Agenda, decisions and minutes

Apologies for absence were received from Councillors Marcus Barrett, Mike Beech, John Clark, Carol Goodall, Henry Hobhouse, Sarah Lindsay, Sam McAllister, Tiffany Osborne, Stephen Page, Crispin Raikes, Wes Read and William Wallace.

An apology for a late arrival was received from Councillor Ric Pallister.

To approve and sign the minutes of the previous meeting held on Thursday, 21^st September 2017.

The minutes of the meeting held on 21^st Sept 2017, copies of which had been previously circulated, were approved as a correct record of the meeting and signed by the Chairman.

In accordance with the Council's current Code of Conduct (as amended 26 February 2015), 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.

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.  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. 

Councillors Clare Aparicio Paul, Mike Best, Neil Bloomfield, Amanda Broom, Adam Dance, Anna Groskop, Andy Kendal, Mike Lewis, Tony Lock, Dean Ruddle and Linda Vijeh each declared a personal interest for agenda item 7 – Notification of Urgent Executive Decision – Somerset Business Rate Pool and 100% Business Rate Retention Pilot, as they are also members of Somerset County Council which is in the pool.

Councillor Peter Gubbins declared a prejudicial interest for agenda item 8 - Treasury Management Strategy Statement and Investment Strategy 2017/18 Mid-Year Review, due to his relationship to one of the report authors. He noted he would leave the room for that item.

There were no questions from members of the public present at the meeting.

The Chairman did not make any announcements, but handed over to the Chief Executive who wished to make a statement.

The Chief Executive noted the sudden passing of Ian Clarke (Director - Support Services) was a massive loss to SSDC and thoughts were with his family. He explained that Ian Clarke had held a number of important roles in the Council and, as uncomfortable as it seemed, the roles had to be addressed in order for the Council to function properly and discharge its business. Under the Constitution a number of the roles and functions were appointed by Council, but as Chief Executive he had the ability to make temporary appointments to such roles. He formally notified Council of the temporary appointments he had made to roles with immediate effect, as follows:

·         Monitoring Officer –  Angela Watson (Legal Services Manager)

·         Electoral Registration Officer – Alex Parmley (Chief Executive)

·         Returning Officer – Alex Parmley (Chief Executive)

·         Line management reporting and Transformation (Phase 1: Support Services) Sponsor – Netta Meadows (Director – Strategy and Commissioning)

The Chief Executive noted that time was needed to consider fulfilling of the roles in the long term, and he would liaise with group leaders in taking this forward.

The list of Chairman’s Engagements was noted.

(Voting: 41 in favour, 0 against, 3 abstentions)

The Portfolio Holder for Finance & Legal Services introduced the report and noted the reasons for urgency, and asked members to endorse the decisions taken. He also highlighted the reasons for recommending that delegated authority be given to the S151 Officer, in consultation with the Portfolio Holder, regarding remaining in the pool in the future and the 100% Business Rates Retention Pilot scheme.

During discussion, the Portfolio Holder for Finance & Legal Services and the S.151 Officer, responded to points of detail including information about the pool, the submitted application to government, the position of the contingency reserve, and risks to business rates in respect of the new Hinkley Point nuclear power station.

In response to other comments made about the Business Rate Pool during discussion, the Leader highlighted that the short timeframes involved with the 30 day financial settlement consultation period, meant there would be little opportunity for the matter to go through Scrutiny, and it may not be possible to follow normal due process.

The Leader also noted that a report regarding the Heart of the South West Joint Committee was now likely to come to Council in January rather than December.

There being no further debate, the recommendations were approved, 41 in favour, 0 against, with 3 abstentions.

(Voting: 41 in favour, 0 against, 3 abstentions)

(Voting: Unanimous)

Councillor Derek Yeomans, as Chairman of the Audit Committee, introduced the report and noted some concerns had been raised at Audit Committee about some of the Prudential Indicators.

There was no debate and Members unanimously approved the revised Treasury Management Strategy Statement and Investment Strategy for 2017/18.

(Voting: Unanimous)

(Voting: Unanimous)

The Portfolio Holder for Democratic Services noted that a valid request had been received from Barwick Parish Council to increase the number of Parish Councillors and to change the name of the Parish Council. The necessary public consultation would be conducted by a Community Governance Review and she highlighted the process and timeframes involved.

In response to a query raised during a very brief discussion, she clarified that the consultation would be done by posters and other publicity rather than by leaflets to every household in the parish.

There was no further discussion and members unanimously agreed to a Community Governance Review of the Parish of Barwick being undertaken.

(Voting: Unanimous)

A question was raised, and the Leader responded to points of detail about his Portfolio Holder decision regarding the Affordable Housing Development Programme – West End Close, South Petherton.

There being no further discussion, the report of Executive Decisions was noted.

Councillor Derek Yeomans, Chairman of the Audit Committee, presented the report of the Committee.

The Chief Executive provided clarity on some elements of the report including:

·         Whilst SSDC no longer had a Procurement Manager, we were utilising procurement advice and support from Taunton Deane Borough Council.

·         Data and Fraud – resources had not been taken away, but looking to deliver in a different way so different people may be involved.

·         SSDC does have a Civil Contingencies Manager.

There being no further discussion, the report of the Audit Committee was noted.

Councillor Sue Steele, Chairman of the Scrutiny Committee, presented the report of the Committee.

The report of the Scrutiny Committee was noted.

There were no Motions submitted by Members.

There were no motions submitted by members.

There were no questions submitted under Procedure Rule 10.

There were no questions submitted under Procedure Rule 10.

Members noted that the next scheduled meeting of the Full Council would be held on 14 December 2017.

In response to a question raised, the Leader noted he would confirm as soon as possible if the meeting on 14 December would definitely go ahead.