Agenda and draft minutes

To approve and sign the minutes of the meeting held on 16 July 2024.

The minutes of the Ordinary meeting of the Council held on 16 July 2024 were moved by the Lord Mayor, taken as read, approved and signed as correct.

To receive the Lord Mayor’s communications.

The Lord Mayor advised that he had attended the following:

·         Topsham Swimming Pool 45^th Year Celebration

·         Ukrainian Independence Day Celebration

·         Topsham Charter Day

·         the Blue Light Emergency Services Service;

·         a staff Commendation Award Ceremony;

·         the 30^th Anniversary of Isca Bowling Club; and

·         the High Sheriff’s Legal Sunday Service.

The Lord Mayor thanked the Deputy Lord Mayor for attending in his place on a number of occasions during the period.

Details of questions should be notified to Democratic Services at least three working days prior to the meeting - by 10am on Thursday 10 October 2024.

Details about speaking at Council to be found here: Public Speaking at Meetings.

The Lord Mayor reported the receipt of four questions from members of the public.

1. Question from Mr P

Has the City Council considered releasing any part of the vacant bus station site to temporarily house people who currently are sleeping on the streets? It is noted that such schemes are being used by other Councils.

The Leader gave the following response:

The Council is currently exploring options for meanwhile uses for the bus station site.  Any potential options for the site will be presented to Council for consideration before being implemented.

2. Question from Mrs S

As the answers to questions asked by the public are often technical, could it be possible to provide the answer in writing before the meeting so that a meaningful subsequent question can be asked?

The Lord Mayor and Leader responded:

Council officers have a short period of time in which to prepare answers to questions. Members of the public do not receive answers to their questions in advance of council meetings because the purpose is to ensure that questions and answers are addressed in public, with a follow-up question in order to allow further exploration of the subject matter of the question and that all things will be considered.

3. Question from Mr H

I would like the reason why work on Flowerpot Fields new changing pavilion, together with the construction of an all-weather pitch, has been allowed to continue despite Exeter College's revised plans now include classrooms but no changing facilities open for the general public and have yet to been formally approved.

The Leader gave the following response:

The works currently taking place at Flowerpot Fields are in connection with Exeter College’s original planning consent, which remains extant. While the College has submitted revised plans that include classrooms instead of the previously proposed public changing facilities, they can still proceed under the terms of their original consent until a decision is made on the new application.

We are actively monitoring the situation and communicating with the College to ensure compliance with the planning conditions.

In a supplementary question Mr H stated that this would be a betrayal of the original plans and would the community receive the promised facilities?  The Leader explained that new plans must come before Planning Committee.

The meeting was adjourned at 6.22pm and reconvened at 6.32pm.

4. Question from Ms F

Given that the Harbour Board's vision statement includes the intention to “maintain the biodiversity and ecological health” of Exeter’s waterways, is the Council willing to consider additional measures to ensure biodiversity concerns are represented on the Board, such as are taken on by forward-thinking companies such as Faith in Nature?

The Portfolio Holder for City Management gave the following response:

Exeter Harbour Board welcomes applications for external membership of the Board from suitably qualified and experienced persons; the vacancy advert explicitly includes mention of Environmental Management, ecology and conservation. Two vacancies arise annually usually in April, and these are advertised on the ECC website as well  ...  view the full minutes text for item 59.

The minutes of the Planning Committee held on 29 July 2024 were presented by the Chair, Councillor Knott, and taken as read.

In respect of Minute No. 24 (Land of Pendragon Road), Councillor Moore asked if the Executive decision would hold. The Leader responded that the Executive would not sell the land at Pendragon Road and the Deputy Lord Mayor added that planning issues were separate to ownership of land.

RESOLVED that the minutes of the Planning Committee of 29 July 2024 be received.

The minutes of the Licensing Committee of 10 September 2024 were presented by the Chair, Councillor Snow, and taken as read.

RESOLVED that the minutes of the Licensing Committee of 10 September 2024 be received.

The minutes of the Exeter Harbour Board of 5 September 2024 were presented by the Chair, Councillor R Williams, and taken as read.

In respect of Minute No. 98 (Statutory Harbour Authority Statement of Account and 2024-25 fees and charges) Councillor Read asked if more would be done to pursue income generation. Councillor R Williams responded stating that actions would appear in the minutes and that she had written to Members for ideas and had received two responses. She also reminded Members that there would be a visioning day in February 2025 and an informal meeting in December 2024 to look at short and medium-term plans.

RESOLVED that the minutes of the Exeter Harbour Board of 5 September 2024 be received.

The minutes of the Audit and Governance Committee 24 July 2024 were presented by the Chair, Councillor Wardle, and taken as read.

RESOLVED that the minutes of the Audit and Governance Committee 24 July 2024 be received.

