Agenda, decisions and minutes

Apologies for absence were received from Mark Williams, Chief Executive, Rina Singh, Strategic Director, and Donna Parham, Assistant Director.

To approve and sign the minutes of the previous meeting held on Thursday, 21^st May 2015.

The minutes of the meeting held on the 21^st May 2015, copies of which had been previously circulated, were approved as a correct record of the meeting and signed by the Chairman, subject to the following corrections:-

Page 6 – Area South Committee: Councillors John Field and Sam McAllister should be listed as Conservative group members

Page 7 - Area West Committee: Councillor Dave Bulmer should be listed as an Independent member.

Page 8 – Licensing Committee: Councillor Alan Smith to be added to the list of members of the Committee.

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 15th 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.

There were no declarations of interest made. 

Mr J Burlington addressed the Council and asked if Members were willing to face the reality of global warming and to adopt appropriate policies.  He said that he had set up the South Somerset Climate Action group who held awareness raising events and he had been invited by a previous Council Leader to join the South Somerset Together Local Strategic Partnership to help them address climate issues.  He asked that the Council adopt the necessary policies to allow all children to have a decent future.

Councillor Henry Hobhouse, as Portfolio Holder for Property and Climate Change responded that the Council agreed with his sentiments and were slowly moving forward.  Every Executive report was required to consider the carbon impact of its recommendations and most SSDC buildings contained solar panels to reduce energy consumption. 

Mr J Lewes said that he helped at a co-ordination centre in Ilminster where pensioners were already planning for the cold winter months and he asked to what extent the District Council were engaged with local households on energy efficiency measures.

Councillor Henry Hobhouse, as Portfolio Holder for Property and Climate Change responded that the District Council had conducted a photographic infra-red test of houses in the district and had found that most heat was lost from front doors.  He said the Council was working with a community energy company to insulate houses and generate electricity.

There were no announcements from the Chairman.

The list of Chairman’s Engagements was noted.

The Leader of Council, as Portfolio Holder for Strategy and Policy, advised that the report had previously been considered by the Scrutiny and Executive Committees.

In response to a question relating to the percentage of planning applications allowed at appeal, the Assistant Director (Economy) advised that if a Council was regularly refusing up to 50% of planning applications which were subsequently overturned at appeal then developers could directly approach the Planning Inspectorate.  However the SSDC trend of allowed appeals was changing since the Local Plan had been adopted and the 5 year land supply had been demonstrated.

Members were content to note the report.

The Leader of Council introduced the report and explained the discussions which had taken place with East Devon DC to terminate the existing CEO arrangement and the tentative discussions with Mendip DC to form a closer working arrangement.  Following those discussions, he proposed an amendment to recommendation 4 to set up a working group to progress the closer working arrangement and to commission a joint independent evaluation of both Councils

Councillor Tim Inglefield, as Leader of the Conservative Group, confirmed that he had been part of the discussions and he proposed that each of the recommendations of the report be voted upon individually.

In response to questions from Members the Leader of Council confirmed that:-

·         The termination of the shared CEO arrangement with East Devon DC had been mutually agreed with a 6 month pay settlement.

·         The start of a new Council term was the logical time to make such changes.

·         He anticipated the outcome of discussions with Mendip would be clearer by September 2015.

·         He expected the temporary CEO role to last up to December 2015.

During discussion, it was agreed to amend recommendations 4 and 5 to clarify that discussions would be with Mendip DC in the first instance and all other options would be considered.  Also, that there would be no uplift in in the Strategic Directors salaries whilst they undertook the role and function of CEO for a temporary period.

At the conclusion of the debate, each recommendation was voted upon in turn.

Councillor Derek Yeomans, as Chairman of the Audit Committee, confirmed that they had considered the report in detail and were content that the Council’s treasury management was sound. 

There was no debate and Members were content to note the report. 

The Portfolio Holder for Democratic Services advised that the report had been considered by both the Scrutiny and District Executive Committees and whilst there were no issues with the criteria for appointing Honorary Aldermen, the privileges had been amended.  The cost of providing an annual parking permit and £100 Octagon Theatre gift voucher was not justified and the use of the Members Room at Brympton Way offices was not appropriate.  Neither was representation of Chairman or Vice-Chairman at civic events.  She said it was an honour to be appointed an Alderman as it recognised past service but that honour did not bring rights and there was no need to extend their privileges. 

During discussion it was confirmed that the appointment of Aldermen would take place on Thursday 17^th September, immediately prior to the Full Council meeting.  The names of the people to be appointed would be agreed by the Group Leaders in advance of the meeting.

(Voting:  59 in favour, 0 against, 1 abstention)

The Assistant Director (Legal and Corporate Services) advised that a valid request had been received from Yeovilton Parish Council to increase the number of Parish Councillors and so the necessary public consultation would be conducted by a Community Governance Review.

