Agenda and minutes
Link: Click this link to view the meeting through Microsoft Teams
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Apologies for Absence Minutes: At the start of the meeting, the Monitoring Officer advised that this meeting was being hosted remotely using conferencing software which allowed Members, Officers and public attendance whilst being able to protect themselves and others, whilst observing the Government’s lockdown measures.
The Monitoring Officer stated that unless the votes appeared to be controversial during this meeting, they would be taken by general assent. Some votes would be taken by an unofficial named vote, and would not be recorded in the minutes.
A Roll Call of all those Members in attendance remotely was then taken.
Apologies for absence were received from Councillors Beaty, Meadowcroft, Smith and Todd.
Councillor Fearon was unable to attend the meeting due to technical issues outside of her control. |
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Declarations of Interest To receive declarations of the existence and nature of any private interests, both disclosable pecuniary and any other registrable interests, in any matter to be considered or being considered.
Minutes: Councillor Eyles gave a personal explanation in that he was recording the meeting for personal purposes. |
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Minutes RECOMMENDATION that: 1. the public minutes Cl/01/05/20 to Cl/12/05/20 of the meeting of the Council held on 28 May 2020; and 2. the public minutes Cl/13/06/20 to Cl/18/06/20 of the Extraordinary meeting of Council held on 25 June 2020;
be confirmed and signed by the Chairman as a correct record of those proceedings (copies previously circulated).
Minutes: RESOLVED that, on the understanding that for the meeting of Annual Council on 28 May 2020, Councillor Orchard’s apologies are withdrawn, and a note made that he was not able to attend for technical reasons are added to the minutes that:
1. The public minutes Cl/01/05/20 to Cl/12/05/20 of the meeting of the Council held on 28 May 2020; and
2. The public minutes Cl/13/06/20 to Cl/18/06/20 of the Extraordinary meeting of the Council held on 25 June 2020
be confirmed and signed by the Chairman as a correct record of those proceedings. |
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Chairman's Announcements Minutes: Local track and trace There has been some outstanding work by Eden District Council’s Environment Health team in the last week, supporting the local COVID-19 track and trace programme.
The team is truly going above and beyond in their track and trace efforts, and have managed to meticulously track down contacts so that we have a handle on the positive cases in Eden.
Create to Connect launched The council-funded Create to Connect project has successfully brought together creatives from across Eden.
Over £2,000 in funding has supported six creative projects. There is also regular Skype meetings which bring together a dozen creative organisations from across Eden to collaborate and raise Eden’s profile.
Eden Residents COVID-19 Support Fund EDC has set up a £150,000 fund, to support people experiencing hardship because of the COVID-19 pandemic. The support fund is to boost local organisations and charities that are helping families through the crisis.
So far almost £130,000 has been paid out to 34 organisations in Eden.
Supporting the High Street’s return EDC has supported Eden’s high streets’ return with free parking in council-owned car parks until end of August; provided advice and guidance from Environmental Health team; and provided £000s in business grants to businesses.
New COVID19 recovery plan for EDC The EDC Recovery Plan has now been agreed by the Executive and officers are now in a position to start work on the new strategic objectives.
We’re terming the recovery plan “Build Back Better”; using the challenges around COVID to come back bigger better and stronger as a district.
The three key tenets of the recovery plan are: Businesses, Community and the Environment. The ‘golden thread’ throughout both the Recovery and the Corporate plan is sustainability, which will run through everything we do.
Council’s website ranked most accessible in the UK Eden District Council’s website was ranked number one in the UK for accessibility for the first time this month.
A huge achievement for our web team. Eden is a relatively small district authority, so it’s a proud moment for us to find that we’re outperforming all the major county and metropolitan councils across the country.
Business grants Discretionary Grants Approx. £1m has now been paid out to 175 businesses in Eden from the EDC Discretionary Grant fund, which was administered in June.
Small Business and Retail, Hospitality & Leisure Grants In addition to the discretionary grant, the council has also distributed almost £23m in Government funding to over 2000 businesses in the district since the pandemic hit. |
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Questions by the Public To receive questions from the public under Rule 10 of the Constitution
Minutes: No questions were received from the public under Rule 10 of the Constitution. |
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Questions by Members To receive questions from Members under Rule 12 of the Constitution
Minutes: The following question was received from Councillor Dew under rule 12 of the Constitution:
“Members of the Council met last week - on Tuesday, 21 July, 2020 - for a briefing on Local Government Reorganisation in Cumbria and an update on the progress of discussions between EDC and other local authorities in the County. We were told that these discussions were at an early stage but you expressed your preference for a two unitary model with a Northern grouping consisting of Carlisle, Allerdale and Eden.
