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Agenda and minutes

Venue: Committee Room 1

Contact: Democratic Services Tel: 01684 272021  Email:  democraticservices@tewkesbury.gov.uk

Items
No. Item

95.

Announcements

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 (during office hours staff should proceed to their usual assembly point; outside of office hours proceed to the visitors’ car park). 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.

Minutes:

95.1           The evacuation procedure, as noted on the Agenda, was advised to those present.

95.2           The Vice-Chair in the chair welcomed Trevor Askew, Managing Director of Ubico, and Nick Firkins, Ubico Operations Manager for the Tewkesbury Borough area, and Rachel Capon and Julie Davies from the Joint Waste Team to the meeting and indicated that they were in attendance for Item 11 – Annual Review of Ubico, which would be now taken after Agenda Item 6.  Councillors Mrs E J MacTiernan and Mrs J M Greening were also present as observers.

96.

Apologies for Absence and Substitutions

To receive apologies for absence and advise of any substitutions. 

Minutes:

96.1           Apologies for absence were received from Councillors P W Awford (Chair) and Mrs R M Hatton.  There were no substitutions for the meeting. 

97.

Declarations of Interest

Pursuant to the adoption by the Council on 26 June 2012 of the Tewkesbury Borough Council Code of Conduct, effective from 1 July 2012, as set out in Minute No. CL.34, Members are invited to declare any interest they may have in the business set out on the Agenda to which the approved Code applies.

Minutes:

97.1           The Committee’s attention was drawn to the Tewkesbury Borough Council Code of Conduct which was adopted by the Council on 26 June 2012 and took effect from 1 July 2012.

97.2           There were no declarations of interest made on this occasion.

98.

Minutes pdf icon PDF 134 KB

To approve the Minutes of the meeting held on 21 March 2017.

Minutes:

98.1           The Minutes of the meeting held on 21 March 2017, copies of which had been circulated, were approved as a correct record and signed by the Chair. 

99.

Consideration of the Executive Committee Forward Plan pdf icon PDF 76 KB

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

Minutes:

99.1           Attention was drawn to the Executive Committee Forward Plan, circulated at Pages No. 16-21.  Members were asked to determine whether there were any questions for the relevant Lead Members and what support the Overview and Scrutiny Committee could give to the work contained within the plan.

99.2           A Member drew attention to the ‘Driving Licence, Insurance and MOT Checks Policy’, due to be considered at the Executive Committee meeting on 7 June 2017 and sought clarification as to what this would cover.  The Deputy Chief Executive explained that the Council had a responsibility to make sure that all essential and casual car users were adequately insured and taxed.  This policy would put in place the necessary checks and balances to ensure that all staff complied with road traffic legislation.  With regard to the Joint Core Strategy Strategic Allocation Sites: Allocation of Affordable Housing item, also due to be taken to the meeting on 7 June 2017, a Member questioned what changes were being considered for affordable housing.  In response, the Head of Community Services explained that this related to the way strategic housing was allocated for affordable housing on the boundaries of Tewkesbury Borough.  The proposal from Gloucester City and Cheltenham Borough Councils was considered to be unfair from a Tewkesbury Borough perspective and a further report would be taken to the Executive Committee on an evidence-based way of looking at that housing in order to protect the interests of Tewkesbury Borough Council.

99.3           It was

RESOLVED          That the Executive Committee Forward Plan be NOTED

100.

Overview and Scrutiny Committee Work Programme 2017/18 pdf icon PDF 61 KB

To approve the Overview and Scrutiny Committee Work Programme for the forthcoming year.

Additional documents:

Minutes:

100.1         Attention was drawn to the report of the Head of Corporate Services, circulated at Pages No. 22-33, which attached, at Appendix 1, the draft Overview and Scrutiny Committee Work Programme 2017/18.  Members were asked to approve the Work Programme.

100.2         The Head of Corporate Services advised that there were a number of pending items which would be brought into the work programme during the year.  The list of corporate strategies and policies for potential review by the Overview and Scrutiny Committee would be considered at the next meeting and would further help to inform the 2017/18 programme.

