Agenda and minutes

To sign the minutes of the meetings held on 18 September and 2 October 2007.

The minutes of the meetings of Executive held on 18 September 2007 and 2 October 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 place on the item.  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 report of the Head of Administration and Parking Services.

(Report circulated)

The report of the Head of Administration and Parking Services was submitted seeking approval for the revisions to car parking tariffs and tariff policy set out in the report.

Executive welcomed the proposal to specifically ring fence 2% of the increase, in addition to the inflationary element, to contribute to climate change initiatives.  Members discussed the Council’s policy of allowing disabled Blue Badge Holders to park without charge in all the City’s car parks. They noted that this was out of line with the practice of most neighbouring authorities and commercial operators and incurred significant lost income for the Council.  Members supported the proposal to introduce charging for Blue Badge holders at the full tariff levels at Guildhall and Mary Arches Street car parks only whilst retaining free parking in all other Council car parks. Members were pleased to note that the introduction of charging at Holman Way car park appeared to have increased turnover and improved the availability of parking spaces for shoppers and visitors. In the light of this, they supported the proposal to retain the pay and display system at Holman Way. 

RESOLVED that:-

(1)        notice of intention be given to make a Parking Places Amendment Order to revise the City of Exeter (Off Street Parking Places) Order 1991 to enable the changes proposed in the report to come into effect from 7 January 2008;

(2)        authority to consider any objections be delegated to the Director Economy and Development in consultation with the Leader of the Council and Portfolio Holder for Sustainable Development and Transport; and

(3)        subject to consideration of any objections, the Order be made and sealed.

(Report circulated)

To consider the report of the Head of Treasury Services.

 (Report circulated)

The report of the Head of Treasury Services was submitted providing a strategic overview of the budgetary position for the 2008/09 financial year including an indication of the likely level of available resources and the proposals to ensure that a balanced budget is achieved. The Head of Treasury Services reported an error in paragraph 8.2 relating to the likely increase /(decrease) in resources; the columns in the table referred to the years 2008/09, 2009/10 and 2010/11 respectively.

Members noted that the City Council had responded in favour of Option 3 for the allocation of grant in relation to Concessionary Travel but the outcome would not be known until after the end of the consultation period. Members also noted the likelihood of a significant reduction in Local Authority Business Growth Initiative (LABGI) with no funding currently outlined for 2008/09.  Once the final decision was announced in relation to Unitary status, a major disaggregation exercise would be required in respect of the Councils’ budgets.  

RECOMMENDED that the contents of the report be noted and that the proposals to establish a balanced revenue budget and capital programme be approved.

(Report circulated)

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

Scrutiny Committee – Community considered the report at their meeting on 6 November and their comments will be reported.

(Report circulated)

The report of the Head of Environmental Health Services was submitted informing Members of the comments received as a result of the consultation exercise in respect of the Draft Licensing Policy, which is a requirement of the Licensing Act 2003.

Scrutiny Committee – Community considered the report at their meeting on 6 November and their comments and support were noted. Executive noted the summary of representations and the Council’s responses. They were pleased to note that the Licensing policy had been demonstrated to be robust and only minor alterations had been proposed.

RECOMMENDED that the revised Licensing Policy be approved, to take effect from 7 January 2008.

(Report circulated)

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

Scrutiny Committee – Community considered the report at their meeting on 6 November and their comments will be reported.

(Report circulated)

The report of the Head of Leisure and Museums was submitted outlining the results of the feasibility study into the suitability of Clifton Hill as a site for a new pool to replace Pyramids, and sought approval for development funding of up to £85,000 to obtain a RIBA Stage C design for a 25 metre 8 lane pool.

Scrutiny Committee – Community considered the report at their meeting on 6 November and their comments and support were noted.  Members endorsed their support for a high quality facility and recognised that this would attract greater income in future years. They were pleased that it had been possible to identify a City Centre site maximising public access. They noted that officers would be spending development time with clubs to discuss their requirements in more detail.

RECOMMENDED that:-

(1)        the intention to build a new 8 lane 25 metre swimming pool at Clifton Hill to replace Pyramids be confirmed subject to it being affordable within the framework of the Council’s current medium term financial plans;

(2)        the Council proceeds to the appointment of a design team; and

(3)        funding is allocated for the procurement of architectural services to design a 25 metre 8 lane pool to RIBA Stage C level of detail.

(Report circulated)

To consider the report of the Head of Housing Services.

Scrutiny Committee – Community considered the report at their meeting on 6 November and their comments will be reported.

(Report circulated)

The report of the Head of Housing Services was submitted seeking approval for the purchase of Glencoe, Alphington Street, Exeter for use as emergency accommodation for homeless families. The Director Community and Environment reported that the current owners had obtained planning permission and that Estates Services had agreed a purchase price.

Scrutiny Committee – Community considered the report at their meeting on 6 November 2007 and their comments and support were noted.  Executive welcomed the proposal and the flexibility that this would offer in terms of housing homeless households.

RESOLVED:-

(1)        to note that planning permission had been granted to use the property as a hostel; and

(2)        that the Head of Estates, in consultation with the Director Community & Environment and Portfolio Holder for Housing and Social Inclusion, be authorised to purchase Glencoe subject to the cost of the purchase price and any capital works required being within the budget set out in the Appendix to the report.

(Report circulated)

To consider the report of the Head of Housing Services.

Scrutiny Committee – Community considered the report at their meeting on 6 November and their comments will be reported.

(Report circulated)

The report of the Head of Housing Services was submitted seeking approval for the revised Disabled Adaptations Policy and Procedure following a comprehensive review.