The minutes of the Audit and Governance Committee 25 September 2024 were presented by the Chair, Councillor Wardle, and taken as read.

RESOLVED that the minutes of the Audit and Governance Committee 25 September 2024 be received.

The minutes of the Strategic Scrutiny Committee 12 September 2024 were presented by the Chair, Councillor Pole, and taken as read.

In respect of Minute No. 36 (Forward Plan of Business and Scrutiny Work Plan) Councillor Moore asked if the Portfolio Holder would share with Council, the answer given to her question. In response the Portfolio Holder for City Development stated that there was nothing more the Council could do at present as a timescale for work was in place and that she understood the frustration of the public regarding this matter.

RESOLVED that the minutes of the Strategic Scrutiny Committee 12 September 2024 be received.

The minutes of the Strata – Joint Scrutiny Committee of 17 September 2024 were presented by Councillor Knott and taken as read.

RESOLVED that the minutes of the Strata – Joint Scrutiny Committee 17 September 2024 be received.

The minutes of the Strata – Joint Executive Committee of 3 September 2024 were presented by the Leader and taken as read.

RESOLVED that the minutes of the Strata – Joint Executive Committee 3 September 2024 be received.

The minutes of the Executive of 13 August 2024 were presented by the Leader, Councillor Bialyk, and taken as read.

In respect of Minute No. 88 (Parking Tariffs 2024) Councillor Knott asked if the former bus station would become a permanent car park. Councillor Holland asked if current users would be exempt from payment as they were at present.  Councillor Banyard enquired if there was a time frame for the car park proposal and if there would be consultation.  Councillor Moore asked if there were better ideas than a temporary car park.

The Leader responded making the following points:

·         currently there were no charges at the Arena or Riverside car parks;

·         he would expect to see these issues commented upon within the consultation;

·         that the Council would be mindful of existing users;

·         that the forward plan showed Citypoint as an item on the next agenda;

·         there was an intention to work with partners to redevelop this large site;

·         that regeneration was needed not, a car park;

·         that his vision was for residential, retail, amenity space, public realm;

·         in the meantime it would be best to make use of the space;

·         the space could be used for pop-up shops; and

·         to consider obtaining a parking order.

RESOLVED that the minutes of the Executive 13 August 2024 be received.

The minutes of the Executive of 3 September 2024 were presented by the Leader, Councillor Bialyk, and taken as read.

In respect of Minute No. 92 (Relocation of Council Services based in the Civic Centre) Councillor Mitchell enquired as to the timescale. Councillor Moore sought reassurance that HRA Community Rooms would not be turned into offices and Councillor Harding asked about cycle storage at the proposed new site.

The Leader responded making the following points:

·         that the timescale would be as soon as possible, however officers’ time must be considered;

·         that he would be surprised if the Council intended to use community rooms as office space; and

·         that a travel plan would be agreed in discussion with Members and unions.

The Leader moved and Councillor Wright seconded the recommendation and, following a vote, the recommendation was carried unanimously.

In respect of Minute No. 93 (Revised Local Development Scheme 2024) Councillor Palmer asked if any co-living would be considered overdevelopment by its nature. The Leader responded that he did not believe so.

RESOLVED that the minutes of the Executive 3 September 2024 be received.

The minutes of the Executive of 1 October 2024 were presented by the Leader, Councillor Bialyk, and taken as read.

In respect of Minute No.97 (Chairs Announcements) Councillor Ketchin asked for an indication of whether there had been any interest in, or offer on the Clifton Hill site? He also enquired about the Mary Arches car park sale and closure of Exeter City Living and what debt remained.

In his response the Leader stated that there would be no shortfall, all debt had been paid and detail of this would be part two information.  He also stated that nothing had come forward so far for Clifton Hill. 

Councillor Mitchell asked of the Leader was in favour of 2-tier local government to which the Leader answered that his party were opposed to local government re-organisation but that there would be papers to share in due course.

In respect of Minute No. 99 (Air Quality Annual Status Report) Councillor Moore asked to what extent air quality improvement was as a result of actions taken. 

Councillor Moore moved and Councillor Ketchin seconded, an additional recommendation that the Council refer the report to the Director of Public Health for a response.

Councillor Read spoke in support of the recommendation. Councillor R Williams explained that discussion would take place following the Air Quality report, management area and plan for 2024, data for which would not be available until the middle of 2025 and DEFRA had suggested that the current plan be continued for another year.  Councillor Williams also clarified that she had alerted DCC officers of this today and supported this recommendation.

Councillor Pole congratulated the Council for going beyond the scope of DEFRA and believed that there was a shared aspiration for Devon to be a healthy ageing area.

In summing up Councillor Moore welcomed Councillor R Williams’ support and wished the two councils to discuss together.

