Agenda and minutes

Scrutiny Commission - Monday, 14th October, 2019 6.00 pm

Venue: Committee Room 2, at the Council Offices, Southfields, Loughborough. View directions

Contact: Nadia ex 4502 

Items
No. Item

48.

Minutes of the Previous Meeting pdf icon PDF 112 KB

To approve the minutes of the meeting of the Commission held on 16th September 2019.

Minutes:

The minutes of the meeting of the Commission held on 16th September 2019 were then approved, subject to the replacement of the word ‘he’ to ‘she’ in the sound recording statement.

49.

Declarations of Pecuniary and Personal Interests

Minutes:

No disclosures were made.

50.

Declarations of the Party Whip

Minutes:

No declarations were made.

51.

Questions under Scrutiny Committee Procedures 11.16

No questions were submitted.

Minutes:

No questions were submitted.

52.

Pre-decision Scrutiny of any specific financial matters to be considered by Cabinet

There are no items of this nature on the Cabinet agenda for the Commission to consider.

 

Minutes:

There were no items of this nature for the Commission to consider.

53.

Transformation Programme - Resourcing for Mobilisation pdf icon PDF 149 KB

A report of the Chief Executive requesting funding from the Reinvestment Reserve to facilitate the mobilisation of the Council’s Transformation Programme will be considered for pre-decision scrutiny in order to make recommendations as appropriate to the Cabinet (item 7a on the agenda filed with these minutes).

 

Minutes:

A Cabinet report of the Chief Executive was considered requesting funding from the Reinvestment Reserve to facilitate the mobilisation of the Council’s Transformation Programme for pre-decision scrutiny (item 7a on the agenda filed with these minutes).

 

The Leader of the Council and the Strategic Director of Corporate Services attended the meeting to assist with the consideration of the item and gave the following responses:

 

       i.        The figure of £220,000 was based on projections from the Business Rates Retention Scheme, which had been designated for digital transformation and town centre support.

 

      ii.        The funds would be used in the initial generation of a digital transformation project. It was unknown whether further funding for the project would be available in the future, but the effective establishment of the project would be secured.

 

     iii.        There was a need to accelerate the delivery of transformational objectives and provide the best possible services. The intention of the Programme was to provide a highly accessible, inclusive service to all residents. Traditional methods of interaction with the Council would still remain, including personal support and signposting. However access should more accurately reflect demand to access services via online and digital methods. It was stressed that there would be no disadvantage in terms of the methods of accessing services.

 

    iv.        A Corporate Transformation Board had been created in order to develop, initiate, resource and monitor the programme. This Board consisted of a team of Senior Officers and the Lead Member for Transformation. Technical knowledge and specialised skillsets would be required for the success of the project. Where the existing Programme Board did not have the capacity to provide this, then there would be an opportunity to recruit externally to meet the requirements of the project.

 

      v.        The income generated by the Business Rates Retention Scheme had not been referred to in the Council’s 2019/20 budget, as participation in the pilot scheme had not been confirmed at that time. This ‘windfall’ did not breach the Budget and Policy Framework as the prospective pilot monies did not result in amendments being required to policies and strategies falling within the Budget and Policy Framework, as the windfall monies added to reserves.

 

RESOLVED

 

1.            That the Cabinet be informed that the Commission supports the recommendations as set out in the report of the Chief Executive.

 

2.            That where appropriate the Commission be involved in the work of the Transformation Programme.

 

Reasons

 

1.            The Commission was satisfied that the funding from the Reinvestment Reserve to facilitate the mobilisation of the Council’s Transformation Programme was appropriate and would provide improvements to the Council.

 

2.            To ensure that residents and their preferred access methods were supported effectively, to the satisfaction of the Commission.

54.

Draft Local Plan 2019-36 pdf icon PDF 20 MB

A report of the Head of Planning and Regeneration to seek approval for the publication of the Draft Charnwood Local Plan (2019-36) and its supporting documents for public consultation will be considered for pre-decision scrutiny in order to make recommendations as appropriate to the Cabinet (item 7b on the agenda filed with these minutes).

 

 

Additional documents:

Minutes:

A Cabinet report of the Head of Planning and Regeneration was considered to seek approval for the publication of the Draft Charnwood Local Plan (2019-36) and its supporting documents for public consultation for pre-decision scrutiny (item 7b on the agenda filed with these minutes).

 

The Lead Member for Planning, Inward Investment and Tourism Strategy, the Head of Planning and Regeneration and the Group Leader for Plans, Policy and Place Making Local Plans attended the meeting to assist with the consideration of the item and gave the following responses:

 

      i.        Cross border collaborations and engagement with neighbouring authorities was highly important with regards to the development of the Local Plan. The Council was bound by national policy and legislation, such as the Localism Act 2011, which placed a duty on the Council to co-operate, and a requirement to reach a Statement of Common Ground with partner authorities on strategic planning matters.  Furthermore, the Council had developed a Strategic Growth Plan, which further facilitated engagement.

