Agenda and minutes

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.

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

76.2           The Chair welcomed the Growth Hub Manager to the meeting and indicated that she was in attendance for Agenda Item 7 – Growth Hub Presentation.  It was noted that the Lead Member for Economic Development/Promotion was also present for that item.

77.1          Apologies for absence were received from Councillors C L J Carter, H C McLain, H S Munro and S A T Stevens.  Councillor D J Harwood would be acting as a substitute for the meeting.

78.1           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.

78.2          The following declarations were made:

78.3           There were no further declarations made on this occasion.

To approve the Minutes of the meeting held on 14 January 2020.

79.1          The Minutes of the meeting held on 14 January 2020, copies of which had been circulated, were approved as a correct record and signed by the Chair. 

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.

80.1          Attention was drawn to the Executive Committee Forward Plan, circulated at Pages No. 8-9.  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.

80.2          It was noted that the Agenda for the meetings on 4 March and 8 April 2020 were very light; this had been raised at the previous Overview and Scrutiny Committee meeting.  The Chief Executive provided assurance that the Corporate Management Team was aware of this and was considering how to populate the Agenda for those two meetings and beyond; the Agenda for the Executive Committee meeting the previous week had been particularly lengthy so it was a question of how to achieve the correct balance.  He recognised that it was important for the Overview and Scrutiny Committee to be aware of what was coming forward in order to determine what scrutiny may be required.

80.3          It was

RESOLVED          That the Executive Committee Forward Plan be NOTED.

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

81.1          Attention was drawn to the Overview and Scrutiny Committee Work Programme 2019/20, circulated at Pages No. 10-15, which Members were asked to consider.

81.2           The Head of Corporate Services explained that the Workforce Development Strategy Review which was on the Agenda for the Overview and Scrutiny Committee meeting on 10 March 2020 would now be brought to the meeting in June to allow final outturn figures for the set of Key Performance Indicators (KPIs) contained within the strategy to be provided.  It was also noted that it was intended to establish an Overview and Scrutiny Committee Working Group to look at the Council Tax Reduction Scheme and Terms of Reference would be brought to the Committee in April.

81.3           It was

RESOLVED          That the Overview and Scrutiny Committee Work Programme 2019/20 be NOTED subject to the following amendments:

-     Workforce Development Strategy Review – to be moved from March 2020 to June 2020; and

-     Council Tax Reduction Scheme Working Group – to be added to the Agenda for the meeting on 14 April 2020.

To receive a presentation on the Growth Hub. 

82.1          The Chair indicated that the GFirst Local Enterprise Partnership (LEP) had attended the previous Overview and Scrutiny Committee to give a presentation on its work of which Growth Hubs were a key element.  The Growth Hub Manager would now give a more specific presentation in relation to the Tewkesbury Growth Hub.

82.2          The following key points were made during the presentation:

·      Tewkesbury Growth Hub: Flagship delivery – First Growth Hub in the world delivered in a local authority setting, opened in 2018; key aims of the Growth Hub network: to help businesses to start-up, grow, boost performance and exploit their full potential, provide support for businesses to accelerate growth and create opportunities for businesses to meet, network and promote their services to each other; the award winning Tewkesbury Growth Hub was doing just that and was a flagship for the county and Growth Hub network; praised for innovative approach to supporting high growth potential businesses; successfully delivering the unique selling point of linking hub support with Council services.

·      First year success – Achieved high delivery rate; within the eight months – exceeded annual target for hub visitors, supported over 100 start-up businesses, delivered over 4,000 business support interactions, delivered 160 intensive business growth plans and delivered 55 business events in the hub; punched above its weight in comparison to other larger hubs.

·      Businesses supported – 40:60 ratio of start-ups to existing businesses; borough coverage and diverse range of sectors including manufacturing, food/drink, tourism and retail; supported businesses to invest in borough – positive growth rates, employment and business rates; connector of businesses and supply chain development e.g. gin and tea collaboration; working with library growth Hubs – creative sector business group; integrated delivery with other agencies within the building including Job Centre Plus e.g. helping tenants with staffing/employment needs, upskilling and confidence workshops, job fair, self-employed.