On Saturday the CWH published a letter that you had submitted which referred to these discussions, in passing, but in the main attempted to justify the Council continuing with ‘business as usual’ - including the purchase of Voreda House and the reorganisation of services - as if nothing had changed. To what extent does this indicate a denial of reality on your part and that of the current administration?
The aims of reorganising local government and the creation of unitary authorities are to streamline the delivery of services, provide greater value for money, attract investment and stimulate economic growth - in a way that simply cannot be done by a small district council acting on its own. Do you accept this reality – however galling it might be – and will you commit yourself and your administration to work resolutely towards that bigger goal even if it means sacrificing some of your own more cherished, but inevitably limited, aims and objectives?”
The Leader responded as follows:
“Thank you, Councillor Dew, for your question.
In reference to your first paragraph: there have been no further formal discussions amongst Cumbrian Local Authorities. To the best of my knowledge no one has heard back from the Minister in response to the letters sent to him setting out that authority’s preliminary position. Again, to the best of my knowledge, the Minister has yet to respond to the request by some of the authorities that he invite us to submit unitary proposals by the date of September 2020. This date was suggested on July 9 2020, our only direct contact with central government in this ‘round’.
The aims of unitary authorities which you set out are to streamline the delivery of services, provide greater value for money, attract investment and stimulate economic growth. The aims of EDC are equally to streamline the delivery of services, provide greater value for money, attract investment and stimulate economic growth. The Council has a duty to proceed with business as usual in those matters. Anything done now will not prejudice what will be done in the future: it is not a ‘denial of reality’ as you put it but the responsible carrying out of our present duties.
The purchase of Voreda House will streamline the delivery of public services in a very short time, ahead of any local government reorganization. It will provide greater value for money because the current buildings are extremely expensive to run. The move to Voreda House presents ... view the full minutes text for item Cl/24/07/20 |
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Motions on Notice To consider motions on notice under Rule 13 of the Constitution
Minutes: No motions on notice were received.
Councillor Nicolson proposed the following motion without notice under Rule 14;
Council acknowledges the discussions and impending legislation regarding changes to local government organisation in Cumbria and commits to securing arrangements that are in the best interests of Eden residents.
Council authorises the establishment of a politically proportionate Working Group to work with the Leader, Chief Executive, officers and other relevant parties on this matter before the Council meeting of 24 September 2020. Group leaders will negotiate the composition and the terms of reference of the Working Group.
Proposed by Councillor Nicolson Seconded by Councillor Taylor
and RESOLVED that Council acknowledges the discussions and impending legislation regarding changes to local government organisation in Cumbria and commits to securing arrangements that are in the best interests of Eden residents.
Council authorises the establishment of a politically proportionate Working Group to work with the Leader, Chief Executive, officers and other relevant parties on this matter before the Council meeting of 24 September 2020. Group leaders will negotiate the composition and the terms of reference of the Working Group.
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Roles and Responsibilities of Portfolio Holders PDF 154 KB To consider report G30/20 from the Assistant Director Governance which is attached and in which the Leader advises Council of the changes to the areas of responsibility of herself and the Members of her Executive. RECOMMENDATION that the report be noted and appropriate amendments be made to the Council’s Constitution. Minutes: Members considered report G30/20 from the Assistant Director Governance in which the Leader advised Council of the changes to the areas of responsibility of herself and the Members of her Executive.
Councillor Dew asked a question of Councillor Rudhall regarding land use and how Councillor Rudhall saw that moving forward. Also, with regard to the commitment to Zero Carbon housing, did Councillor Rudhall see any conflict between aspirations of Zero Carbon housing and a need to provide affordable housing within the District.
Councillor Rudhall stated that he would give a written answer.
Proposed by Councillor Taylor Seconded by Councillor Eyles
and RESOLVED that the report was noted, and appropriate amendments were to be made to the Council’s Constitution. |
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Human Resources and Appeals Committee Terms of Reference PDF 536 KB To consider report G28/20 from the Assistant Director Governance which is attached and which asks Members to consider revising the terms of reference of the Human Resources and Appeals Committee.
