Agenda, decisions and minutes

Executive
Tuesday 11th December 2018 5.30 pm

Venue: Rennes Room, Civic Centre, Paris Street, Exeter

Contact: Sarah Selway, Democratic Services Manager (Committees)  Telephone 01392 265275 or email  sarah.selway@exeter.gov.uk

Items
No. Item

116.

Minutes pdf icon PDF 77 KB

To approve and sign the minutes of the meeting held on 13 November 2018.

 

Minutes:

The minutes of the meeting held on 13 November 2018 were taken as read, approved and signed by the Chair as correct.

 

117.

Declarations of Interest

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.

 

 

Minutes:

No declarations of disclosable pecuniary interest were made.

 

118.

Major Grants Panel minutes 29 November 2018 pdf icon PDF 49 KB

To receive the minutes of the Major Grants Panel minutes on 29 November 2018.

 

Decision:

Agreed

That the minutes of the Major Grants Panel meeting held on 29 November 2018 be received and, where appropriate, adopted.

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

 

 

 

Minutes:

The minutes of the Major Grants Panel meeting held on 29 November 2018 were submitted.

 

RESOLVED that the minutes of the Major Grants Panel meeting held on 29 November 2018 be received and, where appropriate, adopted.

 

119.

Leisure Complex and Bus Station Programme Board Minutes 30 October 2018 pdf icon PDF 100 KB

To receive the minutes of the Leisure Complex and Bus Station Programme Board on 30 October 2018.

 

Decision:

Agreed

That the minutes of Leisure Complex and Bus Station Programme Board meeting held on 30 October 2018 be received and, where appropriate, adopted.

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

Minutes:

The minutes of the Leisure Complex and Bus Station Programme Board meeting held on 30 October 2018 were submitted.

 

RESOLVED that the minutes of Leisure Complex and Bus Station Programme Board meeting held on 30 October 2018 be received and, where appropriate, adopted.

 

120.

Leisure Complex and Bus Station Projects pdf icon PDF 111 KB

To receive the minutes of the Leisure Complex and Bus Station Programme Board on 27 November 2018 and consider the report of the Chief Executive & Growth Director.

 

Additional documents:

Decision:

 

Agreed

that, with the exception of Minute no 16, which Executive will consider next, the minutes of Leisure Complex and Bus Station Programme Board meeting held on 27 November 2018 be received and, where appropriate, adopted; and

 

That Executive recommend to Council:-

 

(1)  That Members welcome the conclusions of Jones Lang LaSalle on the development demand and potential for the Sidwell Street and bus and coach station site and authorise the City Surveyor to progress work to identify options and potentially a preferred development partner, or partners, for a comprehensive scheme for the redevelopment of the wider Sidwell Street/Bus Station site (including options for the redevelopment of the Civic Centre site, Paris Street) and fund up to £300,000 to cover the associated costs of this work.

 

(2)   Funding up to £90,000 be made available to cover the costs associated with exploring the potential, opportunity and viability to provide a multi-purpose performance venue as part of the wider development of Sidwell Street/Paris Street.

 

(3)  The allocation of an additional £11.88m to cover the programme costs and contract price of building a new leisure complex and bus station.

 

(4)  The Chief Executive & Growth Director be authorised to enter into written contracts with the successful tenderer for the construction of both projects

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

 

Minutes:

The minutes of the Leisure Complex and Bus Station Programme Board meeting held on 27 November 2018 were submitted.

 

The Leader asked that the Executive resolve to receive the minutes of the Leisure Complex and Bus Station Programme Board on 29 November 2018 with the exception of minute 16 which would be dealt with separately.

 

RESOLVED that, with the exception of Minute no 16, which Executive will consider next, the minutes of Leisure Complex and Bus Station Programme Board meeting held on 27 November 2018 be received and, where appropriate, adopted.

 

The Chief Executive & Growth Director presented the report which sought approval for additional funding on the development of a new swimming pool and leisure complex and new bus station, and to enter into contract with the successful tenderer. Members had received a presentation on the proposals at the Leisure Complex and Bus Station Board meeting on 27 November 2018 and a subsequent Members’ Briefing.

