Agendas, Minutes and Reports

Minutes

of the Meeting of the

Council

Thursday, 14th January 2010

(deferred from Tuesday, 5th January 2010)

held at the Town Hall, Weston-super-Mare, Somerset.

Meeting Commenced: 6.00 p.m. Meeting Concluded: 9.32 p.m.

Councillors:

P Liz Wells (Chairman)

P Ann Harley (Vice-Chairman)

P Elfan Ap Rees	P Nigel Ashton
P Felicity Baker	P Jan Barber
A Karen Barclay	P Bob Bateman
P Chris Blades	P Ericka Blades
P Jeremy Blatchford	P Mary Blatchford
P Peter Bryant	P Robert Cleland
P Andy Cole	P Will Collins
A Tom Collinson	P Bob Cook
P Sue Creasey	P Steve Edwards
P Carl Francis-Pester	P Bob Garner
P Hugh Gregor	P Anne-Marie Gregory
P Colin Hall	P Gully Hayer
P Andrew Horler	P Chris Howell
P Jill Iles	P David Jolley
P Phil Judd	P Edward Keating
P Dr. Mike Kellaway-Marriott	P Anne Kemp
P Chris Kimitri	P Nan Kirsen
P Reyna Knight	P Tony Lake
P Tom Leimdorfer	A Tim Marter
A Alan McMurray	P Keith Morris
P Tony Moulin	P John Norton-Sealey
P Ian Parker	P Dawn Parry
P David Pasley	P Ami Patel
P Dawn Payne	P Marcia Pepperall
P Lisa Pilgrim	P Ian Porter
P Terry Porter	A Howard Roberts
A David Shopland	P Debbie Stone
P Arthur Terry	P Stanley Vyce
P Clive Webb	P Roz Willis
A Deborah Yamanaka

P: Present

A: Apologies for absence submitted

Officers in attendance: Graham Turner (Chief Executive Officer), Phil Hall (Director of Finance and Resources and Interim Director of Children and Young People’s Services), Jane Smith (Director of Adult Social Services and Housing), David Turner (Director of Development and Environment), Nicholas Brain (Acting Solicitor to the Council), Philip Day (Corporate Services Unit), James Foster (Corporate Services Unit), David Jellings (Corporate Services Unit), Rachel Lewis (Development and Environment Directorate), Paul Morris (Corporate Services Unit), Richard Turner (Corporate Services Unit).

COU

101

Prayer

Councillor Mrs. Willis offered prayer.

COU

102

Public Participation Time: Car parking charges (John Morris) (Agenda Item 1)

Mr. Morris addressed the Council. He requested the Council to grant car park charges exemption in Council owned off-street car parks for severely disabled persons in receipt of civilian or military service higher rate allowances with mobility component for Blue Badge holders. These residents had no choice but to use their own, or a supplied, vehicle for everyday needs. Parking options were free in the allocated spaces on the public highway. Mr. Morris emphasised the criteria for the grant of Blue Badges and he requested that immediate action be taken to remove car park charges for this group.

The Chairman thanked Mr. Morris for his address.

COU

103

Public Participation Time: Ebdon Court, Worle (Pearl Collman) (Agenda Item 1)

Ms. Collman addressed the Council. In reaching a decision to close Ebdon Court, Worle, a Council operated residential home for dementia sufferers, she contended that the Authority had not adequately considered all of the issues and had given insufficient weight to the reasons for retaining the home. She said that further investigations should have been pursued with other potential providers and the reports had not shown accurate costings. Ms. Collman also alleged that details about the home were incorrect. Some of the budgeted funds had not been used and some alternative provision that had been indicated was not suitable for the residents concerned. Ms. Collman requested the Council to cancel its closure decision and to advertise the home with a view to attracting another provider.

The Chairman thanked Ms. Collman for her address.

