Agenda, decisions and minutes

No declarations of disclosable pecuniary interest were made.

To consider the report of the Corporate Manager, Democratic & Civic Support.

The report of the Corporate Manager, Democratic & Civic Support was submitted setting out for consideration proposals for new polling district and polling places arrangements recommended as a result of the Local Government Boundary Commission’s final recommendations regarding new electoral arrangements in the Exeter City Council area.

The Leader thanked the Electoral Services Team for all their hard work on the proposed new electoral arrangements.

In response to a Member’s concerns regarding the polling stations in St Thomas Ward, the Corporate Manager, Democratic & Civic Support clarified the position with the use of the Westside Youth Centre and that provision could be made for a portacabin to be provided in the district should the need arise. Whilst the Returning Officer had the power to insist that local schools were used for polling stations, this would only be done when no alternative suitable sites could be found.

RECOMMENDED that Council:-

(1)          adopt the proposals below for implementation from a revised register of electors to be published on 1 February 2016;

(2)          formally publish its final report on the Review of Parliamentary Polling Districts and Places within the Exeter Constituency on 29 January 2016, as required by the Electoral Administration Act 2006; and

(3)          complete a further review by 31 January 2020, as required by the Electoral Registration and Administration Act 2013.

To consider the report of the report of the Assistant Director Finance.

Before further discussion on this matter, the following resolution was taken so as to allow a full and frank discussion, including details of a commercially sensitive nature.

The report of the Assistant Director Finance was submitted to request funding to deliver the new Exeter Bus Station as part of the redevelopment scheme for the existing Bus and Coach Station site.

At the invitation of the Leader, Councillor Bull, Chair of Scrutiny Committee – Resources addressed Executive to advise of the discussion that had taken place at its meeting on 7 January 2016. He stated that Members of the public had tabled questions under Standing Orders and responses were given with the public present. In the interests of openness the Committee had requested that a report with the confidential information extracted be produced so that many of the issues relating to the funding of the Bus Station could be in the public arena.

A robust debate had taken place at the Scrutiny Committee – Resources in closed session to discuss the project including the commercially sensitive information. He commented that when the Community Infrastructure Levy (CIL) was agreed by the Planning Inspector, the bus station was incorporated into the CIL 123 list. This identified infrastructure eligible for CIL funding. The Devon and Torquay Local Transport Plan had made provision for an improved bus station. The bus station would cost £6.25 million and be funded by £4 million from CIL receipts and £2.25 million from capital receipts.

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 6 on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part I, Schedule 12A of the Act. 

To consider the report of the report of the Assistant Director Finance.

The report of the Assistant Director Finance was submitted to request funding to deliver the new Exeter Bus Station as part of the redevelopment scheme for the existing Bus and Coach Station site. The request for £6.25 million would be added to the City Council’s capital programme, with £4 million to be set aside from Community Infrastructure Levy, (CIL), and £2.25 million from capital receipts.

Councillor Prowse, having given notice under Standing Order no.44, spoke on this item. He questioned if the proposed bus station would be large enough for a growing city and how the budget of £6.25 million allocated to the delivery of the new bus station had been arrived at.

The Leader clarified the position with regards to funding options explored for the delivery of the bus station and that Devon County Council as the transport authority had confirmed that the proposal was fit for purpose.

The Assistant Director Finance made a short presentation, and included details of the proposed Exeter Bus station facilities, and the practical aspects of the delivery of the Bus Station site.  He also presented the financial options that had been considered. The project would be subject to ongoing scrutiny to ensure value for money and additional governance arrangements would be put in place to ensure a successful outcome for the delivery of the project.

In response to a Member, the Assistant Director Finance confirmed that funding for the Bus Station was allocated in the CIL 123 list.

The Chief Executive & Growth Director clarified that stakeholders including Stagecoach had been consulted at an early stage on the number of bays required. He confirmed that the outline planning application for the entire Bus and Coach Station site, including the leisure complex, would be submitted to an Extraordinary meeting of Council on 20 January 2016. This would address the question of the acceptability of a new bus station and requirements from the Local Transport Authority.

The majority of Members supported the proposed way forward to expedite the delivery of the project and acknowledged that funding of £4 million had been allocated from CIL receipts for the provision of a bus station. 

The Leader proposed an additional recommendation regarding the governance arrangements to ensure a successful outcome for the delivery of the project. This was agreed by the majority of the Members.

RECOMMENDED to Council:-

(1)          that a budget of £6.25 million is allocated for the delivery of a new bus station in Exeter; and

(2)          decisions regarding expenditure within the £6.25 million budget, including approval of the design and implementation of interim arrangements for the bus station, be delegated to the Leisure Complex and Bus Station Programme Board. The Board will replace the existing Leisure Complex Programme Board and new terms of reference will be produced.  The Board will be politically balanced in accordance with the necessary proportionality requirements.

(In accordance with Standing Order no.43, Councillor Leadbetter requested that his vote against this recommendation be recorded).