Agenda, decisions and minutes

No declarations of disclosable pecuniary interest were made.

To receive the minutes of the Leisure Complex and Bus Station Programme Board Minutes of 17 March 2016.

The minutes of the Leisure Complex and Bus Station Programme Board meeting held on 17 March 2016 were submitted.

RESOLVED that the minutes of the Leisure Complex and Bus Station Programme Board meeting held on 17 March 2016 be received and, where appropriate, adopted.

To consider the report of the Assistant Director Finance.

Scrutiny Committee – Resources considered the report at its meeting on 16 March 2016 and its comments will be reported.

The report of the Assistant Director Finance was submitted advising Members of the overall projected financial position of the Housing Revenue Account (HRA) and General Fund Revenue Budgets for the 2015/16 financial year after nine months. Members were advised that there were no supplementary budget requests this quarter. The General Fund showed a projected underspend of £1,368,724 and the HRA a projected underspend of £2,959,182.

Scrutiny Committee – Resources considered the report at its meeting on 16 March 2016 and its comments were reported.

RECOMMENDED that Council approve the:-

(1)          General Fund forecast financial position for the 2015/16 financial year;

(2)          HRA forecast financial position for 2015/16 financial year;

(3)          the outstanding Sundry Debt position as at December 2015; and

(4)          the creditors’ payments performance.

To consider the report of the Assistant Director Finance.

Scrutiny Committee – Resources considered the report at its meeting on 16 March 2016 and its comments will be reported.

The report of the Assistant Director Finance was submitted to update Members on the current position in respect of the Council’s revised annual capital programme and to advise Members of the anticipated level of deferred expenditure into future years. The report also sought approval to amend the annual capital programme in order to reflect the reported variations.

Members were advised that the revised capital programme for the current financial year was £19,175 million, and during the first nine months of the year, the Council spent £10,271 million on the programme, which equated to 53.6% of the revised programme. 

Scrutiny Committee – Resources considered the report at its meeting on 16 March 2016 and its comments were reported.

RECOMMENDED that Council notes and approves:-

(1)        the revisions to the capital programme detailed in paragraph section 8.1; and

(2)        the revision of the annual capital programme to reflect the reported variations detailed in paragraphs 8.4 and 8.5.

To consider the report of the Corporate Manager Property.

Scrutiny Committee – Resources considered the report at its meeting on 16 March 2016 and its comments will be reported.

The report of the Corporate Manager Property was submitted to update Members on the potential for earning advertising income within car parks and some public open space. Members were advised that this proposal had been developed from an initiative from the Income Generation Task and Finish Group and their remit to explore new income streams. 

Councillor Hannan, having given notice under Standing Order no.44, spoke on this item. She stated that she was representing the residents of Priory Ward whom together with herself, had concerns regarding the impact that advertising hoardings would have on King George V Playing Fields as it fronted onto Bridge Road and Ludwell Valley Park and Northbrook Golf Course as they fronted onto Topsham Road. Any hoardings would detract from this attractive gateway to the city and these areas should be protected.

Councillor Robson, having given notice under Standing Order no.44, spoke on this item. She had concerns that advertising hoardings would attract graffiti and could cause safety issues in car parks with people hiding behind them. She also agreed that the attractive entrance to the city along Topsham Road should be protected.

Councillor Wardle, having given notice under Standing Order no.44, spoke on this item. He stated that he supported Councillors Hannan’s and Robson’s comments and also questioned the strength of the Northbrook Golf Course bank to support a large advertising hoarding as it had given way some years ago.

Members discussed the principle of advertising and, whilst acknowledging that many of the sites would require advertising consent, they had concerns regarding taking this proposal forward and the negative impact it could have upon the public realm in the City. Whilst recognising the work officers had put into this report, the Leader proposed that the report be withdrawn and this was supported by Members.

Scrutiny Committee – Resources considered the report at its meeting on 16 March 2016 and its comments were reported.

RESOLVED that the report be withdrawn.

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

Scrutiny Committee – Resources considered the report at its meeting on 16 March 2016 and its comments will be reported.

The report of the Museum Manager and Culture Lead was submitted which had been produced in response to the structural condition of St Nicholas Priory and to Members’ request for a review of its income generating potential. The report considered the present condition of the Priory, which had Ancient Scheduled Monument and Grade I Listed Building status and proposed a course of action to address this. It also reviewed current and potential future uses and management arrangements and proposed further steps towards identifying a sustainable future for the building.

The Portfolio Holder for Health and Place commented that the gardens outside St Nicholas Priory had been cleared by a group of volunteers from the local community and it was now a beautiful garden.

Members supported the way forward proposed.