COU

104

Public Participation Time: Ebdon Court, Worle (Mrs. Esme Heal) (Agenda Item 1)

Mrs. Heal addressed the Council. A close relative, who suffered from early onset dementia, was a resident in Ebdon Court, Worle, a Council operated residential home for dementia sufferers. She expressed concern that notice of the closure of the home had been given two weeks before Christmas 2009. The staff were excellent in the care that they provided and the home was welcoming and homely. Because of the nature of the disability, sufferers needed stability and continuity; the trauma of change could have very severe effects on the health of residents. The Council, in a recent edition of North Somerset Life, had emphasised the importance that it placed on adult care, however, Mrs. Heal felt that her experience of the process that the Authority had followed did not support this; the decision should be reviewed.

The Chairman thanked Mrs. Heal for her address.

COU

105

Public Participation Time: Concerns on the potential redevelopment of Council Office and leisure facilities for Weston and locality (Richard Whittington) (Agenda Item 1)

Mr. Whittington addressed the Council. He referred to the forthcoming debate and decision on the proposed purchase of offices at Clevedon and hoped that there would be a named vote on the issue. Local opinion was important and should be carefully considered. Having regard to the failure of the most recent proposal to redevelop the Tropicana, the Council should also take notice of public opinion on that issue. The petition he had previously presented indicated the strength of public feeling. The Council had a basic responsibility to provide the services the public wanted. There were alternatives to the method of provision: the trust set up to run the Portishead Pool had operated well and could possibly be replicated for the Tropicana. The availability of grant aid was being investigated. Mr. Whittington made a gesture of support towards its future operation by a trust.

The Chairman thanked Mr. Whittington for his address.

COU

106

Public Participation Time: Possible conflict of interest that can exist when Councillors sit on both the District Council and the Town Council (Mr. R. F. Evely) (Agenda Item 1)

Mr. Evely addressed the Council. He did not believe that North Somerset Councillors had enough information to make a reasoned judgement to purchase the Clevedon site; further investigations were necessary. Councillors who were members of both North Somerset Council and Weston-super-Mare Town Council should have been better briefed in a more timely manner. They now had to be decisive and not abstain. They should consider the facts and not be influenced by politics.

The Chairman thanked Mr. Evely for his address.

COU

107

Public Participation Time: Proposed purchase of Castlewood at Clevedon (Clive Darke) (Agenda Item 1)

Mr. Darke addressed the Council. He felt strongly about the Council’s proposal to purchase offices in Clevedon and he thought there were many unanswered questions. The Council might not be able to sell its existing disparate offices and why should there be an assumption that the rents of existing leased premises would increase? It was assumed that parts of the acquired offices could be sublet but was that realistic? Public transport to the site was limited which would lead to greater use of private cars, contrary to local and national policies that aimed to reduce this. Why did the current owner wish to sell the premises? Could it be that the building was in the wrong place to attract staff? The building needed money spent on it and it had been on the market for a long time; these factors should be considered carefully. Mr. Darke was not convinced that the proposal was a good economic proposition and he recommended that the Council reconsider the proposal.

The Chairman thanked Mr. Darke for his address.

COU

108

Declarations of Interest by Members (Agenda Item 4)

Members declared the interests below –

Councillor Dr. Kellaway-Marriott – personal interest in the proposed Office Amalgamation Programme arising from his position of Town Mayor of Weston-super-Mare, his involvement with the Weston-super-Mare Town Centre Company and his position as Ward Councillor for the Town Hall site.

Councillor Dr. Kellaway-Marriott – personal interest in transport and education matters arising from the fact that a close member of his family was provided with school transport by this Council.

Councillor Keating – personal interest in the proposed Office Amalgamation Programme arising from his wife’s employment with the Council.

COU

109

Minutes – 17th November 2009 (Agenda Item 5)

Resolved: that the minutes of the meeting be approved as a correct record.

COU

110

Presentation to the Council: Seafront Enhancement Works at Weston-super-Mare (Agenda Item 6)

Simon Shuker, Regional Business Development Director of Birse Coastal, presented to the Chairman a commemorative plaque recording the mutually beneficial contract between the Council and his company.

The Council expressed its appreciation with acclamation.

