Agenda item

The Lord Mayor advised the recommendations for the following minutes were considered at and voted at the meeting Council budget setting meeting held on 25 February 2026 and would therefore not be debated or voted upon:

 

·        Minute No. 103 General Fund / HRA Estimates and Capital Programme 2026/27;

·        Minute No. 104 HRA Estimates and Capital Programme 2026/27;

·        Minute No. 105 Capital Strategy 2026-27;

·        Minute No. 106 Treasury Management Strategy Report 2026/27.

·        Minute No. 107 The Prudential Code for Capital Finance.

 

The minutes of the Executive Committee of 3 February 2026 were presented by the Leader, Councillor Bialyk, and taken as read.

 

In respect of Minute No. 102 - Exeter Plan: Process for Authorising Proposed Changes Resulting from the examination, the Leader moved the recommendation, seconded by Councillor Wright. Following a vote the recommendations were CARRIED unanimously.

 

In respect of Minute No. 108 - Local Council Tax Support Scheme 2026/27

 

In respect of Minute No. 109 – Consultation and Engagement Strategy the Leader moved the recommendation, which was seconded by Councillor Wright. During the debate, the following points were made:

 

·        the strategy was welcomed as a positive step in strengthening relationships between the Council and the community;

·        there was an importance in establishing clear mechanisms to report back to communities following consultations and asked how this would be implemented;

·        further information on community insights was sought and how these would be shared with Councillors and local communities;

·        there was a need to move beyond small grants and ad hoc networking towards genuine investment in building community capacity;

·        supporting social enterprise organisations as long-term partners was suggested;

·        clarification was sought on how the proposed civic society covenant would operate as a meaningful framework for engagement with the community sector;

·        welcomed the concept of citizen assemblies as a space for deliberative discussion;

·        stressed the importance of two-way dialogue and active listening to improve communication and collaboration with communities;

·        expressed overall support for the strategy and interest in a future iteration being focused on consultation, engagement, and cooperation;

·        the portfolio holder’s commitment to exploring citizen assemblies was welcomed;

·        such initiatives should not be deferred until the new unitary authority was established, which may be more than two years away; and

·        similar arrangements could be implemented sooner, potentially with the shadow authority.

 

The Portfolio Holder for Climate, Ecological Change and Communities in responding made the following points:

 

·        many of the points raised were already under discussion;

·        referred to the recent Member briefing on the strategy, which addressed several of these points;

·        expressed personal support in principle for citizen assemblies and confirmed discussions with officers would explore capacity and practical implementation;

·        noted that governance considerations may arise in relation to Local Government Reorganisation (LGR) and the future unitary authority;

·        confirmed that a civic society covenant was being considered in early discussions with the Strategic Director and service portfolio;

·        advised that further work was still required to determine the covenant’s scope and application; and

·        welcomed the feedback and highlighted the topic as an area of ongoing interest.

 

The Leader in summarising advised:

 

·        noted that citizens assemblies were an interesting concept but were not currently included in the strategy under discussion;

·        emphasised that elected Councillors retained ultimate decision-making responsibility;

·        highlighted the importance of consultation and engagement, allowing residents to provide input while Councillors made the final decisions;

·        clarified that no commitment was being made to implement citizens assemblies at this stage, given the upcoming unitary authority and other governance priorities; and

·        stressed that focus should remain on current priorities and expressed his support for the recommendation as presented.

 

Following a vote the recommendations were CARRIED unanimously.

 

In respect of Minute No. 110 – Amendment to Grants Panel Terms of Reference – Ukrainian Community Grants the Leader moved the recommendation, which was seconded by Councillor Wright. During the debate, the following points were made:

 

·        there was strong support for Exeter being a ‘City of Sanctuary’ and commended the Council for establishing this status;

·        highlighted the severe conditions currently being experienced in Ukraine, including prolonged electricity outages and limited access to clean water;

·        emphasised the importance of continuing to provide sanctuary and support to Ukrainians in Exeter until it was safe for them to return home;

·        welcomed the proposal for funding to be overseen through the Council’s Grants Panel to ensure proper scrutiny and governance;

·        highlighted that funding was external, meaning it would not impact the Council’s own finances;

·        highlighted the importance of supporting Ukrainian residents; and

·        welcomed establishing a clear framework for managing and awarding funding through the existing Grants Panel and urged members to support the proposal.

 

The Leader in summarising made the following points:

 

·        highlighted the seriousness of the ongoing situation in Ukraine and the need for a transparent approach in providing support;

·        referenced personal communications reflecting the difficult conditions being faced by people in Ukraine;

·        Ukrainian residents were valued members of the Exeter community; and

·        commended how different communities in Exeter had worked work together to welcome Ukrainian residents.

 

Following a vote the recommendations were CARRIED unanimously.

 

In respect of Minute No. 111 – Temporary Accommodation Allocations Policy the Leader moved the recommendation, which was seconded by Councillor Wright. During the debate, the following points were made:

 

·        referred to a previously submitted question and requested clarification on a legal matter regarding housing allocations for people fleeing domestic violence, noting current regulations may restrict a placement in private accommodation;

·        highlighted the potential need to prioritise this group differently within the policy; and

·        sought guidance on how to proceed if the policy was agreed but later required adjustment to include this special criteria.

 

The Leader in responding:

 

·        apologised for any delay in response and confirmed that directors would provide a formal reply;

·        noted that the issue was addressed in supporting operating procedures and proposed clarifying these procedures and circulating them to all members; and

·        he provided reassurance that the Council’s approach aimed to include everyone appropriately and to do the right thing.

 

The Lord Mayor emphasised that policies could be amended if needed, through the proper Council processes.

 

Following a vote the recommendations were CARRIED

 

RESOLVED that the minutes of the Executive Committee 3 February 2026 be received.