Agenda, decisions and minutes

Members of the Council will declare any interests they may have in any item to be considered at this meeting, prior to any discussion taking place on that item.

The other registrable interests of Councillors of Devon County Council, arising from membership of City, Town or Parish Councils and other Local Authorities will automatically be recorded in the minutes.

For details of District and or Town and Parish Twin Hatters – please see here - County councillors who are also district, borough, city, parish or town councillors

The Chair reminded Members they should declare any interests they may have in any item to be considered, prior to any discussion taking place on that item. The details of District and or Town and Parish Twin Hatters was on the attached list - County councillors who are also district, borough, city, parish or town councillors.

Minutes of the meeting held on 13 November 2024, (previously circulated).

RESOLVED that the minutes of the meeting held on 13 November 2024 be signed as a correct record.

RESOLVED that the minutes of the meeting held on 13 November 2024 be signed as a correct record.

Items which in the opinion of the Chair should be considered at the meeting as matters of urgency.

There was no item raised as a matter of urgency.

The Chair reported on a recommendation of the Corporate Infrastructure and Regulatory Services Committee for Members to be aware of and remember to respond to the Government consultation on remote meetings and proxy voting.

There was no petition received from a Member of the Public or the Council.

There was no question from a Member of the Council.

In accordance with the Council's Public Participation Rules, the relevant Cabinet Member responded to one question from a member of the public on trapezoidal segregation kerbs on the Rifford Road segregated path in Exeter and how were they recommended.

A copy of the question and answer had been sent direct to the questioner.

(NB: A copy of the question and answer was available on webpage for meeting).

Report of the Director of Climate Change, Environment and Transport (CET/24/113), presenting the Council’s Carbon Reduction Plan for 2024 - 2027, attached.

An Impact Assessment has been prepared for the attention of Members at the meeting, attached and available at Carbon Reduction Plan 2024-2027 - Impact Assessment (devon.gov.uk)

RESOLVED

(a) that the proposed Carbon Reduction Plan 2024 – 2027 be adopted; and

(b) that delegated authority be given to the Director of Climate Change, Environment and Transport in consultation with the Cabinet Member for Climate Change, Environment and Transport to make minor amendments to the Strategy as necessary during the implementation period.

(Councillors Hodgson and Whitton attended in accordance with Standing Order 25(2) and spoke to this item).

The Cabinet considered the Report of the Director of Climate Change, Environment and Transport (CET/24/113), presenting the Council’s Carbon Reduction Plan for 2024 - 2027, circulated prior to the meeting in accordance with regulation 7(4) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.

The Report highlighted the Council’s declaration of a climate emergency in 2019 and brought together partners to form the Devon Climate Emergency partnership. This led to the Devon Climate Declaration, which the Council signed on 12^th June 2019 and then brought out a new Carbon Reduction Plan in 2020 to replace a 2014 plan.

As monitoring (See Figure 1) showed, there had been good progress in reducing corporate emissions – in 2022/2023 emissions were 56 per cent lower than in 2012/13 through a number of initiatives. A lot of learning had happened since the 2020 plan, and the Report outlined where there had been less progress. It was noted that progress was now slowing as implementation became more challenging.

The Report presented a proposed update to the Carbon Reduction Plan to cover the period 2024 – 2027 which was outlined in Figure 2. The Strategy included a number of strategic objectives and targets which included retaining the target to reduce the 2012/13 corporate carbon footprint by 70% by 2030/31, as a minimum, look to offset residual emissions from 2030/31 based on trials carried out since 2020 using several different approaches, and implement a 2024-2026 Low Carbon Supply Chain Strategy (covered by a separate paper).

Section 3.2 outlined the proposed actions for the corporate carbon footprint and highlighted that the modelling undertaken for the Strategy had been undertaken by the University of Exeter and suggested that if implemented in full, the actions would reduce corporate emissions by 79% by 2030 and set the foundations for the necessary further reductions after 2030 to minimise the need for offsetting.

