Agenda, decisions and minutes

Venue: Rennes Room, Civic Centre, Paris Street, Exeter. View directions

Contact: Sarah Selway, Democratic Services Manager (Committees)  Telephone 01392 265275 or email  sarah.selway@exeter.gov.uk

Items
No. Item

30.

Chair

Minutes:

In the absence of the Leader, the Deputy Leader, Councillor Sutton, took the Chair.

31.

Declarations of Interest

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.

 

 

Minutes:

No declarations of disclosable pecuniary interest were made.

 

32.

Minutes

To sign the minutes of the meeting held on 13 February 2018.

 

Minutes:

The minutes of the meeting held on 13 February 2018 were taken as read and signed by the Deputy Chair as correct.

 

 

33.

Major Grants Panel Minutes 22 February 2018 pdf icon PDF 90 KB

To receive the minutes of the Major Grants Panel on 22 February 2018.

 

Decision:

Agreed

 

 

That subject to the amendment the Double Elephant is not an NPO, but an annual grant, the minutes of the Major Grants Panel meeting held on 22 February 2018 be received and, where appropriate, adopted.

Reason for Decision:

 

As set out in the minutes.

 

 

Minutes:

The minutes of the Major Grants Panel meeting held on 22 February 2018 were submitted.

 

The Deputy Leader advised of an amendment to these minutes to the effect that Double Elephant is not a National Portfolio Organisation (NPO), but an annual grant.

 

RESOLVED that subject to the amendment the Double Elephant is not an NPO, but an annual grant, the minutes of the Major Grants Panel meeting held on 22 February 2018 be received and, where appropriate, adopted.

34.

Leisure Complex and Bus Station Programme Board Minutes 5 March 2018 pdf icon PDF 161 KB

To receive the minutes of the Leisure Complex and Bus Station Programme Board on 5 March 2018.

 

Decision:

Agreed

 

 

That the minutes of the Leisure Complex and Bus Station Programme Board meeting held on 5 March 2018 be received and, where appropriate, adopted.

 

Reason for Decision:

 

As set out in the minutes.

 

 

Minutes:

The minutes of the Leisure Complex and Bus Station Programme Board meeting held on 5 March 2018 were submitted.

 

Councillor Mrs Henson, having given notice under Standing Order no.44, spoke on this item. She raised the issue of the absence of representation from the opposition parties on the working groups which she felt was inequitable given the enormity of the project. In line with the Constitution officers should serve all Councillors and that exclusion of opposition parties from these groups was undemocratic.

 

The Deputy Leader clarified that Councillor Mrs Henson issue related to the inequity of the composition of the proposed workings groups of the Leisure Centre and Bus Station Complex Centre Boards given that they excluded non Labour councillors.

 

The Deputy Leader continued that, in accordance with the Council’s Constitution, the Programme Board itself was politically balanced and accorded with the necessary proportionality requirements.

 

The current terms of reference for the Programme Board made it clear that

“The Client Leads (Build, Estates, Operator) carry responsibility for leading and managing the project teams and ensuring the Senior Responsible Officer was accountable to the Board for managing and supporting the Client Leads and ensuring their performance, quality, risk management, cost control, timescale and overall project control for their specific Client Lead areas”.

 

The proposal to create working groups aligned to each of the work streams was in keeping with the terms of reference.  These working groups would have no decision making powers as these were the responsibility of the Programme Board.

 

The Portfolio Holder for City Transformation, Energy and Transport stated that, because of the importance and size of the project, it was not unreasonable that the Portfolio Holder for Health and Wellbeing, Communities and Sport was supported on the working groups by his Group Members.

 

The Portfolio Holder for Health and Wellbeing, Communities and Sport clarified that the Individual Project Working Groups would enable the increasingly heavy workload to be more appropriately shared and also to bring an objective point of view. Action points recorded at the meetings, together with documents produced for the working groups, all of which were, confidential would be made available to Members on request. He emphasised that, if there was a need to go outside the authorisation parameters of the working groups, a meeting of the Programme Board would be called. The Project Manager was available for Members to talk to with regards to all aspects of the project.

