Agenda and draft minutes

Details of questions should be notified to the Democratic Services Manager at least three working days prior to the meeting - by 10am on Thursday 15 February 2024. Further information and a copy of the procedure are available from Democratic Services (Committees) with details about speaking at Council to be found here: Public Speaking at Meetings

The Lord Mayor reported the receipt of five questions from members of the public.

Question from Sharon Whitgreave to Councillor Bialyk, Leader.

“In the Wellbeing Exeter video, a councillor states, “Wellbeing Exeter brings people together to work in partnership, to collaborate, share ideas and best practices.” Do the councillors have a plan for Wellbeing Exeter to work with Citizens Advice to ensure that residents can access specialist and accredited advice and information?”

The Leader asked Councillor Pearce, Portfolio Holder for Communities & Homelessness Prevention, to answer Ms Whitgreave’s question. Cllr Pearce gave the following response:

Wellbeing Exeter partners already sign post people to a range of advocacy and advice services both in the city and online including CAE. This will continue as normal. 

In a supplementary question, Ms Whitgreave expanded on the range of expert services provided by Citizens Advice and enquired about any formal arrangements between Exeter Wellbeing and Citizens Advice to ensure that residents received the service they deserved. Cllr Pearce responded that discussions were ongoing between Exeter City Council and Citizens Advice aimed at providing residents with the service they needed.

Question from Carolyn Naylor to Councillor Bialyk, Leader.

“The Dix’s Field office space has issues with damp, roof structure and plumbing. If Citizens advice relocates due to high rent charges, do councillors realistically think they will find alternative tenants to pay the expected rent given the number of empty office spaces in the city?”

The Leader asked Councillor Pearce, Portfolio Holder for Communities & Homelessness Prevention, to answer Ms Naylor’s question. Cllr Pearce gave the following response:

The repair of the flat roof is scheduled to take place during 2024 as part of Council’s capital programme. This information would be made available to any prospective future tenant if any office space becomes vacant.

Question from Joe Oliver to Councillor Bialyk, Leader.

“Will the Council consider and cost the impact a reduced Citizens Advice service, necessitated by a loss of funding, would have on residents; for example, the potential loss of the benefits tribunal services and court repossession services, and Citizens Advice Exeter no longer having an office in the city centre?”

The Leader asked Councillor Pearce, Portfolio Holder for Communities & Homelessness Prevention, to answer Mr Oliver’s question. Cllr Pearce gave the following response:

The council intends to offer CAE a grant transitional grant of £75,000 for 2024/25 it will be up to the management of CAE to prioritise which aspects of their work are continued. CAE have previously refused offers of alternative office accommodation in the Civic Centre including shared space within the Council’s Customer Contact Centre.

In a supplementary question, Mr Oliver sought clarity about who adjudicated on grant applications such as rent grants. The Leader explained to Mr Oliver that any application for a grant would be treated within the normal process, namely through the Leader and the Executive Committee and through Council at the appropriate time.

Question from James Banyard to Councillor Bialyk, Leader.

“Recently I reported pavement flooding due to a drain blocked with  ...  view the full minutes text for item 1.

Councillors Harvey and Snow left the meeting, having declared an interest relating to the Budget as Council allotment tenants.

Responding to a Member’s query, the Lord Mayor clarified that the recommendation at Minute No. 5 (‘Capital Strategy 2024-25’) was for the Executive and not Council. The minutes were taken as read and noted.

The minute was noted and adopted.

To pass the following resolution:-

RESOLVED:-

(1)        That the following, as submitted in the Estimates Book, be approved:-

            (a)        the Revenue estimates for 2024-2025;

            (b)        the Capital programme for 2024-2025;

(c)        the Fees & Charges for 2024-2025;

            (d)        the Treasury Management Strategy for 2024-2025;

(e)        the Prudential indicators for 2024-2025 (incorporating the Minimum Revenue Provision Statement); and

            (f)        the Capital Strategy for 2024-2025.

