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.

(Director of Governance). To report the appointment of any substitute members for the meeting.

It was noted that Councillor Caroline Pond was substituting for Councillor K Angold-Stephens.

Decisions required:

To confirm the minutes of the meetings of the Committee held on 12 January 2015.

RESOLVED:

That the minutes of the meeting held on 12 January 2015 be signed by the Chairman as a correct record.

(Director of Governance). 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.

Councillors M Sartin, and S Stavrou declared a non pecuniary interest in agenda item 8 – Lea Valley Regional Park Authority Park Development Consultation, by virtue of being council appointed members of the LVRPA. They advised that they would remain in the meeting for the duration of the item.

Councillors R Bassett declared a non pecuniary interest in agenda item 8 – Lea Valley Regional Park Authority Park Development Consultation, by virtue of being the Chairman of the Lea Valley Food Task Force. He advised that he would remain in the meeting for the duration of the item.

(Director of Governance) To consider the attached report.

The Senior Performance Improvement Officer, Ms Copson, introduced the draft Corporate Plan for 2015 to 2020. The Committee noted that the current Corporate Plan ends on 31 March 2015 and this new Corporate Plan had been developed to take the authority forward over the next five years.

The Council’s main areas of focus for the five year lifetime of the new Plan had been captured in a new set of corporate aims. In addition a new set of Key Objectives had been developed to support the aims.

Three  strategic aims had been identified and these would have objectives to support them. The aims were:

(1)  to  ensure that the Council had appropriate resources, on an ongoing basis to fund its statutory duties and appropriate discretionary services whilst continuing to keep the Council Tax low.

(2)  To ensure that the Council had a sound and approved Local Plan and commences its delivery.

(3)  To ensure that the Council adopts a modern approach to the delivery of its services and that they are efficient, effective and fit for purpose.

The aims and objectives would be supported by an action plan that would be updated yearly. This would be published on the Council’s website. The Action Plan would be closely monitored and performance would be reported quarterly to the Cabinet and Overview and Scrutiny Committee.

The new Corporate Plan was a forward looking document, shorter than the existing plan, was written in plain English and would be more easily understandable to members of the public.

The new Corporate Plan would be considered by the Cabinet in March 2015 before submission to Council for formal adoption in April 2015.

Councillor Stallan welcomed the plan but had concerns about the target dates on the action plan; they may not be achievable and he would like to see a caveat that they could be subject to change. Mr Macnab said that the covering report did say that the dates were subject to change and updating.

Councillor Wixley asked if this would only be available via the website; what about the people that did not have access to the internet, for example could it be put in the Forester. Mr Macnab noted that the primary source would be electronic but we could supply some hardcopies to libraries and Town Councils etc.

Councillor Philip added that it had been agreed that the Forester had finished. Mr Carne said that as well this document being on our website they would also issue a press release to draw attention to it.

RESOLVED:

That the Committee noted and agreed the proposed new Corporate Plan for 2015 to 2020 and the Key Action Plan for 2015-16.

(Councillor Mrs. M. Sartin) To consider the attached report of the Task and Finish Panel, setting out recommendations for the future structure of the Council’s overview and scrutiny framework.

In the absence of the Chairman of the Task and Finish Panel the Vice Chairman of the Overview and Scrutiny Panel Review Task and Finish Panel, Councillor Sartin introduced their final report and recommendations.

The Committee noted that they had been established in July 2014 to review the Council’s existing Scrutiny Panel framework. They had met on four occasions since then and had held a workshop to explore their alternatives.

With the revision of the Council management structure in December 2013, reducing the service directorates down to four, the Panel considered the creation of a four panel structure to align with the new directorates. This proposal arose in part, due to the existing arrangements, where not all service areas were subject to scrutiny by any particular Panel.

Part of the Panel’s research involved having a scrutiny workshop held on Saturday 22 November. All members were invited. They covered Panel structure issues and ongoing scrutiny training needs. At another session they invited Panel Chairmen and Vice Chairmen to discuss what they felt worked well and what did not.  They also carried out stakeholder interviews with senior officers to gain further insight.

The Panel also considered the possible combination of the Audit and Governance Committee with the Standards Committee as part of a new select committee framework. On consideration the Panel agreed that the possible combination of the Audit and Governance Committee and the Standards Committee should be omitted from its recommendations as to the future structure of the Overview and Scrutiny framework.

Councillor Surtees said that he was impressed with the workshop but asked if the new committees would have a flexible way of working and how could the workload of the proposed four committees be balanced fairly. Also, would the new structure be subject to a review period. Councillor Sartin replied that a review period had been discussed but did not find its way into the recommendations. Mr Hill added that it was thought inadvisable to do this too quickly after the start, it would need at least an 18 month period for the new system to bed down. In the end it was thought that a review would not be necessary in the short term. As for flexible working, officers are looking at this and considering various training courses. There was nothing in the rules to preclude different ways of working. ‘Flexibility in the system’ was part of the report.

Councillor Murray agreed with the report and all its recommendations. It was an excellent job. He thanked the Panel for inviting the Scrutiny Panel Chairmen to put their views forward at the start of the process.

Councillor Sartin said that the workshop had proved very successful and there were plans to hold workshops along similar lines in the future. She encouraged members to attend. She thanked all the officers and members who had participated in this review and for responding to the consultations.

