Agenda, decisions and minutes

To sign the minutes of the meeting held on 27 January and 10 February 2015.

The minutes of the meetings held on 27 January and 10 February 2015 were taken as read and signed by the Chair as correct.

No declarations of disclosable pecuniary interest were made.

To receive the minutes of the Major Grants and New Homes Bonus Minutes on 26 February 2015.

The minutes of the meeting of the Major Grants and New Homes Bonus Panel held on 26 February 2015 were submitted.

RESOLVED that the minutes of the Major Grants and New Homes Bonus Panel held on 26 February 2015 be received and, where appropriate, adopted.

To receive a verbal update from the Assistant Director Economy.

The Assistant Director Economy updated Members on the current position with regards to the Rugby World Cup. Members were advised of the marketing being undertaken, the use of the Fanzone on non match days and the ‘Festival of Rugby’ branding.

In response to a Member’s question, the Assistant Director Economy clarified that the ‘Festival of Rugby’ would be promoted throughout the city and it was hoped that the Arts Organisations would take advantage of the stage in Northernhay Gardens to put on events when there were no rugby games. 

RESOLVED that the position be noted.

To consider the report of the Assistant Director Housing.

Scrutiny Committee – Community considered the report at its meeting on 3 March 2015 and its comments will be reported.

The report of the Assistant Director Housing was submitted explaining the continuation of the current arrangements for supporting residents in the Council’s older persons’ accommodation following withdrawal of Devon County Council’s ‘Supporting People’ funding after 31 March 2015. The Council would continue to fund these services from the Housing Revenue Account for a period of 12 months during which further investigation of different models of service delivery and funding arrangements to meet customer demand in the future would be undertaken.

Members discussed demand for the service, the ability and willingness of the elderly and vulnerable to pay for the warden service and alarm systems and the need to undertake a review to fully establish the specific needs of the elderly and vulnerable to ensure that any service was targeted at those that most need it.

The Portfolio Holder for Customer Access stated that the Council had 522 dwellings for older people on 22 different sites in the city and many of the Council’s tenants were not financially well placed to be able to pay for this service. The proposal would enable the Council to review the support required for the older and vulnerable tenants including developing partnerships with the voluntary and community sector.

Scrutiny Committee – Community considered the report at its meeting on 3 March 2015 and its comments were reported.

RESOLVED that:-

(1)          the continuation of funding for the warden service (one Senior Warden and four Wardens) plus the Home Call alarm service to residents in the Council’s older persons’ accommodation from the Housing Revenue Account (HRA) for a period of up to 12 months in the first instance from 1 April 2015, be approved. The estimated cost of making up the shortfall following the withdrawal of Devon County Council funding would be £182,000 (£131,000 for the wardens plus £51,000 for Home Call;

(2)          additional funding of up to £40,000 from the HRA to fund community development/engagement worker(s) to build capacity among residents of older persons’ accommodation and develop partnerships with the voluntary and community sector to reduce dependency on state provision be approved; and

(3)          the different models of service delivery and funding arrangements to meet customer demand in the future be further investigated.

To consider the report of the Assistant Director Public Realm.

Scrutiny Committee – Economy considered the report at its meeting on 5 March 2015 and its comments will be reported.

The report of the Assistant Director Public Realm was submitted updating Members on the proposals for a strategic framework for the development of Exeter’s river and canal and associated assets in order to guide the future operation and management of the asset and support economic growth. The report recommended the formation of a Partnership to develop and deliver a Strategy for the future of the waterways and that the Canal and River Trust be engaged in the discussions on the future strategic direction. The Council had agreed last year to undertake a review of the options in respect of the future operation and management of the Exe Estuary, Quay, Basin and Canal. It was anticipated that the Strategy would be developed, together with the stakeholders, who in partnership with the Council, would enable its delivery.

In response to Member’s questions, the Assistant Director Public Realm clarified that local engagement would be key to taking the Partnership forward and it was intended that this would be open to all canal and river users. The Partnership was not intending to replicate the work of the Exe Estuary Management Partnership but to learn from them and work with them on taking the Strategy forward. The national Canal and Rivers Trust would be making a presentation to the next meeting of the Scrutiny Committee – Economy and it was hoped that the Council would be able to learn from their expertise when conducting the review.

Members supported the proposals to establish a Partnership of key stakeholders in Exeter’s river and canal to develop and deliver a Waterways Strategy.

Scrutiny Committee – Economy considered the report at its meeting on 5 March 2015 and its comments were reported.

RESOLVED that:-

(1)          the proposed scope and timetable for the Waterways review be noted;

(2)          a partnership of key stakeholders in Exeter’s river and canal be established   to develop and deliver a Waterways Strategy for Exeter; and

(3)          the potential for the Canal and River Trust to be engaged in the development of Exeter’s waterways and their future delivery be explored.

To consider the report of the Assistant Director Public Realm.

Scrutiny Committee – Economy considered the report at its meeting on 5 March 2015 and its comments will be reported.

The report of the Assistant Director Public Realm was submitted seeking authorisation for the re-assignment of approved capital budgets relating to repairs on the canal and waterways in order to respond to urgent maintenance and repair priorities.

The Assistant Director Public Realm advised that the dynamics of the waterways and its susceptibility to weather and seasonal influences could result in the need for a rapid civil engineering response, particularly in relation to the canal. Recent inspections had identified an estimated £55,000 of urgent, but currently unbudgeted works where collective large scale shoring and re-engineering works were required.

