Agenda and minutes

(Director of Governance)  To report the appointment of any substitute members for the meeting.

There were no substitute members for the meeting.

To agree the notes of the meeting of the Select Committee held on 21 March 2017.

RESOLVED:

That the notes of the last meeting of the Neighbourhoods Select  Committee held on 21 March 2017 be agreed, subject to the following amendment:

Declarations of Interest (Min no 36): That ‘Centre’ be deleted from ‘Epping Forest Re-Use Centre’ to read, ‘Epping Forest Re-Use’.

(Director of Governance). To declare interests in any items on the agenda.

In considering whether to declare a pecuniary or a non-pecuniary interest under the Code of Conduct, Overview & Scrutiny members are asked pay particular attention to paragraph 9 of the Code in addition to the more familiar requirements.

This requires the declaration of a non-pecuniary interest in any matter before an OS Committee which relates to a decision of or action by another Committee or Sub Committee of the Council, a Joint Committee or Joint Sub Committee in which the Council is involved and of which the Councillor is also a member.

Paragraph 9 does not refer to Cabinet decisions or attendance at an OS meeting purely for the purpose of answering questions or providing information on such a matter.

There were no declarations of interest made pursuant to the Member’s Code of Conduct.

(Chairman / Lead Officer) The Overview and Scrutiny Committee has agreed the Terms of Reference of this Committee. This is attached along with an ongoing work programme. Members are asked at each meeting to review both documents.

The Committee noted its Terms of Reference and Work Programme.

Councillor S Neville asked if Essex County Council (ECC) Passenger Transport officers would be invited to a future meeting of this Select Committee (SC) as agreed at the last meeting. D Macnab replied that this was correct, but was dependant on their availability. He also added that the Council’s Land Drainage officers would be invited to attend a future meeting to inform members about the various land drainage and flood matters with which they were involved.

Councillor A Patel asked if there would be a review of health and safety (H&S) procedures of the Council’s properties, including the workshop and depot, as he thought this fell under the remit of the Neighbourhoods SC. D Macnab replied that H&S came under the Resources Directorate and was brought up at a recent Forum meeting chaired by the Chief Executive in the wake of the Grenfell fire in the Royal Borough of Kensington and Chelsea. Emergency Planning came under the Environment Portfolio Holder (PFH) and this was an important item for consideration with this SC, and was also service specific to Communities and Resources Directorates. Additionally the Council would be carrying out a ‘practical’ exercise later in the year to test its response capabilities to a major incident scenario with a ‘mock’ recovery / rescue facilities centre staffed by our officers.

Councillor J H Whitehouse asked about Public Health and local strategic partnerships. D Macnab stated that Public Health had a wider strategic importance and sat with ECC and the Clinical Commissioning Groups (CCGs). However, this Council covered environmental health, and he would speak to the Assistant Director of Neighbourhood Services as Public Health and Wellbeing came under him, to provide a report for a future meeting.

Councillor M Sartin commented that Stansted Airport was putting forward proposals to increase passenger transport, and was this a matter for this SC. D Macnab replied there might potentially be 11 million additional passengers a year and that the Council had a duty to co-operate with the neighbouring councils of Uttlesford, East Herts and Harlow as part of the Local Plan, which was a standing item.

Agreed:

1.    To invite ECC Passenger Transport officers to a future meeting.

2.    To invite Land Drainage officers within the Technical Services Directorate to a future meeting.

3.    To invite the Assistant Director of Neighbourhood Services to a future meeting to cover Public Health and Environmental considerations.

Members will recall that O & S had requested that Portfolio Holders present their Business Plans at the first meeting of the new O & S Cycle on the 6 June.  As the Business Plans are developed on a Directorate basis, such a presentation would have required some careful choreography.  However, agreement has been reached, that it makes more sense for the Business Plans to be presented to the relevant Select Committee, where there would be better alignment.  This way the Select Committees would have time to undertake a more in-depth scrutiny role regarding the numerous services which make up their Select Committees. 

On this basis, the relevant Portfolio Holders are requested to attend this meeting and take the Select Committee through their plans for the coming year.

D Macnab outlined the background to this item that O & S had requested the relevant Portfolio Holders (PFHs) attend the first meeting of each Select Committee (SC) to present their Business Plans, which were developed on a Directorate basis. This would enable each SC to undertake a more in-depth scrutiny role regarding the numerous services which made up each SC.

The Key Statistics showed a:

·         Gross Budget of £18.6m;

·         Gross Income of £8.9m;

·         Net Budget of £9.7m; and

·         113 full time equivalent (FTE) staff.

These statistics covered frontline services, direct and contracted services – whether outsourced or in-house. The gross income comprised the Council’s commercial estates, which provided the most revenue, car parking revenue and licensing income.

