Agenda and minutes

Overview and Scrutiny Committee
Friday 18th May, 2018 10.00 am

Venue: Executive Meeting Room, Allerdale House, Workington

Contact: Ian Hinde  01900 702544

Items
No. Item

19.

Minutes pdf icon PDF 57 KB

To sign as a correct record the minutes of the meeting held on 20 April 2018.

Minutes:

The minutes of the meeting held on 20 April 2018 were signed as a correct record.

20.

Declaration of Interests

Councillors/Staff to give notice of any disclosable pecuniary interest, other registrable interest or any other interest and the nature of that interest relating to any item on the agenda, in accordance with the adopted Code of Conduct.

Minutes:

None declared.

21.

Questions

To answer questions from members of the public – submitted in writing or by electronic mail no later than 5.00pm, 2 working days before the meeting.

Minutes:

None received.

22.

Public Participation

To hear representations from members of the public on items which appear on the agenda – submitted in writing or by electronic mail no later than 5.00pm, 2 working days before the meeting.

Minutes:

None received.

23.

Forward Plan pdf icon PDF 84 KB

Minutes:

Members noted the Executive’s Forward Plan of Key Decisions.

 

Members suggested that the Overview and Scrutiny Committee be consulted on the Allerdale Local Plan part 2 (Presubmission Draft) prior to the decision being taken by Council on 22 August 2018. The Head of Strategy, Policy and Performance said that the Committee would be consulted on the plan and the session would be made open to the wider Council.

24.

Enforcement Powers and Procedures

Presentation from the Head of Strategy, Policy and Performance.

Minutes:

The Head of Strategy, Policy and Performance gave a presentation on the Council’s enforcement/compliance powers and procedures.

 

The presentation gave a summary of which areas the Council had focused its efforts in terms of enforcement/compliance over the last 12 months which included:

 

  • Community Services (dog fouling/littering/fly tipping/parking)
  • Environmental Health
  • Housing
  • Gypsies and Travellers
  • Planning
  • Building Control
  • Licensing (taxis/premises/clubs/gambling)
  • Enforcement of leases/licences
  • Debt Recovery

 

The Head of Strategy, Policy and Performance explained that the Executive’s challenge was to put a stronger focus on enforcement/compliance by means of ensuring the Council had a firm approach and would not be seen as “soft”, reviewing relevant policies, improving internal collaborative working and by thinking differently.

 

Members were provided with an overview of recent developments within areas of enforcement/compliance as follows:

 

Community Services:

 

  • Review of Enforcement Policy
  • Education programmes – engagement with schools
  • Reconfiguration of the team
  • Media campaign – highlighting a zero tolerance approach
  • Engagement with the Police
  • Target group enforcement in problem areas
  • Increased outputs with better outcomes

 

Housing and Health:

 

  • New Housing Enforcement Policy adopted
  • New Civil Penalties Policy adopted
  • Food Safety prosecution underway
  • Proactive enforcement around Gypsy and Traveller encampments
  • Enforcement protocols in place

 

Planning Compliance:

 

  • Greater involvement of planning case officers in enforcement matters
  • Review of processes in relation to recording and monitoring progress of complaints received
  • Review of process for issuing formal enforcement notices – creating capacity within legal services for cases where specialist legal input is required e.g. prosecution, enabling the Council to successfully pursue enforcement action in relation to non-compliance with planning conditions and Section 215 (untidy sites) notices
  • Review of documentation used in enforcement process
  • Introduction of new Key Performance Indicators to assist in monitoring of planning enforcement service

 

Licensing – Taxis:

 

  • Introduction of a knowledge and driving test which were currently being procured
  • Subscription to taxi licensing advice service
  • Recent training for Members and staff, provided by the President of the Institute of Licensing
  • Legal advice provided to staff after identifying main areas of concern
  • Multiagency information-sharing agreement signed
  • Introduction of the multiagency ‘Hub’
  • Continuous reviews of taxis – vehicle tests at 6 and 12 months, current medical, insurance and Disclosure and Barring Service certificates
  • Insight from complaints to identify areas of concern
  • Taxi marshals
  • Intention to enrol with the National Anti-Fraud Network to access the public register of all drivers refused, revoked or suspended

 

Licensing – Premises:

 

  • Change to invoicing arrangements and procedure for licence fees, to ensure payment in advance of renewal. This new regime had been 100% successful to date
  • Increase in suspensions of licenses for non-payment and associated debt recovery work. Total debt had reduced significantly due to this increased focus upon suspensions
  • Multiagency information-sharing agreement
  • Multiagency Hub
  • Responsible Authority Partnership meetings involving authorities in the boroughs of Allerdale and Copeland
  • Designated resource from the police – single point of contact for all licensing
  • Recent training for Members and staff, provided by the President of the Institute of Licensing
  • Legal advice provided to staff after identifying main areas of concern

 

Debt  ...  view the full minutes text for item 24.

