Agenda, decisions and minutes

To sign the minutes of the meetings held on 15 March and 12 April 2016.

The minutes of the meetings held on 15 March 2016 and 12 April 2016 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 Panel on 26 May 2016.

The minutes of the meeting of the Major Grants Panel held on 26 May 2016 were submitted.

RESOLVED that the minutes of the Major Grants Panel held on 26 May 2016 be received and, where appropriate, adopted.

To consider the report of the Community Involvement and Inclusion Officer.

People Scrutiny Committee considered the report at its meeting on 2 June 2016 and its comments will be reported.

The report of the Community Involvement and Inclusion Officer was submitted setting out the proposed terms of reference for the Grants Panel, led by the Exeter Community Forum, that would make future recommendations to Council on how the neighbourhood portion of the Community Infrastructure Levy (CIL) should be spent. 

Members were advised that the proposed Panel would include community representatives, the Council’s Portfolio Holder for Communities and Neighbourhoods and the Council’s Community Involvement and Inclusion Officer.  

The Portfolio Holder for Communities and Neighbourhoods supported the development of the Exeter Community Forum and confirmed that the recommendations from the Panel would come back to Executive to consider and that the limit on the grants would be £50,000.

The Leader welcomed the formation of the Exeter Community Forum as a way forward to enable the community to make recommendations on the distribution of neighbourhood CIL community grants.

People Scrutiny Committee considered the report at its meeting on 2 June 2016 and its comments were reported.

RECOMMENDED that Council:-

(1)        approve, in principle, the terms of reference of the Grants Panel led by Exeter Community Forum;

(2)        welcome future recommendations from the Grants Panel as to how to spend the neighbourhood portion of the CIL and the New Homes Bonus taking account of the availability of funds;

(3)        require further consultation as appropriate on the future review of the purpose, function and outcomes of grants awarded to ensure that the panel is working effectively and in the interests of both the Council and Exeter Community Forum;

(4)        through the Community Involvement and Inclusion Officer, the Council retains accounting responsibilities in relation to the neighbourhood portion of the CIL; and

(5)        appoint the appropriate Portfolio Holder to serve on the Panel as the Council’s representative.

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

The report of the Corporate Manager Democratic and Civic Support was submitted setting out a proposal to offer the position of Honorary Alderman of the City to Messrs Marcel Choules and Norman Shiel in recognition of their outstanding service to the Council, including their time as Lord Mayor.

Members supported the offer of the position of Honorary Alderman to Messrs Marcel Choules and Norman Shiel.

RECOMMENDED to Council that:-

(1)          the position of Honorary Alderman be given to Marcel Choules and Norman Shiel in recognition of their outstanding service to the Council, including their time as Lord Mayor; and

(2)          in accordance with Section 249 of the Local Government Act 1972, the Right Worshipful the Lord Mayor be requested to convene an Extraordinary meeting of the Council, on the rising of the Ordinary meeting of the Council on 26 July 2016, to consider granting the position of Honorary Alderman of the City to Messrs Marcel Choules and Norman Shiel.

To consider the report of the Assistant Director Customer Access.

People Scrutiny Committee considered the report at its meeting on 2 June 2016 and its comments will be reported.

The report of the Assistant Director Customer Access was submitted setting out the Joint Exeter and Teignbridge Homelessness Strategy. The Strategy had been developed through a cross-Party Task and Finish Group comprising Members from Exeter City Council, Teignbridge District Council and local partners. It identified how the proposed plans addressed the priority issues identified by residents, key partners, Members, and stakeholders through the response to consultation.

The Assistant Director Customer Access advised Members that the Strategy had been considered by Teignbridge District Council and some minor amendments had been agreed, but were not substantive changes.

The Portfolio Holder for Customer Access thanks the officers for all the work undertaken on the Strategy. The Strategy had a large action plan and over the coming months the changes proposed would come forward.

The System Lead – Housing clarified that the number of cases where homelessness was prevented and relieved was now on the increase.

People Scrutiny Committee considered the report at its meeting on 2 June 2016 and its comments were reported.

RECOMMENDED that Council:-

(1)        approve the draft Joint Homelessness Strategy for Exeter and Teignbridge 2016-2021, subject to the changes as appended to the minutes;

(2)        note the findings of the Business Impact Assessment; and

(3)        note the process and outcomes of the ‘You said, we did’ consultation exercise.