·      Hub events/Meeting space – Free workshops and one-to-ones led by business experts who give their time free of charge; demand-led e.g. social media, marketing, leadership, HR, sales, funding, green business, video, social enterprise; meeting spaces – local business hub hire and Committee Rooms for training, events and team meetings; co-working – drop in, free workspace, builds local business community.

·      Hub Incubator Offices – Support businesses to start and grow; one year lease and growth support from hub and partners; first year - IT company, graphic design and domiciliary care company.

·      Hub tenant testimonials – Members were provided with a selection of testimonials from previous and current tenants.

·      Hub USP – Council services – Hub is unique in its support as unparalleled access to Council services; offering a one-stop shop approach for regulatory, planning and environmental health advice; positive change to our service delivery model for businesses, putting them at the heart of what we do; business champions – simplifying support services with a single point of contact (planning, building control, environmental health etc); business advice surgery sessions e.g. planning – 37 sessions delivered to date; positive feedback from businesses.

·      Business surgeries – positive  ...  view the full minutes text for item 82.

To consider the progress made by the Working Group and to recommend to the Executive Committee that the recommendations set out in Paragraph 3 of the report, including that future monitoring of grounds maintenance be undertaken by the Depot Services Working Group, be approved.  

83.1          The report of the Grounds Maintenance Working Group, circulated at Pages No. 16-24, outlined progress made by the Working Group which had met on four occasions between September 2019 and January 2020.  Members were asked to consider the report and to recommend to the Executive Committee that the recommendations set out at Paragraph 3 of the report, including that future monitoring of grounds maintenance be undertaken by the Depot Services Working Group, be approved.

83.2          The Chair of the Overview and Scrutiny Committee indicated that he had also chaired the Working Group and he thanked Members and Officers for their participation in what he considered to be a very productive Working Group in terms of outcomes.  The Head of Community Services echoed these sentiments with regard to it being an effective piece of scrutiny which had really allowed monitoring of how grounds maintenance had been undertaken in the borough.  He was pleased to report that, of the 94 areas monitored over the summer, 68 had been maintained to grade A or B standard with only 26 areas classed as C or D.  The Working Group had considered a range of aspects of grounds maintenance and made a number of recommendations which were set out at Paragraph 3 of the report.  It was noted that there were two particular pieces of work which had not been completed due to time constraints – exploring potential for introducing a hire contract for equipment; and working with partners, including Parish Councils and housing associations, to look for opportunities to optimise efficiencies – both of which were significant undertakings.  As such, it was felt that there was a continuing role for Members to play in terms of monitoring grounds maintenance but it was recommended that this be subsumed into the work of the Depot Services Working Group which had a wider remit to look at the Ubico contract generally.

83.3          A Member pointed out that Page No. 19, Paragraph 2.8 - which stated that Members received an update on the pilot that had been undertaken at Brook Close in Winchcombe where a small discreet piece of highways land had only been cut twice during the growing season and had been closely monitored - did not make sense without reading Page No. 20, Paragraph 3.1.4 which provided a greater explanation of maintenance of land on behalf of Gloucestershire County Council and the trial that had been undertaken to reduce the number of cuts.  In addition, he was unclear about Page No. 21, Paragraph 3.1.5 which stated that areas of land that were rated as category D should be “eliminated”.  The Head of Community Services apologised that these sections had been confusing and, with regard to the latter, clarified that this meant that the quality of cuts should be raised from category D to category C or higher.  The Member also indicated that Page No. 21, Paragraph 3.1.6 in relation to the potential for a hire contact for equipment/sharing across Ubico partners did not specifically state  ...  view the full minutes text for item 83.

To consider the revised Safeguarding Policy and to recommend to the Executive Committee that the Policy is adopted.

84.1          Attention was drawn to the report of the Head of Community Services, circulated at Pages No. 25-36, which asked Members to consider the revised Safeguarding Policy and to recommend to the Executive Committee that it be adopted.

