Agenda and minutes

To receive apologies for absence.

An apology for absence was submitted on behalf of Councillors D Abbott and M Freeman.

To approve the Minutes of the meeting held on 12 December 2017 as a correct record.

Councillor Mrs D Hollebon commented that she had been in attendance at the previous meeting and asked that the Minutes be amended.   

RESOLVED – that the Minutes of the meeting held on 12 December 2017 as amended, be confirmed as a correct record and signed by the Chairman.

The Chairman welcomed all to the meeting.  The Chairman referred to the need to identify new topics for scrutiny and he looked forward to sharing some ideas with Members.

The Executive Member will provide Members with a Presentation on his Portfolio.

Councillor G Jones the Executive Member for Economic Development, gave a presentation summarising his portfolio which covered

·        Economic development (from the viewpoint of a business friendly Council, enabling entrepreneurs and business start ups, supporting the rural economy, facilitating vibrant Town Centres, supporting the visitor economy and lobbying for the right supporting infrastructures.

·        Parking, (in relation to car parks, Residents’ Parking Z and Enforcement issues)

·      Transport (sustainability, supporting the community and strategic consultation)

The Executive Member provided a summary of work in relation to projects which had been reported to the Executive between the period October 2015 and February 2018.

Councillor N Symonds referred to her concerns about Parking Enforcement and tickets issued to the elderly.  The Executive Member acknowledged her concerns adding that tickets were issued if regulations had not been observed and of the possibility of appealing in genuine cases.  He referred to the abuses of who did occur in relation to Blue Badge cases.

Councillor Mrs D Hollebon referred to single yellow lines regardless in relation to dropped kerbs as this was a source of confusion to some.  The Executive Member undertook to raise this matter with Hertfordshire County Council.

Councillor B Deering sought an update in relation to the progress of “Launch Pad” and Residents’ Parking Zones.  The Head of Communications, Strategy and Policy explained the initial support given to small time business users of Launch Pad and that this would be reviewed in 12 months’ time.

The Executive Member explained the problems caused by Residents’ Parking Zones in terms of displacing parking problems  and of the need to introduce a scheme of wide-ranging consultation before any other such schemes were considered.  He referred to the possibility of using Section 106 monies to address issued caused by displaced parking caused by RPZs.

Councillor G Cutting referred to abuses of Blue Badge parking particularly in Bishop’s Stortford.   The Executive Member explained the difficulties in relation to taking action against such abuses which included the need to have the driver present. 

Councillor M Stevenson sought and was provided with clarification on the issue of lobbying for the right infrastructure.  The Executive Member cited fast Broadband in rural areas as an example.  The Head of Communications, Strategy and Policy commented that infrastructure had a direct link with the Council’s District Plan and making sure developers provided what was needed to support their proposals in terms of utilities.

Councillor H Drake was concerned about reviewing Launch Pad users position in 12 months’ time adding that it was the first 18-24 months which were critical to new businesses in terms of their survival.  She sought and was provided with clarification on Sunday parking and enforcement issues in relation to parking at Grange Paddocks in Bishop’s Stortford. The Head of Communications, Strategy and Policy explained the situation would be reviewed in 12 months’ time when there would be a further report to Members and if successful, additional  funding would be sought for an extension of the “Launch Pad” programme. 

Members thanked the  ...  view the full minutes text for item 366.

The Executive Member for Finance and support Services submitted a report setting out the Corporate Service Plans for the civic year 2018/19.  It was noted that the Corporate Strategic Plan 2016/17 – 2019/20 was agreed by the former Corporate Business Scrutiny committee in February 2016.  The Draft Service Plans were detailed within Essential Reference Paper “B” and Members’ comments were sought for consideration by Council on 1 March 2018.  The Policy Officer provided a summary of the report in terms of the main structure changes of the Service Plans adding that the priorities aim to support the Council’s priorities.

The Committee Chairman highlighted a duplication of an action (on page 29/30).  He sought and was provided with clarification on the issue of “employee engagement”  and suggested that direct interviews with staff be organisation to gain feedback and in addition, to recording the number of page views.

Councillor Mrs Hollebon sought clarification of the action regarding “extra care housing” .  The Head of Housing and Health explain the principle around this incentive scheme and explained that Officers were exploring how this could be implemented in East Herts.

Councillor M Casey made reference to the absence of performance measures and project milestone targets.  The Head of Planning and Building control explained that the Council did have targets in relation to planning application determinations (i.e. those for major and other applications) and agreed to include these. 

Councillor N Symonds referred to parks and open spaces highlighted her concerns regarding Trinity Church Park in Bishop’s Stortford and action not taken by the developer, to improve this.  Officers agreed to investigate Members’ concerns.  Councillor G Cutting echoed Members’ concerns and urged Officers to remind the developers of their obligations.

Councillor N Symonds congratulated the Head of Benefits and Revenues and her staff in the housing benefit team  in looking after vulnerable clients.

Councillor Mrs D Hollebon referring to Licensing Policy and food hygiene law, the Head of Housing and Health explained the “Scores on Doors” Policy and agreed to remove the word “broadly” in the performance measures column. 

Members welcomed the decrease in the use of external staff for legal matters  (only used when the necessary expertise was not available) and was pleased to learn that the Council was now generating income by providing legal support to other local authorities.  

In response to a query by Councillor H Drake, the Head of Housing and Health explained that “E-Taxi” referred to an electronic vehicle.   It was noted that timescales for its introduction was anticipated to be November 2018.

The success of the “Forever Active” programme was welcomed and Members urged the need to extend such a programme with concessions  to younger people aged between 18 – 30.  Members noted that the “Active-in” programme was aimed at this democratic and Officers agreed to amend the service plan document to highlight this.

