Agenda and minutes

The Minutes of the Annual Meeting held on 19 May and the Extraordinary Meetings held on 26 and 31 May 2016 were signed as true records.

To consider whether to exclude the press and public for the item of private business for the reasons shown in the report.

RESOLVED that the press and public be excluded under Section 100(A)(4) of the Local Government Act 1972 relating to the private report headed “Development of Whitley South” on the grounds that the report involved the likely disclosure of information defined in Paragraph 3 of Schedule 12A of the Act, as it contained information relating to the financial and business affairs of a particular person (including the authority holding that information) and that in all circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

To be presented by the Lord Mayor and Judge Griffith-Jones, Honorary Recorder

On behalf of the City Council, the Lord Mayor presented Ms Reena Jaisaih with the Good Citizen Award. Her citation read:

“Reena Jaisiah is an inspirational, enterprising and dedicated volunteer and leader. She has been at the forefront of highlighting the issues of Caste based discrimination, and wrote a play to showcase real life British Asian’s experiences of caste prejudice. She has also worked with the Belgrade Theatre leading on an Asian youth theatre project tackling stereotypes of the Asian communities.

Reena has dealt with many sensitive issues including sexual exploitation of women and drug addiction.  Her work has been recognised by several professional bodies and she was selected as one of the 100 most inspiring women in the Midlands.

Together with these activities Reena has also worked with children with Autism and Special Needs, young offenders, the Tamil Welfare Association and the homeless.

Reena’s tireless efforts to support and inspire the most vulnerable in our communities makes her a very deserving recipient of the Good Citizen Award.”

(a)  Birthday Honours

  The Lord Mayor referred to the awards made to the following people associated with the City in the recent Queen's Birthday Honours List:

-  CBE:  To David Burbidge DL, for his services to cultural philanthrophy.

-  MBE:  To David Shortland, for his services to the community in Coventry and Warwickshire, including the redevelopment of the Belgrade Theatre.

Members noted that letters of congratulations had been sent, on behalf of the City Council, to all recipients.

(b)  Congratulations on Awards

  On behalf of the City Council, the Lord Mayor congratulated the recipients of the following awards:

The Queens Award for Voluntary Services:

·  Carrier of Hope

·  Coffee Tots

·  Coventry City Centre Poppy Appeal Group

·  Ekta - Unity Voluntary Organisation

·  Masjid-E-Zeenat-ul-Islam

·  Positive Images Festival

·  Radio Plus 101.5FM (Coventry Spirit Radio)

·  Sikh Union Coventry

The Queens Award for Enterprise (Innovation) to The Training Foundation Limited, part of the University of Warwick Science Park

(c)  Condolences

The Lord Mayor referred to the recent deaths and terrorist attacks during the last couple of months. 

On behalf of the City Council, joint letters of condolence had been sent by the Lord Mayor and the Leader of the Council to:

·  President Obama asking for the City’s condolences to be forwarded to the family of Muhammad Ali in recognition of the work he did to promote peace and reconciliation.

·  The family of Jo Cox MP for her tragic and untimely death and her remarkable demonstration of democracy. Members of the City Council stood for a minute’s silence as a mark of respect. 

·  The victims of the Orlando atrocity had also been recognised by the City Council with the lowering of flags as a mark of respect.

·  The Mayor of Istanbul following the terrorist attack on Istanbul Ataturk Airport that claimed the lives of, and injured, so many people.

RESOLVED that the following petitions be referred to the appropriate City Council bodies:

(a)  Request for improvements in broadband speeds in New Stoke Village – 26 signatures, presented by Councillor McNicholas.

(b)  Request the closing of the alleyway in The Burgess in the City Centre – 40 signatures, presented by Councillor O’Boyle.

(c)  Request investigation into anti-social behaviour in Cawthorne Close – 32 signatures, presented by Councillor Welsh.

(d)  Request a 30 mph speed limit on Westwood Heath Road – 30 signatures, supported by Councillor Mayer and presented by Councillor Lapsa in his absence.

(e)  Request for Rollason Road (from Grangemouth Road to Burnaby Road) to be made into a one-way street – 38 signatures, presented by Councillor Mulhall.

