Agenda and minutes

1.         This meeting is to be webcast. Members are reminded of the need to activate their microphones before speaking.

2.         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 repeated viewing and copies of the recording could be made available for those that request it.

If you are seated in the lower public seating area it is likely that the recording cameras will capture your image and this will result in the possibility that your image will become part of the broadcast.

This may infringe your human and data protection rights and if you wish to avoid this you should move to the upper public gallery”

The Chairman made a short address to remind all present that the meeting would be broadcast on the Internet, and that the Council had adopted a protocol for the webcasting of its meetings.

(Assistant to the Chief Executive). To report the appointment of any substitute members for the meeting.

It was reported that Councillor B Rolfe was substituting for Councillor R Church, and that Councillor R Bassett was substituting for Councillor M Colling.

(Assistant to the Chief Executive). 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 reported pursuant to the Councils Code of Conduct.

Decisions required:

To confirm the minutes of the meetings of the Committee held on 6 march 2008.

            RESOLVED:

That the minutes of the meeting held on 6 March 2008 be taken as read and signed by the Chairman as a correct record.

(Deputy Chief Executive) To receive a presentation from David Forkin, the West Area Highways Manager from the County Highways Department who will be giving an overall assessment of the state of the Highways in the District and answering any member’s questions on this.

The Committee received a presentation from David Forkin, the West Area Highways Manager from the County Highways Department. He began by telling the committee what the Highways Department had done in the last financial year. They had completed:

• 39 carriageway maintenance schemes, which covered about 22 kilometres of road;
• Approximately 16 footway schemes covering about  5 kilometres of roads;
• Completed 2 major parking reviews in the district;
• Implemented 40 disabled parking bays with plans to introduce a further 25 this coming year;
• Implemented 4 safer journeys to school schemes and 5 accident remedial schemes.

These were specifically targeted schemes that were conducted along with their regular upgrading/maintenance work. Mr Forkin stated this was a reasonably successful year in which they had completed most of their commitments for the year.

Mr Forkin said that the County were still setting some of their programmes and there were no details as yet on their full Capital expenditure programme for next year. As soon as they had any detailed information it would be published in the Members Bulletin.

Mr Forkin then went on to talk about ‘Localism’ a new initiative which had started on 1^st April. There are three pilot areas, Castle Point, Colchester and Brentwood. He was responsible for the Brentwood pilot.

Localism was where the County worked with, and through a District Council to set up “Highways Panels”. This allowed them to have some influence over some of the money in the Highways department. This would not be new money but came from existing budgets within the control of Highways. District Councils would be able to make recommendations as to where Highways could spend certain sums of money. Pilot areas had already set up local Highway Panels which also involved parish and other local representation. Each pilot council had set up these Panels in a different way, e.g. Brentwood had taken an existing committee and added local representatives to consider schemes that could be implemented. These needed to conform to the County’s overall policy. There would be 6 months of the pilots and if successful it would be rolled out across the County to all the districts.

Also introduced as a pilot, were “Highway Rangers”. They worked through the Highway Panel to pick up areas of concern. They would work in two men teams to do minor repairs on carriageways, cleaning, minor repairs to bollards and other street furniture, trimming of vegetation etc. Over the course of the pilot they would be able to say how successful it had been. The ‘Rangers’ would also have contact with the more specialist teams to handle the jobs that they could not.

Also launched, was a £1million “Highways Community Infrastructure Fund” a County wide fund whereby local bodies could make bids for minor highway schemes to be carried out. Mr Forkin undertook to provide more information on how it would work when more information was available.

The County Council had invested approximately £45million over the last three years on the Highways Maintenance Initiative  ...  view the full minutes text for item 84.

(Deputy Chief Executive) To receive a presentation from Simon Williams, from London Underground Limited. He will give a presentation updating their latest work plans for the District. He will also be taking questions from the Committee and other members in attendance.

The Committee received a presentation from Simon Williams, from London Underground Limited. He gave a presentation updating the Committee on their latest work plans for the District (the presentation is attached as an appendix).

In answer to Councillor Jon Whitehouse’s question: ‘Can we have an update on plans to improve parking provision at stations in Epping on the Central Line, specifically the proposal outlined at our last meeting to expand Epping Station car park, including an outline timescale?’ Mr Williams said that a previous network study concluded there was only room for 70-150 additional spaces without major road alterations, although the decking cost would be prohibitive for a small number of spaces. London Underground had developed a scheme for the builder’s yard but it would only accommodate 51 spaces and would cost about £200,000. This would necessitate a long payback period and there was no funding available.

In answer to Councillor Frankel’s question: “Do LUL have any plans or are they likely to consider using their land on the East side of Theydon Bois station for additional commuter parking?’ Mr Williams suggested there was an alternative for a new build at an alternative site e.g. Theydon Bois which might be feasible if other issues such as access and cost could be resolved.

Answering another question from Jon Whitehouse ‘Is the future of the kiosk at Epping Station now assured?’  Mr Williams said that following Council representations, LU were seeking ways to retain tenants.  The tenants were likely to remain in situ in the meantime due to the difficulty experienced in finding an appropriate relocation solution, although discussions were to be progressed.