 

The Leader stated that the proposal had been well received by local businesses and this development would be a positive way forward for the continuing growth of the city

 

RECOMMENDED to Council that:-

 

(1)          That Members welcome the conclusions of Jones Lang LaSalle on the development demand and potential for the Sidwell Street and bus and coach station site and authorise the City Surveyor to progress work to identify options and, potentially, a preferred development partner, or partners, for a comprehensive scheme for the redevelopment of the wider Sidwell Street/Bus Station site (including options for the redevelopment of the Civic Centre site, Paris Street) and fund up to £300,000 to cover the associated costs of this work.

 

(2)        funding up to £90,000 be made available to cover the costs associated with exploring the potential, opportunity and viability to provide a multi-purpose performance venue as part of the wider development of Sidwell Street/Paris Street.

 

(3)        The allocation of an additional £11.88m to cover the programme costs and contract price of building a new leisure complex and bus station.

 

(4)        The Chief Executive & Growth Director be authorised to enter into written contracts with the successful tenderer for the construction of both projects

 

121.

Heart of South West Joint Committee Report pdf icon PDF 168 KB

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

 

Decision:

Agreed

That Council:-

 

(1)          Note the progress report setting out the work of the Heart of the South West (HotSW) Joint Committee since its establishment in March 2018;

 

(2)          Agree to delegate the development and endorsement of the HotSW (LIS) to the HotSW Joint Committee (noting that final approval of the HotSWLIS rests with the HotSW Local Enterprise Partnership (LEP) and the Government) subject to reassurance that the Greater Exeter Industrial Strategy will be reflected in the HoTSW LIS;

 

(3)          Note the Budget statement for 2018/19 set out in Appendix B and that in accordance with the decisions taken at the time the Committee was established the Council will be asked to make an annual budgetary provision to meet the support costs of the Joint Committee in line with the 2018/19 contribution.  Final clarification on any additional 2019/20 budget requirement will be provided following the completion of the review of the Joint Committee’s role, function and management support arrangements and development of its work programme for 2019/20; and

 

(4)          Agree the Budget and Cost-sharing Agreement set out in Appendix B to the circulated report.

 

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

 

 

 

Minutes:

The Chief Executive & Growth Director advised that the report was a generic report which asked the Councils in the Heart of the South West (HotSW) to endorse the Local Industrial Strategy for the Joint Committee and Local Enterprise Partnership (LEP). By working with the Government to develop the Local Industrial Strategy it would enable long term transformational opportunities for the HotSW. This generic report had been updated to reflect the Greater Exeter Local Industrial Strategy and to seek reassurance from the LEP for its support on this. The budget implications for District Councils was £1,400.

 

A Member raised the importance of rail improvements in the region in particular a solution to the rail line at Dawlish. Whilst recognising the need for superfast broadband a concern was raised with regards to the number of telegraph poles being erected and a Member asked that representation be made to ensure a more appropriate installation to service homes.

 

RECOMMENDED that Council:-

 

(1)          Note the progress report setting out the work of the Heart of the South West (HotSW) Joint Committee since its establishment in March 2018;

 

(2)          Agree to delegate the development and endorsement of the HotSW (LIS) to the HotSW Joint Committee (noting that final approval of the HotSWLIS rests with the HotSW Local Enterprise Partnership (LEP) and the Government) subject to reassurance that the Greater Exeter Industrial Strategy will be reflected in the HoTSW LIS;

 

(3)          Note the Budget statement for 2018/19 set out in Appendix B and that, in accordance with the decisions taken at the time the Committee was established, the Council will be asked to make an annual budgetary provision to meet the support costs of the Joint Committee in line with the 2018/19 contribution.  Final clarification on any additional 2019/20 budget requirement will be provided following the completion of the review of the Joint Committee’s role, function and management support arrangements and development of its work programme for 2019/20; and

 

(4)          Agree the Budget and Cost-sharing Agreement set out in Appendix B to the circulated report.

 

122.

Annual Scrutiny Report 2018 pdf icon PDF 65 KB

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

 

People Scrutiny Committee, Place Scrutiny Committee and Corporate Services Scrutiny Committee have considered this report and there comments will be reported.

 

Additional documents:

Decision:

Agreed

That Annual Scrutiny Report 2018 be approved.

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

 

 

Minutes:

The Corporate Manager Democratic and Civic Support presented the report on the annual update in respect of the Scrutiny work achieved during the municipal year 2017/2018 which had included working with outside organisations such as Devon County Council and IKEA.  Members were advised that the report had been to the three Scrutiny Committees who had commented on the decision not to fill the Scrutiny Programme Officer post due to budget restraints with two committees asking that this decision be reviewed in two years’ time.

