Agenda and minutes

Venue: Legislation has been passed that allows Council's to conduct meetings remotely

Contact: John Street, Corporate Manager Democratic & Civic Support  Telephone 01392 265106 or email  john.street@exeter.gov.uk

Note: The deadline for questions to be submitted to Council is 10am on Thursday 8 October 2020 

Items
No. Item

42.

Minutes silence - Councillor Judy Pattison

Minutes:

The Council observed a minute’s silence in memory of Councillor Judy Pattison who had recently passed away.

 

Councillor Pattison had been elected as a Labour Councillor to the City Council in May 2018 and had previously been Mayor of Camden in 2002/03.

 

Members’ thoughts were with the family at this difficult time.

 

 

43.

Apologies

Minutes:

An apology for absence was received from Councillor Lyons.

 

 

44.

Minutes pdf icon PDF 710 KB

To approve and sign the minutes of the meeting held on 21 July 2020.

 

Minutes:

The minutes of the meeting of the Council held on 21 July 2020 were moved by the Leader, seconded by the Deputy Leader Councillor Sutton, taken as read and approved for signing as correct at the earliest possible convenience.

 

 

 

 

45.

Official Communications

Minutes:

The Lord Mayor reported that Councillor Lyons was currently in hospital and asked Members to join him in wishing her a speedy recovery.

 

The Lord Mayor also reported the following:-

 

·         the flying of the RAF flag over the Guildhall on 15 September 2020 commemorating the 80th Anniversary of the Battle of Britain Day;

·         the success of the annual Heritage Open Days last month showcasing the city’s history by opening up buildings and spaces and referred to the Devon and Exeter Institution having recently received £1 million in National Lottery Heritage Grant Fund;

·         his visit to the Commando Training Centre Royal Marines Lympstone and to being informed by Colonel Simon Chapman, the Camp Commandant, of the close liaison with the University of Exeter to ensure the appropriate response by Camp personnel to the Covid-19 pandemic;

·         the recent refurbishment of 24 dwellings at the Attwill’s Almshouses on New North Road; and

·         the use of the Guildhall for a socially distanced wedding in September.

 

The Lord Mayor congratulated the following:-

 

·         the Exeter Chiefs on their victory over Racing 92 to win the Heineken Champions Cup in Bristol on 17 October 2020;

·         Councillor Richard Branston on completing 20 year’s public service since elected to the City Council;

·         Hazel Bound, a former Deputy Mayor in 1997, who had received a British Empire Medal in the Queen’s Birthday Honours for her work supporting the Long Distance Walking Association in the South West;

·         Julian Tagg, Chairman of Exeter City Community Trust, awarded a British Empire Medal for services to sport and the community in Exeter; and

·         Jo Yelland, Director Transformation, awarded a British Empire Medal for her service in reducing health inequalities in the city, through her work on Wellbeing Exeter.

 

The Leader reported the following appointments to the bodies indicated:-

 

Council Housing and Development Advisory Board

 

Councillors Hannaford, D. Moore, Packham, Wardle and Wright.

.

Harbour Board

 

Councillors Harvey, Leadbetter, Sills, Sparkes and Pearson.

 

 

 

46.

Public Questions pdf icon PDF 181 KB

Details of questions should be notified to the Corporate Manager Democratic and Civic Support at least three working days prior to the meeting - by 10am on Thursday 15 October 2020. Further information and a copy of the procedure are available from Democratic Services (Committees) (Tel: 01392 265115) with details about speaking at Council to be found here: Public Speaking at Meetings.

 

Minutes:

The Lord Mayor reported the receipt of three questions from the public.

 

Mrs. C Thompson to Councillor Bialyk, Leader.

 

Mrs Thompson was not present and her question was read out by the Corporate Manager Democratic and Civic Support.

 

The Audit and Governance meeting reported funding for Pinhoe Hub was approved at Council, although Minutes state -‘Whilst the funding has been set aside Council also needs to approve an expenditure budget to enable the funding to be used’, -could the Leader advise when the required expenditure budget was presented to Council for approval?

 

Response

Thank you Mrs. Thompson for your question. 