To consider the report of the Assistant Director Customer Access.

People Scrutiny Committee considered the report at its meeting on 2 June 2016 and its comments will be reported.

The Assistant Director Customer Access updated Members on the effect of Universal Credit roll-out on Council services advising that further reform was to come and that, as the cumulative impact of reductions in benefits were felt, the amount of Administrative grant given by Government to run the service may not be sufficient. It was noted that, in future years, Members would be asked to determine options for future support.

People Scrutiny Committee considered the report at its meeting on 2 June 2016 and its comments were reported.

RESOLVED that the report be noted, particularly around the effect of Universal Credit rollout on Council services.

To consider the report of the Chief Executive & Growth Director.

Place Scrutiny Committee considered the report at its meeting on 9 June 2016 and its comments will be reported.

The report of the Chief Executive & Growth Director was submitted requesting Members’ support a revised Exeter Science Park Strategic Business Plan 2016/17. The revision was as a result of recent funding and business opportunities made available to the Exeter Science Park.

The Economy and Tourism Manager advised that the three main reasons for the revised Strategy were:-

·         the fall in land values accompanying the recession;

·         Phase 2 developments being brought forward, when the Met Office announced its intention to site its high performance computer on the Science Park; and

·         development of a plan for a Global Environmental Futures Campus on the Science Park.

Place Scrutiny Committee considered the report at its meeting on 9 June 2016 and its comments were reported.

RESOLVED that the proposed change set out in Strategic Plan for Exeter Science Park for the period 2016/17, be supported.   

To consider the report of the Assistant Director Environment.

Place Scrutiny Committee considered the report at its meeting on 9 June 2016 and its comments will be reported.

The report of the Assistant Director Environment was submitted to present the Council’s Recycling Plan for 2016-2021 and to review progress made since adoption of the 2011-2016 plan. Members were advised that the Business Case for the introduction of a food waste collection service would be brought to Members in due course.

Place Scrutiny Committee considered the report at its meeting on 9 June 2016 and its comments were reported.

RESOLVED that Executive approve the Recycling Plan 2016-2021.

To consider the report of the Corporate Manager Policy, Communications and Community Engagement.

Place Scrutiny Committee considered the report at its meeting on 9 June 2016 and its comments will be reported.

The report of the Corporate Manager Policy, Communications and Community Engagement was submitted to seek approval for an updated joint Devon district councils safeguarding policy and provide an update on safeguarding work that Exeter City Council was currently undertaking.

Members agreed that the responsibility for Safeguarding should be placed under the Portfolio Holder for Supporting Services.

Place Scrutiny Committee considered the report at its meeting on 9 June 2016 and its comments were reported.

RESOLVED that safeguarding be added to the Portfolio Holder Supporting Services responsibilities; and

RECOMMENDED that Council adopts the updated Joint Safeguarding Policy.

To note the updated Portfolio Holders Responsibilities and Priorities.

RESOLVED that list of Portfolio Holders Responsibilities and Priorities be noted.

RESOLVED that, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of items 14, 15 and 16 on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 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 items on the grounds that they involved the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Part 1, Schedule 12A of the Act. 

To receive a verbal update from the Corporate Manager Legal Services.

The Corporate Manager Legal Services gave an update on the position with regards to RAMM.

RESOLVED that the updated be noted.

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

The report of the Museums Manager and Culture Lead was submitted for the restructure and review of RAMM’s Audience Development Team. The report had been considered at Executive on 15 March 2016 when permission had been given to proceed through the consultation phase in accordance with Exeter City Council’s Organisational Change Policy.

RESOLVED that:-

(1)        the final business case for the RAMM’s Audience Development Team restructure, as set out in this report, be agreed; and

(2)        the Audience Development Lead be authorised  to proceed to the implementation stage, in accordance with the Council’s Organisational Change Policy.

Members are requested to note the minutes of the Exeter and Heart of Devon Growth Board meeting held on 23 March 2016.

The minutes of the meeting of the Exeter and Heart of Devon Growth Board on 23 March 2016 were submitted.

Place Scrutiny Committee considered the minutes at its meeting on 23 March 2016 and its comments were reported.

RESOLVED that the minutes of the Exeter and Heart of Devon Growth Board on 23 March 2016, be noted.