Agenda and minutes

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

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.

There were no substitute Members for the meeting.

To confirm the minutes of the meeting of the Committee held on 7 June 2016.

RESOLVED:

That the minutes of the last Committee meeting held on 7 June 2016 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 pecuniary or a non-pecuniary interest under the Code of Conduct, Overview & Scrutiny members are asked pay particular attention to paragraph 9 of the Code in addition to the more familiar requirements.

This requires the declaration of a non-pecuniary 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 9 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.

There were no declarations of interest made pursuant to the Member’s Code of Conduct.

(Director of Governance) To receive questions submitted by members of the public and any requests to address the Committee.

(a)         Public Questions

Members of the public may ask questions of the Chairman of Overview and Scrutiny Committee at ordinary meetings of the Committee, in accordance with the procedure set out in the Council’s Constitution.

(b)        Requests to address the Overview and Scrutiny Committee

Any member of the public or a representative of another organisation may address the Overview and Scrutiny Committee on any agenda item (except those dealt with in private session as exempt or confidential business), due to be considered at the meeting.

It was noted that there were no public questions or requests to address the Committee.

(Director of Governance) To consider any matter referred to the Committee for decision in relation to a call-in.

There were no call-in of decisions to be considered.

(Director of Governance) The Cabinet’s forward plan of key decisions is reviewed by the Committee at each meeting, to provide an opportunity for scrutiny of specific key decisions to be undertaken over the period of the plan.

Wherever possible, Portfolio Holders will be in attendance at meetings of the Committee to present their forthcoming key decisions, to answer questions on the forward plan and to indicate where appropriate work could be undertaken by overview and scrutiny on behalf of the Cabinet.

The Committee considered the Cabinet’s Key Decision List for July 2016. They noted that there was a legal requirement for local authorities to publish a notice in respect of each Key decision that it proposed to make, at least 28 days before that decision was made. The Committee were invited to identify any particular issues which were of concern.

Housing Portfolio

Councillor Murray commented that normally the attendance by Cabinet Members was very good at Overview and Scrutiny meeting but not tonight. However, he wanted to ask about the ‘Sheltered Housing Assets’ and was interested to know if there was to be drastic change to this strategy.

Councillor Wixley wanted to know what was happening to the ‘Off Street Parking Programme 2016/17’ and was advised that the Forward Plan indicated that a report would be made to the Cabinet in September 2016.

Councillor Brookes wanted to know a bit more about the ‘Norway House Chalets’ and the proposed redevelopment of the  site at Norway House.  Councillor Stallan noted that the ward councillors had been consulted on the replacement of the external chalets, as they were getting old and would soon needed replacing.

In the absence of the Housing Portfolio Holder, the Chairman indicated that a report on these matters would be made through the Council Bulletin as soon as possible.

Leisure & Community Services

Mr Macnab amended the figure for the ‘Hillhouse Masterplan’ it should not be a provision for 240 independent living homes but provision for up to 60 independent living units.

Safer Greener and Transport

Councillor Knight wanted to know if the Environmental Charter had been agreed. She was told that it was part of the work of the Green Working Party and would be going to a future Cabinet for agreement. Councillor Knight said she was asking because of the ongoing problems at Nazeing with air quality. Councillor Waller noted that this matter was not under our direct control and so our influence was limited. Councillor Philip noted that air quality would be part of the Local Plan and a report on this would be going to the September Cabinet meeting.

Assets & Economic Development

Mr Macnab noted that these reports and decisions had two routes to go, either to the Cabinet or to the Asset Management and Economic Development Cabinet Committee.

Councillor Avey asked where we were on the St John’s Road site and was told that everything was now in place for a decision by the Cabinet on 21 July.

(Director of Governance) to consider the attached report.

The Director of Governance, Colleen O’Boyle introduced the report on the proposed Corporate Plan Key Action Plan for 2017/18. The corporate plan included the aims and objectives which were the Council’s highest level strategic intentions.  These aims and objectives were delivered by an action plan produced annually, progressing the activities to achieve the aims and objectives across their lifetimes.

2017/18 would be the third year in the lifetime of the aims and objectives and a draft key action plan for 2017/18 has been produced building on activities identified in the action plan for the current fiscal year.