RESOLVED:

(1)       That a new Overview and Scrutiny framework, based on a structure of four ‘select  ...  view the full minutes text for item 56.

(Director of Governance) To Consider the attached consultation report.

The Forward Planning Manager, Mr White introduced the consultation report from the Lee Valley Regional Park Authority (LVRPA) on its Park Development Framework. While it was not a planning authority, there was a duty to prepare plans for the management and development of the park.

The most recent Park Plan was adopted in 2000 and this Park Development Framework was intended to replace it. For the purpose of the consultation the park had been split into 8 areas. We were concerned with areas 6, 7 and 8. This was the last of the consultations for this plan.

The proposals in the consultation document were generally in line with the statutory duties of the Park Authority. Subject to the detail of individual projects, the Council should be supportive of these proposals, as they were in line with the original purposes of the Park and relevant policies of the current Local Plan and Alterations and the National Planning Policy Framework.

However, there were two matters within the proposals which were of concern. Firstly, a significant number of new buildings were being suggested to support implementation of the proposals, particularly in Area 6 and a lot of these were in the green belt. The consultation document generally acknowledges the need to take account of Green Belt location for most of these suggestions, but the proposals could still amount to a significant amount of development with implications for the openness of the Green Belt.

Secondly, there was the casual reference to the use of Compulsory Purchase Powers for large areas of glasshouses etc. The document also indicates that it was likely that the Authority would resist major redevelopment or expansion of new large-scale glasshouse uses.

Members noted that recently the Council had formed the Lea Valley Food Task Force.  This was established about two years ago to consider the future of the glasshouse industry and to work with adjoining authorities (including the Park Authority), commercial growers, their umbrella organisations including the Lea Valley Growers Association, to consider new policy approaches for supporting and encouraging the industry, taking into account factors such as food security and food miles. The intention was to develop a standard policy approach in new Local Plans, supportive of the glasshouse industry, across local authority boundaries as an example of positive co-operation.

The proposed use of compulsory purchase powers came as a surprise to both the Council and the Lea Valley Growers Association and when questioned the LVRPA gave some unsatisfactory answers. As a result, the Lea Valley Growers Association and the chairman of the Food Task Force have both formally asked for the consultation to be withdrawn. The Park Authority has declined these requests but had advised that, once the current consultation process had been completed, the draft proposals would be reviewed, taking on board the comments of the industry and all other stakeholders. A second round of consultation would be held in the summer of this year.

The Authority had also advised that it is not its intention to  ...  view the full minutes text for item 57.

(a)          To consider the updated work programme

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

Decision Required:

Item 10 of the work programme has the NEPP coming to the April 2015 meeting of this Panel. Members are asked to consider what they would like to discuss with the offices from NEPP, noting that they should keep it to general concerns about  their service and strategic issues.

(b)          New Work

Decision Required:

To consider the attached PICK form submitted by Councillor Kane concerning the Youth Council. Members are asked to consider how they would like this work dealt with. Would they like it to be considered by this Committee or go to an existing Scrutiny Panel or to set up a Task and Finish Panel.

(c)          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.

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

Overview and Scrutiny Committee

The Committee noted their work programme to date.

(a)          They noted that the Mental Health Services would be going to their March meeting and that NEPP would be going to their April meeting.

Scrutiny Panels

Housing Scrutiny Panel

The Chairman of the Housing Scrutiny Panel noted that they had met the night before and had a presentation on the landlord accreditation scheme. They also had a detailed look at the Council’s proposed rent and ‘Careline’ increases; they also considered the housing improvement fund and their KPI figures for that quarter.

Constitution and Member Services Scrutiny Panel

The Chairman of this Panel indicated that they had not met since the last meeting of this Committee but will be meeting next week.

Safer Cleaner Greener Scrutiny Panel

The Chairman of this Panel noted that they not met since the last meeting of this Committee. At their next meeting they would be considering a presentation on drainage and flooding and also a report on air quality.

Planning Services Scrutiny Panel

There was nothing new to report for this Panel.

Finance and Performance Management Scrutiny Panel

It was noted that their last meeting was with the Finance Cabinet Committee to consider the draft budget for 2015/16.

Task and Finish Panels

Scrutiny Panels Review Task and Finish Panel

The final report from this Panel was on the agenda for this meeting. This Task and Finish Panel had now completed their assigned work.

Grant Aid Task and Finish Panel

This had its first meeting in January 2015. Councillor Caroline Pond had been appointed as Chairman and when they had agreed the Panel’s Terms of Reference. Three more meetings had been scheduled.

(b)          New Work

The Committee considered the PICK form submitted by Councillor Kane concerning the Youth Council. She was asking that a Task and Finish Panel be set up to review potential options for the best use of the existing budgets for youth engagement for the future. Also, it would be helpful to co-opt two youth councillors to sit on this panel and give their input.

Councillor Murray said that if this Task and Finish Panel was set up he would like to be a member of it.

RESOLVED:

(1)    That a new Task and Finish Panel be set up as indicated on the PICK form from Councillor Kane;

(2)    That two members of the Youth Council be op-opted to sit on this Panel; and

(3)    That group leaders be asked to nominate members to sit on this Panel.

To review the Cabinet Forward Plan (Key Decision List) on a meeting by meeting basis.

The Committee noted the Cabinet’s Forward Plan for January 2015. They had no specific items that they wanted to consider.