Agenda and minutes

To approve as a correct record the minutes of the previous meeting held on 4^th November 2015.

The minutes of the Area South meeting held on 4^th November 2015 copies of which had been circulated, were agreed as a correct record and signed by the Chairman.

Apologies for absence were received from Councillors Cathy Bakewell, Gye Dibben, Peter Gubbins, Kaysar Hussain, Mike Lock, Alan Smith and Rob Stickland.

In accordance with the Council's current Code of Conduct (adopted July 2012), which includes all the provisions relating to Disclosable Pecuniary Interests (DPI), personal and prejudicial interests, Members are asked to declare any DPI and also any personal interests (and whether or not such personal interests are also "prejudicial") in relation to any matter on the Agenda for this meeting.  A DPI is defined in The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 (SI 2012 No. 1464) and Appendix 3 of the Council’s Code of Conduct.  A personal interest is defined in paragraph 2.8 of the Code and a prejudicial interest is defined in paragraph 2.9. 

Members are reminded that they need to declare the fact that they are also a member of a County, Town or Parish Council as a Personal Interest.  As a result of the change made to the Code of Conduct by this Council at its meeting on 15^th May 2014, where you are also a member of Somerset County Council and/or a Town or Parish Council within South Somerset you must declare a prejudicial interest in any business on the agenda where there is a financial benefit or gain or advantage to Somerset County Council and/or a Town or Parish Council which would be at the cost or to the financial disadvantage of South Somerset District Council.  If you have a prejudicial interest you must comply with paragraphs  2.9(b) and 2.9(c) of the Code.

In the interests of complete transparency, Members of the County Council, who are not also members of this committee, are encouraged to declare any interests they may have in any matters being discussed even though they may not be under any obligation to do so under any relevant code of conduct.

Planning Applications Referred to the District Council’s Regulation Committee

The following members of this Committee are also members of the Council's Regulation Committee:

Councillors Peter Gubbins, Graham Oakes, David Recardo and Gina Seaton.

Where planning applications are referred by this Committee to the Regulation Committee for determination, in accordance with the Council's Code of Practice on Planning, Members of the Regulation Committee can participate and vote on these items at the Area Committee and at Regulation Committee. In these cases the Council's decision-making process is not complete until the application is determined by the Regulation Committee.  Members of the Regulation Committee retain an open mind and will not finalise their position until the Regulation Committee.  They will also consider the matter at Regulation Committee as Members of that Committee and not as representatives of the Area Committee.

There were no Declarations of Interest.

This is a chance for members of the public and representatives of Parish/Town Councils to participate in the meeting by asking questions, making comments and raising matters of concern.  Parish/Town Council representatives may also wish to use this opportunity to ask for the District Council’s support on any matter of particular concern to their Parish/Town. The public and representatives of Parish/Town Councils will be invited to speak on individual planning applications at the time the applications are considered.

There were no members of the public present.

The Chairman advised members:

·         That at the September meeting members agreed that for a 3 month trial planning applications be discussed last on the agenda and at least not before 3pm.  However as there were no planning applications determined in October and none again this month we feel it only fair we give it at least until February in order to give it a fair go! 

·         As there may be a planning application for Lidl coming in Jan and possibly another one. if it does come, that is all that will be on the agenda. It has been suggested that if members agree we may delay the start time to after 3pm.  Members will be notified in due course.

·         The Chairman sends his apologies for today’s meeting as he is attending the opening of a new Work Hub project in Bristol.

This is an opportunity for Members who represent the Council on outside organisations to report items of interest to the Committee.

There were no Reports from representatives on outside organisations.

The Chairman informed members that Mike Fear from SSC Highways would not be attending the meeting and therefore updated members that following the financial announcement regarding ‘cuts’ the message from Highways is that it will be ‘business as usual’ with the cuts not affecting our normal service levels.

During discussion member’s expressed disappointment that a representative from SCC Highway had not attended the meeting and requested that Mike Fear attend the February committee with a more detailed and updated report regarding schemes within Area South.

Members were informed that the appropriate winter maintenance provisions were in place to ensure the town centre would be clear and safe this winter. 

Members noted the report and requested that a Highway representative attend the February Area South Committee with a fully updated and detailed report of the schemes within Area South.

NOTED

The Welfare Benefits Team Leader presented the report as set out in the agenda and with the aid of a powerpoint presentation proceeded to give members an overview of the work of the Welfare Benefits Team including:

• Breakdown of annual increase in South Somerset, noting that the total figure secured for clients in Welfare Benefit payments is over 10 times more than the actual cost of the service

·         ‘Where we are now’ – Local Assistance Scheme where criteria set by County and administered by CAB and Universal Credit roll out in South Somerset.. The current number of cases is approximately 1100 according to DWP figures.

• Households effected by welfare reform including Spare Room Subsidy, Benefit Cap and Discretionary Housing Payments.
• 3 saved tenancies equating to a saving of £7,890
• 21 maintained Tenancies
• Continuous partnership working with other agencies including local MP’s.

During the ensuing discussion, the Welfare Benefits Team Leader noted the comments of members and responded to questions on points of detail including:

• Anyone receiving Housing Benefit is eligible to apply for a Discretionary Housing Payments, which are for claimants struggling to meet their Housing Costs.  However the future of DHP’s is still uncertain.  The Welfare Benefits Team Leader was happy to provide further information regarding funding channels and would inform the member direct.
• Early intervention is the key to saving and maintaining tenancies and expense further down the line.  Each case brings its differing issues where the team attempt to prevent knock on effects to the client’s physical and mental well-being.
• Noted questions regarding the problems arisen from the Spare Room Subsidy and the number of people who have downsized because of this.  It was advised that the Housing and Welfare Manager would answer any questions and include the relevant information in the Local Housing Needs report which would be presented at the February meeting.
• Clients can request food parcels through various agencies.  These are taken case by case however the team can also request them should the situation arise, these are mainly due to delay in benefit payments.

