BABERGH DISTRICT COUNCIL
OVERVIEW AND SCRUTINY (COMMUNITY SERVICES) COMMITTE
MINUTES OF A MEETING OF THE OVERVIEW AND SCRUTINY (COMMUNITY SERVICES) COMMITTEE HELD IN THE COUNCIL CHAMBER, COUNCIL OFFICES, CORKS LANE, HADLEIGH ON TUESDAY, 3 FEBRUARY 2009
PRESENT: Mr J A B Long – Chairman
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Mrs S P Clarke
Mr B D Hurren
Mrs M O Munson |
Mr M Newman
Mr J R A Sayers
Mr D L Wood |
Mr A F D W Osborne and Mrs C A Todd were unable to be present.
49 - Declaration of Interests
50 - Minutes
51 - Petitions
52 - Questions from Members
53 - Draft 2009/10 Budget Scrutiny
54 - Performance Management - Target Setting Arrangements for 2009/10
55 - Finance and Performance Management Information
56 - Planning Enforcement Policy
57 - Review of First Year Operation of Open Space Contract and Street Cleansing Improvement Action Plan
58 - Work Plan
Mr M Newman declared a personal interest in the item referred to in Minute No.53 below by virtue of the fact that he is a Member of the Great Cornard Sports Centre Management Committee but indicated that he was able to speak and vote on the matter concerned.
Mr D L Wood declared a personal interest in the item referred to in Minute No.56 below by virtue of the fact that he is a Member of Suffolk County Council and the Suffolk Police Authority but indicated that he was able to speak and vote on the matter concerned.
Mr D L Wood subsequently declared a personal interest in the item referred to in Minute No. 56 below by virtue of the fact that he is the Chairman of the Suffolk Coast and Heaths AONB and a Member of the Dedham Vale and Stour Valley Joint Advisory Committee but indicated that he was able to speak and vote on the matter concerned.
It was noted that at its meeting on 27 January 2009, the Overview and Scrutiny (Stewardship) Committee had approved the Minutes of the joint meeting held on 9 December 2008 subject to the concurrence of the Overview and Scrutiny (Community Services) Committee.
RESOLVED
(1) That the Minutes of the meeting held on 25 November 2008 be confirmed and signed as a correct record.
(2) That the Minutes of the joint meeting of the Overview and Scrutiny (Community Services) Committee and the Overview and Scrutiny (Stewardship) Committee held on 9 December 2008 be confirmed and signed as a correct record.
None received.
None received.
The Director of Finance submitted a report (Paper H174) requesting Members to scrutinise the draft budgets, which were considered by the Strategy Committee on 15 January 2009 and the Overview and Scrutiny (Stewardship) Committee on 27 January 2009 (Papers H162 and H167 refer) and to advise Strategy Committee of their views. An update to Appendix C of Paper H162 was circulated prior to the meeting together with amended pages to Appendix A of Paper H174 incorporating the views of the Housing Panel on the Council Housing Budget. Members were aware that the draft budget recommended by the Strategic and Financial Planning (SFP) Task Group and the Overview and Scrutiny (Stewardship) Committee was for a Council Tax increase of 2.9%.
It was noted that the average rent increase of 6.7% detailed in Appendix A to Paper H174 is a result of the Government’s rent restructuring arrangements whereby Council house rents are to increase above inflation over a number of years to bring them in line with Housing Association rents. In this respect Members noted that the Housing Panel’s views on the level of increase had been forwarded to the Government and asked for a further strongly worded response to be sent on behalf of the Council expressing concern at the level of rent increase to be applied given the current economic climate.
Arising from the subsequent discussion, Members requested that further information be obtained by Officers in relation to various matters including:-
· Cark park maintenance expenditure
· Great Cornard swimming pool
· Comparisons with other local Authorities on Legal Services costs
Members also noted the ongoing situation with regard to East House.
Members then discussed the bid items not included by the SFP Task Group (as detailed in updated Appendix C to Paper H162) in their final recommendations to Strategy Committee on the 12 February and expressed the view that some of them should be reinstated, namely:-
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(£000) |
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Further support to CABs |
17.5 |
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Mobile CCTV camera |
2.5 (capital financing cost) |
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Sanctuary Scheme |
6.0 |
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(domestic violence) |
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It was accepted that this would add £26,000 to the budget and result in a Council Tax increase of 3.5% unless additional savings could be found elsewhere.
RECOMMENDED TO STRATEGY COMMITTEE
(1) That the view of the Overview and Scrutiny (Community Services) Committee that the following items be re-instated, resulting in a Council Tax increase of 3.5% unless additional savings can be found elsewhere, be taken into account when Strategy Committee considers its recommendations to Council:-
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(£000) |
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Further support to CABs |
17.5 |
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Mobile CCTV camera |
2.5 (capital financing cost) |
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Sanctuary Scheme |
6.0 |
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(domestic violence) |
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(2) That subject to (1) above, the draft Budget for 2009/10 set out in Paper H162 (including updated Appendix C) and Paper H174 be approved.
