Agenda and minutes

Apologies for absence were received from Councillor D Bushby, Councillor C Bright and Steve Hearse (Chief Executive).

Confirmation of the minutes held on the 2^nd September 2025.

Members reviewed the minutes of the meeting held on the 2^nd September 2025.

It was proposed by Councillor S Inch, seconded by Councillor W Lo-Vel and –

Resolved:

That the minutes of the meeting held on the 2^nd September 2025 be agreed and signed as a correct record.

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

Members discussed and updated the Action List.

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

No urgent matters were brought forward.

There were no Part II items.

To be presented by the Chair.

The Chair presented the item, the purpose of which was to update Members on the status of the Housing Delivery Plan.

The Committee were informed that the Housing Delivery Plan was an agenda item at a Member Briefing, where the formation of a Task and Finish Group was suggested, but it was decided against. The Housing Delivery Plan will be presented to the Senior Leadership Team and then be brought to the Community and Resources Committee.

Members noted that the Community and Resources Committee will review the business plans in the Spring. Whereafter, any recommendations made can be scrutinised by the Internal Overview and Scrutiny Committee.

Councillor P Hames entered the meeting at 10.12am.

In response to a question, the Chair advised Members that the timescale aligns with the budget setting process.

Overall, Members noted the update.

To be presented by the Estates Manager.

The Estates Manager presented the item, the purpose of which was to update Members on the Asset Management Plan – Maintenance – Planned & Responsive. 

The presentation covered:

·         Estates Department Key Objectives FY 25-27

·         Asset Management 1-5 Year PPM (Planned Preventative Maintenance)

·         PPM – Impact

·         Commercial Portfolio Management

·         Car Park Management

·         3 Stage approach to Asset Management plan formation

·         Sustainability

Members were invited to ask questions, and the Chair commended the Estates Manager for the presentation.

The Committee questioned the 9.55% rise in rent, and the Estates Manager explained that this percentage rise affects transactions. Members noted the importance of a balance between maximising rentals but not having a void. The Estates Manager stated that rent cannot be subsidised, but emphasised that the Council strive for market level rent. 

Members referred to the Councillor Climate Change Working Group, and emphasised the need for further information on the Council’s buildings in order to put forward recommendations. The Estates Manager outlined the limited economic lifespan for many of the Council’s estate, but explained that more information can be provided when available.

The Committee discussed capital visibility and revenue. The Estates Manager explained that the revenue aspect has been greatly improved, but work is ongoing and that further information would be shared when available. The Estates Manager stated that full visibility will be available by the end of the financial year.

The Chair confirmed that the presentation slides had been circulated prior to the meeting.

In response to a question regarding unexpected findings, the Estates Manager explained that this has been due to land ownership issues and so on. Members noted that the Estates and Legal Teams are reviewing the Commercial Portfolio to accumulate data and highlight areas for improvement, to ensure that the Asset Management Plan can be delivered effectively. The Estates Manager highlighted the age of the Council’s estate and its lack of investment.

The Chair requested that the Estates Manager return to the Committee with an update in the Spring.

Members questioned the Appledore Fishdock, the Burton Art Gallery and Active Torridge. The Estates Manager outlined the reasons why the Fishdock has experienced difficulties, and explained that a presentation on the Fishdock will be brought to SMT and Full Council. Briefly, the Estates Manager detailed new Harbour legislation. The Estates Manager confirmed that the Burton Art Gallery and Active Torridge are on the Council’s Asset Register.

Briefly, the Estates Manager described the potential for solar PV at the Fishdock.

The discussion moved on to the potential for the Council’s office spaces to be accessible 24-hours a day. The Estates Manager outlined that the Council does not currently offer this. 

Members sought clarification on the number of accident claims associated with the Council’s car parks, where planned maintenance is scheduled. The Principal Accountant stated that there have been two claims since January.

The Committee questioned the resurfacing of the Council’s car parks in relation to damage caused by heavy electric vehicles. The Estates Manager explained that the Council have employed  ...  view the full minutes text for item 432.

To receive a report from the Service Improvement Officer.

The Service Improvement Officer and the Principal Accountant presented the item, the purpose of which was to update Members on the Quarterly Business Report 2.

The presentation included information on:

·         The Council’s Performance Management Cycle

·         The Council’s CIPFA near neighbours

·         Theme 1 – Local Economy

·         Theme 2 – Communities, Health & Housing

·         Theme 3 – Our Environment, Our Future

·         Theme 4 – Our Council

·         Performance Reporting 2025/26

·         Budget Monitoring – Revenue (Adverse and Favourable Variances)

·         Key Income Streams

·         Salaries Monitoring (Variance to Budget)

·         Temporary Accommodation

·         Budget Monitoring – Capital

·         Capital Narrative

·         Budget Monitoring – Earmarked Reserves

The Chair thanked the Service Improvement Officer and the Principal Accountant for their presentation.

A discussion occurred. In response to a question regarding free reserves, the Finance Manager detailed the budget stabilisation reserve.

Members questioned if the Council has a Gypsy and Traveller site, and the Finance Manager explained that the Capital Programme allocates £100k towards this. The Head of Legal and Governance (& Monitoring Officer) explained that the Head of Communities and Place is leading on this and an update will be brought to the Committee when available.

The Chair invited Committee Members to confirm whether the responses provided in the supplementary document were satisfactory.

The Committee questioned business boost and farm boost, and noted the March deadline. Members enquired if there will be penalties imposed if the Council does not meet the target of supporting 124 businesses/start-ups/ farms before the end of March 2026, and the Head of Legal and Governance (& Monitoring Officer) explained that the Head of Communities and Place would provide information following the meeting.

Members discussed non-recyclable plastics that are collected at local supermarkets. The Chair suggested that supermarkets are contacted to request information on the volume of non-recyclable plastics collected and their disposal process.

In relation to carbon neutrality, the Committee agreed that Donna Sibley, the Sustainability and Climate Officer, be invited to give a presentation on carbon offsetting.

The Chair thanked Officers for the QBR2.

To review the Forward Plan.

The Committee discussed and updated the Forward Plan.

The Chair suggested that Donna Sibley, the Sustainability and Climate Officer, be invited to the January Committee.

The Finance Manager (S151 Officer) suggested that the QBR3 be moved to the March Committee meeting, as the February meeting will be the Budget Special.

The Estates Manager agreed to return to the Committee in April, with an update on the Asset Management Plan.

In response to a question regarding the Food Safety Plan being kept under review, the Head of Legal and Governance (& Monitoring Officer) explained that the plan is ready to be brought to Committee. Members noted that the plan has been presented to the Senior Management Team (SMT) and signed off by Councillor P Hackett, the Lead Member for Public Health & Community Safety. The Chair requested that this be added to the January Committee meeting.

Members noted that the KPI’s for Active Torridge (from Ext O&S) should be removed from the Keep Under Review section, and the Asset Management Plan – Maintenance – Planned & Responsive should be added.

The Chair reiterated that the Housing Delivery Plan will form part of the business plan.

The Committee were thanked for their attendance at the meeting.

The Chairman to move:-

That the public be excluded from the remainder of the meeting because of the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Local Government Act 1972.