RECOMMENDATIONS that Council:
1. approves the proposed amendments to the Terms of Reference of the Human Resources and Appeals Committee, and
2 approves the inclusion of an additional paragraph in the Terms of Reference for the Human Resources and Appeals Committee to reflect that the Committee will nominate a Member to participate in the Management of Change Panel, as set out in the draft Management of Change Policy, in relation to officers at Assistant Director level and above.
3. the Assistant Director Governance amend the Constitution to reflect the changes approved. Minutes: Members considered report G28/20 from the Assistant Director Governance which asked Members to consider revising the Terms of Reference of the Human Resources and Appeals Committee.
Proposed by Councillor Greenwood Seconded by Councillor Eyles
and RESOLVED that
1. Council approved the proposed amendments to the Terms of Reference of the Human Resources and Appeals Committee, subject to the addition of the word ‘matters’ in the third paragraph of the Terms of Reference; and
2. Council approve the inclusion of an additional paragraph in the Terms of Reference for the Human Resources and Appeals Committee to reflect that the Committee will nominate a Member to participate in the Management of Change Panel, as set out in the draft Management of Change Policy, in relation to officers at Assistant Director level and above. |
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Allocation of Seats PDF 230 KB To consider report G29/20 from the Assistant Director Governance which is attached and which seeks to make appointments to the Committees for the remainder of the 2020/2021 municipal year.
RECOMMENDATIONS that:
1 The appointment of Members to Committees as set out in Appendix 1 be approved; and 2 The Green Group and the Labour Group continue a reciprocal arrangement where the nominated Members can act as Standing Deputies. Additional documents: Minutes: Members considered report G29/20 from the Assistant Director Governance which made appointments to the Committees for the remainder of the 2020/2021 municipal year.
Proposed by Councillor Connell Seconded by Councillor Thompson
and RESOLVED that:
1. The appointment of Members to Committees as set out below was approved; and
2. The Green Group and the Labour Group continue a reciprocal arrangement where the nominated Members can act as Standing Deputies. *Accounts and Governance Committee – 9 Members
* One seat to be allocated to either Labour or Green on Accounts and Governance Committee Overview and Scrutiny Committee – 12 Members
*Budget Planning Committee – 9 Members
* One seat to be allocated to either Labour or Green on Budget Planning Committee *Human Resources and Appeals Committee - 9 Members
* One seat to be allocated to either Labour or Green on Human Resources and Appeals Committee *Licensing Committee - 10 Members
* One seat to be allocated to either Labour or Green on Licensing Committee *Planning Committee - 11 Members
* One seat to be allocated to either Labour or Green on Planning Committee
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Scrutiny Annual Report PDF 221 KB To consider report G32/20 from the Chairman of the former Scrutiny Co-ordinating Board which is attached and which seeks to present the achievements of the Council’s Scrutiny Board and Committees during the 2019-2020 Council year.
RECOMMENDATION that the report be noted. Additional documents: Minutes: Members considered report G32/20 from the Chairman of the former Scrutiny Co-ordinating Board which is attached and which presents the achievements of the Council’s Scrutiny Board and Committees during the 2019-2020 municipal year.
Proposed by Councillor Banks Seconded by Councillor Eyles
and RESOLVED that the report was noted. |
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Report of the Outside Bodies Task and Finish Group PDF 224 KB To consider report G31/20 from the Chairman of the Outside Bodies Task and Finish Group which is attached and which presents the findings from the Scrutiny Review of the Council’s Outside Bodies and recommends changes which would improve ways of reporting back from Outside Bodies.
RECOMMENDATIONS that:
1.
that with effect from the commencement of the municipal year
2021/2022, Eden District Council no longer send any representatives
to Omega Proteins Liaison Board; and that the number of
representatives on Greenwich Leisure Limited Eden Board be reduced
to one;
2.
that Members who are elected to a position representing Eden
District Council on an Outside Body should fill in a summary note
after each meeting they attend, to be published on the Eden
District Council website;
3.
that a working group be set up to monitor Eden District Council
representation on outside bodies, both to look at current
representation on Outside Bodies, and if there is any other groups
which may require Eden District Council representation, to begin
meeting during the 2021/22 municipal year, and thereafter on a
bi-annual basis; 4. that any representatives on the Lake District National Park Authority, Lake District National Park Partnership, Yorkshire Dales National Park Authority, North Pennines Area of Outstanding Natural Beauty and MASCG should be through preference a member from an appropriate ward; and
5. A statement is produced showing the synergies and the purpose of representation between the EDC corporate plan and outside body activities is developed for each approved outside body. Additional documents:
Minutes: To consider report G29/20 from the Chairman of the Outside Bodies Task and Finish Group which presented the findings from the Scrutiny Review of the Council’s Outside Bodies and recommends changes which would improve ways of reporting back from Outside Bodies.