(3) That the draft Council Housing Revenue Account Budget, proposed charges for services for 2009/10 and 3 year Capital Programme as set out in Paper H167 and Appendices A and B of Appendix A of Paper H174 be adopted.
The Director of Corporate Services submitted a report (Paper H179) updating the Committee on the proposed approach for reviewing the Council’s key performance indicator basket and agreeing the 2009/10 targets.
Jonathan Seed, Senior Policy and Performance Officer presented the report and requested the Committee appoint up to three Members to sit on a joint Overview and Scrutiny Committee Working Group to scrutinise the proposed targets and to recommend which indicators should be included in the key performance indicator basket for 2009/10.
It was noted that, at its meeting on 27 January 2009, the Overview and Scrutiny (Stewardship) Committee had approved the proposal for a joint Working Group and appointed three Members to sit on it.
Members requested that the Members who were absent from the meeting be contacted regarding the proposed Working Group.
RESOLVED
(1) That a joint Overview and Scrutiny Committee Working Group be established to undertake a detailed scrutiny of the key performance indicator basket and proposed targets for 2009/10 in line with the timetable outlined in Appendix A of Paper H179.
(2) That Mrs M O Munson be appointed to serve on the Working Group referred to in (1) above. Further that subject to their willingness to serve, either or both of Mrs C A Todd and Mr A F D W Osborne also be appointed to the Group.
Members were aware that the Overview and Scrutiny (Stewardship) Committee had asked for reports to be made to this Committee on the matters referred to in (a), (b) and (c) below.
(a) Planning Performance
The Chief Planning Control Officer submitted a report (Paper H183) providing an overview of the number of planning applications and appeals currently being considered by the Planning Control Section and an indication of performance against Government indictors together with information on fees and appeals. Members noted that this report will also be considered by the Development Committee at its meeting on 11 February 2009 and future information will be included in the Performance Management Framework.
RESOLVED
That the information contained within Paper H183 be noted.
(b) Private Sector Housing – Performance
The Head of Natural and Built Environment submitted a report (Paper H184) setting out actions taken to improve performance and providing an update on the current position.
John Kilgannon, Environmental Protection Manager presented the report and, together with the Head of Natural and Built Environment, answered Members questions.
RESOLVED
That the contents of Paper H184 and the actions that have or will be undertaken to improve performance, which now demonstrate a positive direction of travel, be noted.
(c) Non-Domestic Rate (NDR) Collection – Performance
The Head of Customer Services submitted a report (Paper H185) outlining the position regarding Non-Domestic Rates (NDR) collection in more detail and highlighting the steps being taken to recover the shortfall and improve collection rates.
The Committee requested that future reports include information regarding the number of businesses paying NDR within Babergh.
RESOLVED
That the action being taken to improve the collection of Non-Domestic Rates be noted.
The Head of Natural and Built Environment submitted a report (Paper H186) recommending a formal enforcement policy for dealing with reports of unauthorised developments. The policy clarified the process to be followed by the Council when dealing with unauthorised development.
In the ensuing discussion Members requested the addition of a paragraph regarding the conflicting priorities between the amenity and environmental aspects of a minor breach of planning control.
RESOLVED
That the change in procedures for the authorisation of formal enforcement action by the Head of Natural and Built Environment, as outlined in paragraph 5.7 of Paper H186, be noted.
RECOMMENDED TO STRATEGY COMMITTEE
That the Planning Enforcement Policy set out in Appendix A to Paper H186 be adopted with immediate effect, subject to the re-numbering of paragraph 8.5 to 8.6 and the inclusion of the following wording as paragraph 8.5:
“Circumstances may occasionally arise where there are conflicting priorities between the amenity and environmental aspects of a minor breach of planning control. Due regard will be given to the conflicting priorities when making decisions on whether or not it is expedient to take enforcement action”.
The Head of Natural and Built Environment and the Head of Contract and Asset Management submitted a joint report (Paper H187) referring to the Committee’s decision to review the operation of the first year of the new contract with respect to Open Space cleanliness and the implementation of a Street Cleansing Improvement Action Plan. The Head of Natural and Built Environment presented the report and answered Members’ questions.
In the ensuing discussion Members referred to the possibility of obtaining financial contributions from local businesses in respect of street cleansing and more flexibility in scheduling work, having regard to weather conditions.
RESOLVED
(1) That the Committee acknowledges the improvement in performance due to the operation of the new contract and measures taken under the Street Cleansing Improvement Action Plan.
(2) That officers pursue the possibility of (a) obtaining financial contributions from local businesses in respect of street cleansing and (b) providing guidance to contractors to achieve more flexibility in scheduling work.
The Director of Corporate Services submitted a report (Paper H188) which provided details of the Committee’s anticipated work for the last meeting of 2008/09 including items as referred to in the Appendix to the report that may be the subject of call-in procedures.
RESOLVED
That the Work Plan submitted as Paper H188 be noted.
Note: Mr M Newman and Mr J R A Sayers voted against the decision referred to in Minute No. 53 above and requested that this be recorded in the minutes.
The Committee adjourned for refreshments between 11.00 a.m. and 11.20 a.m.
The business of the meeting was concluded at 12.55 p.m.
.................................................................... Chairman
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