Agenda, decisions and minutes

Apologies for absence were received from Councillor Claire Strong,

Having given due notice Councillor Morgan Derbyshire advised that he would be substituting for Councillor Strong.

Audio Recording – Start of Item – 1 minute 43 seconds

Apologies for absence were received from Councillors Claire Strong,

Having given due notice Councillor Morgan Derbyshire advised that he would be substituting for Councillor Strong.

To take as read and approve as a true record the minutes of the meeting of this Committee held on the 22 January 2019.

RESOLVED:That the Minutes of the Meeting of the Committee held on 22 January 2018 be approved as a true record of the proceedings and be signed by the Chairman.

Audio Recording – Start of Item – 1 minute 54 seconds

RESOLVED:That the Minutes of the Meeting of the Committee held on 22 January 2018 be approved as a true record of the proceedings and be signed by the Chairman.

To take as read and approve as a true record the minutes of the meeting of this Committee held on the 19 March 2019.

RESOLVED:That the Minutes of the Meeting of the Committee held on 19 March 2019 be approved as a true record of the proceedings and be signed by the Chairman.

Audio recording – Start of Item – 2 minutes 13 seconds

RESOLVED:That the Minutes of the Meeting of the Committee held on 19 March 2019 be approved as a true record of the proceedings and be signed by the Chairman.

Members should notify the Chairman of other business which they wish to be discussed by the Committee at the end of the business set out in the agenda. They must state the circumstances which they consider justify the business being considered as a matter of urgency.

The Chairman will decide whether any item(s) raised will be considered.

There was no other business notified.

Audio Recording – Start of Item – 2 minutes 20 seconds

There was no other business notified.

Members are 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, wished to exercise a ‘Councillor Speaking Right’, must declare this at the same time as the interest, move to the public area before speaking to the item and then must leave the room before the debate and vote.

(1)       The Chairman welcomed everyone to the first meeting of the Committee this Civic Year;

(2)       The Chairman welcomed the new members of the Committee: Councillors Val Bryant, George Davies, Simon Harwood, Terry Hone, Tony Hunter, Jim McNally, Lisa Nash, Sue Ngwala, Adem Ruggiero-Cakir, Carol Stanier, Claire Strong and Tom Tyson;

(3)       The Chairman welcomed the new substitutes of the Committee: Councillors Morgan Derbyshire, Ian Mantle, Sam North and Kay Tart;

(4)       The Chairman welcomed back to the Committee, either as members or substitutes: Councillors Kate Aspinwall, Sam Collins, Bill Davidson.  Gerald Morris and Helen Oliver;

(5)       The Chairman thanked those who were no longer members of the Committee: Councillors  Cathryn Henry (Chairman), Elizabeth Dennis-Harburg (Vice-Chairman), Ian Albert, Steve Deakin-Davies, Jean Green, Steve Jarvis, Ben Lewis, Ian Moody, Michael Muir, Janine Paterson, Mike Rice, Val Shanley and Martin Stears-Handscomb;

(6)       The Chairman announced that Members of the public and the press may use their devices to film/photograph, or do a sound recording of the meeting, but she asked them to not use flash and to disable any beeps or other sound notifications that emitted from their devices.  In addition, the Chairman had arranged for the sound at this particular meeting to be recorded;

(7)       The Chairman reminded Members that, in line with the Code of Conduct, any Declarations of Interest needed to be declared immediately prior to the item in question;

(8)       The Chairman asked that, for the benefit of any members of the public present at the meeting, Officers announce their name and their designation to the meeting when invited to speak;

(9)       The Chairman advised that the Committee would be different from last year and there were a number of changes including a new Administration for the Council;

(10)    The Chairman advised that Statutory Guidance for Overview and Scrutiny in Local and Combined Authorities had been published in May 2019 and drew attention to the definition of Scrutiny.

RESOLVED: That the Statutory Guidance for Overview and Scrutiny in Local and Combined Authorities be circulated to all Members and Substitutes of the Committee.