Proposed by Councillor Raine Seconded by Councillor Thompson
and RESOLVED that:
1.
with effect from the commencement of the municipal
year 2020/2021, Eden District Council no longer send any
representatives to Omega Proteins Liaison Board; and that the
number of representatives on Greenwich Leisure Limited Eden Board
be reduced to one;
2.
Members who are elected to a position representing
Eden District Council on an Outside Body should fill in a summary
note after each meeting they attend, to be published on the Eden
District Council website;
3.
a working group be set up to monitor Eden District
Council representation on outside bodies, both to look at current
representation on Outside Bodies, and if there is any other groups
which may require Eden District Council representation, to begin
meeting during the 2021/22 municipal year, and thereafter on a
bi-annual basis; 4. any representatives on the Lake District National Park Authority, Lake District National Park Partnership, Yorkshire Dales National Park Authority, North Pennines Area of Outstanding Natural Beauty and MASCG should be through preference a member from an appropriate ward; and
5. a statement is produced showing the synergies and the purpose of representation between the EDC corporate plan and outside body activities is developed for each approved outside body. |
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Appointment to Outside Bodies PDF 238 KB To consider report G33/20 from the Assistant Director Governance which is attached and which seeks to confirm the outside bodies upon which Members will sit in the forthcoming municipal year and to consider who should be appointed to represent the Council on each of these bodies.
RECOMMENDATIONS that: 1. The list of outside bodies set out in paragraphs 3.2, 3.4 and in Appendix 1 to the report be approved; 2. Members of the Executive be appointed to the outside bodies identified in paragraph 3.2; 3. Members give consideration to nomination of non-executive members to the bodies listed at paragraph 3.4 and Appendix 1 to this report; 4. Members give consideration to the nomination of a Member to the Multi Agency Appleby Fair Strategic Co-ordinating Group; 5. Members give consideration to the nomination of a Member to the Cumbria County Council LEP Scrutiny Board; 6. Those bodies upon which Eden District Council will represent another authority for 2019-2021 as detailed in paragraph 3.5 of the report be noted; 7. Those bodies upon which Eden District Council will be represented by another authority for 2020-2021 as detailed in paragraph 3.7 of the report be noted; and 8. Council determines if it wishes to appoint Member Champions in relation to (a) Armed Forces; (b) Children and Young People; and (c) Older People.
Additional documents: Minutes: Members considered report G33/20 from the Assistant Director Governance which confirmed the outside bodies upon which Members will sit in the forthcoming municipal year and to considered who should be appointed to represent the Council on each of those bodies.
RESOLVED that:
1. The list of outside bodies set out in paragraphs 3.2, 3.4 and in Appendix 1 to the report be approved;
2. Members of the Executive be appointed to the outside bodies identified below;
3. The following Members be nominated to the bodies list at paragraph 3.3 and appendix 1 to this report;
4. Councillor Greenwood be appointed to the Multi Agency Appleby Fair Strategic Co-ordinating Group, with Councillor Connell appointed as standing deputy;
5. Councillor Baker be appointed to the Cumbria County Council LEP Scrutiny Board;
6. That Eden District Council will represent Carlisle City Council on the Cumbria Local Enterprise Partnership for 2020/2021.
7. That Eden District Council will act as representative for all District Councils on the Cumbria Health and Wellbeing Board for 2020/2021; and
8. The Members below be appointed as Member Champions:
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Annual Licensing Report PDF 164 KB To consider report PP27/20 from the Chairman of the Licensing Committee which is attached and which provides general information on the activities of the Licensing Committee during the municipal year 2020/2021.
RECOMMENDATION that the contents of the report be noted. Minutes: Members considered report PP27/20 from the Chairman of the Licensing Committee which seeks to provide general information on the activities of the Licensing Committee during the municipal year 2019/2020.
Proposed by Councillor Holden Seconded by Councillor Sharp
and RESOLVED that the contents of the report were noted. |
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Annual Planning Performance Report PDF 165 KB To consider report PP28/20 from the Assistant Director Planning and Economic Development which is attached and which seeks to provide Members with an overview of the performance of the Planning Service between April 2019 and March 2020 in relation to Key Performance Indicators and Planning Enforcement.