 

RESOLVED that the minutes of the Leisure Complex and Bus Station Programme Board meeting held on 5 March 2018 be received and, where appropriate, adopted.

 

35.

Corporate Peer Challenge pdf icon PDF 154 KB

To consider the report of the Chief Executive & Growth Director.

 

Additional documents:

Decision:

Agreed

 

 

That the Feedback Report and peer team’s key recommendations be noted.

 

 

Reason for Decision:

 

As set out in the report.

 

 

 

 

 

Minutes:

The Chief Executive & Growth Director presented the Corporate Peer Challenge (CPC) Feedback Report and recommendations arising from on-site visit by the peer team from 4to 7 December 2017.

 

The Chief Executive & Growth Director highlighted the Executive Summary in particular the following:-

 

“Exeter City Council can justifiably take pride in its leadership role, over the last 15 years, in promoting economic growth. The council’s mission has been to “enhance Exeter as the regional capital …” and the level of growth, development and inward investment has transformed the city into one of the leading economies in the South West.”

 

The council has managed a period of change since 2010 in response to austerity. These include: setting aside unitary government proposals; reducing staff numbers (by 100) to 685 over the last five years; delivering the spending cuts needed without detrimental impact on services and, more recently, restructuring to establish a strategic management board (SMB) to move away from a ‘silo’ structure and style of working. This backdrop of reduced resources and managing significant change makes the achievements of economic growth even more impressive.”

 

He brought attention to the areas of work that required attention and the recommendations, in particular to the consideration of the splitting the Growth Director from the Chief Executive role. In light of this, the Chief Executive & Growth Director proposed a change to the recommendation that the feedback report and the peer team’s recommendations be noted. A subsequent report would be brought back with an action plan which would address capacity issues.

 

Members welcomed the review and positive comments with regards to the City Council’s partnership working, management of resources in these times of austerity, the approach to communications and its community engagement. They noted the areas of work that the report had highlighted and supported the proposed change to the recommendation with regards to noting the peer’s team’s recommendation and that the Chief Executive & Growth Director would bring forward a detailed report in due course.

 

RESOLVED that the Feedback Report and peer team’s key recommendations be noted.

 

36.

Housing Stock Condition Survey pdf icon PDF 298 KB

To consider the report of the Director (BA).

 

People Scrutiny Committee considered the report at its meeting on 12 March 2018 and its comments will be reported.

 

Decision:

Agreed

 

 

That the stock condition survey data and the plans for continual assessment of investment requirements be noted.

Reason for Decision:

 

As set out in the report.

 

 

Minutes:

The Director (BA) presented the report providing information on the condition of the Council’s Housing Revenue Account (HRA) properties. The report also sets out the plan for the continuation of stock surveys until 100% of properties had been surveyed.  

 

The Director advised that the stock condition survey which provided significant information on the Councils Housing Stock would be used to inform future investment requirements for the next 30 years of the HRA Business Plan and, ultimately, improve the quality of life for the tenants. To date, 60% of dwellings and 100% of blocks had been surveyed and the service was working towards 100% completion. The survey data had subsequently been combined with the existing data held to inform the overall stock investment programme.

 

People Scrutiny Committee considered the report at its meeting on 12 March 2018 and its comments were reported.

 

RESOLVED that the stock condition survey data and the plans for continual assessment of investment requirements be noted.

 

37.

Community Grants and Community Builders Update pdf icon PDF 173 KB

To consider the report of the Programme Manager – Communities.

 

People Scrutiny Committee considered the report at its meeting on 12 March 2018 and its comments will be reported.

 

Additional documents:

Decision:

Agreed

 

 

That it is recommended that Council;-

 

(1)        approves the recommendation to review the grant allocation policy and process in 2018 to consider modernisation and consolidation of the grant programmes and revised criteria linked to council priorities be approved;

 

(2)        approves the recommendation that the Neighbourhood Community Infrastructure Levy (CIL) and New Homes Bonus funding agreed for community building in the city should be front-loaded in light of the Wellbeing Exeter and Sports England Local Delivery Pilot programmes for an initial 3 year period 2018 / 2020;

 

(3)        notes the progress of the Grass Roots Grants / Neighbourhood CIL spend over the first year of this funding being available and recognises the contribution of the Exeter Community Forum Grass Roots Panel in supporting this process; and

 

(4)        notes the second stage of the Exeter Youth Strategy work in terms of the launch of the Exeter Youth Voice project.

