Agenda and minutes
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Contact: Democratic Services
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Apologies Additional documents: Minutes: Apologies were received from Councillors David Fowles, Dilys Neill, Roly Hughes, Chris Twells, Andrew Maclean and Nigel Robbins. |
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Declarations of Interest To receive any declarations of interest from Members and Officers, relating to items to be considered at the meeting. Additional documents: Minutes: Councillor Clare Turner declared an interest, as she had invested in the Cotswold Municipal Investment fund. Prior to the meeting, Councillor Turner had sought advice from the Monitoring Officer, who advised that since the rate of return on the investment bonds was fixed, no personal financial gain could be made from the decision on the Commercial Solar Photovoltaic Installation decision. Councillor Turner was therefore advised that she could fully participate in full on the item ‘Commercial Solar Photovoltaic Installations on Council Assets’ item. |
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To approve the minutes of the meeting of Council held on 15th March 2023 and Annual Council on 24th May 2023. Additional documents: Minutes: The Chair stated that the agenda item included the consideration of exempt minutes. The Chair advised that members should indicate at this point whether they wished to enter into private session to discuss these later in the meeting.
The Chair explained that the minutes would be voted on in two parts.
An error in the minutes of the 25th May was brought to the attention of Democratic Services. This had already been corrected in the online version of the minutes.
The Chair reminded new Members that they should abstain on the minutes of the 13th March, as this meeting had taken place prior to their election.
RESOLVED: That Council approve the minutes of the meeting held on 13 March 2023.
Voting record: For- 14, Against – 0, Abstentions 4
RESOLVED: That Council approve the minutes of the meeting held on 25 May 2023.
Voting record: For 25, Against 0, Abstain 2
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Announcements from the Chair, Leader or Chief Executive (if any) Additional documents: Minutes: The Chair reminded Members in attendance that there would be Scrutiny training delivered on the 19th of July by the centre for Governance and Scrutiny.
The Chair also reminded Members in attendance of the online ‘Cyberninja’ Cyber Security training which was mandatory for all members to complete by the end of September.
The Chair stated that since their appointment they had represented the Council at numerous events which all attested to how rich and vibrant the district was. The Chair looked forward to continuing to meet with more residents and attending further community events throughout their tenure.
The Leader welcomed the Chair’s announcements, and attested to the important roles that the Chair and Vice-Chair play in representing the Council in the community.
The Leader stated that there was ongoing work to update the Council’s corporate plan, which would be taken to the full Council meeting in January. |
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Public Questions To deal with questions from the public within the open forum question and answer session of fifteen minutes in total. Questions from each member of the public should be no longer than one minute each and relate to issues under the Council’s remit. At any one meeting no person may submit more than two questions and no more than two such questions may be asked on behalf of one organisation.
The Chair will ask whether any members of the public present at the meeting wish to ask a question and will decide on the order of questioners.
The response may take the form of: a) a direct oral answer; b) where the desired information is in a publication of the Council or other published work, a reference to that publication; or c) where the reply cannot conveniently be given orally, a written answer circulated later to the questioner. Additional documents: Minutes: There were no public questions. |
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A Member of the Council may ask the Chair, the Leader, a Cabinet Member or the Chair of any Committee a question on any matter in relation to which the Council has powers or duties or which affects the Cotswold District. A maximum period of fifteen minutes shall be allowed at any such meeting for Member questions.
A Member may only ask a question if: a) the question has been delivered in writing or by electronic mail to the Chief Executive no later than 5.00 p.m. on the working day before the day of the meeting; or b) the question relates to an urgent matter, they have the consent of the Chair to whom the question is to be put and the content of the question is given to the Chief Executive by 9.30 a.m. on the day of the meeting.
An answer may take the form of: a) a direct oral answer; b) where the desired information is in a publication of the Council or other published work, a reference to that publication; or c) where the reply cannot conveniently be given orally, a written answer circulated later to the questioner.
Council has received the following the questions printed on the agenda. The responses have been submitted in advance of the meeting which can be found at Annex A.
Question 1 from Councillor Nikki Ind to Councillor Mike McKeown, Cabinet Member for Climate Change and Sustainability
Could I please ask for an update on the current timetable for provision of electric car charging points in Tetbury. I understand that Tetbury is in the 2nd phase of delivery, however as the 2nd largest settlement in the District, we still have no public charging points in Council car parks.
In addition, can you please confirm that the District Council still intends to consult with Tetbury Town Council when it comes to the positioning of these chargers. Many thanks.
Question 2 from Councillor Nikki Ind to Councillor Juliet Layton, Cabinet Member for Planning and Regulatory Services
When I receive a request to fell a tree, without a Tree Protection Order, but within a Conservation Area, I always make a comment to the Officer regarding requesting the applicant replant a suitable tree as a replacement. I understand the Officer comments that this cannot be enforced, however, given the Climate and Ecological Emergencies declared by this Council, could we not agree to include this in all responses to requests for the felling of trees in the District? Many thanks.