 

Minute 114 to which Mrs Thomson refers begins:-

 

The report of the Assistant Director Finance was submitted which sought approval for an expenditure budget of £100,000, to enable the funding set aside for the new Community Hub in Pinhoe to be allocated.

 

The resolution of the Council was to adopt the recommendation below:-

 

RECOMMENDED that Council approves an expenditure budget of £100,000 as Exeter’s contribution to the new Community Hub planned for Pinhoe.

 

Therefore the expenditure budget was approved at the Council meeting on 18 October 2016.

 

Mrs. C Thompson to Councillor Bialyk, Leader.

 

Mrs. Thompson was not present and her question was read out by the Corporate Manager Democratic and Civic Support.

 

Following the conclusion of the objection to the City Council’s 2018/19 annual accounts, could the Leader advise when the findings of the objection noted in the Statement of Reasons letter by the External Auditor will be presented to the Audit and Governance Committee and made available to the public?

 

Response

 

The Leader stated that the Statement of Reasons is a letter from Grant Thornton to Mrs. Cynthia Thompson.  It is not directed to Exeter City Council.  It will not therefore be presented to Committee or published as it is not our document.

 


Marilyn Spurr to Councillor Sutton, Deputy Leader and Portfolio Holder for Climate and Culture

 

Marilyn Spurr was unable to present her question due to Zoom connection difficulties and therefore the question was read out by the Corporate Manager Democratic and Civic Support.

 

On 21st July I asked the Council if it would give the climate emergency the same prominence on its web site as the Coronavirus information.  From the response, I was led to believe that the answer was 'yes' and I expected to see it given a position on the home page.  Would the Councillors agree that the site still does not convey a sense of urgency?

 

Response

 

Since this was last brought to Council, the Leader of the Council has designated the Deputy Leader of the Council in charge of Net Zero, a Director has been tasked with responsibility for delivering and resourcing it, and it has been added as a core corporate priority for the Council to deliver on.  There is no doubt of its importance in our Autumn update of Our Strategy.

 

The Council took a proactive stance in communicating Net Zero to residents and continues to take the lead.  ...  view the full minutes text for item 46.

47.

Planning Committee - 7 September 2020 pdf icon PDF 423 KB

Minutes:

The minutes of the Planning Committee of 7 September 2020 were presented by the Deputy Chair, Councillor Williams, and taken as read.

 

In respect of Minute No. 62 (Petition referred from Council on 21 July 2020 – Save Our Historic Exeter), the Portfolio Holder for City Development, in response to a query from a Member, confirmed that the City Council, in common with all local authorities, was required to consult fully in bringing forward its Local Plan.

 

RESOLVED that the minutes of the Planning Committee held on 7 September 2020 be received and, where appropriate, adopted.

 

 

48.

Planning Committee - 17 September 2020 pdf icon PDF 207 KB

Minutes:

The minutes of the Planning Committee of 17 September 2020 were presented by the Chair for that meeting, Councillor Morse, and taken as read.

 

RESOLVED that the minutes of the Planning Committee held on 17 September 2020 be received.

 

 

49.

Strategic Scrutiny Committee - 24 September 2020 pdf icon PDF 223 KB

Minutes:

The minutes of the Strategic Scrutiny Committee of 24 September 2020 were presented by the Chair, Councillor Sills and taken as read.

 

In respect of Minute No. 19 (Minutes), the Deputy Leader and Portfolio Holder for Net Zero Exeter 2030, in response to a query from a Member, advised that City Council Members and Officers were in consultation with Devon County Council on its Transport Strategy and that, subject to the views of the Chair of this Committee, an appropriate opportunity would be sought for a presentation on the Strategy to be made to the Committee. The Chair advised that this would be addressed after the end of the Covid-19 pandemic.

 

RESOLVED that the minutes of the Strategic Scrutiny Committee held on 24 September 2020 be received.

 

 

50.

Customer Focus Scrutiny Committee - 8 October 2020 pdf icon PDF 505 KB

Minutes:

The minutes of the Customer Focus Scrutiny Committee of 8 October 2020 were presented by the Chair, Councillor Vizard and taken as read.

