When the continuous alarm sounds you must evacuate the building by the nearest available fire exit. Members and visitors should proceed to the visitors’ car park at the front of the building and await further instructions (staff should proceed to their usual assembly point). Please do not re-enter the building unless instructed to do so.

In the event of a fire any person with a disability should be assisted in leaving the building.

36.1           The evacuation procedure, as noted on the Agenda, was taken as read.

36.2           The Chairman reminded Members that a workshop had been arranged for the Overview & Scrutiny Committee Crime & Disorder Strategic Assessment Review on Tuesday 25 October 2011 at 2.00pm and all Members of the Committee were asked to attend.  The workshop in respect of the Overview & Scrutiny Committee Discretionary Charity Rate Relief Policy Review held on 4 October 2011 had been poorly attended with very few Members tendering their apologies in advance of the workshop.  The Chairman indicated that the Committee had resolved to undertake these Reviews and were expected to attend the workshops which had been arranged for this purpose.  If Members were unable to attend they would be expected to tender their apologies to Democratic Services.

To receive apologies for absence and advise of any substitutions. 

37.1           Apologies for absence had been received from Councillors V A Perez and M J Williams. 

Pursuant to the adoption by the Council on 24 September 2007 of the Tewkesbury Borough Council Code of Conduct as set out in Minute No. CL.31, Members are invited to declare any interest they may have in the business set out on the Agenda to which the approved Code applies.

Members are reminded that they should, at all times, observe the Code in carrying out their duties and that they signed such an undertaking in their Declaration of Acceptance of Office. 

38.1           The Committee’s attention was drawn to the Tewkesbury Borough Council Code of Conduct adopted by the Council on 24 September 2007, and Members were reminded that they had signed an undertaking in their Declaration of Acceptance of Office to observe the Code in carrying out their duties.  

38.2           The following declarations were made:

38.3           There were no further declarations made on this occasion.

To approve the Minutes of the meeting held on 13 September 2011.

39.1           The Minutes of the meeting held on 13 September 2011, copies of which had been circulated, were approved as a correct record and signed by the Chairman. 

To consider the forthcoming work of the Overview & Scrutiny Committee.

40.1           Attention was drawn to the Overview & Scrutiny Committee Work Programme 2011/12, circulated at Pages No. 13-15, which Members were asked to consider.

40.2           Members were informed that the Work Programme was built around a number of Member requests and had been amended since the last meeting to include regular updates on the progress of the various Overview & Scrutiny Reviews and the dates that the final Working Group reports would be considered by the Committee.  The Committee had requested some items which could not be undertaken at the present time, for instance, the National Planning Policy Framework would need to be in place prior to the commencement of a Planning Enforcement Review.  These items were listed below the Work Programme and would be monitored by the Corporate Management Team.

40.3           A Member noted that consideration of the Draft Charging Schedule had been removed from the Executive Committee Six Month Forward Plan and she sought clarification as to the reason for this and whether it would be appropriate for this to be incorporated into the Overview & Scrutiny Committee Work Programme.  The Chief Executive understood that this item had been removed from the Executive Committee’s Six Month Forward Plan as it was no longer required and he undertook to investigate the reasoning behind this.  The Member was of the view that, given the current economic climate, it was important that the public could be assured that charges were being regularly reviewed by the Council.  It was therefore

RESOLVED          1. That the Overview & Scrutiny Committee Work Programme 2011/12 be NOTED.

2.  That Members be advised as to the reasons for the deletion of the Charging Schedule item from the Executive Committee Agenda for the meeting on 5 October 2011.

To determine whether there are any questions for the relevant Lead Members and what support the Overview & Scrutiny Committee can give to work contained within the Plan.

41.1           Attention was drawn to the Executive Committee Six Month Forward Plan, circulated at Pages No. 16-24.  Members were asked to determine whether there were any questions for the relevant Lead Members and what support the Overview & Scrutiny Committee could give to work contained within the Plan.

41.2           With regard to the County Waste Partnership which was due to be considered by the Executive Committee at its meeting on 9 November 2011, a Member sought clarification as to whether this would require a Council decision.  The Corporate Head of Community Development & Partnerships confirmed that the Executive Committee would be making a recommendation to Council.

41.3           It was

RESOLVED          That the Executive Committee Six Month Forward Plan be NOTED.

To discuss any issues arising from the last meeting of the County Council Health, Community & Care Overview & Scrutiny Committee.

N.B.  Feedback from that meeting has been circulated to Members through a Member Update on Friday 30 September 2011.

42.1           Members were invited to raise any issues arising from the last meeting of the County Council Health, Community & Care Overview & Scrutiny Committee following circulation of a Member Update on 30 September 2011.