Question 3 from Councillor Len Wilkins to Councillor Mike McKeown, Cabinet Member for Climate Change and Sustainability
CDC’s Rissington Road Car Park was refurbished by this Council and reopened just before Easter this year at a cost of £374,000. The plans showed some 8 recharging points for electric vehicles. At present there seems to be some wire poking out of the ground but no recharging points. When can we expect these charging points to be operational?
Question 4 from Councillor Len Wilkins to Councillor Juliet ... view the full agenda text for item 45. Additional documents: Minutes: The questions submitted by Members were published alongside their answers, with the agenda. The supplementary questions asked during the meeting are included in Annex A.
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Updated Procurement and Contract Management Strategy Purpose To present an updated draft Procurement and Contract Management Strategy for comment and consideration by Council.
Recommendations Subject to the resolutions of Cabinet on 17 July 2023, Council is recommended to resolve to: 1) Approve the updated Procurement and Contract Management Strategy. Additional documents: Minutes: The purpose of the item was to present and seek Council’s approval of an updated draft Procurement and Contract Management Strategy.
The Deputy Leader, as the Cabinet Member for Finance, introduced the item. The Deputy Leader highlighted the key points in the report, stating that the purpose of reviewing the strategy was to ensure that Publica obtains value for money, as well as social value and minimising climate impact when procuring its services.
The Deputy Leader also highlighted to Council that the approval of the strategy was subject to the inclusion of the missing figure on page 52 of the report pack “£26m”, which represented the combined spending across the Publica Councils.
The Deputy Leader stated that the strategy had been reviewed by the Overview and Scrutiny Committee, and welcomed their input. It was clarified that the procurement strategy referred to how Publica, as the Council’s Teckal company, procured services on its behalf. It was noted that this was not about how the Council procured services through Publica.
Members welcomed the proposal, and asked how social value would be measured, and how the use of small businesses would be encouraged through the strategy. The Deputy Leader stated that there was criteria such as carbon impact for a low travel distance that would encourage local suppliers. Local businesses would also be encouraged to bid for contracts through the work of the economic development team. The Deputy Leader caveated this by saying that the procurement matrix was required to be robust and be able to stand up to challenge.
Members made reference to the environmental aspects of the strategy on page 41 of the report pack, and asked whether the reduction of other greenhouse gases (such as methane and hydrofluorocarbons) could be incorporated into the report. The Senior Procurement Business Partner stated that this would be added include in the final strategy.
Members also made reference to the delivery of “large contracts” on page 44 and asked if this term had an explicit definition. The Senior Procurement Business Partner stated that the definition was defined by the Government, but that this was likely to change soon.
Councillor Mike Evemy proposed the recommendations. Councillor Joe Harris seconded the recommendations, and highlighted that the strategy was a positive force for delivering social value. Councillor Joe Harris stated that the strategy allowed the Council to maximise the efficiency of its resources when delivering services.
RESOLVED: That Council APPROVE the updated Procurement and Contract Management Strategy.
Voting record – For – 26, Against 0, Abstention 1
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Outside Bodies Appointments Update Purpose To appoint members and substitute members to the Health Overview and Scrutiny Committee and the Gloucestershire Economic Growth Scrutiny Committee, following the decision of Annual Council to defer the appointment of members to non-executive bodies.
Recommendation That Council resolves to 1) Appoint Councillor Dilys Neill to the Health Overview and Scrutiny Committee with Councillor Nigel Robbins as substitute; 2) Appoint Councillor Angus Jenkinson to the Gloucestershire Economic Growth Scrutiny Committee, with Councillor Patrick Coleman as substitute. Additional documents: Minutes: The purpose of the item was to appoint members and substitute members to the Health Overview and Scrutiny Committee and the Gloucestershire Economic Growth Scrutiny Committee. This followed the decision of Annual Council to defer the appointment of members to non-executive outside bodies subject clarity on the correct procedure.
Councillor Joe Harris introduced and proposed the item, and stated that that the procedure for appointing to outside bodies would be clarified with the Constitution Working Group.
Councillor Juliet Layton seconded the proposal, complimenting the qualifications and expertise and ability of the appointed members.
Members welcomed the appointments and made positive remarks on the suitability of those appointed.
Resolved: That Council:
1) APPOINT Councillor Dilys Neill to the Health and Care Overview and Scrutiny Committee with Councillor Nigel Robbins as substitute;
2) APPOINT Councillor Angus Jenkinson to the Gloucestershire Economic Growth Scrutiny Committee, with Councillor Patrick Coleman as substitute.
