Agenda and minutes

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

It was reported that Councillor Mrs Brooks would be substituting for Councillor Mrs Whitehouse and Councillor R Church would be substituting for Councillor Mrs Harding.

(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.

Decisions required:

To confirm the minutes of the meeting of the Committee held on 31 August 2006 (attached).

            RESOLVED:

That the minutes of the meeting held on 31 August 2006 be taken as read and signed by the Chairman as a correct record subject to:

i)                   Councillor M Woollard being recorded as being in attendance; and

ii)                 that the Portfolio Holder for Planning and Economic Development, under item 31 (Liaison with Cabinet), (iv) Planning and Economic Development, would like to amend the sentence on consultation to read that “The Portfolio Holder had contacted each political group (with representatives in Loughton). Of the replies received, all were supportive of phases 3 and 4 of the Loughton Town Council Enhancement Scheme being progressed.”

Recommendations:

(1)        To note the updated work programme;

(2)               To receive verbal reports from Panel Chairmen on any significant issues arising from their work;

(3)        To consider and endorse terms of references for the Task and Finish Panels on:

(a)        Town Centres and Car Parks (to follow)

(b)       Older and Disabled Persons (to follow)

The updated work programme is attached for information.

Panel Chairmen are asked to report on their work only if a significant issue has arisen not reported elsewhere.

The Committee will be aware that a Terms of Reference for the Older and Disabled Persons Panel was endorsed by the Committee at its last meeting. However the Panel has since proposed changes to this documents which the Committee is asked to consider and endorse.

It is anticipated that the scope and a Terms of Reference for the Town Centres and Car Parking Panel will be formulated at its first meeting on 2 October 2006 and made available for this meeting.

(a)       Work Programme

The meeting noted the updated work programme for the Committee.

The Senior Democratic Services Officer reported that there were still two items outstanding for the Overview and Scrutiny Committee to look at. They were, County Highways and the Essex Police Neighbourhood Policy initiative. There was also an opportunity for a further presentation from the North East London Strategic Health Authority.

(b)            Reports from Panel Chairmen.

(i)            Housing Standing Panel

In the absence of the Chairman of the Panel it was reported that that the Panel had met recently to consider the Choice Based Letting Scheme.

(ii)            Constitutional and Member Services Standing Panel

The Chairman of the Panel reported that the proposed review of the Area Plans Sub Committees had been moved to a separate meeting to be held on Monday 6 November 2006.

(iii)            Environment and Planning Standing Panel

The Chairman of the Panel reported that the members had undertaken a visit to Colchester and Braintree Councils to find out about and observe their Community Warden Schemes in action.

(iv)            Leisure Task and Finish Panel

The Vice Chairman of the Panel, in the absence of the Chairman, brought the Committee up to date on the current developments of the four topics that the Panel were considering this year, namely the future management options of the Roding Valley Meadows Local Nature Reserve and Waltham Abbey Sports Centre, along with Arts Provision in the District and the Council’s role in Community Events.

(v)       Town Centre and Car Parks Task and Finish Panel

The Chairman reported that the Panel had held its first meeting and had agreed its Terms of Reference and Work Programme. He indicated that they would be seeking a joint meeting with the Crime and Disorder Task and Finish Panel to cover any common ground.

(vi)      Local Strategic Partnership Task and Finish Panel

The Vice Chairman reported that the Panel had met with some action group chairs attended some action group meetings and an induction to the LSP, which was poorly attended, in contrast she judged our LSP as a good example of one and was well organised.

To consider late report of Whipps Cross University Hospital.

The Committee received a late report on the public concerns about possible future changes to service levels at Whipps Cross University Hospital. They noted that as well as the Princess Alexandra and Whpps Cross Hospital, residents of the district can also receive treatment at the Kings Georges Hospital, Ilford and Oldchurch Hospital, Romford. These latter hospitals are all now subject to a programme review being led by the North East London Strategic Health Authority.

Contact has been made with the North East London Strategic Health Authority to register the concerns of the Council that despite the fact that a large percentage of our population is served by Whipps Cross Hospital in particular, we have not been included in the consultation process.

The North East London Strategic Health Authority is now aware of this council’s particular interest and has agreed to add us to their stakeholder list.  Further they have offered to arrange a presentation to Members if that is considered helpful. 

Councillor Stallan asked that the report be put into the next Members Bulletin to let all members know the background of this issue.

If the members agreed to have a presentation then it was thought useful that that members should have a pre meeting to be briefed on any relevant questions.

            RESOLVED:

That the North East London Strategic Health Authority be asked to attend the next meeting of the Overview and Scrutiny Committee to give a presentation on the review being held on local hospitals and answer any questions arising.

For Overview and Scrutiny Committee to agree the Terms of Reference of the Town Centre and Car Parks Tasks and Finish Scrutiny Panel which held their first meeting on 2 October 2006.

The Committee considered and agreed the Terms of Reference for the recently settled Town Centre and Car Parks Task and Finish Panel.

(Chairman of Panel – Mrs S Perry) The revised Terms of Reference are attached for approval by the Committee.

The Committee considered and agreed the updated Terms of Reference for the Older People and Disabled People Task and Finish Panel.

(Head of Research and Democratic Services). To consider the attached report of the Constitutional and Member Services Scrutiny Panel.  

The Head of Research and Democratic Services introduced the report on the draft policy for the re-use of public sector information held by the Council in which the Council holds the copyright.

            RESOLVED:

            The Overview and Scrutiny Committee recommended to Cabinet:

(a)            That requests for public sector information in which the Council holds the copyright be considered and made available for re-use in accordance with the adopted policy;

(b)            That the attached draft policy based on a case by case review of requests be approved with a view to implementation on 1 January 2007; and

(c)            That the Head of Research and Democratic Services be authorised to include appropriate scales of fees and charges in the policy.

(Head of Research and Democratic Services). To consider the attached report of the Constitutional and Member Services Scrutiny Panel.  

The Head of Research and Democratic Services introduced a report submitting a revised procedure for protecting the Cabinet quorum under exceptional circumstances such as absence of a Cabinet member due to long-term illness or a resignation. The Committee agreed that a further ‘catch-all’ phrase be added, such as “for any other reason”, to enable the proposed procedure to include any unforeseen circumstances that may arise.

            RESOLVED:

That the Overview and Scrutiny Committee agreed that a report be submitted to the Council, including the addition of a phrase such as “for any other reason”, recommending:

(a)            that the procedure for protecting the Cabinet quorum as set out in the Appendix to the report be approved; and

            (b)            that the procedure be published in the Council’s Constitution.

Recommendation:

To consider any items to be raised by the Chairman at the Cabinet meeting on 9 October 2006.

(Head of Research and Democratic Services). The Committee is asked to consider the Cabinet agenda for the 9 October 2006 meeting (previously circulated) to identify any items to be raised by the Chairman at that meeting.

The Committee considered the Cabinet agenda for its next meeting on 9 October 2006. No issues were identified.