Scrutiny Committee – Community considered the report at their meeting on 6 November 2007 and their comments and support were noted.

RESOLVED that:-

(1)        the Disabled Adaptations Policy and Procedure document be adopted; and

(2)        performance information relating to this new policy is included within the Housing Unit’s Performance Digest.

(Report circulated)

To consider the report of the Head of Housing Services.

Scrutiny Committee – Community considered the report at their meeting on 6 November and their comments will be reported.

(Report circulated)

The report of the Head of Housing Services was submitted seeking approval to make the post of Temporary Accommodation Manager (CE06216) within the Housing Services Unit permanent.

Scrutiny Committee – Community considered their report at their meeting of 6 November and their comments and support were noted. Executive members were pleased to note the success of the postholder and congratulated the team on their hard work and success on the Extralet scheme.

RESOLVED that the post of Temporary Accommodation Manager (CE06216) be made permanent from 8 September 2007.

(Report circulated)

To consider the report of the Head of Administration and Parking Services.

(Report circulated)

The report of the Head of Administration and Parking Services was submitted informing Members of the proposed introduction of a Civil Parking Enforcement scheme for Devon from May 2008 and seeking in principle support from Executive for this Council to enter into appropriate partnership arrangements with the County Council and other Districts to deliver the scheme effectively. The Devon and Cornwall Constabulary had announced their intention to withdraw from on-street parking enforcement , via the traffic warden service, with effect from 1 April 2008.

Councillor Prowse attended this meeting and spoke on this item under Standing Order 44. He recorded his concern that Devon County Council had not progressed the initiative with more haste in view of the significant work that was involved in introducing an integrated scheme covering both on and off-street parking enforcement.  He was particularly concerned about the difficulty of reviewing and advertising traffic orders within the required timescale and expressed his view that the Police and County Council had significantly under-resourced the project.

The Director Economy and Development reported that he shared concerns about the challenging timetable for the project but looked forward to a position whereby the Council controlled on and off-street parking  He acknowledged that it would be important to ensure that staff affected were trained for and comfortable with their new roles.

Members were aware that the position of Exeter as a potential unitary authority would be an important factor in these discussions since it was obviously desirable to put in place arrangements that would continue to meet the City’s needs after April 2009.  They  welcomed the potential for an integrated self-financing service under the control of the City Council and believed that this would be welcomed by the public. Concerns were expressed about the low priority currently given to enforcement by the Police at present. One member commented that he had found the local beat officer to be helpful in responding to enforcement problems.

RESOLVED that:-

(1)        the proposed introduction of Civil Parking Enforcement be noted and the County Council’s application to the Department for Transport be supported subject to further discussion and agreement on the financial and operational details of implementation; and

(2)        any decisions about Civil Parking Enforcement that are required to meet the Department for Transport timescale be delegated to the Director Economy & Development, in consultation with the Leader and Portfolio Holder for Sustainable Development and Transport.

(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 the designation of a new Conservation Area Appraisal and Management Plan and to further consultation on an Article 4(2) Direction.

Councillor Prowse attended this meeting and spoke on this item under Standing Order 44.  He reported the mixed views of residents on the application for the Article 4(2) Direction  and the debate on the issue at the Planning Member Working Group.  He requested that further consultation takes place before the final decision is made. Whilst acknowledging the differing views on the issue, Executive members supported the recommendation of the Planning Member Working Group to pursue the Article 4(2) Direction.

RESOLVED that Taddyforde is designated a Conservation Area, the Appraisal and Management Plan is adopted and a blanket Article 4(2) Direction is pursued.

(Report circulated)

To consider appointments to outside bodies.

                                                      (Schedule attached)

RECOMMENDED that the following appointments be considered by Council:-

(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 items 14 and 15 on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1,2 and 3 of Part I, 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 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 Housing Services and the Head of Contracts and Direct Services seeking approval to waive Contract Regulation C2.4 in relation to the gas central heating servicing repairs and maintenance contract.

(Report circulated to Members)

The report of the Head of Housing Services was submitted seeking approval to waive Contract Regulation C2.4 regarding tendering of construction contracts exceeding £75,000 in value in relation to gas central heating servicing repairs and maintenance.

RESOLVED that Contract Regulation C2.4 be waived such that the existing contract with KS Engineering, in relation to gas central heating servicing repairs and maintenance to the Council’s housing stock, be extended from 1 April 2008 to 31 March 2010 with the contract being subject to annual review and the other terms as set out in the report.

(Report circulated to Members)

To consider the report of the Head of Administration and Bereavement Services on a proposed restructure of the service.

(Report circulated to Members)

The report of the Interim Head of Administration and Bereavement Services was submitted seeking approval for the restructuring of the Administration and Bereavement Services Unit within the Community and Environment Directorate in order to improve efficiency and productivity and reduce costs by an estimated £230,000 over the next five years.

RESOLVED that:-

(1)        the proposed restructuring of the Administration and Bereavement Services Unit with effect from 1 December 2007 be approved as detailed above; and

(2)        the employment of the holder of the post of Bereavement Services Manager CE02122 be terminated on the grounds of redundancy on 30 April 2008 in accordance with the provisions of Regulation 26 of the Local Government Pension Scheme Regulations 1997 with compensation being paid to the holder of the post in accordance with the discretion exercised by the Council under the provisions of the Local Government (Early Termination) (Discretionary Compensation) (England and Wales) Regulations 2006 and the post be deleted from the establishment.

(Report circulated to Members)