Agenda, decisions and draft minutes

To approve and sign the minutes of the meeting held on 15 January 2019.

The minutes of the meeting held on 15 January 2019were taken as read, approved and signed by the Chair as correct.

No declarations of disclosable pecuniary interest were made.

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

The Chief Executive & Growth Director gave a presentation (attached to minutes) setting out a vision for delivering a transformational housing programme for Exeter. This was a visionary place shaping document looking forward 20 years to inform and support planning in the city and the production of the Greater Exeter Strategic Plan. It was not a formal planning document but rather a strategic vision for place that captured the development opportunities in the city that required public sector support and leadership for the city of Exeter. It would help to guide the approach to the housing land supply problem, redevelopment of City Council’s assets, council house building, and corporate priorities centred on Building Great Neighbourhoods; Promoting Active & Healthy Lifestyles; and Tackling Congestion and Accessibility.

It had the potential of being an advocacy document for government funding for infrastructure and housing programmes, and in engaging with the private development sector and investors. Exeter had to provide for 13,100 houses within its municipal boundaries in the next 20 years. This emerging vision was about making Exeter one of the leading global cities in the area of responding to urban challenges and environmental futures.

The city’s road network was approaching capacity and there was a need to reduce car usage and improve the environment. The key was to provide mixed use neighbourhoods combining living, working and recreational space in high quality urban villages with pedestrian and cycle networks that would transform the city. Members were informed of the Transformational Housing Growth with active design being key to encourage activity for all and the vision for eight Strategic Projects - Red Cow Village at St David’s Station, Water Lane, Marsh Barton, East Gate, West Gate, South Gate, North Gate and Sandy Gate.

The Chief Executive & Growth Director explained that the level of infrastructure investment would be considerable and no less than what would be required for a Greenfield site. It was vital that the City Council adopted this vision to inform the Greater Exeter Strategic Plan and shape future planning in the city.

The Leader stated that this was an exciting vision for the future of the City and was important for the Council to plan for the future to ensure that it met its five year housing land supply. This document would help to prioritise pedestrian and cyclists travelling across the city.

The Chief Executive & Growth Director stated that this document was a vision which would support the planning process, whilst it would have no planning status it would help developers to think differently and be more ambitious. In a changing digital world the city needed to look at employment sites differently and the vision would support development through that process. High level discussions had already taken place with the stakeholders to take forward a shared vision for St David’s ward.

The Portfolio Holder for Health and Wellbeing, Communities and Sport commented that he fully supported the vision which would support the challenges ahead and the requirement to build 13,100 homes in the next  ...  view the full minutes text for item 14.

To consider the report of the Director (JY).

The Director (JY) presented the report on Exeter Live Better and Move More Draft Physical Activity Strategy which recommended a period of public consultation with a final report to be presented to Council in July 2019. The strategy set out the various challenges and opportunities and how resources and commitment would aligned from various stakeholders. It also provided an overall guidance to increasing physical activity in Exeter in line with the Council’s vision. Physical activity was not solely sports activities, but included other activities such as walking, cycling and various other forms of recreation.

Investment from Sports England had been successful in increasing sports excellence across the country, however the overall health, wellbeing and physical activity in everyday life had diminished. The ‘Active Life’ survey concluded that Exeter was the most physically active city in the UK, but this largely reflected, the demographics of younger residents living in the city, who were more likely to engage in physical activity. The strategy would therefore focus on making improvements to health & wellbeing, by promoting physical activity and addressing the various lifestyle challenges of other residents and communities, particularly in the areas of greatest need.

In response to a Member question, the Director (JY) confirmed that the consultation would be sent to various organisations, stakeholders and schools across the City to ensure engagement and contributions which would inform the final strategy.

The Portfolio Holder for Health and Wellbeing, Communities & Sport stated that a targeted approach was required to manage the challenges ahead, especially for deprived areas of the city. Members welcomed the strategy and the further consultation necessary to create the final document.

RESOLVED that the draft strategy for public consultation be approved with a final report and strategy to be presented to Council in July 2019.