84.2          The Head of Community Services explained that the Council had a Safeguarding Policy which detailed issues regarding children and vulnerable adults and how to respond, report and work with other local authorities.  The original policy had been adopted in November 2016 and required periodical review to ensure it was fit for purpose.  There had been a few significant changes to the policy including the incorporation of Adverse Childhood Experiences (ACEs) and there had been changes at county level which did not affect Tewkesbury Borough Council directly but needed to be acknowledged due to the changes to working together guidance – there had a been a big change in the way safeguarding, especially safeguarding children, was delivered countywide in that the statutory responsibility was now with Gloucestershire County Council, NHS Gloucestershire Clinical Commissioning Group and Gloucestershire Constabulary as opposed to the County Council being the sole accountable body.  One further change which did impact Tewkesbury Borough Council was in relation to the annual audit; previously, district and borough councils were required to complete a Section 11 audit to demonstrate compliance with safeguarding duties; however, this was not the best way to reflect the activities undertaken by those authorities.  As such, in future, each agency would provide an annual safeguarding report and the relevant Officer may be invited to an assurance panel to answer questions. 

84.3          A Member questioned what training was in place for staff and Members in relation to safeguarding.  The Head of Community Services advised that he was working with HR and Democratic Services on training for Members and that would be coming forward shortly; in future, Members would receive initial training on induction with periodic refresher training.  He provided assurance that the majority of staff and Members needed more of an awareness in terms of what to look out for and who to report it to as opposed to in-depth training.  The training was likely to be a seminar as feedback from the previous online Member training had been that it was too long and detailed.  He undertook to raise the subject of training at the next District Safeguarding Network meeting which was taking place within the next couple of months and he would then be able to confirm a date for the training.

84.4          A Member questioned who had made the changes to the policy and why they had not been highlighted as it was difficult to see what had been amended or updated.  The Head of Community Services confirmed that he had made the changes in consultation with the District Safeguarding Network and he undertook to ensure that he provided the current policy as well as the revised policy in future so that changes could be highlighted.  Another Member questioned how compliance was monitored to ensure that  ...  view the full minutes text for item 84.

To consider the progress made against the recommendations arising from the Tewkesbury Borough News Review and to agree that no further reports be brought to Committee on the basis that all recommendations have now been implemented.

85.1          The report of the Corporate Services Manager, circulated at Pages No. 37-47, provided an update on the progress against recommendations arising from the Tewkesbury Borough News Review.  Members were asked to consider the report and to agree that no further reports be brought to the Committee on the basis that all recommendations had been implemented.

85.2          The Head of Corporate Services explained that an Overview and Scrutiny Working Group had been established at the end of 2016 to review the Tewkesbury Borough News.  The Working Group report was attached at Appendix 1 to the report and included a set of recommendations which had been agreed by the Executive Committee.  The review had resulted in a move from a newspaper to a magazine format and the number of editions had been reduced from three per year to two per year.  As the recommendations had all been implemented, it was proposed that the review be closed and no further reports brought to the Committee. 

85.3          A Member raised concern that he had still never received an edition of the Tewkesbury Borough News; some other Members indicated that they had not received one either but others confirmed that they did receive them regularly.  The Head of Corporate Services explained that this had been raised as an issue previously and quite a lot of work had been done with the distribution company as a result.  Whilst it was impossible to be 100% accurate with delivery, it had been hoped that the situation would improve and the Communications Officer would contact all Members ahead of the next issue to ask them to keep an eye out for it and report any incidents of non-delivery.  A Member drew attention to Page No. 45 of the Working Group report and the last paragraph in the first column which referred to the Council having the “driest recycling rate in the county” and he questioned whether this was a typographical error.  In response, the Head of Corporate Services confirmed that this was correct and was an industry term which referred to any recyclate collected in the blue bin e.g. paper and glass as opposed to food waste and compost.

85.4          It was

RESOLVED          That the progress made against the recommendations arising from the Tewkesbury Borough News Review be NOTED and that it be AGREED that no further reports be brought to the Committee on the basis that all recommendations had been implemented.

To receive an update from the Council’s representative on matters considered at the last meeting. 

86.1          Members received an update from the Council’s representative on the Gloucestershire Health Overview and Scrutiny Committee (HOSC) on matters discussed at the meeting on 14 January 2020.