Councillor N Bedford asked for the PFHs to each give a short presentation on their responsibilities as defined in the table below, which would be followed by a 5-minute short session for questions and answers.

Councillor H Kane introduced the Leisure and Community Services Portfolio.

The Leisure and Community Services Portfolio covered a diverse range of leisure, cultural and community services, both provided directly by the Council and in partnership with other agencies.  The administration of the Council’s Grant Aid Scheme was also the responsibility of the PFH.

Councillor H Kane had already presented the Community and Cultural Services Business Plan to the Communities SC.  Therefore the main area within the Terms of Reference of the Neighbourhoods SC was the management of the Council’s Sports and Leisure Centres.

The Council had let a new 20-year contract to Places for People Leisure (PfP) to manage the District’s Leisure Centres after a competitive dialogue procurement process.  The contract had started on 1 April 2017 and would not only bring in significant investment but also deliver on average £1m per year of savings to the Council.

There was a monitoring process built into the contract to ensure that PfP performed to the required standards.  This included both statistical returns, but also customer satisfaction surveys and site inspections by the Council’s Client Officers.

The tender for the contract required bidders to submit proposals for the improvement of the facilities and also the design, build, operation and management of a new Leisure Centre at Hillhouse, Waltham Abbey to replace the ageing Waltham Abbey pool.

PfP proposals were summarised as below:

1.         Extension to Loughton Leisure Centre, to provide a new 120-studio fitness suite and new management studio.

2.         Conversion of two squash courts at Epping Sports Centre to two new  ...  view the full minutes text for item 5.

The Committee had agreed to bring forward item 9, Local Plan Update.

(Director of Neighbourhoods) to consider the update on the current position of the Local Plan.

Councillor J Philip reported on the development of the new Local Plan (LP), which was the key issue in the Business Plan. The adoption of the LP was not going to happen this year. An update on the progress of its production and the results of the Regulation 18 consultation would go to the next Cabinet meeting on 11 July 2017. The full consultation report of some 250 pages contained a lot of information and set out the feedback from the consultation. Two developer forums had been established; one for the draft strategic site allocations around Harlow, and one for the draft strategic site allocations for the rest of the District. Unfortunately there had been delays in the next stage of plan preparation including the receipt of the consultation analysis and report from Remarkable, which had caused increased pressure on meeting deadlines and keeping the LP moving forwards. Whilst it had been assumed there would be a maximum of between 75 to 100 new sites for consideration through the next stage of site selection, this had now increased to about 176.

Regarding transport modelling, the challenge was to know which sites the Council needed to model and work had started on modelling those sites included in the Draft LP. Habitats’ Regulation Assessment and the impact on air quality in Epping Forest Special Area of Conservation (SAC) also had to be taken into account. Further work was being undertaken across the Functional Economic Market Area with – Harlow, East Herts and Uttlesford councils to ensure that sufficient employment land was provided through the LPs. The Harlow and Gilston Garden Town project had secured funds of £675,000 from the Department for Communities and Local Government (DCLG), and a further funding application had been submitted for 2017/18. This Council was acting as the fund holding authority.

The Council would continue to provide support for Neighbourhood Plans (NPs), along with the Rural Community Council of Essex (RCCE), and hoped to have meetings with local councils to move this forward.

Regarding the community housing fund, this would result in community led housing.

Councillor A Patel asked about the additional new sites and if ward members would still be consulted. Councillor J Philip replied that there would be workshops organised, the level of consultation would be worked out and members would be involved.

Councillor N Avey was concerned that the LP had already required a large public consultation with local site selection. Now a new selection had been added and commented that the public might feel bamboozled and that this would also allow developers to submit additional sites. Councillor J Philip explained that this was a legal requirement that had to be met to allow people the option to nominate new sites. All new sites would be scored on the previous criteria and a list of those sites would soon be published. Additional consultation might be required depending on the size of the housing development, and if a large development of around 500 was involved then  ...  view the full minutes text for item 7.

To review performance against the Key Performance Indicators (KPIs) within its areas of responsibility for 2016/17.

The Committee reviewed the outturn position of the Corporate Plan Key Action Plan for 2016/17 in its areas of responsibility. The Committee noted:

All indicators - The overall position for all 37 KPIs at the end of the year  was as follows:

(a)          28 (75%) indicators achieved target;

(b)          9 (25%) indicators did not achieve target; although

(c)          3 (8 %) of these KPIs performed within its tolerated amber margin.

Neighbourhoods Select Committee indicators - Thirteen (13) of the KPIs fell within the Neighbourhoods SC’s areas of responsibility. The overall position with regard to the achievement of target performance at the end of the year for these indicators, was as follows:

(a)       9 (70%) indicators achieved target;

(b)       2 (15% indicators did not achieve target; although

(c)       2 (15%) indicator performed within its tolerated amber margin. 