(f)  Request for action to tackle anti-social behaviour in Swan Lane and Thackhall Street – 10 signatures, presented by Councillor O’Boyle.

(g)  Request for the Department of Transport to retain the current service between London and Coventry – 86 signatures, presented by Councillor Ridley.

(h)  Objection to a planning application at 22 Beaconsfield Road – 26 signatures, presented by Councillor McNicholas.

There were no declarations of interest.

Further to Minute 4/16 of the Cabinet, the City Council considered a report of the Executive Director of Resources, which outlined the final revenue and capital outturn position for 2015/16 and reviewed treasury management activity and 2015/16 Prudential Indicators reported under the Prudential Code for Capital Finance.

The report would also to be considered by the Audit and Procurement Committee at their meeting scheduled for 25^th July 2016.

The overall financial position included the following:

·  Revenue overspending of £1.3m which will be balanced to nil by a contribution from the General Fund Balance.

·  £5.8m of costs incurred as a result of early retirement and voluntary redundancy decisions. This follows and is consistent with approval of the programme of staffing reductions agreed by Cabinet in November 2015.

·  Headline variations including an over-spend of £5.4m within the People Directorate and an under-spend of £5.6m within the Asset Management Revenue Account.

·  Capital Programme expenditure of £104mand capital spending of £10.9m rescheduled into 2016/17.

·  Revenue reserve balances reducing from £84m to £83m. After taking into account capital grants received and capital receipts generated ahead of the need to spend, overall reserve balances have increased by £10m to £95m.

The report included a recommendation to approve the project costs of bringing forward the current relocation of staff from Christchurch and Spire Houses to allow early commencement of the new destination water-park, swimming pool and leisure centre. The £1.3m project costs will be self-financing and deliver a £0.1m saving.

At their meeting, the Cabinet had agreed to:

1.  Approve the final revenue outturn position of £1.3m overspend, balanced to nil by a £1.3m contribution from the General Fund Balance.

2.  Approve the final capital expenditure and resourcing position, incorporating expenditure of £104.1m against a final budget of £113.7m; £10.9m expenditure rescheduled into 2016/17 and over-spend of £1.3m.

3.  Approve the additional costs of £1.3m in 2015/16 and 2016/17 financed by associated savings, of relocating staff earlier than planned from Christchurch House / Spire House to allow accelerated development of the new water-park, swimming pool and leisure centre.

4.  Approve the outturn Prudential Indicators position detailed in section 2.4.4 and Appendix 3 of the report submitted.

RESOLVED that the City Council approves £3.4m in-year funding of redundancy and retirement costs.

Further to Minue 7/16 of the Cabinet, the City Council considered a report of the Executive Director of Place, which set out proposals for the development of land at Whitley South.

A corresponding private report detailing confidential aspects of the proposals was also submitted to the meeting for consideration.

Whitley South was the site of a proposed Research and Development campus situated on land to the south of the A45 and to the north of Coventry Airport.  Warwick District Council and Coventry City Council had resolved to grant planning consent for the scheme and the Secretary of State had agreed not to call in the application, allowing it to be determined locally.  The scheme was predominantly on land in Warwick District Council’s administrative area.

The site was previously part of the former Coventry and Warwickshire Gateway schema and, as such, was subject to an option in favour of the Coventry and Warwickshire Development Partnership LLP.

The report indicated that Coventry City Council was the freehold owner of the land south of the A45, which bordered Coventry Airport.  The existing option provided that, on satisfaction of certain conditions, the land comprised in both phases would be let by the Council to the LLP by way of a long term 999 year lease and subject to payment of a premium.  It was proposed that this option be varied to provide that the land be let in two phases at a fixed price for each phase.  The Council understood that it had been agreed in principle that Jaguar Land Rover would, simultaneously with the grant of the long lease of Phase 1 to the LLP, acquire 29 acres from LLP for the expansion of their existing operation in the Whitley area.

Coventry City Council were close to securing external funding to help to facilitate the provision of public infrastructure to enable the development of Whitley South.  This scheme would be critical to the current expansion plans of Jaguar Land Rover and would also accommodate a number of small medium enterprises, Jaguar Land Rover’s local supply chain, together with a hotel and car show room.