To consider the report of the Service Manager Community Safety & Enforcement.

Place Scrutiny Committee considered the report at its meeting on 17 January 2019 and its comments will be reported.

RESOLVED

The Director (DB) presented the report on increasing car park tariffs from April 2019, including the further regulation of car parking at King George V Playing Fields. Members were advised that the report proposed to increase tariffs in Zone 1 and 2 by 10 % and to increase tariffs in Zone 3 by 50p, although there would be no increase for season ticket holders. Car parking at King George V Playing Fields would now be for a maximum of four hours to ensure that the car park was available for recreational users and not used by commuters.

The Leader commented that the Council had not made any general inflationary car park rises for a number of years.

During discussion, Members highlighted the facilities at the King George V Playing Field welcoming the four hour parking limit and acknowledging the need to encourage more sustainable modes of transport across the city.

A Member raised an objection with regards to the increase in the car park charges in Topsham.

Place Scrutiny Committee considered the report at its meeting on 17 January 2019 and its comments were reported.

RESOLVED that the following be approved:-

(1)        To increase tariffs at Premium, Zone 1 and Zone 2 car parks by a maximum of 10% within the existing linear pricing structure as set out in the table below;

(2)        To increase the tariffs at Zone 3 car parks by 50p as set out in the table below;

To consider the report of the Chief Finance Officer.

The Chief Finance Officer presented the report proposing the General Fund revenue estimates for 2019/20 and to recommend the Band D level of Council Tax for 2019/20. The report also included the proposed Capital Programme for 2019/20 and future years, and the proposals in respect of the Housing Revenue Account (HRA).

The proposed capital programme for 2019/2020 presented the General Fund with a £37.8 million spend and the HRA with a spend of £20.6 million, which included £9.2 million to build new council homes in the city. This was the final year of the HRA one percentage rent reduction and whilst the income would be lower there would only be a small reduction in the HRA working balance.

In regards to the General Fund, attention was drawn to appendix two and the reduction in the core spending power which had reduced since 2016/17 by 15.2 % which equated to £2.3 million. There was a £2.2 million in savings and additional income proposed in the revenue estimates. The recommendation to Council on 26 February 2019 was for a proposal for an increase in £5 for a band D property, this was the maximum allowed without having to hold a referendum. Council would also be asked to approve the Council Tax for Devon County Council, Devon and Cornwall Police and Crime Commissioner and the Devon and Somerset Fire Authority. The Devon and Cornwall Police and Crime Commissioner had set an increase at the maximum, without holding a referendum of £24 per band D property, the other two authorities had not yet met.

Members were reminded that they had a legal obligation to set a balanced budget at Council and that any savings or additional income removed would require alternative ways of meeting those savings or generating income.

The Leader commented that Exeter had had the highest cuts of all the district authorities in Devon with regards to its core spending power. He proposed an additional recommendation that the Council write to its MP’s to ask why Exeter had had the biggest cut in core spending power when given most growth to the region.

The Portfolio Holder for Health and Wellbeing, Communities and Sport highlighted the £9.2 million the Council planned to spend on building new council houses, the £7.9 million of government grant that the Council had lost in the last four year period and the reduction in New Homes Bonus. The Council would need to make considerable changes going forward to address its funding shortfall.

RECOMMENDED to Council:-

(1)        the overall spending proposals in respect of both its revenue and capital budgets are recommended to Council be approved;

(2)        the council tax for each Band be approved as set out in section 8.19.3 subject to Devon County Council, Devon and Cornwall Police, Crime Commissioner Devon and Cornwall and the Devon and Somerset Fire Authority confirming their Band D levels respectively;

(3)        when the actual council tax amounts for Devon County Council, Devon and Cornwall Police and Crime Commissioner and the Devon  ...  view the full minutes text for item 17.

To consider the report of the Chief Finance Officer.

Corporate Services Scrutiny Committee considered the report at its meeting on 24 January 2019 and its comments will be reported.