Councillor H Drake referred to the issue of sustainable transport initiatives and the need to change the people travel.  She suggested the use of shuttle buses  ...  view the full minutes text for item 367.

The Executive Member for Health and Wellbeing submitted a report updating the new strategy.  The Healthy Lifestyles Programme Officer provided a summary of report and highlighted they key changes to the new strategy as detailed and that the new strategy also included new public health concepts aimed at developing ways to tackle existing problems.  Working as part of a “whole” system was cited as an example of helping in delivering results.  In this context, the role of East Herts Social Prescribing Service was explained and how this interacted with a range of partners to help those in need.

Councillor Mrs Hollebon praised the role of the Council’s Social Prescribing Service and the Officer’s work in Bishop’s Stortford.  She suggested that the service be expanded.  Councillors P Moore and N Symonds echoed the positive comments on the service.  Councillor Symonds also referred to the scheme “Girls Can” in Harlow and its success.

Councillor M Stevenson queried the possibility of having a specialist social prescribing service e.g aimed at children or mental health.  The Healthy Lifestyles Programme Officer explained that the current focus was on the frail and elderly. Councillor D Hollebon queried whether social prescribing could be developed within the “Forever Active” programme.  She felt that Members needed to work with Officers on this issue and that it should include all age ranges.

The Committee Chairman, on behalf of Members thanked the Officers for their hard work in moving this initiative forward.

The Committee asked that their comments as detailed, be taken on board by the Head of Housing and Health when the strategy is redrafted.

RESOLVED – that Members’ comments as detailed be taken on board by the head of Housing and Health when the strategy is redrafted.

The Director, Helen Standen submitted an update on the Action Plan in relation to the Council’s Planning Enforcement Service.  She provided a summary of the background and explained that only one case remained with LSR (Planning Consultants) with all cases either resolved fully or returned at the Council’s request for follow up action to be taken.  An update was provided in relation to Esbies.

Councillor K Crofter referred to an email he had received from Ardeley Parish Council and an enforcement issue regarding retrospective planning approval.  He expressed his concern at the lack of communication on the matter.  The Enforcement Officer explained that he had updated the Parish Council on the progress made.  He conceded that communication could have been better. 

Members debated at length a request that they be forwarded a list of enforcement cases within their respective wards.  The Head of the Planning and Building Control explained that the Council would need to take a cautious approach in this regard as some information was data sensitive and may not in the public area.  As such releasing personal information may be a breach of current data protection legislation and GDPR legislation effective from 1 May 2018.  He agreed to seek advice from the Head of Legal and Democratic Services and would provide what information he could as and when that advice had been received.

The Committee noted the report and the approach to be taken.

          RESOLVED – that (A) the progress made be noted;

          (B)     the Head of Planning and Building Control seek advice from the Head of Legal and Democratic Services on a     request by Members, to be circulated with enforcement case       information on a ward basis.

Councillor J Goodeve, the Chairman of the Task and Finish Group submitted a report updating Members on the findings of the Grounds Maintenance (GM) Contract Task and Finish Group following consideration of the advice outlined by the industry consultant.  The Task and Finish Chairman provided a summary of the report.

Councillor M Casey referred to the good work done by the current contractor John O’Connor and suggested that it was logical to extend the current contract given that Great Britain will be leaving the EU in March 2019.  Members supported the viewpoint that the contract go out to competitive tender, regardless of EU law and that price and quality was an important factor in the tendering process.

Councillor H Drake suggested that dog and waste bins be rationalised.  This was supported.   The issue of the contractor’s increased costs and their pension contributions was discussed; the point was made that it was for the contractor to manage their viability in relation to pension contributions not the Councils.

The arrangement with Hertfordshire County Council regarding the maintenance of highway verges was discussed. The Leisure and Parks Development Manager explained what work the Council undertook on behalf of the County Council. The Head of Operations acknowledged the need for the verges across the District to be consistently cut to the same length adding that it was a question of whether Members wanted to financially “top up” the arrangement to achieve this or to let this grow and allow the county to maintain the verges to their “safety standard”.

Councillor H Drake stated that it was important to get the price and take advantage of technological advances.  In response to query from Councillor M Casey regarding the cost of the tendering process, the Head of Operations undertook to write to Members. 

Councillor B Deering referred to the “top up” arrangement and the need to inject £114,000 additional funds to achieve a consistent approach to grass verges.  He commented that the additional funds needed to be reviewed in the context of how many metres of grass verges needed cutting and in this case it would be “pennies”.  The Committee Chairman thanked the Member for putting this into perspective. 

Member thanked the Task and Finish Group for their role in the investigation process.

Members supported a proposal to procure a new contract and agreed that price and quality was important in the tendering process.  Members also supported the rationalisation of litter and dog waste bins and felt that the County “top up” arrangements should continue to ensure consistency of verge cuts across the district. The arrangements referred to in paragraph 4 of the report were noted.  It was also noted that further Task and Finish Group meetings would be arranged to consider ongoing advice and evidence.

RESOLVED – that (A) the proposal to procure a new contract for the provision of grounds maintenance service as part of the Competitive Procedure with negotiation as the preferred procurement approach be supported.

(B)   Members views on the importance of  ...  view the full minutes text for item 370.

The Chairman of Scrutiny Committee submitted a report setting out the Committee’s future work programme.  The Scrutiny Officer provided a summary of the programme.

The Committee agreed the draft work programme as detailed.

RESOLVED – that the draft Work Programme for Overview and Scrutiny Committee, as now detailed, be approved.