Agenda and minutes

To sign the minutes of the meeting held on 12 January 2017.

The minutes of the meeting held on 12 January 2017 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 receive questions from Members of the Council to appropriate Portfolio Holders.

In accordance with Standing Order No 20, two questions were put by Councillor Prowse in relation to Parking Enforcement. A copy of the questions had been previously circulated to Members, and these, together with the reply from Councillor Denham, Portfolio Holder Economy are appended to the minutes.

To receive a presentation from Laurence Oakes-Ash - Head of Finance Exeter City Futures with details of the roadmap to city scale Energy Independence.

(A copy of the Executive Summary relating to the Exeter Energy Independence report by Exeter City Futures report is attached).

The Head of Finance of Exeter City Futures, Laurence Oakes-Ash referred to the commissioning of a series of three reports to examine the potential options and a roadmap that would enable the Greater Exeter area to develop a path towards a sustainable future.  The stated goal of Exeter City Futures was to ensure an Energy Independent and Congestion Free city region by 2025, which included the geographic area of Exeter City, East Devon, Mid Devon and Teignbridge District Councils, which would be without precedence in the UK. The report provided a comprehensive analysis of the potential energy efficiency and generation opportunities for energy technologies including solar, photovoltaics (PV), wind, bioenergy, hydro marine and geothermal as well as enabling technologies including smart grids and energy storage. The full report was available to download from Exeter City Futures and also the City Science web sites.

He stated that it was important to ensure that, as part of an evaluation of the report, there was robust evidence to explore the economic impact and ensure that the ambitions were achievable and resulted in specific actions.  The first report undertook a detailed assessment of potential energy resources and uses in Greater Exeter and across the wider South West Region. The second report will assess the transport situation and options available to alleviate congestion and deliver further efficiency and the third and final report will pull together the economic evidence to provide an independent analysis of the impact of the programme’s goals and proposed deliver plans.

Mr Oakes-Ash detailed a series of ten key recommendations arising from the Energy study to help reduce energy consumption and boost clean energy generation across Exeter and its travel to work area (with a brief explanation in italics) as set out below. 

      Recommendation 1: Facilitate the Development of Net Energy Positive Buildings (The development of a supply chain and policy environment that ensures the delivery of net positive energy buildings was an urgent priority. New developments that positively contribute to city energy use would mean that less onshore generation development and retrofitting of older building stock would be required) Greater Exeter already benefits from progressive local authorities which actively pursue building energy efficiency objectives, in particular in their own properties. The next steps were to further encourage innovative solutions, combine insights and analysis to support tighter planning policy and develop mechanisms to significantly expand the project base).

Recommendation 2: Develop credible Roadmaps to Large Scale Retrofit

(A key assumption in the Maximum Technology scenario presented in the report is that viable business models which deliver large-scale retrofit could be developed over the time horizon. The development of credible roadmaps that deliver comprehensive intervention in this area is essential. This was a challenging undertaking which requires significant investment in skills, new solutions and the development of businesses that could integrate, finance and deploy the roll-out of multiple technologies at scale).

Recommendation 3: Encourage and Demonstrate Innovate Solutions to Reduce Domestic Appliance Energy Use

(While space and water heating  ...  view the full minutes text for item 15.

To consider the report of the Tourism & Sport Manager.

The Economy and Enterprise Manager presented a report, which outlined the work undertaken to establish a new brand for Exeter - Visit Exeter, to increase the number of people who visit the city including day visits, overnight leisure break, or a business trip or group visit. The report also incorporated an update on the development of marketing activity under the newly developed brand – Visit Exeter. This would enable the City Council to proactively promote the city to increase the number of visitors to city, increase visitor spend, as well as raise the profile of the city within the UK and overseas, as a vibrant, culturally modern, visitor destination.  The existing tourism marketing budget would be used to deliver activity as set out in the report. However, it was estimated that an additional income of £82,500 could be generated to support marketing activity, through the development of annual membership and sponsorship packages for businesses.

The Economy and Enterprise Manager confirmed that some work had been commissioned to develop the Visit Exeter brand, including national research which was detailed in an appendix to the report.  Although Exeter was largely seem as a city for history and heritage, the research would help inform the basis of a regional and national marketing campaign covering eight experiences, including Culture; Heritage; Nightlife; Food and Drink; Activity; Business; Shopping and Relaxation.

In response to a Member’s enquiry, the Economy and Enterprise Manager stated that the launch of the Visit Exeter brand would take place at the Royal Albert Memorial Museum during English Tourism Week 25 March – 2 April 2017. It was also anticipated that a national launch would take place in early summer, with a targeted national marketing campaign to include engagement events in London at the recognised gateway to Exeter, such as Paddington or Waterloo mainline train stations or even the London City Airport. Then potentially there could be some international work with Exeter Airport and Flybe, but, that was dependent on the available budget.  She also responded to a Member’s comment on improving the connection to the city from European destinations such as Austria, stating that Exeter was already a popular destination from Germany and Austria with direct summer flights.  They continued to work with Exeter Airport to consider extending the flight season.  The Chair welcomed a Member’s suggestion to invite the new Chief Executive of Flybe, Christine Ourmieres to a future meeting of this Scrutiny Committee to hear her thoughts for the future of the Airport.  It was noted that Councillor Edwards, as Leader, was a representative on the Exeter International Airport Consultative Committee.

Place Scrutiny Committee endorsed the adoption of the Visit Exeter brand, and associated marketing activity, as detailed in the report and requested Executive recommend to Council approval of all projected additional income via Visit Exeter membership sales (estimated to be £82,500) be ring fenced for tourism marketing spend. An invitation to a future meeting of Place Scrutiny Committee would also be extended to the new Chief Executive of  ...  view the full minutes text for item 16.