 

(5)       reviews the role of the Exeter Community Forum Grants Panel and to consider whether there was a need for greater accountability and scrutinisation of its processes and to examine if a change of approach through increasing the involvement of Members was desirable.

           

Reason for Decision:

 

As set out in the report.

 

Minutes:

The Director (JY) presented the report providing an update on the following:-

 

·         Community grants

·         Community builders

·         Grass Roots Grants/Neighbourhood Community Infrastructure Levy

·         Exeter: A young people friendly city – Exeter Youth Voice

 

The Director advised that the City Council had an extensive Community Grants Programme with around £1.5 million awarded annually to community organisations through a range of grant processes. It was the intention in 2018 to review the city council policy, system and process in order to consolidate the programmes and revise the criteria to link to council priorities. A further report on processes and recommendations would be submitted at a later date.

 

The Council had agreed to the funding for Community Builders across the city to support the Community builder roles funded through the Integrated Care Exeter (ICE) Wellbeing Exeter programme. Because of the expansion of Wellbeing Exeter and the Sport England Local Delivery Pilot status, it was proposed to expand community building so that all wards would have access to a community connector and community builder. It was proposed that funding be front-loaded in light of the Wellbeing Exeter and Sport England programmes for a three year period in the first instance: 2018/2020.

 

The Portfolio Holder for Health and Wellbeing, Communities and Sport commented that it was important that a review of all the grants was undertaken to ensure that there was greater synergy and extended community involvement. In response to a Member, he acknowledged that the majority of funding for the Exeter Board Grants came from Devon County Council, consultation on the review would be undertaken and any proposed change brought back to People Scrutiny and Executive.

 

The Deputy Leader recognised the work that the City Council was undertaking across the city on developing a Youth Strategy. She advised of the additional recommendation proposed by People Scrutiny Committee with regards to the role of the Exeter Community Forum Grants Panel. This additional recommendation was agreed by Executive.

 

People Scrutiny Committee considered the report at its meeting on 12 March 2018 and its comments were reported and its additional recommendation was supported by Executive.

 

RECOMMENDED that Council;-

 

(1)        approves the recommendation to review the grant allocation policy and process in 2018 to consider modernisation and consolidation of the grant programmes and revised criteria linked to council priorities be approved;

 

(2)        approves the recommendation that the Neighbourhood Community Infrastructure Levy (CIL) and New Homes Bonus funding agreed for community building in the city should be front-loaded in light of the Wellbeing Exeter and Sports England Local Delivery Pilot programmes for an initial 3 year period 2018 / 2020;

 

(3)        notes the progress of the Grass Roots Grants / Neighbourhood CIL spend over the first year of this funding being available and recognises the contribution of the Exeter Community Forum Grass Roots Panel in supporting this process; and

 

(4)        notes the second stage of the Exeter Youth Strategy work in terms of the launch of the Exeter Youth Voice project; and      

 

(5)        reviews the role of the Exeter Community  ...  view the full minutes text for item 37.

38.

Food Waste Collection pdf icon PDF 496 KB

To consider the report of the Cleansing and Fleet Manager.

 

Place Scrutiny Committee considered the report at its meeting on 8 March 2018 and its comments will be reported.

 

Decision:

Agreed

 

 

That:-

 

(1)        the continuation to provide the current recycling service (described as the ‘baseline’ of the circulated report) be approved;

 

(2)        officers provide an annual update on the food waste business case in the Recycling Plan; and

 

(3)        the current and planned measures to improve the recycling rate achieved by the current service be noted.

Reason for Decision:

 

As set out in the report.

