| Time: | 7.30pm | Place: | Council Chamber, Council Offices, Gernon Road, Letchworth Garden City |
| PRESENT: | Councillor R.L. Shakespeare - Smith (Chairman), Councillor Cathryn Henry (Vice-Chairman), Councillor John Booth (Substitute), Councillor Bill Davidson, Councillor Steve Hemingway, Councillor Sal Jarvis, Councillor David Kearns, Councillor Ian Mantle (Substitute), Councillor Gerald Morris, Councillor M.R.M. Muir and Councillor Deborah Segalini. |
| IN ATTENDANCE: | Councillor Lynda Needham (Leader of the Council), Councillor Julian Cunningham (Portfolio Holder for Policy, Transport and Green Issues), David Scholes (Chief Executive), Fiona Timms (Performance and Risk Manager), Brendan Sullivan (Scrutiny Officer) and Hilary Dineen (Committee and Member Services Officer). |
| ALSO PRESENT: | At the start of the meeting one member of the public. |
| Meeting attachment |
Agenda Front Pages |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 88 |
APOLOGIES FOR ABSENCE The Vice-Chairman opened the meeting. Apologies for absence were received from Councillors Jean Green, John Harris, David Leal-Bennett and Sandra Lunn. Having given due notice, Councillor John Booth advised that he would be substituting for Councillor Jean Green. Having given due notice, Councillor Ian Mantle advised that he would be substituting for Councillor Sandra Lunn. |
Noted | ||
| 89 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 20 January 2015 be approved as a true record of the proceedings and be signed by the Chairman. |
Agreed | ||
| 90 |
NOTIFICATION OF OTHER BUSINESS No other business was submitted for consideration by the Committee. |
Noted | ||
| 91 |
CHAIRMAN'S ANNOUNCEMENTS Members were reminded that any declarations of interest in respect of any business set out in the agenda, should be declared as either a Disclosable Pecuniary Interest or Declarable Interest and are required to notify the Chairman of the nature of any interest declared at the commencement of the relevant item on the agenda. Members declaring a Disclosable Pecuniary Interest must withdraw from the meeting for the duration of the item. Members declaring a Declarable Interest which requires they leave the room under Paragraph 7.4 of the Code of Conduct, can speak on the item, but must leave the room before the debate and vote. |
Noted | ||
| 92 |
PUBLIC PARTICIPATION There were no presentations from members of the public. |
Noted | ||
| 93 |
URGENT/GENERAL EXCEPTION ITEMS No urgent or general exception items were received. |
Noted | ||
| 94 |
CALLED IN ITEMS Since the last meeting, no decisions had been called-in by the Overview and Scrutiny Committee. |
Noted | ||
| 95 |
PRESENTATION BY THE LEADER OF THE COUNCIL Councillor Lynda Needham, Leader of the Council, thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation on delivery against Priorities 2015/15, major projects for 2015/16 onwards and the financial situation as follows: PRIORITIES FOR THE DISTRICT Previously the Council had set annual priorities for the District, in 2014 the approach was amended and Priorities for the District were set for 5 years with annual reviews. This approach reflected that many service areas and projects were planned or delivered over more than one year and gave greater stability. The priorities for 2014-2019 onwards are:- - Promoting sustainable growth; - Working with our communities; - Living within our means. These priorities had subtly evolved from our former annual priorities to reflect that economic growth for the District is important, which had been further emphasised by the depth and duration of the recession. DELIVERY AGAINST OUR PRIORITIES 2014/15 The Council continued to seek opportunities for delivering services in different ways to ensure economic and efficient services that continue to support the delivery of our priorities. LIVING WITHIN OUR MEANS 2014/15 BUDGET EFFICIENCIES In setting the 2014/15 budget efficiencies of £1,514,000 were agreed and, as demonstrated in the Third Quarter Revenue Report these savings should be exceeded £58,000. NORTH HERTFORDSHIRE MUSEUM AND COMMUNITY FACILITY. The construction contract had been let, work was in progress and the Lottery award had been made for the fit out. In respect of the numerous articles in the local press, the Council had limited ability at present to explain its position due to the contract dispute. The Overview and Scrutiny Committee considered these issues at a special meeting held on 18 December 2014 and resolved to consider the subject again at a later date. The North Hertfordshire Museum would deliver significant revenue savings and offer a far improved facility. PARKS FOR PEOPLE LOTTERY BID FOR BANCROFT GARDENS It was disappointing not to receive a Parks for