Agenda and minutes

This meeting is to be webcast. Members are reminded of the need to activate their microphones before speaking.

The Chairman will read the following announcement:

“This meeting will be webcast live to the Internet and will be archived for later viewing. Copies of recordings may be made available on request.

By entering the chamber’s lower seating area you consenting to becoming part of the webcast.

If you wish to avoid being filmed you should move to the public gallery or speak to the webcasting officer”

The Chairman reminded everyone present that the meeting would be broadcast live to the Internet, and that the Council had adopted a protocol for the webcasting of its meetings.

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

It was reported that Councillor Chambers was substituting for Councillor Knight and Councillor J H Whitehouse was substituting for Councillor Surtees.

To confirm the minutes of the meeting of the Committee held on 18 July 2017.

RESOLVED:

That the minutes of the last Committee meeting held on 18 July 2017 be signed by the Chairman as a correct record.

(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 Council’s Code of Conduct, members are asked pay particular attention to paragraph 11 of the Code in addition to the more familiar requirements.

This requires the declaration of a non-pecuniary interest in any matter before overview and scrutiny which relates to a decision of or action by another committee, 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 11 of the Code of Conduct does not refer to Cabinet decisions or attendance at an overview and scrutiny meeting purely for the purpose of answering questions or providing information on such a matter.

Councillor G Chambers declared a non-pecuniary interest in the following item of the agenda by virtue of being employed by the Barts Health NHS Trust three years ago. He advised that his interest was not prejudicial and that he would remain in the meeting for the duration of the item and consideration thereon:

·         Item 6 – Scrutiny of external organisations – Barts NHS Health Trust.

(Director of Governance) To undertake further external scrutiny of Barts Health NHS Trust, with regard to the continued improvement of inpatient, outpatient and other medical and emergency services at Whipps Cross University Hospital.

The Chairman welcomed officers from Barts Health NHS Trust, who were attending to update Members on their improvement plan from their last visit to this meeting on 23 February 2016. In attendance were Alan Gurney, Managing Director and Dr Heather Noble, Medical Director both from Whipps Cross Hospital.

Mr Gurney advised that the Care Quality Commission (CQC) undertook a focused unannounced inspection in May 2017 of three of the core services at Whipps Cross Hospital, these were surgery, end of life care and outpatients and diagnostic imaging. This visit was a follow up to the CQC’s previous inspection of Whipps Cross Hospital in July 2016, which at that time, rated Whipps Cross Hospital as inadequate overall. In September 2017 the CQC published their report and the inadequate overall rating for the hospital had improved and the status had moved from inadequate to required improvement, although some areas such as surgery still remained inadequate.

The problems that remain with surgery are due to the age of the building and the state of repair, the theatres are old and needed major investment to repair and update them. Mr Gurney reported that Barts Health Trust were reinvesting £1.4 million in the current financial year to completely overhaul and refurbish two of the operating theatres that the CQC were concerned about and this refurbishment should be completed by Spring 2018.

In 2015 the CQC documented that they were concerned with the culture within the hospital and bullying and harassment was sited as a real problem. In the 2017 CQC reported it had been noted, that whilst there were still pockets of concern, a significant improvement had been noticed within the Hospital concerning culture, good relationships between management and staff and staff engagement with patients and colleagues.

Whipps Cross Hospital continued to focus their efforts on improvement including:

·        Taking immediate action to improve surgical services by improving the environment and governance within the service;

·        Recruit more permanent staff;

·        To improve the flow through the hospital so that patients do not have to wait too long for treatment and cancellations are kept to a minimum;

·        Identify and learn from incidents which occur; and

·        To ensure all staff are aware of infection and control guidelines and policies.

Mr Gurney stated that the Whipps Cross Hospital site needed redeveloping the site was a 100 years old and needed a major overhaul, 43% of the site pre-dated the NHS, 70% of the site was more that 30 years old and the layout was confusing, making it difficult to deliver the best possible care. There was increasing pressure on services for example the Accident and Emergency department saw over 450 patients a day, making it one of the busiest departments in the country. There were also over 500,000 outpatients a year and the maternity unit delivered 5,000 babies a year.

There was a need to invest in the future of Whipps Cross and redevelopment was greatly needed. A strategic outline case was with the Trust’s regulators for approval. Once approved  ...  view the full minutes text for item 31.

(Director of Governance) To receive questions submitted by members of the public and any requests to address the Committee.

(a)         Public Questions

Members of the public may ask questions of the Chairman of Overview and Scrutiny Committee at ordinary meetings of the Committee, in accordance with the procedure set out in the Council’s Constitution.

