Agenda and minutes

To sign the minutes of the meetings held on 13 and 27 March 2007.

The minutes of the meetings of the Executive held on 13 and 27 March 2007 were taken as read and signed by the Chair as a correct record.

Councillors are reminded of the need to declare personal and prejudicial interests, including the nature and extent of such interests, in relation to business on the agenda, before any discussion takes places on the item. Councillors requiring clarification should seek the advice of the Monitoring Officer prior to the day of the meeting.

The following personal interests were declared:

To consider the report of the Head of Leisure and Museums.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and their comments will be reported.

(Report circulated)

The report of the Head of Leisure and Museums was submitted recommending the adoption of the Play Strategy for Exeter.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and the support and comments of members were noted.  Executive welcomed the introduction of more adventure play facilities whilst noting that this inevitably involved an increased element of risk.

RESOLVED that the Play Strategy for Exeter 2007-10 be adopted.

(Report circulated)

To consider the report of the Head of Environmental Health Services.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and their comments will be reported.

In view of the size of the document, the Strategy is not attached to the agenda but can be viewed on the Council’s website at www.exeter.gov.uk/supportingdocuments

If you wish to view a paper copy of the Strategy please contact Member Services.

(Report circulated)

The report of the Head of Environmental Health Services was submitted seeking approval to the revised Environmental Strategy.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and the support and comments of members were noted. Executive noted the results of public consultation and the proposed changes to the Strategy as a result.

RECOMMENDED that:-

(1)        the Environmental Strategy be approved;

(2)        general progress towards meeting the aims of the Strategy be monitored on an annual basis and reported to Scrutiny Committee – Community; and

(3)        a commitment be made to undertaking a full review of the strategy in five years time (2011/12).

(Report circulated)

To consider the report of the Head of Environmental Health Services.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and their comments will be reported.

In view of the size of the document, the Strategy is not attached to the agenda but can be viewed on the Council’s website at www.exeter.gov.uk/supportingdocuments

If you wish to view a paper copy, please contact Member Services.

(Report circulated)

The report of the Head of Environmental Health Services was submitted seeking approval for the Draft Climate Change Strategy.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and the support and comments of members were noted. Executive endorsed the view of Scrutiny members that the ten year period proposed for the review of the strategy was too long and agreed that it should be reviewed in five years time. They were pleased to note that progress towards meeting the aims of the Strategy would also be monitored and reported to Scrutiny Committee – Community on an annual basis.

Executive noted the views of Scrutiny Committee – Community members in relation to the Notice of Motion submitted to Council by Councillor David Morrish proposing the appointment of a Climate Change Officer. A number of Executive members supported the view that at present it was more effective for existing officers, who could already provide a range of expertise, to share responsibility for the Strategy on the basis that this arrangement would be reviewed over time.  Executive had no objection to the proposal of Scrutiny Committee – Community to set up a Working Party to give further consideration to the appointment of a dedicated post, however, and requested that, should they choose to do so, consideration be given to a partnership approach.

RECOMMENDED that:-

(1)        the draft Climate Change Strategy, including the target for carbon reduction be approved; 

(2)        a supplementary budget of £25,000 for the work detailed in the report be agreed;

(3)            following consultation on the approved draft strategy, that the final strategy and action plan be presented to the Executive in January 2008;

(4)        general progress towards meeting the aims of the Strategy be monitored on an annual basis and reported to Scrutiny Committee – Community;

(5)        a commitment be made to undertaking a full review of the Strategy in five year’s time;

(6)        the Council signs up to Fair Shares Fair Choice; and

(7)        should the Scrutiny Committee – Community choose to establish a Working Group to consider the appointment of a Climate Change Officer, they be requested to consider the possibility of a partnership approach.

(Report circulated)

To consider the report of the Head of Environmental Health Services.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and their comments will be reported.

In view of the size of the document, the Strategy is not attached to the agenda but can be viewed on the Council’s website at www.exeter.gov.uk/supportingdocuments

(Report circulated)

The report of the Head of Environmental Health Services was submitted seeking approval to the adoption of the Food Law Enforcement Plan.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and the support and comments of members were noted.