 

    ii.        The new Local Plan had developed substantially in terms of addressing the Council’s carbon neutrality target. Climate change had been a key theme throughout the plan with topics including the feasibility of sustainable energy, sustainable travel, tree planting, flood risk and drainage systems and alterations in the processes of developers.

 

   iii.        The Leicestershire International Gateway was a significant influence on the proposals for Shepshed and the north west margins of the Borough.

 

   iv.        Following the completion of the consultation period, a relevant Scrutiny Committee would have the opportunity to review the analysed consultation responses. It was anticipated that this data could be made available by February 2020. 

 

    v.        It was significant that the appropriate infrastructure was implemented at the correct time. A site-specific infrastructure delivery plan would be developed in collaboration with colleagues at Leicestershire County Council and other stakeholders, however, at this stage details were not fully available. Further work on infrastructure needs would follow the consultation result, allowing for an understanding of the suitability of the proposals. At the date of the meeting, there had not been reviews of the effectiveness of transport forecasting of previous Local Plans, and it was suggested that this work be undertaken as a learning activity.

 

   vi.        Legacy S106 legal agreements had not always achieved their intended aims; however, significant changes to the law and practice around S106 agreements had been made over the last 25 years such that legal colleagues were now able to ensure that agreements were tightly worded. It was noted that developers were able to vary agreements, for example where affordable housing obligations render the scheme unviable, but the decision whether to accept this was with the Plans Committee, since recent changes to the Council’s Constitution.

 

  vii.        The planning authority had engaged with NHS organisations such as Clinical Commissioning Groups (CCGs) in order to outline proposals from the Draft Local Plan (2019-36).

 

 viii.        Loughborough, Shepshed and Watermead had been prioritised to with regards to regeneration requirements, whilst other areas of the Borough were not given  ...  view the full minutes text for item 54.

55.

Funding Bid - Shepshed Public Realm Improvements pdf icon PDF 79 KB

A report of the Head of Planning and Regeneration to seek approval for the preparation of a bid to secure funding which would enable public realm improvements in the centre of Shepshed will be considered for pre-decision scrutiny in order to make recommendations as appropriate to the Cabinet (item 7c on the agenda filed with these minutes).

Additional documents:

Minutes:

A Cabinet report of the Head of Planning and Regeneration was considered to seek approval for the preparation of a bid to secure funding which would enable public realm improvements in the Centre of Shepshed for pre-decision scrutiny (item 7c on the agenda filed with these minutes).

 

The Lead Member for Planning, Inward Investment and Tourism Strategy and the Head of Planning and Regeneration attended the meeting to assist with the consideration of the item and gave the following responses:

 

      i.        The bid was to complement capital funds made available by the Council to bring forward public realm improvements in Shepshed. This project drew evidence from the Shepshed Regeneration Masterplan. Other areas beyond those identified for regeneration in the local plan were not being pursued at this time as there was no evidence to support their prioritisation.  

 

    ii.        The Planning Service were mindful of the impact development in the Town Centre would have on residents given the works to the A512 and roundabout at J23 of the M1 Motorway, and that timing of works and communication with Shepshed residents would be important considerations.

 

RESOLVED

 

1.            That the Cabinet be informed that the Commission supports the recommendation as set out in the report of the Head of Planning and Regulatory Services.

 

2.            That the Planning Service considered the timings of future development initiatives and considered improving communication methods with the community.

 

Reasons

 

1.            The Commission was satisfied that the bid to secure funding which would enable public realm improvements in the centre of Shepshed was necessary.

 

2.            To improve the community engagement in the project and to make the alterations to Shepshed Town Centre as successful as possible.

56.

Scrutiny Commission Pre-decision Scrutiny - Cabinet Response pdf icon PDF 94 KB

A report of the Cabinet setting out its responses to recommendations of the Committee on pre-decision scrutiny items.

 

 

Minutes:

A report of the Cabinet was considered setting out its responses to the recommendations of the Commission on pre-decision scrutiny items (item 8 on the agenda filed with these minutes).    

 

RESOLVED that the Cabinet’s responses to the Commission’s recommendations be noted.

 

Reason

 

The Commission was satisfied that it added value where appropriate and welcomed the Cabinet’s consideration of the Commission’s views and recommendations as part of its decision making process.

 

57.

Progress with Panel work pdf icon PDF 129 KB

To consider updates on the work of scrutiny panels.