The Chief Finance Officer presented the report seeking adoption by the Council of the Treasury Management Strategy Report, incorporating the Annual Investment Strategy 2019/20, as required under section 15(1)(a) of the Local Government Act 2003. This report was a statutory requirement and there had been no significant changes from last year. He advised of the maximum limit to be lent to any one organisation in respect of Property Funds which was £10 million, the Council currently had £5 million in such fund and would wait post Brexit to make anymore investments. The other limits on the value of investments to be held in any one institution was a maximum of £5 million depending on the creditworthiness of that institution.

Corporate Services Scrutiny Committee considered the report at its meeting on 24 January 2019 and its comments were reported.

RECOMMENDED that Council adopt the new Treasury Management Strategy and delegations contained therein.

To consider the report of the Chief Finance Officer.

Corporate Services Scrutiny Committee considered the report at its meeting on 24 January 2019 and its comments will be reported.

The Chief Finance Officer presented the report setting out the proposed 2019/20 prudential indicators for capital finance for adoption by the Council and set the annual statement of Minimum Revenue Provision (MRP). He referred to the minimum revenue provision which is the amount set aside from revenue to meet the repayment of debt principal and advised of the minimum revenue provision options that the Council used, the Asset Life Equal Instalment and Asset Life Annuity Method. A change in Government Guidance now allowed for an overpayment in respect of the funds that Councils could set aside over and above the statutory minimum revenue provision which could be reclaimed in future years. The Council currently had £5.602 million in voluntary overpayments.

The Chief Finance Officer highlighted the Capital financing required, the operational boundary and the authorised limit, this was the maximum the Section 151 officer was allowed to borrow to cover the Operational Boundary and day to day cashflow.

Corporate Services Scrutiny Committee considered the report at its meeting on 24 January 2019 and its comments were reported.

RECOMMENDED that Council adopt the:-

(1)        Prudential Indicators set out in Appendix A-C; and

(2)        Annual Statement of Minimum Revenue Provision for the Council.

To consider the report of the Director (JY).

Background Documents - Draft Built Facilities, Playfields, Pitches, Play Areas Parks and Open Spaces

These independent reports have informed the councils draft  proposals for the future of its built leisure facilities, playing pitches and play areas , they have not in themselves been adopted by the Council as policy or strategy.

Public consultation on the Councils proposals will take place if the Executive approve the draft proposals for consultation at its meeting on 12^th February.

https://strataservicesolutions.app.box.com/s/ccrg94s5wggh15fltj3eoaqr4g8bd2lb

The Director (JY) presented the report setting out proposals for how Council built facilities, playing fields, play areas and parks could be developed in future to contribute to the strategic vision of Exeter becoming the most physically active city in England and encouraging those most at risk of inactivity to become active in everyday life. A consultation process would give the residents, community organisations and stakeholders the opportunity to feedback on the draft strategy.

There was a clear need for the Council to set out an integrated strategy for the future of built sports facilities, playing fields, pitches, play areas and open spaces. Although delivery of sport and leisure facilities was a discretionary area for the Council, it was important that the draft Physical Activity Strategy and the Sport England Local Delivery Pilot, provide good quality, accessible, community based built sports and leisure facilities and preserved and improved the city’s pitches, playing fields, play areas, parks and open spaces. With on-going funding cuts to Councils it was also necessary to consult on choices available. With the exception of the planned new build St Sidwell’s Point Leisure Complex, there was an aging estate and a strategic approach was necessary to determine areas for future investment which would also need to be in line with the Greater Exeter Strategic Partnership (GESP). Further aspects included a needs led approach to Play Area provision across the city and for the Council, within its statutory duty as a local planning authority for the provision and protection of sport, green spaces and recreation facilities, to publish an assessment of current and future needs for playing fields and pitches.

The Director (DB) detailed proposals for the play areas, parks and open spaces. A number of the 83 play areas across the city were not fit for purpose and decisions were necessary on the way forward for either replacing or focusing on areas with the greatest need. A reduction to 80 play areas across the city with three new Destinations play parks is being proposed. The document outlined a potential investment of £3.7 million, subject to consultation. A funding strategy would need to be developed to the support the proposed investments. 