People lottery award following the submission of a bid in February 2014. An incremental approach to regenerating the park had been agreed and this was being progressed. ALTERNATIVE MEANS OF SERVICE DELIVERY Work was progressing in conjunction with seven other Hertfordshire authorities on an alternative model for the provision of Building Control. Initial stages had been funded by East of England Local Government Association and the current stages were being funded by the Councils. A report would be considered by Cabinet at the meeting due to be held on 24 March 2015. The Careline Development Strategy was being implemented with work being transferred from Broxbourne Borough Council, following the closure of their community alarms business and gaining the position of the preferred partner of Hertfordshire County Council in the delivery of Telecare. Consultation had taken place regarding a revised grant funding process with consideration now being given to the most appropriate way forward. A detailed business case for the provision of a North Herts Crematorium was being finalised. NHDC was working with the East Herts District Council to develop a feasibility study and business case for a shared waste collection. WORKING WITH LOCAL COMMUNITIES The Council continued to work with local communities and the team of Community Development officers worked with many groups and organisations across the District to promote community participation. JOHN BARKER PLACE, HITCHIN Work was now underway on the four million pound regeneration of John Barker Place, Westmill, Hitchin, with a new Community Centre, new play facilities, new shops and more than 30 additional homes. CHURCHGATE, HITCHIN Following resolutions of Council in November 2014 and February 2015 regarding Churchgate, Hitchin, work was continuing towards a more modest scheme. GREEN SPACE STRATEGY Delivery of the Green Space Strategy would continue, with improvements to Norton Common, Walsworth Common and Purwell Meadows. PROMOTING SUSTAINABLE GROWTH THE LOCAL PLAN The Local Plan, which would guide development over the next 20 years, was progressing. North Hertfordshire would need to accommodate land for approximately 12,100 new homes. Consultation took place from December 2014 to February 2015 and in excess of 2500 representations with 4500 individual points had been received. OTHER MATTERS The Apprenticeship programme would continue into its third year. Economic development and infrastructure initiatives would be pursued with the Local Enterprise Partnership. NHDC would continue to work with the three Business Improvement Districts. MAJOR PROJECTS FOR 2015/16 ONWARDS Councillor Needham presented a brief summary of the work required for some of the future projects and issues as follows: PROMOTING SUSTAINABLE GROWTH PREPARATION OF A LOCAL PLAN - Consideration of representations made on the preferred options document; - Preparation of submission document for examination; - Consultation on submission document; - Consideration of representations made on the submission document. ECONOMIC DEVELOPMENT - Consideration of representations made on the Economic Development Strategy; - Preparation of Economic Development Strategy. LAND AND DEVELOPMENT - Dispose of surplus Council land (Lloyd Way Kimpton, Lumen Road Royston and Yeomanry Drive Baldock) that can be developed to provide new homes and generate Capital sums to fund key projects; - Following construction of new Westmill Community Centre to commence regeneration of John Barker Place to rebuild the shops, provide additional affordable homes and new community facilities. WORKING WITH OUR COMMUNITIES - Continue an open dialogue with interested developers on the Churchgate site; - Complete the fit out and open the North Herts Museum and Community Facility; - Delivery of identified projects in the Green Space Management Strategy and agreed capital programme including: - Renovation of Bush Springs play area, Baldock; - Provision of a Water Splash Park in Bancroft Recreation Ground, Hitchin in accordance with the Master Plan and consider other options for future delivery of elements of the agreed Master Plan; - Provision of an interactive Water Splash Park in Priory Memorial Garden, Royston. - Continue to promote Careline as a valuable resource in supporting independent living, working directly with Herts Meals; - Redevelopment and refurbishment at North Herts Leisure Centre (subject to full Council approval to the Capital Programme and variation to the contract with Stevenage Leisure Limited); - Dependent on agreement by both authorities to the business casein June 2015, work with East Herts District Council to develop the new waste and recycling and street cleansing contracts commencing from May 