The Portfolio Holder for Economy and Culture proposed an additional recommendation that St Nicholas Priory should remain open for public access. This was agreed by Members.

Scrutiny Committee – Resources considered the report at its meeting on 16 March 2016 and its comments were reported.

RECOMMENDED that Council approve:-

(1)             a capital budget of £115,000 to address urgent structural repair and building conservation issues at St Nicholas Priory; and

RESOLVED that:-

(2)        the Arts Council England be approached about the de-accreditation of the site as a museum;

(3)        further discussion with potential partners about community management of St Nicholas Priory be approved;

(4)        a follow up report be produced for decision once partnership negotiations are at a stage when they can be formalised; and

(5)        St Nicholas Priory should remain open for Public Access.

To consider the report of Assistant Director Environment.

The report of the Assistant Director Environment was submitted advising Members of the proposal to replace the Devon Authorities Waste Reduction and Recycling Committee (DAWRRC) with a new strategic waste management committee.  The recommendation was that the City Council elected to join this new committee, known as the Devon Authorities Strategic Waste Committee (DASWC).

The Portfolio Holder for Health and Place supported this replacement Committee which would provide a more strategic joined up approach to waste and recycling in Devon.

Members welcomed this new strategic committee and hoped that the Committee would be able to attract commercial sponsorship which could be used to engage with residents to encourage recycling.

RECOMMENDED that Council approves:-

(1)        electing to join the Devon Authorities Strategic Waste Committee from 29 June 2016;

(2)        the Portfolio Holder for Health and Place representing Exeter City Council on the Committee; and

(3)        the Portfolio Holder for Health and Place nominating another elected member to attend on occasions when he or she is not available.

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 proposals to amend the Scheme of Delegation to Officers, Deputies for Delegated Powers and any further relevant amendments to the constitution to match a change in management arrangements with regards to the Human Resources Unit.

RECOMMENDED that Council approve:-

(1)        the changes to the Scheme of Delegation to Officers and Deputies for Delegated Powers as set out in the appendices to this report;  and

(2)        any further amendments to the Constitution arising from the change of the management of the Human Resources Unit to the Corporate Manager Legal Services.

To consider the report of the Assistant Director City Development.

The report of the Assistant Director City Development was submitted seeking authority to make a Compulsory Purchase Order for Queen’s Crescent Garden. This report updated an Executive resolution of 20 November 2012 informing Members of progress on the production of a Neighbourhood Development Plan for Exeter St James and to seek agreement to the Council’s response to the consultation process and to granting delegated powers to take the process forward.

Members were advised that an additional budget of £18,000 would be added to the Council’s capital programme.

The Portfolio Holder for Health and Place stated that St James’ Forum had already started working to improve Queens Crescent Garden and he supported the way forward.

In response to a Member, the Principal Project Manager (Place Making) stated that he currently could not give a timeframe for when the Compulsory Purchase Order would be complete.

Members welcomed the proposal.

RECOMMENDED that Council approves;-

(1)          granting of delegated authority to the Assistant Director City Development in consultation with Corporate Manager Legal, to make a Compulsory Purchase Order in respect of land at Queen’s Crescent Garden and, in association with the Portfolio Holder City Development to take necessary action to decide whether to proceed with compulsory purchase; and

(2)          a capital budget of £18,000 be added to the capital programme.

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 12 on the grounds that it involves 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 item on the grounds that it 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 consider the report of the Economy and Tourism Manager.

The report of the Economy and Tourism Manager was submitted providing a business case for the review and change in staffing levels within the Economy Team to address current and future demand on the service.

Members were advised that the changes were to ensure there was sufficient staffing resource to address current and future demand on the Economy and Tourism service and to raise the profile of the city regionally, nationally and internationally for inward investment, business relocations, visitor promotion and to gain additional business events within the city all of which were related to the development of the knowledge economy.

The Portfolio Holder for Economy and Culture supported the way forward and commented that the proposal reflected feedback from the Growth and Marketing Exeter Task and Finish Group.

RESOLVED that:-

(1)        the business case for the Economy Team restructure as set out in the report be agreed and the Economy and Tourism Manager be authorised to proceed to the first consultation stage in accordance with the Councils Management of Organisational Change Policy;

(2)       the additional budget that may be required to employ two additional members of staff and to re-evaluate two existing posts, be noted.  The additional budget of £58,789 and £91,318, (which includes all on-costs) dependant on job evaluation; and

(3)        the termination of funding and providing a staffing resource to the Heart of Devon Tourism Partnership be approved. This would enable the Council to be able to raise the profile of Exeter regionally, nationally and internationally to gain additional day, business, leisure weekend visitors, and additional business events to the city.