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 total number of councillors, officers and members of the public who could be present 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.

Due to the heavy agenda for this budget setting meeting, the Chairman gave notice that he would be proposing a short comfort break at an appropriate point in the meeting.

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

Climate Emergency and Major Transport Schemes

At the invitation of the Chairman, the Assistant Director, Legal & Governance

and Monitoring Officer read out a statement on behalf of Cresten Boase, a

Sandford resident, on the climate emergency and major transport schemes including Banwell Bypass.  Ms Boase referred to the council’s climate emergency and transport commitments which included a review of all major transport schemes to assess their impact on carbon emissions in order to meet the council’s objective of carbon neutral emissions by 2030.  She queried why the Banwell Bypass scheme had not been reviewed for its carbon cost, as required under the council’s own transport and climate emergency plans, when the scheme would produce significant carbon emissions during its construction and operation.  She suggested proceeding towards the planning application stage without a full review of the scheme went against the council's own commitments, and the wishes and convictions of many North Somerset residents committed to reducing carbon emissions and slowing the harmful effects of climate heating.

The Chairman thanked Ms Boase for her statement and referred the matter to

Councillor Bridger as the relevant Executive Member, and to the Director of Place for consideration and response.

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) Oak Tree Park Residential Mobile Home Park – Loss of Bus Service

Councillor Porter presented a petition signed by 235 residents of Oak Tree Park in the following terms:

“We the residents of Oak Tree Park residential mobile home park feel that we are being victimised in losing the bus service to the park that many residents have enjoyed for years.  On this park we have many people who are unable to drive or do not have a car and who are also unable to walk the length of Laney's Drove to get to a bus stop on the A371.  We the undersigned want to let North Somerset Council know that we feel that we are being treated very unfairly over this lack of service when we pay statutory council tax the same as any other Weston- super- Mare residents .”

In presenting the petition Councillor Porter referred to the difficulties faced by many of the elderly residents of Oak Tree Park given the nearest bus stop was over a kilometre away.  He reported that local residents were already in discussion with officers to address this issue but had wanted their petition presented formally at Council.

The Chairman thanked Councillor Porter and referred the petition to the Director of Place and the relevant Executive Member for consideration and response.

(2) Council Policy in dealing with Trees and Bushes in Worle

Councillor Aplin presented a petition signed by 517 Worle residents in the following terms:

“We the undersigned request that North Somerset Council take more care of trees and bushes across Worle.”

In presenting the petition Councillor Aplin referred to the many emails he had received from local residents experiencing problems with existing trees and bushes and to the impact this was having on the local community.  He suggested investment was needed to properly manage trees and bushes across the district and asked the council to review its policy and take action when significant problems arose, particularly given the commitment to plant more trees across North Somerset as part of the rewilding program.  He stressed this was not a petition against rewilding which was supported by the vast majority of local people but rather a petition from those with a love of Worle and a desire to see it looking at its best.

The Chairman thanked Councillor Aplin and referred the petition to the Director of Place and the relevant Executive Member for consideration and response.

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.

9 November 2021 to approve as a correct record (attached).

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

(1) Future of Swimming Pools in North Somerset: Councillor Keating (attached)

(2) Planning and Regulatory Committee - Membership and Procedures: Councillor Shopland (attached)

In introducing his Motion, Councillor Keating referred to the importance of undertaking a strategic assessment of swimming pools and to seek to identify additional funding, referring to the vital community asset they provided as well as the climate emergency benefits of refurbishing them.

Motion: Moved by Councillor Keating and seconded by Councillor Hogg

“Council recognises the vital role swimming pools play in our local community. Swimming pools are community hubs where people of all ages come together for fun, fitness and sport.

It is estimated that the enormous benefits swimming brings to people’s physical and mental health saves NHS and Social Care services more than £357 million each year across the UK. The benefits of physical activity on wellbeing are recognised in North Somerset’s own recently adopted Health and Wellbeing policy. 