The Portfolio Holder for Place and Commercialisation stated that this document covered two different portfolios of sport and parks and open spaces. He commented on the varied range of play facilities across the 83 sites and that, whilst some closures were suggested, the Council would assess needs on a city wide basis. It was important that the Council ensured every child had access to play facilities with equipment suitable for children of all abilities. The Council needed a comprehensive and robust strategy which would include Destination parks and provision for all age ranges including trim trails for people who were less mobile. The Council was looking to enhance provision and identify funding sources to support this.

The Portfolio Holder for Health and Wellbeing, Communities & Sport referred to the importance of engaging local people on future provision to  ...  view the full minutes text for item 20.

To consider the report of the Director (JY).

Please see link to further information

https://exeter.gov.uk/people-and-communities/communities/newtown-community-aspirations-report/

Place Scrutiny Committee had considered the report at its meeting on 31 January 2019 and its comments will be reported.

The Leader brought to Members’ attention an e-petition that would close on 25 February 2019 asking the Council to respect the recommendation of Place Scrutiny Committee held on 31 January 2019which supported the sale of the Clifton Hill site excluding the Ski Slope. The e-petitioner had been invited to present the petition at the meeting of Council on the 26 February 2019 when discussion would be welcome in accordance with the Council’s normal practice. He added that the Council had received a proposal to register the Ski Slope as an Asset of Community Value which was being processed and early indications were that the application was likely to be successful.

The Director (JY) had prepared an Equality Impact Assessment showing the potential impact of the recommendation to sell the site on people with protected characteristics within the 2010 Equalities Act. A copy had been circulated to Members and is attached to the minutes.

The City Surveyor circulated a supplementary report setting out advice following the recommendation by the Place Scrutiny Committee. The report advised on the potential impact of retaining the ski slope. It also set out the impact of green space exclusion and an approach to the designation and treatment of the green space to be accommodated within the development. The combined impact of green space exclusion and ski slope retention was also set out.

The Leader continued that he had taken on board the views of the community and fellow Councillors and, as a result, would be moving the following amendment to recommendation 2.2 (a):-

Delegate authority to the Director in consultation with the relevant Portfolio Holder and in liaison with the ward members and the City Surveyor to:

Identify and agree the area of green space to be retained by the council (comprising a minimum of 10% of the overall site area) in the current general location of the existing green space; and

agree a condition to be included in the Contract for Sale of the whole site requiring the purchaser to transfer back for a peppercorn the green space land identified and agreed in 2.2(a) above to the Council following service by the Council of a Notice requiring such transfer.

The Director (JY) presented the report providing an update on the interim Built Facilities plan agreed by Council in June 2018. The presentation is attached to the minutes. Members were updated on the original decision to sell the Clifton Hill Site, the options for the sale of Clifton Hill Site and the future investment in the existing built sport and leisure facilities. The report also set out the recommendation of the City Surveyor for the sale of the site of the Clifton Hill Sports Centre and the surrounding land owned by the Council.

Councillor Sills, having given notice under Standing Order No.44, spoke on this item. He wished to reinforce Members’ views expressed at Place Scrutiny Committee on 31 January 2019, and the pleas of the general public who had attended the meeting, as well  ...  view the full minutes text for item 21.

To consider the report of the City Surveyor.

Place Scrutiny Committee considered the report at its meeting on 17 January 2019 and its comments will be reported.

The City Surveyor advised that following on from Place Scrutiny Committee he had discussed matters further with the Exeter Homes Trust. He had been advised that the Trust’s architect had not said that the proposed scheme could be accessed from Fairpark Road. Discussions with planning and highways officers had suggested that this might prove problematic and the additional costs would put pressure on the scheme’s viability, requiring a significant wall breach and retaining structures. Devon County Council highways advice was that a Fairpark Road solution would not add the highway benefits of the turning head solution.

The Trust had also advised that the funding allocation from Homes England which underpined the scheme viability assumed completion of the scheme within the current grant programme. The Trust had advised that this implied a target completion date in December 2020 which, with a projected build programme of 18 months required a summer 2019 start. In view of the fact that a redesign was required to access from Fairpark Road before submission of a revised scheme, there was a danger of the funding allocation being lost.

