Agenda and minutes

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

The Panel noted that Councillor Mrs J H Whitehouse was attending the meeting as a substitute for Councillor D Kelly.

(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 were made pursuant to the Council’s Code of Member Conduct.

Attached.

Noted.

Recommendations:

To consider and allocate reporting deadlines to the following items:

(a)             Re – Use of Buildings in the Green Belt – Transport Study

(b)            DEFRA – ‘Cleaner Neighbourhoods’ Consultation

(Chairman/Lead Officer) The Overview and Scrutiny Committee has agreed the Terms of Reference of this Panel and associated Work Programme. This is attached. The Panel are asked at each meeting to review both documents.

At its last meeting, the Panel considered the review on the Re – use of Buildings in the Green Belt and requested that a transport study be undertaken. The study will form part of the evidence base for the Council’s Local Development Framework and therefore is a future rather than an imminent task.  The Panel are invited to allocate a timescale to this review to inform the Overview and Scrutiny Committee of future commitments.

The Overview and Scrutiny Committee has agreed that a study of the DEFRA Cleaner Neighbourhoods initiative be added to this Panel’s Terms of Reference. The Panel are asked to allocate a timescale to this and adjust the plan accordingly.

(a) DERFA ‘ Cleaner Neighbourhoods’ consultation document

Noted that the OSC had requested that the Panel formulate a response to the DERFA ‘ Cleaner Neighbourhoods’ consultation document. The Panel were asked to allocate a timescale and priority to this request. Noted that a response to the consultation could have budgetary implications and would need to be considered by the Cabinet and the Council in December 2005 for the deadline for submissions to the exercise which was 2 January 2006. With this in mind, Agreed that the reporting deadline for the item be December 2005 and the priority be high.

Agreed that Councillor Mrs Whitehouse’s proposed review for the work plan  on the provision of unformed wardens be considered alongside the consultation document as it related to its subject matter and could have budgetary implications which would need to be identified in December 2005 for the  budget making process. Agreed that alongside this, it be drawn out as a separate work plan item and given a later reporting deadline in view of the nature and scope of the work that could be required.  Proposed that evidence could be obtained  from other local authorities to identify practice in this area.

Agreed that to reflect the above the Panels terms of reference be amended to read:

In the context of the DEFRA ‘Cleaner Neighbourhoods’ consultation document to consider:

• The viability of employing unformed officers
• The Council’s response to the DERFA ‘Cleaner Neighbourhoods’ consultation document
• The financial consequences of these matters

Agreed that the Joint Chief Executive (Community) and the Safer Communities Co-ordinator be invited to the next meeting to advise on how Crime and Disorder issues linked to the item.

ACTION

J Gilbert to amend Terms of Reference and to circulate copy of consultation document to Panel Members

(b)       Re – Use of Buildings in the Green Belt – Transport Study

Noted concerns raised about vehicle movements in areas where agricultural buildings were being used for commercial purposes and the measures that were available to control this. Further consideration was given to the production of a transport study to fully identify the issues. Noted that a study would support the new planning framework which would require a clear evidence base for cases. Agreed that an initial feasibility study would be required to identify the matters that should be looked at  and  resource implications. Noted that this could involve consultation with interested parties and the County since correspondence had been received about activities. Agreed that the priority for this initial study be ‘medium’ and the   deadline be December 2005. Noted that this timescale would allow a bid to be incorporated within the  budget making process. Agreed that following this, consideration be given to the transport study itself with a deadline of March 2006.

ACTION

J Preston to incorporate review within Terms of Reference.

(Head of Environmental Services) To consider the minutes of the meeting of the Joint Committee held on 28 September 2005.

Agreed that an extra meeting be held to consider the Outline Business Plan for Waste Procurement process. Agreed that the review be brought forward from the programmed reporting date of December 2005 to accommodated other commitments.

ACTION

J Gilbert to contact Z Folley to consider date for special meeting on OBC.

Head of Planning and Economic Development to report.

A copy of the Council’s initial statement to the examination has been placed in the Members Room.

The Head of Planning and Economic Development reported that officers were working on a report on  the timescale and milestones for the Examination  in  Public (EIP) for consideration by Group Leaders and the Management Board. He undertook to liaise with the Chairman to consider whether a report on this  should be submitted to OSC.  The Portfolio Holder reported on the nature of discussions at the EIP and the approach that would be taken to questioning. Noted the ways that developments at the examination affecting the District could be publicised. Noted that this would involve the Forester Magazine. Agreed that an item be placed in the Members Bulletin to state that the Council’s initial submission to the EIP had been placed in the Members Room for information. Agreed that a copy be sent to Councillor Mrs Whitehouse.

Head of Planning and Economic Development to report.

Noted that that the Local Plan would be considered by the Cabinet on 24 October 2005 and the Council on 27 October 2005. Noted that the Panel had now completed this aspect of their work plan   but would continue to consider the new Local Scheme. Noted the  potential risks of not proceeding with the alterations to the plan.

To consider which reports are ready to be submitted to the Overview and Scrutiny Committee at its next meeting.

There were no reports to be made.

To consider the forward programme of meeting dates for the Panel.

16 November 2005 at 7.00p.m.