42.2           The Council’s representative on the County Council Health, Community & Care Overview & Scrutiny Committee advised that the transfer of Gloucestershire Care Services to a Community Interest Company was on hold pending further investigation.

42.3           The Chairman indicated that the Executive Committee had approved the payment of the 2011/12 contribution to the County Council Health, Community & Care Overview & Scrutiny Committee and had agreed that a contribution of £2,500 remain in the Council’s base budget to be paid subject to the Borough’s Overview & Scrutiny Committee undertaking an annual review.  Members were advised that the Overview & Scrutiny Committee would review the effectiveness of the Council’s involvement in the County Council Health, Community & Care Overview & Scrutiny Committee on an annual basis each March in order to authorise payment of the Council’s contribution to running costs for the forthcoming year.

42.4           It was

RESOLVED          That the feedback from the last meeting of the County Council Health, Community & Care Overview & Scrutiny Committee be NOTED.

To discuss any issues arising from the last meeting of the County Council Community Safety Overview & Scrutiny Committee.

N.B.  Feedback from that meeting has been circulated to Members through a Member Update on Friday 30 September 2011.

43.1           Members were invited to raise any issues arising from the last meeting of the County Council Community Safety Overview & Scrutiny Committee following circulation of a Member Update on 30 September 2011.

43.2           It was

RESOLVED          That the feedback from the last meeting of the County Council Community Safety Overview & Scrutiny Committee be NOTED. 

To consider the progress made in relation to the implementation of the recommendations of the Review of Customer Services & AICs and to consider the progress update for the Customer Service Strategy Work Plan.

44.1           Attention was drawn to the report of the Customer Services & ICT Manager, circulated at Pages No. 25-34, which informed Members of the progress made in relation to the recommendations from the Overview & Scrutiny Review of Customer Services & Advice & Information Centres (AICs).  Members were asked to consider the progress that had been made in implementing the recommendations and the progress update for the Customer Services Strategy Work Plan.

44.2           The Corporate Head of Financial Services & Resources explained that the recommendations from the Review of Customer Services & AICs were attached at Appendix 1 to the report and all were progressing well.  Particular attention was drawn to Recommendation 8, A Member Champion for Customer Service be nominated, as, since the recommendations had been approved by the Executive Committee, the Council had resolved to end the arrangements for Member Champions that had previously been in place and it would therefore not be possible to implement this recommendation.  In response to a query, clarification was provided that this decision had been taken by the Council following the Elections in May.  Customer Services was included in the Organisational Development Portfolio.

44.3           With regard to the Customer Services Strategy Work Plan, attached at Appendix 2 to the report, a Member expressed concern with regard to the closure of the AICs which was a 2011/12 Savings Plan proposal and she sought further information as to who had taken this decision.  The Corporate Head of Financial Services & Resources explained that no decision had been taken to close the AICs; however, he confirmed that it was a proposal in the Savings Plan which was currently being worked up.  Not all of the existing AICs were well used and it was considered that there might be a better way to provide access to services to people in their communities.  Unfortunately, due to the financial pressures which the Council was under, the closure of the AICs was a decision with which Members would be faced when setting the budget for 2012/13.  A Member noted that discussions had previously taken place around the possibility of providing access to services in local Parish Offices and, whilst this would not be an issue for larger Parish Councils, she questioned what measures would be put in place for small Parishes which did not have Offices.  Members were advised that a range of options were currently being considered including a project involving the replacement of the Council’s telephony system.  These options would be brought back to Members for consideration in due course.

44.4           A Member sought further information in relation to Action 2, Develop a ‘one-stop’ approach for the main Council Offices in Tewkesbury enabling easy access to all Council services and those provided by partner organisations.  He was informed that this was linked to the project considering options for the Council’s current office accommodation and any proposals would be brought to Members for consideration.  As Members were aware, the County Council now rented some of the ground floor office space from the Council and it  ...  view the full minutes text for item 44.

To consider the progress made in relation to the implementation of the recommendations set out in the Review of Communications with Town & Parish Councils & Parish Meetings.

45.1           The report of the Corporate Improvement & Performance Manager, circulated at Pages No. 35-39, asked Members to consider the progress that had been made in relation to the implementation of the recommendations set out in the Review of Communications with Town & Parish Councils & Parish Meetings.