 

Minutes:

The Cleansing and Fleet Manager presented the report on the outcomes of the business case undertaken by Eunomia Research and Consulting for the separate collection and recycling of food waste. Members were presented with a proposal that the current recycling service, without a food waste collection, should continue as the service option with the lowest modelled costs and lowest financial risk. The Cleansing and Fleet Manager explained that the business case for food waste collection would be reviewed every year as part of the Recycling Plan. The review would also take account of any developments in the technology for waste collection and treatment and changes in the markets for recyclable materials, and the evolving financial case for food waste collection.

 

The Portfolio Holder for Place stated that it was important that the Council remained ambitious in its long term plans to recycle food and expand the materials it recycled and it would review the situation on an annual basis.

 

A Member expressed his disappointment that the Council was not introducing a food waste collection.

 

The majority of Members acknowledged that the City Council did have good recycling rates and that the business case for a food waste collection would be reviewed annually. 

 

Place Scrutiny Committee considered the report at its meeting on 8 March 2018 and its comments were reported.

 

RESOLVED that:-

 

(1)        the continuation to provide the current recycling service (described as the ‘baseline’ of the circulated report) be approved;

 

(2)        officers provide an annual update on the food waste business case in the Recycling Place; and

 

(3)        the current and planned measures to improve the recycling rate achieved by the current service be noted.

 

(Councillor Leadbetter in accordance with Standing Order no.43 requested that his abstention from voting on this recommendation be recorded)

39.

Freedom of the City Procedures pdf icon PDF 120 KB

To consider the report of the Corporate Manager, Democratic & Civic Support.

 

Additional documents:

Decision:

Agreed

 

 

That that the report be deferred.

 

Reason for Decision:

 

To clarify the position with regards to Freedom of Information.

 

Minutes:

The Corporate Manager, Democratic & Civic Support presented the report which sought approval to introduce a more rigid assessment process for the consideration of any nominations made for Freedom of the City.

 

Members were advised that, following the Council’s recent consideration of a number of nominations for Freedom of the City, it was suggested that a more transparent approach to the consideration of these nominations be made, before submission to an Extraordinary Council meeting. The procedure put forward was based upon the nomination process for a UK national honour. The proposal suggested that a panel be established comprising of a representative of each political group, the Chief Executive & Growth Director or a member of the Strategic Management Board, the Corporate Manager Democratic and Civic Support and an independent representative. This independent representative position would be advertised and interviewed by the panel following the submission of an application form.

 

The Council’s decision on the nominations would be final and it was noted, that this would be the only way that the Council would accept nominations for Freedom of the City.

 

Members had concerns with regards to the potential release of information regarding nominees under Freedom of Information Regulations and agreed that the report should be deferred to allow clarification to be sought.

 

RESOLVED that the report be deferred to enable clarification with regards to potential disclosures under Freedom of Information regulations on nominees.

 

40.

Lord Mayoralty

To nominate the Lord Mayor Elect and the Deputy Lord Mayor Elect for the 2018/19

 Municipal Year.  

 

Decision:

Agreed

 

 

It is recommended to Council that Councillor Hannaford be nominated as Lord Mayor Elect for the 2018/19 Municipal Year and that a nomination be made for the Deputy Lord Mayor Elect for the 2018/19 Municipal Year.

 

 

 

 

 

Minutes:

Councillor Hannaford was nominated as Lord Mayor Elect for the 2018/19 Municipal and Council, at its meeting on 24 April 2018, be asked to agree the nomination of the Deputy Lord Mayor Elect for the 2018/19 Municipal Year.

 

RECOMMENDED to Council that Councillor Hannaford be nominated as Lord Mayor Elect for the 2018/19 Municipal Year and that a nomination be made for the Deputy Lord Mayor Elect for the 2018/19 Municipal Year.

 

41.