Audio recording – Start of Item – 2 minutes 24 seconds

(1)       The Chairman welcomed everyone to the first meeting of the Committee this Civic Year;

(2)       The Chairman welcomed the new members of the Committee: Councillors Val Bryant, George Davies, Simon Harwood, Terry Hone, Tony Hunter, Jim McNally, Lisa Nash, Sue Ngwala, Adem Ruggiero-Cakir, Carol Stanier, Claire Strong and Tom Tyson;

(3)       The Chairman welcomed the new substitutes of the Committee: Councillors Morgan Derbyshire, Ian Mantle, Sam North and Kay Tart;

(4)       The Chairman welcomed back to the Committee, either as members or substitutes: Councillors Kate Aspinwall, Sam Collins, Bill Davidson.  Gerald Morris and Helen Oliver

(5)       The Chairman thanked those who were no longer members of the Committee: Councillors  Cathryn Henry (Chairman), Elizabeth Dennis-Harburg (Vice-Chairman), Ian Albert, Steve Deakin-Davies, Jean Green, Steve Jarvis, Ben Lewis, Ian Moody, Michael Muir, Janine Paterson, Mike Rice, Val Shanley and Martin Stears-Handscomb.

(6)       The Chairman announced that Members of the public and the press may use their devices to film/photograph, or do a sound recording of the meeting, but she asked them to not use flash and to disable any beeps or other sound notifications that emitted from their devices.  In addition, the Chairman had arranged for the sound at this particular meeting to be recorded;

(7)       The Chairman reminded Members that, in line with the Code of Conduct, any Declarations of Interest needed to be declared immediately prior to the item in question;

(8)       The Chairman asked that, for the benefit of any members of the public present at the meeting, Officers announce their name and their designation to the meeting when invited to speak;

(9)       The Chairman advised that the Committee would be different from last year and there were a number of changes including a new Administration for the Council;

(10)    The Chairman advised that Statutory Guidance for Overview and Scrutiny in Local and Combined Authorities had been published in May 2019 and drew attention to the definition of Scrutiny.

RESOLVED: That the Statutory Guidance for Overview and Scrutiny in Local and Combined Authorities be circulated to all Members and Substitutes of the Committee.

To receive petitions and presentations from members of the public.

There was no public participation.

Audio recording – Start of Item – 7 minutes 2 seconds

There was no public participation.

The Chairman to report on any urgent or general exception items which required his agreement.  At the time of printing the agenda, the Chairman had not agreed any urgent or general exception items.

No urgent or general exception items were received.

Audio recording – Start of Item – 7 minutes 6 seconds

No urgent or general exception items were received.

To consider any matters referred to the Committee for a decision in relation to a call-in of decision. At the time of printing the agenda, no items of business had been called-in.

Since the last meeting, no decisions had been called-in by the Overview and Scrutiny Committee.

Audio recording – Start of Item – 7 minutes 9 seconds

Since the last meeting, no decisions had been called-in by the Overview and Scrutiny Committee.

To receive and respond to any questions from Members either set out in the agenda or tabled at the meeting.

No questions had been submitted.

Audio recording – Start of Item – 7 minutes 14 seconds

No questions had been submitted.

REPORT OF THE SERVICE DIRECTOR - RESOURCES

To consider the 2018/19 year end Performance Indicator monitoring report.

RESOLVED:

(1)       That the report entitled 2018-19 Performance Indicator Monitoring be noted;

(2)       That the Controls, Risk and Performance Manager be requested to circulate the link to the full Waste Performance breakdown to all Members and Substitutes of the Committee;

(3)       That the Controls, Risk and Performance Manager be requested to identify a date when data will be available for REG 1 and 2;

(4)       That a target must be set regarding REG 1 and 2, based on the data available and the direction of travel at the next target setting review;

(5)       That the Chairman be requested to discuss sickness data with the Head of Paid Service with the aim of identifying what breakdown of figures would be available to the Committee and to identify any problem areas and the reasons for those issues.

REASON FOR DECISIONS: To enable the Overview and Scrutiny Committee to review Performance Indicators in accordance with the Terms of Reference for the Committee.

Audio recording – Start of Item – 7 minutes 25 seconds

The Controls, Risk and Performance Manager presented the report pf the Service Director – Resources entitled 2018-19 Year End Performance Indicator Monitoring.

She advised that the report would be circulated to all Members and Substitutes of the Committee one month before the meeting to give the opportunity to invite Officers or Executive Members to the meeting to discuss a particular subject.

The following Members took part in the debate and asked questions:

·                Councillor David Levett;

·                Councillor Lisa Nash;

·                Councillor Helen Oliver;

·                Councillor Sue Ngwala;

·                Councillor Kate Aspinwall;

·                Councillor Tony Hunter.

