Agenda, decisions and minutes

Venue: Council Chamber, Council Offices, Brympton Way, Yeovil.

Contact: Angela Cox, Democratic Services Specialist - 01935 462148  Email: angela.cox@southsomerset.gov.uk

Items
No. Item

106.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillors Jason Baker, Marcus Barrett, Mike Beech, Nick Colbert, Gye Dibben, John Field, Anna Groskop, David Norris, Jo Roundell Greene, Garry Shortland, Martin Wale and Nick Weeks.

107.

Minutes

To approve and sign the minutes of the previous meeting held on Thursday, 18th January 2018.

Minutes:

The minutes of the meeting held on 18th January 2018, copies of which had been previously circulated, were approved as a correct record of the meeting and signed by the Chairman.

 

108.

Declarations of Interest

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. 

 

Minutes:

Councillor John Clark declared a prejudicial interest in Agenda item 8: 2018/19 Revenue and Capital Budget and Medium Term Financial Plan, recommendation e, relating to the capital bid for funding for the Westfield Community Centre, Yeovil due to his involvement in the bid.  He confirmed that he would abstain from voting on this item.

109.

Public Question Time

Minutes:

Mr M Keating asked if SSDC condoned the abstaining from voting of Liberal Democrat Councillors at the Somerset County Council meeting the previous day on the provision of schools across Somerset.

 

The Leader of Council responded that it was not a matter for SSDC.

 

Mr G Czapiewski asked if the requirement to license trailers and twin-axel trailers delivering waste to Household Waste Recycling Centres had increased fly-tipping in the area?  He also asked for an indication of the cost of clearing fly-tipping for 2015/16, 2016/17 and a forecast for 2017/18 and whether there had been any resultant increase in recycling?  He further asked if there had been any prosecutions for fly-tipping.

 

The Leader of Council noted that he had already been in email correspondence with Mr Czapiewski and said that his questions would be directed to the Somerset Waste Partnership for a full response at a meeting to be held the following day. He listed the number of fly-tipping incidences which had occurred each year since 2011 and acknowledged there had been an increase which coincided with the introduction of licenses for trailers taking waste to the Household Waste Recycling Centres.   

110.

Chairman's Announcements

Minutes:

The Leader of Council advised that SSDC would be phasing out the use of single use plastics where it was within the Council’s control and they would be encouraging other organisations to do the same.  

 

The Leader of Council also referred to a recent email message received by all Members and confirmed that SSDC had a policy in place which banned the releasing of Chinese lanterns and helium balloons from SSDC land.  He said the Duchy of Cornwall land in the area had a similar policy in place. 

111.

Chairman's Engagements pdf icon PDF 72 KB

Minutes:

The list of Chairman’s engagements were noted. 

112.

SSDC Council Action Plan 2018-19 pdf icon PDF 305 KB

Additional documents:

Decision:

 

RESOLVED:

That Full Council agreed to:-

 

a.

approve the Council Plan, Annual Action Plan and key performance indicators for 2018-19 (Appendix A,B, and D) (as amended);

 

 

b.

note the detailed measures, targets and milestones for each Priority Project (Appendix C);

 

 

c.

note the monitoring arrangements as set out in section 5.3 of section 5.3 of the report.

 

Reason:

To approve the South Somerset District Council (SSDC) Council Plan and Annual Action Plan 2018-19, together with a revised set of Key Performance Indicators.

(Voting: unanimous in favour)

Minutes:

The Leader of Council advised that although the Council Plan remained largely the same, the Annual Action Plan had been considered by all Members and refreshed and covered those projects specific to the year.  He was hopeful the Yeovil Innovation Centre extension would be completed within the year and confirmed the regeneration of Chard and Wincanton were a priority.

 

During discussion, it was noted that it had been agreed to add a reference to agriculture to the Council Plan at the District Executive meeting.  The Leader of Council noted the difficulty in listing a sector rather than an identifiable business and after some debate it was agreed to add reference to land based and rural businesses to the Annual Action Plan.