(b)        Requests to address the Overview and Scrutiny Committee

Any member of the public or a representative of another organisation may address the Overview and Scrutiny Committee on any agenda item (except those dealt with in private session as exempt or confidential business), due to be considered at the meeting.

(a)        Public Questions

It was noted that there were no public questions for the committee.

(b)       Requests to address the Overview and Scrutiny Committee

Janis Crowder, member of the public had requested to address the Committee regarding her concerns with the Barts Health Trust.

Ms Crowder explained that she had an ongoing complaint with Whipps Cross Hospital regarding her Mother’s care. Her Mother who suffered with dementia was admitted to Whipps Cross Hospital late in 2016 for surgery. In Ms Crowder’s opinion she felt her Mother was not treated with care and compassion and that she needed to make her concerns regarding her treatment at Whipps Cross Hospital public and to find out what went wrong with her Mother’s care that ended in her death.

Ms Crowder advised that to date she had not received any response from Barts Health Trust regarding her complaint.

(Chairman of Task and Finish Panel) To consider the attached report.

Councillor A Patel presented a report to the Committee requesting that the work within the Transformation Programme be subject to scrutiny by members. Initially it was proposed that the scrutiny be undertaken by the Resources Select Committee however a special meeting of the Resouces Select Committee proposed that a Task and Finish Panel be established for this specific task.

At a meeting of the Overview and Scrutiny Committee on the 18 April 2017, the Committee agreed to establish of such a panel and at the following meeting on the 6 June 2017 the terms of reference and membership of the panel were agreed.

The Panel has now had three meetings to consider information relating to the programme and the report to the Agenda Item 8 summarises the work carried out and the recommendations made as a result of the meetings.

Councillor Sartin proposed that recommendations 4 and 5 should be amended to read:

4. That details of new projects should be submitted to the relevant select committee for their scrutiny, or in the case of those being managed by the Chief Executive they would come to the Overview and Scrutiny Committee.

5. That project closure and benefits realisation reports should be submitted to the relevant select committee for their information, or in the case of those being managed by the Chief Executive they would come to the Overview and Scrutiny Committee.

The recommendations were proposed by Councillor Sartin and seconded by Councillor Chambers.

RESOLVED:

1. That the Overview and Scrutiny Committee receive the five closure reports of the finished (high risks) projects, to enable them to compare lessons learned across projects (P013, P033, P116, P118, P136).

2. That an updated Transformation Programme Project Dossier should be reviewed at each Overview and Scrutiny Committee meeting.

3. That the Head of Transformation should submit an end of year report to the Overview and Scrutiny Committee, (preferably to their March meeting) summarising the project work during that year and setting out any potential areas for scrutiny for the coming year.

4. That details of new projects should be submitted to the relevant select committee for their scrutiny, or in the case of those being managed by the Chief Executive they would come to the Overview and Scrutiny Committee.

5. That project closure and benefits realisation reports should be submitted to the relevant select committee for their information, or in the case of those being managed by the Chief Executive they would come to the Overview and Scrutiny Committee.

6. That reporting of projects entering lifecycle stages be included in the Cabinet ‘Highlight Report’ for information.

7. That arrangements be made for all members of the Select Committees and the Overview and Scrutiny Committee to receive training on transformation and the various elements of the project lifecycle.

8. That members be allowed ‘read only’ access to the Covalent system for information. The access to be at project level.

9. That the Overview and Scrutiny Committee undertake appropriate scrutiny of projects and initiatives that concern  ...  view the full minutes text for item 33.

(Director of Governance) to consider the attached report.

The  Democratic Services Manager advised the Committee that following the death of Councillor G Waller, earlier this year, and the Leader appointment of Councillor S Kane as the Safer, Greener and Transport Portfolio Holder, appointments needed to be made to two of the Select Committees for the remainder of 2017/18.

The Committee noted that Councillor S Kane was a member of the Overview and Scrutiny Committee and the Council’s Constitution provided (Article 6, Paragraph 5) that members of the Executive may not be members of the Overview and Scrutiny Committee. At a meeting of the Council on 26 September 2017, it was reported that

Councillor J Lea had been appointed to the vacancy on the Overview and Scrutiny Committee arising from the appointment of Councillor S Kane to the Safer, Greener and Transport Portfolio Holder.

            RESOLVED:

(1)             That Councillor A Patel be appointed as Chairman of the Resources Select Committee for the remainder of the 2017/18 municipal year;

(2)             That Councillor D Sunger be appointed as Vice-Chairman of the Resources Select Committee for the remainder of the 2017/18 municipal year;

(3)             That Councillor P Stalker be appointed as a member of the Resources Select Committee for the remainder of the 2017/18 municipal year; and

(4)             That Councillor N Bedford be appointed as a member of the Governance Select Committee for the remainder of the 2017/18 municipal year.

