Agenda and minutes

Apologies for absence were received from Mr I Harper and Councillor D Smith, with Councillor C Wheatley present as substitute.

Confirmation of the minutes held on the 14^th January 2025.

The Minutes from the meeting held on the 14^th January 2025 were presented.

It was proposed by Councillor S Inch, seconded by Councillor T Elliott and –

Resolved:

That the minutes of the meeting held on the 14^th January 2025 be agreed and signed as a correct record.

(Vote: For – 7, Against – 0, Abstentions - 2)

The Committee noted the Action List and were informed of the External Overview and Scrutiny Committee meeting on the 12^th February 2025. Members enquired about their ability to speak at this meeting, and were advised that there are no conflicts between the Internal and External Overview and Scrutiny Committees.

A 15-minute period for public contributions.  (The deadline for registering to speak is by 2pm Friday 31^st January 2025. To register please email dem.services@torridge.gov.uk).

There were no public contributions.

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

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

The Chair brought forward the Notion of Motion raised by Councillor A Brenton at a previous Full Council meeting. Members were informed that upgrades to the CCTV are underway and that Officers were aware of the limited CCTV coverage prior to the motion being raised. The Committee acknowledged that the Notice of Motion procedure may require a review due to the minimal opportunity for Officer input when a motion is moved. 

There were no Part II items.

(A)To receive a report from the Finance Manager (S151 Officer).

(B) To consider the recommendations of the Community and Resources Committee as per the report on the Agenda from the 27^th January 2025.

The Finance Manager (S151 Officer) presented the report, the purpose of which was for Members to consider, formulate and recommend the Budget to Full Council.

Members referred to section 11.6 on Page 26 of the report. The Committee considered the budget with regards to electric vehicles and the Council’s NetZero 2030 target. The Committee expressed the feeling that additional funding could be allocated to assist in achieving this target. The Head of Communities and Place advised Members that the new Operational Services Centre will have some charge points on site, but has not been designed to support an entirely electric fleet. This due to a limited capacity from the grid at the site currently. Members noted the absence of this information in the waste depot report and the Head of Communities and Place reiterated that it is a current constraint due to capacity and budget.

The Committee acknowledged that project proposals, notably ones relating to climate change, need to be more refined and detailed in order to thoroughly assess merits, costs and feasibility.

Next, Members referred to staff capacity in relation to the completion of new projects. In response to a question regarding increasing staff capacity through Local Government Reorganisation, the Chief Executive clarified that the training reserve is intended for the current workforce and not for expanding staff numbers. The Chief Executive emphasised the importance of a Project Initiation Document (PID) to identify the necessary resources for new projects, which was highlighted in the Peer Review. Members noted that at the Community and Resources Committee meeting on the 27^th January 2025, it was agreed that Officers would take reports on energy sources to the Councillor Climate Change Working Group in the future.

In response to a question regarding money set aside in reserves, the Finance Manager (S151 Officer) advised that £10,000 a year is set aside within the Climate Change reserve.

The Chief Executive discussed the three proposals that have been recommended to the Community and Resources Committee by the Councillor Climate Change Working Group. The necessity of the PID process was outlined and Members noted that this process was developed by the Committee.

Following this, the Committee questioned the changes to Employer’s National Insurance (NI) contributions. The Finance Manager (S151 Officer) informed the Committee that the contribution would be £160,000 after the £90,000 reimbursement from the Central Government.

Next, the Committee referred to Page 20 of the report to examine the Balance on Budgetary Stabilisation Reserve graph. Members noted the projected steep decline of the reserve in the figure. The Committee discussed this with reference to Local Government Reorganisation, and emphasised the importance of Members attending the Member Budget Working Group to reduce the potential fall of the reserve. The Finance Manager (S151 Officer) explained that the projected decrease in the reserve is due to the cost sharing agreement with Devon County Council, capital financing charges, depleting reserves and changes to the funding regime.

The Committee referred to Page 13 of the report to examine  ...  view the full minutes text for item 374.

To receive a report from the Principal Accountant (Deputy S151 Officer).

The Deputy Section 151 Officer presented the report, the purpose of which was for Members to consider, formulate and recommend updates to the Capital Programme 2025/26 to Full Council.

The Committee referred to the Replacement Parking Ticket Machines project and discussed the use of solar-powered machines in carparks. The Head of Communities and Place advised that this had been discussed at the Community and Resources Committee meeting on the 27^th January 2025. Members were informed that some existing ticket machines are solar-powered. The Committee discussed proposing a recommendation that where viable, ticket machines should be upgraded to utilise solar power, without compromising operational efficiency. It was highlighted that the Council should strive for all new facilities to be solar-powered where possible.

Following this, Members questioned the effectiveness of solar-powered parking machines and identified the need for further information.

Members were directed to Page 75 of the report, to examine the Climate Statement for the project. Here, it was identified that there was no reference to the potential of harnessing solar power. The Committee acknowledged the necessity of detailed Climate Statements.

Next, Members discussed reviewing the PID process. The potential benefits of incorporating a weighting system into Climate Statements were considered.

Overall, Members expressed support for increasing solar-powered facilities and put forward the below recommendation.

It was proposed by Councillor S Newton, seconded by Councillor C Cottle-Hunkin and –

Resolved:

That it be approved, where operationally viable solar-powered technology should be included.

(Vote: For – Unanimous).

The Chief Executive advised the Committee that the above recommendation was additional, and that Members had not voted on the recommendations in the report approved by the Community and Resources Committee meeting on the 27^th January 2025.

It was proposed by Councillor S Newton, seconded by Councillor S Inch and –

Resolved:

That Members recommend to Full Council

The Capital Programme is updated to include four new projects:

·         Sound Level Meters (Noise monitoring equipment) - £30K

·         Audio Visual equipment for Caddsdown - £30K

·         Replacement Electric Van for the Burrows - £9K

·         Parking Ticket Machines - £142K

(Vote: For – Unanimous).

To review the Forward Plan.

The Chair advised that the next Committee meeting will be on the 4^th March 2025, during which the QBR 3 and Social Value Policy will be reviewed. In addition, Members agreed that the Committee will review the PID process at the next meeting.