Agenda and minutes

The Chairman will read the following announcement:

“I would like to remind everyone present that this meeting will be recorded live and will be capable of repeated viewing  (or another use by such third parties).

Therefore, by entering the Council Chamber and using the seating area, you are consenting to being filmed and to the possible use of those images and sound recordings for webcasting and/or training purposes.”

The Chairman reminded everyone present that this meeting would be recorded and that the Council had adopted a protocol for the webcasting of its meetings.

To report the appointment of any substitute members for the meeting.

The Committee noted that Councillor Lion had been appointed as substitute for Councillor Yerrell, and Councillor Sunger had been appointed as substitute for Councillor Markham.

To declare interests in any item on this agenda.

Pursuant to the Council’s Members’ Code of Conduct, Councillor Rizvi declared a non-pecuniary interest in the following item of the agenda by virtue of being a GP in West Essex.

            9, Driving Better Health Outcomes Through the Integrated Care System.

To agree the notes of the meeting of the Communities Scrutiny Committee held on 22 October 2024.

RESOLVED:

That the notes of the Communities Scrutiny Committee held on 22 October 2024 be taken as read and were agreed as a correct record.

To consider, comment and propose any amendments to the Work Programme, for consideration and approval by The Overview and Scrutiny Committee,

The Communities Scrutiny Committee noted the amendments and agreed the work programme.

To receive a presentation on the energy efficiency retrofit programme.

John Taphouse, Interim Service Manager, provided an overview of the Energy Efficiency Retrofit Programme, and highlighted to the Committee that the aim of the programme was to get all properties to SAP Band C by 2030.  Approximately two- thirds of the Council’s stock were already at this level.  There would be two work streams for the remaining properties. Workstream A – ‘easy wins’ would require less than £2000 investment and Workstream B – would require more significant work. A bid for grant funding for workstream B for £3.5m had been submitted for the first three years of the programme, this would require match funding, and a decision was expected by March 2025. The approach for workstream B  would focus on the worst properties and areas first, and after three year no property would be less than SAP Band D.  the improvements would make be a significant saving in energy costs for householders. A framework contract was being used and the works were ‘out to tender’; price, quality and the customer experience would be used in selecting the contractor, the final decision to appoint the contractor would be made by Cabinet in March 2025.

The Committee were advised after raising questions that:

·        There would be a range of contract measure and KPI for the works and a programme manager would be appointed.

·        It was the responsibility of L & Q to ensure their properties are at level C rating by 2030.

·        The Government target for Band C is 2030, some Housing Associations were working to tighter deadlines.

·        The Council had Band E, F and G properties; retro fit assessment would be carried out to determine most cost-effective solution to get to band C, these should be dealt with in the first three years of the programme.

·        The costs have been included in the HRA business plan, there would be no direct increase in rents to cover costs of retrofit.

·        Resident contact and access were important, and would be a factor in selecting the contractor.

·        Workstream A should be completed within three years.

The Committee thanked the Officer for the update. 

Resolved

The committee commented and noted the report.

To consider the Community Lottery progress report.

Vanessa Gayton, Team Manager and Nadene Stevenson, Programme Manager provided an overview of the Epping Forest Community Lottery, which was launched in August 2024 and was powered by Gatherwell Ltd an established external lottery management company. Details of how the lottery worked were provided and it was highlighted that  60% of the money raised went to the good causes, including the central fund.   The presentation is attached to the minutes.  Phil Wright from Gatherwell Ltd addressed the Committee and emphasised the need to use different marketing channels to reach the wider population and increase the number of local residents taking part.

The Committee

·        Suggested that the Community Lottery should not replace the small grants programme, the Portfolio Holder, Cllr Rizvi, advised the Committee that the community lottery would be used to supplement the small grants programme.

·        Raised concerns that there needed to be a balance to ensure that the Council were not seen as promoting gambling. Gatherwell Ltd advised that the Gambling Commission identified community lotteries as a very low risk for problem gambling. There were checks and balances in place including restrictions on the number of tickets that could be purchased, contact with  individuals would be made when this was reached,

·        Gatherwell Ltd suggested that there were growth opportunities to increase the number of tickets and advised that the website was monitored 24hours every day to ensure access but that some firewalls may restrict access.

·        The good cause criteria had been agreed, and officers considered each application before approval, they needed to be registered in the district and support residents or provide services for Epping Forest residents.

The Committee thanked the officers for their work and commitment to the community lottery and thanked them for the presentation

Resolved

The Committee commented and noted the report .

To consider and endorse the role of Epping Forest District Council in the West Essex Health & Care Partnership.

