Agenda and minutes

In view of the unavailability of the Chairman, Councillor R Morgan, it was noted that the Vice - Chairman, Councillor K Angold – Stephens, would be chairing  the meeting.

As a result, the Committee were asked to appoint a Vice – Chairman for the meeting.

RESOLVED:

That Councillor Mrs A Haigh be appointed Vice – Chairman for the meeting.

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

It was reported that Councillor Mrs L Wagland was substituting Councillor  R D’Souza and that Councillor Mrs P Smith was substituting Councillor G Mohindra .

(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.

Pursuant to the Council’s Code of Member Conduct, Councillors J M Whitehouse and D Stallan declared personal interests in agenda item 5 (Scrutiny of London Underground Ltd) by virtue of being regular users of the Central Line Service. They declared that their interests were non-prejudicial.

Decisions required:

To confirm the minutes of the meetings of the Committee held on 5 April 2007.

RESOLVED:

That the minutes of the Committee held on 5 April 2007 be taken as read and signed by the Chairman as a correct record subject to the recommendation in minute 92 (Work Plan monitoring) being amended to specify:

That the bid submitted by Councillor Mrs Harding for the work plan on rural transport be referred to the County’s Overview and Scrutiny Committee for review.

Recommendation:

(1)            To receive a presentation from Simon Williams of London Underground Ltd.

(2)            To note the attached guidance on questioning skills for OS

Simon Williams of London Underground Ltd (LUL) will be attending the Committee to discuss their services in the District. Specifically his presentation  will cover

passenger demand, the station refurbishment programme, Epping Car Park proposals, the Hainault to Woodford Service andTicket Selling Plans.

A copy of the guidance on questioning skills referred to at the Cabinet Awareness session held on 22 May 2007 is attached to facilitate this item and future evidence gathering sessions.

The Chairman welcomed back to the Committee, Simon Williams, the Operational Capability Enhancement Manager for London Underground Limited (LULltd).

Mr Williams reported that part of his role was to liaise with the Council on LUL services. His presentation would focus on a number of issues including passenger demand, the station refurbishment programme, Epping Car Park, the investment programme, service and ticket selling plans. Mr Williams addressed a number of written questions from Members as tabled at the meeting. 

In terms of current developments, he reported that since the last meeting, the Hainault to Woodford services had been extended to midnight and moved into Zone 3 which had reduced ticket prices for the service. Grange Hill, Chigwell, and Roding Valley now benefited from 24 hour staffing cover. The early signs for usage following the changes were encouraging.

In relation to the written questions, he reported the following:

1)         When is London Underground going to  expand the car park at Epping LUL station and will they look at their price structure considering it is cheaper to park further down the line than at Epping?

Mr Williams advised that, in January 2007, LUL met with EFDC to discuss the Epping Car Park proposals. A recent network study concluded that there was only room for an additional 70- 150 spaces without major alterations. There was only capacity on the road and tube network for this. One option was to extend the car park onto the adjacent builders yard. The outline design had been completed. A feasibility study was now being undertaken and tendering was underway. A planning application would be submitted in due course.

The price structure for end of line car station car parks was explained. It was questioned whether annual tickets were available for Epping Car Park?

2)         What is the progress on the station refurbishments in Epping Forest? How is it decided what will  the changes  be at each station? Will the problems

Metronet is experiencing have any impact on the programme?

LUL planned to carryout an extensive investment programme to improve services  up until the 2012 Olympics. This would inevitably result in disruptions to services and the closure of typically 3-5 stations on the network at any one time. Shutting on weekdays was generally impractical. For example work was currently being carried out at Stratford Station in preparation for the Olympics. 

Mr Williams reported on the modernisation and refurbishment programme. This involved the provision of substantive improvement work, the installation  of CCTV, PR systems and tactile strips. Details of both were detailed in the Private/Public Partnership Contract (PPP) produced by Metronet. The process for formulated this was explained which involved consultation with LUL. The meeting noted slides showing key features of the recent improvements to Epping, Theydon Bois and Chigwell.

Mr Williams reported that the Buckhurst Hill project had been excluded from the PPP contract.  He reported the intention was to defer the work but  to ensure elements were undertaken alongside the projects within the contract to be completed by  ...  view the full minutes text for item 5.

(Chairman of Panel Councillor M Cohen). To consider the attached interim report of the panel. 

The Chairman of the Panel, Councillor Cohen, presented the interim report of Panel.

The Chairman requested that the Panel be re-established for 2007/08  for completion of its terms of reference particularly in relation to the provisions of the Police and Justice Act 2006.

Members requested that the Panel report back to the Committee, in six months time, on progress with its work and that the OS  work plan be amended accordingly.