45.2           Members were advised that the Review of Communications with Town & Parish Councils & Parish Meetings had been completed and approved by the Overview & Scrutiny Committee in April 2010.  Of the 11 recommendations, set out at Appendix 1 to the report, 8 had been completed.  With regard to the 3 outstanding recommendations, Members were advised that Recommendation 9, That the Communications Officer pursues the logistics and cost of implementing Twitter and suggest how the effectiveness of that method might be monitored, was now effectively complete.  A draft report and policy on the use of social media had been produced and agreed by the Corporate Management Team and was due to be considered by the Executive Committee at its meeting on 9 November 2011.  Recommendation 3, The Borough Council should consider how it might ensure all Town & Parish Councils & Parish Meetings have access to email, and Recommendation 11, That the Communications Officer and the Customer Services & ICT Manager present a proposal on how a ‘My Parish’ section of the website might be managed and implemented, were both progressing.  With regard to Recommendation 6, Twice-yearly meetings between the Borough Council and Town & Parish Councils & Parish Meetings should be introduced, Members were informed that the last meeting had been held on 6 October 2011 and had been well attended.

45.3           A Member drew attention to Recommendation 7, A quarterly newsletter for Town & Parish Councils & Parish Meetings should be introduced and should include a section that clarifies responsibilities and processes of the Borough Council and a ‘Questions & Answers’ section.  She questioned whether this newsletter was sent to Borough Councillors as she felt that it might be useful for Councillors to pass on relevant information to residents.  The Corporate Improvement & Performance Manager was unsure as to whether the newsletter was currently sent to Borough Councillors as a matter of course but he undertook to make the necessary arrangements should this not already be the case.

45.4           A Member felt that communication between the Borough and Town & Parish Councils & Parish Meetings had greatly improved and she was very pleased to see that so many recommendations had been implemented.  Several Members agreed that the circulation of press releases to all Members was very useful, as was the ‘In the News’ email which listed articles which had appeared in the local press relating to the Borough Council, together with online links where relevant.  Confirmation was provided that the ‘In the News’ lists were compiled by the Council’s Communications Officer and the Corporate Head of Financial Services & Resources explained that this had helped to save money by reducing the number of newspapers which were purchased by the Council.  In response to a Member query, the Chief Executive clarified that the list included any articles which  ...  view the full minutes text for item 45.

To receive an update on the progress of the Economic Development & Tourism Strategy Review from the Chairman of the Working Group. 

46.1           Members received a verbal update from the Corporate Head of Community Development & Partnerships on the progress that had been made by the Economic Development & Tourism Strategy Review Working Group.

46.2           In the absence of the Chairman of the Working Group, Councillor D J Waters, the Corporate Head of Community Development & Partnerships advised that the first meeting of the Group had been held on 20 September and had been attended by Councillors B C Hesketh, Mrs P E Stokes and D J Waters.  The meeting had focused on the key issues which would inform the new Economic Development & Tourism Strategy including the economic recession and increasing unemployment rate in the Borough.  Members were advised that 2.2% of the Borough’s population were currently unemployed and there were particular pockets of high unemployment in certain areas e.g. Prior’s Park (4.7%).  Members were informed that 30% of business premises were currently empty and there were a large proportion of small businesses in the Borough, 76% of which employed fewer than 4 people.  The business start-up rate was 8.6% which was the same as the County rate but less than the national average of 10%.  A worrying trend was that, in 2009, more businesses had closed than had been opened which had never been experienced before in the Borough.

46.3           The following five key themes had been identified for the Strategy:

Theme 1 – Business Development & Support

-         Grow and develop competitive businesses.

-         Support and nurture emerging growth sectors.

-         Support and sustain a vibrant rural economy.

Theme 2 – Place Potential

-         Increase the potential of retail sectors in the Borough.

-         Ensure appropriate supply of employment land and premises and local infrastructure, encouraging increased levels of business investment.

Theme 3 – Marketing & Investment

-         Increase the volume and value of tourism in the Borough.

-         Encourage increased levels of inward investment.

-         Ensure the promotion of the retail centres within the Borough.

Theme 4 – Human Resources

-         Raise the skill levels of local people.

-         Promote employment-led growth in the Borough.

Theme 5 – Work Towards a Low Carbon Economy

-         Grow a low carbon economy through green developments.

46.4           It would be important to work closely with partners throughout the process and the Economic Development Partnership had been consulted on the draft Strategy following the first meeting of the Working Group.  The draft document was currently subject to wider consultation with comments due back by 21 October 2011.  The Working Group would consider the responses received at its next meeting on 26 October 2011 and the final report would be brought to the Overview & Scrutiny Committee for consideration on 15 November 2011, prior to the Executive Committee on 7 December 2011.

46.5           A Member raised concern that the JCS was likely to have a significant impact upon the Strategy and questioned whether the timescales for the completion of the Review were realistic.  The Corporate Head of Community Development & Partnerships agreed that the JCS would have implications for the Strategy  ...  view the full minutes text for item 46.