Key Action Plans are monitored by the Select Committees, Overview and Scrutiny Committee and Cabinet on a quarterly basis. As living documents they could be subject to change or development as appropriate to reflect emerging priorities or unforeseen circumstances.

The Committee noted the following amendments:

·         That under Aim (iii), Key Objective (b), item 2 – “trial with Northgate a system for remote working for Business Control and Development Control Officers” should be “for Building Control and Development…”; and

·         An addition under Aim (ii), objective (a) - that the Local Plan should have been carried over from last year and delivered in accordance with the Council’s agreed Local Development Scheme. A report on this will be at the next cabinet meeting.

Relevant part of the action plan will go to the appropriate Select Committee for review.

The Committee then considered the Key Action Plan page by page.

Aim (i), Key Objective (a), item 2 – Councillor Brookes asked about the sale of 'Higher Value' empty Council properties and Councillor Sartin noted that it had a target date for July 2017 would this be when we start selling houses? Mr Macnab said that he would ask Mr Hall to let them know where they could get more information. Councillor Philip said the target date depended on the government issuing of the legislation.

Councillor Wixley asked if we had any ‘higher value’ properties. Mr Macnab replied that if a property became void, and it was a three bed or larger property, it could fall into the higher value band and be put up for sale.

Councillor Murray said that the detail would be in the regulations, it may be that every three bed property that became void would be classed as ‘higher value’ and we may be forced to sell it. This was debated at the last Communities Select Committee.

Aim (i), Key Objective (b), item 1 – Councillor S Kane asked if there was an update on phase1 of the Council housebuilding programme. He was told that at present there was not.

Aim (i), Key Objective (c), item 1 – Councillor Sartin asked about the long term Management Agreement with Broxbourne BC on the management of Lowewood Museum. Did the Portfolio Holder have any comments on what has been in the press recently? Councillor H Kane said that it had taken them by surprise. At present we were negotiating and she would update members as  ...  view the full minutes text for item 18.

(Director of Governance) To consider the attached report.

The Democratic Services Manager, Mr Tautz, introduced the report that came out of the recent meeting held between the Chairman and Vice-Chairman of the Overview and Scrutiny Committee and the Chairmen and Vice-Chairmen Select Committees (the O&S Co-ordinating Group) where they considered the work programmes of the various committees for the coming year. The identification and prioritisation of scrutiny activity was essential if it was to be successful and of value. Work programmes should also be realistic and retain capacity so that unplanned matters could be addressed.

The coordinating group considered that it would be appropriate for work programme priorities to be derived from a wider range of evidence. This would enable scrutiny activity to more effectively meet the work programme requirements of the Constitution and focus less on cyclical reporting, whilst also addressing a perception amongst some members that reports were presented for ‘noting’ only.

The co-ordinating committee considered that scrutiny of the key decision list was something that worked both ways and the cabinet was at liberty to ask scrutiny to look at some aspects of their workload.

The group also considered the use of the PICK forms and thought that scrutiny should be more flexible in their use, including accepting relevant correspondence and emails as well as the forms. This would include proposals from members of the public although they would have to be scoped out in the same way as other proposals.

They also thought that the scoping of proposals should be more robustly undertaken to establish matters that would be of most benefit, had clear objectives and took account of resources; and in the end would it add value to the Council and/or the wider community.

They considered the use of the compliments and complaints forms as sources of potential scrutiny starting points as well as any petitions and freedom of information requests that threw up wider considerations.

In considering presentations and scrutiny of external organisations the co-ordinating group thought it important that clear objectives were set for any presentations given. It was considered that at present this was not always the case and the presentations often appeared to have no clear reference. The group suggested that the Committee should take a more critical approach to the selection of outside organisations to be scrutinised, ensuring that invitations were issued to organisations where there were public concerns. It was also suggested that flexibility should be applied where scrutiny of an outside organisation might better be conducted by a select committee rather than the Committee itself.  They also looked at the questioning of the outside organisations and thought that an item should be put in the agenda of the meeting before the presentation was due to enable members to adequately scope out what they wanted covered and what questions they were going to ask.

It was noted that we needed the agreement of Essex County Council if we wanted to scrutinise any of the local health providers and that this had not proved to be a  ...  view the full minutes text for item 19.