 

The Corporate Manager Democratic and Civic Support advised that the scrutiny function would continue in the Council with Service Leads being more actively involved rather than having dedicated scrutiny support.

 

Members thanked Anne-Marie Hawley in her role as the Scrutiny Programme Officer for her comprehensive and excellent work.

 

RESOLVED that Annual Scrutiny Report 2018 be approved.

 

123.

Overview of Revenue Budget 2018/19 pdf icon PDF 129 KB

To consider the report of the Chief Finance Officer.

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2018 and its comments will be reported.

 

Additional documents:

Decision:

Agreed

That Council notes and approves:-

 

(1)        General Fund forecast financial position for the 2018/19 financial year;

 

(2)        HRA forecast financial position for 2018/19 financial year;

 

(3)        additional supplementary budget set out in 8.3.7 of the circulated report;

 

(4)        outstanding Sundry Debt position as at November 2018; and

 

(5)        creditors’ payments performance.

 

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

 

 

Minutes:

The Chief Finance Officer presented the report advising Members of the overall projected financial position of the Housing Revenue Account (HRA) and General Fund Revenue Budgets for the 2018/19 financial year after six months and which sought approval for a supplementary budget.

 

Members were advised that the HRA showed a small underspend and the General Fund now had an improved financial position. The General Fund reserves had been projecting below the minimum level of £3 million at the end of quarter one and the Strategic Management Board had worked to reduce expenditure and the projected minimum reserves were now £3.015 million. The proposed supplementary budget of £481,600 in respect of the Rough Sleeping Initiative would be offset by a grant from the Ministry of Housing Communities and Local Government. In response to a question at Corporate Services Scrutiny Committee, the expenditure on Consultants and Agency Staff had been detailed in the report.

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2017 and its comments were reported.

 

RECOMMENDED that Council notes and approves:-

 

(1)        General Fund forecast financial position for the 2018/19 financial year;

 

(2)        HRA forecast financial position for 2018/19 financial year;

 

(3)        additional supplementary budget set out in 8.3.7 of the circulated report;

 

(4)        outstanding Sundry Debt position as at November 2018; and

 

(5)        creditors’ payments performance.

 

124.

2018/19 Capital Monitoring Statement - Quarter 2 pdf icon PDF 82 KB

To consider the report of the Chief Finance Officer.

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2018 and its comments will be reported.

 

Additional documents:

Decision:

Agreed

That Council notes and approves the revision of the annual capital programme to reflect the reported variations detailed in 8.1, 8.4 and 8.5 of the circulated report.

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

 

Minutes:

The Chief Finance Officer presented the report to provide information 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 sought Member’s approval to amend the annual capital programme in order to reflect the reported variations.

 

Members were advised that, during the first six months of the year, the Council had spent £4.164 million which equated to 13.09% of the revised programme this compared with £4.134 million, which equated to 17.3%, being spent in the first six months of 2017/18. Members’ attention was brought to the achievements of the refurbishment of the Cowick Barton Tennis Courts and the installation of the Guildhall Fire Alarms.

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2017 and its comments were reported.

 

RECOMMENDED that Council notes and approves the revision of the annual capital programme to reflect the reported variations detailed in 8.1, 8.4 and 8.5 of the circulated report.

 

 

125.

Treasury Management 2018/19 Half Year Update pdf icon PDF 95 KB

To consider the report of the Chief Finance Officer.

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2018 and its comments will be reported.

 

Additional documents:

Decision:

Agreed

That the Treasury Management report in respect of the first six months of the 2018/19 financial year be noted.

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

 

 

Minutes:

The Chief Finance Officer presented the report on the current Treasury Management performance for the 2018/19 financial year and the position regarding investments and borrowings at 30 September 2018.  The report was a statutory requirement and was for information only with no key decisions required.

 

Members were advised that, currently, the Council had strong cash balances with funds set aside for future capital expenditure therefore the net interest position showed an improvement against the estimated net interest payable. The Government had reinstated the statutory override for pooled investments for five years and therefore consideration would be given where, within the parameters, future investments could be made to maximise return for the Council.

 

In response to the Leader, the Chief Finance Officer clarified that the Council had set aside 65% of the funds required for the Leisure Complex and Bus Station project.

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2017 and its comments were reported.

 

RESOLVED that the Treasury Management report in respect of the first six months of the 2018/19 financial year be noted.

 

126.