RECOMMENDED that:-

(1)        the Service Plan for Food Law Enforcement 2007/08 be adopted; and

(2)        the Head of Environmental Health Services be authorised to make appropriate changes to the Enforcement Plan in the light of centrally issued guidance and / or to meet operational needs.

(Report circulated)

The report of the Head of Environmental Health Services was submitted proposing specific changes to the Private Sector Housing Renewal Policy in order to address local needs, as identified in the on-going private sector house condition survey, with particular regard to achieving the Government’s target for decent homes in the private sector.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and the support and comments of members were noted.  At the request of members, the Director Community and Environment undertook to circulate to members summary information regarding the assistance schemes available.  

RECOMMENDED that:-

(1)        the changes to the Private Sector Housing Renewal Policy outlined in the report be agreed;

(2)        the expenditure of the single pot allocation be monitored and the proposed financial allocation to each of the schemes proposed or further schemes be developed with the approval of the Portfolio Holder for Housing and Social Inclusion; and

(3)        the Policy be reviewed annually, or sooner if needs be, in order to ensure that it addresses local needs and / or government policy.

(Report circulated)

To consider the report of the Head of Environmental Health Services.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and their comments will be reported.

In view of the size of the documents, the full Plan and Policy are is not attached to the agenda but can be viewed on the Council’s website at www.exeter.gov.uk/supportingdocuments  .If you wish to view a paper copy, please contact Member Services.

(Report circulated)

The report of the Head of Environmental Health Services was submitted seeking approval to the Health and Safety Service Plan and a change in emphasis in the Council’s approach to health and safety regulation.  The report also sought approval of the policy to enforce the provisions of the Health Act 2006 in relation to smoke-free areas and to make appropriate delegations to officers.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and the support and comments of members were noted.

RECOMMENDED that:-  

(1)        the Health and Safety Service Plan 2007/08 be adopted;

(2)        the draft Smoke-free Enforcement Policy be adopted, subject to any necessary minor amendments;

(3)        the Scheme of Delegation be amended to delegate authority to the Head of Environmental Health Services to authorise appropriate officers under the provisions of Chapter 1 of the Health Act 2006 and the Smoke-free Enforcement Policy; and

(4)        the Head of Environmental Health Services be authorised to approve any subsequent revisions or amendments to the Smoke-free Enforcement Policy in light of Government guidance and operational needs.

(Report circulated)

To consider the report of the Head of Housing Services.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and their comments will be reported.

(Report circulated)

The report of the Head of Housing Services was submitted seeking a number of policy changes to the Exeter Homechoice policy where it is deemed appropriate.

Scrutiny Committee – Community considered the report at their meeting on 5 June 2007 and the support and comments of members were noted. Executive emphasised their view that in the case of emergency card requests arising from anti-social behaviour, the Council would take action against the perpetrator as a matter of priority. The Director Community and Environment undertook to revise the proposed wording to reflect this.   

RESOLVED that, subject to re-wording to emphasise that the Council would take action as a matter of priority against the perpetrators of anti-social behaviour, the changes to the Exeter Homechoice Allocation Policy be approved as outlined in this report.

(Report circulated)

To consider the joint report of the City Centre Manager and Directorate Projects Officer. 

Scrutiny Committee – Economy considered the report at their meeting on 7 June 2007 and their comments will be reported.

(Report circulated)

The report of the City Centre Manager and Economy and Development Projects Officer was submitted seeking comments and support for the City Centre Strategy for Exeter 2007/12, recently agreed by the City Centre Executive and the City Centre Management Partnership Board (CCMPB). 

Scrutiny Committee – Economy considered the report at their meeting on 7 June 2007 and the comments and support of members were noted. A member of Executive believed that the refurbished Debenhams building could be used to provide leisure facilities including a swimming pool, some retail outlets and accommodation for professional/key workers and students. Members agreed the need to seriously consider a range of uses, particularly in the light of the significant shortage of affordable housing, but acknowledged that ultimately financial viability would be a key factor in determining future use.  The Director Economy and Development undertook to ensure that such proposals were put before Land Securities for consideration and that Members were briefed on this and able to input into proposals for the site.

