Agenda, decisions and minutes

Apologies for absence were received from Councillors Cathy Bakewell, Henry Hobhouse, Tim Inglefield, Val Keitch, Tony Lock, Sam McAllister, David Norris, Tiffany Osborne, Stephen Page, Dean Ruddle, Garry Shortland and Gina Seaton.

To approve and sign the minutes of the previous meeting held on Thursday 25^th February 2016.

The minutes of the Council meeting held on 25^th February 2016, 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 (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 on interest.

There were no questions from members of the public.

Councillor David Recardo informed members that Yeovil Hospital Charity had won the ITV and National Lottery’s People’s Projects collecting over £48,000 for a bid for a special unit for Activities for Older Patients at Yeovil District Hospital.

The list of Chairman’s Engagements was noted.

(Voting: 45 in favour, 0 against, 2 abstentions)

The Leader of Council introduced the report and noted that if approved this decision would be the biggest decision the authority had made for some time.  He acknowledged it would not be without risk but no matter what option was taken, the funding shortfall for future years would need to be found.  He said there were experiences to draw on from elsewhere and SSDC would design its own model.

He explained that the programme would provide substantial savings that were necessary and would enhance the customer experience and provide a better service to the public.  He appreciated that communication was key to staff and that all members should be engaged in the process to focus on and improve and maintain the services to the public.

The Portfolio Holder for Transformation explained to members in more detail the recommendations as set out in the agenda report and that the programme would help release both staff and financial resources to work on priorities such as income generation.  She recognised the risks involved but referred to the robust risk assessment and how the programme would not only become beneficial financially but provide a better service to the public. 

She further explained aspects of the report in more detail including:

·         The key issues identified to address for a future change programme.

·         Benefits of the Transformation Programme.

·         Timescale of the implementation of the Future Model.

·         Breakdown of budget and estimated costs and savings.

·         Headline risk assessment.

In conclusion the Portfolio Holder for Transformation thanked the Officers for the huge amount of work on the research and services of the authority and asked that all members support the Transformation Programme.

The Leader of Council referred to the membership of the Transformation Programme Board and suggested that along with Councillors Tim Inglefield and Sue Steele two additional non-executive members should also be appointed to the board (4 non-executive members in total).  He explained that in agreement with both group leaders it was requested that any member who may wish to take up the position are asked to inform their group leaders as soon as possible in order that a decision can be made.

In response to questions, members were informed that:

·         Appreciate that this programme will be a journey and at no point will there be a final picture as it is being designed along the way to fit the purpose of SSDC.  However acknowledge that there will be decisions that need to be made at some points in order for the process to evolve.

·         The Lean process was taken service by service and after having achieved a great deal the technology is now available to go further.  SSDC are now in a position to remodel the organisation and look at efficiencies across the board. It is understood to look at maximum waste and duplication first.

·         We are not contracting out and will look to do the vast majority in house but there is the possibility to bring in additional expertise if required. 

·         Appreciate mistakes cannot always  ...  view the full minutes text for item 128.

The Leader of Council drew Members attention to the Portfolio Holder and invited any questions from members.

In response to questions, members were informed that:-

·         The Council Plan would be presented to Scrutiny Committee and District Executive at the beginning of April before confirmation by Full Council.

·         Updates would be made to the Medium Term Financial Plan in line with the decisions made at this Full Council. 

·         Appreciate the concern regarding the procedure of Disposal of Property from Yarlington, however SSDC do not have the power to stop any disposal from Yarlington.

At the conclusion of the debate the report of Executive Decisions was noted.

Councillor Derek Yeomans, Chairman of the Audit Committee, introduced the report and reminded members that there would be a training session following the close of the next Audit meeting and encouraged members to attend.  

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

The Chairman of the Scrutiny Committee referred to the Task & Finish Reviews and informed members that the first meeting of the Consent for disposal/Rural Lettings Policy had taken place.  She also advised that two more Task & Finish Reviews were approaching and would be looking for volunteers.  She believed it would provide an excellent opportunity for members to learn more about the work and services of the authority.

The report of the Scrutiny Committee was noted.

There were no Motions submitted by Members.

There were no Motions submitted.

The following question was submitted by Councillor Mike Beech on behalf of Councillor Dean Ruddle under Procedure Rule 10:-

Regarding planning application 15/04331/S73 in Somerton, can we have an explanation as to why there is a £40,273 S.106 contribution towards a new studio theatre at the Octagon or towards the stage refit at the Westlands entertainment complex given that as far as we know no contracts had at that time been signed regarding Westlands?

The Portfolio Holder for Leisure and Culture responded with the following:-

Under SDDC policies the use of Section 106 contributions requested from developers are used for Strategic Facilities.  The Council sought contribution towards either the Octagon Theatre or stage refit of the Westlands Leisure Complex.  She explained that this money can only be spent on these facilities and deploying both options reduces the risk of contributions remaining unspent and needing to be returned to the developer.

In response Councillor Mike Beech asked a supplementary question; ‘Are we up to the pooling limit for the Octagon Theatre?

The Portfolio Holder for Leisure and Culture agreed to provide further information to Councillor Mike Beech in due course.

Members noted that the next meeting of the Full Council would take place on Thursday, 21^st April 2016 in the Council Chamber, Brympton Way, Yeovil commencing at 7.30pm.