Agenda, decisions and minutes

Executive
Tuesday 11th June 2019 5.30 pm

Venue: Rennes Room, Civic Centre, Paris Street, Exeter

Contact: John Street, Corporate Manager Democratic & Civic Support  Telephone 01392 265106 or email  john.street@exeter.gov.uk

Items
No. Item

50.

Minutes pdf icon PDF 122 KB

To approve and sign the minutes of the meeting held on 9 April 2019.

Minutes:

The minutes of the meeting held on 9 April 2019 were taken as read, approved and signed by the Chair as correct.

 

51.

Declarations of Interest

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.

 

 

Minutes:

No declarations of disclosable pecuniary interest were made.

 

52.

Towards Carbon Neutral Exeter pdf icon PDF 80 KB

To consider the report of the Programme Director for Exeter City Futures and the Deputy Leader & Portfolio Holder for Climate and Culture.

 

Additional documents:

Decision:

Agreed

RECOMMENDED that:-

 

(1)  Executive recommends, that Council declare a ‘Climate Emergency’;

 

(2)  Executive are minded to recommend the following to the Council on 23 July, subject to detailed consideration by a special meeting of Place Scrutiny, scheduled for 18 June 2019, with the results of that consideration being reported back to Executive on 9 July 2019;

 

(3)  The carbon neutral target for Exeter is framed in a way that links to wider regional targets. This shows Exeter’s intention to decrease its emissions without increasing emissions in the wider region;

 

(4)   Exeter City Council commit to their operations becoming carbon neutral ahead of the 2030 date and mobilise resource to develop internal plans to deliver the target.

 

(5)   Exeter City Council request a “Carbon Neutral Delivery Team” is convened by ECF CIC to establish a city plan for delivery that builds on the Energy Independence Roadmap produced by ECF CIC and uses the 12 Goals as the basis of the approach (see Appendix 1 to this report for a list of the Goals). The Zero Carbon delivery team will:

 

o   Draw together existing evidence and data to establish baseline state of the City presented under each of the 12 Goals.

o   Conduct a full audit of the City to highlight gaps between current plans and what is required to achieve zero carbon

o   Define a clear city plan showing outcomes that will need to be met to deliver zero-carbon, how existing activities support and where there are gaps.

o   Identify immediate opportunities and crucial first steps

 

 

(6)  Exeter City Council commit resource to be part of the Zero Carbon Delivery Team and, due to the urgency required, co-locate those resources with ECF CIC to ensure that the City Council is leading by example and sharing learning with other ECF CIC Member organisations and the wider ECF CIC Partner Network. (A list of current members of the ECF CIC Partner Network is provided in Appendix 2 to this report);

 

(7)  Exeter City Futures CIC be requested to convene “Carbon Neutral Mandate Group” through a series of summits to validate, challenge and endorse the Roadmap produced by the Zero Carbon working group.

 

(8)  That Exeter City Council support the work of the Devon Climate Emergency Response Group (CERG) and note the outcomes and recommendations including a "Peoples Assembly." The attached paper should be considered by the Place Scrutiny Meeting at their meeting to be held on 18th June 2019.

Reason for Decision:

As set out in the report.

 

 

 

 

Minutes:

The Portfolio Holder, Climate and Culture, presented the report, stating that on 15th March 2019, Exeter City Council, declared its commitment to make Exeter a Carbon-Neutral City by 2030, which was aligned to the vision for the City. Exeter had a world-class reputation in climate and environmental research and had pioneered Passivhaus standards in the UK, deployed renewable generation across its public sites and delivered large-scale district heating networks, over the past decade.

 

The Portfolio Holder introduced Dr Liz O’Driscoll, Programme Director with Exeter City Futures, who explained that in 2016, Exeter City Council and Global City Futures had established Exeter City Futures Community Interest Company (ECF CIC), as an organisation to bring stakeholders together to identify and implement plans towards carbon neutral.  Since then, other organisations in the City had joined this partnership including the Exeter University, College, Devon County Council, and the Royal Devon and Exeter Hospital.  