 

In respect of Minute No. 26 (Presentation on Covid-19 Recovery by Portfolio Holders and Questions from Members and Answers), the Portfolio Holder for Communities and Culture, in response to a query from a Member regarding the Exeter Connect report and preparations for a second wave of the Covid-19 pandemic, advised that the City Council was in the process of consulting with all mutual aid groups on this issue. Plans and the necessary infrastructure were in place including the Exeter Wellbeing hub which could be re-activated if necessary.

 

RESOLVED that the minutes of the Customer Focus Scrutiny Committee held on 8 October 2020 be received.

 

 

51.

Audit and Governance Committee - 16 September 2020 pdf icon PDF 154 KB

Minutes:

The minutes of the Audit and Governance Committee of 16 September 2020 were presented by the Councillor Wardle, and taken as read.

 

In respect of Minute No. 29 (Internal Audit Progress Report), and responding to a query from a Member regarding the procedures surrounding a letter from the External Auditor relating to the Pinhoe Community Hub, the Leader referred to the response to a question from a member of the public earlier in the meeting (Min. No. 46 above refers) in respect of the Statement of Reasons letter issued by Grant Thornton to that member of the public. He asked that a meeting be arranged between the Council Member, the Chair of the Audit and Governance Committee and the Director Finance to explain the background to the letter.

 

Also, in respect of Minute No. 29, and in response to the following question from another Member:-

 

“Can the Leader confirm that a lease agreement, and grant agreement or contract is now in place with the Pinhoe Community Hub - both will be crucial to enable the organisation to access investment from other funders.

 

the Leader advised that he was pleased with the progress being made in bringing forward the community hub for Pinhoe, for which a grant of £100,000 had been made by the Council. He was not aware of any problem in the granting of this money for an area which was undergoing a lot of development and where there was an absence of community facilities. He stated that many in Pinhoe would welcome this hub facility which was desperately needed for the community.

 

RESOLVED that the minutes of the Audit and Governance Committee held on 16 September 2020 be received.

 

 

 

The meeting was briefly adjourned at 19.03 to resolve a technical issue with Zoom and re-convened at 19.09.

 

 

 

52.

Strata Joint Scrutiny Committee - 8 September 2020 pdf icon PDF 241 KB

Minutes:

The minutes of the Strata Joint Scrutiny Committee of 8 September 2020 were presented by Councillor Atkinson, and taken as read.

 

RESOLVED that the minutes of the Strata Joint Scrutiny Committee held on 8 September 2020 be received and, where appropriate, adopted.

 

 

 

53.

Strata Joint Executive Committee - 22 September 2020 pdf icon PDF 226 KB

Minutes:

The minutes of the Strata Joint Executive Committee of 22 September 2020 were presented by the Leader, Councillor Bialyk, and taken as read.

 

RESOLVED that the minutes of the Strata Joint Executive Committee held on 22 September 2020 be received.

 

54.

Executive - 1 September 2020 pdf icon PDF 256 KB

Minutes:

The minutes of the Executive of 1 September 2020 were presented by the Leader, Councillor Bialyk, and taken as read.

 

In respect of Minute No. 87 (Food Law and Health and Safety Enforcement Service Plan 2020-2021), the Leader moved and the Deputy Leader seconded the recommendations and they were carried unanimously.

 

In respect of Minute No. 88 (Financial Assistance Policy for the Better Care Fund), the Leader moved and the Deputy Leader seconded the recommendation and it was carried unanimously.

 

In respect of Minute No. 90 (Freedom of the City) the Leader moved and the Deputy Leader seconded the recommendations and they were carried unanimously.

 

RESOLVED that the minutes of the Executive held on 1 September 2020 be received, and where appropriate, adopted.

 

 

55.

Executive - 6 October 2020 pdf icon PDF 341 KB

Minutes:

The minutes of the Executive of 6 October 2020 were presented by the Leader, Councillor Bialyk, and taken as read.

 

In respect of Minute No. 96 (Changes to Executive Portfolios and Priorities 2020/21), the Leader moved and the Deputy Leader seconded the recommendation that Councillor Morse be appointed Chair of the Planning Committee and it was carried.

 

In respect of Minute No. 97 (Exeter City Council Annual Infrastructure Funding Statement), the Leader moved and the Deputy Leader seconded the recommendations and they were carried unanimously.