RESOLVED that:-

(1)        the City Centre Strategy be supported and updates on progress in relation to the Strategy be submitted to members; and

(2)        Land Securities be requested to consider a range of options for the future use of the Debenhams building including the ideas suggested by members.

(Report circulated)

To consider the joint report of the Director Economy and Development and Head of Economy and Tourism.

Scrutiny Committee – Economy considered the report at their meeting on 7 June 2007 and their comments will be reported.

(Report circulated)

The report of the Head of Economy and Tourism and Director Economy and Development was submitted seeking approval for an investment of £750,000 in the development of the proposed science park as a contribution towards the equity of at least £3 million required to progress the first stage of the project.

Scrutiny Committee – Economy considered the report at their meeting on 7 June 2007 and the comments and support of members were noted. Executive members enquired whether control of the Science Park would be proportionate to the contributions made by partners. They also emphasised their desire for “Exeter” to be incorporated in the title of the Park.  The Director Economy and Development noted the comments of members and stated that a report back would be made on the company structure in due course.

RECOMMENDED that the City Council approves an investment of £750,000 in the development of the science park as a contribution towards the equity required to progress the first stage of the project.

(Report circulated)

To consider the report of the Head of Estates Services and the Director Economy and Development.

(Report circulated)

Councillors D Baldwin and Sheldon declared personal interests in this issue as patients registered at the Southernhay Surgery.

The report of the Head of Estates Services and Director Economy & Development was submitted seeking authority to enter into a Building Lease for a new primary care facility at Beacon Heath, Exeter.

RESOLVED that:-

(1)     the Director Economy and Development, in consultation with the Portfolio Holders for Economy and Tourism and Environment and Leisure, be given delegated authority to consider any objections to the disposal and to obtain the Secretary of State’s consent, should this be required; and

(2)    subject to (1) above, the grant upfront of a Building Lease for the primary care facility site at Beacon Heath, Exeter be authorised.

(Report circulated)

To consider the report of the Director Economy and Development.

Scrutiny Committee – Economy considered the report at their meeting on 7 June 2007 and their comments will be reported.

(Report circulated) 

The Director Economy & Development presented the report seeking approval for additional staffing in the Building Control section of the Economy and Development Directorate. 

Scrutiny Committee – Economy considered the report at their meeting on 7 June 2007 and the comments and support of members were noted.

RESOLVED that the alterations to the establishment of the Economy and Development Directorate as set out in Section 2 of this paper be approved.

(Report circulated)

To consider the report of the Head of Leisure and Museums.

(Report circulated)

The report of the Head of Leisure and Museums was submitted outlining proposals for a temporary ice rink in the city centre for the Christmas season 2007.

Members appreciated the generosity of the owners of Rougemont Castle in offering the courtyard as the venue for the ice rink. In view of the site being less visible than last year, the need for increased signage and marketing was agreed.  Members noted that the size of gateway would preclude a fairground-type ride but enquired whether there might be an opportunity to site craft stalls nearby as part of the rink’s operation. It was agreed that Portfolio Holders should meet with the Director Economy and Development and the Director Community and Environment in the near future to discuss aspects of the proposals further.

RESOLVED that:-

(1)        the City Council engage a contractor to operate a temporary ice rink in the courtyard of Rougemont Castle, from 23 November 2007 to 2 January 2008; and

(2)        a budget of £90,000 be allocated to operate the winter ice rink. 

(Report circulated)

To consider the report of the Head of Estates Services.

(Report circulated)

The report of the Head of Estates was submitted seeking reconsideration of an application from the Council’s long leasehold tenant of 452 Pinhoe Road, Exeter for retrospective consent for the installation of telecommunications apparatus at this site.

RESOLVED that consent be authorised under the terms of the Head Lease for the proposed telecommunications apparatus at 452 Pinhoe Road, Exeter. 

(Report circulated)

To consider the report of the Head of Planning Services.

