Agenda and minutes

This meeting is to be webcast and the Chairman will read the following announcement:

“I would like to remind everyone present that this meeting will be broadcast live to the internet and will be capable of subsequent repeated viewing, with copies of the recording being made available for those that request it.

By being present at this meeting, it is likely that the recording cameras will capture your image and this will result in your image becoming part of the broadcast.

You should be aware that this may infringe your human and data protection rights, and if you have any concerns then please speak to the Webcasting Officer.

Please could I also remind Members and Officers to activate their microphones before speaking.”

The Democratic and Electoral Services Team Manager 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.

To report the appointment of any substitute members for the meeting.

The Committee noted that Councillor R Brookes had been appointed as substitute for Councillor R Jennings.

To declare interests in any item on the agenda.

In considering whether to declare a pecuniary or a non-pecuniary interest under the Council’s Code of Conduct, Members are requested to pay particular attention to paragraph (11) of the Code in addition to the more familiar requirements.

This requires the declaration of a non-pecuniary interest in any matter before Overview & Scrutiny 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) of the Code of Conduct does not refer to Cabinet decisions or attendance at an Overview & Scrutiny meeting purely for the purpose of answering questions or providing information on such a matter.

(a)        Pursuant to the Council’s Members’ Code of Conduct, Councillor R Bassett declared a non-pecuniary interest by virtue of being a non-Executive Director of the Qualis Group Board, as Qualis was mentioned in the Overview and Scrutiny 2022-23 Annual Report and quarter 4 Corporate Performance Report.

(b)        Pursuant to the Council’s Members’ Code of Conduct, Councillor J McIvor declared a non-pecuniary interest by virtue of being a former member of the Youth Council.

To confirm the minutes of the meeting of the Committee held on 31 January 2023.

Resolved:

That the minutes of the meeting held on 31 January 2023 be taken as read and signed by the Chairman as a correct record.

To consider any matters arising and outstanding actions from the minutes of the previous meeting that are not covered elsewhere in this agenda.

It was noted that there were no outstanding actions from the minutes of the previous meeting.

Subsequent to the committee meeting of 31 January 2023 in respect of the Qualis – Overview item (Minute no 62), Councillor S Murray reported he had attended a meeting with two directors of a local housing company and had advised them that any concerns must be made in writing.

(Democratic & Electoral Services Team Manager) To receive questions submitted by members of the public and any requests to address the Committee, in accordance with Article 6 (Overview and Scrutiny) of the Council’s Constitution.

(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 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.

The Committee noted that no public questions or requests to address the meeting had been received.

(Democratic & Electoral Services Team Manager) To consider any matter referred to the Committee for decision in relation to a call-in, in accordance with Article 6 (Overview and Scrutiny) of the Council’s Constitution.

The Committee noted that no executive decisions had been called-in for consideration since the previous meeting.

To receive an annual progress report on the work undertaken by the Community, Culture and Wellbeing Team with the Epping Forest Youth Council.

Youth Councillors Olu Ayandare and Paarth Patel (Davenant Foundation), Sarah Chufoon (King Harold Business Academy) and William Ayrton (Chigwell School) presented the Committee with an overview of the Youth Council’s activities and achievements for 2022/23, which were highlighted in the agenda report.

Members admired the presentation and were full of support of the excellent work accomplished by the Youth Council. Full details of the members questions to the youth councillors can be viewed through the recording of the meeting.

To review the attached FY 2022/23 quarter 4 Corporate Performance Report.

The Committee reviewed the quarter 4 Corporate Performance Report and noted that:

·     the Project Management Office was working on a new report format and that greater use of the column headings would be more user friendly to help understand the performance data being presented.

·     it would be useful if the types of Customer Services complaints were detailed in scrutiny reports and for the relevant scrutiny committee to know if there were generic complaints.

Resolved:

That the committee reviewed the FY22-23 quarter 4 Performance report.

