Agenda, decisions and minutes

Councillors are reminded of the need to declare any disclosable pecuniary interests that relate to business on the agenda and which have not already been included in the register of interests, before any discussion takes place on the item. Unless the interest is sensitive, you must also disclose the nature of the interest. In accordance with the Council's Code of Conduct, you must then leave the room and must not participate in any further discussion of the item.  Councillors requiring clarification should seek the advice of the Monitoring Officer prior to the day of the meeting.

No declarations of disclosable pecuniary interests were made.

To consider the recommendations of the Scrutiny Committee’s that Executive are asked to re-establish a cross party working group to look into the future workings of Scrutiny and to bring back proposals to Executive and then, subject to approval, put before Full Council.

The Corporate Manager Democratic and Civic Support advised of the recommendations of all three Scrutiny Committees on the establishment of a cross party working group to look into the future workings of scrutiny. The proposals should be brought back to Executive and then, subject to approval, be put to Full Council.

Councillor Shiel spoke under Standing Order no.44. He raised concerns regarding the changes proposed to the original recommendations of the task and finish group. He felt that the proposal would delay the good work that the task and finish group had already undertaken. The task and finish group meetings had been conducted in a democratic way and the Leader of the Council had been invited to attend.

Members discussed the role of scrutiny as a critical friend and the need for the Council to have a robust scrutiny process to ensure that Councillors were held to account.

Whilst the majority of Members supported the formation of a cross party working group to look into the future workings of Scrutiny, other Members had concerns regarding the merits of establishing a cross party working group in light of the previous work that had already taken place on the Scrutiny process.

RECOMMENDATION to Council that a cross party working group be established to look into the future workings of scrutiny and that the proposals are brought back through Executive to Full Council.

(In accordance with Standing Order 43, Councillors Mrs Henson and Fullam requested that their names be recorded as having absented from voting)

To consider the report of the Corporate Manager Democratic and Civic Support.

To consider the report of the Human Resources Business Manager.

Scrutiny Committee – Resources considered the report at its meeting on 29 January 2013 and its comments will be reported.

The report of the Human Resources Business Manager was submitted seeking approval to the Council’s Annual Pay Policy Statement 2014/15 which must be approved by Full Council each financial year in line with legislation. The policy included the introduction of Full Council approval for severance payments in excess of £100,000 to be effective from 1 April 2014 for decisions taken on or later than that date.

Scrutiny Committee – Resources considered the report at its meeting on 22 January 2014 and the support and comments of the Members were noted.

RECOMMENDED to Council that the Pay Policy Statement 2014/15 be adopted and published in accordance with legislation.

To consider the report of the Assistant Director Finance.

Scrutiny Committee – Resources considered the report at its meeting on 29 January 2013 and its comments will be reported.

The report of the Assistant Director Finance was submitted, seeking adoption by the Council of the Treasury Management Strategy report, incorporating the Annual Investment Strategy 2014/15, as required under section 15(1)(a) of the Local Government Act 2003. The maximum that could be lent to any one organisation, other than the UK Government, would be £5 million and for an individual bank the limit would be £3 million. 

The Assistant Director Finance clarified that there was no limit on the amount of funds that could be placed in the United Kingdom and investments in Foreign Countries would be limited to £3 million per country.

Scrutiny Committee – Resources considered the report at its meeting on 22 January 2014 and the support and comments of the Members were noted.

RECOMMENDED to Council to adopt the new Treasury Management Strategy and delegations contained therein.

To consider the report of the Assistant Director Finance.

Scrutiny Committee – Resources considered the report at its meeting on 29 January 2013 and its comments will be reported.

The report of the Assistant Director Finance was submitted setting out the proposed 2014/15 prudential indicators for capital finance for adoption by the Council and setting the annual statement for Minimum Revenue Provision (MRP). The report set out the maximum that the Section151 Officer was allowed to borrow to cover the Operational Boundary and day to day Cashflow needs of the Council.

Scrutiny Committee – Resources considered the report at its meeting on 22 January 2014 and the support and comments of the Members were noted.

RECOMMENDED to Council to adopt the:-

(1)          Prudential Indicators set out in Appendix A–C; and

(2)          Annual Statement of Minimum Revenue Provision for the Council.

To consider the report of the Assistant Director Finance.

To consider the report of the Assistant Director City Development.

The report of the Assistant Director City Development was submitted seeking views on a draft Development Brief for South West Alphington and approval of arrangements for public consultation on the Development Brief, in advance of its adoption as a Supplementary Planning Document.  The Brief related to the Council’s purpose to ‘deliver good development’.

Members were updated on the background, the content of the Draft Development Brief, the public consultation and the comments from the Alphington Village Forum. It was proposed that the Development Brief be subject to wider public consultation so that it could be adopted as a Supplementary Planning Document. Planning Member Working Group had supported the document.

Councillor Clark spoke under Standing Order no.44. She was speaking at a Local Ward Councillor and representing the Alphington Village Forum. She was concerned that any development should protect the character of the existing area, asked who had assessed the gross developable area and was of the view that the maximum density should be 30 dwellings per hectare.

