Agenda and minutes

To sign the minutes of the meeting held on 4 March 2008.

The minutes of the meeting held on 4 March 2008 were taken as read and signed by the Chair as correct. 

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.

Members declared the following personal interests:-

A period of up to 15 minutes will be set aside to deal with questions to the Committee from members of the public.

Details of questions should be notified to the Assistant Chief Executive at least three working days prior to the meeting. Further information and a copy of the procedure are available from Member Services (Exeter 265115) also on the Council web site.

http://www.exeter.gov.uk/scrutinyquestions

In accordance with Standing Order 19, a question in respect of play facilities at Kings Heath was submitted, to which the Chair replied. A copy of the question had been circulated to Members and was made available at the meeting. The question and the reply from the Chair (in italics) is appended to the minutes.

Scrutiny Committee - Community agreed that a report providing an update on the provision of the play area at Kings Heath be submitted to the next meeting of this Committee.

To receive questions from Members of the Council to appropriate Portfolio Holders.

Details of questions should be notified to the Assistant Chief Executive at least three working days prior to the meeting. Further information and a copy of the procedures are available from Member Services (Exeter 265115) 

In accordance with Standing Order 20, a question from a Member was submitted to which the Portfolio Holder for Environment and Leisure replied. A copy of the question had been circulated to Members and was made available at the meeting.

The question and the reply from the portfolio holder (in italics) is appended to the minutes.

Councillors R.M.Hannaford (Portfolio Holder for Housing and Social Inclusion) and Mitchell (Portfolio Holder for Environment and Leisure) will present a verbal report on the priorities for the forthcoming year in light of the Committee’s work programme.

Councillor R.M. Hannaford presented the following priorities within the Housing and Social Inclusion Portfolio for the forthcoming year:-

·            Provide 100 new affordable homes for rent and look at ways we can bring more investment in affordable housing in the City. In particular we will explore new ways of obtaining land on which affordable housing can be built.

·            Explore whether we can build council housing directly with the introduction of changes to housing law.

·            Review the Older Persons Warden Service in line with the emerging Supporting People Strategy.

·            Review existing sheltered accommodation, taking account of the above service review and future projected needs.

·            Develop a Quality Management System for housing services that includes feedback/complaints/customer satisfaction/performance/costs etc. and contribute to service reviews and change implementation.

·            Start financial benchmarking through Housemark/LA benchmarking clubs.

·            Review the existing Tenancy Agreement and make changes as necessary.  Include a clause to allow service charges for tenants.

·            Review the existing Grounds Maintenance/communal cleaning arrangement to establish specification of the service and its cost.

·            Continue to collect and input Tenant Census Information and start to use in service delivery/design.

·            Establish a Tenancy Services Review Group to assess the existing Estate Officer role and develop a new 'neighbourhood management' framework.  Dealing robustly with anti-social behaviour will be one of our priorities.

·            Lead the development of the Choice Based Lettings Regional Scheme for Devon.

·            Publish an Empty Homes Strategy as part of the suite of documents to accompany the Housing Strategy.

·            Develop a Warm Zone to help reduce fuel poverty.

·            Review and update the licences for the City’s four mobile home sites.

·            Review the Neighbourhood Engagement Pilot Project to establish the most appropriate model for Neighbourhood Engagement for Exeter Communities, in conjunction with information on ward profiles for the City.

·            Use information gained from the Neighbourhood Engagement Pilots to develop a Community Engagement Strategy for the Council.

·            Examine information from Local Futures analysis as well as local ward information to identify neighbourhoods with priority needs.

The following responses were given to Members’ questions:-

·            provision of any additional housing would be undertaken in conjunction with other housing providers with emphasis on maximising windfall sites. The downturn in the housing market might assist. The PFI process was not a viable option for building council housing.

·            it was hoped that the review of tenancy agreements would help improve tenant behaviour although every effort would be made to avoid making individuals homeless. Measures to reduce rent arrears would also be examined. It was hoped to encourage Housing Associations to adopt some of the City Council practices.

·            the review of cleansing of communal arrangements would concentrate on City Council owned properties. All householders would be consulted and consideration given to changing the service charges.

·            Ward Members would be kept informed of the introduction of new licenses for mobile home sites following changes in the model standards. The changes would seek to ensure sufficiently high quality upgrades were undertaken.

Councillor Mitchell presented the following priorities within the Environment and Leisure Portfolio for the forthcoming year:-  ...  view the full minutes text for item 34.

The following working groups have been established by this Committee with previous membership indicated:-

(1)        Trees Working Group - Councillors Mrs Danks, Mitchell*, Robson* and Winterbottom*;

(2)        Toilets - Councillors Mrs Danks, Newcombe, Shiel and former Councillor Moore*;                                   

(3)        Re-cycling - Councillors Mrs Danks, Newcombe, Robson* and Winterbottom*; and

(4)        Review of Sports Provision - Councillors Branston, Bond*, Choules, Mrs Danks, Newton and Robson*.     

