Agenda and minutes

1.         This meeting is to be webcast. Members are reminded of the need to activate their microphones before speaking.

2.         The Chairman will read the following announcement:

“This meeting will be webcast live to the Internet and will be archived for later viewing. Copies of recordings may be made available on request.

By entering the chamber’s lower seating area you consenting to becoming part of the webcast.

If you wish to avoid being filmed you should move to the public gallery or speak to the webcasting officer”

The Chairman reminded everyone present that the meeting would be broadcast live to the Internet, and that the Council had adopted a protocol for the webcasting of its meetings.

There were no substitute Members for the meeting.

Decisions required:

To confirm the minutes of the meetings of the Committee held on 1 April 2014.

RESOLVED:

That the minutes of the meeting held on 01 April 2014 be signed by the Chairman as a correct record.

(Chief Executive). To declare interests in any items on the agenda.

In considering whether to declare a personal or a prejudicial interest under the Code of Conduct, Overview & Scrutiny members are asked pay particular attention to paragraph 11 of the Code in addition to the more familiar requirements.

This requires the declaration of a personal and prejudicial interest in any matter before an OS Committee which relates to a decision of or action by another Committee or Sub Committee of the Council, a Joint Committee or Joint Sub Committee in which the Council is involved and of which the Councillor is also a member.

Paragraph 11 does not refer to Cabinet decisions or attendance at an OS meeting purely for the purpose of answering questions or providing information on such a matter.

Councillor W Breare-hall declared a non pecuniary interest in agenda item 6 – presentation on the strategic direction of Epping Forest College, by virtue of being the Chairman of Governors for Epping Forest College. He advised that he would remain in the meeting for the duration of the item.

To receive a presentation from Penny Morgan, the recently appointed Principal of Epping Forest College to speak on the strategic direction of Epping Forest College, its vision for the future and its relationship with the Community.

The Chairman welcomed Penny Morgan, the recently appointed Principal of Epping Forest College; she was appointed in December 2013. She was there to speak on the strategic direction of the college, its vision for the future and its relationship with the Community. She noted that she was working with the governors to create a long and short term strategy for the college. The college had made great strides over the last five years, taking in over 3,500 students each year and had hundreds of visitors that come in to use the college for various events etc. Over 85% of the students live within 10 miles of the college. The college was also a major employer for local people, over 59% of staff live within 10 miles of the college, thus contributing to the local economy.

They provided a wide range training, skills and educational provision, such as Business, Childcare, Construction, Media and Music, IT, Maths and English and Sport, ensuring that they were giving students the best opportunity to become work ready and gain employment. They also work with local employers and help to provide apprenticeships in local businesses, an achievement they were very proud off.

They had a 93.4% retention rate, putting them in the top 5% of FE Colleges in the country and an 87.7% success rate, putting them in the top 10% of FE colleges in the country. They were always striving to improve on the range of courses and opportunities offered to their clients whilst additional demands were placed on them by the government. They had about 417 students currently sitting their English and Maths GCSE and over 1800 students sitting functional skills. Needless to say Ofsted had included this in their grading for colleges. They will also continue with their ‘A’ level programme that compliments their full time courses, the students would need these ‘A’ levels to move on to university.

When the college was redeveloped some years ago the Debden library was situated just off the main reception area. The opening hours were somewhat limited and some members of the local community were not comfortable coming into such a busy area. Clearly they would want to assist as many people as possible to have access and are therefore considering a space that would give the library its own entrance and provide special offers at their restaurant and other facilities.

They were also forging closer ties with the Loughton Youth Centre establishing a whole breath of activities with the local community and were involved in a number of new joint initiatives with the LSP and other local organisations.

They were currently writing a report on the future of the college, targeting 2017; this had still to be submitted their board of governors for their consideration and as such she could not share its contents with the meeting just yet.

The meeting was then opened out to questions from the members of the committee.

Councillor Angold-Stephens asked that in view of the potential creation of the  ...  view the full minutes text for item 5.

(Leader) To review the Cabinet’s Key Objectives and Forward Plan (Key Decision List) for the year.

In the absence of the Leader, the Deputy Leader, Councillor Stavrou introduced the Cabinet’s Forward Plan and Key Objectives for the coming year.