 

At the conclusion of the debate, Members were content to approve the Council Plan, Annual Action Plan and key performance indicators for 2018-19 (Appendix A,B, and D) (as amended) and to note the remaining recommendations of the report.

 

RESOLVED:

That Full Council agreed to:-

 

a.

approve the Council Plan, Annual Action Plan and key performance indicators for 2018-19 (Appendix A,B, and D) (as amended);

 

 

b.

note the detailed measures, targets and milestones for each Priority Project (Appendix C);

 

 

c.

note the monitoring arrangements as set out in section 5.3 of section 5.3 of the report.

 

Reason:

To approve the South Somerset District Council (SSDC) Council Plan and Annual Action Plan 2018-19, together with a revised set of Key Performance Indicators.

(Voting: unanimous in favour)

113.

2018/19 Revenue and Capital Budget and Medium Term Financial Plan pdf icon PDF 602 KB

Additional documents:

Decision:

 

RESOLVED:

That Full Council agreed to:-

 

a.

approve the Net Revenue Budget for 2018/19 of £16.483m, as set out in the Budget Requirement Estimates (paragraph 22, Table 3a) and detailed in Appendix A for the District Executive and four Area Committees;

 

 

b.

approve the 2018/19 Council tax increase of £5, increasing the annual Band D basic rate by 3.18% to £162.48; and notes this total basic rate comprises £160.63 for SSDC services and £1.85 for the Somerset Rivers Authority;

 

 

c.

approve the transfer of £468k from earmarked reserve balances to assist with the shortfall on the Transformation budget, as detailed in Table 10, paragraphs 52 and 53, and note the remaining balances;

 

 

d.

approve the additions to the Capital Programme for new capital bids of £1.987m as shown in Appendix E;

 

 

e.

note the Minimum Revenue Provision (MRP) Statement and Capital Prudential Indicators as attached at Appendix H.

 

Reason:

To approve the proposed Budget and Council Tax for 2018/19.

(Voting: 46 in favour, 0 against, 1 abstention)

Minutes:

The Portfolio Holder for Finance and Legal Services thanked the finance team for preparing a clear budget report and for answering Members questions at the Scrutiny Committee meeting.  He advised that a balanced budget was proposed with no cuts to services despite significant funding cuts.  He referred to the efficiencies gained in Transformation and the income from the commercial strategy.  He proposed the £5 increase in Council Tax for the year and noted that SSDC provided over 50 services to the community for £3.08 per week which he said was value for money. 

 

Councillor Neil Bloomfield asked what the impact would have been on the budget if the Council had not agreed a 1.9% reduction in Council Tax in 2015?  The Leader of Council said that a written reply would be provided.

 

In response to questions from Members, the Section 151 Officer advised that in the Treasury Management report on page 126 of the Agenda, there was a projection of the Council’s need to borrow.  Depending on the progress of capital investment, if cash reserves were used first then SSDC would need to borrow to support capital spending in 2019. 

 

At the conclusion of the debate, the recommendations were proposed and seconded and a named vote was taken.  Members were content to approve the Revenue Budget for 2018/19 and the Council Tax increase and remaining recommendations of the report. 

 

RESOLVED:

That Full Council agreed to:-

 

a.

approve the Net Revenue Budget for 2018/19 of £16.483m, as set out in the Budget Requirement Estimates (paragraph 22, Table 3a) and detailed in Appendix A for the District Executive and four Area Committees;

 

 

b.

approve the 2018/19 Council tax increase of £5, increasing the annual Band D basic rate by 3.18% to £162.48; and notes this total basic rate comprises £160.63 for SSDC services and £1.85 for the Somerset Rivers Authority;

 

 

c.

approve the transfer of £468k from earmarked reserve balances to assist with the shortfall on the Transformation budget, as detailed in Table 10, paragraphs 52 and 53, and note the remaining balances;

 

 

d.

approve the additions to the Capital Programme for new capital bids of £1.987m as shown in Appendix E;

 

 

e.

note the Minimum Revenue Provision (MRP) Statement and Capital Prudential Indicators as attached at Appendix H.

