Agenda and minutes

The Chairman welcomed everyone to this face-to-face meeting of the Council in the New Council Chamber.  He referred to the public health recommendations to exercise caution and to the council’s own health and safety advice which made it necessary to limit the number of councillors, officers and members of the public in attendance in the Chamber to ensure the meeting could take place safely.

He reported that for members and officers who did not yet feel comfortable attending in person or who were unable to attend there was an option to join the meeting via Microsoft Teams.  This enabled them to partake in the debate remotely but they would not be formally ‘in attendance’, and members joining remotely would not be able to vote nor count towards the quorum of the meeting.

The meeting was being streamed live on the internet and a recorded version would be available to view within 48 hours on the North Somerset Council website.

To avoid the need for councillors to sign an attendance register and for the benefit of those watching via YouTube, the Assistant Director, Legal & Governance and Monitoring Officer undertook a roll call of councillors to confirm attendance.

The Council will hear any person who wishes to address it in accordance with the Standing Orders. The Chairman will select the order of the matters to be heard. Each person will be limited to a period of five minutes for public participation and deputations and three minutes for petitions.  This section of the meeting must not exceed 30 minutes and discussion must not refer to a current planning application.            

The Council will also receive questions from the public and provide answers thereto, subject to the Chairman being satisfied that the questions are relevant to the business of the meeting.

Requests must be submitted in writing to the Assistant Director Legal & Governance and Monitoring Officer, or to the officer mentioned at the top of this agenda letter, by noon on the day before the meeting and the request must detail the subject matter of the address.

Note: Given the limited space in the council chamber due to ongoing social distancing measures, anyone wishing to address the Council is encouraged to submit a full written statement by the above deadline which will be published in advance and read out on your behalf by an officer at the meeting. 

(1) At the invitation of the Chairman Jill Maycock, a Churchill resident, addressed the Council on the matter of Churchill Sports Centre.  She spoke on behalf of Mendip Villages Fitness, a working group established to secure the future of Churchill Sports Centre which was closed in October 2020.  A copy of her statement is filed on the minute book.

The Chairman thanked Ms Maycock for her address and referred the matter to Councillor Solomon as the relevant Executive Member and to the Director of Place for a response.

(2) At the invitation of the Chairman, the Assistant Director, Legal & Governance and Monitoring Officer read out a statement on behalf of Joe Tristram, a Winscombe resident on the matter of the A38 improvements and in particular the dangers for cyclists on the section between Winscombe and Churchill traffic lights.  A copy of his statement is filed on the minute book.

The Chairman thanked Mr Tristram for his statement and referred his comments for consideration later in the meeting under agenda item 22 (Commissioning Plan for the Design and Build Contract of the A38 Major Road Network (MRN) Scheme and Associated Professional Services).

These have to be received by the Assistant Director Legal & Governance and Monitoring Officer by 12.00 noon on the day of the meeting.

(1) Councillor Canniford presented a petition from the Birnbeck Regeneration Group signed by local residents, in the following terms:

“We call on the planning & conservation authorities to limit the height of any redevelopment of the Royal Pier Hotel site to that of the former hotel building lost to fire.”

The Chairman thanked Councillor Canniford and referred the petition to the Director of Place.

(2) Councillor Richardson presented a petition from local residents and businesses in Clevedon West in the following terms:

“We the undersigned request that North Somerset Council investigate options for parking controls in Clevedon West including residents parking as soon as possible to relieve the issues caused by tourist parking including inability of locals to park, illegal parking, dangerous parking and abuse.”

The Chairman thanked Cllr Richardson and referred the petition to the Director of Place and to Councillor Canniford as the relevant Executive Member.

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.

21 September 2021 to approve as a correct record (attached).

Councillor Tucker referred to Appendix 1 of the minutes and to his question to Councillor Solomon concerning the installation of litter bins for the two bus stops in the vicinity of Locking Road shops (Question 4 refers). He stated that the response given that the bins had been installed the previous day was incorrect and the bins had yet to be installed, and he asked for this clarification to be put on record.

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

The Chairman welcomed Councillor Goddard to her first Council meeting.

He confirmed that refreshments would not be available after this Council meeting.

None

The Chief Executive announced that a Foodworks tour had been arranged for 17 November at 4pm and she asked members to respond to Victoria Barenova if they wished to attend.

She also reported on the successful staff awards evening held on 4 November with over 200 nominations received across a range of categories.

(attached)

In the Leader’s absence at this point in the meeting, Councillor Bell presented the Forward Plan.

Resolved: that the Forward Plan be noted.

