Agenda and minutes

To sign the minutes of the meeting held on 8 September 2016.

The minutes of the meeting held on 8 September 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 interest were made.

To receive questions from Members of the Council to appropriate Portfolio Holders.

In accordance with Standing Order No 20, a number of questions, were put by Councillor Prowse in relation to the funding arrangements in connection with the operation of the bus services and enabling works, including advertising of Traffic Regulation Orders (including revocations), street furniture alterations and associated works during the interim period whilst the city’s Bus Station is closed. A copy of the questions had been previously circulated to Members, and this, together with the reply from Councillor Bialyk, Portfolio Holder Sport and Health and Wellbeing were appended to the minutes.

To consider the report of the Assistant Director Finance.  

The Principal Accountants (PM and MH) presented the report which advised Members of any major differences, by management unit between the approved budget and the outturn for the first six months in the financial year up to 30 September 2016 in respect of Place Scrutiny Committee.  The current forecast suggested that net expenditure for the Committee would increase from the approved budget by a total of £408,210 after transfers from reserves and revenue contributions to capital.  This represented a variation of 4.35% from the revised budget and included a supplementary budget of £692,370, already agreed by Council. 

The Principal Accountant (MH) stated that the report also included an outturn update in respect of the Place Capital Programme, and she confirmed a total spend of £1,878,805 in 2016/17 with £10,430 of the programme potentially accelerated from 2017/18.  A sum of £2,817,175 was available to spend in the two remaining quarters of the financial year.

The Principal Accountant (PM) responded to a Member’s question seeking a breakdown of the legal expenditure and the anticipated expenditure to year end associated with planning appeals and also in respect of legal work related to the redevelopment of the Bus Station and agreed to forward the details to him.  The Deputy Chief Executive also responded to a Member’s question stating that a delay in the installation of the solar panels at the Matford Centre had resulted in a shortfall in the level of income anticipated in the current financial year.  A Member enquired what the City Council was doing to encourage all those who either did not currently recycle or continually failed to recycle their waste correctly. He suggested that the services of a dedicated enforcement officer would be useful to help instruct students and local residents alike.

Place Scrutiny Committee noted the report.

To consider the report of the Economy and Enterprise Manager.

The Inward Investment Manager updated Members on the significant progress made on each action within the City Centre Strategy 2013 – 2022 (Building on a Decade of Change – Delivering a Competitive and Attractive City Centre), and requested consideration of the future ownership of actions, and to seek a way forward for managing the wider city centre. The long term management of the city centre remained a priority for the City Council, but it was acknowledged that it was no longer managed in a holistic way. The report set out a number of proposals to be brought forward in relation to the overall management of the city centre. Following consultation with city centre business groups and networks, a number of options would be taken forward including:-

·         retention of the current structures and networks to manage the wider city centre (outside of the Exeter Business Improvement District (BID) boundary)

·         that Exeter BID be the main city centre organisation to manage the wider city centre

·         introduction of a city wide group (of interested parties) to proactively manage the wider city centre to improve the city centre experience and offer

The Inward Investment Manager responded to a number of Members’ comments including looking at ways to develop the offer further and sustain the local economy after 5pm into the evening.  A Member suggested that any changes to the opening hours of city centre shops would have a direct impact on staff and he queried whether there was sufficient capacity to expand the local economy. The Deputy Chief Executive welcomed the efforts to widen Exeter’s offer, and certainly the new restaurants as part of the Guildhall Shopping Centre redevelopment, the forthcoming Bus Station and Leisure Centre development and also looking to the future and drawn up of a masterplan at South Street to revitalise even more of the city.

The current spend was surprisingly less than other similarly profiled cities, so it was important to ensure that Exeter remained attractive and efforts were made to continue to develop the experience for visitors and local residents alike.

The Inward Investment Manager was pleased to confirm that a new member of staff(Project Officer), would be joining the team and part of their role would be to move this work forward, and the Members’ comment made this evening and of course any future comments would be picked up as part of the impending consultation.

A Member also commented on the dichotomy between the growing number of street homelessness and the efforts to develop the night time economy, and ensure there was a suitable environment in which the new retail and restaurant ventures could flourish.  He also referred to the future visitor coach parking provision at Haven Banks and in South Street, and suggested that coaches may choose to go to other towns and cities where there was a greater opportunity or more convenient parking arrangement. The Deputy Chief Executive stated that visitor coach parking in the city was included as part of the interim Bus Station  ...  view the full minutes text for item 44.