The Ward Member, Councillor Tony Capozzolli, asked that the review be conducted with all speed.  During discussion, Members expressed concern at the bureaucratic system involved to increase the number of Parish Councillors and it was agreed that a letter be written to the Government to express the Council’s concerns at the process.

(Voting: unanimous  in favour)

The Leader of Council reminded Members that some Committee and outside body appointments had been deferred from the last meeting of Council.  There was no debate and Members unanimously agreed the appointments.

(Voting: unanimous in favour)

The Leader of Council introduced the item and invited questions from Members.

There were no questions and the report of Executive Decisions was noted.

Councillor Derek Yeomans, Chairman of the Audit Committee, introduced the report and invited questions from Members

There were no questions and the report of the Audit Committee was noted.

Councillor Sue Steele, Chairman of the Scrutiny Committee, introduced the report and drew Members attention to the Local Council Tax Support consultation which was currently open on the Council’s website.

The report of the Scrutiny Committee was noted.

1.         Reinstating Member Representation on the South West Home Safety Partnership

Proposal – That this Council reinstates its Membership representation on the South West Home Safety Partnership.

2.         Promoting and facilitating Sustainable Living in South Somerset

Proposal - That, in relation to South Somerset, at its bimonthly meetings, this Council reviews its proactive role in promoting / facilitating sustainable living.

(Voting: 6 in favour of the Motion, 15 against, 37 abstentions)

3.         Completing the Stop Line Way though South Somerset

Proposal – That with the known economic benefits completing the Stop Line Way through South Somerset is treated as a priority and reviewed bimonthly by Full Council.

4.         Reopening Chard Junction Station

Proposal – In the light of possible changing circumstances at the site, this Council reinvigorates its aim to reopen Chard Junction Station.

(Voting: 5 in favour of the Motion, 36 against, 17 abstentions)

5.         Proposal for a period of free car parking to reinvigorate High Street shopping in South Somerset

Proposal - That this Council investigates a change to the Council Car Parking Policy to enable an initial free period of up to 2 hours of parking to be made available, where parking is currently charged at a timed rate.

(Voting: 52 in favour, 5 against, 1 abstention)

The following motions were submitted by Councillor Andrew Turpin:-

1.         Reinstating Member Representation on the South West Home Safety Partnership

Proposal – That this Council reinstates its Membership representation on the South West Home Safety Partnership.

Councillor Andrew Turpin introduced the Motion, saying the South West Home Safety Partnership was related to the ROSPA Home Safety Committee and its meetings were also attended by the SSDC Environmental Health Manager.  He said the value of the meetings were its outcomes in reducing accidents and injuries.

During discussion, varying views were expressed.  Some Members felt that there was duplication in both officer and Member representation whilst others felt the information provided by Councillor Turpin appeared to make the representation worthwhile.  As the Scrutiny Committee had conducted the review of membership on outside organisations, it was proposed that they be asked to reconsider this representation at their next meeting in line with the policy on outside body representation.  Councillor Turpin confirmed that he was in agreement with this proposal.

2.         Promoting and facilitating Sustainable Living in South Somerset

Proposal - That, in relation to South Somerset, at its bimonthly meetings, this Council reviews its proactive role in promoting / facilitating sustainable living.

Councillor Andrew Turpin introduced the Motion, saying that although SSDC employed a Climate Change officer, everyone should think globally and act locally.  He said that both the Council and Councillors should be promoting sustainable living in its decisions and initiatives where appropriate.

Councillor Henry Hobhouse, as Portfolio Holder for Property and Climate Change, reminded Members that every Executive and Council report included the carbon emissions and climate change implications of taking the decision.  He also noted that Councillor Turpin had been invited to attend the Carbon Reduction Board and any suggestions put forward would be implemented provided their capital costs broke even and drew Members attention to the successful photovoltaic panels installed on the roof of several SSDC buildings which had halved the Council’s electricity spend and the use of electric streetscene vehicles.  He said all Members were welcome to attend the Carbon Reduction Board meetings but he did not feel that a bi-monthly report to Council was necessary. 

During discussion, although Members supported the sentiment of the Motion, it was felt that bi-monthly reports to Council was too frequent.  The Motion that the Council reviewed its proactive role in promoting / facilitating sustainable living at its bimonthly meetings was put to the vote but was defeated (voting: 6 in favour of the Motion, 15 against, 37 abstentions).

(Voting: 6 in favour of the Motion, 15 against, 37 abstentions)

3.         Completing  ...  view the full minutes text for item 32.

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 take place on Thursday, 17^th September 2015 in the Council Chamber, Brympton Way, Yeovil commencing at 7.30 p.m.