Venue: Exe Room, Phoenix House
Contact: Julia Stuckey Member Services Officer
Link: audio recording
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ELECTION OF VICE CHAIRMAN To elect a Vice Chairman for the municipal year 2015/16. Minutes: RESOLVED that Cllr T G Hughes be elected Vice-Chairman of the Committee for the municipal year 2015/16. |
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APOLOGIES AND SUBSTITUTE MEMBERS (00-04-17) To receive any apologies for absence and notices of appointment of substitute Members (if any). Minutes: Apologies were received from Cllr Mrs H Bainbridge, Cllr Mrs J B Binks who was substituted by Cllr Mrs A R Berry and Cllr N A Way who was substituted by Cllr R Wright. |
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PUBLIC QUESTION TIME (00-04-27) To receive any questions relating to items on the Agenda from members of the public and replies thereto.
Note: A maximum of 30 minutes is allowed for this item. Minutes: The Chairman read an email from Mr and Mrs D Speirs referring to Item 11 (Legal Services Update) on the agenda which stated that:
We note that Legal Services are giving an
update under Item 11.
No. 1 in the Enforcement List (Enforcement Case ENF/13/00060/LIS- unauthorised works namely the removal of ground floor front door and window at Grade II listed building contrary to Section 7 of the Planning (Listed Buildings and Conservation Areas) Act 1990 - 22 A Fore Street, Cullompton).
The Head of Communities and Governance stated that correspondence had passed between the Private Sector Housing Service, Planning Enforcement and the Conservation Officers in April of this year, the Legal Team were now awaiting specifications for the new door and window, and following this a notice would be served. She also stated that this issue had now been logged as a complaint; there were lessons to be learnt and a procedure needed to be put in place so that decisions of committee were dealt with in a timely manner.
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MEMBER FORUM (00-10-58) An opportunity for non-Cabinet Members to raise issues. Minutes: There were no issues raised under this item. |
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MINUTES OF THE PREVIOUS MEETING (00-11-08) PDF 156 KB To approve as a correct record the Minutes of the last meeting of this Committee (attached).
The Committee is reminded that only those members of the Committee present at the previous meeting should vote and, in doing so, should be influenced only by seeking to ensure that the minutes are an accurate record.
Minutes: Subject to the following amendments:
(i) Minute 175 to state that:
a) The Scrutiny Committee expressed disappointment that the report of the Planning Policy Working Group had not been seen by this Committee prior to the election and that Minute 76 has not been actioned
(Proposed by the Chairman and seconded by Cllr Mrs H Bainbridge)
b) the above recommendation be passed to Council for consideration.
(Proposed by the Chairman)
((b) Vote 5 for 4 against – Chairman’s Casting Vote)
(ii) Minute 176 remove the word “Renovation” and replace with “Innovation”
The minutes of the last meeting were approved as a correct record and SIGNED by the Chairman. |
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DECISIONS OF THE CABINET To consider any decisions made by the Cabinet at its meeting on 4 June 2015 that have been called-in. Minutes: The Committee NOTED that none of the decisions made by the Cabinet on 4 June 2015 had been called in. |
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CHAIRMAN'S ANNOUNCEMENTS (00-15-00) To receive any announcements that the Chairman of Scrutiny Committee may wish to make. Minutes: The Chairman had the following announcements to make:
a) He commended the work of the previous Scrutiny Committee chaired by Cllr Mrs J Roach.
b) He apologised for not being able to attend the scrutiny training that had taken place the previous week, but he noted that comprehensive notes had been circulated to all members of the Committee.
c) He stated that Members of the Committee had undergone a major public consultation during their election campaigns and therefore asked that themes that had been identified be noted on “post its” so that the issues could be collated and possibly followed up by the Committee. |
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START TIME OF MEETINGS (00-19-24) To agree a start time for meetings for the municipal year.
Minutes: Discussion took place regarding the start time for meetings for the following year.
RESOLVEDthat meetings of the Scrutiny Committee be held at 2.00pm on Monday’s for the remainder of the municipal year.
(Proposed Cllr Mrs N Woollatt and seconded by Cllr Mrs J Roach).
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LEADERS ANNUAL REPORT (00-21-17) PDF 234 KB To receive a report from the Leader of the Council, in respect to the state of the district, Cabinet priorities for the coming year and its performance in the previous year.
Minutes: In accordance with the Constitution the Committee had before it a report * from the Leader of the Council outlining the Council’s achievements over the past 12 months and the priorities for the coming year.