100.3         A Member noted that the Tewkesbury Borough News Review Report was due to be taken to the meeting on 18 July 2017 and he questioned how the latest edition of the publication had ended up being delivered with an election leaflet inside.  The Communications and Policy Manager explained that the candidate who had produced the leaflet had contacted Royal Mail separately to the Council and it had never been intended for the leaflet to be delivered with the Tewkesbury Borough News; whilst it was something they were discouraged from doing, individual postmen did occasionally place leaflets inside to make their rounds easier and this had resulted in a few copies of the Borough News being delivered with the leaflet.  The Borough Solicitor had investigated, and Royal Mail was taking it up with to the postman.  A Member felt that it was important to ensure this did not happen in future and the only way in which that could be guaranteed was to stop distributing the Tewkesbury Borough News during election periods; he asked that the Working Group take this on board in the review.  The Head of Corporate Services agreed that it was an unfortunate incident which could not have been foreseen, however, he provided assurance that any steps that could be taken to prevent this happening in future would certainly be taken.

100.4         Having considered the information provided, it was

RESOLVED          That the Overview and Scrutiny Committee Work Programme 2017/18 be APPROVED. 

101.

Annual Review of Ubico pdf icon PDF 106 KB

To consider the 12 month update on the services provided by Ubico and to agree that the annual report for 2017/18 be brought to the Overview and Scrutiny Committee meeting in July 2018 in order to align with the financial year.

Additional documents:

Minutes:

101.1         Attention was drawn to the report of the Head of Community Services, circulated at Pages No. 96-104, which provided an update on the Ubico contract for the waste and recycling service, street cleansing and grounds maintenance services following transfer of the services to Ubico in April 2015.  Members were asked to consider the 12 month update on the services provided by Ubico and to agree that the annual report for 2017/18 be brought to the Overview and Scrutiny Committee in July 2018 in order to align with the financial year.

101.2         The Head of Community Services explained that this was a high-level report looking at overall performance and, whilst there had been some operational issues, he provided assurance that they were being addressed.  It was intended to hold a seminar in June to afford Members an opportunity to discuss the problems with Ubico in more depth and the date would be confirmed later in the month.  Rachel Capon, the Contracts Manager (Collection and Street Scene West) from the Joint Waste Team, reminded Members that contract monitoring was split between two different parties: the Joint Waste Team, for monitoring waste and recycling and street cleansing, and Tewkesbury Borough Council for grounds maintenance.  The Joint Waste Team held six weekly contract monitoring meetings with Ubico on behalf of the Council to monitor against contract specification, targets and legal compliance; resolve complaints and service delivery issues; develop communications with residents if opportunities arose from information on the ground; and to review health and safety compliance and implement best practice across the contract.  The Joint Waste Team was also responsible for carrying out health and safety checks on the waste, recycling and street cleansing crews with any issues identified being reported back to the Ubico supervisors.  Health and safety information was then reported quarterly to the Council’s ‘Keep Safe, Stay Healthy’ Group to ensure a closed-loop process was in place.  In addition, fortnightly meetings were held between the Council’s Customer Services Team and Ubico to resolve day to day issues and make continual improvements to the Achieve system (Report It online) which was used to log service requests; this helped to improve customer service and communication with residents.  There was also an Environmental Services Partnership Board - which met on a quarterly basis and included representatives from the Council, Joint Waste Team and Ubico - to look at performance and development on a strategic level.

101.3         In terms of performance, Members were informed that there were only six performance indicators within the Ubico contract - which were standard across all Ubico contracts - the details of which were attached at Appendix 1 to the report.  In November 2016, the Council’s Internal Audit team had recommended that the performance indicators be reviewed to ensure they were fit for purpose and measurable for service delivery and a Working Group had been set up to develop a standard set of performance indicators across all contracts with the intention of putting them in place by July 2017.  ...  view the full minutes text for item 101.

102.

Annual Overview and Scrutiny Committee Report 2016/17 pdf icon PDF 66 KB

To approve the annual report as required by the Council’s Constitution to ensure that the activities of the Overview and Scrutiny Committee are promoted both internally and publicly to reinforce transparency and accountability in the democratic process. 