25.

Social Impact Investment Fund

Update from the Head of Strategy, Policy and Performance.

Minutes:

The Head of Strategy, Policy and Performance gave Members an update on the Social Impact Investment Fund.

 

Over the 2017/18 financial year, £430k was paid out of the fund and £70k was put aside while awaiting the outcome of a project. 11 grants had been awarded leading to the creation of 60 jobs and the safeguarding of 86 more.

 

In terms of the fund for 2018/19, the Council was developing a legal contract to try to build longer term security for the programme.

 

The Council planned to create a loans fund, which it would put £250k into in 2018/19 and then a further £250k into in 2019/20.

 

In 2018/19, £100k would be used for small business grants to help new starters and small businesses and another £150k would be used in implementing the Council’s business growth strategy.

 

Members noted the update.

26.

Appointment of a Task and Finish Group - Consultation Procedures and Processes pdf icon PDF 66 KB

Minutes:

The Policy Officer (Scrutiny and Key Partnerships) submitted a report which sought the Overview and Scrutiny Committee to establish a task and finish group to monitor the Council’s consultation setting processes and procedures, appoint a Chair and set the terms of reference.

 

Members agreed to establish the task and finish group. The group was to be made up of the following Members:

 

  • Councillor Joe Holliday (Chair)
  • Councillor Bill Finlay
  • Councillor Marion Fitzgerald
  • Councillor Celia Tibble

 

The terms of reference of the group set out in section 3.1 of the report were agreed.

 

Members agreed the recommendations set out in the report.

 

Agreed

 

That:

 

  1. a Task and Finish Group be established to consider the consultation processes and procedures.

 

  1. Councillor Joe Holliday be appointed as Chair and be responsible for managing the Task and Finish Group and reporting its findings to the Overview and Scrutiny Committee.

 

  1. the initial membership of the Task and Finish Group be agreed as follows:

 

  • Councillor Joe Holliday (Chair)
  • Councillor Bill Finlay
  • Councillor Marion Fitzgerald
  • Councillor Celia Tibble

 

  1. the Task and Finish Group identifies additional Members to be co-opted at the scoping stage.

 

  1. the Task and Finish Group’s proposed Terms of Reference at 3.1 of the report be agreed.

 

  1. the Task and Finish Group follows the agreed Terms of Reference and keeps the Overview and Scrutiny Committee updated.

 

  1. the Task and Finish Group scopes the work applying the scoping exercise template.

 

  1. the Task and Finish Group reports its findings, conclusions and recommendations to the Overview and Scrutiny Committee.

27.

Appointment of a Task and Finish Group - Councillor training and engagement pdf icon PDF 66 KB

Minutes:

The Policy Officer (Scrutiny and Key Partnerships) submitted a report which sought the Overview and Scrutiny Committee to establish a task and finish group to scrutinise the Council’s approach to and processes for the training and engagement of Councillors, appoint a Chair and set the terms of reference.

 

Members agreed to establish the task and finish group. The group was to be made up of the following Members:

 

  • Councillor Malcolm Grainger (Chair)
  • Councillor Janet Farebrother
  • Councillor Marion Fitzgerald
  • Councillor Hilary Harrington
  • Councillor Joe Holliday
  • Councillor Bill Pegram
  • Councillor Philip Tibble

 

The terms of reference of the group set out in section 3.1 of the report were agreed.

 

Members agreed the recommendations set out in the report.

 

Agreed

 

That:

 

  1. a Task and Finish Group be established to scrutinise the process and procedures used to train and engage Councillors.

 

  1. Councillor Malcolm Grainger be appointed Chair and be responsible for managing the Task and Finish Group and reporting its findings to the Overview and Scrutiny Committee.

 

  1. the initial membership of the Task and Finish Group be agreed as follows:

 

  • Councillor Malcolm Grainger (Chair)
  • Councillor Janet Farebrother
  • Councillor Marion Fitzgerald
  • Councillor Hilary Harrington
  • Councillor Joe Holliday
  • Councillor Bill Pegram
  • Councillor Philip Tibble

 

  1. the Task and Finish Group identifies additional Members to be co-opted at the scoping stage.

 

  1. the Task and Finish Group’s proposed Terms of Reference at 3.1 be agreed.

 

  1. the Task and Finish Group follows the agreed Terms of Reference and keeps the Overview and Scrutiny Committee updated.

 

  1. the Task and Finish Group scopes the work applying the scoping exercise template.

 

  1. the Task and Finish Group reports its findings, conclusions and recommendations to the Overview and Scrutiny Committee.

28.

Task and Finish Group/Working Group Updates

Minutes:

There were no updates.

29.

Work Programme and Outcomes Monitoring pdf icon PDF 85 KB

Minutes:

Members noted the Committee’s work programme for 2018/19.