Discussion and questioning took place under each of the headings in the report:
Customer Services
· The new website and the amount of savings that would be made through the digital transformation programme; the savings to date in respect of clean mail had been £20k, continued work with all services would lead to further savings on paper, printing and postage. Part of the digital project included Members working with tablets.
ICT
· Digital Transformation and what it means for the Council in terms of facilities available: text messaging alerts, the upgrade of the Uniform planning system, mobile working and savings in paper and postage were identified. Each service was considering how they could work more digitally. · The issue of claiming expenses on line was raised, it was reported that there were compatibility issues between citrix and the payroll system and therefore the current system would have to be used for the foreseeable future.
Environment
· Overnight car parking charges and the knock on effect of on street parking which was causing problems for residents: the Car Parking Working Group were looking into such issues and would make recommendation to the Managing the Environment Policy Development Group. It was reported that strict enforcement was taking place, the signage in the car parks had been improved and feedback from local residents via their local Members was encouraged.
Finance
· How Members would be involved in plans to reduce the budget as they may have some suggestions that would be helpful. Members were informed that an away day had been scheduled for 24 July 2015 where the Corporate Plan and budget issues would be discussed. At the present time staff were being consulted on the Corporate Plan priorities and this information would be available to Members on 24 July for consideration. The Head of Finance also stated that he would provide briefings as discussions progressed with regard to preparing the budget for 2016/17.
Leisure
· It was reported that there were capacity issues at Exe Valley Leisure Centre which were being addressed.
Community Development
· How was the authority empowering the people of the district using community development as a tool: it was reported that there was a direct relationship with the Town Teams and business groups, grant support was given to local organisations, with the Grants and Funding Officer working with many organisations to source external grant funding. It was proposed that the website be used to signpost organisations to external funding sources. Those organisations who received grant funding from the local authority were expected to attend the Community Well-Being Policy Development Group to make a presentation on the work of their organisation so that outcomes of the funding could be identified. The issue of the shopmobility service in Tiverton being closed over the Christmas period was raised and that shoppers were looking ... view the full minutes text for item 9. |
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CABINET MEMBER FOR ENVIRONMENT (1-03-17) PDF 210 KB The Cabinet Member for the Environment will update the Committee regarding areas covered by his remit. Minutes: The Committee had before it a position statement * from the Cabinet Member for the Environment summarising the key issues in each of the areas within his portfolio.
Discussion took place regarding the following areas:
· Street cleaning and the possible use of route optimisation; concerns were raised following the problems that had arisen when the system had been used for waste collection. · Educating children with regard to littering and litter picking schemes taking place in towns and parishes. · Dog fouling and the need for enforcement to take place and that this be publicised. The use of the “Paint it Pink” scheme which could be reintroduced across the district. · Grounds maintenance issues being passed to Town and Parish Councils · The need to invest in grounds maintenance to improve the appearance of the local towns and whether any underspend from the Economic Regeneration budget could be used. · The involvement of Members in any consideration regarding amenity car parks. · A report to the next meeting of the Committee identifying improvements that would be made to areas covered under the environment umbrella. (Note: update - a report regarding this matter will initially go to the Managing the Environment Policy Development Group)
The Cabinet Member for the Environment was thanked for his attendance.
Note: * Position statement previously circulated; copy attached to the Minutes. |
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LEGAL SERVICES SIX MONTHLY UPDATE (1-32-07) PDF 120 KB The Head of Communities and Governance will update the Group following the report to this Committee in April 2014 when it was agreed that an interim progress report be brought to the Committee in September 2014 with a six monthly update. Additional documents:
Minutes: The Committee had before it and NOTED a paper * from the Head of Communities and Governance updating the Group on the Legal Service, following the report to this Committee in April 2014 when it was agreed that an interim progress report be brought to the Committee in September 2014 with a six monthly update.
Discussion took place regarding:
· Digital transformation within the service. · Officers having the tools to do the job
Note: * Report previously circulated; copy attached to the Minutes. |
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STAFF SURVEYS (1-42-26) PDF 459 KB Councillor Mrs J Roach has requested that the Committee discuss Staff Surveys. Minutes: Cllr Mrs J Roach had requested that the Committee discuss staff surveys.
The Chairman invited Cllr Mrs Roach to address the Committee. She highlighted the Good Scrutiny Awards 2013* which highlighted the work of Maldon District Council with regard to the staff survey process and her concerns about the current economic climate and its impact on staff.