2018; - Continue the development of the North Herts Crematorium business case and structural arrangements for future implementation. LIVING WITHIN OUR MEANS REFURBISHMENT OF THE COUNCIL OFFICES - Carry out limited refurbishment of the Town Lodge and Letchworth Museum buildings to allow them to be used for decanting staff during the refurbishment; - Agree the design for the Council Office refurbishment, including ‘green' initiatives where appropriate to ensure a more efficient use of electricity, water and gas; - Develop a business case for a new storage facility in Letchworth; - Dependent on agreement to the Business Case, form a partnership arrangement for the delivery of Building Control services with six other Hertfordshire authorities; LAND AND BUILDINGS - Independent review of assets and opportunities by East of England Local Government Association for Royston; - Workshop to challenge outcomes of East of England Local Government Association work; - Take forward opportunities; - Continue review into other towns and rural areas. PROJECTS ARISING FROM THE CHANNEL MIGRATION PROJECT: - Noise reporting app for Environmental Health being trialled; - Develop an initial programme to roll out a text message service; - Consider opportunities for E-billing associated with hybrid mail; - Evaluate efficiency potential from hybrid mail in relation to Individual Electoral Registration and elections for 2106 onwards; - Roll out of new website in March 2015 with focus on accessibility on various devices, content management and efficient e-transactions; - Other Matters - To determine projects arising from the in depth review of parking services; - Implement the recommendations from the value for money review of Electoral Services to ensure that the service continues to deliver value for money; - Implement the outcomes from energy audits undertaken in 2013/14 to reduce energy consumption where these have a proven payback; - Installation of solar panels at Careline and at Burymead; The robust Corporate Business Planning Process continued looking at: - How NHDC deliver services; - What services NHDC provide; - The level of service delivery; - Income generation. The focus continued to be front line service delivery and providing services through - Partnership working; - Shared services with other councils, the private sector and Town and Parish Councils; - Invest to save; - Efficiencies in contract procurement. THE FINANCIAL SITUATION. The Leader of the Council informed Members that NHDC needed to ensure that the Council's priorities and services could be delivered with the delivery of front line services being paramount. Since 2009/10 over £7m of efficiencies from our annual revenue budget had been achieved. The Council's current revenue budget for 2014/15 is approximately. £16.6m. FUTURE YEARS The anticipated funding over the next five years was one of a number of significant financial uncertainties and potential pressures. The following are known risks: - Reduction in revenue support grant; - Possible changes to arrangements and financial support for the disposal of waste and the impact on the waste collection contract; - Review of New Homes Bonus, which might result in withdrawal; - Implementation of the Universal Credit; - Impact of the number of appeals following the valuation exercise expected in 2017 to determine the Rateable Values. Members asked several questions as follows: APPRENTICESHIPS It was suggested that structures with new vacancies considered as apprenticeship should be considered, which would provide sustainable jobs. The Leader of the Council informed Members that the current apprenticeship scheme was for 12 apprentices and was funded by the New Homes Bonus, if this payment is withdrawn NHDC would try to continue the scheme. Any department seeking an apprentice post had to demonstrate that a training programme could be provided. It is always been made clear that apprentices cannot be guaranteed a position, however many have achieved a permanent position. The Chief Executive advised that apprenticeship posts were discussed by the Corporate Management Team and that, when restructures happened, the value of employing people at different levels was taken into account. Members complimented the Council's apprenticeship scheme. NORTH HERTS CREMATORIUM A Member was concerned that the North Herts Crematorium project was not being progressed. The Leader of the Council advised that officers were currently progressing several other projects including parks and gardens and the North Herts Leisure Centre and this was simply a matter of officer capacity. NORTH HERTS LEISURE CENTRE A Member noted that extending the Leisure Centre would safeguard it for 25 years and queried that strategic