Report of Councillor Gibbons (attached)

Councillor Gibbons presented the report.  She drew particular attention to the work being undertaken to support care leavers into employment, education and training and highlighted the key issues as set out in paragraph 3 of the report.  She welcomed Paul Johnson, the newly appointed Head of Corporate Parenting, and Becky Hopkins, Assistant Director of Children’s Support & Safeguarding, and thanked Carolann James, Interim Assistant Director, for all her work in this area. 

On the matter of apprenticeships and work experience opportunities for care leavers, Councillor Gibbons confirmed that Councillor Canniford, as Executive Member for Placemaking and Development, would be attending a future meeting of the Corporate Parenting Panel to discuss how best to engage with local businesses on this issue.  She welcomed the suggestion to explore opportunities for apprenticeships at Hinkley Point and agreed to pursue this.

Resolved: that the report be noted.

Questions must relate to issues relevant to the work of the Executive.  Question Time will normally last for 20 minutes.

Members are requested to supply the Democratic Services Officer with a note of each question at, or just after, the meeting.  A summary note of each question will be included in an appendix to the minutes.

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

None

None

(1) Avon Fire Authority

      None

(2) Avon and Somerset Police and Crime Panel

      Report from Councillor Westwood (attached)

(3) West of England Combined Authority Joint Scrutiny Committee

      None

(2) Avon and Somerset Police and Crime Panel

Councillor Westwood presented his report.  Councillor Holland welcomed the response she had received from the Commissioner in addressing some of the concerns around the ‘spiking’ of drinks, as referenced in the report, emphasising the importance of education.  She would welcome further discussions with fellow female councillors on this matter.   

Resolved:  that the report be noted.

Report of Councillor Canniford (attached)

Councillor Canniford presented the report.  He highlighted the key issues, confirming over 81% of the votes cast in the recent referendum were in favour of the Plan.

Motion: Moved by Councillor Canniford, seconded by Councillor Solomon and

Resolved: that Council resolves to “make” the Abbots Leigh, Ham Green, Pill and Easton-in-Gordano Neighbourhood Plan.

Report of Councillor Canniford (attached)

Councillor Canniford presented the report.  He outlined the key objectives of the Parking Standards Supplementary Planning Document (SPD) and the main updates proposed following the comprehensive review of the existing SPD to address particular areas of concern, and the subsequent consultation process. He referred to the introduction of a ‘Parking Needs Assessment’ to identify locations where lower levels of parking may be appropriate, recognising that different areas of North Somerset required different levels of parking, the aim being to provide the right level of parking in the right places at the right time.   The proposed changes would contribute towards the Council’s ambition to be carbon neutral by 2030 by providing sufficient EV charging infrastructure at new developments, promoting the use of car clubs where appropriate, facilitating higher density development in accessible locations and ensuring adequate levels of cycle parking.

In discussing the report members generally welcomed the new SPD and raised the following issues:  reference was made to the importance of flexibility in addressing particular requirements around increased visitor parking in certain areas, differential demand depending on the time of day and changes in demand due to changing work patterns; issues around inappropriate and unsafe parking at road junctions and how best to address this; complexities around the establishment of car clubs and the need for this to be approached with caution; the importance of ensuring these new parking standards were not only implemented but also enforced.

Motion: Moved by Councillor Canniford, seconded by Councillor Solomon and

Resolved: that the revised Parking Standards SPD be adopted.

Report of Councillor Gibbons (attached)

Councillor Gibbons presented the report.  She outlined the proposal for a flexible framework contract for 48 months from 1st April 2022, with an optional 24 month extension as part of the South West Sub-Regional Commissioners Group (SWSRCG).  The procurement of the new framework would be led by Bath & North East Somerset Council with the three other local authorities in the Group supporting the process including the evaluation of applications from prospective providers to join the framework. The SWSRCG would collaboratively oversee the management of providers and the contract for the duration of the arrangement.

In discussing the report reference was made to the importance of finding suitable activities for foster children available on a temporary membership or pay as you go basis, and Councillor Gibbons confirmed she would be pursuing this further now that activities were starting to re-open following the pandemic.

Motion: Moved by Councillor Gibbons, seconded by Councillor Griggs and

Resolved: that the commissioning plan be approved to proceed.

Report of Councillor Bridger (attached)

Councillor Bridger presented the report, referring to the scheme which aligned both Council priorities and Department for Transport (DfT) Major Road Network (MRN) objectives and proposed a series of targeted improvements for active travel, public transport, road safety, congestion alleviation and improved capacity along the A38 in both Somerset and North Somerset.  The proposals included infrastructure improvements for cyclists, pedestrians and other non-motorised road users to better connect local communities.  He confirmed he had now approved the procurement plan and if successful, the full business case would be submitted in 2023 allowing time for the detailed design requirements to be agreed.