(2)        that it be noted that, at the meeting of the Executive on the 9 January 2024, the Council calculated the figure of 39,045, as its council tax base for the year 2024-2025 in accordance with the Local Authorities (Calculation of Council Tax Base) (England) Regulations 2012 made under Section 33(5) of the Local Government Finance Act 1992;

(3)        that the following amounts be now calculated by the Council for the year 2024-2025 in accordance with Sections 31A of the Local Government and Finance Act 1992:-

(a)        £120,007,420 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(2)(a) to (f) of the Act;

(b)        £112,964,874 being the aggregate of the amounts which the Council estimates for the items set out in Section 31A(3)(a) to (d) of the Act;

(c)        £7,042,546 being the amount by which the aggregate at (3)(a) above exceeds the aggregate at (3)(b) above, calculated by the Council, in accordance with Section 31A(4) of the Act, as its council tax requirement for the year;

(d)        £180.37 being the amount at (3)(c) above divided by the amount at 2 above, calculated by the Council, in accordance with Section 31B(1) of the Act, as the basic amount of its council tax for the year;

            (e)        Valuation Bands

Being the amount given by multiplying the amount at (3)(d) above by the number which, in the proportion set out in Section 5(1) of the Act, is applicable to dwellings listed in a particular valuation band divided by the number which in that proportion is applicable to dwellings listed in valuation band D, calculated by the Council, in accordance with Section 36(1) of the Act, as the amounts to be taken into account for the year in respect of categories of dwellings listed in different valuation bands.

(4)        That it will be noted that, for the year 2024-2025, Devon County Council, the Office of the Police and Crime Commissioner for Devon and Cornwall and the Devon and Somerset Fire and Rescue Authority have stated the following amounts on precepts issued to the Council, in accordance with Section 83 of the Local Government Act 2003, for each of the categories of the dwellings shown below:-

            Devon County Council

            Devon County Council - Adult Social Care

The Leader moved, and Councillor Wright seconded, the resolution as set out in the agenda and circulated papers in respect of the Council Tax for Exeter for 2024/25.

The following alternative budget had been submitted by the Progressive Group:-

Alternatives to the proposed budget by the Progressive Group – received Wednesday 14 February 2024

Proposer: Councillor Diana Moore

Seconder: Councillor Michael Mitchell

The Progressive Group noted the Budget put forward and proposed the following amendments  to the medium term financial strategy:-

Amendment 1: Capital Budget: investment in improving recycling and food waste service. 

To address the £6 million funding gap of the £8 million required for the materials reclamation facility in the MTFS and establish a doorstep glass recycling service:

a)    Sale of the Civic Centre - a minimum of £2.5m capital income;

b)    Reallocation of the Civic Centre HFX Door Access Requirement (£100,0000) to this purpose;

c)    Fund the remainder by using unallocated CIL and undertaking a review of the CIL budget of projects which have underspent or have allocated resources that have not yet been used, in order to prioritise investment in the MRF and doorstep glass recycling collections.

Amendment 2: Service Improvements over medium term financial plan.

Improve efficiencies and cooperation between Councils: Negotiate a move of back office functions to Devon County Council offices or, failing that, another property within ECC portfolio. Operating costs assumed to be similar in terms of overheads and a reduction in office space requirement. Move to be funded by £100,000 of the additional revenue grant received from Government and funds from the sale of the property as required.

Investment in customer services: To move ECC customer service centre to an empty shop in the Guildhall Shopping Centre to provide an accessible and welcoming public face and regenerate an empty shop in the Guildhall with an anchor tenant: the Council. The set up and the overhead operating costs to be funded by the unearmarked surplus from the Guildhall Shopping Centre.

To undertake a review of Leisure Services with a view to being on a stable financial basis  over the life of the MTFS with the aim of becoming cost neutral.

Amendment 3. Service Improvements for 2024-25 budget

Allotment Service: £40,000

·         Reverse the 2024/25 in year allotment fee increase of £20,450 to spread this over three years so that the fees cover service costs over a three-year period. Assuming 5% inflation each year thereafter, this is an addition to the MTFS of £15,030 to 26/27.

·         To invest £24,969 in allotment improvements in discussion with allotment holders.

·         Both of these points above to be funded by £40,000 from the additional revenue grant received from Government.

·         To reduce administration costs by enabling a direct debit service for the payment of fees.

·         Introduce a deposit scheme equivalent to three months’ rent (except for those in receipt of any benefits) to be forfeited should a tenant be evicted due to non-cultivation. Forfeited deposits to be reinvested in allotment improvements.

·         Investigate the development of new allotment sites on  ...  view the full minutes text for item 4.