Fabrizio Ferrari, Public Health Officer, Elizabeth Kerby, Development Director West Essex Health and Care  and Ian Tompkins,  Programme Director Levelling Up and Partnerships provided a joint presentation (attached to the minutes) . The Committee were advised that the memorandum of understanding and terms of reference would formalise the strong relationships and allow further collaboration between the partnership. The presentations covered the role and governance of the integrated care board, the one place healthy places forum, and the projects that have an would be carried out in the future.

The Committee raised queries and comments and were advised that

·        The lack of GPs in Chigwell was acknowledged and would be taken back to ICB primary care team, a written response would be provided.

·        Ian Tompkins advised of a new programme relating to ‘one public estate’ and how the estates of partner organisation could be used to drive better outcomes.

·        The use of S106 monies would be considered and could be used in the development of community hubs.

·        Primary Care is about GP and other providers including Pharmacies, the ICB had taken over commissioning dentists.

·        The ICB worked closely with Whips Cross and paid for care across borders. They now attend transformation meetings to ensure residents in West Essex are no left behind.

·        The lack of appointments and length of time to get hospital appointments was raised as an issue.

·        The positive impact of Commmuinty Pharmacists was highlighted.

·        111 services was a joint service and improvements had been noted especially out of hours.

·        One of the priorities of the partnership was improving urgent care services, there was a three year plan that would look to ensure that people go to the right place at the right time.

The Committee welcomed the presentation and thanked he officer and members of the partnership for their attendance

Resolved:

The Committee commented on the report and commended the report to Cabinet for approval of the memorandum of understanding of the West Essex Health and Care Partnership and the Terms of Reference of West Essex Healthy Places and One Estate Forum.

To consider the attached Epping Forest District Council Social Housing Annual Lettings Report 2023/24.

Chris Walsh, Service Manager Housing Needs and Management, presented the Annual Letting Report for 2023 /24 to the Committee and advised that as a registered provider of social housing the Council was obliged let their homes in a fair, transparent and efficient way. The report detailed the demand for social housing on 31 March 2024. Specific details and figures were presented as the report.

The Committee provided comment and received the following responses to their queries

·        The service did not look to move tenants from social rents to affordable rents, however new properties would be based on affordable rents.

·        Approximately 70% of cases for management transfers were linked to domestic abuse, other reasons included emergency medical needs and ASB.

·        The supplementary waiting lists was a separate list for people that would come into the district to take up properties in the sheltered schemes.

·        It was envisaged that the housing waiting list would continue to increase and this would have an impact on waiting times.

·        A new void standard had been developed, there was an improved relationship with Qualis and procedures had been put in place to improve the time that properties are left void. Pre- inspections and tenancy audits also take place.

·        There was a Tenant Liaison Officer who dealt with people who want to downsize, and tenancy audits will provide residents with advice on downsizing.

·        There was an introductory tenancy period of 12 months this could be extended if there were issues with the tenancy.

·        There were a range options including the community safety team, the environment team and the tenancy team, to can deal with specific neighbour issues.

The Committee thanked officers for the report

Resolved:

The Committee commented and noted the Annual Letting Report for 2023/24

To consider the Temporary Accommodation Policy 2025 report.

Chris Walsh, Service Manager, Housing Needs and Management, introduced the Temporary Accommodation Policy report. This was a new policy based and was considered good practice, The policy set out the types of interim accommodation the Council’s homelessness team could access and how it would be  used to meet statutory obligations.  Families and single people who were, or were threatened with, homelessness must be allocated suitable and appropriate temporary accommodation. The homelessness team always aimed to make the best use of our temporary accommodation stock and manage costs to the council as far as possible. It was not always possible to offer the ideal accommodation within the district and, where temporary accommodation could be secured within the district suitable accommodation elsewhere would be sourced. At the end of December 2024 there were 130 households in temporary accommodation.

The Committee raised several queries on the policy and received confirmation that the temporary accommodation team, visited temp accommodation including hotels and B & B to ensure they met Council’s requirements,

The Committee requested that the term ‘locality’ on page 33 of the report, was defined, and suggested that this should be close to the school and not across the district.  Cllr Dadd made specific suggestions on wording in the policy, and the impact and risks on the choice of phrases, these were discussed and provided in writing to the officers for consideration and amendment to the policy were appropriate.

Homeless families were prioritised for placement in the borough, there were placements in neighbouring boroughs but placements out of district were not cost driven.

Resolved:

The agreed that pending the agreed changes the report be commended to Cabinet for approval.

To note that the next meeting of the Communities Scrutiny Committee will be held at 7.00pm on 4 March 2025.

RESOLVED:

The committee noted the date of the next meeting was 4 March 2025 at 7:00pm.