(Director of Governance) To consider the attached report.

The Democratic Services Manager advised that a valid call-in had been received by the Chief Executive on 14 September 2017, in connection with a Cabinet decision agreed at its meeting on 7 September 2017 (Reference C-015-2017/18). This was in regard to the proposed relocation of the Council’s Housing Repairs and Housing Assets Services to the Oakwood Hill Depot, Loughton. The call-in was made by Councillors C C Pond (lead member), C Roberts, S Murray, D Roberts and C P Pond.

At the request of the lead member for the call-in, this matter was considered at a meeting convened in accordance with the procedure for the ‘withdrawal or modification of a call-in’ contained in Article 6 (Overview and Scrutiny) of the Council’s Constitution.

As a result of this meeting the Housing Portfolio Holder had agreed to ensure that an appropriate transport assessment was undertaken with regard to the relocation of Services to the Oakwood Hill Depot, prior to the preparation and submission of any planning application that was required for the provision of increased car parking facilities at the Depot.

This approach was supported by the lead member of the call-in and with that agreement, the Chairman of the Overview and Scrutiny Committee had determined that the call-in be treated as withdrawn.

            NOTED:

That the Committee note the withdrawal of a call-in request in regard to the proposed relocation of the Council’s Housing Repairs and Housing Assets Services to the Oakwood Hill Depot, Loughton.

(Director of Governance) To consider the attached report.

The Democratic Services Manager advised the Committee that Transport for London (TfL) would be attending the next meeting of the Overview and Scrutiny Committee on 9 January 2018, with regard to local bus services operated by TfL in the District.

The following matters were agreed by the Committee as the basis for such external scrutiny. If members had any further issues that they would like to raise with TfL they should advise democratic services officers by email of such matters no later than 30 November 2017. In accordance with usual practice, notice of all questions and matters to be raised would be provided to TfL in advance of the meeting.

(a)         Future changes proposed by Transport for London with regard to local bus services that serve the Epping Forest District, including ‘cross-border’ routes;

(b)         The future schedule (timetable) and integration of all local bus services operated by Transport for London that serve the Epping Forest District, including ‘cross-border’ routes;

(c)         Future funding arrangements for all local bus services operated by Transport for London that serve the Epping Forest District, including ‘cross-border’ routes;

(d)         The plans of Transport for London with regard to the current and future operation of Service No. 20 (Walthamstow to Vere Road, Loughton) within the Epping Forest District;

(e)         The plans of Transport for London with regard to the current and future operation of Service No. 167 (Ilford to Loughton Station) within the Epping Forest District, including the current financial performance of Service No. 167;

(f)          The plans of Transport for London with regard to the current and future operation of Service No. 549 (South Woodford to Loughton Station) within the Epping Forest District; and

(g)         The plans of Transport for London with regard to the ‘digitisation’ of service information provision at bus stops within the Epping Forest District, that serve local and ‘cross-border’ routes.

(Head of Transformation) To consider the attached report.

The Committee received a report from the Head of Transformation regarding the Quarter 1 performance of the Corporate Plan Key Action Plan 2017/18.

The Corporate Plan was the Council’s key strategic planning document, setting out it’s priorities over a five year period from 2015/16 to 2019/20. These priorities or Corporate Aims were supported by Key Objectives which provided a clear statement of the Council’s overall intentions for these five years.

The Key Objectives were delivered by an annual action plan, with each year building upon the progress against the achievement of the Key Objectives for previous years. The annual action plan contained a range of actions designed to achieve specific outcomes and was a working document and therefore subject to change and development to ensure the actions remain relevant and appropriate, and to identify opportunities to secure further progress or improvement.

The Corporate Plan Key Action Plan for 2017/18 was adopted by Council at its meeting on 27 September 2016.

Progress against the Key Action Plan was reviewed on a quarterly basis to ensure the timely identification and implementation of appropriate further initiatives or corrective action where necessary.

It was noted that at the end of Quarter 1 there were 50 actions in total for which progress was as follows:

·        46 (92%) had been ‘Achieved’ or were ‘On Target’

·        0  (0%) were ‘Under Control’

·        3  (6%) were ‘Behind Schedule’

·        1  (2%) were ‘Pending’

RESOLVED:

That the progress achieved at the end of Quarter 1 against the Corporate Plan Key Action Plan for 2017/18 be noted.

(Director of Governance) The Cabinet’s forward plan of key decisions is reviewed by the Committee at each meeting, to provide an opportunity for the scrutiny of specific decisions to be taken over the period of the plan. Wherever possible, Portfolio Holders will attend the Committee to present forthcoming key decisions, to answer questions on the forward plan and to indicate where appropriate work could be carried out by overview and scrutiny on behalf of the Cabinet.