86.2          The Council’s representative explained that, in relation to the Minutes of the November meeting, a presentation had been given on access to psychological therapies; this was a national programme that had started its roll out in 2008.  Over one million adults had accessed this support and the NHS Long Term Plan was to increase this funding to £1.9m by 2023/24.  It was concluded that a more detailed look was required to understand how these therapies were accessed and that more joined up working across the age ranges should take place.  The power of technology to improve the quality of NHS services was also discussed and generally it was felt that it was not as well used as it could be – currently only 18% of repeat prescriptions were done electronically.  The Clinical Commissioning Group performance report updated Members on areas of improvement and it was noted that the four hour accident and emergency target had seen reduced performance but still compared well nationally.  Further work was required regarding performance relating to cancer and the 62 day target regarding GP referral, screening and consultant upgrade.  Concern had been expressed but the explanation was that the focus had been on assessment targets so that 90% of patients would be reassured within two weeks that they did not have cancer. 

86.3           Other reports received at the January meeting included fit for the future; the latest Gloucestershire Clinical Commissioning Group performance report; the Gloucestershire Integrated Care System lead report; and the Gloucestershire Clinical Commissioning Group/Accountable Officers report.  Copies of these reports were available in the Members’ Lounge.  The Council’s representative went on to advise that there was currently a trial in relation to the 999 call handling service whereby less urgent calls were advised how long an ambulance would take in order for them to make a choice on whether to wait or find an alternative method of getting to hospital.  It was also noted that a review of neurology inpatient care was about to commence to establish whether better use could be made of staffing and resources.

86.4           A Member indicated that he had needed to take someone to Accident and Emergency at Gloucester Royal Hospital on Sunday morning and had checked the website to find out the waiting time which was 147 minutes with 32 people in front; however, when he had arrived there were only six people in front and the wait was due to the doctor having not arrived.  He raised concern that the website was not giving the correct information.  The Council’s representative undertook to feed this back to the Gloucestershire Health Overview and Scrutiny Committee.

86.5           It was

RESOLVED          That the Gloucestershire Health Overview and Scrutiny Committee Update be NOTED.

To conduct the annual review of the effectiveness of the Council’s involvement in the Gloucestershire Health Overview and Scrutiny Committee in order to authorise payment of the Council’s contribution to the running costs for the forthcoming year. 

87.1          The report of the Head of Corporate Services, circulated at Pages No. 48-51, asked Members to consider the effectiveness of the Council’s continued involvement in the Gloucestershire Health Overview and Scrutiny Committee and, subject to the Committee being satisfied that value for money was being achieved, Officers be authorised to make the payment of £2,500 from the Council’s base budget as its 2020/21 contribution to the Gloucestershire Health Overview and Scrutiny Committee.

87.2          The Head of Corporate Services explained that Tewkesbury Borough Council made a contribution towards the funding of the Gloucestershire Health Overview and Scrutiny Committee and was represented on that group by a Member nominated by the Council’s Overview and Scrutiny Committee who reported back on its work and the action being taken at a county level.  Page No. 50, Paragraph 3 of the report set out the work that had been carried out during 2019/20. 

87.3          A Member pointed out that the Overview and Scrutiny Committee did not get advance notice of what the Gloucestershire Health Overview and Scrutiny Committee would be looking at and he felt it would be helpful to be notified in order for Members to give comments to the Council’s representative to feedback in advance of the meeting.  The Council’s representative confirmed that the Gloucestershire Health Overview and Scrutiny Committee had a work programme which she could circulate to Members.  A Member questioned whether a breakdown was available to show what the £2,500 was used for and the Chief Executive explained that this was purely for a seat at the table; if the Council chose not to make the contribution, they would no longer be entitled to send a representative to meetings.

87.4           It was

RESOLVED          That Officers be authorised to make the payment of £2,500 from the Council’s base budget as its 2020/21 contribution to the Gloucestershire Health Overview and Scrutiny Committee.

The Chairman will move the adoption of the following resolution:

That under Section 100(A)(4) Local Government Act 1972, the public be excluded for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act.

88.1          The Chair proposed, and it was

RESOLVED          That, under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely discussion of exempt information as defined in Part 1 of Schedule 12A of the Act. 

To approve the separate Minutes of the meeting held on 14 January 2020. 

89.1          The separate Minutes of the meeting on 14 January 2020, copies of which had been circulated, were approved as a correct record and signed by the Chair.