It was proposed that the Council agree to procure the infrastructure required to deliver the development and approve terms under which the LLP would be granted a long leasehold interest in the site.

RESOLVED that the City Council:

1.  Approve that the Council procure the construction of the infrastructure at Whitley South in accordance with the terms set out in the corresponding private report.

2.  Approve that the Council enters into an agreement (the “Infrastructure Investment Agreement”) whereby it will agree that LLP will procure (as agent of the Council) delivery of the infrastructure works up to the total value of the external funding secured.

3.  Delegate authority to the Executive Director of Place and the Executive Director of Resources to vary the Sale and Infrastructure Agreement between the Council and the LLP dated 2^nd December 2014 to enable the delivery of Whitley South and to extend the  ...  view the full minutes text for item 27.

Report of the Executive Director of Resources

The City Council considered a report of the Executive Director of Resources which sought approval to appoint members to a number of outside bodies.

At the Annual General Meeting (AGM) of the City Council on 19 May 2016 the appointment of City Council representatives were made to the Board and Committees of the West Midlands Combined Authority (WMCA) for 2016/2017.  The report sought approval of changes to the Council’s appointments to the WMCA Audit and Standards Committee (formerly the WMCA Audit Committee) and the WMCA Overview and Scrutiny Committee, in order to meet requirements to proposed changes to the Combined Authority’s draft Constitution.

This report also informed the City Council of the appointment of Members to the West Midlands Joint Committee for 2016/2017, the first meeting of the Committee for that Municipal Year being their AGM on 29 June 2016.

The report further sought to amend appointments made at the Annual General Meeting in relation to a City Council representative on Coventry Law Centre Limited and a representative on Culture Coventry Trust for 2016/2017.

RESOLVED:

(a)  That the City Council make the following appointments to the  West  Midlands Combined Authority Committees:

(i)  Councillor Bains be appointed as the City Council’s representative on the West Midlands Combined Authority Audit and Standards Committee and Councillor N Akhtar as the substitute Member for 2016/2017.

(ii)  Councillor R Singh be appointed as the City Council’s substitute representative on the West Midlands Combined Authority Overview and Scrutiny Committee for 2016/2017.

(b)  That the City Council:

(i)  Notes the appointments of Councillor Duggins, Councillor A Khan and Councillor Blundell as the Authority’s representatives on the West Midlands Joint Committee for 2016/2017, appointed by the Chief Executive in accordance with Paragraph 3.8 of Part 2M: of the Council’s Constitution enabling him, under the Scheme of Functions Delegated to Employees and in consultation with the Leader, to make decisions in an emergency.

(ii)  Approves the appointment of Councillor A Andrews as a City Council representative on Coventry Law Centre Limited for 2016/2017.

(iii)  Approves the appointment of Councillor Lakha as a City Council representative on Culture Coventry Trust for 2016/2017.

Report of the Executive Director of Resources

The City Council considered a report of the Executive Director of Resources which sought approval to amend appointments made at the Annual Meeting of the City Council in May 2016 in respect of membership of the Licensing and Regulatory Committee.

RESOLVED that the City Council appoint Councillor Julia Lepoidevin as a member of the Licensing and Regulatory Committee in place of Councillor Marcus Lapsa with immediate effect.

The City Council noted the Scrutiny Boards' Annual report to the City Council for 2015/16 which highlighted examples of the wide-ranging scrutiny work undertaken during the year across all the Scrutiny Boards and the Scrutiny Co-ordination Committee.

Report of the Leader

The City Council noted a report of the Leader which set out changes in relation to the titles of Cabinet Portfolios.

The Council’s Constitution enables the Leader of the Council to make alterations to Cabinet Portfolios.

