Agenda and minutes

To sign the minutes of the meeting held on 22 June 2011.

The minutes of the meeting held on 22 June 2011 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 made no declarations of interest.

To consider the joint report of the Head of Contracts and Direct Services, Acting Head of Housing Services, Head of Treasury Services and the Acting Head of Estates Services – report circulated (Monitoring Schedule available on request and on the Internet). 

The joint report of the Head of Contracts and Direct Services, Acting Head of Housing Services, Head of Treasury Services and Acting Head of Estates was submitted.

The Scrutiny Committee – Resources noted the first quarter financial position of the £7.8m programme of reactive and planned property maintenance and refurbishment for 2011/12, as detailed in the report.

(Report circulated)

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

The report of the Head of Treasury Services was submitted.

In answer to a Member’s question, the Head of Treasury Services advised that the £990 overspend in Democratic Representation was due to eight councillors opting to join the local government pension scheme. This had not been fully reflected in this year’s budget but would be taken into account in future years.

The Director Corporate Services clarified that the Councillors’ pension scheme was governed by separate legislation to the employees’ scheme.

Scrutiny Committee – Resources noted the report.

(Report circulated)

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

The Head of Treasury Services presented the report on the current position in respect of the Council’s revised annual capital programme and advised Members of the anticipated level of deferred expenditure into future years.

He advised Members that the revised capital programme for the current financial year was £22.832 million. It was highlighted that during the first three months of the year the Council had spent £2.489 million on the programme, which equated to 10.9% of the revised programme.  This compared with £3.305 million (10.99%) being spent in the first three months of 2010/11.

In response to Members’ questions, the Head of Contracts and Direct Services stated that the new contract for the kitchen and bathroom replacement programme would be in place by December 2011, with work starting in January 2012; the planned works for Northernhay Gardens would be completed by the opening of RAMM; although the Council had a Leisure Management Contract, as landlord, the Council was still responsible for the structural upkeep of the facilities; and the Wessex Loan Scheme was on-going and it was anticipated that the budget would be spent during the financial year.

Scrutiny Committee - Resources noted the report and recommended that Council approve the current position in respect of the annual capital programme. 

(Report circulated)

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

The Head of Treasury Services presented the report advising Members of the overall projected financial position of the General Revenue Budget after three months, for 2011/12 financial year.

He advised that the Service Committee budgets showed a forecast overall overspend of £389,165.  Members were updated on the Scrutiny Committee - Resources overspend which included an anticipated reduction in the amount of Housing Benefit Subsidy received, mainly in respect of non HRA rent allowances.  This had resulted in an estimated overspend of £388,190.

The Head of Treasury Services advised of the other financial variations including the New Homes Bonus, the outstanding sundry debt and the creditor payments performance.

In response to Members’ questions, the Head of Treasury Services stated that it would be some months before the final position with the Archaeological Field Unit was known although debt over a year old had already been taken into account. The Council’s recovery rate for the overpayment of Housing Benefits was 90% - the Council worked with debt collecting agencies to ensure that wherever possible overpayments were recovered.

The Head of Contracts and Direct Services clarified that refuse vehicles could now access any garage across the city to obtain diesel: as a result the Council could take advantage of cheaper fuel prices. The Council had also introduced bio-fuel vehicles.

The Head of Treasury Services advised Members that the New Homes Bonus would not be ring fenced and the amount that the Council would receive in future years was dependent on how many new homes were built in the previous year.

The Chief Executive advised that although the New Homes Bonus was not ring fenced, it was a time-limited source of funding, it was intended to provide an incentive to local communities to accept development and it was anticipated that a significant proportion of the funds would be used for key physical and social infrastructure associated with the growth of the city.

The Committee thanked the Head of Treasury Services and his team for the work they had undertaken to recover overpayment of Housing Benefit.

The Scrutiny Committee – Resources noted the report and recommended approval by Council of the:-

(1)        General Fund forecast financial position for the 2011/12 financial year;

(2)        HRA forecast financial position for 2011/12 financial year;

(3)        outstanding Sundry Debt position as at June 2011; and

(4)        creditor’s payments performance.

(Report circulated)

To consider the report of the Chief Executive – report circulated

The Head of Corporate Customer Services presented the report setting out proposals for new polling districts and polling places arrangements recommended as a result of the Council’s responsibilities under the Electoral Administration Act 2006. He advised Members of the proposals for St Loyes, Topsham and Whipton Barton Wards.

Councillor R Hannaford attended the meeting and spoke on this item having given notice under Standing Order No. 44. He raised the following points:-

• Emmanuel Hall should be used instead of Montgomery Primary School
• concerns that the paving area outside Exeter Karate Centre was unsafe
• it was difficult for the disabled and infirm to access West Exe Children’s Centre as the gate was difficult to open
• Exwick Community Centre was in an area of anti social behaviour which intimidated residents and could deter electors from voting.

The Head of Corporate Customer Services advised that the Police were made aware of the locations of the polling stations and that Presiding Officers were all given contact details for the Police in case of an emergency. He would investigate the position with regard to safety and access at Exeter Karate Centre and at West Exe Children’s Centre and although the use of any school was not ideal, the use of Emmanuel Hall had been looked into but considered unsuitable being on the opposite side of Okehampton Road from the majority of the electors in that polling district.

In response to Members’ concerns, the Head of Corporate Customer Services clarified the position with regards to the use of Stoke Hill Infant School and the difficulties with using either Toronto Hall or St James Church. He would approach St Luke’s College to see if rooms could be made available on the Magdalen Road side of the college.