The Carbon Reduction Plan was directly relevant to the Strategic Plan Priority “Respond to the climate emergency” as it would further reduce the Council’s carbon emissions (Strategic Plan Action 10). It also contributed to other Strategic Plan priorities as set out in the table in section 7 of the Report.

Section 8 highlighted the financial considerations in terms of revenue expenditure detail and capital expenditure as well as reduced costs and savings.

An Impact Assessment had been prepared for the attention of Members at the meeting, attached and available at Carbon Reduction Plan 2024-2027 - Impact Assessment (devon.gov.uk). Climate change would affect everybody and it would affect people less able to adapt the most. Implementing the Carbon Reduction Plan would help minimise these impacts on everyone. Impacts would also be considered at the project stage and through consultation processes, although many impacts were likely to be positive, such as improved air quality in areas of deprivation, reduced eco anxiety amongst young people, and renewable energy generation.

The  ...  view the full minutes text for item 656.

Report of the Director of Climate Change, Environment and Transport and the Director of Finance and Public Value (CET/24/112), seeking approval of the Low Carbon Supply Chain Strategy 2024 – 2026, attached.

An Impact Assessment has been prepared for the attention of Members at the meeting, attached and available at Low carbon supply chain strategy - Impact Assessment.

RESOLVED

(a) that the Low Carbon Supply Chain Strategy 2024 – 2026 be adopted; and

(b) that delegated authority be given to the Director of Climate Change, Environment and Transport in consultation with the Director of Finance and Public Value and the Cabinet Member for Climate Change, Environment and Transport to make minor amendments to the Strategy as necessary during the implementation period.

(Councillors Hodgson and Whitton attended in accordance with Standing Order 25(2) and spoke to this item).

The Cabinet considered the Report of the Director of Climate Change, Environment and Transport and the Director of Finance and Public Value (CET/24/112), which sought approval of the Low Carbon Supply Chain Strategy 2024 – 2026, circulated prior to the meeting in accordance with regulation 7(4) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.

In 2019, the Council committed to becoming a carbon-neutral council from 2030, including its supply chain. The carbon emissions from the Council’s supply chain were roughly 19 times larger than the Council’s corporate carbon footprint (the greenhouse gas emissions the authority controlled directly).

The learning from the Carbon Reduction Plan published in 2020, had been developed into the next stage of supply-chain carbon reduction, which was described in the Low Carbon Supply Chain Strategy presented in the Report. The Strategy nested with the Carbon Reduction Plan that showed how the authority’s corporate emissions were being reduced. 

The Strategy described how the Council would improve data capture systems, upskill its staff and engage its suppliers over the next three years (2024 – 2026) to minimise carbon emissions from the goods, works and services it procured.

The full Strategy was available at Appendix 1.

However, the vision was that in 2030 the Council would have high-quality data about the carbon emissions arising from its receipt of goods and services. Those emissions would be declining rapidly due to the previous years’ efforts and staff responsible for leading commissioning and procurement processes and managing contracts would be using new skills to ensure that all requests for quotations, and invitations to tender, include carbon-related evaluation criteria and/or the specifications for the goods, and services incorporated low-carbon and circular-economy requirements.

All suppliers would report the carbon emissions or raw activity data related to the delivery of the contract.

The Council would aim to have 50% of its spend covered by net-zero targets by the end of 2025/26, focusing on four priority areas, as outlined in Figure 1 relating to collection of carbon data, procurement, commissioning and contract management, support suppliers as well as the Council’s staff.

Table 1 outlined in section 3.3 showed the actions in the Strategy relating to the four priority areas including the relevant dates and responsible parties. 

