Agenda and minutes

Following the appointment of Councillor Mrs J H Whitehouse to the position of Chairman, the Committee were asked to appoint a Vice- Chairman for the meeting.

            RESOLVED:

            That Councillor M Colling be appointed Vice – Chairman for the meeting.

The Chairman  referred to the terrorist attacks in central London early in the day and on behalf of Members expressed sympathy for those affected.  She asked the Committee to stand for a minutes silence.

Decisions required:

To confirm the minutes of the meetings of the Committee held on 31 May 2005 and 9 June 2005.

RESOLVED:

That the minutes of the meetings of the Committee held on 31 May and 9 June 2005 be agreed and signed as a correct record.

(Head of Research and Democratic Services). To report the appointment of any substitute members for the meeting.

It was reported that Councillor L Martin had been appointed to attend the meeting in place of Councillor F Maclaine and Councillor D Stallan had been appointed to attend the meeting in place of Councillor Mrs D Collins.

(Head of Research and Democratic Services). 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.

No  declarations of interest were made pursuant to Part 2 of the Council’s Code of Member Conduct.

            Recommendation:

To receive a presentation from Marina Sherriff, the CommunityStrategy and Partnership Manager of the Epping Forest Local Strategic Partnership.

The Local Government Act 2000 places a statutory duty on the Council to ensure the production of a Community Strategy.  Guidance issued by the Government makes it clear that such a strategy should be produced in consultation with the resident population and the public, private, voluntary and community agencies that provide services within the district.  The Guidance makes clear that the preferred way to do this is via a partnership to be known as the Local Strategic Partnership.  It is also clear however, that if such a partnership cannot be brought into being, then responsibility for the production of the community strategy falls upon the District Council.

Epping Forest District has a long and successful history of effective partnership working.  There was already a Group in being known as the Epping Forest Communities Agency Group which agreed to become the Epping Forest Local Strategic Partnership.

Aiden Thomas the Chief Executive of Epping Forest Primary Care Trust is the Chairman of the Partnership and Councillor Dr Michael Heavens is the Vice?Chairman.  Marina Sherriff is the only paid employee of the Local Strategic Partnership.  She is employed via an agency agreement with Voluntary Action Epping Forest and her salary, etc. is paid by contributions from Partnership members as is the general running expenses.  The majority of the work carried out by the Partnership is achieved by the input of staff time and resources from the various partnership members.

Marina's presentation will give a general review of the Partnership, the production of the Community Strategy, subsequent Action Plans and monitoring arrangements.  She will explain the structure of the Partnership and answer members' questions is via a partnership with to be known as the Local Strategic Partnership.

The Chairman introduced Marina Sherriff, the Community Strategy and Partnership Manager of the Epping Forest Local Strategic Partnership who was in attendance to give a presentation on the work of the Local Strategic Partnership (LSP).

Ms Sherriff reported that the LSP had been established in response to the Local Government Act 2000 which placed a requirement on Councils to prepare  comprehensive community strategies in partnership with local agencies and residents. She  explained the background to the LSP and reported the progress made with the production and delivery of the Community Strategy for the Epping Forest District.  This involved an explanation of the  work of the Community Strategy and Partnership Manager, the completion and implementation of group action plans, reporting processes, review and monitoring arrangements.

Ms Sherriff  reported that  the Partnership covered  a series of key  themes and was connected to the Epping Forest Crime and Reduction Partnership. She drew attention to recent activities arranged to support the partnership  including the Community Conference and an  event organised to bring together local transport providers to share knowledge and resources. It was noted that this particular initiative resulted in actions to coordinate Essex County Council and Primary Care Trust transport services.  She drew attention to the Youth Challenge Event held in March this year and reported subsequent work being carried out with a local school to implement a  web based survey for young people’s views. She explained performance monitoring arrangements and advised that a Partnership Improvement Plan had been devised and an annual away day organised  to measure the performance of the partnership and identify aims for the future. Links within Essex including Go-East were also reported.

Following the presentation, Marina Sherriff introduced to the Committee Aiden Thomas, the Chief Executive for the Epping Forest  Primary Care Trust and  Chairman of the LSP.  He outlined Ms Sherriff’s role in  more detail including the contribution she made  to LSP activities. He further explained steps undertaken to monitor the implementation of the strategy and the progress made with key aims. A handout containing such information was circulated to Members.

In response to questions, Mr Thomas reported that the government had indicated a commitment to providing new funding to support partnership working. He stated that the LSP and local initiatives  working to  support joint projects  should benefit from this approach. A member asked about the strategy’s key aims and urgent issues. In response , Mr Thomas drew attention to the plan policies concerning  the implications of  housing proposals within regional planning guidance and  transport infrastructure matters. He stated that transport issues were important because they  affected everyone and was a service which the Partnership  could take steps to improve.  He advised that the implications of housing proposals ran through most parts of the strategy and thus was a significant area.

That Chairman thanked the representatives for their presentation and looked forward to their attendance at a future meeting.