COU

111

Motion by a Member:

The Tropicana, Weston-super-Mare (Councillor Keating) (Agenda Item 7(1))

Motion: Moved by Councillor Keating and seconded by Councillor Howell -

“That this Council proposes the building of a modern, publicly funded, covered water leisure facility on the Tropicana site; it should be built and operated by a combination of this Council and Weston-super-Mare Town Council finance, with appropriate small-scale on-site development in partnership with the local business community and that officers be requested to make arrangements for further reports to be submitted on the proposed implementation of this scheme.”

Nine Members signified their support for a debate on the Motion.

Councillor Keating made a statement in support of his Motion.

Although it was recognised that action was now needed to provide for the development of the site, a process to find a developer was now in hand. Some Members therefore commented that the Motion’s proposal was premature.

The Motion was lost.

COU

112

Corondale Road and Martindale Court and Road, Weston-super-Mare: Bus Petition, Response to the Council (Agenda Item 8)

Motion: Moved by Councillor Ap Rees, seconded by Councillor Ashton and

Resolved: that the petition received at the Council meeting on 13th October 2009 be considered during the annual tender review.

COU

113

Leader’s Announcements (Agenda Item 10)

(1) Performance of the staff and contractors during the recent exceptionally cold weather

Councillor Ashton expressed the appreciation of the Council for the achievements of staff and contractors in dealing with the recent very cold weather. He referred to those services where outside work was required, highway gritting and salting, refuse (85% of collections made) and recycling collections, and employees arriving at work during periods of poor highway conditions and public transport disruptions.

The Council signified its appreciation with acclamation.

COU

114

Chief Executive Officer’s announcements (Agenda Item 11)

(1) Steve Hodges, Freeman of the City of London

The Chief Executive Officer reported that Steve Hodges, Mechanical, Electrical and Energy Manager, who was a member of the Worshipful Company of Fuellers, a livery company of the City of London, had been made a Freeman, and granted Freedom, of the City of London.

The Council signified its congratulations with acclamation and requested that this be expressed to Mr. Hodges.

(2) Honorary Alderman Mrs. Ella Nicholls

The Chief Executive Officer reported that Honorary Alderman Mrs. Ella Nicholls had recently suffered a stroke.

The Council requested that its best wishes for a rapid recovery be expressed to Honorary Alderman Mrs. Ella Nicholls.

COU

115

Forward Plan (Agenda Item 12)

Councillor Ashton presented the Forward Plan dated 17th December 2009.

Resolved: that the Forward Plan be received.

COU

116

Four-Monthly Report of the Adult Services and Housing Policy and Scrutiny Panel (Agenda Item 13(1))

Councillor Mrs. Kemp presented the report.

Resolved: that the report be noted.

COU

117

Four-Monthly Report of the Environmental Services Policy and Scrutiny Panel (Agenda Item 13(2))

Councillor Garner presented the report. He thanked Councillor Mrs. Creasey for her work in developing a recycling policy for Council owned premises.

Resolved: that the report be noted.

COU

118

Question Time (Standing Order 18) (Agenda Item 14)

Oral questions were directed to the Members concerned and the summary notes and the topics involved are contained in Appendix 1.

COU

119

Report and matters referred from the Executive

15th December 2009 (Agenda Item 15)

Minute EXE 71 – Rapid Transit - Ashton Vale to Temple Meads and Bristol City Centre

Motion: Moved by Councillor Ashton, seconded by Councillor Ap Rees and

Resolved: that the item be deferred to the Council Meeting to be held on 23rd February 2010 in order to comply with statutory requirements regarding the timing of the making of the resolution.

Minute EXE 78 – Proposed Office Amalgamation Programme and associated acquisition and disposal of property (Exempt in part)

Suspension of Standing Orders

Resolved: that Standing Orders be suspended under Standing Order 40 to enable Members to receive a presentation from the Chief Executive Officer, a statement from the Leader of the Council and for general discussion to take place.

____________________

The Council’s proceedings with Standing Orders suspended then followed – 7.15 p.m.

