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.   

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

55.1          Apologies for absence were received from Councillors H C McLain, R J G Smith, P D Surman and P N Workman.  There were no substitutions for the meeting. 

56.1           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.

56.2          There were no declarations made on this occasion.

To approve the Minutes of the meeting held on 12 October 2021.

57.1          The Minutes of the meeting held on 12 October 2021, 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.

58.1          Attention was drawn to the Executive Committee Forward Plan, circulated at Pages No.10-14.  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. 

58.2          A Member noted that the Community Infrastructure Levy Review – New Draft Charging Schedule was due to be considered by the Executive Committee in 2022/23 and he asked whether it was possible for the Overview and Scrutiny Committee to consider the draft charging schedule prior to that.  In response, the Head of Development Services indicated that was something she would need to consider outside of the meeting, taking into account dates etc.  A lot of work was currently underway in relation to the Community Infrastructure Levy review and an updated programme was awaited.  It would be helpful to understand the issues that Members may have so they could be addressed in advance as it was quite a lengthy process.  The Member explained that he did not have any particular issues at this stage but he was relatively new to the Council and felt it was something which the Overview and Scrutiny Committee may like to have oversight of closer to the time.

58.3          It was

RESOLVED           That the Executive Committee Forward Plan be NOTED.

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

59.1          Attention was drawn to the Overview and Scrutiny Committee Work Programme 2021/22, circulated at Pages No. 15-20, which Members were asked to consider.

59.2          A Member queried whether any additional items were likely to come forward for the meeting on 8 March 2022 as there were only two items currently due to be considered.  In response, the Head of Corporate Services explained that the two scheduled items – Council Plan Performance Tracker and COVID-19 Recovery Tracker and Update on Local Policing Arrangements – were expected to be sufficient for that meeting as the trackers tended to generate a lot of questions and the update on local policing arrangements would be a presentation so he would anticipate that the meeting would not be a short one.  The Council’s representative on the Gloucestershire Health Overview and Scrutiny Committee pointed out that the next meeting of that Committee was due to take place on 30 November 2021 which now clashed with a Special meeting of the Planning Committee which she would be attending but she would circulate any important updates via Democratic Services.  

59.3          The Head of Corporate Services drew attention to the pending items, set out at Page No. 20.  He advised that the Active Gloucestershire ‘We Can Move’ progress report had now been added to the 2022/23 work programme following the signing of the agreement for the project in October and, as previously mentioned, the update on local policing arrangements was now scheduled for the meeting on 8 March 2022.  The Planning Services Review had been considered by the Executive Committee at its meeting the previous week and it had been agreed that the action plan for the review would be monitored by Transform Working Group on the basis that it was the appropriate mechanism for a transformational project of that nature and, in order to avoid duplication, it would be removed from the Overview and Scrutiny Committee Work Programme.  He stressed that Members of the Overview and Scrutiny Committee would still receive progress updates via the performance tracker so would be able to see if actions were being delivered. A Member queried whether it would be better for the action plan to be brought to the Overview and Scrutiny Committee given that the Committee already examined Key Performance Indicators (KPIs).  In response, the Head of Development Services explained that the action plan was much broader than performance, for instance, it included actions on staff training and templates etc.  In addition, the Business Transformation team was looking at the processes within the Development Management service as part of the review, as such, it was considered that Transform Working Group was best placed to monitor progress.  The Member requested that a copy of the action plan be sent to him and the Head of Development Services undertook to email him the high level action plan which had been taken to the Executive Committee the previous week and was within the public domain.

59.4           It was

RESOLVED          That the Overview and Scrutiny  ...  view the full minutes text for item 59.

To receive an update from the Council’s representative on matters considered at the last meeting (3 November 2021). 

60.1          Attention was drawn to the report from the Council’s representative on the Gloucestershire Police and Crime Panel, circulated at Pages No. 21-23, which gave an update on matters discussed at the last meeting of the Panel held on 3 November 2021.

60.2          The Council’s representative on the Gloucestershire Police and Crime Panel advised that the entire meeting had focused on the recently issued PEEL (Police Effectiveness, Efficiency and Legitimacy) report of Her Majesty’s Inspectorate of Constabulary and Fire and Rescue Services on the performance of Gloucestershire Constabulary.  The report had been prepared based on a review undertaken prior to the appointment of the new Police and Crime Commissioner in May 2021 and assessed the Constabulary in 13 areas of policing, of those, four had been graded ‘good’, one ‘adequate’, six ‘inadequate’ and the remaining two were ungraded. It had been noted that Gloucestershire had been subject to a new form of review which was a more granular system than the previous one which had consequences for how matters were recorded and reported – in a previous report, Gloucestershire had been found to be adequate across all of the four categories it had been assessed upon and there had actually been little change in performance since then.  One issue was around IT as the system for recording reported incidents was at the end of its life and a proposal for its replacement would be forthcoming.  This was an area the Police had been focused on before the report came out with the number of Officers working with crime data having doubled to try to improve the issue.  It was noted that Her Majesty’s Inspectorate had now suspended using the new system which supported the view that the findings did not necessarily reflect a dip in performance.