RESOLVED:

That the presentation from Marina Sherriff and Aiden Thomas on the work of the Local Strategic Partnership  ...  view the full minutes text for item 25.

Recommendation:

To consider  the terms of reference for :

(a)       The Finance and Performance Management and Planning and Environment Standing Panels

(b)       Task Finish Panel on Register of Local Development Proposals

(Head of Research and Democratic Services). The Committee is asked to consider the attached terms of reference.

The Committee were asked to consider terms of references for the Standing Panels on Finance and Performance Management, Environmental and Planning Services and the Task and Finish Panel on the register of Local Development Proposals.

(i)            Finance and Performance Management Standing Panel

The Chairman of the panel Councillor J M Whitehouse  outlined its work plan, and the different types of work to be  considered and timescales.

(ii)            Environmental and Planning Services Standing Panel

Councillor Stallan, Chairman of the Panel outlined its work plan. He stated that important items were the Council’s waste management policies and the Local Plan. He advised that the programme also incorporated the Authority’s response to the East of England Plan, which would be subject to public examination in September 2005 and required early consideration.

(iii)            Register of Local Development Proposals.

As the Chairman of the Panel was not present the Senior  Democratic Services Officer presented the proposals.  He outlined the areas the review would address.

RESOLVED.

That the terms of reference for the Standing Panels for Finance and Performance Management, Environmental and Planning Services and the Task and Finish Review on the Register of Local Development be approved.

(a)               Updated Schedule

The Committee are asked to note the attached updated schedule.

(b)               Progress reports – Standing and Task and Finish Panels

At it last two meetings, the Committee approved the membership, terms of reference and work plans of panels. All Chairman are asked to attend this meeting to give a progress report on these issues. A list of panels and the Chairman to report is set out below.

Standing Panel                        Chairman

Finance and Performance Management                  Councillor J M Whitehouse

Housing                  Councillor S Murray

Planning and Environment                   Councillor D Stallan

E-Government and Information and

Communication Technology.                  Councillor F Maclaine

Constitutional Affairs                  Councillor R Morgan

Task and Finish Panel                  Chairman

Leisure Services                  Councillor Mrs Grigg

Register of  Local  Development Interests                  Councillor F Maclaine

Traveller Issues                  Councillor P McMillan

Member Services                  Councillor M Sartin

(c)         Reserve Programme

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

OSC will consider items from the reserve list and allocate them accordingly  once work plan time becomes available following existing review completion. To date one item for the reserve list has been submitted. This requests a review of the Council’s consultancy work. Members are asked to submit further suggestions for the list.

The Committee received reports on the progress made with the establishment of Panels.  Several Chairman were in attendance to present the updates to Members.

(a)            Standing Panels.

(i)            Housing.

The Chairman of the Panel, Councillor Murray explained that the first meeting of the Panel had been timed  to  fit  in with the existing housing timetable. He advised that the first meeting  would  determined a programme of future meetings.

(ii)            Constitutional Affairs

In the absence of the Chairman of the Panel, Councillor R Morgan, the Head of Research and Democratic Services reported that the first meeting of the Panel would take place on 18 July 2005. He stated that the meeting would focus on reviewing the May 2005 Elections and would be presented with a list of other items to prioritise. He advised that this list would include a report of the Standards Board on regulations in relation to Member Services.

(iii)            Environmental and Planning Services.

The Chairman of the Panel, Councillor Stallan, reported that he was seeking to ensure Panel members received the minutes of the monthly Joint Waste Management Panel. He stated that a first meeting would to be arranged for early August 2005 to consider the Local Plan. He advised that a second was planned for September 2005 to deal with policies for redundant agricultural buildings. He reported that a meeting would be programmed for November 2005 to consider the Environmental Services Business Plan.

(iv)                          E-Government and ICT Standing Panel.

In the absence of the Chairman of the Panel, Councillor F Maclaine, the Head of Research and Democratic Services reported that he had met with the Head of ICT, the Chairman of the Panel Councillor Maclaine,  and the Portfolio Holder for Corporate Support Services and ICT to discuss scrutiny’s involvement in  ICT issues. During discussions particular attention was paid to the  Customer Contact Centre and Member Connectivity project. He stated that the timescale for both projects was challenging.

Members were advised that two meetings of the Panel had been arranged for 18 July 2005 and 8 August 2005.

(a)       Task and Finish Panels

(v)                Review of Externally Funded Leisure Services and Youth Provision.

The Chairman of the Panel, Councillor Mrs Grigg, reminded Members that the Cabinet would be considering a report on the Alternative Leisure Services Management Contract at its next meeting. The Panel would consider the results of the Cabinet discussions concerning the matter as well as its youth provision commitments.

(ii)                           Travellers Issues.

In the absence of the Chairman of the Panel, Councillor  P Macmillan  who sent his apologies, the Head of Planning and Economic Development reported that the first meeting of the panel would take place on 14 July 2005 and be a tour of traveller sites in the District. He advised that an agenda had been  dispatched  and  outstanding reports would be circulated in due course.