Members supported the way forward to ensure the structural enhancement of the canal.

Scrutiny Committee – Economy considered the report at its meeting on 5 March 2015 and its comments were reported.

RESOLVED that:-

(1)          the re-assignment of any funds remaining from the capital allocation of £150,000 for the repair to the Turf Lock gates to other necessary and urgent repairs on the canal and waterway be approved; and

RECOMMENDED to Council that:-

(2)          delegated authority be given to the Assistant Director Public Realm in consultation with the Portfolio Holder for Economy and Culture and the Assistant Director Finance to reassign any residue from any future capital funding for the waterway in order to effect immediate and or significant repairs elsewhere in the canal or quays. Local Councillors will be advised and variations will be reported in the Capital Budget update reports.

To consider the report of the Museums Manager & Culture Lead.

Scrutiny Committee – Economy considered the report at its meeting on 5 March 2015 and its comments will be reported.

The report of the Museums Manager & Culture Lead was submitted detailing a proposal to set up a shop at the Royal Albert Memorial Museum and, through its operation, generate income which would help support service delivery in the likely scenario of a reducing core budget.

The Museums Manager & Culture Lead advised that independently commissioned visitor research suggested that half of the RAMM’s visitors would be quite or very likely to purchase from a specialist RAMM shop, supporting the view that this visitor ‘secondary spend’ could be an important source of income for a Museum.   It would also be following a successful operating model used by another local authority that ran a number of very profitable shops and had created a unique brand of merchandise that was only sold from the Museum. The profit and loss forecast showed that return on investment was predicted to be achieved by month 21 of operation.

Scrutiny Committee – Economy considered the report at its meeting on 5 March 2015 and its comments were reported.

RECOMMENDED to Council the addition of £68,000 to the Capital Programme to enable the fit out and set up of the new shop at the Royal Albert Memorial Museum.

To consider the report of the Assistant Director Environment.

The report of the Assistant Director Environment was submitted seeking approval of the Council’s revised Statement of Licensing Policy. Exeter City Council’s current Statement of Licensing policy was written in 2010 and came into effect in January 2011. There is a legal requirement to review such policy statements every five years. The current policy must be reviewed by 2016. Following input from Members of Licensing Committee, consultation on a draft policy commenced in September 2014 and concluded on the 12 December 2014. 

The Portfolio Holder for Environment and Wellbeing stated that a number of working groups comprising of officers and Licensing Committee Members had met with the relevant stakeholders to ensure that their views had been taken into consideration when reviewing the policy. He supported the Council’s revised Statement of Licensing Policy.

RECOMMENDED to Council that the revised Licensing Act 2003 Statement of Licensing Policy be adopted.

To consider the report of the Corporate Manager Democratic and Civic Support.

The report of the Corporate Manager Democratic and Civic Support as submitted detailing the Council’s proposed submission to the Local Government Boundary Commission for England (LGBCE), on new ward boundaries for the City.

Councillor Henson, having given notice under Standing Order no.44 spoke on this item. He raised concerns regarding the change of boundary in the northern area of Thornpark Rise and if this would have an impact on the Parliamentary Boundaries.

The Corporate Manager Democratic and Civic Support clarified that this submission was for the ward boundaries within the city only and did not involve the Parliamentary boundaries which would be the subject of a separate review at some point in the future. The proposals were to reduce the number of wards from 18 to 13 and sought to balance the number of electorate within the wards. The Council’s official submission was required to be submitted to the LGBCE by 30 March 2015.

The Leader stated that any proposed changes to the ward names could be put forward when the submission was considered by Council at its meeting on 25 March.

Whilst the majority of Members supported the proposals, two Members reserved the right to submit alternative proposals.

Members commended all officers involved in putting this submission together.

RECOMMENDED to Council that the proposed ward boundaries, as indicated on the map and narrative attached to the report presented to the Executive, form the Council’s official submission to the Local Government Boundary Commission for England, in response to its current consultation on the electoral review of Exeter.

(In accordance with Standing Order 43, Councillors Fullam and Leadbetter requested their abstention from voting be recorded)

To nominate the Lord Mayor Elect and the Deputy Lord Mayor Elect for the 2015/16 Municipal Year.  

Councillor Foggin was nominated as Lord Mayor Elect and Councillor Robson as Deputy Lord Mayor Elect for the 2015/16 Municipal Year.

RECOMMENDED to Council that Councillor Foggin be nominated as Lord Mayor Elect and Councillor Robson as Deputy Lord Mayor Elect for the 2015/16 Municipal Year.

RESOLVED that, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of item 14 on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 5 of Part I, Schedule 12A of the Act. 

RESOLVED that under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following item on the grounds that it involved the likely disclosure of exempt information as defined in paragraph 5 of Part 1, Schedule 12A of the Act. 

To consider the report of Assistant Director Public Realm.

The report of the Assistant Director Public Realm was submitted regarding the Sewer Network within the City and the proposals to look to resolve matters.

Members discussed the possible financial implications to the Council and unanimously supported the way forward as recommended. 

RESOLVED that:-

(1)          up to £10,000 over and above that already spent (this amount would be taken from overall the Public Realm budgets) be approved;

(2)          the Council take the necessary action to resolve matters: and

(3)          in the event the matter is not resolved, Executive authority will be sought to issue court proceedings and to approve additional funding.