Agenda and minutes

Minutes of the meeting held on 3 December 2018 (previously circulated).

RESOLVED that the minutes of the meetings held on 3 December 2018 and 8 February 2019 be signed as a correct record.

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

There was no matter raised as a matter of urgency.

(a)      The Chair welcomed Mrs Mayes who was attending the meeting in her capacity as a Co-opted Member of the Council's Standards Committee to observe and monitor compliance with the Council’s ethical governance framework.

(b)      The Devon Federation of Young Farmers Clubs’ new representative on the Farms Estate Committee was Helen Bellew in place of Edward Quick.

Report of the County Treasurer (CT/19/29), attached.

The Committee received the Report of the County Treasurer (CT/19/29) on the County Farms Estate Revenue Monitoring (Month 10) 2018/19, noting the target surplus of £414,000 and providing a summary of the annual budget and detailing income and expenditure to date.

It was noted that NPS fees had increased as a result of a particularly busy year that included work with e.g. parish councils on wayleaves/leases; Airband (Broadband provider), six farm lettings, additional 1954 Act lettings and Common Law Tenancies, Farmwise Devon, Tenants’ Training Academy, and on the repairs and maintenance programme.

Report of the County Treasurer (CT/19/28), attached.

The Committee received the Report of the County Treasurer (CT/19/28) on the County Farms Estate Month 10 Capital Monitoring Statement for 2018/19, noting that the approved capital programme for 2018/19 included schemes totalling £600,000 and with scheme slippage of £1,068,360 and the unallocated savings of £236,595 resulted in a capital programme for 2018/19 of £1,904,955.

Forecasts anticipated spend of £1,552,587 at the end of 2018/19 with an unspent balance of £352,369 to be carried forward to 2019/20.

Report of the Head of Digital Transformation and Business Support (BSS/19/01) on progress towards delivering the inaugural Tenants’ Training Academy, attached.

The Committee received the Report of the Head of Digital Transformation and Business Support (BSS/19/01) on a Tenants’ Training Academy.  At the Farms Estate Committee on 11 December 2017 at Minute *25 it was resolved:

          (a)   that support for development by the Estates Land Agents, working with Alison Rickett, Managing Director of Fresh Start Land Enterprise Centre, of a Fresh Start Academy and an individual mentoring scheme, open to all County Farms Estate tenants be approved; and

          (b)   that funding from the County Farms Estate revenue budget for sponsorship of the cost of running the Fresh Start Academy up to a cap of £5,000 per annum with the intent that attendance by County Farms Estate tenants should be free or substantially subsidised be approved.

Ongoing discussions with Fresh Start Land Enterprise Centre did not materialise and contact was then made with the Princes Countryside Trust, who had agreed to contribute up to £5,000 worth of funding support for the initiative.  Appendix 1 to the Report set out the inaugural programme of training events which included speakers from Promar, Kite, Savills and Bateman Hosegood, and solicitors from Michelmores.  So far 26 tenants and/or their partners had signed up to the programme.

The Head of Digital Transformation and Business Supported reported that the first event had already taken place and had received excellent feedback.   Members were welcome to attend the initial half hour opening only of any event.

The Committee commended the work of NPS on the Tenants’ Training Academy which would benefit not just Tenants, but the whole County Farms Estate.

Recommendation: that the press and public be excluded from the meeting for the following items of business under Section 100(A)(4) of the Local Government Act 1972 on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 1, 2 and 3 of Schedule 12A of the Act, namely information relating to, and which is likely to reveal the identity of, tenants and information relating to the financial or business affairs of tenants and the County Council and, in accordance with Section 36 of the Freedom of Information Act 2000, by virtue of the fact that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

RESOLVED that the press and public be excluded from the meeting for the following items of business under Section 100(A)(4) of the Local Government Act 1972 on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 1, 2 and 3 of Schedule 12A of the Act, namely information relating to, and which was likely to reveal the identity of, tenants and information relating to the financial or business affairs of tenants and the County Council and, in accordance with Section 36 of the Freedom of Information Act 2000, by virtue of the fact that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.

(An item to be considered by the Committee in accordance with the Cabinet Procedure Rules and Regulation 5 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012, no representations having been received to such consideration taking place under Regulation 5(5) thereof)

(a)      Report of the Head of Digital Transformation and Business Support (BSS/19/02) on monitoring of tenants on an initial Farm Business Tenancy, attached.

(b)      Report of the Head of Digital Transformation and Business Support (BSS/19/03) on the requests for extension of tenancy, attached.

(An item taken under Section 100A(4) of the Local Government Act 1972 during which the press and public were excluded, no representations having been received to such consideration under Regulation 5(5) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.)

(a)        The Head of Digital Transformation and Business Support updated the Committee on matters regarding East Hill Farm, Knowstone.

(b)        Monitoring of Tenants on an Initial Farm Business Tenancy

The Committee considered the Report of the Head of Digital Transformation and Business Support (BSS/19/02) on the Monitoring of Tenants on an Initial Farm Business Tenancy.

It was MOVED by Councillor Brook, SECONDED by Councillor Yabsley and

RESOLVED that the sending of letters to the tenants of Higher Leigh Farm, Churchstow, Lower Chitterley Farm, Bickleigh and Middle Yeo Farm, Down St Mary recording the current and satisfactory level of competency attained to date be endorsed.

(c)        Request for Extension of Tenancy

The Committee considered the Report of the Head of Digital Transformation and Business Support (BSS/19/03) on a request for an extension of tenancy.

Members requested that legal advice be sought regarding the tenant’s occupation.

It was MOVED by Councillor Brook, SECONDED by Councillor Inch and

RESOLVED that approval be given to a site visit to Higher Bradaford Farm, Virginstow before formally considering a request for an extension of tenancy by the Tenant of the holding.