Agenda, decisions and minutes

To approve and sign the minutes of the meeting held on 7 July 2020.

The minutes of the meeting held on 7 July 2020, were taken as read and approved as correct, for signing by the Chair at the earliest possible convenience.

Councillors are reminded of the need to declare any disclosable pecuniary interests that relate to business on the agenda and which have not already been included in the register of interests, before any discussion takes place on the item. Unless the interest is sensitive, you must also disclose the nature of the interest. In accordance with the Council's Code of Conduct, you must then leave the room and must not participate in any further discussion of the item.  Councillors requiring clarification should seek the advice of the Monitoring Officer prior to the day of the meeting.

No declarations of disclosable pecuniary interests were made.

To receive questions relating to items on the Agenda from members of the public and responses thereto.

Details of questions should be notified to the Corporate Manager Democratic and Civic Support by 10.00am at least three working days prior to the meeting. Further information about speaking at a committee can be found here: Speaking at a Committee

A member of the public, Mr Cleasby submitted the following question, related to Minute No. 89:-

·         In relation to para 10.1 of the report at item 8, will the Council please explain exactly what is envisaged the “senior leader” members of the Liveable Exeter Place Board will get out of the meetings so that they find it worthwhile to continue attending?

The Council Leader responded:-

The Liveable Exeter Place Board members have previously endorsed the Exeter 2040 Vision and are generously contributing their time to support the realisation of our Vision.

The Place Board provides a forum in which to discuss challenges in the realisation of the Vision and what the Place Board members can do, individually and collectively, to overcome these challenges and to realise the 2040 Vision. The Place Board also gives the leaders the opportunity to raise other issues which they believe require the support of others to overcome, to the benefit of the City.

Any matters raised by the Board which require any Council decisions will always be brought through the Council’s existing decision making and governance processes in order to ensure transparency.

Mr Cleasby asked a supplementary question:-

Do you agree that the participants may well seek to get inside information or competitive advantage on emerging development plans and that the Place Board’s decisions and conclusions will have to be accepted by Exeter City Council or they will see no point in continuing?

The Council Leader responded:-

The purpose of the Board is not to enable anyone to seek advantage and it is unfortunate if it is not fully appreciated what the Board is designed to do.

To consider the report of the Director (JY).

Agreed:

RECOMMENDED that Council approve: -

(1)  the Food Law and Health and Safety Enforcement Service Plan 2020/21; and

(2)  the authorisation for the Service Lead – Environmental Health and Community Safety to change the plan in the light of national guidance and/or to meet operational needs.

Reason for Decision: As set out in the report.

The Executive received the report, which sought approval to adopt the statutory Food Law and Health and Safety Service Enforcement Plan 2020/21, which sets out the Council’s regulatory function in respect of food safety and health and safety and the priorities for the forthcoming year.

Particular reference was made to the need for the Council to demonstrate how it would fulfil its regulatory obligations in respect of its food safety service and to make adequate arrangements for enforcement of health and safety.

RECOMMENDED that Council approve: -

(1)  the Food Law and Health and Safety Enforcement Service Plan 2020/21; and

(2)  the authorisation for the Service Lead - Environmental Health and Community Safety to change the plan in the light of national guidance and/or to meet operational needs.

To consider the report of the Director (JY).

Agreed:

RESOLVED that the Executive supports the adoption of the revised Financial Assistance Policy for the Better Care Fund; and

RECOMMENDED that Council adopt the revised Financial Assistance Policy for the Better Care Fund.

Reason for Decision: As set out in the report.

The Executive received the report on the Better Care Fund, which was a joint programme between the Council and the NHS to share health and care services. The Council had a statutory responsibility to allocate Better Care Fund resources, which are allocated to Districts through the Upper Tier Social Care Authority (Devon County Council), including financial assistance to eligible residents. The policy requires regular review to ensure that the available assistance is appropriate and to target resources to ensure that vulnerable individuals had access to support when it is needed.

Members welcomed the following within the updated policy:-

·         the streamlining of the process for stair-lift grants and the removal of the means testing following a successful pilot which had led to the doubling of the number of stair-lifts installed in the last 12 months;

·         the widening of the type of assistance available to tackle delayed hospital discharges; and

·         the range of Warm Home Grants provided to those in greatest need which support the Council’s desire to promote the use of renewable energy and energy efficiency.

RESOLVED that the Executive supports the adoption of the revised Financial Assistance Policy for the Better Care Fund; and

RECOMMENDED that Council adopt the revised Financial Assistance Policy for the Better Care Fund.

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

Agreed:

RESOLVED that: -

(1)  the terms of reference and membership of the Liveable Exeter Place Board be noted; and

(2)  matters arising from the Liveable Exeter Place Board and issues for consideration at the Liveable Exeter Place Board, be reported back to the City Council by the Leader of the City Council on a regular basis.

Reason for Decision: As set out in the report.

The Executive received the report which provided an update on the governance structure for the Liveable Exeter Garden City programme, including the terms of reference and membership of the Board, following the establishment of a Board to oversee the Liveable Exeter Garden City programme in July 2019.