Following a vote the additional recommendation was CARRIED.

The Leader moved and Councillor Wright seconded the recommendations and following a vote was CARRIED unanimously as amended.

In respect of Minute No. 101 (Overview Of General Fund Revenue Budget 2024/25 – Quarter 1) Councillor Moore expressed concern at a trend in budget and impact on services. She asked what consideration the Portfolio Holder would give to supporting staff and building a resilient council as officers were under severe pressure.

The Leader responded saying that he was unable to answer immediately but would welcome discussion with Councillor Moore the next time they met.

The Leader moved and Councillor Wright seconded the recommendations and following a vote were CARRIED.

In respect of the Minute No. 102 (2024/25 General Fund Capital Monitoring Statement – Quarter 1) Councillor Banyard and Councillor Read asked about RAMM roof and City Wall repairs including the possibility of re-opening the Rougemont archway. 

The Leader advised that detail was needed about the City Wall and that he was confident that could be obtained. He requested that Councillor Read email him to ensure that a better report  ...  view the full minutes text for item 70.

PROTECTING EXETER’S PENSIONERS FROM FUEL POVERTY

Proposed by: Cllr Michael Mitchell

Exeter City Council notes the recent announcement by the Labour Government to end universal winter fuel payments and restrict eligibility to only those in receipt of Pension Credits and other benefits.

Though many suggest that universal Winter Fuel Payments are not necessary, this Council is deeply concerned that many pensioners on lower and middle incomes will now not receive the payments. Across England and Wales, the number of people eligible for winter fuel payments will fall by 10 million (from 11.4 million to only 1.5 million).

20,384 pensioners in Exeter received winter fuel payments in 2022/23. Under the new policy only 2,240 pensioners will receive the benefit this year. 18,144 Exeter pensioners will lose this benefit under the new rules.

Council believes that the Labour Government has set the threshold at which pensioners do not qualify for Winter Fuel Payments far too low. Those whose income is less than £218.15 a week (or £332.95 a week for couples) are eligible for pension credits. This is significantly lower than the living wage rate.

Council is also concerned by the low take up of pension credit with only 63% of those eligible nationwide receiving pension credit, currently over 880,000 eligible pensioners do not receive this benefit. 

Council recognises the role we must play to increase awareness of benefits such as Pension Credit to ensure people are aware of the support they are entitled to.

Council further notes that the Energy Price Cap is due to rise by 10% in October, which combined by the removal of Winter Fuel Payments will push many local pensioners into fuel poverty. 

Council resolves to:

·         Instruct the Leader of the Council and other Group Leaders to write to the Chancellor of the Exchequer calling for the policy of linking Winter Fuel Payments to Pension Credit receipt to be immediately paused and to introduce a new threshold to determine eligibility for Winter Fuel Payments.

·         Council further requests the Leader of the Council and other Group Leaders to write to both MPs representing Exeter asking them to give their formal support to halting the proposed changes to the Winter Fuel Payment eligibility.

·         Urgently commence a significant awareness campaign to maximise uptake of pension credits and other benefits. This will include use of council noticeboards, social media, promotion in the local press and working with organisations such as Citizens Advice, Age UK and others.

Source: ALDC - Association of Liberal Democrat Councillors

Councillor M Mitchell moved and was seconded by Councillor Palmer a Notice of Motion in the following terms:-

Exeter City Council notes the recent announcement by the Labour Government to end universal winter fuel payments and restrict eligibility to only those in receipt of Pension Credits and other benefits.

Though many suggest that universal Winter Fuel Payments are not necessary, this Council is deeply concerned that many pensioners on lower and middle incomes will now not receive the payments. Across England and Wales, the number of people eligible for winter fuel payments will fall by 10 million (from 11.4 million to only 1.5 million).

20,384 pensioners in Exeter received winter fuel payments in 2022/23. Under the new policy only 2,240 pensioners will receive the benefit this year. 18,144 Exeter pensioners will lose this benefit under the new rules.

Council believes that the Labour Government has set the threshold at which pensioners do not qualify for Winter Fuel Payments far too low. Those whose income is less than £218.15 a week (or £332.95 a week for couples) are eligible for pension credits. This is significantly lower than the living wage rate.

Council is also concerned by the low take up of pension credit with only 63% of those eligible nationwide receiving pension credit, currently over 880,000 eligible pensioners do not receive this benefit.

Council recognises the role we must play to increase awareness of benefits such as Pension Credit to ensure people are aware of the support they are entitled to.

Council further notes that the Energy Price Cap is due to rise by 10% in October, which combined by the removal of Winter Fuel Payments will push many local pensioners into fuel poverty.

