Issue - meetings

To consider the report of the Strategic Director for People and Communities.

Agreed:

RECOMMENDED that Council:

(1)   approves an amendment to the Grants Panel Terms of Reference to formally include authority for the Panel to make decisions on community grants allocated through the Ukrainian Refugee Support scheme, funded through the Homes for Ukraine tariff income. The Ukrainian community activity grants follow the same governance principles, decision making processes, transparency standards and evaluation requirements as those outlined for the City Grant Fund, with modest variations where required to meet the specialised needs of Ukrainian communities; and

(2)   grant delegated authority to the Director of People & Communities, in consultation with the Portfolio Holder for Communities, to agree future minor amendments to the Grants Panel Terms of Reference where such amendments are administrative, support operational efficiency, or ensure continued alignment with national guidance or funding requirements for Ukrainian support.

Reason for Decision: As set out in the report.

The Executive received the report on the proposed amendments to the Exeter City Grants Programme Terms of Reference to allow the City Grants Panel to consider and approve grants for Ukrainian community activities. The report explained that this change would integrate the targeted Ukraine funding into the existing grants framework, maintaining transparency, accountability, and aligned with Council priorities.

During the discussion, Executive Members raised the following points and

Questions:

·        enquired how the proposed alignment complimented the previous processes of the Grants Panel and its effectiveness would compare;

·        the initial support for Ukrainian refugees using government funds was done ad hoc and embedding a formal grant strategy for support was commended;

·        the importance of specialised advisory input for grant creation while maintaining existing decision structures was highlighted; and

·        the grants panel members and staff were thanked for their work.

In response to questions and points raised by Executive Members, the Strategic Director for People and Communities advised that:

·        during the crisis, grant funds from central government were spent appropriately under exceptional circumstances; and

·        that in the current steady state, all funding must be allocated transparently and in line with policy, which was why the recommendation was being made at the meeting.

The Leader moved the recommendations, which were seconded by Councillor

Wright, voted upon, and CARRIED unanimously.

RECOMMENDED that Council:

(1)   approves an amendment to the Grants Panel Terms of Reference to formally include authority for the Panel to make decisions on community grants allocated through the Ukrainian Refugee Support scheme, funded through the Homes for Ukraine tariff income. The Ukrainian community activity grants follow the same governance principles, decision making processes, transparency standards and evaluation requirements as those outlined for the City Grant Fund, with modest variations where required to meet the specialised needs of Ukrainian communities; and

(2)   grant delegated authority to the Director of People & Communities, in consultation with the Portfolio Holder for Communities, to agree future minor amendments to the Grants Panel Terms of Reference where such amendments are administrative, support operational efficiency, or ensure continued alignment with national guidance or funding requirements for Ukrainian support.