLVED:

That the Notice of Motion was approved.

(Vote: For - Unanimous)

The Motion was carried.

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.

There were no Part II items.