To consider the report of the Service Manager Community Safety & Enforcement.

The Service Manager Community Safety & Enforcement presented a report which proposed an increase of car park tariffs and the number of Pay and Display parking sites, which would take effect from June 2017. He stated that parking charges within Exeter had fallen behind other cities and there had been a rise in overheads, in part, to facilitate credit and debit cards, along with mobile phone payment charges.  Increased tariff charges would negate the need to introduce a separate surcharge and cover these additional costs. The report also sought to reduce an anomaly in parking provision by operating all pay and display sites in-house under a Parking Places Order. He referred to the City Council’s ambitious plans to reduce congestion in the city, and a reasonable pricing policy would support these objectives. The detail of the projected recommended tariff increase, which could raise an additional £680,000 income per annum, was based on historical ticket data, and assumptions on changes to parking patterns resulting from the new charging structure, was attached as an appendix to the report.

A Member referred to the increase in parking fees which could result in some inconvenience with change being sought for parking, and what impact the introduction of the new 12 sided pound coin would have on the City Council’s parking machines.  The Services Manager Community Safety & Enforcement stated that the existing car parking machines would be re-calibrated.  He also stated that the three main car parks of Mary Arches Street, John Lewis and the Guildhall were all Pay-On-Foot car parks and gave change on exit from the car park.   Other pay and display car parking machines did not give change, but credited any overpayment with additional time for parking.

A Member also commented on the fee attracted by the level of card transactions in 2016/17, and gave an example of a similar charge for transactions by text for the Pay and Display Car Park in Bampfylde Street and he sought clarification whether such charges could be made under the Parking Places Order. He also referred to a parking enforcement issue, which had involved Premier Parking at the Flowerpots and Station Road, (Exwick) car parks which had been resolved, but was concerned about other areas where the parking enforcement was still managed by Premier Parking, referring to sites at Mincinglake Valley Park Road and Haven Banks. He commended the City Council for taking the Flowerpots, Station Road (Exwick) and Clifton Hill car parks back into the operation of the City Council and hoped that the City Council had taken the appropriate advice before the implementation of the Parking Places Order. He enquired if there was any repercussion from terminating the arrangement. The Service Manager Community Safety & Enforcement responded to the Member’s questions and stated that the levy imposed for text messages in respect of pay by phone was made by the company facilitating that service and the current Parking Places Order accounted for payment by card or phone. The Corporate Manager Legal  ...  view the full minutes text for item 17.

To receive a report of the Assistant Director Finance.

The Principal Accountant (MH) presented the report which advised Members of any material differences by management unit to the revised budget in respect of the Place Scrutiny Committee revenue and capital budgets, for the nine months in the financial year up to 31 December 2016. The current forecast suggested that net expenditure for the Committee would decrease from the revised budget by a total of £215,794 after transfers from reserves and revenue contributions to capital. This represented a variation of 2.20% from the revised budget and included a supplementary budget of £1,117,370, already agreed by Council.   She also stated that the report also included an outturn update in respect of the Place Capital Programme, and she confirmed a forecast total spend of £2,459,655 in 2016/17 with £163,720 of the programme potentially deferred to 2017/18 and beyond.

A Member was pleased to see that funding was available for play area refurbishments as their upkeep was very important.  The Principal Accountant (MH) stated that any underspend on the project would not be lost but would be carried onto the following year.

Place Scrutiny Committee noted the report.

To receive the minutes of the meeting held on 21 February 2017.

The minutes of the Legacy Leisure Working Group meeting held on 21 February 2017 were circulated for Members’ information.

Councillor Bialyk presented the Working Group minutes and also provided a comprehensive update of the facility following the recent fire at the Riverside Leisure Centre.  He referred to the Working Group meeting that had been held on the site that day, and Legacy Leisure’s report which detailed the recent upgrade of the gym equipment and their future aspirations for redecoration and refurbishment.  The fire had set back the plans and whilst it was disappointing, he acknowledged the professionalism and dedication of the Legacy Leisure staff employees who quickly and safely evacuated the building ensuring there were no serious casualties, and continued to deal with the aftermath. He also wished to commend those City Council staff involved and particularly the Fire Brigade who contained the fire to the Health Suite and stopped the fire spreading to the rest of the building. Legacy Leisure had complied with all the necessary fire regulations, but they awaited the outcome of the enquiry and recommendations from the Fire Service.  The pool was likely to be out of action for up to six months, but it was hoped to get elements of the facility, such as the sports hall and gym back into use in the coming weeks. A great deal of work had been carried out to promote the opportunity to use other Legacy Leisure sites within the city or allow an amnesty on their membership. All efforts had been made to accommodate the customers at other facilities within their already busy programmes. It was noted that the employees based at the Riverside Leisure Centre had been redeployed to other Legacy Leisure facilities in the city.  The Leisure Facilities Manager would continue to liaise with the staff to ensure that a regular update report was received, which would be shared with Members.  He was aware that the local Members for St Thomas had also welcomed the site being brought back into use.

Councillor Bialyk referred to a proposed Activities Evening for Members as part of a promotion for health and well-being which would now be held at a later date.  A Member commented on the excellent work carried out at her local Leisure Centre in Wonford, in association with the local GP practice, as part of a regular health and fitness programme. Councillor Bialyk also referred to good work to help combat dementia and isolation.  He hoped that a Member Group might be able to consider such work later in the year.  

Place Scrutiny Committee noted the content of the Legacy Leisure Working Group minutes.