She noted that the Cabinet too an interest in the work of the Overview and Scrutiny Committee and appreciated the important role scrutiny played in providing checks and balances to the Executive. Last year the Overview and Scrutiny Committee had agreed that the Leader would attend to provide details of the Cabinet’s work programme and Key Objectives for 2014/15 to advise the Committee of their future work and identify mutual areas of interest where the O&S Committee could assist the Cabinet in undertaking bespoke pieces of review.

It was noted that attached to the agenda was the Cabinet’s Key Objectives for 2014/15. They are presented under a number of broad themes and these constitute the priorities of the Cabinet over the next municipal year. Progress against last year’s key objectives was reported elsewhere in the agenda. it was noted that a number of items are an extension of last year’s programme. Also attached is the Cabinet’s work programme listing all the Key Decisions that they would be making over the next four months in order to deliver their Key Objectives.

She noted that the local plan was probably the most significant document that the Council would produce for many years. It would determine the future character of our District and help us deliver benefits to our residents in terms of homes and employment. All key decisions in relation to the Local Plan will be taken by the Cabinet, but they wish to be as consultative in their approach as possible. She noted that the Scrutiny Panel on Planning was responsible for scrutinising the Local Plan and this was an area where she hoped the Cabinet and Scrutiny could work together.

Councillor Stavrou highlighted that the Council was keen to embark on a Council House-building Programme and the Housing Portfolio Holder had established a Cabinet Committee to advise him. With tenders being received for the first phase this was an exciting initiative for the Council.

The Council had also embarked on the development of a new Leisure and Cultural Strategy, which would not only clarify the role that the Council would play in future provision, but also determine the best way to procure the new Leisure Management Contract. A draft report would be going to this Committee in September and she would welcome the Committee’s input into its conclusions.

The performance of the KPI’s was now being considered by the individual Scrutiny Panels and she would welcome any feedback about how this worked in practice.

Finally she noted that that the Cabinet would like the assistance of Overview and Scrutiny. The Council operated a Grant Aid Scheme to support the valuable work of the voluntary sector. To date they had managed to protect the level of funding; however as financial pressure built, it was important that the most was gained from the council’s resources. Councillor Kane the  ...  view the full minutes text for item 6.

(Director of Governance) To consider the attached report.

Councillor Stavrou introduced the report setting out the year end outturn of the Corporate Plan Key Objectives for 2013/14. A range of key objectives for 2013/14 was adopted by the Cabinet in March 2013; progress in relation to individual actions and deliverables are reviewed on a quarterly basis. Performance for the first nine months of the year was considered by this Committee at its meeting on 25 February 2014.

At the end of the year, 23 (42.6%) of the individual deliverables or actions supporting the key objectives had either been completed or achieved. Some 20 (37.0%) deliverables or actions were not completed by year-end. A further 11 (20.3%) deliverables or actions were on-hold at year end, as a result of external circumstances.

It was noted that this report was considered by the Cabinet on 23 June 2014. The committee the considered the outturn of each objective as set out.

Councillor Murray noted that the new Tenant Scrutiny Panel had just completed its first service review.

Councillor Watts noted that the Development of Council’s Economic Development Strategy status was said to be ‘behind schedule’. Did this imply they would not complete this task? Councillor Grigg replied that the target date was now September 2014. They had employed consultants to look at this. Councillor Watts asked if it was therefore under control. Councillor Philip noted that this was an historical document and at that time it was behind schedule, but now it was under control.

RESOLVED:

That the end of year position in relation to the achievement of the Council’s Key Objectives for 2013/14 be noted.

Decision Required:

(1)        To appoint members to the following Scrutiny Panels in accordance with pro-rata in the proportions shown below (full name list to follow):

(2)        To consider requests for appointments to Scrutiny Panels by non affiliated members; and

(3)        To appoint a Chairman and a Vice Chairman to the following Scrutiny Panels:

1.         (Director of Governance). The Council has agreed that pro rata apply to Overview and Scrutiny Panels only. The Overview and Scrutiny rules provide that the memberships must reflect pro rata requirements and the lowest number of members required to achieve cross-party representation whilst allowing the inclusion of members who are not members of a political group or are not members of the Overview and Scrutiny Committee. This year it has been agreed by  Group Leaders that the Scrutiny Panels should have 11 members.

2.         The Committee are asked to make appointments to Scrutiny Panels in accordance with the Overview and Scrutiny Procedure rules.

3.            Nominations to Chairman and Vice Chairman of these Panels are excluded from the calculation required under the Council's protocol regarding allocation of Chairman and Vice-Chairman positions between the political groups.