discussions in the past had questioned whether the Leisure Centre was in the right place. The Leader of the Council informed Members that one of the priorities was "Living within our means" and that replacement of the Leisure Centre was considered, but this option would cost in the region of £25m. The Chief Executive advised that the long term future of the Leisure Centre was identified in the leisure strategy. ECONOMIC DEVELOPMENT OFFICER A Member asked about the proposed Economic Development Officer post. The Leader of the Council advised that it was being considered whether this could be a shared post with another authority. DISPOSAL OF LAND A Member was concerned that, even when the Local Plan is adopted, there would be great difficulty in achieving enough social rented housing and suggested that the land disposed of by the Council should be used for this purpose. The Leader of the Council advised that each parcel of land was considered on its merits and consideration would have to be given to whether a reduction in price to ensure social rented housing was an option. The Chairman thanked Councillor Needham for her presentation. |
Noted | ||
| 96 |
MEMBERS' QUESTIONS No questions had been submitted. |
Noted | ||
| 97 |
REGULATION OF INVESTIGATORY POWERS ACT UPDATE AND ANNUAL REVIEW Report The Chief Executive presented the report entitled Regulation of Investigatory Powers Act Update and Annual Review. He informed Members that further training had been undertaken regarding the use and non-use of RIPA. RESOLVED: That the report entitled Regulation of Investigatory Powers Act Update and Annual Review be noted. REASON FOR DECISION: To comply with best practice guidance and the Overview and Scrutiny Committee's terms of reference. |
Agreed | ||
| 98 |
KEY PROJECTS FOR 2015/16 Report Appendix A - Key Projects The Performance and Risk Manager presented the report of the Head of Finance, Performance and Asset Management regarding Key Projects for 2015/16. She informed Members that key dates would be included in future monitoring reports. Members discussed the various approaches that could be used to review the progress and issues regarding the development of the North Hertfordshire Museum and Community Facility at Hitchin Town Hall. They were concerned that any review be effective and to this end they needed to consider the following: - The style of meeting, whether it be a formal meeting of the Committee or a Task and Finish Group; - Whether any Member training was needed in advance such as an understanding of Prince 2; - Whether this would be for Members of the Overview and Scrutiny Committee or whether all Councillors would be invited; - The timing of the meeting in relation to both the completion of the project and legal issues; RESOLVED: That the key projects, that will be the focus for the Council in 2015/16 be noted. REASON FOR DECISION: To ensure that the Overview and Scrutiny Committee is appraised of the details of key projects, as required by the Corporate Business Planning Timetable. The Overview and Scrutiny Committee has a key role in monitoring the delivery of these projects. |
Agreed | ||
| 99 |
PERFORMANCE INDICATOR MONITORING REPORT - THIRD QUARTER 2014 - 2015 Performance Indicator Monitoring Information The Performance and Risk Manager presented the Third Quarter Performance Indicator Monitoring Reports and drew attention to the following: BV9 - PERCENTAGE OF COUNCIL TAX COLLECTED IN YEAR This indicator remained on target with the percentage at the end of February 2014 being 96.27 percent. BV10 - PERCENTAGE OF NNDR COLLECTED IN YEAR The percentage collected at the end of February 2015 was 96.27 percent. BV12 - WORKING DAYS LOST DUE TO SICKNESS ABSENCE Members asked for some comparison with other authorities and asked how many actual days were lost. The Performance and Risk Manager advised that there was some voluntary sharing of data and that NHDC was ranked number two. Details of this would be sent out subsequent to the meeting. The Chief Executive informed Members that the Council currently employed 324 full time equivalent staff. BV12b - WORKING DAYS LOST DUE TO LONG TERM SICKENSS ABSENCE Members asked if outside assistance was sought regarding long term sickness absence The Performance and Risk Manager advised that NHDC worked closely with Occupational Health regarding long term sickness. NI157e - PERCENTAGE OF ALL PLANNING APPLICATIONS DETERMINED WITHIN THE RELEVANT STATUTORY TIME PERIOD The Chief Executive informed Members that the Government definition for this indicator was very clear. There was a statutory time period which could not be changed by anyone, even if for agreed negotiations. A number of authorities will refuse applications if they are due to exceed