Additional documents:

Minutes:

102.1         Attention was drawn to the report of the Head of Corporate Services, circulated at Pages No. 34-57.  Members were asked to approve the Overview and Scrutiny Annual Report 2016/17 attached at Appendix 1 to the report.

102.2         The Head of Corporate Services advised that it was a requirement of the Council’s Constitution to report the activities of the Overview and Scrutiny Committee on an annual basis and the 2016/17 annual report was attached at Appendix 1 to the report.  Throughout the year, the Committee had considered progress reports on the delivery of key strategies and policies, quarterly performance management reports and various presentations from officers and external organisations.  In addition Working Groups had been established to review the Scheme of Public Participation at Planning Committee and the Housing Strategy.  General areas of review had included complaints, Ubico and enviro-crimes.  Following approval, the annual report would be presented to Council by the Chair of the Overview and Scrutiny Committee on 16 May 2017 and published on the Council’s website.

102.3         A Member noted that the annual report did not make reference to the work of the Flood Risk Management Group.  The Head of Corporate Services apologised for this omission and undertook to include an additional section to cover this work.  Accordingly, it was

RESOLVED          That the Annual Overview and Scrutiny Report 2016/17 be APPROVED, subject to an amendment to make reference to the work of the Flood Risk Management Group.

103.

Customer Care Strategy pdf icon PDF 64 KB

To consider the progress made in relation to the actions contained within the Customer Care Strategy Action Plan 2016/17 and to endorse the action plan for 2017/18.

Additional documents:

Minutes:

103.1         The report of the Communications and Policy Manager, circulated at Pages No. 58-64, asked Members to consider the progress made in relation to the actions contained within the Customer Care Strategy Action Plan 2016/17 and to endorse the action plan for 2017/18.

103.2         Members were reminded that the Customer Care Strategy and Action Plan had been developed by an Overview and Scrutiny Committee workshop in January 2016 and had been formally approved by the Executive Committee.  Appendix 1 to the report set out the specific action, a brief description of the work that had been carried out and its current status.  The majority of actions had been completed; any that were not had been included in the action plan for 2017/18.  It was noted that the action to carry out a residents’ satisfaction survey and use feedback to improve future service delivery had been removed from the action plan and replaced with a new action, requested by the Lead Member for Customer Focus, that the website and the Council’s Citizens’ Advice Panel be used for feedback.  The full list of actions for 2017/18 was set out at Appendix 2 to the report.

103.3         A Member drew attention to Page No. 64 of the report which referred to the importance of customer service within the planning service and he queried whether the Planning team was now fully staffed.  The Head of Development Services explained that there was currently a vacant technical administrator post as well as 2.6 full-time equivalent posts at senior planning officer grade; one of those posts had only become vacant on Friday as a result of someone leaving the authority.

103.4         Having considered the information provided, it was

RESOLVED          That the progress made in relation to the actions contained within the Customer Care Strategy Action Plan 2016/17 be NOTED and the action plan for 2017/18 be ENDORSED.

104.

Review of Communications Strategy 2014-16 pdf icon PDF 68 KB

To consider the progress made in delivering the Communications Strategy Action Plan 2014-16.

Additional documents:

Minutes:

104.1         The report of the Corporate Services Group Manager, circulated at Pages No. 65-77, set out an overview of the actions for the final year of the Communications Strategy.  Members were asked to consider the progress made in delivering the Communications Strategy Action Plan 2014-16.

104.2         The Communications and Policy Manager explained that the Communications Strategy had been approved by the Executive Committee in 2014 and the Overview and Scrutiny Committee received an annual report to consider the progress made against the actions.  This report provided an update for the final year of the strategy and it was noted that, out of the 11 actions, two had not been completed and would be carried forward, as set out at Page No. 67, Paragraph 2.2. of the report.  The overarching action plan was attached at Appendix 2 to the report.  A new Communications Strategy and accompanying action plan for 2017-20 was being developed and would be presented to the Executive Committee at its meeting in June.  It was anticipated that the new strategy would closely reflect the current one, with an emphasis on supporting the Council’s Digital Strategy whilst ensuring more traditional communication methods remained available.