The Chairman thanked the Welfare Benefits Team Leader and the excellent work of her team.

NOTED

The Chairman welcomed Angela Kerr, Chief Executive Officer, Citizens Advice South Somerset to the meeting.  With the aid of a powerpoint presentation she informed members of the work and future development of Citizens Advice South Somerset.  Points mentioned during her presentation included the following:

·         The aim of the service was to provide the advice people need for the problems they face and improve the policies and practices that affect people’s lives;

·         Between April and September 2015 Citizens Advice South Somerset helped 2125 clients from South Somerset;

·         47.11% of total clients were from Area South.

·         1001 clients in Area South were helped between April and September 2015.

·         The main client issues were around benefits and tax credits, debt, housing and employment;

·         The service could be accessed through the telephone, email and by drop in.

·         Level of advice people need included help with maintenance costs, fuel costs and food parcels (these could be up to 8-10 a week).

·         The service worked closely with the other Citizens Advice organisations in Somerset and nationally. By working together benefited from: Adviceline, Somerset Advice Network, Somerset Advice Strategy and an Online Referral System;

·         The service was currently recruiting for volunteers.  It took between 4 to 6 months to train an adviser.  The level of knowledge required for the role was reasonably high and also had access to specialist lawyers.

·         Ambitions for the future – the service had just added a day at the Balsam Centre, Wincanton.  Discussions were currently taking place about bringing advice to Chard two days a week based at the Boden Centre;

·         The service was looking at how they could use Skype more effectively;

·         Currently a huge drive to recruit volunteers which had increased from 22 to 43 and hoped to have 60 volunteers in next 12 months.

During the ensuing discussion, the Chief Executive Officer, Citizens Advice South Somerset noted the comments of members and responded to questions on points of detail which included:

·         Approximately 35% of grant funding was provided to the CAB by SSDC.

·         The service worked with various fuel agencies to provide help and support regarding winter maintenance and payments.

·         Welcomed help and support in advertising the service to make it more user friendly and to bring the service into the community to make it more accessible.

·         One of the challenges for the service was the increasing migrant population and the language barrier.

·         It was agreed to circulate a copy of the presentation slides to members of the Committee with the minutes of the meeting.

·         The service worked effectively with SSDC from its main base at Petter’s House.  The service only had one Welfare Benefit Adviser funded to undertake specific case work so was not in competition with SSDC.

·         Ambitions for the future – although discussions were currently taking place about delivery of the service within other areas of the district, services in Area South would not be reduced.

The Chairman thanked Angela Kerr, Chief Executive, Citizens Advice South Somerset for attending the meeting.

The Section 106 Monitoring Officer presented the report as detailed in the agenda and explained the background to his role and the changes made in the process for monitoring.

He also informed members that:

·         The three main key sites within Area South were deliberately omitted from the report as he would be bringing a further detailed report early in the New Year regarding Lyde Road, Brimsmore and Lufton key sites due to their significant nature.

·         Clarified two significant changes in legislation that will affect the way we are able to seek financial planning obligations in the future:

o   1. Policy HG4: Provision of Affordable Housing 1 -5 dwellings – Small sites below the threshold for a full affordable housing contribution will be expected, where it is viable to do so to pay a commuted sum.

o   2. CIL Regulations (2011, amended 2013 & 2014)- from April 2015, no more contributions may be sought/collected in respect of specific projects through a S106 agreement if 5 or more obligations have been entered into since April 2010.  This means in future no more contributions will be sought within Area South for swimming pools, indoor tennis and the district wide sports hall through future applications.

During discussion the Chairman informed members that a request has been made to SCC for an update report to Area South Committee regarding S106 money collected by the county council and the performance/progression on Highway’s S106’s/agreements for developments within Area South.

The Section S106 Monitoring Officer presented the monitoring log report (Appendix A) confirming that all local contributions are spent on local infrastructure.  Agreement had recently been made at Full Council that some strategic contributions are committed to support the Westland Leisure Complex and its facilities.

He also confirmed that overage clauses are monitored and if required are reassessed in line with any economic change that can be renegotiated should it be deemed necessary.

During a short debate, members discussed the provision of affordable housing and the relevant affordable housing contribution charge as detailed in the report.  It was confirmed that only small sites of 5 dwellings or below will incur this charge where it is viable to do so.

Members thanked the officer for his excellent work and informative report and endorsed the actions taken in respect of the monitoring of Section 106 Planning Obligations.

NOTED

Members requested that a Highway Representative attend the February meeting with a more detailed and updated report regarding schemes within Area South.

Councillor John Clark requested that a Economic Development Update Report become a six monthly report rather than annually due to the complexity and relevance of the service within Area South.

Members requested that an update report be brought to committee from the Project Board regarding the Westland Leisure Complex delivery.

Councillor Graham Oakes requested that following his motion at Full Council regarding the proposal that the council investigates the feasibility and cost of the provision of bike lockers in the towns of South Somerset a report be brought to Area South Committee to allow members to debate the possible provision and location of them within Area South.

(Voting: Without dissent)

Members noted the appeals.