Council resolves to:

·         Instruct the Leader of the Council and other Group Leaders to write to the Chancellor of the Exchequer calling for the policy of linking Winter Fuel Payments to Pension Credit receipt to be immediately paused and to introduce a new threshold to determine eligibility for Winter Fuel Payments.

·         further requests the Leader of the Council and other Group Leaders to write to both MPs representing Exeter asking them to give their formal support to halting the proposed changes to the Winter Fuel Payment eligibility.

·         Urgently commence a significant awareness campaign to maximise uptake of pension credits and other benefits. This will include use of council noticeboards, social media, promotion in the local press and working with organisations such as Citizens Advice, Age UK and others.

In presenting his motion Councillor Mitchell made the following points:-

·         that over 18,000 pensioners in Exeter would lose out;

·         that only 2,240 would receive the allowance; and

·         that whilst some have asset wealth he is concerned about the impact on some of those most vulnerable in the community.

Councillor Asvachin proposed, seconded by Councillor Pole, an amendment in the following terms:-

“Exeter City Council notes that the last Conservative government wrecked our economy, leaving a £22bn black hole in the public finances. They made commitments they couldn’t pay  ...  view the full minutes text for item 71.

Proposed by: Cllr Philip Bialyk

Seconded by: Cllr Matt Vizard

“That Exeter City Council calls upon the Devon County Council as the Transport authority for Devon, to take advantage of the package of measures to empower local leaders to take control of their bus services unveiled by the Transport Secretary on 9th September 2024. The expectation is that these measures will be the first stop on the journey to better buses. Exeter City council requests that Devon as the transport authority, gives serious consideration to these powers and how they may be used in Exeter, and elsewhere in Devon, to improve bus services.

Exeter City further requests that the County Council consider creating a report into the feasibility of these proposals for Exeter and Devon. We would also urge that the County Council consider bringing strategic partners such as Exeter City Council into the discussion, as the provision of effective bus services is something that affects us all and does not recognise boundaries.”

The Leader, Councillor Bialyk, seconded by Councillor Vizard moved a Notice of Motion in the following terms:-

That Exeter City Council calls upon Devon County Council as the Transport authority for Devon, to take advantage of the package of measures to empower local leaders to take control of their bus services unveiled by the Transport Secretary on 9th September 2024. The expectation is that these measures will be the first stop on the journey to better buses. Exeter City council requests that Devon as the transport authority, gives serious consideration to these powers and how they may be used in Exeter, and elsewhere in Devon, to improve bus services.

Exeter City further requests that the County Council consider creating a report into the feasibility of these proposals for Exeter and Devon. We would also urge that the County Council consider bringing strategic partners such as Exeter City Council into the discussion, as the provision of effective bus services is something that affects us all and does not recognise boundaries.

Councillor Moore moved an amendment to include the words “and decarbonise’ which was accepted the Leader..

Councillor Jobson moved a motion to defer the matter and following a vote the motion was NOT CARRIED.

During debate, Members’ made the following points in support of the motion:

·         that following Member intervention, the P bus had been reinstated;

·         that meaningful consultation would be welcomed;

·         with a fast-growing population it would be important to have a simpler, cheaper and more reliable bus service;

·         that Cornwall had a joined-up service;

·         that the aspiration was for a bus service rather than business;

·         that bravery was needed in creating efficient public transport; and

·         that it must be acknowledged that not all areas would be covered.

Councillor Vizard having reserved his right to speak stated that a result of this motion could support Devon County Council to address the climate emergency and would take into account passenger safety and driver welfare.

The Leader in concluding stated that the Equalities Act would be important and that other areas had tap-in/tap-out systems which could benefit the city.

Following a vote, the substantive motion as amended was CARRIED.

To receive questions from Members on any matter for which the Council has powers, duties or affects the City.

In accordance with Standing Order No. 8, the following question was put by Councillor Pole to the Leader:-

“What is the position now regarding its land at Pendragon Road in Beacon Heath?”

The Leader in responding advised that the Executive had decided to not sell the land at Pendragon Road.

In accordance with Standing Order No. 8, the following question was put by Councillor Ketchin to the Leader:-

“Regarding the part sale of the Council owned Grace Road Playing Fields, if this is a purely commercial decision, a matter of making money, which is what I have been led to believe it is by the council, how does the council justify selling off this part of our precious River Valley Park?”

The Leader gave the following response:-

The proposal made is to provide an energy centre to support the delivery of a district heat network in the City, which has clear links to our corporate objectives. This clearly is a part of the decision-making process. The point in the report about best consideration determines whether we can make the decision or need to seek Secretary of State approval.

In a supplementary question, Councillor Ketchin asked the Leader if he would share documentation of a robust case from the developer for the site.

The Leader suggested that the Member meet with the appropriate Director and that he would enable this to happen.