4.         Nominations to the Panels, which may be submitted up until the day of the meeting, were sought through officer liaison with the Group Leaders and via the Appointments Panel. A list of any further nominations will be tabled at the meeting.

The Committee were asked to make appointments to Scrutiny Panels in accordance with the Overview and Scrutiny rules. The Committee were reminded that the Council had agreed pro rata applied to Standing Panels and that membership should be kept to a minimum to allow each Group to have representation. It was noted that on this basis it had been agreed by group leaders that Panels would consist of 11 Members, including any independent member that wished to be a member of a Panel.

It was reported that nominations to Chairman and Vice Chairman to Standing Panels were excluded from the pro rata calculation rules required for such positions contained in the Council’s constitution.

RESOLVED:

That the appointments to Standing Panels annexed to these minutes be adopted.

Recommendation:

(1)          To appoint members to the new Review of Scrutiny Panels Task and Finish Panel; and

(2)          To agree the Terms of reference for this panel.

1.            (Director of Governance) At their last meeting held on 1 April 2014, this Committee resolved to set up a Task and Finish Panel to consider the future structure of the Scrutiny Panels and how they would fit into the new Directorate Structure of the Council. A draft Terms of Reference is attached for consideration by the Committee.

2.         At the same meeting this Committee requested that the membership of this Panel be kept as closely as possible  to the membership of the recent Overview and Scrutiny  Review Task and Finish Panel.

Last Years Task and Finish Panel consisted of:

K Angold-Stephens (Chairman) (LRA);

R Gadsby (Vice Chairman) (Con);

A Grigg (Con);

M Sartin (Con);

D Stallan (Con); and

J H Whitehouse (LibDem)

3.         The Overview and Scrutiny Rules state that 'Task and Finish' Scrutiny Panels shall be flexible as to the number of Councillors appointed to membership.  There is no restriction on the numbers appointed.

4.         Any Councillor may be a member of a 'Task and Finish' Scrutiny Panel, save that a member of the Cabinet may not be a member of any Panel which bears directly on his or her portfolio. Additionally no 'Task and Finish' Scrutiny Panel can be comprised of members of a single political group only. Nominations received so far are attached.

5.         It is a requirement of the procedure rules that a Chairman and Vice - Chairman should be appointed to each Panel.

The Committee considered the membership of an Overview and Scrutiny Task and Finish Panel to review the future structure of the Scrutiny Panels. They agreed that it should mirror the previous Overview and Scrutiny Review Task and Finish Panel in terms of membership.

RESOLVED:

That  the membership of the Overview and Scrutiny Task and Finish Panel reviewing the future structure of the Scrutiny Panels be:

K Angold-Stephens (Chairman) LRA;

R Gadsby (Con);

A Grigg (Con);

M Sartin (Con);

D Stallan (Con); and

J H Whitehouse (Lib Dem).

(Director of Governance) to consider the attached report.

The Committee received the amended annual Overview and Scrutiny Report for 2013/14 incorporating comments made at their meeting of 1 April 2014.

Councillor Murray thought it was a very good report and wanted to give his thanks to the Scrutiny Housing Panel members and officers, and his special thanks to his vice-Chairman. He thought that the case study was a particularly good example of scrutiny work carried out by the Housing Standing Panel.

RESOLVED:

That the Annual Overview and Scrutiny Report for 2013/14 be agreed and submitted to the Full Council at its meeting on 29 July 2014.

(a)          To consider the updated work programme

The current Overview and Scrutiny work programme is attached for information.

(b)          Reserve Programme

A reserve list of scrutiny topics is required to ensure that the work flow of OSC is continuous.

OSC will ‘pull out’ items from the list and allocate them accordingly once space becomes available in the work programme following the completion of existing reviews.

Members can put forward any further suggestions for inclusion in the reserve list either during the meeting or at a later date. A ‘PICK’ form is attached for members to use if needed.

Existing review items will be dealt with first, then time will be allocated to the items contained in the reserve work plan.

a)         Work Programme

The Committee considered their work programme for the coming year. They noted that in order to submit a request for new work, members would need to submit a PICK form.  Publicity was also being put in place to enable members of the public to submit a simplified form on our website. Officers will also be going to a Local Councils Liaison Meeting to ask them if they had any suggestions for scrutiny to consider.

They noted that the Standing Panels would be agreeing their work programmes at their first meetings.

b)        Reserve Programme

It was noted that a PICK form may be submitted asking O&S to look at the operation of the Planning Committee and its sub-committees.