104.3         It was

RESOLVED          That the progress made in delivering the Communications Strategy Action Plan 2014-16 be NOTED.

105.

Economic Development and Tourism Strategy Review Report pdf icon PDF 75 KB

To endorse the Economic Development and Tourism Strategy and recommend to the Executive Committee that the Strategy be adopted.

Additional documents:

Minutes:

105.1         The report of the Head of Development Services, circulated at Pages No. 78-95, outlined the progress of the Economic Development and Tourism Strategy Working Group.  Members were asked to endorse the Economic Development and Tourism Strategy and recommend it to the Executive Committee for adoption. 

105.2         The Head of Development Services explained that an update had been provided at the last meeting of the Overview and Scrutiny Committee on the progress of the Economic Development and Tourism Strategy and she was now delighted to be able to present the final strategy for endorsement.  The Economic and Community Development Manager advised that the previous Economic Development and Tourism Strategy ‘Regenerating and Growing the Economy’ had reached the end of its lifespan and the Council needed a new strategy to reflect the changing nature of the local economy and the impact on businesses.  In June 2015, the Overview and Scrutiny Committee had established a Working Group to develop the new strategy.  The Working Group had been chaired by the Lead Member for Economic Development/Promotion, Councillor R A Bird, and a number of meetings had been held to consider various issues and opportunities including the national focus on growth; the economic potential of Tewkesbury Borough through the M5 Growth Zone, Network Business Growth Hub etc.; analysis of tourism and economy data; and presentations from key partners, including the Local Enterprise Partnership (LEP).  The Working Group had also met at Gloucestershire Airport where it had received a presentation and tour from the Managing Director.  A key element for the Working Group was the commissioning and development of an employment land review, economic assessment and business survey; this work had been carried out by Bruton Knowles and funded through the Large Sites Infrastructure Fund.  The study had been fundamental in the development of the strategy and the formulation of key recommendations for the Borough Council to take forward.

105.3         The Economic and Community Development Manager went on to give a short presentation which covered the following key points

·      Tewkesbury Borough Economy – 43,000 jobs; unemployment 1% (approximately 500 people); value of goods and services produced £2.23 billion per year; 3,915 enterprises (including 3,445 micro-businesses); strong business survival rate; £125M annual tourism related spend in the borough; 1.8M day visits.

·      Context – location; transport links; demand for employment land; diverse economy; established centre for high quality manufacturing/world class high-tech aero-engineering; opportunity for growth; Cotswolds sixth most popular tourist destination; major tourist attractions e.g. Tewkesbury Abbey, Sudeley Castle, Gloucestershire-Warwickshire Railway, FlyUp417, Jet Age Museum.

·      What the strategy will do – provide practical support for businesses in the borough; promote the area to attract investment and visitors; deliver effective strategic planning to facilitate economic prosperity; take the lead in influencing partner public sector organisations, and act as a key co-ordinator, to facilitate economic growth; be proactive in seeking external funding for the area.

·      Strategy – Four year strategy 2017-21; five priorities, each with a number of objectives: 1. Employment land planning, 2. Transport infrastructure improvement, 3. Business  ...  view the full minutes text for item 105.

106.

Review of Enviro-Crimes pdf icon PDF 68 KB

To consider the current position in relation to enviro-crimes and the proposed action plan for tackling enviro-crimes.

Additional documents:

Minutes:

106.1         Attention was drawn to the report of the Head of Community Services, circulated at Pages No. 105-111, and the revised Appendix 1 - Enviro-Crime Action Plan, circulated separately, which updated Members on the Council’s current activity and planned future actions for dealing with enviro-crime.  Members were asked to consider the current position in respect of enviro-crime, particularly fly-tipping, and the actions being taken by the Environmental Health section to tackle the issue; and to consider the proposed action plan and approach to tackling enviro-crime within the borough and beyond.