Actions:

(1)           Community Health and Wellbeing: Number of homelessness approaches – that  the figures for prevention relief and main duty owed, be provided by the Interim Strategic Director, J Gould;

(2)           Contracts Waste: Reduction in household waste – that the formula used for household waste KPI figures be provided by the Contracts Interim Service Director, J Warwick;

(3)           Leisure Contract – that the Contracts Interim Service Director would raise with Places Leisure that there was concern some of the centres’ usage figures were not being recorded accurately; and

(4)           Housing Management – that the number of adaptions undertaken by the Council be provided by the Interim Housing Director.

(Post meeting updates:

Action (1) – Regarding number of homelessness approaches:

·     Homelessness approaches for the month of April = 76

·     Homelessness prevented = 40%

·     Homelessness relieved = 26%

·     Main Duty acceptances = 23%

Action (2) - The waste KPI for household waste is calculated by volume of waste collected divided by number of households which gave an average kg per households, which was then reduced to create a target. We will be revisiting this to see if it is still relevant and accurate, we will also ask other local authorities what KPI’s they use.

To consider and comment on the draft Overview and Scrutiny 2022–23 Annual Report attached.

Resolved:

That the Committee approved the draft annual report, subject to any further comments being received and included in the final version, which was to be agreed at the next meeting on 18 July, and then submitted to Council for approval on 25 July 2023.

(Chairmen of the Select Committees) To report to the meeting on progress against achievement of the current work programme, as required under Article 6 (Overview and Scrutiny) of the Constitution, and for any recommendations for consideration by the Overview and Scrutiny Committee.

For information: the current work programme for each select committee is attached as an appendix to this agenda.

The select committee chairmen reported they had progressed their respective work programmes at their last meetings and throughout the year, but any outstanding items would be reviewed next year. It was felt the level of scrutiny had improved this year. The scrutiny training by an external trainer had helped members understand what scrutiny was about, and it was recommended that all scrutiny members should attend this training in future.

Resolved:

That the select committee Chairmen reported on business undertaken.

Progress towards the achievement of the work programme for the Overview and Scrutiny Committee is reviewed at each meeting.

(a)          Current Work Programme

The current work programme for the Committee is attached as an appendix to this agenda.

(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)           Current work programme

The Chairman, Councillor H Kane, thanked her Vice-Chairman, Councillor D Wixley, members and officers for their work throughout the year, as a lot of changes had been made, but the work programme had been completed.

(b)           Reserve work programme

There were no reserve work programme items.

Resolved:

That the Committee reviewed its current and reserve work programmes.

Recommendation:

That the Committee review the Executive’s current programme of Key Decisions to enable the identification of appropriate matters for the overview and scrutiny work programme and the overview of specific decisions proposed to be taken over the period of the plan.

Article 6 (Overview and Scrutiny) of the Constitution requires that the Committee review the Executive’s programme of Key Decisions (the Cabinet Forward Plan) at each meeting, to enable the identification of appropriate matters for the overview and scrutiny work programme and to provide an opportunity for the overview of specific decisions proposed to be taken over the period of the plan.

The Constitution (Article 14 (Decision Making)) defines a Key Decision as an executive decision which:

(a)        involves expenditure or savings of £250,000 or above which are currently within budget and policy;

(b)        involves expenditure or savings of £100,000 or above which are NOT currently within budget and policy;

(c)        is likely to be significant in terms of its effect on communities living or working in an area comprising two or more wards;

(d)        raises new issues of policy;

(e)        increases financial commitments (i.e. revenue and/or capital) in future years over and above existing budgetary approval;

(f)         comprises and includes the publication of draft or final schemes which may require, either directly or in relation to objections to, the approval of a Government Minister; or

(g)        involves the promotion of local legislation.

Wherever possible, Portfolio Holders will attend the Committee to present forthcoming key decisions, to answer questions on the forward plan and to indicate where appropriate work could be carried out by overview and scrutiny on behalf of the Cabinet.

The Executive’s current programme of Key Decisions is attached as an Appendix to this report.

Resolved:

That the Committee reviewed the Executive’s current programme of Key Decisions of 5 April 2023.