The Chief Executive Officer made a presentation which explained the reasons for recommending the amalgamation of the Council’s variously located offices into two office localities: the Town Hall, Weston-super-Mare and Castlewood, Clevedon (to be acquired). The reasons centred on the continuing need for the Council to improve its business efficiency and to provide locally based and accessible services. The various efficiency and performance audits stressed the need for accessibility; improving this was difficult with the current disparate office units. The acquisition of the Castlewood building at Clevedon would enable the Council to arrange services around the needs of residents in the north and the south of the District in a much more efficient way and in due course would show a saving in accommodation costs. Additionally, it might be feasible to accommodate some of the Council’s partner organisations, including local NHS services. Discussions on this were at an early stage. The Council also had to take into account systems recovery in disaster situations and the location of administration in two hubs would mean that supplementary emergency accommodation would probably not be required so in times of crisis, services could be up and running in the shortest possible time and simultaneous power failures at both locations would be extremely unlikely. New ways of working also contributed to the need to reassess office locations in that some staff now only required office facilities for part of the time. The opportunity that had arisen to purchase the Castlewood offices at Clevedon would thus enable the Council to give better services from fewer but better buildings and would show financial savings over time. Details of the buildings currently occupied by the Council were shown together with the financial implications of not pursuing the acquisition. It was not possible or appropriate to identify precisely those staff and services that would be based at Clevedon; this would be done following further investigation into residents’ needs and efficiency considerations.

The Chairman thanked the Chief Executive Officer for the presentation.

Councillor Ashton made a statement in support of the recommendations. He emphasised that the Town Hall would still be the Council’s largest office unit and would remain the administrative and civic centre.

Members raised comments and questions and these included: the need to provide a green travel plan bearing in mind that the nearest rail link was at Yatton and car journeys should be reduced wherever possible; the travel arrangements of residents visiting Council offices was important; the expenditure had to be justified and show a saving over time; and the effects on Weston-super-Mare town centre should be considered.

____________________

The Council’s proceedings under the provisions of Standing Orders then resumed 7.47 p.m.

Motion: Moved by Councillor Ashton and seconded by Councillor Ap Rees –

“(1) That the terms and conditions for the acquisition of office premises at Castlewood, Clevedon, contained in the report and the exempt report, be approved;

(2) that the financial arrangements, contained in the report, be approved, including;

(i) the increase in the Council’s Capital Programme for the initial capital

sums,

(ii) the use of unsupported borrowing to finance partially the capital

expenditure, and

(iii) the proposed treasury management actions, detailed in paragraphs 5.7 to 5.9 of the report; and

(3) that the disposal of surplus properties, as they become vacant due to the relocation of staff arising from the acquisition, in accordance with the Council’s surplus asset disposal procedures, be approved.”

Councillor Ashton presented a report.

The Chairman vacated the Chair and left the meeting – 7.50 p.m.

The Vice-Chairman in the Chair

Debate ensued. Members generally considered that the proposed purchase of Castlewood, Clevedon presented an opportunity that would increase the Council’s capacity to improve efficiency and service and save money over time. Reference was made to the opinions in Weston-super-Mare that there would be a deleterious effect on the town centre and the general wellbeing of the town; these views were thought by most Members to be unfounded bearing in mind the number of staff that would continue to work from the Town Hall. It was not in the Council’s interest for the prosperity of the town to suffer.

Some Members believed the proposal to be premature and considered that more information should be provided before a final decision was made.

The Chairman returned to the meeting – 7.58 p.m.

The Chairman in the Chair

Debate ensued. Members expressed concern about the criticism of the Council in the local press in Weston-super-Mare.

It was thereupon

Resolved: that the Motion be approved and adopted.

Minute EXE 79 – Council Tax Base for 2010/11

Motion: Moved by Councillor Ashton, seconded by Councillor Ap Rees and

Resolved: that, in accordance with the recommendation of the Executive, the tax base of 77,587.04 Band D equivalent properties for 2010/11, be approved.

COU

120

Report and matter referred from the Standards Committee

24th November 2009

Minute STD 20 – Anti Fraud and Corruption Policy Statement

Motion: Moved by Councillor Ashton, seconded by Councillor Ap Rees and

Resolved: that, in accordance with the recommendation of the Standards Committee, the Anti-Fraud and Corruption Policy Statement, as amended by the Committee, be approved and adopted.

COU

121

Avon and Somerset Police Authority (Councillor Terry) (Agenda Item 18(1))

Councillor Terry presented a report. He mentioned that a presentation would be give on 2nd February 2010 on police accommodation requirements.