 

During discussion, the following points were raised:-

 

-       That there had been some confusion with the wording used in the report, particularly the use of the terms Carbon Neutral and Zero Carbon, which it was noted meant different things.  The Programme Director confirmed that the wording Carbon Neutral should be used throughout the report, including in two of the recommendations which were changed accordingly;

-       That the Leader had recently attended a meeting of Devon Leaders which had discussed this matter.  He consequently moved that there be an additional recommendation added to those published (listed as number 8 below), and that the report considered by that meeting should be similarly considered by the Special Place Scrutiny Committee scheduled for 18th June 2019;

-       That extensive consultation work had been undertaken by Exeter City Futures (ECF) which had resulted in the creation of 12 goals towards which each all partner organisations would aspire to meet the target of a carbon neutral city by 2030.

 

 

RECOMMENDED that:-

 

(1)  Executive recommends, that Council declare a ‘Climate Emergency’;

 

(2)  Executive are minded to recommend the following to the Council on 23 July, subject to detailed consideration by a special meeting of Place Scrutiny, scheduled for 18 June 2019, with the results of that consideration being reported back to Executive on 9 July 2019;

 

(3)  The carbon neutral target for Exeter is framed in a way that links to wider regional targets. This shows Exeter’s intention to decrease its emissions without increasing emissions in the wider region;

 

(4)   Exeter City Council commit to their operations becoming carbon neutral ahead of the 2030 date and mobilise resource to develop internal plans to deliver the target.

 

(5)   Exeter City Council request a “Carbon Neutral Delivery Team” is convened by ECF CIC to establish a city plan for delivery that builds on the Energy Independence Roadmap produced by ECF CIC and uses the 12 Goals as the basis of the approach (see Appendix 1 to the report presented to the meeting, for a list of the Goals). The Zero Carbon delivery team will:

 

o   Draw together existing evidence  ...  view the full minutes text for item 52.

53.

Empty Homes Strategy 2019 - 2022 pdf icon PDF 95 KB

To consider the report of the Environmental Health and Licensing Manager.

 

People Scrutiny Committee considered the report at its meeting on 6 June 2019 and its comments will be reported.

 

Additional documents:

Decision:

Agreed

RECOMMENDED that the Executive support and the Council adopt the 2019-2022 Empty Homes Strategy.

 

Reason for Decision:

As set out in the report.

 

 

 

 

Minutes:

The Portfolio Holder, Supporting People, presented the report which set out the new 2019-2022 Empty Homes Strategy including the key objectives, actions and methodology for achieving them. She explained the importance of having an empty homes strategy which set out the measured targets, links with other departments to provide a joined up housing service and the potential of increased revenue through the use of new homes bonus.

 

People Scrutiny Committee considered the report at its meeting on 6 June 2019 and its comments were reported.

 

The contents of the strategy were supported, with officers being wished success with its implementation.

 

RECOMMENDED that the Executive support and the Council adopt the 2019-2022 Empty Homes Strategy.

 

54.

Adoption of Hoarding in Council Properties Policy pdf icon PDF 74 KB

To consider the report of the Service Lead – Housing Tenancy Services. 

 

People Scrutiny Committee considered the report at its meeting on 6 June 2019 and its comments will be reported.

 

Additional documents:

Decision:

Agreed

RECOMMENDED that the Executive support and Council approve the adoption of the Hoarding in Council Properties Policy, including the revised wording to section 9 of the policy.

 

Reason for Decision:

As set out in the report.

 

 

 

 

Minutes:

The Portfolio Holder, Council Housing Development and Services, presented the report which set out the draft policy in relation to Hoarding in council properties, which was becoming more of a prevalent issue in both the social and private housing sector and presented a number of risks, as outlined in the report presented to the meeting. Hoarding was a complex area of work and under the Equality Act 2010 people who hoarded or cluttered were recognised as having a mental illness and were considered to have a protected characteristic. The policy would provide officers with clear guidelines on how to approach this challenging area of work.