 

In respect of Minute No. 98 (2020/21 General Fund Capital Monitoring Statement – Quarter 1), the Leader, in response to a query from a Member, confirmed that the principle of reducing carbon emissions in line with the Net Zero Exeter 2030 ambitions was embedded within each scheme. This included the Pinces Gardens Gatehouse scheme which he particularly commended.

 

The Leader moved and the Deputy Leader seconded the recommendations and they were carried unanimously. 

 

In respect of Minute No. 99 (Overview of General Fund Revenue Budget 2020/21 - Quarter 1), the Leader moved and the Deputy Leader seconded the recommendations and they were carried unanimously.

 

In respect of Minute No. 100 (2020/21 HRA Budget Monitoring Report – Quarter 1) the Leader moved and the Deputy Leader seconded the recommendations and they were carried unanimously.

 

In respect of Minute No. 102 (Amendments to the Scheme of Delegation and Terms of Reference for the Licensing Sub-Committee), the Leader moved and the Deputy Leader seconded the recommendations and they were carried unanimously.

 

In respect of Minute No. 103 (Corporate Asset Maintenance), and in response to the following question from a Member:-

 

“At the Strategic Scrutiny Committee meeting in July, the Leader of the Council
outlined plans for the feasibility for 283 homes on the site of the Cathedral and Quay and Mary Arches Car Parks. Does the Portfolio Holder believe that committing significant investment in multi-story car parks now which may then be demolished in a few year’s time for housing represents good value for money or should be decided now given that Council has not seen the outcome of any of the feasibility studies?"

the Leader advised that the Council had withdrawn proposed funding of £3.9 million for car park improvements, including these car parks, to properly evaluate whether these projects were good value for money. This was in the context of the Council’s ambition through the Liveable Exeter project to provide much needed rented accommodation in the city centre. The plans for rented accommodation provision were still in the formative stage and it was the intention for Members to be appraised of progress in due course including through a Members’ briefing. However, as there would remain a need to continue to provide car parking in the city, even beyond 2030, it was important to ensure that the city’s car parks were fit for purpose.

 

In response to a question from another Member, the Leader confirmed that it was the  ...  view the full minutes text for item 55.

56.

Notice of Motion by Councillor D. Moore under Standing Order No. 6

Making Votes Matter in Local Elections

 

Council notes that:

 

1. The electoral system used for local elections in England and Wales, First Past the Post (FPTP), is not a fair system, because it means that votes do not have equal weight and many votes are wasted. Exeter is no exception.

 

2.  The alternative to FPTP is a system of Proportional Representation (PR), where votes cast for parties translates more or less directly into seats won. There are many variants of PR. The Single Transferable Vote System (STV) variant of PR is already in use for local elections in Scotland and Northern Ireland. With this system, voters rank candidates in order of preference and those who receive the most backing (including second and subsequent choices) are elected to serve in multi-member wards.

 

3.  Exeter City Council (in common with most other district councils) already has multi-member wards and thus the transfer to a proportional system would be easier than if the wards were single-member.

 

4.  The introduction of PR for local elections in Scotland has led to an increase in turn-out, which was 47% at the last elections held in 2017. In contrast turn-out in the Exeter City Council election in 2019 was 36%. This suggests that the improved representation offered by PR encourages greater engagement in local democracy.

 

5. That PR should be introduced as the voting system in any further Government devolution, and reorganisation of local government, in order to improve democratic participation and accountability in local government.

 

Council believes:

 

There should be a move to the use of a system of proportional representation for local elections as soon as is practicably possible as this would boost turn-out and elect a council which is more representative of the range of political views of Exeter’s residents.

 

This Council resolves:

 

  1. To call upon Her Majesty’s Government to
    1. commit to changing electoral law to permit such a move.
    2. Introduce such a system of voting in any reforms to local government presented to Parliament.

 

  1. Write to Exeter’s two MPs to ask them to call for a change to electoral law to permit such a system and promote the matter for debate in Parliament.

 

 

 

 

 

Minutes:

Councillor D. Moore, seconded by Councillor K. Mitchell, moved a Notice of Motion in the following terms:-

 

“Making Votes Matter in Local Elections

 

Council notes that:

 

1. The electoral system used for local elections in England and Wales, First Past the Post (FPTP), is not a fair system, because it means that votes do not have equal weight and many votes are wasted. Exeter is no exception.

