Agenda and minutes

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.  Councillors requiring clarification should seek the advice of the Monitoring Officer prior to the day of the meeting.

No declarations of interest were made.

To consider the minutes of the Grants Committee to be held on 28 June 2007.

(Minutes to follow)

RESOLVED that the minutes of the meeting of the Grants Committee held on 28 June 2007 be received and, where appropriate, adopted.

Section 249 of the Local Government Act 1972 empowers the Council to confer the title of Honorary Alderman on persons who have, in the opinion of the Council, rendered eminent service to the Council as a past member of the Council.  An Honorary Alderman is invited to participate in those Civic ceremonies which the Mayor attends In State, and to which it is usual to invite Past Mayors/Lord Mayors.

The Council resolved in 2003 to alter the criteria which  past Members had to meet to be considered for being conferred with the title to those who had rendered at least 20 years' service as a Councillor (this does not have to be continuous).    Following a feeling that this eligibility criteria was too onerous, this matter has been considered at a meeting of the Group Leaders, and it is now suggested that the criteria be reduced to rendering at least 12 years service as a Councillor. 

RECOMMENDED that the eligibility criteria for considering the bestowal of the title ‘Honorary Alderman’ on a past member be amended to require that person to have served a total of at least twelve years as a City Councillor.

Section 249 of the Local Government Act 1972 empowers the Council to confer the title of Honorary Alderman on persons who have, in the opinion of the Council, rendered eminent service to the Council as a past member of the Council.  An Honorary Alderman is invited to participate in those Civic ceremonies which the Mayor attends In State, and to which it is usual to invite Past Mayors/Lord Mayors.

The Council resolved in 2003 to alter the criteria which  past Members had to meet to be considered for being conferred with the title to those who had rendered at least 20 years' service as a Councillor (this does not have to be continuous).    Following a feeling that this eligibility criteria was too onerous, this matter had been considered at a meeting of the Group Leaders, and it was suggested that the criteria be reduced to rendering at least 12 years service as a Councillor. 

RECOMMENDED that the eligibility criteria for considering the bestowal of the title ‘Honorary Alderman’ on a past member be amended to require that person to have served a total of at least twelve years as a City Councillor.

To consider the report of the Head of Treasury Services.

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and their comments will be reported.

(Report circulated)

The report of the Head of Treasury Services was submitted reporting the overall performance for the 2006-2007 financial year and the position regarding investments and borrowings at 31 March 2007.

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and the comments of members were noted. Executive noted the Committee’s concerns regarding the poor performance of the Council’s Fund Manager in recent years. The Head of Treasury Services reported that Investec’s performance over the longer term had been solid, however the past few years’ results were of concern. He assured members that their performance would be closely monitored with a view to splitting the Fund and investigating alternative fund managers to manage part of the Fund should this be considered prudent.

RESOLVED that:-

(1)     the Treasury Management report for the 2006-2007 financial year be noted; and

(2)     the Head of Treasury Services be requested to report back to Executive should the performance of the Fund Manager fail to improve and alternative arrangements be considered prudent.

(Report circulated)

To consider the report of the Head of Treasury Services. 

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and their comments will be reported.

(Report circulated)

The report of the Head of Treasury Services was submitted advising members of the overall final financial performance of the General Fund Revenue Budget for the 2006-2007 financial year ended 31 March 2007.

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and the support and comments of members were noted.

The Head of Treasury Services reported amendments to para 4.1 of the report where references to “£m” related to “£k”.

RECOMMENDED that:-

(1)        the net transfer of £169,577 to Earmarked Reserves as detailed in paragraph 3.11 and 3.13 of the report be approved;

(2)            supplementary budgets totalling £932,330 be approved as detailed in paragraph 3.9 of the report;

(3)            Earmarked Reserves at 31 March 2007 be noted;

(4)        the General Fund working balance at 31 March 2007, be approved at £4,997,343; and

(5)        the Housing Revenue Account working balance at 31 March 2007, be approved at £2,843,166.

