Agenda, decisions and minutes

No declarations of disclosable pecuniary interest were made.

The Leader advised that the Council had approved a budget of £45,000 for a new lift at RAMM to rectify a Health and Safety issue with the current lift.  Tenders had just been opened and the lowest tender was in excess of this amount.  It was requested therefore that an additional sum of £30,000 be added to the budget to enable the tender to be awarded and the works to be undertaken as soon as possible.  The request was urgent in order to allow the tenders to be accepted. The Chair of Corporate Services Scrutiny Committee was in support of this request.

In response to Member’s questions, the Assistant Director Finance clarified the position with regards to the pre-tender estimate process and that all the relevant due diligence was undertaken when the original budget was set. The works would also be subject to Listed Building Consent.

The Portfolio Holder for Economy and Culture commented that the work was urgently required.

Members supported the additional budget required for the installation of a new lift at RAMM.

RECOMMENDED that Council approve an additional budget of £30,000 for a new lift at RAMM to rectify a Health and Safety issue with the current lift.

To receive the minutes of the Leisure Complex and Bus Station Programme Board Minutes - 7 November 2016.

The minutes of the Leisure Complex and Bus Station Programme Board meeting held on 7 November 2016 were submitted.

The Portfolio Holder for Sport, Health and Wellbeing clarified the position with regards to the budget and timings of the Bus Station development, the temporary moving of the Bus Station and bus shelters.

RESOLVED that the minutes of the Leisure Complex and Bus Station Programme Board meeting held on 7 November 2016 be received and, where appropriate, adopted.

To consider the report of the Independent Remuneration Panel.

The Corporate Manager Democratic and Civic Support presented the report on behalf of the Derek Phillips, Chair of the Independent Remuneration Panel, which advised Members of its recommendations in relation to Members’ Allowances for 2017/18.

The Local Authorities (Members’ Allowances) (England) Regulations 2001 and 2003 required the Panel to meet every year to review Members’ Allowances. This year, the panel undertook a review via email, its recommendation was for an increase which would mirror that of the staff pay award with all allowances being increased by 1% for 2017/18. There was also a recommendation following a recent resignation of one of the panel members for approval to embark on a recruitment exercise to identify a replacement from the voluntary sector.

RECOMMENDED to Council to agree:-

(1)          the basic structure and principles of the current Members’ Allowances scheme be retained for 2017/18;

(2)          the principle that any Member qualifying for more than one Special Responsibility Allowance is paid the higher allowance only, should be retained;

(3)          the Councillors’ Basic and Special Responsibility Allowances including the Lord Mayor and Deputy Lord Mayor’s Expenses Allowances should continue to be linked and updated in line with the Local Government Employers (LGE) staff pay award for the previous year (a 1% increase in the annual Local staff pay award was awarded by the Employers side for staff above spinal column 18 in 2016/17 and 2017/18);

(4)        Travel and Subsistence allowances available for staff continue to apply to Exeter City Councillors, where appropriate;     

(5)        the current Dependents Carers’ Allowance scheme be maintained, with the continuation of the level of allowance matching the Living Wage of £8.25 per hour or part of (retaining the uplift of the standard rate of income tax to £9.91);   

(6)        the sum of £50 be paid to the Independent Persons affiliated to the Audit and Governance Committee for up to four hours work, and £100 for four hours and over, payable to each of the two Independent Persons (up to a maximum of £500 per person in any one year) be retained, and

(7)       following the recent resignation of one of the Panel Members, that approval be requested to embark on a recruitment exercise to identify a replacement from the voluntary sector. 

To consider the report of the Assistant Director Customer Access.

The report of the Assistant Director Public Access was submitted which sought Members’ endorsement for the City Council’s participation in the Syrian Resettlement Scheme (‘the Scheme’), as part of a wider Devon response which delivered on the Government’s pledge to resettle 20,000 Syrian families during the current Parliament.

Members were advised that under the Syrian Vulnerable Persons Resettlement Programme the Council had so far housed two families and that Syrian families were housed in private rented properties.

The Leader stated that he was proud of the City Council for being involved in this scheme and other Authorities in Devon were also now taking in Syrian families.

In response to Members’ questions, the Assistant Director Customer Access clarified that the costs were covered by the Home Office, there were issues of the availability of suitable accommodation within the rent amounts and in some cases properties had not progressed because of problems with mortgage companies and obtaining insurance.

Members supported the proposal.