 

2.  The alternative to FPTP is a system of Proportional Representation (PR), where votes cast for parties translates more or less directly into seats won. There are many variants of PR. The Single Transferable Vote System (STV) variant of PR is already in use for local elections in Scotland and Northern Ireland. With this system, voters rank candidates in order of preference and those who receive the most backing (including second and subsequent choices) are elected to serve in multi-member wards.

 

3.  Exeter City Council (in common with most other district councils) already has multi-member wards and thus the transfer to a proportional system would be easier than if the wards were single-member.

 

4.  The introduction of PR for local elections in Scotland has led to an increase in turn-out, which was 47% at the last elections held in 2017. In contrast turn-out in the Exeter City Council election in 2019 was 36%. This suggests that the improved representation offered by PR encourages greater engagement in local democracy.

 

5. That PR should be introduced as the voting system in any further Government devolution, and reorganisation of local government, in order to improve democratic participation and accountability in local government.

 

Council believes:

 

There should be a move to the use of a system of proportional representation for local elections as soon as is practicably possible as this would boost turn-out and elect a council which is more representative of the range of political views of Exeter’s residents.

 

This Council resolves:

 

  1. To call upon Her Majesty’s Government to
    1. commit to changing electoral law to permit such a move.
    2. Introduce such a system of voting in any reforms to local government presented to Parliament.

 

  1. Write to Exeter’s two MPs to ask them to call for a change to electoral law to permit such a system and promote the matter for debate in Parliament.”

 

In presenting her motion, Councillor D. Moore made the following points:-

 

·         the motion was being presented in light of Government plans to introduce a Bill on further devolution and the re-organisation of local government which might result in larger local authorities covering a wider area. It was therefore now crucial to explain that votes should match seats and that a fairer voting system would enable people to feel that every vote matters;

·         electoral reform was not only in the interest of fairness but also in furthering a progressive agenda and for encouraging political participation;

·         at least 80% of the 35 nations in the Organisation for Economic Co-operation and Development (OECD) had used some sort of Proportional Representation (PR), a percentage that was growing  ...  view the full minutes text for item 56.

57.

Corporate Plan Autumn Update 2020 pdf icon PDF 240 KB

Additional documents:

Minutes:

The Leader presented the update to the Council’s 2018-21 Corporate Plan which set out the following five priorities:-

 

·         Delivering Net Zero Exeter 2030;

·         Promoting Active and Healthy Lifestyles;

·         Building great neighbourhoods;

·         Providing value for money services; and

·         Leading a well-run Council.

 

The five priorities which, together with the recent structural changes within the Council, would ensure that Exeter, notwithstanding the severe financial challenges being faced by the Council, was in the best position to continue its economic recovery from the Covid-19 crisis, whilst ensuring that the commitment to the Council’s climate change strategy remained at the top of the agenda.

 

A number of Members welcomed the Plan and made the following points:-

 

·         the Council’s commitment to its own house building programme through Exeter City Living was central to building great neighbourhoods which, together with building to Passivhaus standards and the retrofit programme, also contributed to the Net Zero Exeter 2030 goal;

·         a Housing Needs Assessment Survey had recently been completed and was being assessed with a view to briefing Members on the results;

·         the Council was bringing forward and supporting a variety of housing options in response to changing UK living trends particularly in respect of private sector rented accommodation. Supporting a variety of social housing provision as well as co-living and purpose built student accommodation was necessary to meet the demand, including from younger people;

·         the first three bullet points above will be used as the basis for consulting with the wider community in bringing forward the Plan; and

·         the Portfolio Holder for Net Zero Exeter 2030 reiterated that achieving carbon neutrality was front and centre to the Council’s ambitions and a vital part of the Council’s work going forward. She emphasised that Exeter was in the vanguard of this nationwide challenge, was working with a broad range of organisations and that it was one of the few Council’s in the country to have set out a road map that was both deliverable and practical. The St. Sidwell’s Point Swimming Pool and Leisure Centre, the first of its kind in the country being delivered to Passivhaus standard, was one example of the Council’s commitment to Net Zero.

