Agenda, decisions and minutes

To approve and sign the minutes of the meeting held on 6 February 2024.

The minutes of the meeting held on 6 February 2024, were taken as read, approved, and signed by the Chair as a correct record.

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 receive questions relating to items on the Agenda from members of the public and responses thereto.

Details of questions should be notified to the Democratic Services Manager by 10.00am at least three working days prior to the meeting. Further information about speaking at a committee can be found here: Speaking at a Committee

No questions from members of the public were received.

To consider the report of the Director Finance.

Agreed:

RESOLVED that Executive note the Corporate Risk Register and propose any necessary actions to help mitigate the risks for which it is responsible.

Reason for Decision: As set out in the report.

The Executive received the quarterly update report on the Council’s risk management progress and the revised Corporate Risk Register which was linked to the Council’s Strategic Priorities. The register had been updated by Directors in consultation with their Portfolio Holders and there were no significant risks added to the register.

Opposition group leaders spoke on the item and made the following points:-

·    Cllr Mitchell – enquired on whether officers would include recommendations in future reports for the Executive to consider.

·    Cllr Moore – enquired on the Portfolio Holders’ role in contributing to the review of the risk register.

The Leader advised that the recommendations were on proposing any necessary actions to help mitigate the risks where it was possible, and that Portfolio Holders had already held discussions with the Directors.

RESOLVED that Executive note the Corporate Risk Register and propose any necessary actions to help mitigate the risks for which it is responsible.

To consider the report of the Director of City Development.

Agreed:

RESOLVED that the Consultation Statement documenting the consultation responses of the Supplementary Planning Document attached as Appendix A of report be noted.

RECOMMENDED that Council approve the adoption of the updated and revised Householder's Guide: Design of Extensions and Alterations SPD attached at Appendix B of the report.

Reason for Decision: As set out in the report.

The Executive received the report which set out the details of a review and update to the Council’s Householder's Guide: Design of Extensions and Alterations Supplementary Planning Document (SPD) which was first adopted in 2008.

The updates had focussed on aligning the document with the policy and the Council’s residential design guide and a 12-week consultation was held between 23 October 2023 and 12 January 2024. During this process the document title had been changed and 24 responses received. Six responses were from organisations such as the Environment Agency with a focus on flood risk and all comments had been collated to revise the document for adoption.

Opposition group leaders spoke on the item and made the following points:-

·    Cllr Moore – expressed concern that cycle stores in front gardens required planning permission and that dropped kerbs wouldn’t. She commented on the government consulting on permissive development rights and the potential danger of the Council policy falling out of sync with government policy.

She welcomed the biodiversity and sustainable urban drainage sections, but expressed concern that there was no mention of the increasing trend in replacing gardens with artificial grass.

·    Cllr Mitchell – enquired on the ability to make future amendments to the document; and

·    Cllr Jobson – welcomed the report.

During the discussion Members made the following points:-

·    the work undertaken in developing the document was welcomed;

·    how much influence did national regulations have on the document? and

·    was there anything in the consultation feedback that changed the document?

The Portfolio Holder for City Development expressed her thanks to the officers for the work undertaken, especially around the other larger volumes of work being undertaken. She advised that:-

·    cycle parking was a national matter, in which planning permission was required for building at the front of a house;

·    planning permission wasn’t required for a dropped kerb, and only required for flat surfaces where water could not be drained away; and

·    planning permission wasn’t required artificial grass, which was a permeable surface and therefore had not been included in the document

The Assistant Planning Manager advised the document could be amended as required, but it was best practice to allow time for the document to be in operation before further updates were considered.

RESOLVED that the Consultation Statement documenting the consultation responses of the Supplementary Planning Document attached as Appendix A of report be noted.

RECOMMENDED that Council approve the adoption of the updated and revised Householder's Guide: Design of Extensions and Alterations SPD attached at Appendix B of the report.

To consider the report of the Director Net Zero Exeter & City Management.

Agreed:

RECOMMENDED that Council approves the adoption of Tree and Woodland strategy 2023-2033.

Reason for Decision: As set out in the report.

The Executive received the report on the new Tree and Woodland Management Strategy, which provided best practice in regard to the maintenance and welfare of the Council’s tree and woodland estate. Adoption of the Strategy would formalise the standard operating procedures and set the vision for the development of Exeter’s tree estate.

Particular reference was made to:-

·         the draft strategy was subject to a public consultation, in which 330 responses were received, with strong support for the recommendations in the report;

·         two objections focussed on the objectives of maintaining a comprehensive tree inventory and increasing the city canopy cover to 30%;

·         there was a typo in the strategy, relating to the canopy cover, in which the actual baseline canopy was 20.2% citywide;

·         the Council was already delivering tree services and operations aligned with the strategy, and was now seeking to standardise the operating procedures for the development of Exeter's tree estate; and

·         no additional funding or resources were being sought at this stage.

Councillor Ketchin, having given notice under Standing Order No. 44, spoke on this item and made the following points:-

·         Devon County Council needed to be engaged as a major stakeholder for areas with low tree canopy cover and for issues such as roadside improvement, air quality, and high visibility elements related to public enjoyment;

·         there needed to be something in the document for stakeholders to encourage Devon County Council to be a part the vision;

·         when trees were felled or badly damaged, the Tree Protection Order (TPO) could follow other local Councils in using a 3:1 ratio replacement strategy;

·         the Council’s 10% biodiversity rule may not be enough for areas with an absence of tree cover and the strategy would support planning matters for areas with an absence of tree cover;

·         funding options for planting in new areas could be a source of capital and there were options for citizen funded routes for local communities. It cost around £800 to plant a tree and would encourage community engagement.

The Leader advised that questions had been received from Councillor Moore, which the Executive had considered wouldn’t change the recommendations. The Leader advised that he would circulate the responses and would also be appended to the minutes.

Opposition group leaders spoke on the item and made the following points:-

·    Cllr Moore – had submitted questions, which the questions and responses are appended to the minutes. She also enquired on whether the strategy had enough funding to be progressed.

·    Cllr Jobson – welcomed the report and thanked the officers involved.

During the discussion Members commended the report and made the following points:-

·    thanks were made to the officers for the work undertaken in writing the report and to the Portfolio Holder for Place & City Management;

·    the consultation was welcomed and reflected the importance of trees to residents, and their environmental, well-being and economic benefits;

·    the strategy addressed how the Council tackled the ecological crisis in the city;

·    Exeter had a higher canopy cover than most other authorities, with some wards  ...  view the full minutes text for item 41.