RESOLVED that the City Council’s participation in the resettlement of vulnerable Syrian families as part of the Government’s Scheme be agreed.

To consider the report of the Assistant Director Customer Access.

The report of the Assistant Director Customer Access was submitted which sought Member’s approval for an enhancement to the local Council Tax Support (CTS) Scheme for pension age residents for 2017-18, in order to ensure parity with the Scheme for working aged residents. This follows Executive recommending to Council the amendment of one of the recommendations for the working age scheme for 2017-18 at the meeting on 8 November 2016.

The Assistant Director Customer Access advised that adopting this change would be unlikely to have a significant impact on the cost to the Council Tax Support scheme as the number of cases affected were likely to be very minimal.

RECOMMENDED to Council to amend the claim date rules in the pension age Council Tax Support scheme from 1st April 2017 in line with the change for working age claimants.

To consider the report of the Assistant Director Finance.

Corporate Services Scrutiny Committee considered the report at its meeting on 24 November 2016 and its comments will be reported.

The report of the Assistant Director Finance was submitted advising 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 Member approval to amend the annual capital programme in order to reflect the reported variations.

The Assistant Director advised that, during the first six months of the year, the Council had spent £4.063 million on the capital programme compared to £4.683 million being spent in the first six months of 2015/16. The additions to the capital programme were:-

·         City Wide Property Level Protection - £100,000 funding being provided by Devon County Council; and

·         Topsham – Bowling Green Marshes Coastal Defence Scheme - £40,000 2016/17 and £260,000 2017/18 funded by the Environment Agency.

The Portfolio Holder for City Development stated that the Topsham Coastal Defence scheme would not only protect a Site of Special Scientific Interest (SSSI) but a small number of properties as well.

In response to a Member’s question, the Deputy Chief Executive clarified that the Council had been awarded full funding for the two additional schemes to the capital programme however both require the Council to spend money first and then make regular applications to claim the funding.

Corporate Services Scrutiny Committee considered the report at its meeting on 24 November 2016 and its comments were reported.

RECOMMENDED Council notes and approves the:-

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

(2)          the additions to the capital programme detailed in paragraph 8.6.

To consider the report of the Assistant Director Finance.

Corporate Services Scrutiny Committee considered the report at its meeting on 24 November 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 2016/17 financial year after six months and to seek approval for a number of supplementary budgets.

The Assistant Director Finance advised Members the General Fund had an overspend of £201,245, the HRA an underspend of £339,878 and Council Own Build Houses an underspend of £3,000. The supplementary budgets to be recommended to Council were for the additional Portfolio Holders, the Valley Park Transfer to the Devon Wildlife Trust and the Safe Sleep initiative.

RECOMMENDED that Council notes and approves the:-

(1)        General Fund forecast financial position for the 2016/17 financial year;

(2)        the HRA forecast financial position for 2016/17 financial year;

(3)        the additional supplementary budgets listed in Appendix C;

(4)        the outstanding Sundry Debt position as at September 2016; and

(5)        the creditors’ payments performance.

To consider the report of the Assistant Director Finance.

Corporate Services Scrutiny Committee considered the report at its meeting on 24 November 2016 and its comments will be reported.

The report of the Assistant Director Finance was submitted advising Members on the current Treasury Management performance for the 2016/17 financial year, and the position regarding investments and borrowings at 30 September 2016.  The report was a statutory requirement and was for information only with no key decisions required.

The Assistant Director Finance advised Members of the Net Interest Position with regards to investments and borrowing. An investment of £3 million had been made in CCLA’s Local Authorities Mutual Investment Trust(LAMIT) Property Fund, the yield on this investment currently being 4.9%, a further £2 million had been invested in this fund in November. This was a long term investment commitment for the Council.

In response to Members’ questions, the Assistant Director Finance clarified :

• the positon with regards to the funds received from the Council’s investments in the Icelandic Banks and.

·         that Local Authorities were in a unique position in that if there was a loss on the capital value of any investments in property funds they would only need to be recognised when the investment was sold.

Corporate Services Scrutiny Committee considered the report at its meeting on 24 November 2016 and its comments were reported.

RECOMMENDED that Council approves the Treasury Management report in respect of the first six months of the 2016-17 financial year.

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

Corporate Services Scrutiny Committee considered the report at its meeting on 24 November 2016 and its comments will be reported.

The Policy Officer (M P-J) presented the report which sought approval of the Equality and Diversity Policy.