In discussing the report Councillor Bridger noted the comments made by Joe Tristram in his public participation statement earlier in the meeting and undertook to address these, together with matters raised by councillors during the debate.  The following issues were discussed: options for bringing forward certain schemes such as improvements to the Strawberry Line crossing at Shute Shelve; the importance of addressing active travel interventions as part of a larger ambition to connect up active travel routes rather than looking at individual schemes in isolation; the need to consider this scheme alongside other major road projects such as the Banwell bypass to ensure a co-ordinated approach and that opportunities for improvements were maximised; the benefits of reducing congestion on the A38 and scope for looking at connecting routes to bring about greater improvements; the significant carbon footprint from transport and the need for an ambitious approach that prioritised cycling and addressed safe cycling routes between towns and villages, active travel and sustainable public transport; the need for carbon accounting as well as financial accounting in considering major projects so that the carbon impact was clear, targets were measurable and outcomes were deliverable; the importance of active engagement and on the issue of biodiversity, consideration of how local interest groups could input into proposed improvements and maintenance.

Motion: Moved by Councillor Bridger, seconded by Councillor Gibbons and

Resolved: that the Commissioning Plan for the procurement of the Design & Build contract for the A38 MRN Scheme and the Professional Services for the Full Business Case and Employer’s Agent for the Scheme be approved, as set out in Section 3 of the report.

Report of Assistant Director Legal & Governance and Monitoring Officer (attached)

The Assistant Director Legal & Governance and Monitoring Officer presented the report.

Motion: Moved by Councillor Davies, seconded by Councillor Canniford and

Resolved:  that the draft municipal calendar for 2022/23 be approved.

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.

Before moving in to exempt session, the Chairman confirmed there was no urgent business.

Motion: Moved by Councillor Davies, seconded by Councillor Canniford and

Resolved:  that the press, public, and officers not required by the Members, the Chief Executive or the Director, to remain during the exempt session, be excluded from the meeting during consideration of the following item of business on the ground that its consideration will involve the disclosure of exempt information as defined in Section 100I of the Local Government Act 1972 as follows:

Report on Birnbeck Pier (agenda item 24) - exempt under para 3 (information relating to the financial or business affairs of any particular person (including the authority holding that information))

The Chairman confirmed this was the end of the open meeting and asked for the livestream to be cut.

(exempt under para 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information)).

Exempt report of Councillor Canniford (attached)

Councillor Canniford presented the exempt report.  He referred to the considerable work undertaken with partners at the RNLI and Historic England to save the derelict Grade II* Pier, and reported that the Compulsory Purchase Order process had led to the current owner agreeing to Heads of Terms for the sale of the site to the Council.  He outlined the challenges and opportunities presented in pursuing an acquisition and working with partners to bring the Pier back in to use, as set out in the report, and referred to the option to no longer participate in the project.  He sought cross party support for the proposals from across the district in order to take this forward and deliver a better future for Birnbeck Pier.

Motion: Moved by Councillor Canniford and seconded by Councillor Crockford-Hawley

“That the first set of recommendations as set out in the exempt report be approved and adopted.”

Councillor Cartman proposed an amendment to the recommendations, with the addition of a further recommendation requiring any increase in expenditure over and above that set out in the report to be brought back to Council, as follows:

“that no capital or revenue expenditure by the council (which for avoidance of doubt does not include any sums received from third parties) for any aspect of the project save those items specifically identified in section 5 of the report may be incurred without further consideration by and approval of full Council and no virement from any other budget to support the project may be made without consideration by and approval of full Council.”

The proposed amendment was taken on board by Councillors Canniford and Crockford-Hawley, as mover and seconder of the original Motion.

Members thanked officers and the council’s partners for their work and support in bringing these proposals forward and, following further discussion, it was, unanimously

Resolved:  having noted that agreement has been reached with RNLI as to the proposed terms for a collaboration agreement and lease, and that Historic England or Levelling Up funding has been confirmed prior to this meeting, Council agrees:

(1) to enter into the Collaboration agreement and Lease agreement with the RNLI which will provide the principles and commitments around jointly taking forward the restoration of Birnbeck Pier;

(2) to delegate authority to the Director of Place, in consultation with the Executive Member for Placemaking and the Executive Member for Assets and Capital Delivery and the Executive Member for Corporate Services and the S151 and Monitoring Officers, to finalise the collaboration and lease agreements with the RNLI;

(3)  to proceed with acquisition of the freehold of Birnbeck Pier and Island (ST212047), subject to completion of the collaboration and lease agreements with the RNLI and Historic England or Levelling Up funding to cover the acquisition cost being contractually committed;

(4)  to delegate authority to the Directors of Place and Corporate Services, in consultation with the Executive Member for Placemaking and Executive Member for Assets and Capital Delivery, to finalise the acquisition of the Pier and Island and  ...  view the full minutes text for item COU86