 

Additional documents:

Minutes:

A report of the of the Head of Strategic Support was received to review progress with Scrutiny Panels (item 9 on the agenda filed with these minutes).

 

The Democratic Services Manager attended to assist in the consideration of this item.

 

The Commission agreed the following:

 

      i.        Changes to existing panels:

 

·         Child Mental Health and Obesity to be run as an express panel (previously informal)

 

·         Generating Commercial Income/Surplus to be run as a formal panel (previously informal)

 

·         Digitisation and Transformation of Services (formal) to be run from February to April 2020

 

·         Parking Enforcement and Enhancement (informal) to be run from January to April 2020.

 

    ii.        Creation of new panels:

 

·         Council Unitary Status to be run as a formal panel from January to March 2020

 

·         Funding for Small Businesses to be run as an informal panel from February to April 2020.

 

   iii.        Deletion of panels, based on priorities:

 

·         Crime, ASB and Youth Crime (express)– An update from the Community Safety Partnership to the Neighbourhoods and Community Wellbeing Scrutiny Committee established no need for a panel

 

·         Supporting the Enterprise Zone and Science Park (formal)

 

·         Charnwood Standard Contract Review (formal).

 

   iv.        That a briefing report be submitted to a future meeting to establish whether a panel on Environment and Sustainability was necessary.

 

    v.        That a record be kept of previous panel suggestions for future reference.

 

RESOLVED

 

1.            That the changes agreed be reflected within the panels timeline document and an updated list be submitted to the next meeting.

 

2.            That a report on Environment and Sustainability be received by the Commission for consideration of panel work.

 

3.            That Chairs be appointed to the following panels:

 

Cllr Parsons

Digitisation and Transformation of Services

Formal

Cllr Howe

Parking Enforcement and Enhancement

Informal

Cllr Bolton

Child Mental Health and Wellbeing

Express

Cllr Parton

Loneliness

Informal

Cllr Miah

Funding for Small Businesses

Informal

Cllr Draycott

Council Unitary Status

Formal

 

 

Reasons

 

1.            To ensure panel work was accurately monitored.

 

2.            To enable to Commission to consider whether a panel on Environment and Sustainability would be necessary in light of other work being undertaken by the Council.

 

3.            To make appointments to the relevant panels. 

58.

Scrutiny Work Programme pdf icon PDF 104 KB

A report of the Head of Strategic Support enabling the Commission to review the Scrutiny Work Programmes for all three directorate based committees.

 

 

 

Additional documents:

Minutes:

A report of the Head of Strategic Support was considered to agree the Scrutiny Work Programme for the committees including any amendments to the current work programme (item 10 on the agenda filed with these minutes).

 

The Democratic Services Manager attended the meeting to assist with the consideration of this item.

 

The Commission was advised that the pre-decision scrutiny items set out in the Directorate based Committee work programmes had been removed following the request at the Scrutiny Commission meeting on 16th September 2019 (minute 46, 2019-20).

 

There had been no further changes to the Scrutiny Work Programme.

 

RESOLVED that that the Scrutiny Work Programme set out in the Appendix to the report, and scheduled scrutiny of those matters, be noted.

 

Reason

 

To ensure timely and effective scrutiny.

 

 

59.

Scrutiny Commission Work Programme pdf icon PDF 130 KB

A report of the Head of Strategic Support setting out the list of forthcoming Executive Key Decisions and the Group’s Work Programme for consideration, in order to identify items for future scrutiny.

 

For information, further meetings of the Group are scheduled as follows:

                                                                       

 

11th November 2019

9th December 2019

13th January 2020

10th February 2020

Additional documents:

Minutes:

A report of the Head of Strategic Support was considered, to enable the Commission to consider its own work programme and forthcoming Key Decisions and decisions to be taken in private by the Cabinet in order to schedule items for pre-decision scrutiny (item 11 on the agenda filed with these minutes).

 

RESOLVED

 

1.            That forthcoming Executive Key Decisions or decisions to be taken in private by the Executive, set out in Appendix 2 to the report, and scheduled scrutiny of those matters, be noted, and that further items be scheduled for scrutiny as follows:

 

                                i.             Building Control Alternative Service Delivery Project – 11th November 2019

 

                               ii.              Private Sector Licensing – 9th December 2019

 

2.            That the Commission’s current work programme be noted and updated following this meeting, in accordance with the decisions taken during consideration of this meeting and any items of pre-decision scrutiny that require changing due to their reprogramming by the Cabinet.

 

Reasons

 

1.            To ensure timely and effective scrutiny.

 

2.            To provide Cabinet with advice prior to it taking a decision or to ensure that the Council and external public service providers and partners were operating effectively for the benefit of the Borough.