Mr Williams was not sure of the litter issue raised by Councillor Jon Whitehouse (‘who is responsible for litter clearance along the embankment at Epping station adjoining Station Approach’). Metronet were responsible, but he stated that any specific problems should be reported to the Station Supervisor.

Mr Williams told the Committee that the new Advanced Fare Machines (AFMs) had been installed in every station and were proving to be very successful, but all stations would remain staffed throughout the day. The demand for tickets had fallen significantly with the success of Oyster Cards.

Councillor Bateman asked the following question about Freedom Passes: “I keep getting phone calls and letters from Pensioners living very close to the boundary with the London Borough of Redbridge about the free Underground passes enjoyed by their neighbours living just over the border, and would be glad if this could be kept under review.” Mr Williams responded that the passes were paid for by local authorities through the Association of London Government and this would be a matter for Essex County Council to take up. He did point out that holders of Senior Railcards can now receive discounts on Oyster travel and there was now national free bus travel that included London buses.

Mr Williams reported that both Metronet companies went into Administration in the summer of 2007, but PPP Administration had enabled work  ...  view the full minutes text for item 85.

(Deputy Chief Executive) The Committee is asked to empower the Environmental and Planning Services Standing Panel to reply directly to the Essex County Council Waste and Recycling questionnaire, due to the tight timescales involved. Essex County Council requires a reply by 5 May 2008.

The Committee was asked to empower the Environmental and Planning Services Standing Panel to reply directly to the Essex County Council Waste and Recycling questionnaire, due to the tight timescales involved. Essex County Council required a reply by 5 May 2008.

RESOLVED:

That the Environmental and Planning Services Standing Panel be authorised to reply directly to the Essex County Council Waste and Recycling questionnaire.

1.                  (Assistant to the Chief Executive) The Constitution & Member Services SSP will be considering the results of the 2007/8 review of these items at its meeting on 28 April 2007.

      2.       In order that the reviews can be completed in accordance with Audit Commission expectations at the Annual Council meeting, approval  is sought for the report of the Panel to be submitted direct to the Annual Council meeting.

In order that the reviews can be completed in accordance with Audit Commission expectations at the Annual Council meeting, approval was sought for the report of the Constitution and Member Services Scrutiny Panel to be submitted directly to the Annual Council meeting.

RESOLVED:

That the Constitution and Member Services Scrutiny Standing Panel be authorised to report directly to the Annual Council meeting on its Review of Contract Standing Orders, Financial Regulations and Delegation to Officers.

(Deputy Chief Executive) To consider the attached report.

The Committee considered the draft Overview and Scrutiny Annual Report which had been considered in detail at the last meeting, where amendments had been identified.

            RESOLVED:

That the Annual Overview and Scrutiny Report for 2007-08 be agreed and submitted to the Full Council meeting in April 2008.

(Chairman of Task and Finish Panel). To consider the Final Report of the Panel (attached).

Councillor Mrs Harding introduced the Leisure Task and Finish Panel’s end of year report which reported back on the four topics covered by the Panel this year. They were:

• Future Management of Waltham Abbey Sports Centre;
• Review of Arts Development in the District;
• Monitoring of the Youth Initiatives Scheme;
• Legacy from the Olympic/Paralympic Games.

The Committee were very happy to endorse the report and agreed that it was a first class report produced by a well run Task and Finish Panel.

            RESOLVED:

That the Leisure Task and Finish Report be endorsed by the Overview and Scrutiny Committee and be submitted to the Cabinet for adoption.

To consider the attached report.

The Deputy Chief Executive introduced a report outlining the latest position of the District Transport Survey. This survey had been sent out in the spring edition of ‘The Forester’ and on the Council’s website, and around 380 replies had been received, which would be sent on to County for their further consideration.

            RESOLVED:

That the Committee notes the current position of the District Transport Survey.

(i)         To consider the attached Work Programme.

(a)   To receive a short update on the current position of each Task and Finish Panel that has not completed their terms of reference for this year.

(i)         Provision of Value for Money within Planning Services.

The lead officer for the Provision of Value for Money within Planning Services has submitted the following statement:

The Panel has met on three occasions, and agreed to look in detail across the varying functions provided by Planning.  It has started with Development Control, and has requested the updating of the 2001 Best Value review of this function, in particular considering where performance has now got to, with the use of various extra funding. It has spent one meeting considering the many ICT changes which have been made, with the assistance of several of the consultants who have been involved, and is about to hear from Planning agents at its next meeting.

The Panel has been assisted by considering the up to date accountancy position, but is hindered to a degree by the limits on comparable information from some other authorities, who no longer appear to be providing data to CIPFA.

(b)   The final Leisure Task and Finish Panel report is appended elsewhere on this agenda.

(ii)        2008/09 Proposed Work Programme.

To consider the items put forward for next years Work Programme (attached). The Committee is asked to review and evaluate the proposals and to allocate an appropriate Standing or Task and Finish Panel.