The Opposition Leader also welcomed the Plan and referred in particular to the aspirations around promoting active and healthy lifestyles.

 

The Leader, referencing two questions from a Member, confirmed that the outcomes of the Housing Needs Survey would be brought forward to inform the commitment to providing decent housing accommodation for all in the city and that Exeter City Living was central to this. Also, in response to the Member’s question in respect of consultation with stakeholders and communities, he confirmed that all Members, in their role as representatives of the electorate, were committed to comprehensive engagement.

 

He commended the Plan to Members.

 

The Leader moved and the Deputy Leader seconded the recommendations and they were carried.

 

RESOLVED that:-

 

(1)  Council approves the Corporate Plan Autumn 2020 update; and

 

(2)  any necessary drafting amendments before publication be delegated to the Chief Executive  ...  view the full minutes text for item 57.

58.

Further postponement of the 2020 Annual General Meeting

In accordance with Part 2, Regulation 4 (2) of The Local Authorities and Police Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020, it is:-

 

RECOMMENDED that:-

 

(1)  the Annual General Meeting originally scheduled for 19 May 2020, which had previously been postponed until at least December 2020, be now further delayed until May 2021, subject to the necessary Government guidance being received before that time, that it is appropriate to hold such a meeting; and

 

(2)  as a consequence of (1) above, all current appointments for Lord Mayor, Deputy Lord Mayor, Committee Chairs and Deputy Chairs, continue until the meeting identified in paragraph (1) above takes place.

 

 

 

Minutes:

 

In accordance with Part 2, Regulation 4 (2) of The Local Authorities and Police Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020, the Leader moved and the Deputy Leader seconded the recommendations and it was:-

 

RESOLVED that:-

 

(1)  the Annual General Meeting originally scheduled for 19 May 2020, which had previously been postponed until at least December 2020, be now further delayed until May 2021, subject to the necessary Government guidance being received before that time, that it is appropriate to hold such a meeting; and

 

(2)  as a consequence of (1) above, all current appointments for Lord Mayor, Deputy Lord Mayor, Committee Chairs and Deputy Chairs, continue until the meeting identified in paragraph (1) above takes place.

 

 

 

59.

Questions from Members of the Council Under Standing Order No. 8

Minutes:

 

In accordance with Standing Order No. 8, the following question was put by Councillor D. Moore to the Deputy Leader and Portfolio Holder for Net Zero Exeter 2030.

 

The University of Exeter Centre for Energy and Environment has calculated baseline terrestrial greenhouse gas emissions figures for the county's district and unitary authorities, including Exeter, on behalf of the Devon Climate Emergency Response Group, of which Exeter City Council is a founder member. 

 

Does Exeter City Council accept these calculations as the baseline greenhouse gas emissions for the city and the basis for assessing the impact of proposed carbon reduction measures contained in the Net Zero Exeter 2030 plan?

 

The Deputy Leader and Portfolio Holder for Net Zero Exeter 2030 responded that the figures compiled by the Centre for Energy and the Environment at the University of Exeter calculate the organisational Greenhouse Gas footprint in metric tonnes of carbon dioxide equivalent.

 

They are for the City Council and they can therefore only be used as the baseline for assessing the impact of carbon reduction measures for the City Council and not the City as a whole.  The net zero Exeter plan is a Citywide plan.

 

Councillor D. Moore put a supplementary question asking if the Portfolio Holder would meet with her to discuss the figures and how they would inform a carbon budget for the City Council to help reduce carbon emissions by 2030.

 

The Deputy Leader and Portfolio Holder for Net Zero Exeter 2030 confirmed that these plans were being made and would be conveyed as they develop.

 

In accordance with Standing Order No. 8, the following question was put by Councillor M. Mitchell to the Leader.

 

In the light of the public's interest and concerns regarding elements of the current government's proposals for reforms to the planning system will the Leader of the Council agree to publish on the Councils website, Exeter City Council’s response to the public consultation which closes on the 29 October 2020.

 

The Leader responded that the Council will be releasing a media statement once Exeter City Council’s response has been agreed with Councillor Emma Morse, the Portfolio Holder for City Development, and submitted to Government by 29 October at latest.  The media statement will include a website link to the full City Council consultation response.