Council reaffirms its commitment to providing top class swimming facilities in North Somerset.

Council notes with concern the report published by Swim England in September 2021 – A Decade in Decline: The Future of Swimming Pools in England – which warns that, without proper investment and refurbishment, up to 2000 swimming pools could be lost across the UK over the next decade. 

Many swimming pools in North Somerset are coming towards the end of their lifespan, while others such as that at Churchill Sports Centre have been indefinitely closed due to historical lack of investment and the impact of the Covid pandemic. 

Council also notes that Leisure centres can account for as much as 40 per cent of a council’s direct carbon emissions. New or refurbished pools are much more sustainable (both economically and environmentally) than those left unimproved and can play a key part in meeting our climate change ambitions.

Council resolves to adopt the recommendations contained in Swim England’s ‘Future of Swimming Pools in England’ report to:

•  Undertake a Strategic Needs Assessment to identify the investment needed to improve existing swimming pools in North Somerset to avoid a future shortfall in the provision of local swimming facilities. 

•  Bid for full Government funding for the refurbishment works that are identified (and for new pools if required). 

•  Council further instructs the Chief Executive to write to the Chancellor of the Exchequer to demand that the full £1 billion of grant funding recommended in Swim England’s report is made available to local authorities to refurbish and expand their swimming pool provision. As part of this funding grants should also be made available to support local authorities to undertake full strategic needs assessments of their local swimming provision.”

Seven members signalled their support for a debate on the Motion. 

Councillor Keating spoke in support of his Motion.  In discussing the Motion reference was made to the costs associated with running and maintaining swimming pools, the need to ensure they were self-financing and the significant investment required in pools such as Churchill to bring them back into use.  Members noted the importance of children learning to swim, particularly in a coastal area like North Somerset and to the importance  ...  view the full minutes text for item COU92

In introducing his Motion, Councillor Shopland referred to councillors’ decreasing role in the planning decision making process making it difficult for local councillors to properly serve their communities. 

Motion: Moved by Councillor Shopland and seconded by Councillor Bryant

“(1) That the Number of Members of the P & R Committee be increased to 25.

 (2) That the procedures for allowing Ward Members not on the Committee to refer items for consideration and their being able to debate and vote on them, be reviewed by Council.”

Seven members signalled their support for a debate on the Motion. 

Councillor Shopland spoke in support of his Motion.  In debating the Motion some members suggested the current planning system was unfair and expressed support for the proposed changes.  However, reference was made to the extensive debate on this matter at a recent Council meeting following the planning peer review, which had led to Council agreeing to reduce the number of members on the committee to create a more efficient and informed approach to decision making, in line with good practice in other local authorities.    

Following further debate and a Motion ‘that the question be now put’, the Motion was put to the vote and LOST. 

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The Chairman reported this was the first Council meeting since the passing of former councillor Robert Cleland in December and, on behalf of the Council, he offered his sincere condolences to his family and friends. 

At the invitation of the Chairman several members paid their respects and shared fond memories of Robert Cleland.

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Oral report from the Assistant Director, Governance and Monitoring Officer.

The Assistant Director, Legal & Governance and Monitoring Officer reported that Councillor Charles’ had resigned from the Independent Group and was now a member of no political group.  He reported that political balance was as follows:

Independent 16: Conservative 13: Liberal Democrat 10: Labour 6: Green 4:

No Political Group 1

(attached).

In the Leader’s absence, Councillor Bell presented the Forward Plan.

Resolved: that the Forward Plan be noted.

Report of Councillors Richardson, Cronnelly, Griggs and Crosby (attached).

It was noted that the report was included within the supplementary papers that had been published for this meeting.

Councillor Richardson presented the report on behalf of the scrutiny chairmen, referring to changes to scrutiny ways of working over the past year due to Covid restrictions, with most scrutiny meetings being held informally and not in public.  However, he reported that the panels had been very busy, as highlighted within the report, and that work included a number of scrutiny led member briefings on a range of topics.  He thanked officers and members for their support over the past year and gave assurances that scrutiny panels would continue to challenge and question, to drive improvements and to ensure access to information. 