RESOLVED:

(1)            That the report be regarded as an interim report of the Panel;

(2)            That the Panel be re-established to enable completion of the tasks it has been given particularly in relation to regulations yet to be issued under the provisions of the Police and Justice Act 2006;

(3)            That the current membership be reappointed for the new year in the light of the work already done and the benefits of applying that knowledge to the tasks still outstanding;

(4)            That the following observations be noted:

(a)        that since the Council is defined as a responsible authority under the provisions of the law, it has no choice other than to play its part in the CDRP.  How that will change depends on regulations still to be issued;

(b)            that the Council is regarded by other partners in the CDRP process as a key player and its participation to date at both Member and officer level is greatly valued;

(4)            That provisions should be made in the annual work programme for a review of the activities of the CDRP and the outcomes it achieves through scrutiny of the CDRP Chair and the Council’s representatives, both Member and Officer, in that body;

(5)            That an obligation be placed on individual Ward Members to secure a response to constituents’ concerns on community safety issues and the need to agree arrangements for how that is to happen once the regulations are issued;

(6)            To note and support the development of Neighbourhood Action Panels and Joint Action Groups; 

(7)            That the details of future meetings of Neighbourhood Action Panels be published in the Council Bulletin;

(8)            That Ward Members be encouraged to attend meetings of the Neighbourhood Action panels insofar as they are able;

(9)            That the Panel report back to the Committee in six months time.

Decisions required:

(1)            To appoint members to the following Standing Panels in accordance with pro rata in the proportions shown below:

(2)            To consider requests for appointments to Standing Panels by non affiliated members; and

(3)            To appoint a Chairman and Vice Chairman to the following Standing Panels:

1.         (Head of Research and Democratic Services). The Council has agreed that pro rata apply to Overview and Scrutiny Standing Panels only. The Overview and Scrutiny rules provide that the memberships must reflect pro rata requirements and the lowest number of members required to achieve cross-party representation whilst allowing the inclusion of members who are not members of a political group or are not members of the Overview and Scrutiny Committee. This year the Standing Panels should have 11 members.

2.         The Committee are asked to make appointments to Standing Panels in accordance with the Overview and Scrutiny Procedure rules.

3.                  Nominations to Chairman and Vice Chairman of these Panels are excluded from the calculation required under the Council's protocol regarding allocation of Chairman and Vice-Chairman positions between the political groups.

4.            Nominations to the Panels which may be submitted up until the day of the meeting were sought through the Members Bulletin and officer liaison with the Group Leaders. A list of the proposals submitted to date is attached. Those outstanding  will be circulated for consideration at the meeting.

The Committee were asked to make appointments to Standing Panels in accordance with the Overview and Scrutiny rules. The Committee were reminded that the Council had agreed pro rata applied to Standing Panels and that membership should be kept to a minimum to allow each Group to have representation .  It was noted that on this basis it had been calculated that Panels would consist of 11 Members.

It was reported that nominations to Chairman and Vice Chairman to Standing Panels were excluded from the pro rata calculation rules required for such positions contained in the Council’s constitution.

The Committee had before them a report detailing a list of nominations received. The Senior Democratic Services Officer reported on a number of late nominations and changes to the schedules.

RESOLVED:

That the appointments to Standing Panels annexed to these minutes be adopted.

Decisions Required:

(1)            To appoint members to the following Task and Finish Panels in accordance with Overview and Scrutiny procedure rules:

(2)            To appoint a Chairman and Vice Chairman to the Task and Finish Panels

1.         (Head of Research and Democratic Services). The Committee are asked to consider appointments to Task and Finish Panels. The Overview and Scrutiny Co-ordinating Committee has reviewed the requests for reviews and has determined that six Task and Finish Panel Reviews should be undertaken. These are outlined above.

2.         The Overview and Scrutiny Rules state that 'Task and Finish' Scrutiny Panels shall be flexible as to the number of Councillors appointed to membership.  There is no restriction on the numbers appointed.

3.         Any Councillor may be a member of a 'Task and Finish' Scrutiny Panel, save that a member of the Cabinet may not be a member of any Panel which bears directly on his or her portfolio. Additionally no 'Task and Finish' Scrutiny Panel can be comprised of members of a single political group only.

4.                  It is a requirement of the procedure rules that a Chairman and Vice - Chairman should be appointed to each Panel.

5.            Nomination to the Panels which may be submitted up until the day of the meeting were sought through the Members Bulletin and officer liaison with the Group Leaders. A list of the proposals submitted to date is attached. Those outstanding  will be circulated for consideration at the meeting.

The Committee were asked to consider appointments to Task and Finish Panels.

