Agenda item

Question from Councillor Mrs Thompson.

Is the Leader able to explain why individual employees of the City Council are making planning applications for Exeter City Council where the development is to be undertaken by the Councils Private Development Company building housing to be sold on the open market : the application presented at Committee 3rd September 2018 made no reference in the report of the application being for Exeter City Council or the Council's private development company?

In accordance with Standing Order No. 8, the following questions were put by Councillor Thompson to the Deputy Leader.

Question - Is the Leader able to explain why individual employees of the City Council are making planning applications for Exeter City Council where the development is to be undertaken by the Councils Private Development Company building housing to be sold on the open market : the application presented at Committee 3rd September 2018 made no reference in the report of the application being for Exeter City Council or the Council's private development company?

The Deputy Leader replied that the planning application was in the name of Gary Stenning who was the Council Officer involved with the HRA development sites. As we have done over the past 10 years all our planning applications have needed to be in the name of an individual and this will be an Officer of the Council. The planning application was submitted before the Development Company was established, even if the Development Company had been in existence they would have been in the name of Emma Osmundsen on behalf of Exeter City Living Ltd. This is normal practice, undertaken by the majority of applicants. Applications will in future show that they are by the City Council or the Development Company.

Councillor Thompson asked a supplementary question surrounding the Council’s Scheme of Delegation to Officers and, in particular, officers’ authority to submit planning applications on behalf of the City Council.

The Deputy Leader undertook to provide a written answer.

Question - How can decisions taken under Delegated Authority be democratic if Members scrutinising a lease already signed cannot reverse the decision such as in the case of leasing accommodation to the Police at the Civic Centre?

The Portfolio Holder for Support Services responded that the Council's scheme of delegative powers are entirely democratic in that they are issued, altered and withdrawn by elected Members under the constitution. He advised that the City Council benefited from leasing space to other organisations such as CAB, Devon County Council Early Years, Multilingua, Ubuntu Counselling Service, National Family Mediation Service and Sanctuary Housing. The issue of parking space was delegated to officers.

Councillor Thompson asked a supplementary question – was the delegation taken on the basis of a strategic decision ?

The Portfolio Holder responded that the decision to relocate their offices to the Civic Centre was a strategic decision for the Police to make best use of their resources and mirrored the City Council delivery of other front line public services, but was an operational decision as far as the City Council was concerned.

Question - In a report to Corporate Services Committee it is noted the Section 151 Officer issued a first warning stating the financial reserves may fall below the minimum and action was required to reduce spend and a report is to be brought to Executive on the costs of agency and consultancy fees: in view of this should the Council be engaging consultants to brief members on the Development Company for future briefings or could a member of staff undertake this role?

The Deputy Leader responded that the briefing to be held on Thursday will be undertaken by Emma Osmundsen and Justin Pickford of Baker Ruff Hannan (BRH) will be in attendance to assist with questioning if required. BRH do not charge for their time for events of this nature. The Development Company does not employ any staff direct and there is only one Officer, Emma Osmundsen who works exclusively for the Company, her work is supported by external advisors/ consultants. The business model for the early years of trading is on this basis to avoid the costs of employing staff as costs are allocated to individual developments.

Councillor Thompson asked a supplementary question – is there insufficient in-house expertise to advise ?

The Deputy Leader responded that, as this was a new initiative, it was prudent to obtain the best advice at no added cost and at the same time utilise the advice of those officers in the Council with in house expertise in this area.

In accordance with Standing Order No. 8, the following questions were put by Councillor Prowse to the Deputy Leader.

Question - Is the Leader in a position to indicate the date when the first tenant is able to move into Chester Long Court ?

The Portfolio Holder for People responded that we anticipate the first of the new tenants moving into Chester Long Court around the end of November. This is subject to final snagging prior ECC agreeing to take full ownership.

Councillor Prowse asked a supplementary question - as the snagging such as vented window installation has been quite significant and has led to a delay in occupation by tenants will a penalty clause be invoked because of the delay ?

The Portfolio Holder for People responded that there had not been a major delay and that it was appropriate, because of the high quality of this passiv haus scheme, to ensure that all works were completed satisfactorily prior to occupation.

Question - is the start contractor the same contractor that completed the work?

The Portfolio Holder for People responded in the affirmative.

Question - Is the Leader in a position to indicate to the Council the current position of the Exeter Pound Project ?

The Deputy Leader responded that at the Exeter Pound Board meeting in June, the board decided to mothball Exeter Pound Scheme and that trading in the local currency has ceased from the end of September 2018.  The current £1, £5, £10, and £20 Exeter Pound notes expired on 30th September 2018, with no further notes planned for re-printing/replacement.

As of 1 October Exeter Pound notes would no longer be accepted by trader members in exchange for goods and services, as well as Exeter City Council who accepted Exeter Pounds for payment of business rates.  Instructions were issued to trader members in how they exchange Exeter Pound notes for sterling.

Exeter Pound was managing significant challenges, including:

• a general decline in the use of paper currency and coins
• a lack of progress at a national level with regard to regulatory measures which would have enabled Exeter Pound to develop a digital local currency
• unable to secure funding to print new notes
• unable to sustain support and back up staff to manage a digital pilot with app-based payments
• resources to reprint the guide and update their website

At the June Board meeting, Exeter Pound acknowledged the support they had received from Exeter City Council over the past 3 years.  Without the backing of the City Council, Exeter pound would not have been able to achieve what they did.

The Exeter Pound Board continues to have discussions with several different businesses and organisations and hope to be back at some stage, bigger and better, with new notes and an enlarged team.  Exeter Pound are pleased they have able to publicise the independent sector in Exeter and to bring substantial new custom to some of our traders. The public is encouraged to use independent traders using sterling.

Councillor Prowse asked a supplementary question - can the cost of the project from day one to the day of mothballing be provided please ?

The Deputy Leader replied that the Exeter Pound Board would have detail of these costs.