Members are requested to confirm/update the membership of the working groups.

* No longer a Member of this Committee.

Consideration was given to the Membership of the following working groups. It was noted that the Dog Bin Group had completed its work, the Trees Working Group was currently meeting and that it had been the intention that each working group would meet in the order set out once each had completed their respective reviews. It was felt that nominations should be made to each working group for meetings to be held shortly at which Chairs would be appointed and the way forward agreed. The existing Membership, together with the inclusion of Councillor Shiel on the latter working group as agreed at the meeting, are set out below:-

(1)        Trees Working Group - Councillor Mrs Danks;

(2)        Toilets - Councillors Mrs Danks, Newcombe and Shiel;                             

(3)        Re-cycling - Councillors Mrs Danks and Newcombe; and

(4)        Review of Sports Provision - Councillors Branston, Choules, Mrs Danks Newton and Shiel.

Scrutiny Committee - Community supported the proposal that nominations be made, as appropriate, in order for meetings to be held.

A Museum Development Project Working Group was established on 8 July 2002 to oversee the enhancement scheme of the Royal Albert Memorial Museum. Membership comprises the Leader of the Council, the Portfolio Holders for Leisure and Environment and for Best Value and Human Resources and two Members of this Committee (the Chair of Scrutiny Community and Councillor Paul Smith).

Members are requested to confirm the Chair and appoint one other Member to serve on the Group.

A Museum Development Project Working Group had been established on 8 July 2002 to oversee the enhancement scheme of the Royal Albert Memorial Museum. Membership comprised the Leader of the Council, the Portfolio Holders for Leisure and Environment and for Best Value and Human Resources and two Members of this Committee (the Chair of Scrutiny Committee - Community and Councillor P.A. Smith).

Scrutiny Committee - Community:-

(1)        confirmed Councillor D. Baldwin and appointed Councillor Shiel as Members to serve on the working group; and

(2)        asked for a visit to RAMM to be arranged for all Members of this Committee.

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

The Head of Environmental Health Services presented the report informing Members of the Council’s performance against the previous year’s Food Law Enforcement Plan. The report also sought approval for the adoption of the Food Law Enforcement Plan 2008/09, which set out the Council’s regulatory function in respect of food safety over the forthcoming year.

In response to a Member, he explained that informal notices were made in respect of minor breaches of regulations and formal notices for persistent and/or serious offences. They were not necessarily linked to one another.

Scrutiny Committee - Community supported the report and requested Executive to:-

(1)        approve the Food Law Enforcement Plan; and

(2)        authorise the Head of Environmental Health Services to agree changes to the Enforcement Plan in the light of centrally issued guidance and/or to meet operational needs.

(Report circulated)

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

The Head of Environmental Health Services presented the report seeking approval of the Health and Safety Service Plan for 2008/09 setting out the Council’s functions for regulating health and safety in businesses for the forthcoming year. 

In response to a Member, he detailed the various measures that would be used to scrutinise and monitor the progress of the Plan.

Scrutiny Committee - Community supported the report and requested Executive to approve the Health and Safety Plan 2008/09.

(Report circulated)

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

The Head of Environmental Health Services presented the report updating Members on the Council’s duties relating to local air quality management and the outcome of the consultation exercise for the proposed Air Quality Action Plan (AQAP).

In response to a Member, he confirmed that not all consultees had responded to the draft Plan although the key consultees had. The same Member had referred to the diversion of Paris Street traffic right into Sidwell Street during the Princesshay works and the subsequent decision of the County Council to retain this traffic flow after the completion of the scheme. This traffic flow had impacted on air quality in the Sidwell Street area and, referring also to air quality along Heavitree Road, he was anxious to know if the County Council were proposing further reviews of traffic management in these areas and that, if so, they should be asked to ensure that Ward Members would be consulted.

Scrutiny Committee - Community supported the report and requested Executive to:-

(1)        seek a meeting between its Chair and the Chair of this Committee with the County Council to seek how they plan to reduce the pollution that is caused along the five routes coming in and out of the City;

(2)        agree to requesting the County Council to review the current traffic management arrangements for Sidwell Street, with all local Councillors to be involved; and

(3)        approve the Exeter Air Quality Action Plan 2008-2011.

(Report circulated)

To consider the report of the Head of Housing Services – report circulated.

Councillor Newton declared a personal interest as an employee of the Meaningful Occupation Project (part of Exeter Shilhay).

The Housing Needs Manager presented the report seeking endorsement of the content of the revised Homelessness Strategy.

In response to Members, he enlarged on the relationship with Home Choice particularly in respect of the accommodation at Trailways, Venny Bridge and briefly explained the process relating to the rough sleepers count. He also advised that the City Council had sought a fair allocation of resources through the Devon Joint Commissioning Body of the Supporting People project.