Further to appointments made at the Council’s Annual Meeting in May, in June 2016, the Leader, Councillor Duggins, amended the title of four Cabinet Portfolios as follows:

Cabinet Member City Services (in place of Public Services)

  Cabinet Member Jobs and Regeneration (in place of Business, Enterprise and Employment)

Cabinet Member Education and Skills (in place of Education)

Cabinet Member Public Health and Sport (in place of Public Health)

Report of the Leader

The City Council noted the report of the Leader which reported on Key Decisions made in the previous year where the Special Urgency provisions were used.  This applied where it was not practicable to give notice at least 5 clear days in advance of a Key Decision being made.

The Leader reported that there were no such cases during the 2015/16 municipal year.

(a)  Written Question – Booklet 1

(b)  Oral Questions to Chairs of Scrutiny Boards/Chair of Scrutiny

Co-ordination Committee

(c)  Oral Questions to Chairs of other meetings

(d)  Oral Questions to Representatives on Outside Bodies

(e)  Oral Questions to Cabinet Members and Deputy Cabinet Members on any matter

Councillor A Khan provided a written answer to the question set out in the Questions Booklet, together with oral responses to supplementary questions put to him at the meeting.

The following Members answered oral questions put to them by other Members as set out below, together with supplementary questions on the same matters:

(a)  The Leader made a statement in respect of “Progress on the Combined Authority.”

Councillor Crookes responded to the Statement.

(b)  The Cabinet Member for Policing and Equalities, Councillor A Khan  made a statement in respect of the “Godiva Festival”.

Councillor Crookes responded to the Statement.

(c)  The Cabinet Member for Children and Equalities, Councillor Ruane,  made a statement in respect of the “Children’s Services Improvement Plan”.

Councillor Lapsa responded to the Statement.

 “We are proud to live in a diverse and tolerant society.  Racism, xenophobia and hate crimes have no place in our Country.   Coventry City Council condemns racism, xenophobia and hate crimes unequivocally.  We will not allow hate to become acceptable in our City.

Coventry City Council will work with other Agencies to fight and prevent racism and xenophobia.

We reassure all people living in Coventry that they are valued members of our City.”

RESOLVED that the Motion as set out above be adopted.

“This Council recognises the importance of the rail link between Coventry, Birmingham and London and the level of service that currently exists.

A good service is important for the future economic growth and aspirations of the city and its residents.

Council will make representations through the rail franchise consultation setting out this position and will, at every available opportunity, defend the current level of service.”

“This Council recognises the importance of the rail link between Coventry, Birmingham and London and the level of service that currently exists.

A good service is important for the future economic growth and aspirations of the city and its residents.

  Council will make representations through the rail franchise consultation setting out this position and will, at every available opportunity, defend the current level of service.”

RESOLVED that the Motion as set out above be adopted.

(Listing Officer: R Moon, tel: 024 7683 2350)

Further to Minute 27 above, the City Council considered a private report of the Executive Director of Place that set out confidential aspects of proposals for the development of land at Whitley South.

RESOLVED that the City Council:

1.  Approve that the Council agree to be responsible for the grant allocation and utilises the funds received to procure the construction of the infrastructure required at Whitley South.

2.  Approve that the Council enters into an agreement (the “Infrastructure Investment Agreement”) whereby it will agree that the LLP will procure (as agent for the Council) delivery of the infrastructure works up to the value of the grant funding.

3.  Delegate authority to the Executive Director of Place and the Executive Director of Resources to vary the Sale and Infrastructure Agreement between the Council and the LLP dated 2^nd December 2014 to enable the delivery of Whitley South and to extend the existing Sale and Infrastructure Agreement for such period as is necessary to secure the Council’s position with regard to the Gateway Scheme.

4.  Delegate authority to the Executive Director of Place and the Executive Director of Resources to make modifications (if necessary) to the Infrastructure Investment Agreement between the Council and the LLP which takes into consideration all legal and financial implications.

5.  Delegate Authority to the Executive Director of Place and the Executive Director of Resources, in consultation with the Cabinet Member for Jobs and Regeneration to serve all necessary notices on the existing tenants so as to gain vacant possession of the land in order to allow the proposals contained in the report submitted to proceed.

6.  Approve the inclusion of the sum indicated in the report submitted on the Council’s approved Capital Programme, delegating authority to the Executive Director of Resources to reflect at appropriate once the spend profile is known.