Agenda and minutes

To receive apologies for absence from Committee members.

Apologies were received from Councillors Packham and Robson.

To sign the minutes of the meeting held on 2 June 2016.

The minutes of the meeting of People Scrutiny Committee held on 2 June 2016 were taken as read and signed by the Chair as correct.

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 interest were made.

To consider the report of the Assistant Director City Development.

The Assistant Director City Development presented the report summarising and updating information provided to the Planning Member Working Group on 21 June 2016. The data included changes in the total number of students at the University of Exeter, in the present and future projected stock of purpose built student accommodation (PBSA) and in the number of Council Tax exemptions due to homes being entirely occupied by full time students.

The report showed how accommodation issues were affecting supply and demand in the housing market and communities in parts of the City. The report also sought to assess the existing and future effectiveness of the current planning policy approach to student accommodation. The report included a list of PBSA schemes that either had planning permission or had been subject to pre-application discussions. The University had significant potential to bring forward PBSA on its own land, notably the Streatham Campus.

Members referred to the growing problem of students bringing cars to the City, as it was estimated that some 10%-15% did so. One Member referred to the repeated concerns of residents in the Pennsylvania area in particularly. He highlighted the specific problem of cars parked along roads which had resulted in Stagecoach withdrawing a direct service between the Pennsylvania area and St Peter’s School in Broadfields, students of St Peter’s School now required to change buses in the City Centre to continue their journey to school. He called on the University to implement a policy of preventing students bringing cars to the City. He referred to the issue of residents’ parking in relation to student cars and another Member called for a joint City Council and County Council review of residents’ parking in general.

The Assistant Director responded that the University had updated its 2010 Sustainable Transport Policy in 2016, a draft of which had been considered by the Planning Member Working Group. A survey of students indicated that 9.3% brought cars at the beginning of term but that it was unclear whether these remained in the City. Although management plans were a requirement for new PBSA’s they did not cover transport plans. The management plan itself usually required operators to advise students of the City’s transport modes as opposed to car use but the discouragement of the latter could be more vigorously pursued and this should be raised further with the University and the operators.   

Members commented on the public perception that, from an accommodation perspective, the City seemed, in some areas and on some issues, to be overwhelmed by the student presence. Reference was made to students directly replacing non student tenants in private accommodation and to concerns that available land was increasingly dedicated to PBSA's rather than new housing for the wider market. The latter, however, were also often occupied by students. The positive impact the University had on the City was acknowledged but, given that a significant proportion lived in private rented accommodation, it was felt that more dialogue was necessary to achieve a balanced approach to accommodation  ...  view the full minutes text for item 16.

To consider the report of the Assistant Director Finance.

The Assistant Director Housing advised Members of any major differences, by management unit between the approved budget and the outturn forecast for the first three months of the financial year up to 30 June 2016 in respect of the Housing Revenue Account (HRA) and the Council’s new build schemes. An outturn update in respect of the HRA Capital Programme was also incorporated in the report in order to help provide a comprehensive financial update in respect of the Housing Revenue Account.

During this period, the total budget variances indicated that there would be a net deficit of £168,313 in 2016/17. This represented a minor increase of £26,188 compared to the revised budgeted deficit of £142,125 for 2016/17.

The total amount of HRA capital expenditure for 2016/17 showed a total forecast spend of £14,504,544 compared to the £16,929,819 approved programme, a decrease of £2,425,275. 

People Scrutiny Committee noted the report.

To consider the report of the Assistant Director Finance.

The Principal Accountant advised Members of any material differences, by management unit between the approved budget the outturn forecast for the first  three months of the financial year up to 30 June 2016 in respect of People Services. An outturn update in respect of the People Capital Programme was also incorporated in the report in order to help provide a comprehensive financial update in respect of the People Services budget.

The current forecast suggested that net expenditure would increase from the approved budget by a total of £19,000 after transfers from reserves and revenue contributions to capital.  This represented a variation of 0.56% from the revised budget and included supplementary budgets of £130,000.

The 2016/17 Capital Programme, including commitments brought forward from 2015/16, was £1,434,540, as set out in the report.

People Scrutiny Committee noted the report.

To consider the report of the Assistant Director Customer Access.

The System Lead - Finance advised Members of a review of extended opening on Mondays and Thursdays in the Customer Service Centre and Call Centre.

Data had been collected on footfall and telephones shows that demand between 5pm and 6pm was very small in relation to the minimum number of staff required to keep the Centre open for this extended time. It was considered that resources should be used more efficiently to protect and increase the Council’s income by Customer Service Officers undertaking case working, pursuing debt owed to the Council, processing council tax changes and reviewing discounts and exemptions.

People Scrutiny Committee noted the report and requested Executive to consider the efficiency of the service and to amend opening hours to 9.00am to 5.00pm Monday to Friday from 31 October 2016.