A Member stated that she was aware of a number of individuals who might be categorised as intentionally homeless but because of the chaotic nature of their lives and their vulnerability could or had become homeless through no fault of their own.  She was anxious to ensure that each case was thoroughly assessed and that, had they been made homeless through no fault of their own, they should be given a second chance. 

Scrutiny Committee - Community supported the report and requested Executive to:-

(a)        adopt the revised Homelessness Strategy document 2008-11;

(b)        agree to an annual report being submitted outlining progress against the Strategy’s action plan; and

(c)        agree to a further report being made to the next meeting of this Committee providing information on how homelessness decisions were reached relating to vulnerable people.

(Report circulated)

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

The Head of Environmental Health Services presented the report proposing specific changes to the Private Sector Housing Renewal Policy in order to address local needs, as identified in the on-going private sector house condition survey.

It was noted that the Regional Housing pot allocation had been set at £583,000 for 2008/09, a reduction of nearly £300,000 on the 2007/08 allocation. However, the allocation would have been reduced further had not robust representations been made.

Scrutiny Committee - Community supported the report and requested Executive to:-

(1)        adopt the changes to the Private Sector Housing Renewal Policy outlined in the report;

(2)        agree to the monitoring of the expenditure of the single pot allocation and to the proposed financial allocation to each of the proposed schemes;

(3)        agree to the development of further schemes, subject to the approval of the Portfolio Holder for Housing and Social Inclusion; and

(4)        agree to the review of the policy on an annual basis, or sooner if needs be, in order to ensure that it addresses local needs and/or Government policy.

(Report circulated)

To consider the report of the Head of Treasury Services – report circulated.

The Director Community and Environment advised Members of the overall financial performance of the Community and Environment Directorate for the 2007/08 financial year ended 31 March 2008.

The Scrutiny Committee - Community noted the report.

(Report circulated) 

To consider the report of the Head of Treasury Services – report circulated.

The Director Community and Environment advised Members of the overall financial performance of the Housing Revenue Account for the 2007/08 financial year ended 31 March 2008.

The Scrutiny Committee - Community noted the report.

(Report circulated)

To consider the joint report of the Head of Contracts and Direct Services/Head of Housing Services/ Head of Estates and Head of Treasury Services – report circulated (Monitoring schedule available on request).

The Head of Contracts and Direct Services submitted a report detailing the fourth quarterly/outturn report, covering the period from January to March 2008 (but including updated figures at 19 May 2008).  It included the financial position of the £14.5m programme of reactive and planned property maintenance and refurbishment and both Revenue and Capital schemes as approved by Council for the financial year 2007/08 and budgets for schemes rolled forward from 2006/07.  Where necessary, the report also provided specific details on significant programme variations. 

The Scrutiny Committee - Community noted the outturn financial position and works in 2007/08 as detailed in the report.

(Report circulated) 

To consider the report of the Head of Contracts and Direct Services - report circulated (Monitoring schedule available on request).

The Head of Contracts and Direct Services presented the report detailing the proposed programme of property asset related project work in relation to the budgets set in 2008/09 in respect of reactive and planned maintenance, improvement and refurbishment to housing and non-housing properties and other projects to be monitored by the Asset Improvement and Maintenance (AIM) group in 2008/09. The programme took account of those similar project works and budgets rolled forward from the financial year 2007/08. 

The Scrutiny Committee - Community noted the programme of property asset related work for 2008/09, as detailed in the report.

(Report circulated)

To consider the report of the Director Community and Environment – report circulated (Monitoring schedule available on request).

The Director Community and Environment presented the report advising Members of performance at the end of the year on a range of services across the Directorate.

The Scrutiny Committee - Community noted the report.

(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 item 19 on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 1 of Part 1, 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 item on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 1 of Part I, Schedule 12A of the Act.

To consider the report of the Head of Leisure and Museums – report circulated to Members.

Councillor Newcombe declared a personal interest as Devon County Council’s Children and Young People’s Play Champion.

The Head of Leisure and Museums presented the report on the proposed restructuring of the Leisure and Museums Unit in order to create future savings in the revenue budget.

Members were very concerned that, as a result of the proposals, reductions in services would be necessary. Amongst areas of work to be lost were the SPLASH scheme, provision of support to some community associations, preparation of funding applications for Council activities, fund raising research and strategic input into wider groups, the capacity to organise major events and the promotion of workplace health to businesses in the City and a cardiac rehabilitation service. It was recognised that the latter was essentially a function of the PCT but, as with SPLASH, funding from partners had been withdrawn. It was inequitable for the City Council to pick up funding that was the responsibility of other bodies. A Member referred specifically to the impact of the ending of the Splash scheme, including the provision of holiday activities, in the Exwick area.

The Head of Leisure and Museums stated that, overall, expenditure on Museums was approximately half that of sport, recreation and play, expenditure on the latter would also increase significantly with the construction of the Swimming Pool.

Scrutiny Committee - Community did not support the proposals and requested Executive to agree to a reassessment of the options for a further report to be submitted to this Committee and Executive.

(Report circulated to Members)