The Head of HR and Development reported that a staff survey was being progressed and that it would be available to officers by the end of the month.
Discussion followed with regard to:
· How to identify which members of staff were under stress if the survey was anonymous. · The use of the staff appraisal system. · The confidence of officers to come forward and report issues. · The possible involvement of the Scrutiny Committee
It was therefore:
RESOLVED that the outcomes of the staff survey be reported to the Scrutiny Committee.
(Proposed by Cllr Mrs J Roach and seconded by Cllr Mrs N Woollatt)
Note: *Document previously circulated, copy attached to minutes. |
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POLITICAL BALANCE OF COMMITTEES (1-54-21) Councillor Mrs J Roach has asked that the Committee consider whether the swapping of seats, Conservative to Independant and visa versa is allowed under the political balance regulations.
Minutes: Cllr Mrs J Roach had asked that the Committee consider whether the swapping of seats, Conservative to Independent and visa versa was allowed under the political balance regulations.
Cllr Mrs Roach introduced the item stating that the allocation was agreed by Council at its Annual meeting on 20 May 2015, since then Group Leaders had chosen to swop committee seats on Scrutiny and Managing the Environment Policy Development Group which was not in line with what was agreed at Council. She outlined the contents of the Widdicombe Report 1986 which had highlighted the need for political balance and that if the seats in question had remained vacant, the Council may make such appointment as it sees fit. She felt that the Council were acting illegally by the actions that had taken place.
It was further reported that Local Government Association, Independent Group also stated that the allocation of seats and committees should be apportioned in line with the political allocation.
The Monitoring Officer reported that she had discussed the issue with Legal Services and stated that she did not believe that the Council had acted illegally or unconstitutionally, she felt that the gifting of seats did not change the overall political allocation. She highlighted part of Minute 10 of the Council Meeting 20 May 2015:
“(d) that the Chief Executive be authorised to make changes to membership of Committees, Working Groups and other Internal Bodies as may be notified to him from time to time by the relevant Political Group to which those seats have been allocated by the Council”.
She also highlighted the political rules as defined in the Local Government and Housing Act 1989 and how the law could be interpreted in different ways.
The Chairman stated that consideration of the above issues take place at the next Annual Council Meeting.
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MEMBERSHIP OF THE JOINT EAST AND MID DEVON CRIME AND DISORDER SCRUTINY PANEL FOR THE FOLLOWING MUNICIPAL YEAR. (2-07-00) Under the Police and Justice Act 2006 every local authority is required to have in place a committee with power to review and scrutinise the functioning of the Community Safety Partnership (CSP) within its area. The Crime and Disorder (Overview and Scrutiny) Regulations 2009 further complements this. Home Office guidance provides that where councils are working together in a CSP, they should work together to deliver a scrutiny function that is able to add value. Previously meetings have been held twice a year and have been held alternately in Sidmouth and Tiverton and chaired by the relevant Scrutiny Chairman within that area.
The Committee is asked to appoint three Members to the Panel, one of whom should be the Scrutiny Committee Chairman. Minutes: Consideration was given to the appointment of three Members to the East and Mid Devon Crime and Disorder Scrutiny Panel for the municipal year.
RESOLVED that: Cllrs T G Hughes, Mrs N Woollatt and F J Rosamond (as Scrutiny Chair) become the representatives from Mid Devon District Council on the Joint Scrutiny Panel and that Councillor B A Moore be the substitute.
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UPDATES AND ITEMS TO NOTE REGARDING OUTSTANDING ITEMS (2-10-00) Whistle Blowing - To receive a six monthly verbal update from the Head of Communities and Governance. Minutes: The Head of Communities and Governance gave a six monthly update on whistle blowing scheme: she informed the Committee that there had been no cases in 2014/15 but that two issues had been raised with her in the current financial year which she was addressing. |
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IDENTIFICATION OF ITEMS FOR THE NEXT MEETING (2-11-24) Members are asked to note that the following items are already identified in the work programme for the next meeting:
Cabinet Member for Community Well Being
Note: - this item is limited to 10 minutes. There should be no discussion on items raised. Minutes: The following items were identified for the following meeting:
· Report of the Cabinet Member for Community Well Being · Performance and Risk · Scrutiny Work Programme
The following items were highlighted as possible areas of interest for the future:-
· CCG Plans for Crediton Hospital · Delay in actions following decisions of the Planning Committee. |