Items attached:

(i)      Review of Strategic Direction of Epping Forest College;

(ii)    Multiple requests from Councillor Colling:

a)      The Environment and Planning Standing Panel to be renamed Safer, Cleaner, Greener Standing Panel – It is presumed that it would be to monitor Crime and Disorder and the Environment side of the Council.

b)      Planning issues to be transferred to a new Panel – as this would have wide ranging terms of reference it may subsume the current VFM within Planning T&F Panel and become a Standing Panel (also see Councillor Mrs Wagland’s request form).

c)      Crime and Disorder T&F Panel to be withdrawn due to lack of legislation. This could be subsumed into new Safer, Cleaner, Greener Standing Panel.

(iii)   Cabinet’s request to look at the feasibility of providing a new Sports Hall at Waltham Abbey Swimming Pool, should this go a newly reconstituted Leisure Task and Finish Panel.

(iv)Request for a Customer Services Review.

(i)         Task and Finish Panels

(a)        The Committee noted the position report for the Provision of Value for Money within Planning Services and the Crime and Disorder Task and Finish Panels.

(b)        The Committee received and noted the Leisure Task and Finish Panel’s end of year report.

(ii)        2008/09 Proposed Work Programme

The Committee noted that items of work not completed this year by the main Overview and Scrutiny Committee and the Standing Panels would be carried over to next year’s work programme.

It was agreed that the Housing Standing Panel, Constitution and Member Services Standing Panel and the Finance and Performance Management Standing Panel would continue in the new municipal year.

The Committee next considered the new proposals for Standing and Task and Finish Panels for the coming year. They agreed that:

      (i)            The current Environment and Planning Services Standing Panel should be disbanded.

    (ii)            The current Crime and Disorder Task and Finish Panel be disbanded.

   (iii)            The current Provision of Value for Money within Planning Services Task and Finish Panel be disbanded and its work carried forward to a new Standing Panel.

  (iv)            A new Safer, Cleaner Greener Standing Panel be established. This Panel is to take on all the Environmental work from the current Environment and Planning Services Standing Panel and the remaining work of the current Crime and Disorder Task and Finish Panel.

    (v)            A new Planning Standing Panel be established. This Panel would take on the planning work from the current Environment and Planning Services Standing Panel, the work from the current Provision of Value for Money within Planning Services Task and Finish Panel; look at the new legislation on forward planning and development Control and at section 106 agreements.

  (vi)            The Leisure Task and Finish Panel be re-established with revised Terms of Reference.

 (vii)            A new Customer Transformation Task and Finish Panel be established to consider where any customer focused improvements can be achieved, to look at current performance and make recommendations on how services to customers could be enhanced.

The Committee noted that there would be five Standing Panels established in the new municipal year:

• Housing Standing Panel;
• Constitution and Member Services Standing Panel;
• Finance and Performance Management Standing Panel;
• Safer, Cleaner Greener Standing Panel; and
• Planning Standing Panel.

And that two Task and Finish Panels be established in the new municipal year:

• Leisure Task and Finish Panel; and
• Customer Transformation Task and Finish Panel.

The Committee asked that draft terms of references for all the Panels be issued to all members (via the Members Bulletin) so that they could make an informed decision as to what panel they would like to sit on.

RESOLVED:

1.                  That the following Panels be disbanded:

·         The Crime and Disorder and the Value for Money within Planning Services Task and Finish Panels; and

·         The Environment and Planning Services Standing Panel.

2.                  That two new Standing Panels be established:

·         A Safer, Cleaner, Greener Standing Panel; and

·         A Planning Services Standing Panel.

3.                  That two Task and Finish Panels  ...  view the full minutes text for item 91.

(Assistant to the Chief Executive) To note the minutes of the meeting of the Constitution and Members Services Scrutiny Standing Panel held on 4 March 2008 and the conclusions made in respect of the members training review and the results of consultation with members of the Council and officers on next year’s Member Training Programme.

The Committee was asked to note the minutes of the meeting of the Constitution and Members Services Scrutiny Standing Panel held on 4 March 2008, the conclusions made in respect of the members training review and the results of consultation with members of the Council and officers on next year’s Member Training Programme.

RESOLVED:

That the minutes of the Constitution and Members Service meeting held on 4 March 2008 be noted and the recommendations made on the proposed members training programme be endorsed.

Recommendations:

(1)        To review the Cabinet agenda and indicate matters of concern/comment for the Chairman to discuss with the Cabinet; and

(2)        To raise any further matters to be discussed with the Cabinet at their next meeting on 14 April 2008.

The Executive Procedural Rules (Rule 2.2 (iii) and (v) provide an opportunity at Cabinet meetings for Members of this Committee to raise any matters for consideration by the Cabinet (Overview and Scrutiny Rule 16). This items provides an opportunity to raise such matters either in relation to proposed Cabinet items or other matters of concern. 

The Chairman of the Committee will report accordingly to the Cabinet at its next meeting.

The Committee considered the Cabinet agenda for its meeting on 14 April 2008. No further issues were raised for consideration by the Cabinet.