 

Reason:

To approve the proposed Budget and Council Tax for 2018/19.

(Voting: 46 in favour, 0 against, 1 abstention)

 

 

 

For

Against

Abstain

1

CLARE APARICIO PAUL

 

x

 

 

2

JASON BAKER

 

Absent

 

 

3

CATHY BAKEWELL

 

x

 

 

4

MARCUS BARRETT

 

Absent

 

 

5

MIKE BEECH

 

Absent

 

 

6

MIKE BEST

 

x

 

 

7

NEIL BLOOMFIELD

 

x

 

 

8

AMANDA BROOM

 

x

 

 

9

DAVE BULMER

 

x

 

 

10

HAYWARD BURT

 

x

 

 

11

TONY CAPOZZOLI

 

x

 

 

12

JOHN CLARK

 

 

 

x

13

NICK COLBERT

 

Absent

 

 

14

ADAM DANCE

 

x

 

 

15

GYE DIBBEN

 

Absent

 

 

16

SARAH DYKE

 

x

 

 

17

JOHN FIELD

 

Absent

 

 

18

NIGEL GAGE

 

x

 

 

19

CAROL GOODALL

 

x

 

 

20

ANNA GROSKOP

 

Absent

 

 

21

PETER GUBBINS

 

x

 

 

22

HENRY HOBHOUSE

 

x

 

 

23

KAYSAR HUSSEIN

 

x

 

 

24

VAL KEITCH

 

x

 

 

25

ANDY KENDALL  ...  view the full minutes text for item 113.

114.

Council Tax Setting 2018/19 pdf icon PDF 186 KB

Additional documents:

Decision:

 

RESOLVED:

That Full Council agreed to:-

 

a.

approve the formal council tax resolutions referred to in paragraphs 6 to 15;

 

 

b.

approve the individual tax settings as follows:

 

   i.    that the Somerset County Council; Police and Crime Commissioner for Avon and Somerset and Devon and Somerset Fire and Rescue Authority has stated that amounts shown in paragraphs 9 to 12 respectively of this report in precept issued to the Council, in accordance with Section 40 of the Local Government Act 1992 (as amended), for each of the categories of dwelling:

  ii.    that the total amount of council tax for each band of property in the South Somerset area for 2018/19 be as given in the table below:

A-

A

B

C

D

E

F

G

H

906.92

1,088.30

1,269.69

1,451.09

1,632.46

1,995.23

2,358.00

2,720.77

3,264.92

 

 

 

NB The above figures exclude all town/parish precepts and assume that the figures provided by Somerset County Council and Devon and Somerset Fire and Rescue are approved at their full Council meetings on 21st February and 16th February 2018 respectively.  If any changes are required they will be reported to the meeting.  Police & Crime Commissioner for Avon and Somerset approved their figures on the 1st February 2018

 

 iii.       that, having calculated the totals of each precepting authority’s amounts (including town and parish precepts), The Council (in accordance with Section 30(2) of the Local Government Act 1992) (as amended) hereby sets the amounts shown at TOTAL in the table shown at Appendix A as the council taxes for the financial year 2018/19 for each category of dwelling.

 

 

c.

note that if the formal Council Tax Resolution is approved, the total Band D Council Tax as follows:

 

 

2017/18

£

2018/19

£

Increase

%

 

South Somerset District Council

157.48

162.48

3.18

 

Somerset County Council

1,082.36

1,115.99

5.99

 

Somerset County Council (Adult Social Care)

42.43

76.17

 

Police and Crime Commissioner for Avon and Somerset

181.81

193.81

6.60

 

Devon And Somerset Fire and Rescue Authority

81.57

84.01

2.99%

 

 

1,545.65

1,632.46

5.62%

 

Town and Parish Council (average)

87.73

87.15

-0.66%

 

1,630.38

1,719.61

5.47%

 

Reason:

To approve the final council tax resolutions for 2018/19.

(Voting: unanimous in favour)

Minutes:

The Portfolio Holder for Finance and Legal Services advised that at paragraph 9 in the report, a minor error had been identified in column G in the table.  The figure should read 1,859.98 and not 1,859.99. This had been corrected on the website. 