60.3           At the last meeting of the Overview and Scrutiny Committee, Members had raised two queries which the Council’s representative on the Gloucestershire Police and Crime Panel had followed up with the Police and Crime Commissioner, the Chief Constable and his staff.  In relation to the amount of time which the Police horses were in active use, it was noted that they were used six days per week for policing specific events and in community patrols.  Whilst the Police believed they did have a positive impact on the community, there was an ongoing review into their value for money and the outcome of that was awaited.  In terms of instilling confidence of women in the Police following the Sarah Everard case, the Police and Crime Commissioner and the Chief Constable had assured him very confidently that Gloucestershire did not have that culture within the Constabulary and there were rigorous arrangements in place to monitor recruitment and behaviour, including whistleblowing procedures.  Despite that confidence, additional training had been rolled-out to all Officers in light of the case and the issues it had raised.  A Member queried whether the Council’s representative had felt that the responses from the Police and Crime Commissioner and Chief Constable had  ...  view the full minutes text for item 60.

To receive an update from the Council’s representative on matters considered at the last meetings (20 October and 17 November 2021). 

61.1          Attention was drawn to the report from the Council’s representative on the Gloucestershire Economic Growth Scrutiny Committee, circulated at Page No. 24 and on the separate papers, which gave updates on matters discussed at the meetings held on 20 October and 17 November 2021.

61.2          The Council’s representative on the Gloucestershire Economic Growth Scrutiny Committee advised that the meeting on 20 October had focused on the review of the Local Transport Plan and the GFirst Local Enterprise Partnership “Getting Building Fund Programme” with the 17 November meeting concentrating on modern methods of construction, the Gloucestershire Infrastructure Investment Fund and the Executive Director’s report on economic growth issues for the country. 

61.3          With regard to modern methods of construction, a Member questioned whether these would actually ever come forward and what was being done to progress schemes in Tewkesbury Borough.  In response, the Council’s representative advised that there were already schemes within the borough including modular housing in Winchcombe.  He indicated that modular housing could be made to look any way but people tended to favour the more traditional looking housing so it often looked like ‘normal’ housing to the untrained eye.  There were fantastic savings to be had as modular housing was much cheaper to run so it was possible that affordable housing might truly be affordable in time.  The Chief Executive explained that the presentation at the meeting on 17 November was the second in a series of three with the first having focused on what modern methods of construction actually were and this one looking at it from a manufacturer’s point of view in terms of what they thought the issues were.  Modern methods of construction had lots of advantages in terms of the speed of delivery, the nature of the housing and the ongoing costs which meant they lent themselves to being used for affordable housing as they could be supported by registered providers who sometimes delivered them using government grants; despite this, modern methods of construction were not as common or as well-used as they might be in the affordable housing sector.  The third presentation in the series would be from a private sector housing developer and the aim would then be to provide a report for the Gloucestershire Economic Growth Joint Committee in order to consider how best to move forward.  Modern methods of construction were a relatively new concept, particularly for the private sector, and developers were likely to say that the reason they did not bring forward more products was because the market did not want them – there were many other reasons including price and the fact they were different but, until the market started to drive the process, it would be difficult for modern methods of construction to become well-known.  One manufacturer in the Forest of Dean was working to provide homes for the private sector on smaller more bespoke developments but it would be some time before people were able to see the advantages of modern methods of construction  ...  view the full minutes text for item 61.

To consider the progress made against the delivery of the Economic Development and Tourism Strategy during year 4 and the actions identified for 2020/21.

62.1          Attention was drawn to the report of the Community and Economic Development Manager, circulated at Pages No. 25-53, which provided an update on progress against the delivery of the Economic Development and Tourism Strategy during year four and the actions identified for 2021/22.  Members were asked to consider the report.