Safeguarding Policy pdf icon PDF 62 KB

To consider the report of the Director (JY).

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2018 and its comments will be reported.

 

Additional documents:

Decision:

Agreed

That Council adopts the revised safeguarding policy.

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

 

Minutes:

The Director (JY) presented the report seeking approval for the Council's revised safeguarding policy. The Council was committed to safeguarding from harm all children, young people and adults. Members were collectively responsible for ensuring that the Council had a policy and the Strategic Management Board were required to ensure that the policy was consistently applied and necessary procedures and practices in place.

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2017 and its comments were reported.

 

RECOMMENDED that Council adopts the revised safeguarding policy.

 

127.

Council Tax Support Scheme 2019/20 pdf icon PDF 101 KB

To consider the report of the Director (BA).

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2018 and its comments will be reported.

 

Additional documents:

Decision:

Agreed

That Council approve the scheme for 2019/20 to continue without substantive changes from the current year scheme.

 

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

Minutes:

The Director (BA) presented the report seeking Members views on the local Council Tax Support (CTS) scheme for working age residents for 2019/20. The local CTS scheme started in April 2013 and Members were required to agree the scheme rules annually.

 

Members were advised that precepting authorities were not asked for savings to be made from the scheme costs and the impact of Universal Credit in Exeter from September 2018 were not yet known. Therefore no change to the scheme was proposed this year although this could change in future years once the impact of the roll out Universal Credit could be assessed.

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2017 and its comments were reported.

 

RECOMMENDED that Council approve the scheme for 2019/20 to continue without substantive changes from the current year scheme.            

 

128.

Council Tax Long Term Empty Premium 2019/20 pdf icon PDF 73 KB

To consider the report of the Director (BA).

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2018 and its comments will be reported.

 

Decision:

Agreed

That Council adopt the increase in the Council Tax Long-Term Empty Premium from 50% to 100% from the 1 April 2019.

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

Minutes:

The Director (BA) presented the report which advised of the Government proposal to allow Local Authorities to increase theCouncil Tax Long-Term Empty Premium from a maximum of 50% to a maximum of 100%. This would affect properties that had been empty for two or more years. The Council had discretion as to the premium it wanted to apply, the recommendation was to ask Members to support the maximum premium. Whilst the income this premium generated would only be just over £4,000 pa, it was hoped that the increase would help to bring empty homes back into use.

 

The Portfolio Holder for Economy and Culture welcomed this premium increase which could not only help to bring empty properties back into use, providing much needed homes but also improve neighbourhoods.

 

Corporate Services Scrutiny Committee considered the report at its meeting on 22 November 2017 and its comments were reported.

 

RECOMMENDED that Council adopt the increase in the Council Tax Long-Term Empty Premium from 50% to 100% from the 1 April 2019.

 

129.

Local Government (Access to Information) Act 1985 - Exclusion of Press and Public

RESOLVED that, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of items 16 and 17 on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Part I, Schedule 12A of the Act. 

Decision:

Agreed

 

 

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 paragraph 1, 2, 3 and 4 of Part 1, Schedule 12A of the Act. 

 

 

 

Minutes:

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. 

 

130.

Future of Growth & Enterprise

To consider the report of the Director (DB).

 

Decision:

Agreed

That the proposed changes to the Growth & Enterprise team detailed in the circulated report be approved, to ensure the City Council meets the financial challenges it was facing.

 

 

Reason for Decision:

 

As set out in the report.

 

 

 

Minutes:

The Director (DB) presented the report on the results of the Growth & Enterprise staff consultation, working in conjunction with Human Resources & the Trade Union, in regards to proposed changes within the service area. The final business case detailed the results of the staff consultation and how these had been incorporated into the new structure and team going forward.

 

RESOLVED that the proposed changes to the Growth & Enterprise team detailed in the circulated report be approved, to ensure the City Council meets the financial challenges it was facing.

 

 

 

131.

Review of Staffing in Housing Customers

To consider the report of the Director (BA).

 

Decision:

Agreed

That the proposals as set out in the report for be approved for consultation in accordance the Exeter City Council Organisational Change Policy.

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

 

 

 

Minutes:

The Housing Lead Tenancy Services presented the report setting out the draft business case for reconfiguring the Housing Customer Team, this proposal was intended to promote a focus on performance management by providing capacity for support and coaching.

 

RESOLVED that the proposals as set out in the report be approved for consultation in accordance with the Exeter City Council Organisational Change Policy.