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 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.

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

The Committee noted the following substitutions reported at the meeting:

(1)          That Councillor Burrows had been appointed as substitute for Councillor Parsons

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 Bassett declared a non-pecuniary interest in Agenda items 10: Qualis Quarter 4 Budget Monitoring Report, and Item 11 Qualis Business Plan, by virtue of his role as a non -executive member of the Qualis Board.

To confirm the minutes of the meeting of the Committee held on 24 October 2023.

RESOLVED:

That the minutes of the meeting held on 24 October 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(s) that are not covered elsewhere in this agenda.

The following actions were still outstanding.

18 July 2023

(4) To investigate and report back on whether a summary of the project closure reports could be produced- Project Team Manager

(6) An update on the measures to reduce bad debt referred to by the Portfolio Holder on the 18 July 2023 was requested by The Chairman.

24 October 2023

(2) To investigate and report back on specific geographical or service issues that impacted on low customer satisfaction - Service Director - Customer Services,

(3) To investigate and report back on the impact form the new policy in relation to rent in advance - - Interim Housing and Property Director

(4) To investigate and report back on the reasons for the levels of homelessness - Homelessness Team Manager

(5) The target for customer services would be corrected to read 70% and all other targets would be checked for accuracy -Project Team Manager

(6) Member briefing on the interim polling districts to be scheduled - Corporate and Section 151 Officer

Resolved

The Chairman requested an update of the outstanding action points.

(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.

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 consider and comment on the draft Place Delivery Strategy.

The Chief Executive, G Blakemore, introduced the overarching draft Place Delivery Strategy which provided a ‘high-level’ corporate framework to support the delivery of the Council’s ambitions through the use of its land and property holdings.

The Committee proposed the following amendmentsto the draft Strategy

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• Could the partnerships with other public sector bodies necessary to develop Place, be more explicit.
• Ongar, should be ‘Chipping Ongar’ which comprises of 4 areas and includes Greensted
• Could there be greater reference to rural communities,
• Section 6 ‘funding our approach’ should this include Essex Council Tax Sharing Scheme and payments from Qualis.
• Domestic Abuse, the definition should be more inclusive.
• Protection of Green Open Space, could green space in urban areas be protected with Fields in Trust Status
• Update Qualis Groups to reflect the current structure.
• Could a reference to Epping Forest Museum in Vision for Waltham Abbey be added.

It was highlighted to the Committee that individual development decision will be subject to normal governance routes and approvals.

The Committee requested an update on the proposed action plan, and any measured enhancements to green and blue open space be inbcluded in the Overview and Scrutiny work programme for the next municipal year.

Resolved:

The Committee considered and endorsed the draft Place Delivery Strategy to Cabinet on the 18 December 2023.

To consider the Qualis Budget Monitoring Report 2023.

The Strategic Director and Section 151 Officer, A Small, outlined the Qualis Quarter 4 Budget Monitoring Report 2023.  The format to the report for Qualis had been improved. A correction to paragraph 1.10 of the report, was highlighted this should be read as ‘Quarter 4’ and not ‘Quarter 3’ loss £760,000 for the 2022/23 trading year. 

The committee received confirmation that:

·         A community interest company did form part of the Qualis Structure, which would be utilised moving forward.

·         It was incumbent upon the Council to ensure Best Value in relation to all site acquisition and disposal.

Resolved:

The Committee discussed and commended the Quarter 4 monitoring report.

To consider and comment on the Qualis Business Plan.

The Strategic Director and Section 151, A Small, introduced the 4 Year Business Plan.  Qualis provided a delivery vehicle for the Council’s place shaping ambitions, and advised that this was a milestone business plan, as this would move Qualis into income generation and provide a capital return to the organisation.  It was highlighted that the Council received the region of £2m/year from Qualis.

Qualis provided an overview of the business plan.

The Committee welcomed the 4-year business plan, the key achievements and the success of Qualis to date.

Councillor Heap challenged the impact of the macro-economic shocks in section 4 of the Business Plan, this was rebutted by Councillor Philip.

The Committee:

·         Received confirmation that all affordable homes were in line with the definition of affordable homes, the requirements of the Local Plan and viability applied to all developers.

·         Were advised that the potential for modular constructions had been considered at specific sites and would be kept under review.

·         Suggested that communication with the public relating to the benefits and long-term strategy associated with Qualis could be strengthened.

·         Were advised that contributions to the Council’s budget would continue and this would impact on the whole district.

·         Received confirmation that the initial delivery was on land owned by the Council, but it in the future there would be broader schemes that would still support the objectives of EFDC

Resolved:

The Committee considered and commended the Business Plan for consideration by Cabinet.

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

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.

The Committee noted the additional meeting on 12 December 2023.

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.

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.