(Report circulated)

To consider the report of the Head of Treasury Services.

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and their comments will be reported.

(Report circulated)

The report of the Head of Treasury Services was submitted advising members of the overall financial performance of the Council for the 2006-07 financial year in respect of the annual capital programme. The report also sought approval to the 2007-08 revised capital programme, to include commitments carried forward from 2006-07.

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and the support and comments of members were noted. Executive members were pleased to note the increased expenditure against the approved Capital Programme in comparison with recent years and congratulated officers on the effective management of the Programme.

RECOMMENDED that the overall financial position for the 2006-07 annual capital programme be noted and the amendments to the Council’s annual capital programme for 2007-08 be approved.

(Report circulated)

To consider the report of the Head of Treasury Services.

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and their comments will be reported.

(Report circulated)

The report of the Head of Treasury Services was submitted setting out the proposed Statement on Internal Control to be included within the Council’s Annual Accounts for 2006/07.

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and the support and comments of members were noted.

RECOMMENDED that the Statement on Internal Control be approved to be included within the Council’s Annual Final Accounts for 2006/07.

(Report circulated)

To consider the report of the Head of Treasury Services.

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and their comments will be reported.

(Report circulated)

The report of the Head of Treasury Services was submitted, providing an overview on how the Council is proposing to meet its efficiency savings targets by 2007/08 including the submission of the backward-looking Annual Efficiency Statement for 2006/07.

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and the support and comments of members were noted.

RESOLVED  that the contents of the report be noted and the savings identified in the draft 2006/07 Annual Efficiency Statement be approved as part of the Council’s overall submission. 

(Report circulated)

To consider the report of the Director Corporate Services.

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and their comments will be reported.

(Report circulated)

The report of the Director Corporate Services was submitted, requesting approval of budget for digital scanning of files in the Housing and Human Resources Services. He reported that these services had been prioritised in view of the high volumes of records in their filing systems.

Scrutiny Committee – Resources considered the report at their meeting on 20 June 2007 and the support and comments of members were noted. It was noted that the additional budget was required to cover the scanning exercise as well as the provision of a staffing resource to consolidate the Human Resources service files.

RECOMMENDED that the additional budget of £53,000 in the current financial year be approved.

(Report circulated)

To consider the report of the Head of Planning Services.

(Report circulated)

The report of the Head of Planning Services was submitted considering representations received in relation to the draft St Loyes development brief and proposing amendments to the document for adoption.

Executive noted the comments received during public consultation.

RESOLVED that the adoption of the St Loyes development brief as supplementary planning guidance be approved.

(Report circulated)

To consider the report of the Head of Planning Services.

(Report circulated)

The report of the Director Economy and Development was submitted, seeking approval of draft supplementary planning guidance for the purpose of public consultation. The draft guidance related to the interpretation of local plan policies regarding over concentration of student accommodation in certain parts of Exeter.

The Director Economy and Development explained the limitations of the planning system to control the occupancy of properties by students since up to six people could live in a house as a single household without the need for planning permission.

Members asked whether a lower proportion than 25%, based on the number of properties exempt from Council Tax, could be considered as the criterion for over -concentration. The Director Economy and Development recommended that it was advisable to start with this percentage but undertook to bring this back for review should the outcome of appeals elsewhere in the country indicate that a lower percentage would be considered reasonable. Executive agreed that this was an appropriate starting position whilst acknowledging that the measure may not have major impact.

In response to a query regarding control over student car ownership, the Director reported that whilst conditions could be imposed in relation to purpose built student accommodation, it was not possible to regulate this in respect of students in private accommodation.

RESOLVED that the preparation of supplementary planning guidance be approved as a basis for public consultation that amplifies the interpretation of Local Plan policy H5 (b) seeking to limit all further forms of additional student related accommodation in the areas shown on the plan.

(Report circulated)

To consider the report of the Head of Planning Services.