Members were advised that an Equality and Diversity Task and Finish Group had been set up with the key aims to help shape and form the new Equality and Diversity Policy. The next step would be to develop a detailed implementation plan. 

In response to Members’ questions, the Policy Officer stated that work would now be undertaken on the implementation plan and there would be an Annual report to update Members on the Council’s performance with regards to the policy. Whilst no response had been received from the Devon and Cornwall Police Equality Reference Group it was hoped that they and other consultation groups would feed into the implementation of the policy which would also be kept under regular review. 

The Portfolio Holder for Communities and Neighbourhoods stated that the Task and Finish Group had identified that future work included identifying a Senior Management Equality Champion.

Corporate Services Scrutiny Committee considered the report at its meeting on 24 November 2016 and its comments were reported.

RECOMMENDED to Council:-

(1)       the Equality and Diversity policy be adopted; and

(2)       that delegated authority be given Corporate Manager Legal Services and Human Resources in consultation with the Portfolio Holder with responsibility for Equality and Diversity, to make any further amendments to the policy, and the Constitution be amended accordingly.

To consider the report of the Assistant Director Environment.

Corporate Services Scrutiny Committee considered the report at its meeting on 24 November 2016 and its comments will be reported.

The Principal Health and Safety Officer presented the report advising Members of the Council’s organisation and arrangements in respect of its statutory duty under the Health and Safety at Work Act etc. 1974 and other supplementary legislation.  The Health and Safety Policy was reviewed every three years and was accompanied by a Health and Safety Policy Statement. Members were advised of the minor changes policy and that there was no change to the Policy Statement other than to date it 2016.

In response to a Member’s question, the Principal Health and Safety Officer clarified that Members would receive an annual update on the Council’s Health and Safety performance via the Scrutiny Bulletin.

RECOMMENDED that Council approve the Health and Safety Policy.

To consider the report of the Assistant Director Public Realm.

The report of the Assistant Director Public Realm which sought approval for the purchase of smart mobile technology to support the transformation of and deliver service efficiencies in the Public Realm Directorate was submitted.

The Assistant Director Public Realm advised that the proposals were to enable staff to use mobile-enabled devices which would allow the service to deliver true transformation on the Council’s responsive services. The purchase of around 125 smart mobile devices and associated cases would be an estimated capital cost of around £57,144 and additional ongoing revenue cost of £18,168. A contingency had also been built into the recommendation to allow for any price increases.

In response to Members’ questions, the Assistant Director Public Realm clarified that when the devices needed to be replaced a capital bid would need to be put forward and the services that would benefit from the use of this mobile working would include street cleaning, graffiti, full litter bins and dog fouling.

RECOMMENDED to Council that:-

(1)       further transformation of the services in the Public Realm Directorate be supported by the introduction of smart mobile technology to improve service response and efficiency;

(2)       a sum of £60,000 be added to the 2016/17 Capital Programme for the purchase of smart mobile devices for the Public and Green Spaces, Asset Maintenance, Waterways, Car Parking and HomeCall services; and

(3)       a sum of £20,000 be added to the Public Realm annual revenue budget to support the ongoing costs of the smart mobile devices.

To consider the report Assistant Director Public Realm.

The report of the Assistant Director Public Realm was submitted to advise Members of the Triangle Car Park tariff changes to be introduced in January 2017. This report was to rectify the fact that Triangle Car Park was not included in the list of car parks in previous tariff report to Executive on 13 September 2016 and to ensure clarity over the parking area boundary at Leighton Terrace.

RESOLVED that the following be approved:-

(1)     the adoption of a linear approach to parking tariffs in order to simplify the pricing structure and encourage increased visitor dwell time, as set out in table below:-

          and;

(2)     the clarification of the parking boundary in respect of off-street residents parking area in Leighton Terrace as per appendix 1.

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 15 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 Chief Executive & Growth Director.

The report of the Chief Executive & Growth Director was submitted to update Members on the results of the consultation with regards to the restructure of the Senior Management Team which was being undertaken to meet the financial and policy challenges facing the City Council and local government in general. A report had been considered at Executive on 23 August 2016 when permission had been given to proceed through the consultation phase in accordance with the City Council’s Organisational Change Policy.

Members were advised of the changes that had been made to the proposed structure as a result of the feedback received from staff through the consultation process, any potential financial implications and the recruitment/selection process.

Members discussed the recruitment/selection process and supported the way forward.

RECOMMENDED that Council approves the changes to the Senior Management Team to meet the policy and financial challenges facing the City Council.