106.2         The Head of Community Services explained that, in February 2017, the Overview and Scrutiny Committee had considered a report regarding the Council’s approach to tackling enviro-crime within the borough and Members had asked for a further update to be presented as an action plan for the Committee.  Enviro-crime affected the borough substantially and, whilst the situation was not as bad as in some other places, it was a significant problem.  Work to date had been reactive and a pro-active plan had now been put together to ensure that Officers had the full toolkit of enforcement provisions to address enviro-crimes e.g. issuing fixed penalty notices, deploying CCTV cameras, working in partnership with the Police.  He wished to draw particular attention to section six of the action plan which related to communications and involving local residents which was important as they were the ones most affected.  The volunteer litter picker scheme was a great example of working with communities and he would like to see it extended to help with tackling enviro-crime. 

106.3         A Member noted that positive steps had been made recently with a number of prosecutions relating to fly-tipping and he stressed the importance of publicising these prosecutions.  The Head of Community Services provided assurance that this would form part of the Communication Strategy.  A Member expressed the view that, once fly-tips had been reported, they should be cleared as soon as possible as they could be very dangerous.  The Head of Community Services indicated that he was in complete agreement and he intended to introduce a performance indicator to ensure that, once they had been checked for evidence, fly-tips were removed as quickly as possible.  A Member queried how many CCTV cameras were available within the borough and was informed that the Council had access to three covert cameras.  In response to a query as to how they were monitored, Members were advised that the footage recorded on the cameras was downloaded and reviewed by Officers.  It was possible to bid to the Police and Crime Commissioner for additional cameras but it was resource intensive to deploy the cameras and get the footage back; there was smarter kit available which worked using 4G technology but obviously there was a cost associated with this. 

106.4         A Member indicated that there was a particular problem with abandoned vehicles in his area and he made reference to one vehicle which had been left for a number of days and had subsequently  ...  view the full minutes text for item 106.

107.

Disabled Facilities Grants Review Monitoring Report pdf icon PDF 131 KB

To consider the progress made against the recommendations arising from the Disabled Facilities Grants Review. 

Additional documents:

Minutes:

107.1         The report of the Head of Community Services, circulated at Pages No. 112-119, provided an update on progress against actions arising from the Disabled Facilities Grants (DFGs) Review.  Members were asked to consider the report.

107.2         Members were advised that Disabled Facilities Grants helped toward the cost of essential adaptations to homes to enable applicants to live more independently. Delivery of DFGs was a mandatory service administered by the Council’s Environmental Health section.  The Gloucestershire Clinical Commissioning Group was responsible for the funding of DFGs through the Better Care Fund - a programme spanning the NHS and local government which sought to join up health and care services.  The Council had delivered 71 DFGs in the last year which meant that 71 people had been helped to remain in their homes.  The maximum value of a DFG was £30,000 per applicant and examples included providing ramps to allow a person to get in and out of their house; stairlifts; level access showers and installation of wetrooms.  A review of DFGs had been undertaken by an Overview and Scrutiny Working Group in 2015/16 to ensure the scheme was fit for purpose and effective.  The table at Appendix 1 to the report showed the updated progress against actions contained within the original review report.  Members were advised that all outstanding actions were intrinsically connected to the funding and delivery of DFGs which was under review both by central government and the Gloucestershire Clinical Commissioning Group.  The contract to deliver the Gloucestershire “Safe At Home” Home Improvement Agency service - which assisted elderly people with improving, repairing and adapting their homes - would come to an end in July 2017 when the services within it would be decommissioned.  This meant that approximately 20% of DFG applicants would have to find their own way through the process; the Council could provide support but this was very time consuming.  A countywide project was underway to explore a co-ordinated delivery model for DFGs and an update was expected in August 2017.

107.3         In response to a Member query, the Head of Community Services explained that there had been changes to funding which meant that the Council had been allocated significantly more money for 2017/18; just over £1M compared to £497,000 in 2016.  He was currently in the process of establishing why this had been increased so much and he undertook to update Members once these figures had been bottomed out.  It was

RESOLVED          That the progress made against the recommendations arising from the Disabled Facilities Grants Review be NOTED.