62.2          The Community and Economic Development Manager advised that the current strategy had been in place since 2017 and was based on five key priorities: employment land planning; transport infrastructure improvement; business growth support; promoting Tewkesbury Borough; and employability, education and training.  New actions were set each year under those headings.  The last 12 months had been difficult for everyone and the business community was no exception; this was likely to continue into the next year.  Notwithstanding this, a number of key actions from the strategy had been delivered and those of particular note were set out at Page No. 27, Paragraph 2.1 of the report, including the Growth Hub continuing to provide vital support to businesses, the successful launch of the Tewkesbury High Street Heritage Action Zone and the delivery of various grant schemes.  The actions for 2021/22 were set out at Page No. 28, Paragraph 3.2 of the report and included undertaking an economic assessment and business survey to understand the needs of local businesses and help inform future strategy; continuing to deliver tailored support solutions through the Growth Hub; launching and delivering the Small Business Grant scheme; working with partners to promote Tewkesbury Borough and encourage visitors to return; working with partners to support employment and skills initiatives targeted at those affected by unemployment, including a proposed Youth Hub project; and continuing to provide COVID-19 support and High Street recovery.

62.3           A Member noted that Appendix 1, which set out the progress that had been made against delivery of the actions in 2020/21, contained a lot of smiley faces but he questioned whether that was a true indication of progress in some cases, for instance, Page No. 30, Action b) Delivering sufficient employment land to meet the needs of the strategic plan, contained two parts – progress towards adoption of the Borough Plan and the draft Joint Core Strategy going to public consultation.  This had been carried forward into the action plan for 2021/22 which suggested that it had not progressed as expected.  Similarly, Page No. 35, Action d) 1, Work with partners to identify funding opportunities, was reproduced in next year’s action plan.  With regard to Page No. 37, Action a) Promote Tewkesbury Borough and the M5 Growth Corridor, he asked what the process was for determining which tourist spots within the borough would be promoted as Gwinnetts Tomb was not listed under historical items on the website.  He felt that the borough had a lot of options for great day trips which needed to be promoted to those who were already in the area visiting the more ‘major’ attractions and he felt that leaving these things off the website was a mistake – Gwinetts  ...  view the full minutes text for item 62.

To consider the revised Social Media Policy and Guidelines and recommend to the Executive Committee that it be approved.

63.1          The report of the Head of Corporate Services, circulated at Pages No. 54-64, attached, at Appendix 1, the revised Social Media Policy and Guidelines.  Members were asked to recommend to the Executive Committee that the revised Policy and Guidelines be approved.

63.2          The Corporate Services Manager explained that the Social Media Policy and Guidelines had been introduced in 2015 and it had been considered prudent to undertake a review at this point in order to ensure they remained relevant and reflected best practice for local government.  The Social Media Policy and Guidelines set out the Council’s approach to social media and the expectations in terms of managing its use.  It was a helpful reference for anyone working for the authority who was actively involved in using social media, as well as being an important way to ensure communication was consistent and a tool for enhancing the Council’s brand.  Social media had grown significantly since the policy was first introduced and was now one of the main channels of communication allowing Officers to communicate with, and respond to, members of the community on an immediate basis.  Social media was a friendly, approachable way for the Council to engage with the community and customers recognised they could rely on those channels for advice, for instance, in adverse weather conditions such as snow or flooding.  The proposed main changes were outlined at Page No. 56, Paragraph 4.1 of the report and related to the inclusion of Instagram as a social media channel used by the Communications team; the recommendation that Members help to promote the Council’s messages to their social media followers by sharing content from the corporate accounts on their own pages; and an explanation of why the Council did not currently interact on Facebook noticeboards.

63.3           A Member asked whether new social media platforms, such as Tik Tok, were considered for use by the Council and how often that was reviewed.  In response, the Communications Officer advised that social media platforms were reviewed regularly and, as stated at Page No. 55, Paragraph 3.1 of the report, the ones currently used by the authority were Facebook, Twitter, LinkedIn, Instagram and YouTube.  Social media was constantly evolving with new platforms coming forward and growing in popularity – whilst Tik Tok was not something which the Council was considering using at this point, a few years ago it would have been unthinkable for the Council to have an Instagram account so it was possible that it would become relevant at some stage and a corporate account would be created if and when that was the case.  A Member recognised the 24/7 nature of social media and he asked what processes were in place to manage that.  The Corporate Services Manager explained that it was made clear via the social media channels that they were only managed during working hours; however, if there were any emergencies, these were managed between the Communications team with a rota being developed if necessary to ensure the responsibility  ...  view the full minutes text for item 63.

To consider the biannual update on the work of the Depot Services Working Group. 

64.1          The report of the Head of Community Services, circulated at Pages No. 65-78, provided Members with an update on the progress of the Depot Services Working Group.  Members were asked to consider the report.