To consider the report of the Assistant Director Environment.

The Cleansing and Fleet Manager and Assistant Director Environment updated Members on the current performance in waste reduction and recycling, and the reasons for current trends. The report provided an update on progress on the annual Recycling Plan, and sought ongoing support and suggestions from Scrutiny for recycling initiatives.

The Cleansing and Fleet Manager gave a presentation and referred to Exeter’s recycling rate of 33.3%, (48.4% when Exeter’s recycling rate from Exeter’s  2 Recycling Centres was included) against the aspiration to reach a UK recycling target of 50% by 2020. He provided a breakdown of the categorised waste for Exeter as well as comparison with other Devon District Council for 2015/16, and the previous year.  His team were continually making efforts to educate the public on recycling and used a range of social marketing techniques, including articles in the Council’s newspaper, ‘The Exeter Citizen’,  (e.g. the next feature includes recycling tips through the festive period). The income derived from recycling could fluctuate weekly and  market  prices per tonne could be obtained for a range of recyclable materials including plastic, steel cans, aluminium cans, clear, green and brown glass, paper, card and scrap metal.  Income from material sales and recycling credits exceeds the operating cost of the Council’s Materials Reclamation Facility, so recycling generates a net income. He confirmed that a separate food waste collection was being examined, and this would significantly contribute towards the city’s recycling rate.  The consultant’s report would be completed by the end of December, with a business case presented to Members for consideration in the New Year. 

Exeter’s challenges to encourage recycling included:-

·         the transient population living in flats or in Houses of Multiple Occupation (HMO).  Often there can be a lack of ownership for the management of household waste, with many of the grey bins containing material that could have been recycled. The team worked hard to educate communities, e.g. working with the University and Guild to visit student properties at the beginning of term to ensure that tenanted households were equipped with the correct facilities and knowledge to recycle.   The team also continued to target the worst or persistent problem areas and, when required, worked within an enforcement regime; and 

·         the urban nature of Exeter, which resulted in a smaller garden waste collection tonnage compared to more rural areas - but more positively, brown bin waste still made up 7% of the recycling rate, with over 300 brown bin customers being added to the current 8500 each year;

·         the current lack of a food waste collection.  Food waste makes up 36% of the waste currently sent for disposal.  The Council has expressed a preference for introducing food waste collection and a business case is being prepared, due for completion in December 2016.

The Cleansing and Fleet Manager also responded to Members’ questions:-

·         the implementation of a food waste collection would include a combination of a standard caddy to hold the daily food waste and larger receptacle for a weekly food collection.  The rigid plastic  ...  view the full minutes text for item 45.

To receive the minutes of the meeting held on 21 September 2016

The minutes of the South East Devon Habitats Regulations Partnership held on 22 September 2016 were circulated for information.

Place Scrutiny Committee noted the minutes.

To receive the minutes of the meeting held on 12 September 2016

The minutes of Legacy Leisure Working Group held on the 12 September 2016 were circulated for information.

Place Scrutiny Committee noted the minutes.

Councillor Denham presented the details of the Exeter Cycling Charter, which had been drawn up as a statement of support for cycling, as the means of helping to make Exeter a better city, and ensure that cyclists have a voice in the city. The Charter would enable both individuals and organisations across the city to express their support for cycling, show that cycling could be good for business, health, as well as the economy. 

Councillor Denham confirmed that the City Council had made a statement of intent to join the growing number of Charter signatories and demonstrate the City Council’s support for cycling and principle of enabling cycling through further investment in cycling infrastructure. She confirmed that Exeter City Council was working in partnership with Devon’s local authorities, as well as Devon County Council to create a strategic plan for the Greater Exeter area, and look at the wider transport needs of the city

A Member welcomed the laudable aims of the Charter and any opportunity to improve communication between organisations in the effort to facilitate cycling throughout the city.   A Member also welcomed this pledge, which was a meaningful aspiration and provided a useful benchmark.

Place Scrutiny Committee noted the Statement of Intent by Exeter City Council to sign the Exeter Cycling Campaign Charter.