Voting Record – For 26, Against 0, Abstention 2
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Notice of Motions No motions have been submitted for this meeting. Additional documents: Minutes: There were no motions submitted for the meeting. |
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Next meeting Wednesday 20 September 2023 at 6pm. Additional documents: Minutes: Before proceeding to the following item, the Chair reminded members of the public that the next meeting would take place on the 20th September. |
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Commercial Solar Photovoltaic Installations on Council Assets Purpose To seek agreement to invest in the installation of solar PV on the roofs of buildings owned and in some cases leased by the Council based on the business cases set out within this report. To seek agreement to enter into a contract with the preferred contractor for the installation of the solar PV.
Recommendations Subject to the resolutions of Cabinet on 17 July 2023, Council is recommended to resolve to: 1) Agree to proceed with investment in roof mounted solar PV based on the business cases in this report; 2) Agree to set aside funding for contingency costs of £27,000 from the Council Priorities Fund with delegation to the Deputy Chief Executive Officer to allocate subject to the business case still being viable or expenditure being unavoidable due to structural condition of the building. Additional documents:
Minutes: Before the item was discussed, the Chair advised Members to refrain from commenting on the exempt annexes in public session and to avoid divulging the confidential information contained within those annexes. Members were advised to propose entering into private session before discussing the exempt annexes.
The purpose of the item was to seek agreement to: 1) invest in the installation of solar photovoltaic (PV) on the roofs of buildings owned and in some cases leased by the Council based on the business cases set out within the report and; 2) enter into a contract with the preferred contractor for the installation of the solar PV.
The Deputy Leader introduced the item and explained that work was already underway to fix the roof at Trinity Road, and that Members were only being asked to consider whether to mount the solar PV onto the buildings as specified in the report and its annexes.
The Deputy Leader stated that the funds for the project had been raised through the Cotswold Municipal Investment Fund, which was intended to fund environmental projects. £27,000 from the Council’s Priorities Fund would be earmarked as a 10% contingency, to allow for unexpected costs.
The Cabinet Member for Climate Change and Sustainability seconded the item, and explained that he viewed the proposal as a vital step in tackling climate change, making specific reference to the adverse weather across Europe. The Cabinet Member also added that the solar panels would have very high rates of return, and were a fiscally sound decision.
Members stated that the Business Manager for Democratic Services had advised that the certain information contained in the exempt annexes could be discussed in public session, but the Chair stated that for simplicity and to avoid Members accidentally revealing confidential information, a private session should be proposed if the exempt annexes were to be discussed. The information would be published with the minutes of the meeting.
Members noted that this project represented a partial spend of the Community Municipal Investment fund, and asked what other plans for it would be. The Deputy Chief Executive stated that plans for utilising the funds also included installing Electric Vehicle Charging points.
Members asked if a 10% contingency was sufficient, given the volatility of the market. The Deputy Chief Executive stated that the contingency was to enable the delivery of the business plan, this would be revisited if needed. |
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Matters exempt from publication If Council wishes to exclude the press and the public from the meeting during consideration of any of the items on the exempt from publication part of the agenda, it will be necessary for Council to pass a resolution in accordance with the provisions of section 100A of the Local Government Act 1972 on the grounds that their presence could involve the likely disclosure of exempt information as described in paragraph 3 of Schedule 12A of the Local Government Act 1972.
Council may maintain the exemption if and so long as, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.
Additional documents: Minutes: Following the questions that Members had asked in public session, the motion for Council to enter private session was proposed by Councillor Joe Harris and seconded by Councillor Lisa Spivey.
RESOLVED: That Council exclude the public and press for the remainder of the meeting under section 100A of the Local Government Act 1972 on the grounds that their presence could involve the likely disclosure of exempt information as described in Paragraph 3 of Schedule 12A of the Local Government Act 1972, with the public interest in maintaining the exemption outweighing the public interest in disclosing the exempt information.
Voting record- For 27, Against 0, Abstention 1
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Exempt Minutes of Full Council on 15th March 2023 Minutes: Councillor Blomefield stated that no response had been received from the responsible officer to her question from 15 March 2023. The Democratic Services Manager said they would follow up on this.
The exempt minutes were approved together with the public minutes in earlier in the agenda, so were not discussed further. |
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Exempt Annexes for Agenda Item 11 Minutes:
RESOLVED: That Council: 1) Agree to proceed with investment in roof mounted solar PV based on the business cases in this report, and that, 2) Agree to allocate funding for contingency costs of £27,000 from the Council Priorities Fund with delegation to the Deputy Chief Executive and Section 151 Officer to allocate subject to the business case still being viable or expenditure being unavoidable due to structural condition of the building.
Voting record- For 27, Against 0, Abstention 1
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