 

People Scrutiny Committee considered the report at its meeting on 6 June 2019 and its comments were reported, including revised wording to section 9 of the policy, which was accepted by the Executive as appropriate.

 

During discussion, members wished the hard work of Council staff in developing this policy, as well as dealing with tenants who exhibit hoarding tendencies, to be recorded.

 

RECOMMENDED that the Executive support and Council adopt the Hoarding in Council Properties Policy.

 

55.

Proposal to adopt an updated Animal Licensing Policy pdf icon PDF 184 KB

To consider the report of the Environmental Health and Licensing Manager.

 

Licensing Committee considered the report at its meeting on 28 May 2019 and its comments will be reported.

 

Additional documents:

Decision:

Agreed

RECOMMENDED that the Executive support and Council be requested to adopt the Policy

 

Reason for Decision:

As set out in the report.

 

 

 

 

Minutes:

The Portfolio Holder, Equalities, Diversity and Communities, presented the report which detailed the updated Animal Licensing Policy. She informed Members that, following the changes made by the Department for Food and Rural Affairs (DEFRA) a revised policy had been developed, which updated the current Animal Licensing Policy, which had been approved by the Licensing Committee on 31 October 2017. The original policy had been developed following a consultation process with DEFRA and had earned Exeter City Council a silver award from the RSPCA in October 2018.

 

The Licensing Committee considered the report at its meeting on 28 May 2019 and its comments were reported.

 

RECOMMENDED that the Executive support and Council adopt the Animal Licensing Policy.

 

56.

Review of the Constitution pdf icon PDF 61 KB

To consider the report of the Corporate Manager Democratic & Civic Support and the City Solicitor & Head of HR.

 

Additional documents:

Decision:

Agreed

RECOMMENDED that a small cross party Working Group be established to review the Council’s Constitution, in accordance with the submitted Terms of Reference.

 

 

Reason for Decision:

As set out in the report.

 

 

 

 

Minutes:

The Leader of the Council presented the report which set out a proposal to set up a small cross party Working Group to review the Council’s constitution. He explained that he had requested a review of the Council’s constitution to ensure that it remained fit for purpose, and continued to provide an efficient and effective decision making process for the Council.

 

The Corporate Manager, Democratic & Civic Support, and City Solicitor & Head of HR, had prepared terms of reference for the working group, following discussion with the Leader of the Council, which were provided as part of the report.

 

The Leader stated that it was not an intention of this review, and any recommendations arising therefore, to increase the overall budget for Members’ Allowances.

 

It was noted that once the Working Group had met, its recommendations would be presented to a future meeting of the Executive, with its recommendations then being considered by Council. 

 

RECOMMENDED that a small cross party Working Group be established to review the Council’s Constitution, in accordance with the submitted Terms of Reference.

 

57.

Honorary Alderman pdf icon PDF 89 KB

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

 

Decision:

Agreed

RECOMMENDED that in accordance with Section 249 of the Local Government Act 1972, the Right Worshipful the Lord Mayor be requested to convene an Extraordinary meeting of the Council, on the rising of the Ordinary meeting of the Council on 23 July 2019, to consider granting the position of Honorary Alderman of the City to Mr Percy Prowse.

 

Reason for Decision:

As set out in the report.

 

 

 

 

Minutes:

The Corporate Manager Democratic & Civic Support presented the proposal to offer the position of Honorary Freeman of the City to Mr Percy Prowse, in recognition of his outstanding service to the Council over his 12 years of office on the Council, which included his time as Lord Mayor in 2014. He explained that under Section 249 of the Local Government Act 1972, the Council had the power to grant the position of Honorary Alderman of the City to any individual who it felt had given eminent service to the City.