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 members concerned and the summary notes and topics involved are contained in Appendix 1.

At the conclusion of this item, the Chairman proposed a brief adjournment.

The meeting adjourned at 7.35 pm and reconvened at 7.45 pm

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The agenda item number mentioned in the heading of the individual extract refers to the agenda of the relevant Executive meeting. All Members have received the agenda papers and are commended to review them prior to the Council meeting. 

(1)      EXE 87 Treasury Management Strategy 2022/23 (Agenda Item 15)

(draft minute extract and report attached)

(2)      EXE 88 Capital Strategy 2022-26 and Capital Budget 2022-23 (Agenda Item 16) (draft minute extract and report attached)

(3)      EXE 89 Medium Term Financial Plan (MTFP) and Revenue Budget Update 2022/23 (Agenda Item 17) (draft minute extract and report attached)

Note: The published Equality Impact Assessments (EIAs) that underpin the 2022/23 budget savings plans can be found at Appendix 4 to the Executive report. Councillors are asked to familiarise themselves with the EIAs in advance of the meeting.

Note for Councillors:

Council is requested to consider item 15 (3) above together with the following report (item 16) which contains the Council Tax charges for the Council and the precepting authorities for 2022/23.

If changes are approved to the recommendations from the Executive, alterations to the recommended Council Tax resolution as contained within the following report might be required.  In this case Council will be requested to adjourn to enable the figures in the Council Tax resolution report to be recalculated and re-circulated.

With the agreement of the Chairman, Councillor Cartman presented the Executive finance references and the council tax setting report en bloc, that is: Treasury Management Strategy 2022/23; Capital Strategy 2022-2026 and Capital Budget 2022/23; Medium Term Financial Plan (MTFP) and Revenue Budget Update 2022/23; Revenue Budget Update and Council Tax Setting 2022/23 .  It was noted that a named vote would be required on the budget decision.

In presenting the Executive references and the report, Councillor Cartman outlined the council’s financial strategy for the year ahead which sought to protect vital services whilst also investing an extra £40m in long-term local projects to improve services for children, green initiatives and local facilities.  He highlighted some of the initiatives as set out in the report which focussed on the key priorities of supporting children and young people, delivering better basic services, investing in communities, and tackling the climate emergency.  He stated most of the council’s money went on providing key basic services such as social care, children’s services, recycling & waste and road maintenance, and confirmed residents would continue to receive good council services. As well as protecting key services the budget also sought to keep increases in fees and charges to a minimum.  He stated the proposal to increase Council tax by 2.99 % was the same increase as the vast majority of other councils in the country and was largely driven by social care pressures, including 1% specifically for adult social care services.  However, he stressed adult social care continued to be underfunded by central government and the Council Tax increase would not solve ongoing pressures.  In increasing Council Tax, he was aware of the other cost-of-living pressures facing local residents but stressed the council was subject to similar cost pressures and was working hard to mitigate impacts on services and household budgets. He noted the ongoing budget risks due to uncertainties around inflation, service demand and future income levels, and referred to the challenge of future budget shortfalls which would need to be addressed.  He thanked the Director of Corporate Services, the finance team and all staff for their work in putting together the finance reports and also thanked the Executive and all councillors for the collective effort in presenting a robust and balanced budget. 

At the invitation of the Chairman, the Director of Corporate Services confirmed her assessment as Section 151 Officer that the proposed revenue budget for 2022/23 was robust, and that the council’s reserves were adequate to address the level of risk.  She referred to further challenges ahead which the council would need to plan for in future years.  With reference to the Council Tax setting report she confirmed the information relating to the Avon Fire Authority precept and the final Environment Agency levy had now been received, reporting that the indicative figures contained within the report were the confirmed final figures and no further update was required. 