Councillor Sills, Chair of Place Scrutiny Committee, having given notice under Standing Order No.44, spoke on this item. He commented that Place Scrutiny Committee opposed the sale of the land and that little new information had been presented since the Committee had taken place. The object of the sale of land was the impact on the volume of traffic to area and there were still alternative options that Exeter Homes Trust could explore. He asked for all options to be explored and that Place Scrutiny Committee were clear that they did not want this piece of land to be sold.

The Portfolio Holder for Support Services moved an amendment to the recommendation that the land should only be disposed of to create an extension to the highway if planning permission was granted.

The City Surveyor clarified the Council position with regards to the delegated powers in relation to the disposal of park land.

Councillor N Vizard, having given notice under Standing Order No.44, spoke on this item. She referred to the views of Liveable Exeter that streets, spaces and parks that link neighbourhoods to the city centre should be safe and attractive and encourage active and healthy lifestyles. Whilst the majority of residents and ward councillors, supported the development of the  Almshouses by the Exeter Homes Trust they opposed the sale of Council land for the sole purpose of creating a turning circle and three visitors parking bays. Given road safety concerns and the impact of construction traffic she supported a pedestrian access only solution suggesting that three dedicated car parking spaces for Fairpark Almshouses could be set aside in the adjacent Council owned car park. With letters from 211 local residents and petitions of 300+ and 400+ signatures, opposition was significant. She advocated support for the Place Scrutiny Committee recommendation to refuse sale of the land and to work with Exeter Homes Trust to bring forward the  ...  view the full minutes text for item 22.

To receive the minutes of the Major Grants Panel minutes on 21 January 2019.

The minutes of the Major Grants Panel meeting held on 21 January 2019 were submitted.

Councillor Musgrave, having given notice under Standing Order No.44, spoke on this item. He stated that he was representing two important community assets in his ward - Exeter Eagles BMX Club and Exeter Aces Cycle Speedway Club - who were Council tenants operating on the site for 30 years. They demonstrated strong community spirit and contributed to making Exeter more active. The clubs had written to the Leader and Portfolio Holder for Place and Commercialisation about the proposed percentage cuts in their Council rent grant. He understood the reasons for the major grants review but wanted Members to be aware that should these proposals go ahead then both clubs would close within three months of the next full Council as the clubs had no financial resilience. He asked Members to consider an asset transfer to these clubs and he invited Members to visit and see the club in action.

In response to a question, Councillor Musgrave confirmed that the BMX was very affordable for families and that they could ride the entire track for an entire Saturday afternoon for just £2.  Both clubs operated on a not for profit basis.

Councillor Warwick, having given notice under Standing Order No.44, spoke on this item. He stated that use of these clubs should be maximised to reflect the Council’s commitment to health and an active life style. He had received correspondence from the BMX Club regarding the reduction in their rent grant which also affected the Cycle Speedway Club. He had been working with the clubs to look at solutions and including a possible asset transfer. The clubs attracted people from all over the country and were well respected, it was important that young people had facilities to boost health and fitness. The volunteers running the organisations had improved the facilities including safety measures. Whilst recognising the main reasons for the grants cuts provision being the continued austerity these cuts left two very worthwhile projects under threat and he referred to other groups faced with cuts such as Rape Crisis.  He recognised that the Council did not have a legal duty to support these organisations and that there were other funding available such as crowd funding although it did have a duty to the communities that it represented and he asked that Executive commit to a plan to help such organisations to secure their long term future.

Councillor Wood, having given notice under Standing Order No.44, spoke on this item. He stated that the Council continued to face funding cuts from central government and had sought to mitigate the impact of these cuts on Voluntary and community grants in an imaginative and creative way. He recognised that the Council did not wish to destabilise any groups and the detail and impact of any transitional process was crucial. Although a Trustee of Exeter Citizens Advice Bureau he was speaking on behalf of all of the organisations on  ...  view the full minutes text for item 23.