Agenda and minutes

A Member must declare any disclosable pecuniary interest where it relates to any matter being considered at the meeting. A declaration of a disclosable pecuniary interest should indicate the interest and the agenda item to which it relates. A Member is not permitted to participate in this agenda item by law and should immediately leave the meeting before the start of any debate.

If the Member leaves the meeting in respect of a declaration, he or she should ensure that the Chairman is aware of this before he or she leaves to enable their exit from the meeting to be recorded in the minutes in accordance with Standing Order 37.

None declared.

(1)  Executive – 2 February 2022

To approve as a correct record (attached)

(2)  Extraordinary Executive – 14 March 2022

To approve as a correct record (attached)

1)  Executive – 2 February 2022

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

(2)  Extraordinary Executive – 14 March 2022

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

The Assistant Director Legal and Governance updated members on the outcome of the Extraordinary Meeting of the Executive on 14 March 2022 and noted that after negotiations the contract would continue with any changes being signed off under Director delegated authority.  No further report would therefore come back to the Executive.

Non-Executive Councillors wishing to address the Executive are required to notify the contact officer mentioned at the top of this summons letter by noon on the day before the meeting. A total of fifteen minutes will be allocated to hear all addresses.

None received.

The Chairman noted a call-in of a joint committee decision to take place on 3 May 2022 with the agenda and papers being available on the West of England Combined Authority website.

(attached)

Resolved: that the forward plan be noted.

Report of Councillor Cartman (attached)

Councillor Cartman presented the report noting that the key theme was an ongoing transition to a digital offering to customers as it was how the majority of residents wished to engage with the council and that it was more cost-effective.  He added that members’ concerns with the digital approach had been considered and changes to the strategy as a result were noted in the appendix.  Face to face appointments would be extended particularly in the north of the district through the use of the library facilities.

In discussing the report, members thanked officers for their work in preparing the strategy.  They noted concerns with the council’s current offering via its website and expressed a need for this to be improved to encourage customers to interact digitally with the council.  It was highlighted that a detail action plan would be coming forward and members were invited to have input into this.

Members acknowledged that it was vital to communicate how those who did not use technology could interact with the council in the future and how they could access face to face appointments.  It was noted that this would be via publicising face to face appointment times; a better concierge facility at the Town Hall to signpost customers and offer appointment booking there and then and an improved telephony offer.  Members welcomed the use of libraries as community hubs and noted their use as such meant customers would be able to access face to face appointments closer to where they lived. 

Members suggested the use of a “Report It” application to free up officer time and the raising of awareness of the pilot scheme via North Somerset Life and via the engagement of parish and town councils. Members queried whether targets and key performance indicators would be used to plot progress through the five-year period of the strategy.  It was confirmed that these would be in the forthcoming Action Plan.

Resolved: that the Executive endorsed the principles, aims and activities of the council’s Customer Service Strategy for the period 2022 – 2027 and approved the adoption of the strategy.

Reasons for the decision:

As set out in the report and discussed above.

Alternative options considered and rejected:

As set out in the report and discussed above.

Report of Councillor Gibbons (attached)

Councillor Gibbons outlined the report noting that the council had a statutory duty to provide education for pupils with Severe and Profound Learning Difficulties.  She added that the current site was no longer capable of providing the physical facilities required by some pupils. 

In presenting her report, she highlighted that an additional capital budget of £3.2m was required as a result of project delays, historical levels of inflation in the construction industry and the need for robust project management.  She added that the delays had enabled further consultation to take place.  The responses from the additional consultation were detailed in the report.

In discussing the report, members noted their disappointment with the delays to the project and the impact on pupils but welcomed the positive responses during the additional consultation period from residents of North Somerset who would not directly benefit from the construction of the school. 

Resolved:

(1) that the Executive approved the expansion and creation of a second site for Baytree School, The Campus, Highlands Lane, Weston super Mare from a 72-place provision to a 120-place school located on the existing site and a new site off Brookfield Walk, Clevedon with effect from, at the earliest, 1 September 2023 and

(2) that the Executive approved the additional capital budget of £3,202,020 as noted within the financial section of this report to enable a revised project budget of £18,297,020.

Reasons for the decision:

As set out in the report and discussed above.

Alternative options considered andrejected:

As set out in the report and discussed above

Report of Councillor Bell (attached)

Councillor Canniford presented the report.  He noted that the strategy was an important and ambitious action plan to deliver affordable homes in sustainable neighbourhoods; improve and make the best use of existing homes and provide solutions, support and choice to those in housing need.

He added that the strategy cut across a number of teams and services including planning policy and the Local Plan and the Homelessness and Rough Sleeping Strategy.  He commented that the council was looking for 40% affordable housing within housing developments and for the standard of build to be much higher.

Members made comments, asked questions and received responses on the level of rental costs in Weston-s-Mare versus elsewhere in North Somerset; the relation of the strategy to the development of council-owned land; a request to update the rental values diagram and re-circulate to members; who decides what constitutes a “minor” decision; how the council will deliver better, more sustainable and affordable housing; how the council will ensure the quality of new build housing; how the council will bring back empty properties into use and the incentives that can be employed; the quality of some private rental properties and the support given to those who are homeless or sleeping rough.