(Report circulated)

The report of the Head of Planning Services was submitted seeking to adopt the proposed amended guidance as a result of the consultation on draft supplementary planning guidance on development relating to the University of Exeter. 

Members discussed the impact of student accommodation, both on and off-campus, on the supply of private housing and rent levels in the City. They supported the principle of designated student accommodation and acknowledged that there were a number of sites in the City suitable for multi-storey buildings for this purpose. The possibility of providing student housing outside the City boundaries was raised but it was acknowledged this was unlikely to be an option that would be attractive to students. It would also be unsustainable and bus/train frequencies were likely to deter students from this option.

The Director Economy and Development emphasised the need for the University to produce a Master Plan. He commented on the importance of retaining a high quality environment at the Streatham Campus, in view of its high landscape value and its ecological importance. There was also a preference for development on campus for additional teaching facilities. He considered that the building of designated student accommodation would provide the best outcome in terms of the supply of housing in the City by taking students out of the private rented housing market and undertook to raise with the University their policy in relation to rent levels and increases.  

RESOLVED that the proposed amended supplementary planning guidance set out in Appendix 2 of the report be adopted.

(Report circulated)

To consider the report of the Head of Planning Services.

(Report circulated)

The report of the Head of Planning Services was submitted seeking approval for the designation of a new Conservation Area at St Sidwell’s and the adoption of a Conservation Area Appraisal and Management Plan.

RESOLVED  that St Sidwell’s be designated a Conservation Area and that the Appraisal and Management Plan be adopted.

(Report circulated)

To consider the report of the Head of Planning Services.

(Report circulated)

The report of the Head of Planning Services was submitted seeking approval to adopt the Belmont Conservation Area Appraisal and Management Plan, including boundary amendments.

RESOLVED that the Belmont Conservation Area Appraisal and Management Plan with proposed amendments to the boundary be adopted. 

(Report circulated)

To consider the report of the Chief Executive.

(Report circulated)

The report of the Chief Executive was submitted updating the Executive on the amount identified to further develop the Council’s Business Case for Unitary status and reporting expenditure to date.

RESOLVED to note the additional expenditure to date of just under £8,000 on further developing the Council’s business case and that further updates on expenditure would be submitted.

(Report circulated)

To consider the appointments set out in the attached schedule.

(Report circulated) 

RESOLVED that the report be withdrawn for further consideration by Group Leaders.

(Report circulated)

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

To consider the report of the Head of Leisure and Museums seeking approval to accept a tender other than the lowest for the provision of an ice rink in the city centre in the winter of 2007/08.

(Report circulated to Members)

The report of the Head of Leisure and Museums was submitted seeking approval to accept a tender other than the lowest for the provision of an ice rink in the city centre in the winter of 2007/08.

RESOLVED that subject to the separate decision on budget in Minute 71 above, the appointment of the recommended tenderer to build and manage the ice rink at the submitted tender fee be approved subject to the conclusion of a suitable operating agreement. 

(Report circulated to Members)

To consider the report of the Head of Administration and Bereavement Services seeking approval to a request for early retirement.

(Report circulated to Members)

The report of the Head of Administration and Bereavement Services was submitted seeking approval to the request of the holder of the post of Administrative Assistant CE02107, with the support of the Head of Administration & Bereavement Services, to be allowed to retire from the Council on the grounds of efficiency of the service as at 30 June 2007.

RESOLVED that the employment of the holder of the post of Administrative Assistant CE02107 be terminated in the interests of the efficient exercise of the functions of the Council with effect from 30 June 2007 under the provisions of Regulation 26 of the Local Government Pension Scheme Regulations 1997 with compensation being paid in lieu of the notice period to which the postholder would otherwise be entitled. 

(Report circulated to Members)

To consider the report of the Head of Leisure and Museums seeking approval to funding for a public inquiry and associated costs.

(Report circulated to Members)

The report of the Head of Leisure and Museums was submitted seeking approval to fund a public enquiry and associated costs

RECOMMENDED that the Council commits to funding a public inquiry and associated costs as set out in the report. 

(Report circulated to Members)