 

RECOMMENDED that in accordance with Section 249 of the Local Government Act 1972, the Right Worshipful the Lord Mayor be requested to convene an Extraordinary meeting of the Council, on the rising of the Ordinary meeting of the Council on 23 July 2019, to consider granting the position of Honorary Alderman of the City to Mr Percy Prowse.

 

58.

Outside Bodies List pdf icon PDF 159 KB

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

Additional documents:

Decision:

Agreed

RESOLVED

 

(1)  that the appointments contained within the appendix presented to the meeting, be made with immediate effect, due to the fact that some of the bodies are meeting before the scheduled meeting of the Council on 23rd July

 

 

(2)  the Corporate Manager Democratic and Civic Support be granted delegated powers, in consultation with the Group Leaders, to appoint, when necessary, representatives to outside bodies during the course of the Municipal Year.

 

Reason for Decision:

As set out in the report.

 

 

 

 

Minutes:

The Corporate Manager Democratic & Civic Support presented the report on appointing Members to serve on outside bodies, to ensure that the Council was represented on the outside bodies.  He requested that in view of many of the organisations upon which it was being recommended that the Council should be represented, meeting before the scheduled Council meeting on 23rd July 2019, that all appointments contained in the report presented, be confirmed with immediate effect.

 

RESOLVED that the nominees contained in the report presented to the meeting, and as attached as Appendix A to these minutes, be confirmed with immediate effect.

 

RECOMMENDED that the Corporate Manager Democratic and Civic Support be granted delegated powers, in consultation with the Group Leaders, to appoint, when necessary, representatives to outside bodies during the course of the Municipal Year.

 

59.

Leisure Complex and Bus Station Programme Board Minutes pdf icon PDF 546 KB

To receive the minutes of the meeting held on 25 April 2019.

Decision:

Agreed

RESOLVED that the minutes of the Leisure Complex and Bus Station Programme Board meeting held on 25 April 2019 be received and, where appropriate, adopted.

 

Reason for Decision:

As set out in the report.

 

 

 

 

Minutes:

The minutes of the Leisure Complex and Bus Station Programme Board meeting held on 25 April 2019 were submitted. 

 

The Portfolio Holder, Leisure & Physical Activity, advised the Executive that he would be asking for site visits to the St Sidwell’s Point building site, to be made available to all councillors.

 

RESOLVED that the minutes of the Leisure Complex and Bus Station Programme Board meeting held on 25 April 2019 be received and, where appropriate, adopted.

 

60.

Local Government (Access to Information) Act 1985 - Exclusion of Press and Public

It is considered that the Committee would be unlikely to exclude the press and public during consideration of any of the items on the agenda, but if it should wish to do so, the following resolution should be passed:-

 

RECOMMENDED 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 particular item(s) on the grounds that it (they) involve(s) the likely disclosure of exempt information as defined in the relevant paragraphs of Part 1, Schedule 12A of the Act

 

Decision:

Agreed

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 items 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.

 

Reason for Decision:

As set out in the report.

 

 

 

 

Minutes:

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. 

 

61.

Urgent Item for Noting - 30 and 31 High Street

Decision:

Agreed

It was noted that a decision had been taken by the Chief Executive in conjunction with the Leader of the Council and Chair of Corporate Services Scrutiny Committee, to restructure the existing leases at 30 and 31 High Street, Exeter

 

Reason for Decision:

As set out in the meeting.

 

 

 

Minutes:

The Chair informed Executive, that he had agreed to the following matter being considered as urgent business, due to the need to expedite the decision contained therein, which would be commercially adversely affected if it waited until the next scheduled meeting of the Executive. He confirmed that this was in accordance with the Council’s constitution, and was for noting only.

 

RESOLVED that it be noted that a decision had been taken by the Chief Executive & Growth Director, in conjunction with the Leader of the Council and Chair of Corporate Services Scrutiny Committee, to restructure the existing leases at 30 and 31 High Street, Exeter.