the time period. LI032 - NUMBER OF ALLOWED PLANNING APPEAL DECISIONS, AS A PERCENTAGE OF ALL REFUSED PLANNING APPLICATION DECSIONS ISSUED There had previously been an error in recording the data for this indicator, in that appeals against planning conditions had been included, therefore this Indicator had changed from red to green. LI035 - NUMBER OF HOUSEHOLDS ACCEPTED BY THE COUNCIL AS HOMELESS A Member expressed concern at the large underlying trend of homelessness. NI191 - RESIDUAL WASTE PER HOUSEHOLD & NI192 - PERCENTAGE OF HOUSEHOLD WASTE SENT FOR REUSE, RECYCLING AND COMPOSTING Members congratulated officers for putting in the right provisions and members of the public for their continued efforts. RESOLVED: (1) That the Performance Indicator Monitoring Report - Third Quarter 2014 - 2015 be noted; (2) That the Portfolio Holder for Housing and Environmental Health be invited to address the Committee, in particular regarding homelessness. REASON FOR DECISION: To enable the Overview and Scrutiny Committee to consider the Performance Indicators for the Third Quarter 2014 - 2015. |
Agreed | ||
| 100 |
TASK AND FINISH GROUP REPORT ON PARKING Covering Report Appendix A - Task & Finish Group Report Councillor Ian Mantle, Chairman of the Task and Finish Group on Parking, presented the report. He thanked colleagues for their work on the Task and finish group and referred to the comments of the Senior Management Team on the recommendations as follows: RECOMMENDATION 1 Councillor Mantle explained that the recommendation considered that policies should be reviewed to ensure that residential accommodation within town centres were taken into account. RECOMMENDATION 3 Councillor Mantle advised that the possibility of acquiring land for use as a car park should be kept under review and that it was important foe the Council to be aware of opportunities. Members commented that land for car parking could produce a yield, particularly in areas where there was high demand and acknowledged that in areas of new development many residents would likely be commuting and therefore require car parking. They suggested that innovation during the planning process could help, with developers being required to provide car parking. RECOMMENDATION 4 Councillor Mantle stated that the issue of verge parking should continue to be reviewed. Members noted that some estates lacked adequate parking due to design, which led to people parking on verges. They suggested that the design of future development and the number of parking spaces within a development should be considered in future applications. They were concerned that it was not clear how enforcement of verge parking could be undertaken. Councillor Cunningham advised that the number of complaints received by NHDC regarding verge parking was minimal, whilst installation of restrictions was expensive he stated that he would circulate a briefing note regarding verge parking to all Members and substitutes of this Committee. RECOMMENDATION 6 Councillor Mantle advised that opening hours only related to the multi storey car parks and that the Task and Finish Group believed that there was potential in these car parks being utilised more in the evenings in order to take account of the night time economy. RECOMMENDATION 7 Councillor Mantle explained that decisions regarding opening hours and charges could not be effective without data regarding usage, particularly during non-charging hours. RECOMMENDATION 9 Councillor Mantle advised that the Task and Finish Group felt that boosting sales of season tickets could be achieved by better publicity and the community would benefit by making the purchasing process as simple as possible and considering making season tickets available at alternative outlets such as shops. The Chairman thanked the Chairman and members of the Task and Finish Group on Parking. RESOLVED: (1) That the Task and Finish Group on Parking be approved and presented to Cabinet on 24 March 2015; (2) That the Portfolio Holder for Policy, Transport and Green Issues be requested to circulate his briefing note regarding verge parking to all Members and Substitutes of the Overview and Scrutiny Committee. REASON FOR DECISION: To enable the Overview and Scrutiny Committee to consider the report of the Task and Finish Group on Parking prior to presentation to Cabinet. |
Agreed | ||
| 101 |