In discussing the Executive references and the Council report, members expressed support for the finance strategy and welcomed  ...  view the full minutes text for item COU102

Councillor Cartman presented the reference from the Executive.

All the finance items were discussed together en bloc (see minute no. COU 102 above).

Motion: Moved by Councillor Cartman, seconded by Councillor Solomon it was

Resolved:

(1) that the capital strategy 2022/23 to 2026/27 as outlined in the Executive Summary and set out in Appendix 1 of the Executive report be approved; and

(2)  that an increase to the capital programme of £38.722m in 2022/23 for a range of new investments relating to children and young people, delivering better basic services, investing in our communities and tackling the climate emergency as detailed in section 4.3 and Appendix 2 of the Executive report be approved, subject to confirmation of grant funding allocations.

Report of Councillor Cartman (attached)

Note: Councillors are reminded that Standing Order 22A requires a named vote to be taken on the budget decision.

With the agreement of the Chairman item 15(3) was taken together with item 16 which included the Council Tax charges for the council and the precepting authorities for 2022/23.

Councillor Cartman presented the reference from the Executive and the report on the Revenue Budget Update and Council Tax Setting 2022/23.  All the finance items were discussed together en bloc (see minute no. COU 102 above).

It was noted that Standing Order 22A required a named vote to be taken on the budget decision.

Motion: Moved by Councillor Cartman, seconded by Councillor Solomon it was

Resolved:

(1) that the 2022/23 net revenue budget for North Somerset Council services of £179.090m; and the Council Tax Requirement of £185.475m, being the value including town and parish council precepts be approved, as set out in Appendix 1 of the Council report;

(2)  that a council tax increase of 1.99% for 2022/23 to support the proposed budget be approved;

(3)  that an adult social care precept of 1% on the council tax for 2022/23 be approved;

(4)  that the directorate gross income and expenditure budget allocations as detailed in the body of the Council report and as set out in Appendix 1 be approved;

(5)  that the council tax charges for 2022/23 be approved in accordance with the formal Resolution as set out in Appendix 2 of the Council report, which provides for an average Band D council tax charge in respect of North Somerset Council services for 2022/23 of £1,549.16, plus special expenses, where such charges apply, giving an overall charge of £1,550.03, and provides for other major preceptors being the Avon Fire Authority, the Police and Crime Commissioner for Avon and Somerset and the town and parish councils, as follows (this represents an increase for North Somerset Council services of 1.99% on the general level council tax, and a 1% charge in respect of an adult social care precept):

COUNCIL TAX RESOLUTION

The Council resolves as follows:

None.

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Audit Committee, 27 January 2022

AUD18 Audit Committee Annual Report 2020-21 (draft minute extract and report attached)

Audit Committee, 27 January 2022 - AUD18 Audit Committee Annual Report 2020-21

Councillor Cato, as Chairman of the Audit Committee, presented the reference.  He referred to the financial and corporate governance work undertaken by the committee over the previous year and drew attention to the committee’s work plan, welcoming contributions.  He invited all councillors to come along to meetings and engage with the committee in improving the work of the council.  He thanked members of the committee and officers for their hard work, support and diligence.

Motion:  Moved by Councillor Cato, seconded by Councillor Hearne and

Resolved: that the Audit Committee Annual Report 2020/21 be received.

(1) Avon Fire Authority

      Report of Councillor Jacobs (attached)

(2) Avon and Somerset Police and Crime Panel

      Report of Councillor Crew (attached)

(3) West of England Combined Authority Joint Scrutiny Committee

      Report of Councillor James (attached)

Councillor Jacobs presented her report.

Resolved: that the report be noted.

Councillor Crew presented his report, highlighting the key issues and responding to questions from members.  Members welcomed the appointment of Sarah Crew as the new Chief Constable and the setting up of Neighbourhood Focus Teams.  Members expressed support for the focus on tackling domestic abuse against both women and men, and addressing the issue of drink spiking. 