In view of the size of the document, the draft plan 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 Director Economy and Development was submitted, which set out the draft St Leonard’s Conservation Area appraisal and management plan for the purpose of public consultation.

RESOLVED that the proposed boundary amendments outlined in the report and the draft Conservation Area Appraisal and Management Plan be approved for public consultation.

(Report circulated)

To consider the report of the Head of Planning Services.

In view of the size of the document, the draft plan 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 Director Economy and Development was submitted, which considered draft proposals for designation of the area of Taddyforde (as shown on the Plan at Appendix 3 to the report) as a Conservation Area and the principle of the application of an Article 4(2) Direction.

RESOLVED that the proposed conservation area designation, the application of an Article 4(2) Direction and the draft Conservation Area Appraisal and Management Plan be approved as a basis for public consultation.

(Report circulated)

To consider the report of the Strategic Management Team.

In view of the size of the document, the Corporate Plan 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 Strategic Management Team was submitted, presenting the revised strategic objectives and seeking Members approval of the Corporate Plan 2007-10.

Members welcomed the Corporate Plan as an important and positive statement of the Council’s key priorities.

RECOMMENDED that the draft Corporate Plan 2007-10 be endorsed and that any necessary drafting amendments before publication be delegated to the Chief Executive, in consultation with the Leader of the Council.

(Report circulated)

To consider the report of the Strategic Management Team.

(Report circulated)

The report of the Strategic Management Team was submitted, which set out the findings of a postal survey conducted during September to November 2006 in accordance with the Department of Communities and Local Government guidelines for measuring Best Value Performance Indicators. The objective of the survey was to measure satisfaction with a range of services provided by the City Council, and with the Council's performance overall. All local authorities were required to undertake this survey.

Members noted the significantly positive results that the City Council had received in terms of resident satisfaction, where the Council was now rated 17^th nationally against a backdrop of falling satisfaction scores.

RESOLVED that the results of the survey be noted and the action proposed be endorsed.

 (Report circulated)

To consider appointments to outside bodies.

(Report to follow)

Consideration of appointments to outside bodies was deferred at the previous meeting for a discussion at a meeting of the four group leaders. Following a meeting of the group leaders the appointments indicated in the schedule were agreed and nominations to the remaining vacancies where indicated to be approved by Council.

RECOMMENDED that nominations be made to the vacancies indicated:- 

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

(Report circulated)

The report of the Head of Estates Services and Director Economy and Development was submitted, informing Members of progress in bringing forward the regeneration proposals for the Canal Basin area; The report advised on funding implications and sought authority to amend the provisional agreement with the Sutton Harbour Company and the Exeter Canal and Quay Trust to enable the initial development agreements to proceed.

RESOLVED that

(1)            progress to date on delivery of the Exeter Canal Basin Regeneration Delivery Strategy be noted;

(2)        the revisions to the financial implications of the project, including the recycling of receipts into expenditure within the scheme be noted;

(3)        the amended transaction arrangements for the re-structuring of the Exeter Canal and Quay Trust Long Leases by way of overriding Leases and the terms thereof, as set out in the report on Part 2 of the agenda be approved; and

(4)        it be agreed that the City Council transact directly with the Signpost Housing Association on Site A on the terms set out in the report and in the Part 2 report.

(Report circulated)

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 19 on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act.  

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 item on the grounds that it involved the likely disclosure of exempt information as defined in paragraph 3 of Part I, Schedule 12A of the Act. 

To note the report of the Head of Estates Services on the structure of the Development Agreement and Long Leases agreed in respect of the Exeter Canal Basin regeneration scheme.

(Report circulated to Members)

The report of the Head of Estates Services was submitted, informing Members on the structure of the Development Agreement and Long Leases in respect of the Exeter Canal Basin regeneration scheme.

RESOLVED that the structure of the Development Agreement and Long Leases for the delivery of the agreed schemes at 60 Haven Road, the site adjoining 60 Haven Road, Maclaines warehouse and the site adjoining Maclaines warehouse be noted.

(Report circulated to Members)