It was noted that any Member could be appointed to Task and Finish Panels. However Cabinet Members would not be able to serve on panels which bore directly on their Portfolio. In addition no panel could comprise of members of a single political group and restrictions on numbers did not apply.

Members were also asked to appoint a Chairman and Vice Chairman to each Panel. 

The meeting had before them a report detailing a list of nominations received. The Senior Democratic Services Officer reported a number of late nominations and changes to the schedules. No nominations had been submitted for some of the Vice – Chairmanships. It was agreed these appointments be made at the first meeting of the Panels concerned.

RESOLVED:

(1)            That the appointments to Task and Finish Panels annexed to these minutes be adopted and;

(2)            That the vacancies for Vice – Chairmen be appointed at the first meeting of the Panels concerned. 

The Committee are asked to note the attached updated schedule.

The Committee considered their up to date work programme.

It was reported that the next meeting of the Committee scheduled for 12 July 2007 had been brought forward to 10 July 2007.

It was anticipated that the Task and Finish Panels would be submitting proposals to the next meeting of the Committee on the scope of their work and work plans. The Standing Panels would also be asked to ascribe exact deadlines to each of their work plan items at their first meetings. A computerised programme had been implemented to facilitate work planning and would be emailing out notifications of timescale for agendas and reports.

(a)             Overview and Scrutiny Committee  

(Item 2) (Scrutiny of Highways Local Service)

The Leader of the Council, Councillor Mrs D Collins, report that, earlier on in the day, she had attended a meeting with the County Portfolio Holder, Councillor Hume, to consider possible changes to the way Highway services were delivered and the review of the Local Service Agreement. It was hoped that the new agreements would address local concerns and improve services and liaison. She reported that proposals would be brought forward in course.

Item 5 (Scrutiny of Essex Police – Neighbouring Policing Initiative)

The Committee were asked to consider whether a further presentation was necessary during the current year as Essex Police had only recently attended a meeting of  the Crime and Disorder Task and Finish Panel to talk about Community Policing. They also considered whether the item should be referred to the Task and Finish Panel for consideration. 

The Committee agreed that the OSC should receive the presentation. They felt that this would facilitate greater Members attendance and engagement in the liaison which was important given the many concerns about policing.  It was agreed that presentation should be scheduled for the new year.  This would allow sufficient time for the new Community Policing Initiative and the Neighbourhood Action Panels to settle down.

RESOLVED: 

That Essex Police be asked to report back to the OSC in the new year on the Community Policing Initiative

(b)            Environmental and Planning Scrutiny Panel

The Chairman of the Panel, Councillor Mrs P Smith, reported that the Panel last met on the 26 April 2007.

At the meeting, the Panel discussed the focus day held on Saturday 10 March 2007 for local Members and interest groups on pressures in Rural Areas. Its next meeting, on 26 June 2007, the Panel would consider the findings and formulate an action plan to pursue the key points. The Panel began the task of monitoring the 2005 Panels recommendations on Residential Parking as requested by this Committee on 5 April 2007. They heard that ECC Highways were prepared to support an EFDC Member forum to discuss Highways matters. The Panel expressed concern at the level of service offered under the new arrangements and requested that a report be made to the next meeting of the Panel detailing the latest position regarding the 2005 recommendations, current policy and ways of taking forward our  ...  view the full minutes text for item 9.

Recommendations:

(1)        To consider the Cabinet agenda for 11 June 2007; and

(2)        To note that any issues raised will be reported by the Chairman for consideration at the Cabinet meeting

Members are reminded to bring with them to the meeting their copy of the Cabinet agenda.

The Committee considered the Cabinet agenda for the 11 June 2007 meeting.

(a)        Item 16 -  Consultation Plan and Register

Members would receive a further chance to consider the document at the next meeting of the Finance and Performance Scrutiny Panel meeting on 19 June 2007.  A member stressed the need for the details of forthcoming consultations to be made available to members.

(b)       Item 14 -  Release of Restrictive Covenant – Loughton Hall

A Member expressed a number of concerns on the item.

(Councillor S Murray declared a personal interest in this item by virtue of being as active Member of Debden Community Association. He declared that his interest was not prejudicial and that he would remain in the meeting for the consideration of the item).

(c)        Item 13 – 2012 Olympic and Paralympic Games

The Cabinet would be asked to recommended that the task of considering  the opportunities presented by the Games for the District be referred to the Leisure Task and Finish Panel. The Committee supported this proposal.

(d)            Development Land Sale - T11 Industrial Estate, Loughton

A Member suggested that the issues surrounding the Junctions at Chigwell Lane and Loughton Broadway be addressed prior to the commencement of the work. It was requested that a recommendation be added to the report to secure this.