Resolved: that the report be noted.

Councillor James was absent at this point in the meeting.

Resolved: that the report be noted.

Report of the Director of Corporate Services (attached).

The Director of Corporate Services presented the report.  It was noted that Avon Fire Authority was also adopting this approach.

Motion: Moved by Councillor Cato, seconded by Councillor Keating and

Resolved: that following recommendation from the Audit Committee, the use of Public Sector Audit Appointments Limited (PSAA) to carry out the re-procurement of External Auditors to the Council be approved.

Report of Councillor Canniford (attached).

Councillor Canniford presented the report.  He outlined the proposals and anticipated timeline for securing a development partner for these sites, with a focus on ensuring quality and deliverability.  A cross party member working group was proposed to oversee the commissioning and procurement process.  He suggested that delivery on these sites would be challenging which created additional financial risk but he stressed that without council intervention these sites would remain undeveloped.  He drew members’ attention to options being considered for temporary ‘meanwhile uses’ to bring activity and new attractions to the sites, such as the use of converted shipping containers offering short-term low rent premises for independent businesses.  He thanked officers for the report and the Place Panel for its input.

In discussing the report members welcomed the proposals but urged caution in terms of expectations, noting these sites were both financially and practically challenging and the various failed attempts to develop them over many decades.  It was suggested development of these sites was essential for the improvement of the Town Centre economy and existing housing stock, and for the provision of more affordable housing. Members referred to the need for housing that was truly affordable, to include social rent and shared ownership, and suggested affordable housing levels should reflect the 40% recently agreed as part of the Local Plan consultation.  Reference was also made to the need for child and family friendly housing.  While there was support for an ambitious development package, reference was also made to the importance of realism, having regard to the particular constraints and challenges these sites presented and the likelihood of significant public subsidy being required to achieve the proposed affordable housing levels.  Reference was also made to the need for ambitious goals in relation to climate change and for the carbon footprint of all capital projects to be closely scrutinised.    

In response to a proposal for a further recommendation requiring the Executive Member to consult with the Chairman of the Place Panel, Councillor Canniford referred to recommendation (3) in the report that proposed the establishment of a Member Working Group, and agreed to include consultation with the Chairman of the Place Panel.

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

Resolved:

(1)  that the Commissioning Plan for the procurement of a development partner for residential and/or mixed-use development sites in Weston-super-Mare, as set out in section 3 of the report, be approved;

(2)  that authority be delegated to the Executive Member for Placemaking and Economy to finalise the package of sites for inclusion in the procurement, subject to the outcome of acquisition and business case processes;

(3)  that the establishment of a Member Working Group be agreed to oversee the commissioning and procurement process, as well as ‘meanwhile use’ proposals, and to consult with the Chairman of the Place Panel;

(4)  that authority be delegated to the Director of Corporate Services (Section 151 Officer), in consultation with the Executive Member for Placemaking and Economy, to approve the submission of funding bids to  ...  view the full minutes text for item COU111

Report of Councillor Bridger (attached).

Councillor Bridger presented the report.  He referred to an all member scrutiny session that had taken place on 17 January to brief members, but reported that not all members had seen the exempt appendix published with the main Council report for this meeting.  He therefore proposed an amendment to the recommendations, suggesting that recommendation (1) seeking approval for  transitioning out of Castlewood and its release for disposal or redevelopment be deleted, and an addition be made to recommendation (2) to bring back a further report to a future Council meeting.  That report would include a full options appraisal.

The Assistant Director, Legal & Governance and Monitoring Officer reminded members of the registration process for receiving exempt papers and asked any member yet to register to contact him so this could be rectified.

In noting that the future of Castlewood would be addressed in the further report, reference was made to the importance of retaining some form of council presence in the north of the district and a request was made for this to be addressed in the report.

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

Resolved:  that the production of detailed options analysis and an associated development and delivery strategy for the Castlewood site be commissioned, and a further report be brought back to a future meeting of Council.

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.

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