Councillor Ruffle spoke under Standing Order no.44. He had concerns regarding traffic congestion which would be exacerbated by the impact of the development in neighbouring Teignbridge and stated that self enforcing 20mh zones were essential. He questioned if the density proposed included 72 and 76 Chudleigh Road and if the proposed allotments would be able to be used by those allotment holders that would be displaced from the allotments near the school.

The Chair thanked the officers involved for all their hard work and welcomed the input by Alphington residents in the consultation process. She stated that a Devon County Council Highways representative had attended Planning Member Working Group and Members had raised with him the issue of a road layout which limited speeds to 20mph.

Members discussed the highway impact, speed reducing measures such as chicanes and the need to protect the skyline of the city. Hopefully Alphington residents would benefit from the New Homes Bonus grant by applying for community funds from the Council’s budget that it set aside from this grant for community projects.

The Portfolio Holder for Housing and Customer Access welcomed the 35% affordable housing and allotments whilst recognising that there was a need to be realistic about the density. 

The Assistant Director City Development clarified that the Alphington Forum proposed maximum density was inconsistent with the Council’s policy; the gross developable area had been calculated by the Council although this would need to be confirmed with the developer; 72 and 76 Chudleigh Road were not included in the density; and that it was a planning law requirement that only new residents could apply for the proposed new allotments.

RESOLVED that:-

(1)        the draft Brief be approved as a basis for public consultation; and

(2)         authority be delegated to the Assistant Director City Development, in consultation with the Portfolio Holder City Development, to agree any further minor editorial amendments required prior to publication.

To consider the report of the Assistant Director Customer Access.

The report of the Assistant Director Customer Access was submitted providing a review of the data that related to the Thursday late night opening pilot for Civic Centre-based services. The report also sought Members’ views on future opening hours for the relevant services. The report was presented in the context of the Council’s Customer Access work to determine the best way to respond to customers’ needs  and it was highlighted that the proposed hours could change in the future as a result of work to determine the most responsive and cost effective channels in which to meet customers’ needs.

The Assistant Director for Customer Access updated Members on the data gathering exercise and the proposals to alter the opening hours from 8:30am-5pm Monday to Friday and 8:30am to 7pm Thursday to 9am to 5pm Tuesday, Wednesday and Friday  and 9am to 6pm on Monday and Thursday. The hours of the Customer Service Centre would be continually reviewed to ensure that the opening hours met the demands and needs of the customer.

The Portfolio Holder for Housing and Customer Access stated that the demands of customers would be kept under review and that work was being done to redevelop the Council’s order to promote service delivery on line where appropriate.

The Assistant Director Customer Access clarified that due to the need for consultation with staff and stakeholders, it was anticipated that the revised hours would not come into force until at least the end of February. The cost of the Pilot was £22,314 which included publicity and staff overtime costs.

Members agreed that the current opening hours should be amended at the same time as commencing the new hours. It was noted that consultation with staff was taking place to identify and resolve any issues.

RESOLVED that:-

(1)       efforts to ensure that the staff resources are used effectively in order to meet customer demand as part of the Council’s systems thinking approach are noted;

(2)       the revised opening hours for the CSC be effective from the completion of consultation with affected staff for the services included in the ‘Help Me’ System; and

(3)       the end date of the current pilot of opening until 7pm on Thursdaysbe no later than Mid March to allow for consultation with staff and stakeholders.

To consider the report of the Assistant Director Housing.

The report of the Assistant Director Housing was submitted requesting approval to carry out a major research project into housing need in Exeter. Members were advised that the project was in partnership with Exeter University and would be funded from Section 106 monies.

The Portfolio Holder for Housing and Customer Access Customer Access stated that this data gathering exercise would be invaluable to understand housing need and demand in Exeter.

The Portfolio Holder for Economy and Culture advised that work being undertaken by the Cost of Living Forum which would feed into this research project.

Members supported this research project noting that it would be a useful document when reviewing the council house waiting list and the Council’s allocations policy.

RESOLVED that:-

(1)          the undertaking of a Research Project to investigate housing need in Exeter and, by extension, the functioning of the housing market in Exeter, be approved, this Research Project to inform the new Housing Strategy.

(2)          the research would be carried out by Exeter University in partnership with the Council’s Housing Development Team, the total cost would not exceed £30,000 net, be noted.

To consider the report of the Assistant Director Housing.

The report of the Assistant Director Housing was submitted seeking the adoption of the Empty Homes Strategy 2014-17 which sets out how the Council would deal with privately owned empty homes within the city.  Members were advised that the Empty Homes Strategy had been developed in line with purposes in the Corporate Plan and of the five key objectives which flowed through the strategy.

Members welcomed this robust approach to bring empty homes back into use.

RESOLVED that the Empty Homes Strategy 2014-2017 be approved.

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 14 on the grounds that it involves the likely disclosure of exempt information as defined in paragraphs 2, 3 and 4 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 during consideration of the following item on the grounds that it involved the likely disclosure of exempt information as defined in paragraph 3 of Part 1, Schedule 12A of the Act. 

To consider the report of the Assistant Director Housing.

The report of the Assistant Director Housing was submitted seeking approval to tender the new gas contract operating a different service delivery model.

Members supported that way forward.

RESOLVED that thetendering of the gas contract following a different service delivery model be approved.