Resolved:

(1) that the Executive approved the Housing Strategy 2022-2027 as set out in Annexe A of the report for publication and implementation and

(2) that the Deputy Leader of the Council and Executive Member for Adult Services, Health and Housing, be given delegated authority to make any required minor changes to the strategy prior to publication and to agree regular updates.

Reasons for the decision:

As set out in the report and discussed above.

Alternative options considered and rejected:

As set out in the report and discussed above

Report of Councillor Bell (attached)

In presenting the report, Councillor Solomon explained the background and reasons for Public Space Protection Orders.  He noted that there was a change to the recommendation as laid out in the report to exclude several proposals.  He highlighted to members that the council now had the legal power to enforce the request for a name from a member of public.

In discussing the report, members made comments, asked questions and received responses on the lack of “no dogs” signage for dog walkers; more signage in respect of the dangers of swimming in Portishead Marina; the littering of hedgerows with bags of dog waste; the use of disposable BBQs and littering on Weston Beach and the need to be creative in the use of signage to engage members of the public with their message.

It was noted that several proposals had been removed at this time as it was not clear from responses that they were widely supported however, members of the public were encouraged to continue to make representations to their ward members on the items removed as it may be appropriate to include them at a later point if support for them was evidenced.

Resolved:

That the Executive approved the changes to Public Space Protection Orders as set out in section 3 of the report with the exception of 3.4.2 (fires on Weston seafront), 3.4.4 (feeding birds on Weston seafront), 3.4.5 (antisocial use of watercraft on Weston seafront), 3.5.1 (swimming in Portishead Marina), which would not be implemented at this time.

Reasons for the decision:

As set out in the report and discussed above.

Alternative options considered and rejected:

As set out in the report and discussed above.

Report of Councillor Bell (attached)

Councillor Canniford presented the report noting that it was important to approve the Commissioning Plan for the Care and Support Provider as the contract expired later in the year and continuity of service was important.  He added that Extra Care Housing was an important part of the housing mix in North Somerset and placements provided savings to the council as they helped delay or prevent more extensive residential placements.

Resolved:

That the Executive approved the commissioning plan to proceed to tender for a care and support service at a Diamond Court and Lakeside Court Extra Care Housing schemes.

Reasons for the decision:

As set out in the report and discussed above.

Alternative options considered and rejected:

As set out in the report.

Report of Councillor Cartman (attached)

Councillor Cartman presented the report drawing members’ attention to an additional £4m from the Clinical Commissioning Group (CCG) including £1.2m for social care projects and £2.4m for the Healthier Together Matched Funding S256 agreement including support for the voluntary sector with a focus on debt and financial advice.

He highlighted the request for delegated authority to officers to submit an Investment Plan to the Government in respect of the UK Shared Prosperity Fund as the turnaround time was tight to submit the plan to secure a potential £3m of funding, He added that the report indicated a small positive balance at year end.

The Director of Corporate Services reported on an improved revenue budget position and a simplification of the reports to highlight key messages as well as noting that the receipt from the CCG would push up the council’s year end earmarked reserves.

The Chairman noted his thanks to all officers for continuing to deliver services within a challenging financial environment.

Resolved:

(1) that the Executive noted the projected revenue and capital budget forecasts as detailed within the report

(2) that the Executive approved the amendments to the capital budgets as detailed within Appendix 4

(3) that the Executive agreed receipt of two additional contributions from the Bristol, North Somerset and South Gloucestershire Clinical Commissioning Group (CCG) to the Integrated Care S256 agreement of £1.223m and £360k respectively and approve that the relevant budgets are increased in line with the proposed spend as required, and as outlined in paragraph 3.5.1

(4) that the Executive agreed receipt of £2.472m from the CCG in relation to the Healthier Together Matched Funding S256 agreement, and approve that the relevant budgets are increased in accordance with the details in paragraph 3.5.2 as required and

(5) that the Executive delegated approval to the Directors of Place and Corporate Services to submit an Investment Plan to the Government in respect of the UK Shared Prosperity Fund.

Reasons for the decision:

As set out in the report and discussed above.

Alternative options considered and rejected:

As set out in the report and discussed above.

Report of the Head of Strategic Procurement (attached)

The Chairman indicated the report was for information only.

Resolved:

That the Executive noted the report.

Executive Councillors might report orally on matters in progress. Such reports will be for information only and no material decisions can be made arising from them.

Local Plan

Councillor Canniford urged residents to submit their comments on the Local Plan consultation with the imminent deadline for comments to be submitted.  He added they could be submitted on the council’s website or via their ward member if they could not submit them online.

Retirement of long service officers

The Chairman noted the retirement of both Geoff Wall (Procurement) and Sue Efford (Committee and Support Services Manager) from the council.

He thanked them both for their years of service and support to members.

For a matter to be considered as an urgent item, the following question must be addressed: “What harm to the public interest would flow from leaving it until the next meeting?” If harm can be demonstrated, then it is open to the Chairman to rule that it be considered as urgent. Otherwise the matter cannot be considered urgent within the statutory provisions.

None.