D Macnab explained the KPIs below:

·         NE1001 (non recyclable waste) – high levels of residual waste were being generated on a national basis;

·         NE1013 (waste recycled) and NE1014 (waste composted) – this used to be a combined waste. Epping Forest District Council was 9th nationally successful authority. The target was originally set as a 30 / 30 split but for next year the target would be adjusted accordingly. The packaging was becoming lighter as manufacturers took this on board. It was a bit disappointing, but the new scheme would be introduced on housing schemes.

Councillor J H Whitehouse commented that previous guidance given to residents was that wheeled bin lids must shut flat when presented for collection and that the Council should not be going back to when residents put out for collection wheeled bins that were untidy and / or had open lids. Councillor W Breare-Hall replied that residents needed to be educated but the Biffa staff were also very keen to take all bins. Council officers did go round and speak to residents to help them recycle.

Councillor S Neville asked if there was too much green waste could a resident get another bin. Councillor W Breare-Hall said that residents could ask for a larger green bin but the Council encouraged composting as the preferred option if the resident had an adequate sized garden that could accommodate this.

Councillor S Neville queried NE1012 (What percentage of our commercial premises was let to tenants?) on the lower performance figures of 97 per cent (actual) for quarters 3 and 4 which were slightly below target, yet the Sir Winston Churchill public house site was nearing completion. D Macnab said that they had nearly met the target and officers would be looking at the weighting of the figures and how to put more context into them.

Councillor S Neville commented on NE1010 (What was the net increase or decrease in the number of homes in the district?) with regard to the increase in housing that there should be less emphasis on this as it was not particularly helpful to show developers that the Council was not meeting its housing supply / demand. D Macnab agreed  ...  view the full minutes text for item 8.

(Director of Neighbourhoods) To consider the attached report.

The Committee noted the report.

RESOLVED:

That the Committee reviewed and commented on the outturn position of the Corporate Plan Key Action Plan for 2016/17 in relation to its areas of responsibility.

(Director of Neighbourhoods) To note the progress and updates from the Corporate Green Working Party.

The Committee agreed to take this item together with the next agenda item 11, Environmental Charter.

To note the six-monthly update on the progress of the Environmental Charter provided in the attached report.

Councillor J H Whitehouse asked if sufficient advertising of the Essex Energy Switch had been carried out as she did not recall seeing it in the Members Bulletin. Councillor Waller replied that this was the third or fourth year the scheme had been running and was publicised on the website. He added that most of those who had used the scheme to ‘switch’ had saved money. Councillor G Shiell added that it had been published in the Members Bulletin.

Councillor J H Whitehouse commented that not much progress seemed to have been made on charging points for electric cars. Councillor G Waller replied that he was very enthusiastic about this project that would be progressed with the help of the Environment PFH, Councillor W Breare-Hall. The Council would ensure this was publicised as the electric car trend was gathering pace. The new Shopping Park in Loughton would have ten charging points and would be well publicised. The Council also hoped to put in another ten in the other shopping park. They would be monitored for their use. Councillor N Bedford asked how charging points could be policed, if say a petrol car parked in a charging space. D Macnab said the charging points in the District would be free to residents. The Council had appointed Savills to undertake an oversight of the Shopping Park car park and parking would be controlled to allow a maximum of two and a half hours parking to curtail commuters parking all day. The car parks would also have an Automatic Number Plate Recognition system in operation. Councillor J H Whitehouse said that this was good news but what about more charging points elsewhere in the District. D Macnab said that if the charging point scheme took off then a future proofing exercise would be undertaken.

Councillor S Neville asked for more information on the energy conservation plan to which D Macnab replied that this had been in the Members Bulletin and was in this agenda.

            RESOLVED:

That the Corporate Green Working Party update and the Environmental Charter Update had been commented on and noted.

Recommendation:

To consider the draft notes of the Group and Terms of Reference revised in June 2017 regarding the frequency of meetings (as attached). Meetings were being held twice a year since 2012, but now one meeting per year is proposed and an update given by the relevant officers to the membership, 6 months post the meeting.

Councillor N Bedford explained that the Group had normally met twice a year but had recently agreed to meet once a year. W Breare-Hall added that as the site was working so well, it had been agreed that an annual meeting was more than sufficient.

The Committee noted the Terms of Reference of this Local Liaison Group dated June 2017.

RESOLVED:

That the Neighbourhoods Select Committee agreed that the Bobbingworth Nature Reserve Local Liaison Group could reduce their meetings from two to one a year.

To consider which reports are ready to be submitted to the Overview and Scrutiny Committee at its next meeting.

There were no reports made for the next O & S Committee meeting.