Agenda and draft minutes

The Council will hear any person who wishes to address it in accordance with the Standing Orders. The Chairperson 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 Chairperson 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.

None received.

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 Chairperson 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.

20 February 2024, to approve as a correct record (attached)

Resolved: that the minutes of the meeting of 20 February 2024 be approved as a correct record.

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Report of Councillor Whitfield (attached)

Councillor Whitfield presented the report which set out the planned delivery of the Adult Social Services and Housing commissioning priorities for the forthcoming eighteen months.  It outlined all of the services regardless of value to support the theme of openness and transparency. 

The Adult Services and Housing Policy & Scrutiny Panel had been consulted in March this year.  Appendix A listed all the new services for the coming eighteen months, whilst Appendix B gave the extensive list of current services.  Publishing the intentions was expected to help design and lead a healthier market for the future.

There were many areas where services were commissioned for preventative work, with robust plans in place for delivery and procurement.  The recommendations also sought approval to commence specific procurement activities or extend contracts beyond their original term.

Motion: moved by Councillor Whitfield, seconded by Councillor Canniford

The Leader clarified the position that this report was setting out a broad commissioning intention and reserved scope for appropriate scrutiny throughout that process.  Any contract award would be subject to usual process in line with established contract standing orders.

Councillor Whitfield confirmed that consideration was given to the real living wage during any process such as this, and that in-house service delivery formed part of the commissioning and procurement strategy.

Resolved: that Council

Received the planned Adult Social Services and Housing commissioning priorities for the next 18 months and, where necessary, seek approval to commence specific procurement activities or to extend contracts beyond their original term, specifically:

1.    Agreed the Adult Social Care and Housing commissioning intentions for the next 18 months.

2.    Approved the commencement of activities listed in Appendices A & B, delegating to the Director for Adult Social Care, approval to determine the relevant procurement or commissioning routes, and the award of any contract, in consultation with the relevant Executive Member(s). 

3.    Approved activity listed in Appendices A & B the extension of any contracts that have already reached the term under the original permission to commence a procurement. 

Report of Councillor Waite (attached)

Councillor Waite introduced the report which provided a progress update against previously agreed activity.  Whilst much of the work remained on track, there were still some areas of concern, including the Council’s own estate and fleet, which were being prioritised as exampled by the following activity.

The successful award of Salix funding for Hutton Moor would decrease the Council’s footprint by 300 tCO2e per year.  Funding had been secured through the Libraries Improvement Fund for a replacement EV mobile library.  A successful bid of £15m had also been secured to deliver electric buses for certain routes.

Councillor Waite outlined progress in other areas including the success of Solar Together, and the peat restoration project.

A draft Climate Adaption Strategy had now been completed which considered climate projections, flood risks, heat vulnerability and economic impacts.  It was largely based on reports from IPCC, Met Office, and government, and made use of the local adaptation tool.  We could all expect weather changes, evidenced by the months of record rainfall.  Flooding has had major impact on the deterioration of our roads with potholes in places never seen before.  Members were reminded that these could not be repaired when the roads were wet.  Other effects included coastal erosion and farmers being unable to plant crops, all of which were serious matters and would most adversely affect the more vulnerable.

Every adaptation plan must begin with assessing risks, many of which could only be properly addressed by legislation and funding.  If approved, the plan would be a living document. 

The recent peer review had commended the council and reflected a credit to all the hard work over the last few years.  Work had already started and plans were being developed for a series of round table workshops in the coming months.

Motion: moved by Councillor Waite, seconded by Councillor Petty.

Members thanked Councillor Waite for the detailed report which showed the enormity of the task ahead.  Communication and encouragement with residents were both central to support delivery of the plan.

Members noted that many of the activities were reliant on large grants, and regard should be given to the economic impact alongside climate adaption considerations.  This would be considered as part of an energy strategy going forwards.

Those risks which were beyond council control should be clearly articulated in order to present government with a costed and targeted list.  With regard to flooding, there was concern that service delivery capacity within the council was disproportionate to that risk, and that this should be reviewed in the context of the MTFP.  The spiralling cost of insurance due to flooding was also a problem being experienced by householders.

It was agreed that this refreshed action plan should be presented to schools and educational establishments as part of the careers and green skills agenda.

Councillor Waite summarised that the plan would be re-presented to Council with more targeted future risks and actions.

Resolved: that the Council

1. Supported the adoption of the Climate Adaptation Strategy
2. Supported the development of  ...  view the full minutes text for item COU161

Report of Councillor Gibbons (attached)

Councillor Gibbons presented the report which provided information about the statutory duties regarding children in care as well as insights into their experiences of education, training, and employment.

Councillor Gibbons was pleased to welcome Jacqui Scott as the new Virtual School Headteacher.  The virtual school offered personalised support for each child in care, working closely with schools, foster carers, and other professionals.

It was not a physical school but played a school role to look after all the children who come into care in North Somerset.  Mainstream school didn’t suit all, and Jacqui gave a number of examples reflecting the challenges experienced and the successes of this approach.  She referred to a number of interventions and support which reached widely across a broad spectrum of activities including the Inclusion Officer role to support transition, trauma training, unaccompanied asylum seekers, and lifechanging experience opportunities

Members were encouraged to continue to support children in care in their capacity as councillors, but also in other areas such as being a school governor, teacher, or business owner being able to offer work experience.  All members were welcome to attend celebration events.

Resolved: that the report be noted.

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

None received.