Members were informed of:-

·         the ambition to ensure high quality place making and built environment, key to which was the provision of 12,000 new homes by 2040, supported by necessary infrastructure;

·         the Place Board amended the Exeter Vision 2040 statement to include the Net Zero Exeter 2030 target;

·         the development of a Cultural Compact and Exeter designated City of Literature status by UNESCO;

·         the role of the Sport England Local Delivery Pilot in developing active and healthy lifestyles;

·         the creation of a strategic board, comprising the City’s leading stakeholders, enabled Exeter to respond effectively to the Covid pandemic through the development of a Recovery Plan for the City; and

·         one place being held on the Board for the University of Exeter’s new Vice-Chancellor Lisa Roberts.

The following responses were given to Members’ queries: -

·         the Chair of the Chamber of Commerce, as a Place Board member, would represent the interests of local businesses; and

·         the terms of reference and membership of the Place Board would be kept under review.

RESOLVED that: -

(1)  the terms of reference and membership of the Liveable Exeter Place Board be noted; and

(2)  matters arising from the Liveable Exeter Place Board and issues for consideration at the Liveable Exeter Place Board, be reported back to the City Council by the Leader of the City Council on a regular basis.

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

Agreed:

RECOMMENDEDto Council that:-

(1)           the title of Honorary Freeman of the City Status be conferred on Richard Jacobs; and

(2)           the Right Worshipful the Lord Mayor be requested to convene an Extraordinary Meeting of the Council to be held on the rising of the Ordinary Meeting on 20 October 2020, for the purpose of passing the appropriate resolution under Section 249 of the Local Government Act 1972.

Reason for Decision: As set out in the report.

The Executive received the report which set out a proposal to offer the Freedom of the City to Mr Richard Jacobs in recognition of his outstanding service to the City of Exeter as a local businessman and entrepreneur.

It was noted that reference to the Ted Wragg Trust now supporting two schools in Exeter, should be amended to refer to two schools in Plymouth.

RECOMMENDEDto Council that:-

(1)        the title of Honorary Freeman of the City Status be conferred on Richard Jacobs; and

(2)        the Right Worshipful the Lord Mayor be requested to convene an Extraordinary Meeting of the Council to be held on the rising of the Ordinary Meeting on 20 October 2020, for the purpose of passing the appropriate resolution under Section 249 of the Local Government Act 1972.

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 10 on the grounds that it involves the likely disclosure of exempt information as defined in paragraphs 3 and 4 of Part I, Schedule 12A of the Act. 

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

Agreed:

RESOLVED that:-

(1)        the current Shareholder Representative appoint additional Directors, namely the Council’s Director (Chief Finance Officer) and Director (the City Solicitor) to both the Exeter City Group Board and Exeter City Living;

(2)       following the implementation of (1) above, the Shareholder Representative be changed by removing the current Director appointment (David Bartram) and appointing the Chief Executive & Growth Director in the role of Shareholder Representative to undertake the activities and decisions as identified in the Shareholder Representative Delegated Powers document, in consultation with the Leader of the City Council and the Portfolio Holder for Council Housing Development and Services;

(3)        the new Shareholder Representative be authorised to agree any necessary amendments to the Management Agreement in consultation with the Leader of the Council and Portfolio Holder for Council Housing Development and Services; and

(4)        Exeter City Living be requested to consider appointing two additional senior management posts to the Exeter City Group, comprising a Development Director in Exeter City Living, and a Director of Operations overseeing procurement of business services and development of the organisation across the Exeter City Group.

Reason for Decision: As set out in the report.

The Executive received the report which sought to make governance changes to the Exeter City Group to ensure that the Group of companies could play a significant role in the Council’s strategic agenda to support the recovery of the city, building at pace and scale, in demonstrating environmental excellence under the Net Zero Exeter agenda; and contributing significant income to the Council’s general fund to help address the funding gap evident in the medium to long term funding of the Council.

RESOLVED that:-

(1)        the current Shareholder Representative appoint additional Directors, namely the Council’s Director (Chief Finance Officer) and Director (the City Solicitor) to both the Exeter City Group Board and Exeter City Living;

(2)        following the implementation of (1) above, the Shareholder Representative be changed by removing the current Director appointment (David Bartram) and appointing the Chief Executive & Growth Director in the role of Shareholder Representative to undertake the activities and decisions as identified in the Shareholder Representative Delegated Powers document, in consultation with the Leader of the City Council and the Portfolio Holder for Council Housing Development and Services;

(3)        the new Shareholder Representative be authorised to agree any necessary amendments to the Management Agreement in consultation with the Leader of the Council and Portfolio Holder for Council Housing Development and Services; and

(4)        Exeter City Living be requested to consider appointing two additional senior management posts to the Exeter City Group, comprising a Development Director in Exeter City Living and a Director of Operations overseeing procurement of business services and development of the organisation across the Exeter City Group.