(Director of Governance) The overview and scrutiny provisions (Article 6) of the Council’s Constitution require that the Committee approve an annual overview and scrutiny work programme each year. Progress towards the achievement of the work programmes for the Overview and Scrutiny Committee and each of the select committees, is reviewed by the Committee at each meeting.

(a)          Current Work Programmes

The proposed overview and scrutiny work programmes for 2016/17 are attached as an appendix to this report. Subject to the preceding item on the agenda, members may wish to add further items to the work programme for the Overview and Scrutiny Committee and the Select Committees.

(b)          Reserve Programme

A reserve list of scrutiny topics is developed as required, to ensure that the work flow of overview and scrutiny is continuous. When necessary, the Committee will allocate items from the list appropriately, once resources become available in the work programme, following the completion of any ongoing scrutiny activity.

Members can put forward suggestions for inclusion in the work programme or reserve list through the adopted PICK process. Existing review items will be dealt with first, after which time will be allocated to the items contained in the reserve work plan.

(a)          Work Programmes

Overview and Scrutiny Committee

The committee considered their work programme and noted the progress to date. The Democratic Services Manager commented that following on from the O&S Co-ordinating working group meeting the Work Programme would be reworked to remove the cyclical reports that go to the O&S Committee on a regular basis. They would not appear on the work programme but would appear on the agenda when due.

Youth Council

Some of the items could also be moved to reserved programme and it may be that it was more appropriate for the Youth Council to give their annual presentation to a wider audience such as the full Council.

Councillor Stallan wondered if the full council was the right place for them to go to – if they were to ask for additional funding would it not be more appropriate for them to go through O&S on to the Cabinet.  Mr Macnab replied that any one off requests could go directly to the Cabinet. Also, if they wanted it the Youth Council could hold a presentation before the start of a Council meeting and not during the actual meeting itself. Councillor Surtees thought it would be better to have it during the meeting.

Councillor Girling thought the best way forward was for them to go to the Council meeting, as they should be heard by all members. Councillor Philip wondered if this was possible under our constitution; and thought that they would get more of an audience at an O&S Committee meeting. Ms O’Boyle reminded the members that the council could have a single item meeting if they desired it or open it out for a presentation if they wished.

Councillor Sartin suggested that some more research was done and the Youth Council was spoken too, to ascertain their views and then come back with some formal recommendations.

Epping Forest College

Councillor Wixley noted that the annual review of the Epping Forest College was on the work Programme. They had only recently had a new Principal start and it would be more appropriate to have this at a later date. Councillor Sartin said this could be moved to the reserve programme and be brought back when the time was right.

Children Services

Councillor Girling informed the meeting that since April 2016, the last time that we had officers from ECC come to talk to us about Children Services, he and some other Councillors have been holding informal meetings with these officers. So far they have held two meeting with them and he had attended the Epping Forest Children’s Advisory Board and also an ECC Cabinet meeting to express our concerns about the loss of children services and facilities in our district. He was also planning a tour around our district with the relevant Essex County Council Portfolio Holder.

(b)          Select Committees

Communities Select Committee

The Chairman, Councillor Knight reminded the Committee that this Select Committee was due to receive the new District Commander in  ...  view the full minutes text for item 20.

(Director of Governance) At its meeting on 7 June 2016, the Committee made appointments to each of the select committees for the 2016/17 municipal year. At that time, two nominations of the Conservative Group for membership of the Resources Select Committee remained outstanding. The Committee is now requested to note the nomination of Councillor R. Gadsby to one of the vacant positions of the Conservative Group on the Resources Select Committee.

RESOLVED:

That Councillor R Gadsby be added to the membership of the Resources Select Committee for the year 2016/17.

Recommendation/Decision Required:

That the proposed Terms of Reference of the Neighbourhoods Select Committee and the Communities Select Committee be agreed.

As the Committee will be aware, the work of two of the select committees has been rearranged to align with the Council’s directorate structure. As a consequence, the Terms of Reference of the committees have been revised to reflect the service responsibilities of the relevant directorates.

Attached are the new Terms of Reference for the Neighbourhoods Select Committee and the Communities Select Committee. Members are asked to consider and agree these.

That following the split in work of the two Select Committee at the start of the year, their revised Terms of Reference be agreed by the O&S Committee.

RESOLVED:

That the updated Terms of Reference for the Neighbourhoods Select Committee and the Communities Select Committee be agreed.