(1)  Deliberative Democracy Motion – Councillor Charles (attached)

Councillor Charles introduced his motion as published with the agenda papers.  He referred to the democratic emergency declared by the previous administration and the perceived lack of public confidence in the democratic process.  People seemed willing to be part of informing decision making and this keenness was reflected across society as a whole.  Petition to debate provided a useful tool to enable discussion, achieve answers and support more informed decisions.  The proposed threshold was open for further consideration, but the current proposal was in line with that of Bristol City Council.

Seven members indicated their support for a debate on the motion.

Motion: Moved by Councillor Charles and seconded by Councillor Holland.

An amendment was proposed by Councillor Bell which was in line with the spirit of this motion and the council’s commitment to openness and transparency.  It provided an additional threshold of 500 which could trigger a referral to the appropriate Policy and Scrutiny Panel.  The amendment was supported by Councillor Charles. 

Amendment: the proposed alternative wording was moved by Councillor Bell and seconded by Councillor Gibbons, and accepted by Councillors Charles and Holland.

“This Council Believes

1.    We are facing rapidly deteriorating public confidence in the democratic process.

2.    That our corporate plan vision of being “Open” and “Fair” should be signalled by our willingness to embrace a range of ways for us to engage in a constructive ongoing engagement with the residents and businesses we serve.

3.    That in the formulation and implementation of policy and service change we can gain insight and lived experience from developing mechanisms that allow us to work alongside citizens in understanding their views and accepting or feeding back on changes recommend by the population of north somerset.

4.    That involving residents and businesses on an ongoing basis in the work of the council is not a threat to representative democracy but a valued addition to the effectiveness of service delivery.

“This Council Notes

1.    That a recent Local Government Association perception survey showed trust in local authorities in the areas of service delivery, value for money and listening to residents’ concerns are at an all-time low. The same survey found that 68% of residents trusted councillors to make decisions about how services are provided locally compared to just 7% who trusted Members of Parliament or Government ministers to make decisions.

2.    Recent data from the Office for National Statistics show that only around a third of people feel they have a say in what their government does.

3.    That across the world governments have increasingly used innovation in democratic engagement by using deliberative democratic practices such as the Citizens Assembly on Abortion in Ireland and in the UK through Assembly North and its work on devolution.

4.    That in neighbouring Bristol the council has successfully run a petitions scheme that allows citizens to petition for a debate on an issue of concern at full council if they successfully reach the threshold of signatures of eligible residents and businesses.

“This Council  ...  view the full minutes text for item COU164

Questions must relate to issues relevant to the work of the Executive, the Planning and Regulatory Committee, Employment, Licensing, Audit or Standards Sub-Committee.

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.

Councillor Williams left the meeting at this point.

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

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(attached)

The Leader presented the Forward Plan.

Resolved: that the Forward Plan be noted

Report of Councillors Bridger, Crockford-Hawley, Thomas, Thornton and Tristram (attached)

The Chairpersons of each panel commended the report to Council.

Councillor Bridger added some more general comments on the ongoing review of scrutiny improvements and consequential added value.  The team were already working on a number of strands including the recording of more evidenced and focused outcomes and tracking actions as part of this.   The contribution of non-executive members through the policy and scrutiny process was to be reflected more overtly in the reports that went to the Executive, which was important in adding validity to the process. 

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(1)   Avon Fire Authority

(2)   Avon and Somerset Police and Crime Panel

(3)   West of England Combined Authority Joint Scrutiny Committee

1)    Avon Fire Authority

Councillor Thomas provided an oral update to the meeting.  Avon Fire Authority met in March to debate the 'Updated 2024/25 Revenue Budget and Medium-Term Financial Plan' which was not agreed at the previous AFA meeting in February.  The fire service was required to make £4m in savings over the next 4 years.  5 options were presented to meet this budget shortfall.  Members rejected the recommended proposal which would have resulted in reduction of fire crew numbers from 5 to 4 and the overall reduction of full-time front-line firefighters by 40.  After a long and difficult debate an alternative option was adopted by members which would mean the Fire Fighter number reductions will be delayed with no impact on capital investment plans for the Service.

2)    Avon and Somerset Police and Crime Panel

Councillor Crew provided an oral update to the meeting.  This Panel had most recently convened following the start of the pre-election period.  Councillor Crew had consulted with Councillor Bridger, and it had been agreed to align future meetings of the Community Safety Scrutiny Steering Group to follow after the Police and Crime Panel meetings.  Any information could then be brought to Council as necessary.

3)    West of England Combine Authority (WECA) Joint Scrutiny Committee

None

Councillor Waite reported back further to the Environment Agency (EA) motion put to the Council meeting in November 2023.   A report had been circulated to members earlier that morning.  It seemed clear that maintenance funding was insufficient.  The EA had not yet provided a detailed list of those assets that would not be maintained but was expected to do so in the next few months. 

Councillor Waite had met with Councillor Burden last month to discuss their shared concerns and was pleased to confirm that these meetings would continue to take place.  Further engagement work with the EA would be necessary in order to protect communities.  Councillor Waite had been invited to next Internal Drainage Board meeting and also to join a walk to areas where the IDB had responsibility.

Councillor Burden thanked Councillor Waite and echoed his concern with the historical lack of funding for maintenance.  A lot of money had been invested for capital work but there had been neglect of the basic maintenance.  Councillor Waite had a meeting scheduled with the EA and North Somerset Flood Risk Manager and would feed back to Councillor Burden after that had taken place.

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 Chairperson to rule that it be considered as urgent. Otherwise the matter cannot be considered urgent within the statutory provisions.

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