Several Members expressed concern about the timing of the first meeting. It was suggested that steps should be taken to ensure that members were consulted about future dates  ...  view the full minutes text for item 27.

Recommendation:

To consider any items to be raised by the Chairman at the Cabinet meeting on 11 July 2005.

(Head of Research and Democratic Services). Under the Overview and Scrutiny rules the Committee is required to scrutinise proposed decisions of the Executive. The Chairman is also required to report on such discussions to the Cabinet.

In view of this role, the Committee is asked to consider the 7 July 2005 Cabinet agenda (previously circulated) to see whether there are any items that they wished to be raised at the Cabinet meeting.

The Chairman reported that under the Overview and Scrutiny rules the Committee were enabled to scrutinise proposed decisions of the Executive. She advised that the power should be used responsible and with due care.

The Committee was asked to consider the 11 July 2005 Cabinet agenda to see whether there were any items, for pre scrutiny that they wished to be raised at the Cabinet meeting.

The Committee identified no matters to be raised at the Cabinet meeting.

Recommendation:

To consider work programme items allocated to this Committee.

The Committee are asked to consider the following items:

(a)                           Highways Local Service Agreement

Proposals regarding the agreement are awaited from Essex County Council. They are due to be reported in September 2005.

(b)                           ‘PICK’ System – Review of operation.

The initial proposal form for this review is attached. The timescale for this item is to be allocated.

(c)                           London Underground Liaison

To be referred to September 2005 meeting of the Committee.

(d)                           Primary Care Trust.

The time scale for this review is  to be allocated.

The Committee were asked to consider the following items:

(a)               Highways Local Service Agreement.

The Committee asked about the local level consultation arrangements for the Local Service Agreement (LSA). Members raised several highways related matters and asked how they would be dealt with under the new arrangements. Several Members sought clarity on new points of contact and described the responses that they had received regarding specific concerns. It was noted that such issues had been raised at the West Essex Area Forum.  The Head of Research and Democratic Services stated that the Head of Environmental Services had been pursuing  highways consultation  issues  with the County. He advised that proposals were due in September 2005. It was noted that they could include the introduction of new local forums, (outside existing Area Forums arrangements)  consisting  of District representatives.

Members underlined their wish to secure this Council’s involvement in the new process. The Head of Research and Democratic Services agreed to liaise with the Head of Environmental Services to obtain further information on proposals and report back to the Committee. It was agreed that should this step not address the Committees views, a representative of the Essex County Council Highway’s department be invited to the Committee. It was noted that a report on the matter would be considered in September 2005.

It was agreed that contact details for the LSA be included in the Members Bulletin.

(b)               Future presentations

Members were asked to considered how they wish to deal with the presentations within the work programme allocated to the Committee. It was agreed that in view of the aim under the new arrangements to encourage Member led investigations, individual Members of the Committee be tasked with  seeking questions for OSC presentations. Two Members were appointed – Councillors Mrs A Grigg and M Woollard. It was  agreed that to facilitate the process an item be put in the Members bulletin to draw attention to the arrangements. It was also agreed that Members should hold pre - meeting briefings to co-ordinate their approach to external liaisons  and that predetermined questions be collated and sent to the external organisations concerned.

(c)               ‘PICK’ System – Review of operation.

In view of Councillor Maclaine’s unavailability to discuss his request  regarding the operation of the PICK system, the Committee agreed that the item be deferred.

(d)            Forward Plan.

The Head of Research and Democratic Services reported that the Forward Plan was now available in the Members Room for perusal . He stated that senior management had undertaken work to improve the plans content and turn the four monthly document into a forward plan for the year. It was agreed that the plan should be a standing item on the Committee’s agenda . This would enable  the Committee  to adjust its work plan to provide for such reviews.

(e)            September meeting – business.

The Committee said  that there were too many items of business  planned for the September 2005 meeting. As a result it was agreed that the Liaison with  ...  view the full minutes text for item 29.

Proposed dates for meetings of panels are set out below. The Committee are asked to consider the initial arrangements and comment accordingly.

The Committee noted proposed dates for future Panel meetings.

The Head of Research and Democratic Services reported that the press had expressed an interest in attending meetings of Panels. He stated that relevant access to information did not suggest that Panel meetings must be open to the public. Thus it was up to Members to consider the issue. The view was expressed that open meetings would support the principles behind the new arrangements  which were to encourage public participation in scrutiny. It was also stated that allowing such attendance could hinder debate. It was agreed that the Head of Research and Democratic Services make a report to the next meeting of the Committee.

RESOLVED:

That the Head of Research and Democratic Services produce a report on the attendance of the press and public at Scrutiny Panel meetings for the next meeting of the Committee.

(Head of Research and Democratic Services). The Committee is asked to note that an awareness session on the new arrangements will be held on 19 July at 7.30 pm in the Council Chamber, Epping.

The Committee noted that an awareness session on the new arrangements would be held on 19 July 2005 at 7.30 pm in the Council Chamber, Epping. Members were encouraged to attend.