The Strategy had been developed by officers of the Low Carbon Supply Chain Steering Group, assisted by officers of the Environmental Performance Management Group and the elected Members of the Corporate, Infrastructure and Regulatory Services Scrutiny Committee. On the 22^nd September 2022, the Committee had considered the Report of the Climate Change Standing Overview Group (SOG) which had met on 6 July 2022. It had RESOLVED that the Report be approved and the following recommendations contained therein be commended to Cabinet:

(a) that the draft 2030 Net-Zero Supply Chain Strategy be commended;

(b) that further options for carbon offsetting, including how the Council can work with local research  ...  view the full minutes text for item 657.

Report of the Director of Climate Change, Environment and Transport (CET/24/110), on a proposed trial for streetlighting, attached.

The Corporate Infrastructure and Regulatory Services Scrutiny Committee

at its meeting on 25 September 2024, had considered the Report of the Director of Climate Change, Environment and Transport (CET/24/66), regarding findings from the recent streetlighting trial (9 April to 21 May 2024). The Committee had RESOLVED ‘that given all of the benefits identified above and in Report (CET/24/66), this Committee recommends to Cabinet that a three tier system be considered to take into account the separate needs of city, market towns and rural villages, recognising the important of dark skies, particularly in rural areas and the benefits to wildlife and the environment’.

An Impact Assessment has been prepared for the attention of Members at the meeting, attached and available at Street Lighting Project - Central Management System - Impact Assessment

RESOLVED

(a) that the proposal for a 12-month trial of the updated street lighting dimming/switch-off regime detailed in the Report be approved; and

(b) that the findings of the trial be reviewed in 2026 to inform a policy update for consideration by Cabinet.

(Councillors Hodgson and Whitton attended in accordance with Standing Order 25(2) and spoke to this item).

The Cabinet considered the Report of the Director of Climate Change, Environment and Transport (CET/24/110), on a proposed trial for streetlighting, circulated prior to the meeting in accordance with regulation 7(4) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.

The Cabinet noted the findings from the Council’s recent street lighting trial which had run from 9^th April - 21^st May 2024. During the trial, earlier switch off times and further dimming had been applied to street lighting in Abbotskerswell, Holcombe Rogus, Kingskerswell and Sidmouth.

The Report also took into account Member feedback from the September 2024 Corporate Infrastructure and Regulatory Services Scrutiny Committee (minute 184 here). The Committee had RESOLVED ‘that given all of the benefits identified above and in Report (CET/24/66), this Committee recommends to Cabinet that a three tier system be considered to take into account the separate needs of city, market towns and rural villages, recognising the importance of dark skies, particularly in rural areas and the benefits to wildlife and the environment’.

The Report made a recommendation on how the learning could be applied to an extended 12-month trial and ultimately to the Council’s street lighting policy in the future.

The current street lighting policy had been approved by Cabinet on 9^th January 2019 where it had been agreed to maintain the current regime of part-night lighting and lowering light levels during the night, the Council operating two dimming regimes.

The team, over the last decade, had focussed on reducing energy usage whilst continuing to deliver day-to-day functions such as keeping the public safe.  The LED roll-out programme, along with the introduction of part-night lighting and a stepped dimming regime, had achieved substantial reductions in both the Council’s carbon footprint and, revenue expenditure.

The Cabinet noted that the Report did not propose any change to the Council’s main road lighting regime.

The Council’s street lighting asset had been upgraded to a Central Management System (CMS), which allowed adjustments to lighting to be made remotely. Using the CMS, the recent community-led trial aimed to reduce carbon emissions and costs, whilst responding to local needs for lighting.

In the trial, lighting initially changed to 50% output (instead of 100%) from 21:30 at each location, with switch-off beginning at 00:00, instead of 00:30. This reduction was enhanced over six weeks, e.g., week 1-2: dim at 21:30 to 50%, off at 00:00, week 3-4: dim at 21:00, off at 23:30 etc. as per Table 1 of the Report. Following completion of the trial, an online form was used to capture feedback with the results being summarised in section 5.0 of the Report.

Based on the findings, the feedback, recommendations from Scrutiny and comparison with the approach taken by other local authorities, the Report proposed an extended 12-month trial as articulated in Table 2 of the Report.