ANNUAL REPORT OF THE OVERVIEW AND SCRUTINY COMMITTEE Covering Report Appendix A - Draft Annual Report The Scrutiny Officer presented the Annual Report of the Overview and Scrutiny Committee. He commented that it had been a mixed year for Scrutiny with positive meetings, including those regarding the North Hertfordshire Museum and Community Facility at Hitchin Town Hall, Policing Update and Safeguarding. An area that had resulted in a number of issues was items on the Forward Plan being deferred or added late in the day (for the resulting meeting of the Overview & Scrutiny Committee), making it more difficult for the Committee to plan its business. The Committee may wish to consider business planning and related processes in future as a Task and Finish Group. The Task and Finish Group on Commercialisation had commenced, although that on Council Reports had been deferred. The Scrutiny Officer suggested that the Committee could consider different ways of undertaking T&F groups as their operation was not bound by the rules of the Constitution. Members discussed various ways that Task and Finish Groups and Committee meetings could be varied including; - Whether too much time was spent considering standard items; - Whether each meeting should be guided by a particular topic; - How Members could be encouraged to take a more active part in Scrutiny; - That the role of this Committee was to hold the executive to account; - That Portfolio Holders could be held directly to account by being invited to meetings to address particular issues, rather than providing a more general update; - That examples of Scrutiny by other Councils could be considered; They discussed further that it was important to hold the executive to account, but not the Officers, who were doing what the Executive asked of them and that it was important to differentiate between the formal Committee and a Task and Finish Groups. They also acknowledged the success of the Committee in scrutinising and influencing both the Community Halls Strategy and the Grant Policy and agreed that the Chairman should include a section in the Annual Report regarding the future of Overview and Scrutiny. RESOLVED: (1) That the draft Overview and Scrutiny Annual report be noted; (2) That the Chairman be requested to include a section in the Annual Report regarding the future of Overview and Scrutiny; (3) That the Chairman of the Overview and Scrutiny Committee be authorised to make any necessary changes to complete the Overview and Scrutiny Annual Report prior to consideration by Council on 21 May 2015. REASON FOR DECISION: To enable the Overview and Scrutiny Committee to comment on the Annual Report prior to consideration by Council. |
Agreed | ||
| 102 |
RESOLUTIONS OF THE OVERVIEW AND SCRUTINY COMMITTEE Resolutions List The Scrutiny Officer presented the report entitled Resolutions of the Overview and Scrutiny Committee and drew attention to the following: MINUTE 15 - JUNE 2013 - TASK AND FINISH GROUP ON GRANTS The Scrutiny Officer reminded Members that the Recommendations of this Task and Finish Group fed into the Grants Review. This item had been deferred and would now be considered in December 2015. MINUTE 48 - DECEMBER 2014 - CHIEF INSPECTOR FOR NORTH HERTFORDSHIRE The Scrutiny Officer drew attention to the update contained in the report particularly that the Chief Inspector intended to make community engagement a priority and would be considering how to make engagement with local communities and Councillors more effective. TIMING OF OVERVIEW AND SCRUTINY MEETINGS Members were concerned that the meeting of the Overview and Scrutiny Committee were so close to the Cabinet meeting where the decisions were made and agreed to consider this issue at the next meeting due to be held on 9 June 2015. RESOLVED: (1) That the actions resulting from the resolutions of the Overview and Scrutiny Committee be noted; (2) That the Committee consider, at the next meeting, due to be held on 9 June 2015, the timing of future Overview and Scrutiny meetings in relation to Cabinet meetings. REASON FOR DECISION: To enable the Overview and Scrutiny Committee to review and monitor the progress of resolutions made. |
Agreed | ||
| 103 |
OVERVIEW & SCRUTINY COMMITTEE WORK PROGRAMME Report Appendix A - Work Programme Appendix B - Forward Plan The Scrutiny Officer presented the Overview and Scrutiny Committee Work Programme. He advised that the Portfolio Holder for Planning and Enterprise would attend the meeting due to be held on 9 June 2015 and asked Members if they wished to receive an update regarding the timing of the Grants Review Report RESOLVED: (1) That the Portfolio Holder for Community Engagement and Rural Affairs be invited to attend the next meeting of this Committee, due to be held on 9 June 2015, to explain why the Review of the Council's Grant Aid and other Financial Support Policy has been deferred until December 2015; (2) That the Overview and Scrutiny Committee Work Programme be noted. REASON FOR DECISION: To enable the Overview and Scrutiny Committee to plan and carry out its workload efficiently and effectively. |
Agreed | ||