Resolved: that the report be noted.

COU

122

Avon Fire Authority (Councillor Patel) (Agenda Item 18(2))

Councillor Patel gave an oral report including details on: the extremely good way that the Fire Authority had performed during the recent cold weather, all operational staff, including retained staff, had reported for duty as normal and service control had been normal; donation of redundant fire service equipment to Gambia, the President of which had awarded the Authority the country’s highest honour, “The Insignia of Commander of National Order of Gambia”; and the Annual Audit Report, the Authority had been found to be “performing well” and had been rated second of the 46 fire authorities.

Resolved: that the report be noted.

COU

123

North Somerset Partnership (Councillor Ashton) (Agenda Item 18(3))

Councillor Ashton presented a report.

Resolved: that the report be noted.

COU

124

Update Report – Medium Term Financial Plan 2010 to 2012 and Draft Revenue and Capital Budgets (Agenda Item 19)

Motion: Moved by Councillor Lake and seconded by Councillor Ashton –

“(1) That the further progress made in closing the funding gap for the 2010/11 revenue budget, be noted; and

(2) that the continued work of the Capital Board in respect of the capital schemes requiring non-earmarked funding, be noted.”

Councillor Lake presented a report.

Notice of Amendment

Councillor Leimdorfer gave the following Notice of Amendment to the Budget proposals, having regard to the arrangements for Budget scrutiny by the Budget Working Group –

“(1) In the report submitted, on page 5, in the table under ‘New Items, Acquisition of Castlewood Office Accommodation, replace ‘1,209’ by ‘359’;

(2) in the same table, under ‘Savings, Further savings within ASH, delete ‘-600’; and

(3) in the same table, under ‘Savings, Further savings within CYPS, delete ‘-250’.”

The Notice of Amendment was accepted.

It was thereupon

Resolved: that the Motion be approved and adopted.

________________________________

Chairman

________________________________

Appendix 1

North Somerset Council

Council Meeting, 14th January 2010

Question Time (Agenda Item 14)

Question 1

From Councillor Keating

To Councillor Ap Rees, Deputy Leader of the Council

Knightstone Island, Weston-super-Mare: press reports

Councillor Keating asked whether the press reports about the Council owing money in connection with the redevelopment of Knightstone Island, were true.

Councillor Ap Rees said that he would respond in writing.

Question 2

From Councillor Mrs. Creasey

To Councillor Francis-Pester, Executive Member for Environment and Asset Management

Infill developments and flood risks

Councillor Mrs. Creasey enquired whether the Council took into account the advice from statutory bodies on flood risks in respect of infill development when considering planning proposals.

Councillor Francis-Pester confirmed that the advice was taken into account.

Question 3

From Councillor Mrs. Willis

To Councillor Ap Rees, Deputy Leader of the Council

Weston-super-Mare, Milton and Old Worle: grit bags

Councillor Mrs. Willis asked if grit bags could be located in the Weston-super-Mare Milton and Old Worle area so that residents could distribute the grit in very cold weather. She also expressed appreciation to highways staff and the area officers who had worked extremely hard during the recent period of extreme weather.

Councillor Ap Rees said that he would investigate the request.

Question 4

From Councillor Mrs. Kirsen

To Councillor Bryant, Executive Member for Community Services and Transport

Pigeon holes for Members’ mail

Councillor Mrs. Kirsen requested Councillor Bryant to reconsider the recently introduced arrangement whereby the Members’ pigeon holes were located in the CSU General Office. She mentioned that a Member with a mobility problem had difficulty in picking up his mail.

Councillor Bryant said that the new arrangement had been introduced for efficiency reasons and he asked Members to use it for a period and then indicate whether it should be reviewed. Special arrangements would be made, on request, for any Member who had a mobility problem.

Question 5

From Councillor Moulin

To Councillor Ap Rees, Deputy Leader of the Council

“Bendi-buses”

Councillor Moulin wanted to know if a press report that “bendi-buses” were to be tried in North Somerset was true.

Councillor Ap Rees said that the matter was being considered.