RECOMMENDATION that the content of the report be noted. Minutes: Members considered report PP28/20 from the Assistant Director Planning and Economic Development which sought to provide Members with an overview of the performance of the Planning Service between April 2019 and March 2020 in relation to Key Performance Indicators and Planning Enforcement.
Proposed by Councillor Patterson Seconded by Councillor Lynch
and RESOLVED that the report were noted. |
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Information Governance Policies PDF 1 MB To consider report G22/20 from the Assistant Director Governance which is attached and which seeks consideration to be given to the approval and adoption of four public information governance policies.
RECOMMENDATIONS that:
a) the revised Access to Information Policy at Appendix A be approved and adopted, to replace the previous version adopted in April 2019; b) the Corporate Privacy Policy at Appendix B be approved and adopted, to replace the Privacy Policy adopted in June 2018; c) the Recording and Reporting Policy at Appendix C be approved and adopted, to replace the Filming, photography, recording and use of social networking at council meetings policy, adopted in February 2015; and d) the new Virtual Public Meetings Privacy Policy at Appendix D be approved and adopted. Minutes: Members considered report G22/20 from the Assistant Director Governance which sought to enable consideration to be given to the approval and adoption of four public information governance policies.
Proposed by Councillor Greenwood Seconded by Councillor Lawson
and RESOLVED that:
1. the revised Access to Information Policy was approved and adopted, to replace the previous version adopted in April 2019;
2. the Corporate Privacy Policy was approved and adopted, to replace the Privacy Policy adopted in June 2018;
3. the Recording and Reporting Policy was approved and adopted, to replace the Filming, photography, recording and use of social networking at council meetings policy, adopted in February 2015; and
4. the new Virtual Public Meetings Privacy Policy at Appendix D was approved and adopted. |
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ICT, Digital, Development Management and Finance Systems PDF 308 KB To consider report F19/20 from the Interim Director of Corporate Services which is attached and which seeks:
1. To incorporate appropriate budgets for the development of the Digital Platform, purchase and implement the new Development Management System and new Financial Management System. 2. To award a contract for the provision of a replacement IT system covering the following Council functions. Planning, Building Control, Land Charges, CIL (Community Infrastructure Levy), Planning Policy and Section 106 Agreements.
RECOMMENDATIONS that Council:
1. Approve the additional budget requirements set out in the report and detailed in the Part II appendix, Development of the Digital Platform and support purchase and implement a new Development Management System and Finance System be approved, and 2. That subject to the approval of the budget at recommendation 2.3 to award the contract for Development Management and associated software to DEF Software Limited. Minutes: Members considered report F19/20 from the Interim Director of Corporate Services which asked Members to consider incorporating appropriate budgets for the development of the Digital Platform, purchase and implement the new Development Management System and new Financial Management System, and to award a contract for the provision of a replacement IT system covering the following Council functions – Planninng, Building Control, Land Changes, CIL (Community Infrastructure Levy), Planning Policy and Section 106 Agreements.
Proposed by Councillor Greenwood Seconded by Councillor Rudhall
and RESOLVED that:
1. Council approved the additional budget requirements set out in the report and detailed in the Part II appendix, Development of the Digital Platform and supported purchase and implement a new Development Management System and Finance System be approved, and
2. the contract for Development Management and associated software was awarded to DEF Software Limited. |
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Date of Next Scheduled Meeting The next scheduled meeting of Council be confirmed as 24 September 2020. Minutes: The date of the next scheduled meeting was confirmed as 24 September 2020. |
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Exclusion of Press and Public To consider whether, in accordance with Section 100A(4) of the Local Government Act 1972, members of the public (including the press) should be excluded from the meeting during discussion of the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 of Part 1 to Schedule 12A of the Act. Minutes: RESOLVED that in accordance with Section 100A(4) of the Local Government Act 1972, members of the public (including the press) should be excluded from the meeting during the discussion of the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 3 of Part 1 to Schedule 12A of the Act. |
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ICT, Digital Development Management and Finance System This appendix sets out information supporting report F19/20 from the Interim Director of Corporate Services which is exempt under paragraph 3 of Part 1 of the Schedule 12A of the Local Government Act 1972. Minutes: Members considered report F19/20 from the Interim Director of Corporate Services.
RESOLVED that the recommendations contained within the report be approved. |
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