It was noted that any future policy  ...  view the full minutes text for item 658.

Report of the Director of Climate Change, Environment and Transport (CET/24/109), seeking scheme approval of the Cullompton Town Centre Relief Road, attached.

An Impact Assessment has been prepared for the attention of Members at the meeting, attached and available at Cullompton Town Centre Relief Road - Impact Assessment.

RESOLVED

(a) that the scheme layout shown on drawing 70078957 in Appendix 1 be approved for tender and construction, subject to legal and land assembly agreements being completed or a compulsory purchase order being confirmed;

(b) that the advertising of any necessary Traffic Regulation Orders be approved and subject to no significant objections being received, make and seal the Orders;

(c) that the commencement of the acquisition of land through negotiation and/or a Compulsory Purchase Order (CPO) together with any necessary associated side roads orders that may be required for the scheme be approved, subject to the signing of the funding agreement between Mid Devon District Council and Devon County Council;

(d) that the increase in the capital programme of £32.4 million, be approved, funded by external contributions, in line with the table in the financial considerations section, subject to the approval of the funding agreements;

(e) that delegated authority be given to the Director of Climate Change, Environment and Transport, in consultation with the Cabinet Member for Climate Change, Environment and Transport, to award the construction contract for the Scheme subject to the overall scheme cost being within a cost envelope of £33.5 million, and subject to the signing of the funding agreement between Mid Devon District Council and Devon County Council; and

(f) that delegated authority be given to the Director of Climate Change, Environment and Transport, in consultation with the Local Members and Cabinet Member for Climate Change, Environment and Transport, to make minor amendments to the scheme design.

(Councillors Berry and Whitton attended in accordance with Standing Order 25(2) and spoke to this item).

The Cabinet considered the Report of the Director of Climate Change, Environment and Transport (CET/24/109), which sought scheme approval of the Cullompton Town Centre Relief Road, circulated prior to the meeting in accordance with regulation 7(4) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.

The Cabinet noted that Cullompton was expected to receive a significant amount of growth in the future with over 4,000 dwellings and almost 70,000sqm of employment floorspace allocated in Mid Devon’s Local Plan. However, there were issues currently with the local highway network, with queuing traffic and long and inconsistent journey times for all users as well as poor air quality, with the town being a designated Air Quality Management Area (AQMA).

Cullompton Town Centre Relief Road aimed to reduce traffic flow in Cullompton High Street, facilitate the future development of the town and improve air quality in the town.

In September 2024, Mid Devon District Council announced it had received £33.5 million funding from Homes England, subject to signing a funding agreement. As the Highway Authority, the Council would act as a delivery partner, taking the lead on developing the detailed design and land assembly, prior to construction, and would ultimately become responsible for the ownership and maintenance of the new infrastructure.

The scheme would provide a 6.5m wide new road for 1350m, connecting Duke Street to Station Road, passing through the Cullompton Community Association (CCA) fields, and sports clubs. The diagram in section 3 of the Report showed the alignment of the route and associated development within the town.

The scheme included improvements to sustainable travel opportunities locally, such as walking, wheeling and cycling routes. It also included provision of a bus layby on Station Road.

The alignment of the Relief Road had been determined following a public engagement event in 2018 and subsequently received planning permission in 2021.

Land was required from a number of landowners and initial discussions with all affected landowners had already started.

The Report highlighted the three alignment options that had been considered as part of the public consultation and reported on the significant consultation that had taken place on the scheme in recent years.

The scheme was well aligned with a range of the Strategic Plan priorities by improving the highway network, enabling better access to jobs, growth ambitions to be met and enhancing sustainable transport options in the area. The table at section 6 summarised how the proposals would impact achievement of relevant Strategic Plan actions according to a seven-point scale.