 

In response to a question the Monitoring Officer confirmed that Council Standing Orders 16.4A stated that, immediately after any vote was taken at a budget decision meeting of the Council there must be recorded in the minutes of that meeting the names of the Members who cast a vote for or against the decision or who abstained from voting.

 

A recorded vote was taken and Members unanimously approved the formal council tax resolutions and individual tax settings for 2018/19.   

 

RESOLVED:

That Full Council agreed to:-

 

a.

approve the formal council tax resolutions referred to in paragraphs 6 to 15;

 

 

b.

approve the individual tax settings as follows:

 

   i.    that the Somerset County Council; Police and Crime Commissioner for Avon and Somerset and Devon and Somerset Fire and Rescue Authority has stated that amounts shown in paragraphs 9 to 12 respectively of this report in precept issued to the Council, in accordance with Section 40 of the Local Government Act 1992 (as amended), for each of the categories of dwelling:

  ii.    that the total amount of council tax for each band of property in the South Somerset area for 2018/19 be as given in the table below:

A-

A

B

C

D

E

F

G

H

906.92

1,088.30

1,269.69

1,451.09

1,632.46

1,995.23

2,358.00

2,720.77

3,264.92

 

 

 

NB The above figures exclude all town/parish precepts and assume that the figures provided by Somerset County Council and Devon and Somerset Fire and Rescue are approved at their full Council meetings on 21st February and 16th February 2018 respectively.  If any changes are required they will be reported to the meeting.  Police & Crime Commissioner for Avon and Somerset approved their figures on the 1st February 2018

 

 iii.       that, having calculated the totals of each precepting authority’s amounts (including town and parish precepts), The Council (in accordance with Section 30(2) of the Local Government Act 1992) (as amended) hereby sets the amounts shown at TOTAL in the table shown at Appendix A as the council taxes for the financial year 2018/19 for each category of dwelling.

 

 

c.

note that if the formal Council Tax Resolution is approved, the total Band D Council Tax as follows:

 

 

2017/18

£

2018/19

£

Increase

%

South Somerset District Council

157.48

162.48

3.18

Somerset County Council

1,082.36

1,115.99

5.99

Somerset County Council (Adult Social Care)

42.43

76.17

Police and Crime Commissioner for Avon and Somerset

181.81

193.81

6.60

Devon And Somerset Fire and Rescue Authority

81.57

84.01

2.99%

 

1,545.65

1,632.46

5.62%

Town and Parish Council (average)

87.73

87.15

-0.66%

 

1,630.38

1,719.61

5.47%

 

Reason:

To approve the final council tax resolutions for 2018/19.

(Voting: unanimous in favour)

 

 

 

 

For

Against

Abstain

1

CLARE APARICIO PAUL

 

x

 

 

2

JASON BAKER

 

Absent

 

 

3

CATHY BAKEWELL

 

x

 

 

4

MARCUS BARRETT  ...  view the full minutes text for item 114.

115.

SSDC Constitution pdf icon PDF 150 KB

Decision:

 

RESOLVED:

That Full Council agreed that the following posts be appointed to act as Proper Officers for the Council and be authorised to execute certain documents under the Council’s seal in addition to the Chief Executive:

·         Director – Strategy & Commissioning

·         Director – Service Delivery

·         Director – Commercial Services

·         Lead Specialist – Legal

Reason:

To appoint certain officers as Proper Officers for the Council and also to ensure that certain documents are executed under the Council’s seal.

(Voting: unanimous in favour)

Minutes:

The Monitoring Officer advised that since the loss of Ian Clarke there was a shortage of officers authorised to sign contracts and deeds on behalf of the Council.  She proposed appointing the 3 Directors and herself as well as the Chief Executive to act as Proper Officers for the Council.

 

There was no debate and Members were content to approve the appointment of Proper Officers for the Council as proposed.