The Chief Executive stated that whilst the use of schools was the least preferable option, in some locations there were no alternative suitable venues. In Whipton Barton Ward the railway line provided a natural boundary and electors in that area had been used to accessing a polling station in the Vaughan Road area for a significant period of time.  Any change from this may cause confusion for electors.  He also reminded Members that, as Returning Officer, he had to take the ultimate responsibility for the location of polling stations,  taking all relevant issues and views into account, including the availability (or otherwise) of possible suitable alternative venues.

The Scrutiny Committee – Resources noted the report and recommended Council approve:-

(1)        the adoption of the proposals, as detailed in 3.1.1 and 3.1.2 of the report, for implementation as part of a revised register of electors to be published on 1 December 2011;

(2)        the publication of its final report on the Review of Parliamentary Polling Districts and Places within the Exeter Constituency on 18 October 2011, as required by the Electoral Administration Act 2006; and

(3)        the completion of a further review by 18 October 2015, as required by the Electoral Administration Act 2006 or as otherwise required under any  ...  view the full minutes text for item 49.

To consider the report of the Chief Executive – report circulated

The Head of Corporate Customer Services presented the report setting out the Government’s consultation proposals on the introduction of Individual Electoral Registration (IER) and the issues it raised.

He updated Members on the proposals and advised that the move to IER was to make electoral registration and access to democracy a personal responsibility. It also aimed, through accompanying systems of data matching, to improve accuracy and completeness and therefore assist to tackle fraud.

The Head of Corporate Customer Services outlined the potential effect that non-compulsory registration could have on the number of registered electors and the consequences that this could have on the selection of juries and the impact on parliamentary constituencies. He advised that the implementation of IER could also have an impact on Council resources.

Councillor Hobden expressed disappointment that the recommendation did not welcome the move to IER and proposed an amendment to the recommendation that the Chief Executive respond to the Government's consultation on IER regarding the issues raised in this report and in particular that: Exeter City Council should welcome the move to IER which would make access to democracy a personal responsibility, and, through the accompanying systems of data matching, would improve accuracy and completeness and tackle fraud; but that the Council was concerned that it would carry with it the administrative consequences of increased late registration and additional costs, which would require adequate funding; and asks that the Council look to the Government to ensure that these additional costs and administrative burden would be adequately provided for. The proposal was seconded by Councillor Mitchell and was put to the vote and lost.

The majority of Members, whilst welcoming IER had concerns regarding the potential effect that non-compulsory registration could have on the numbers on the electoral register, as well as the administration costs associated with this new requirement for which there was no apparent funding beyond that required for its initial implementation.

The Head of Corporate Customer Services advised that following the passing of the Political Parties and Elections Act of 2009, an additional member of staff had joined the Electoral Services office and, whilst some of this additional work may be absorbed through management of staff, there could be some overall increase in costs on such issues as postage and printing.

The Chief Executive advised that the Electoral Commission had raised concerns that if IER was non-compulsory, the electoral register could fall from 90% of residents to between 60% and 65%.

The Scrutiny Committee - Resources supported the report and recommended Executive to approve the submission by the Chief Executive of the comments in paragraph 3.2 of the report with the additional view that all forms of registration for electoral purposes should be compulsory.

(Report circulated)

To consider the report of the Assistant Chief Executive – report circulated

The Assistant Chief Executive presented the summary of complaints received by the Council from the public during the financial year 2010/11 and updated Members on changes to the complaints management system.

She advised Members of the results and that the changes to the complaints management system included incorporating comments, grumbles and general feedback.

In response to Members’ concerns, the Head of Contracts and Direct Services stated that the Council was working with Parkwood Leisure to resolve any complaints received regarding public parking at Riverside and the situation would continue to be monitored, particularly in light of the imminent opening of the Marks and Spencer’s food store at Exe Bridges.

The Scrutiny Committee – Resources noted the report and the work being done to improve services as a result of complaints received from our customers.

(Report circulated)

To consider the report of the Head of Contracts and Direct Services – report circulated

The Head of Contracts and Direct Services presented the report on the progress made by the Green Accord accreditation initiative since the Business Plan was approved by Executive in September 2009.

He updated Members on the background to the development of the Green Accord, the business and marketing approach and the progress to date. He advised the Committee that Bristol City Council had now signed up to the Green Accord. Members congratulated the Team involved for the hard work and awards received.

Members expressed concerns regarding profits that could be generated. The Head of Contracts and Direct Services clarified the position with regards to the separate web site and stated that once the Green Accord went into profit, a separate organisation would be created. Regular update reports would be brought to this Committee.

The Scrutiny Committee – Resources noted the progress of the Green Accord against the Business Plan and that regular update reports would be brought back to this Committee.

(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 14 on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 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 for the consideration of the following item on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 3 of Part I, Schedule 12A of the Act.

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

The Head of Leisure and Museums presented the report updating the Committee on the current situation with respect to various contracts now let for the RAMM Development Project. He updated Members on the on-site progress with regards to the refit of the Museum and informed Members that the opening date for the Museum would be 12 December 2011.

In response to Members’ questions, the Head of Leisure and Museums clarified the position with regard to the contractors and the Heritage Lottery Funding.

Members discussed the Committee’s role with regards to monitoring of the progress of the various contracts and their outcomes.

The Committee thanked all those Council staff who had been working on the RAMM project.

The Scrutiny Committee – Resources noted the report and called upon the Council to continue to do everything it could to minimise the current overspend.

(Report circulated to Members)