Once the funding agreements were formalised, the estimated expenditure profile was outlined in section 7. The additional budget approval requested in the Report included the projected spend for 2024/25 to 2027/28 of £32.4 million, with £1.1 million having already been spent in previous years.

Section 11 outlined the further analysis of risk and section 8 a number of legal considerations relating to negotiations and  ...  view the full minutes text for item 659.

Report of the Director of Climate Change, Environment and Transport (CET/24/111), on the Household Waste Recycling Centre Service Review and Future Service Commissioning, attached.

An Impact Assessment has been prepared for the attention of Members at the meeting, attached and available at Household Waste Recycling Centre Service Review - Impact Assessment

RESOLVED

(a) that the conclusions of the Household Waste Recycling Centre (HWRC) Service Review be supported;

(b) that Household Waste Recycling Centres be closed on Easter Sunday, Christmas Eve and New Years Eve, in addition to the existing closed periods of Christmas Day, Boxing Day and New Years Day, from 1^st April 2025.

(c) that the re-commissioning of the HWRC service by competitive tender to a commercial provider be approved;

(d) that delegated authority be given to the Director of Climate Change, Environment and Transport and Director of Finance and Public Value in consultation with the Cabinet Member for Public Health, Communities and Equality to award the new contract; and

(e) that the Corporate Infrastructure and Regulatory Services Scrutiny Committee be kept updated on the process and progress moving forward.

(Councillors Hodgson and Whitton attended in accordance with Standing Order 25(2) and spoke to this item).

The Cabinet considered the Report of the Director of Climate Change, Environment and Transport (CET/24/111), on the Household Waste Recycling Centre Service Review and Future Service Commissioning, circulated prior to the meeting in accordance with regulation 7(4) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.

The Cabinet noted that the Council had a statutory duty to provide reasonably accessible Household Waste Recycling Centres (HWRCs) for residents to deposit their bulky household waste. The Council currently provided a network of 19 HWRCs across Devon and the current main contract was operated by SUEZ Recycling and Recovery UK Ltd. The contract was due to expire in March 2026.

A service review had been undertaken including benchmarking to consider whether the current service was giving good value for money in terms of cost, performance and public satisfaction. In addition, the service review also considered how the future HWRC service would be commissioned following the end of the current main contract in March 2026.

The review considered number of sites, locations and populations served and the distribution/location of HWRC facilities was shown in Appendix A. This was in accordance with the ‘Proximity Principle’ whereby waste should generally be managed as near as possible to its place of production.

The number of HWRC facilities had been compared with other councils in the region on the basis of residents per HWRC; households per HWRC; and square miles per HWRC. This was shown in Appendix B.

Opening hours were also considered, with the Report outlining current opening hours. Opening hours per head of population were compared to other councils in the region and this was shown in Appendix B. As part of the review, it was recognised that demand to use the HWRC facilities was very low on Easter Sunday, Christmas Eve and New Years Eve.

The review covered the range of services provided including non-recyclable waste and hazardous waste. It was noted that Devon had the highest recycling/recovery performance/rates in the region at 78.9% and the highest re-use rate for goods in the region.

A survey of HWRC site users had been undertaken with over 1000 responses received. Whilst general satisfaction was high, there was dissatisfaction with queuing which impacted on some older facilities.

Some older HWRC facilities across Devon were no longer fit for purpose and were not suited to modern demands. A Report approved by Cabinet on 11 November 2020 titled “Household Waste Recycling Centres Improvement Strategy” Agenda for Cabinet on Wednesday, 11th November, 2020, 11.15 am - Democracy in Devon set out a number of sites that needed to be replaced or improved over the next decade subject to funding.  A new site for Tavistock was being progressed.

The HWRC service had seen a number of policy and service changes since 2011/12 which had led to significant savings and the Report outlined these.

It remained economically advantageous  ...  view the full minutes text for item 660.