 

RESOLVED:

That Full Council agreed that the following posts be appointed to act as Proper Officers for the Council and be authorised to execute certain documents under the Council’s seal in addition to the Chief Executive:

·         Director – Strategy & Commissioning

·         Director – Service Delivery

·         Director – Commercial Services

·         Lead Specialist – Legal

Reason:

To appoint certain officers as Proper Officers for the Council and also to ensure that certain documents are executed under the Council’s seal.

(Voting: unanimous in favour)

116.

Treasury Management Strategy Statement and Investment Strategy 2018/19 pdf icon PDF 152 KB

Additional documents:

Decision:

 

RESOLVED:

That Full Council approved the Treasury Management Strategy Statement and Investment Strategy for 2018/19 as set out in Appendix 1 of the report.

Reason:

To approve the Treasury Management Strategy Statement and Investment Strategy for 2018/19. 

(Voting: 43 in favour, 0 against, 4 abstentions)

Minutes:

The Chairman of the Audit Committee advised that the Treasury Management Strategy Statement detailed how SSDC currently borrowed money and the Council’s treasury advisers, Arlingclose, had conditioned future commercial property investment. 

 

In response to a question, the Leader of Council and the Chief Executive confirmed that the vendor of one property investment had insisted upon commercial confidentiality for a period after the purchase date as it may have affected other business they were transacting. 

 

At the conclusion of the debate, Members were content to approve the Treasury Management Strategy Statement and Investment Strategy for 2018/19.

 

RESOLVED:

That Full Council approved the Treasury Management Strategy Statement and Investment Strategy for 2018/19 as set out in Appendix 1 of the report.

Reason:

To approve the Treasury Management Strategy Statement and Investment Strategy for 2018/19. 

(Voting: 43 in favour, 0 against, 4 abstentions)

117.

Membership of Committees - Appointment of New Councillor to Scrutiny Committee pdf icon PDF 124 KB

Decision:

 

RESOLVED:

That Full Council, in accordance with Section 16 (1) Local Government and Housing Act 1989 and the duty therein to give effect to the wishes of the political group to which seats on any committee are allocated,  confirmed that:-

 

  1. Councillor Mike Lock be appointed to the Scrutiny Committee.

Reason:

To confirm a change to the Scrutiny Committee appointments following the appointment of Councillors to various committees and working groups at Council on 18th May 2017. 

(voting: unanimous in favour)

Minutes:

The Portfolio Holder for Democratic Services advised that due to work commitments, Councillor Paul Maxwell had stepped down from the Scrutiny Committee and Councillor Mike Lock was proposed to replace him.

 

There was no debate and Members were content to approve the appointment of Councillor Mike Lock to the Scrutiny Committee.

 

RESOLVED:

That Full Council, in accordance with Section 16 (1) Local Government and Housing Act 1989 and the duty therein to give effect to the wishes of the political group to which seats on any committee are allocated,  confirmed that:-

 

  1. Councillor Mike Lock be appointed to the Scrutiny Committee.

Reason:

To confirm a change to the Scrutiny Committee appointments following the appointment of Councillors to various committees and working groups at Council on 18th May 2017. 

(voting: unanimous in favour)

118.

Report of Executive Decisions pdf icon PDF 109 KB

Minutes:

The report of Executive Decisions was noted.

119.

Audit Committee pdf icon PDF 105 KB

Minutes:

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

The report of the Audit Committee was noted.

120.

Scrutiny Committee pdf icon PDF 171 KB

Minutes:

Councillor Sue Steele, Chairman of the Scrutiny Committee, presented the report of the Committee.  She welcomed Councillor Mike Lock to the Committee.

The report of the Scrutiny Committee was noted.

121.

Motions

There were no Motions submitted by Members.

Minutes:

There were no Motions submitted by Members.

122.

Questions Under Procedure Rule 10

There were no questions submitted under Procedure Rule 10.

Minutes:

There were no questions submitted under Procedure Rule 10.

123.

Date of Next Meeting pdf icon PDF 17 KB

Minutes:

Members noted that the next scheduled meeting of the Full Council would take place on Thursday, 15th March 2018 in the Council Chamber, Council Offices, Brympton Way, Yeovil commencing at 7.30 p.m.