The Committee reviewed the Council’s programme of key decisions for 2017/18.

Councillor J H Whitehouse asked why each household was given two big rolls of dry recycling sacks a year as this was far too many and wasteful. Mr Macnab advised that work was ongoing to review the waste recycling provision, with the possibility of there being a third wheelie bin for dry recycling. There was a wide range of misuse of the recycling sacks and the Council were looking to reduce the number of sacks distributed per household.

Councillor Murray expressed concerns at another wheelie bin being imposed on the residents of the district as most households struggled to store two wheelie bins. Mr Macnab advised the Council were looking at ways of making the third wheelie bin optional thereby not forcing them onto residents.

Councillor Mohindra advised that he had spoken with Councillor Breare-Hall, the Environment Portfolio Holder and that he had stated he was not in favour of a third wheelie bin, but a review of the amount of recycling bags distributed across the district should be looked at.

The Chairman pointed out that there was an error on page 68 in the heading, this should read Safer, Greener and Transport Portfolio and not Leisure and Community Services Portfolio.

            RESOLVED:

That the Council’s corporate priorities and programme of key decisions for 2017/18 be considered and noted.

(Director of Governance) Progress towards the achievement of the work programmes for the Overview and Scrutiny Committee and each of the select committees, is reviewed by the Committee at each meeting.

(a)             Current Work Programmes

The current overview and scrutiny work programmes are attached as an appendix to this report.

(b)             Reserve Programme

A reserve list of scrutiny topics is developed as required, to ensure that the work flow of overview and scrutiny is continuous. When necessary, the Committee will allocate items from the list appropriately, once resources become available in the work programme, following the completion of any ongoing scrutiny activity.

Members can put forward suggestions for inclusion in the work programme or reserve list through the adopted PICK process. Existing review items will be dealt with first, after which time will be allocated to the items contained in the reserve work plan.

Overview and Scrutiny Committee

The committee considered their work programme and noted the progress to date.

Item 4 – Directorate Business Plans (2017/2018) – it was noted that the Directorate Business Plans (2018/19) would now go to the last meeting of the municipal year to the relevant Select Committees.

Item 5 – Princess Alexandra Hospital NHS Trust –  it was noted that this item would be rolled forward to the next municipal year to provide a further update on the improvements progress.

Reserve Programme

Item 1 – Epping Forest Sixth Form Consortium – this had not been timetabled into the programme as yet. Members thought that by next May they would have been going for long enough to identify any problems and so should be programmed in for early in the 2018/19 municipal year.

Item 2 – ECC Children’s Services – a recommendation arising from the Children’s Services Task and Finish Panel required this Committee to meet with Essex County Council in respect of Children’s Services, on an annual basis. In April 2016 the Director of Children’s Commissioning attended this meeting and it was greed that this item be considered at a future date.

Item 3 – Essex Police and Essex Fire and Rescue Service – the Committee agreed at its meeting of the 18 July 2017 to review the local operation of joint governance arrangements for Essex Police and Essex Fire and Rescue Service. This would be programmed into the 2018/19 work programme.

Item 4 – East of England Ambulance Service – a recommendation arising from the joint meeting of the Overview and Scrutiny Chairman / Vice-Chairman to scrutinise activity to include call handling services. This would be programmed into the 2018/19 work programme.

Councillor A Patel requested that the relevant items from the Transformation Task and Finish Panel be carried forward into the work programme for the Overview and Scrutiny Committee.

Select Committees

Communities Select Committee

Councillor Shiell reported that the Housing Allocation Scheme report would be going to the Cabinet for consideration on 1 February 2018.

Councillor Shiell advised members that at the next meeting of the Communities Select Committee on the 7 November 2018, Chief Inspector L Basford would be attending to give a presentation on the current policing and crime issues in the District.

Governance Select Committee

Councillor Chambers advised that item (12) Review of the operation of the Council’s Petitions Scheme was an important part of the Council’s constitution and a report should therefore come to a meeting of the Committee in this municipal year.

Neighbourhoods

There were no comments made on the Neighbourhoods work programme.

Resources

There were no comments made on the Resources work programme.

Transformation Task and Finish Panel

There were no comments made on the Transformation Task and Finish Panel work programme.

(Director of Governance) For the information of the Committee, a schedule setting out the external scrutiny that it has undertaken over the last three years is attached as Appendix 1. This schedule has been updated to include those external scrutiny activities already agreed by the Committee for the remainder of the current municipal year.

The Committee noted details of those external organisations that had been subject to external scrutiny by the Council over the last three years.