Representation at Magistrates Courts and Court

Representation at Court

 

In accordance with section 223 of the Local Government Act 1972, authorisation is sought to allow the following officer to represent the Council at the County and Magistrates Courts:-

 

Jayne Hanson – Service Improvement Lead (Payments)

 

Representation at Magistrates Courts

 

In accordance with section 223 of the Local Government Act 1972, authorisation is sought to allow the following officers to represent the Council at the Magistrates Court in Council Tax and Business Rates cases:

 

Jayne Hanson – Service Improvement Lead (Payments)

Karen Holmes – Council Tax Collection Team Leader

Kevin Hughes – Service Improvement Lead (Local Taxation)

Guy Burnley – Business Rates Manager

 

Decision:

Agreed

 

 

That, in accordance with section 223 of the Local Government Act 1972, the following officer be authorised to represent the Council at the County and Magistrates Courts:-

 

Jayne Hanson – Service Improvement Lead (Payments)

 

RESOLVED that, in accordance with section 223 of the Local Government Act 1972, the following officers be authorised to represent the Council at the County and Magistrates Courts in Council Tax and Business Rates cases :-

 

Jayne Hanson – Service Improvement Lead (Payments)

Karen Holmes – Council Tax Collection Team Leader

Kevin Hughes – Service Improvement Lead (Local Taxation)

Guy Burnley – Business Rates Manager

Reason for Decision:

 

As set out in the report.

 

 

 

 

 

Minutes:

RESOLVED that, in accordance with section 223 of the Local Government Act 1972, the following officer be authorised to represent the Council at the County and Magistrates Courts:-

 

Jayne Hanson – Service Improvement Lead (Payments)

 

RESOLVED that, in accordance with section 223 of the Local Government Act 1972, the following officers be authorised to represent the Council at the County and Magistrates Courts in Council Tax and Business Rates cases :-

 

Jayne Hanson – Service Improvement Lead (Payments)

Karen Holmes – Council Tax Collection Team Leader

Kevin Hughes – Service Improvement Lead (Local Taxation)

Guy Burnley – Business Rates Manager

 

42.

Local Government (Access to Information) Act 1985 - Exclusion of Press and Public

RESOLVED that, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of item 14 on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part I, Schedule 12A of the Act. 

 

Decision:

Agreed

 

 

That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following items on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1,2, 3 and 4 of Part 1, Schedule 12A of the Act. 

 

 

 

 

 

 

Minutes:

RESOLVED that under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following items on the grounds that they involved the likely disclosure of exempt information as defined in paragraph 3 of Part 1, Schedule 12A of the Act. 

 

43.

Rennes House options

To consider the report of the Director (BA).

 

People Scrutiny Committee considered the report at its meeting on 12 March 2018 and its comments will be reported.

 

Decision:

Agreed

 

 

That it is recommended to Council that:-

 

(1)        the refurbishment works required to Rennes House, alongside the costs of refurbishment in relation to the value of the building be noted ;

 

(2)        the responses to the consultation undertaken with Rennes House residents as detailed in section 8.7 of the report be noted;

 

(3)        the option for full refurbishment of Rennes House, as circulated at the meeting, be approved, with consideration of any alternative options to be taken in consultation with the relevant Portfolio Holder and Local Ward Members.

 

Reason for Decision:

 

As set out in the report and circulated information.

 

Minutes:

The Service Lead Housing Customers presented the report outlining the history behind Rennes House, past decisions made and which set out costed options for the refurbishment works required to the building.

 

Members were circulated with details of the option for the full refurbishment of Rennes which People Scrutiny Committee had considered at its meeting on 12 March 2018 and had unanimously supported.

 

Members supported the proposal for the full refurbishment of Rennes House, it would provide significant savings in heating costs and would improve thermal comfort and indoor air quality. Members agreed that should alternative options need to be considered within the agreed budgets these should be in consultation with the relevant Portfolio Holder and Local Ward Members.

 

RECOMMENDED to Council that:-

 

(1)        the refurbishment works required to Rennes House, alongside the costs of refurbishment in relation to the value of the building be noted ;

 

(2)        the responses to the consultation undertaken with Rennes House residents as detailed in section 8.7 of the report be noted;

 

(3)        the option for full refurbishment of Rennes House, as circulated at the meeting, be approved, with consideration of any alternative options to be taken in consultation with the relevant Portfolio Holder and Local Ward Members.