Report of the Director of Finance and Public Value (DFP/24/121) outlining the Council's Treasury Management Mid-Year Stewardship 2024/25, which updates on key matters arising from the Council’s Treasury and Debt Management activities during the first seven months of the 2024/25 financial year, previously considered and welcomed by the Corporate Infrastructure and Regulatory Services Scrutiny Committee on 28^th November 2024 (Minute *194 refers). The Report is attached.

Recommendation

That the Corporate Infrastructure and Regulatory Services Scrutiny Committee be thanked for their review of the Mid-Year Stewardship Report for the 2024/25 financial year and it be further endorsed.

RESOLVED that the Corporate Infrastructure and Regulatory Services Scrutiny Committee be thanked for their review of the Mid-Year Stewardship Report for the 2024/25 financial year and it be further endorsed.

(Councillor Whitton attended in accordance with Standing Order 25(2) and spoke to this item).

The Cabinet considered the Report of the Director of Finance and Public Value (DFP/24/121) on the Council's Treasury Management Mid-Year Stewardship 2024/25, which updated on key matters arising from the Council’s Treasury and Debt Management activities during the first seven months of the 2024/25 financial year.

In summary the Report indicated that: the initial short term borrowing of £29 million that had been taken out to fund repayment of £46.5 million of LOBO loans during 2023 had been repaid (by early November 2024), but had been re-financed by further short-term borrowing of £15 million at a lower rate of interest; and Investment income for the 2024/25 financial year was forecast to be £1.5 million less than budget.

The Report had been previously considered and welcomed by the Corporate Infrastructure and Regulatory Services Scrutiny Committee on 28^th November 2024 (Minute *194 refers).

The matter having been debated and other relevant factors (e.g. financial, sustainability and carbon impact, risk management, equality and legal considerations and alignment with the Council’s Strategic Plan) as set out in the Director’s Report having been considered:

it was MOVED by Councillor Twiss, SECONDED by Councillor McInnes, and

RESOLVED that the Corporate Infrastructure and Regulatory Services Scrutiny Committee be thanked for their review of the Mid-Year Stewardship Report for the 2024/25 financial year and it be further endorsed.

Minutes of the bodies shown below are circulated herewith for information or endorsement as indicated therein (i.e. any unstarred minutes):

[NB: Minutes of County Council Committees are published on the Council’s Website:

Minutes of the Devon Education (Schools) Forum:  

Minutes of the South West Waste Partnership

Minutes of the Devon & Cornwall Police & Crime Panel

RESOLVED that the Minutes of the following be endorsed:

Devon Assurance Partnership – 14 November 2024

Farms Estate Committee – 18 November 2024

Devon Education Forum – 20 November 2024

RESOLVED that the Minutes of the following be endorsed:

Devon Assurance Partnership – 14 November 2024

Farms Estate Committee – 18 November 2024

Devon Education Forum – 20 November 2024

The Register of Decisions taken by Members under the urgency provisions or delegated powers is available on the website in line with the Council’s Constitution and Regulation 13 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.  The decisions taken and associated information can be found here.

The Registers of Decisions taken by Members under the urgency provisions or delegated powers were available for inspection, in line with the Council’s Constitution and Regulation 13 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012. Decisions taken by Officers under any express authorisation of the Cabinet or other Committee or under any general authorisation within the Council’s Scheme of Delegation set out in Part 3 of the Council’s Constitution.

In accordance with the Council’s Constitution, the Cabinet is requested to review the list of forthcoming business (previously circulated) and to determine which items are to be defined as key and/or framework decisions and included in the Plan from the date of this meeting.

The Forward Plan is available on the Council's website.

In accordance with the Council’s Constitution, the Cabinet reviewed the Forward Plan and determined those items of business to be defined as key and framework decisions and included in the Plan from the date of this meeting onwards reflecting the requirements of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.

In accordance with the Council’s Constitution, the Cabinet reviewed the Forward Plan and determined those items of business to be defined as key and framework decisions and included in the Plan from the date of this meeting onwards reflecting the requirements of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.