64.2          Members were advised that the Depot Services Working Group had been established in 2019 to enable Members to better understand the relationship between the Council and Ubico and how the latter operated.  The Working Group had met on two occasions during 2021/22 and a further two meetings were planned in accordance with its Terms of Reference.  A robust work programme had been developed and agreed at the first meeting which was attached at Appendix 2 to the report.  The main considerations at the first meeting had been the increase in fly-tipping, the national driver shortage; quarter one financial performance; in-cab/connected technology; and the Defra waste and resources strategy consultation which would potentially have significant financial and operational impacts for the Council.  The second meeting had focused on Ubico’s quarter one performance; the trade waste project; the depot project in partnership with Cheltenham Borough Council; and grass cutting.  An annual update would be brought to the Overview and Scrutiny Committee in April 2022.

64.3           A Member noted from the Terms of Reference, attached at Appendix 1 to the report, that the Working Group was due to continue until contract renewal and he asked when that would be.  In response, the Head of Community Services explained that the contract had been renewed on 1 April 2021; however, the Overview and Scrutiny Committee had felt there were a number of projects which needed to be overseen and it had been agreed that the Working Group would continue on that basis.  The Committee would review the Terms of Reference again at its meeting in April 2022 at which point Members could decide whether there was a continuing role for the Working Group.  From his perspective, the Working Group had been productive with engagement from Ubico and Tewkesbury Borough Council Officers.  The Lead Member for Clean and Green Environment chaired the Working Group and was in attendance today to endorse the update; the Lead Member felt that the Group had been an excellent bridge between Members and Ubico which had helped to address many of the concerns about the services being provided.  There were still many challenges ahead, not least the need to consider the options for expansion of the depot, and it was imperative that the Group was able to continue.  Another Member of the Working Group expressed the view that there was really positive communication between Ubico and the Council and a sense of trying to help one another through constructive feedback. 

64.4           The Head of Democratic Services explained that the Terms of Reference had been approved when the Working Group was first established in 2019 and set out that the Group would comprise nine Members of the Council to include six Members of the Overview and Scrutiny Committee, one Member of the Audit and Governance Committee  ...  view the full minutes text for item 64.

To consider the progress made in relation to the implementation of the Local Government Association Peer Challenge Report Action Plan. 

65.1          Attention was drawn to the report of the Head of Corporate Services, circulated at Pages No. 79-91, which provided an update on the progress made in relation to the implementation of the Local Government Association Peer Challenge Report Action Plan.  Members were asked to consider the report.

65.2          The Head of Corporate Services explained that the Local Government Association had carried out a Peer Review of Tewkesbury Borough Council during the week commencing 2 March 2020 and this was the second update report.  The progress against the actions was positive and that had been endorsed by the Local Government Association when the Head of Corporate Services and the Chief Executive had met with them six weeks earlier.  Delivery of the action plan was being monitored by the Overview and Scrutiny Committee and the majority were things which Officers had been aware of prior to the peer review and several were now ‘business as usual’.  Particular attention was drawn to Action 9 - Consider the undertaking of a comprehensive and regular residents’ survey and Members were informed that a survey had been sent out to 5,000 residents during October with the closing date for responses the following week.  It was hoped to have some high level results prior to Christmas with a more detailed report to follow.

65.3           A Member asked how Tewkesbury Borough Council was intending to catch-up with Cheltenham Borough Council in relation to the garden community delivery given the progress that had been made on the cyber park.  In response, the Chief Executive clarified that Cheltenham Borough Council was an equal partner to Tewkesbury Borough Council in that project and the majority of housing sites were within Tewkesbury Borough.  The project had been rolling for four years and, to a large extent, delivery had been focused on the employment site, i.e. the cyber centre, with millions of pounds of investment.  Tewkesbury Garden Town was three to four years behind so it was not fair to compare them. He stressed that these were major projects which took a significant amount of time and all garden communities across the country started from different positions.  Tewkesbury Garden Town was a concept at this moment in time which was the earliest of stages.  Cheltenham Borough Council had been given planning status through the Joint Core Strategy 1 which had been adopted by all three Joint Core Strategy authorities and that same level of status would not be achieved for the Tewkesbury Garden Town until Joint Core Strategy 2 had been adopted.

65.4           A Member asked how regularly the residents’ survey was undertaken and how those being surveyed were selected.  In response, the Head of Corporate Services indicated that, ideally the survey would be undertaken every two years and a representative sample of properties was used to ensure coverage across all Borough Wards.  The Corporate Services Manager advised that Stratford District Council’s consultation unit had been used for this so comparative statistical data would be available which would be weighted and statistically  ...  view the full minutes text for item 65.