RESOLVED:

(1)       That the report entitled 2018-19 Performance Indicator Monitoring be noted;

(2)       That the Controls, Risk and Performance Manager be requested to circulate the link to the full Waste Performance breakdown to all Members and Substitutes of the Committee;

(3)       That the Controls, Risk and Performance Manager be requested to identify a date when data will be available for REG 1 and 2;

(4)       That a target must be set regarding REG 1 and 2, based on the data available and the direction of travel at the next target setting review;

(5)       That the Chairman be requested to discuss sickness data with the Head of Paid Service with the aim of identifying what breakdown of figures would be available to the Committee and to identify any problem areas and the reasons for those issues.

REASON FOR DECISIONS: To enable the Overview and Scrutiny Committee to review Performance Indicators in accordance with the Terms of Reference for the Committee.

REPORT OF THE SERVICE DIRECTOR- RESOUIRCES

To consider the 4^th Quarter Monitoring Report on Key Projects for 2018/19.

RESOLVED:

(1)       That delivery against the key projects for 18/19 be noted and commented on by the Overview & Scrutiny Committee;

(2)       That the Service Director – Regulatory be requested to present a report to this Committee regarding the proposed crematorium;

(3)       That the Service Director – Commercial be requested to present a report to this Committee regarding  the proposed new trading company.

REASON FOR DECISION: To enable achievements against the key projects for 2018/19 to be considered.

Audio recording 23 minutes 38 seconds

The Controls, Risk and Performance Manager presented the report entitled 4^th Quarter Monitoring Report on Key Projects for 2018/19 together with the following appendices:

·                Appendix A - Q4 update on projects in the Corporate Planl

·                Appendix B - Waste update.

There were currently 8 projects being reported of which one was red status, two were amber and the rest green.

Complete the fit out and open the North Hertfordshire Museum and Community Facility

This was a red status project. The formal opening had been delayed do as not to clash with other events in the locality.

Development of a Crematorium in North Hertfordshire

This was an amber status project. Outline planning permission had been refused by Central Bedfordshire Council. In March 2019 Cabinet approved funding to support an appeal against this decision. An external planning consultant had been employed and was putting together the appeal.

Investigating a range of options to improve use of Council assets

This was an amber status project. Work was being undertaken to set up the Local Authority Trading Company although this was taking longer than anticipated.

Waste Update

Appendix B showed the update from the Waste Manager. This had been requested by the Committee, particularly det6ails regarding missed bins.

The following Members asked questions and took part in the debate:

• Councillor David Levett:
• Councillor Helen Oliver;
• Councillor Sam Collins;
• Councillor Kate Aspinwall.

Members were concerned that the appeal regarding the Crematorium be submitted in time and relate to the decision notice.

They were also concerned that the name of the trading company had not yet been registered and whether the procedures had been followed regarding change of Directors.

RESOLVED:

(1)       That delivery against the key projects for 18/19 be noted and commented on by the Overview & Scrutiny Committee;

(2)       That the Service Director – Regulatory be requested to present a report to this Committee regarding the proposed crematorium;

(3)       That the Service Director – Commercial be requested to present a report to this Committee regarding the proposed new trading company.

REASON FOR DECISION: To enable achievements against the key projects for 2018/19 to be considered.

REPORT OF THE ACTING SCRUTINY OFFICER

To consider the outcome of Overview and Scrutiny Committee resolutions.

RESOLVED:

(1)       That the outcome of the Overview and Scrutiny Committee resolutions be noted;

(2)       That the Scrutiny Officer be requested to ascertain when the SIAS audit report will be available.

(3)       That the Service Director – Place be requested to supply Ward Councillors with details of changes to waste collection routes by email;

(4)       That the Overview and Scrutiny Committee expresses concern regarding resources available to the Committee and other areas of the Council seem stretched. Therefore the Leader of the Council is requested to speak to the Chief Executive regarding these concerns.

REASON FOR DECISION: To enable the Overview and Scrutiny Committee to monitor actions following resolutions made at previous meetings.

Audio recording 36 minutes 55 seconds

The Acting Scrutiny Officer presented the report entitled Outcome of Overview and Scrutiny Committee Resolutions and drew attention to the following:

·                     Jan 19 - The Council’s Statement of Community Involvement (SCI);

·                    Mar 19 – Min 10 (2) - Policy on Debt Collection;

·                    Mar 19 – Min 11 (3) – Task and Finish Group on Waste;

·                    Mar 19 – Min 13 (2) – SIAS report regarding the Waste Contract;

·                    Mar 19 – Min 13 (3) – Waste Routes;

·                    Mar 19 – Min 13 (5) – Updates regarding waste;

·                    Mar 19 – Min 14 (5) – Report regarding the Crematorium.

The following Members asked questions and took part in the debate:

·                     Councillor Kate Aspinwall;

·                     Councillor David Levett;

·                     Councillor Sam Collins;

·                     Councillor Val Bryant;

·                     Councillor Helen Oliver;

·                     Councillor Terry Hone.

In respect of Jul 18 Min 28 (4) - the Committee should continue to nominate Members.

Members expressed concern that a year ago the Committee had a fulltime Scrutiny Officer and that this role had now been absorbed into Committee Services. They were concerned that the reduction in staffing resources would affect the work of the Committee.

They discussed that the annual Crime and Disorder meetings could be considered differently, such as choosing a topic to focus on.

RESOLVED:

(1)       That the outcome of the Overview and Scrutiny Committee resolutions be noted;

(2)       That the Scrutiny Officer be requested to ascertain when the SIAS audit report will be available.

(3)       That the Service Director – Place be requested to supply Ward Councillors with details of changes to waste collection routes by email of relevant maps;

(4)       That the Overview and Scrutiny Committee expresses concern regarding resources available to the Committee and other areas of the Council that seem stretched. Therefore the Leader of the Council is requested to speak to the Chief Executive regarding these concerns.

REASON FOR DECISION: To enable the Overview and Scrutiny Committee to monitor actions following resolutions made at previous meetings.

REPORT OF THE ACTING SCRUTINY OFFICER

To consider the Overview and Scrutiny Work Programme for 2019/20. 

RESOLVED:

(1)       That the Overview and Scrutiny Committee Work Programme be noted;

(2)       That the Service Director – Commercial be requested to make regular presentations to this Committee regarding commercial activities.

REASON FOR DECISION: To allow the Committee to set a work programme which Provides focussed Member oversight, encourages open debate and seeks to achieve service improvement through effective policy development and meaningful policy and service change.

Audio recording – Start of Item – 1 hour 0 minutes 50 seconds

The Acting Scrutiny Officer presented the report entitled Overview and Scrutiny Work Programme for 2019/20 together with the following appendices:

·                    Appendix A - Work Programme for future Committee meetings:

·                    Appendix B - Forward Plan - 10 MAY 2019.

Hitchin Town Hall Review

·                    The Panel had been appointed;

·                    A press release had been issued inviting statements to be submitted by 14 June 2019;

·                    The Panel will review the statements and identify those they wish to attend the hearing to speak;

·                    A dedicated web page on the NHDC website had been introduced.

The Chairman advised that the Leader of the Council would make a formal presentation to the Committee in July. However he wished to make a statement to this meeting of the Committee.

Councillor Stears-Handscomb assured the Committee of the commitment of the Administration to Overview and Scrutiny and welcomes the comments of the Committee as a critical friend and to use the skills and insights of all Members of the Council as Task and Finish Groups are developed.

There will be special Cabinet meeting to seek to on the Cooperative Innovation Network, consider a Charter against Modern Slavery and to establish an Environment Panel.

Work Programme

The Committee needed to consider the Forward Plan, consider engagement, commercialisation and environmental aspects.

The Committee should prioritise its workload and ensure that the resources are available.

The following Members asked questions and took part in the debate:

·                    Councillor Sam Collins.

It was suggested that the report of the Hitchin Town Hall Review be presented to a special meeting of the Committee.

At the request of the Chairman, the Committee, Member and Scrutiny  Manager explained the Call In process.

RESOLVED:

(1)       That the Overview and Scrutiny Committee Work Programme be noted;

(2)       That the Service Director – Commercial be requested to make regular presentations to this Committee regarding commercial activities;

(3)       That consideration be given to the report of the Hitchin Town Hall being presented to a special meeting of the Committee.

REASON FOR DECISION: To allow the Committee to set a work programme which Provides focussed Member oversight, encourages open debate and seeks to achieve service improvement through effective policy development and meaningful policy and service change.