Agenda and minutes

Overview and Scrutiny Committee - Friday 15th November, 2019 1.30 pm

Venue: Council Chamber, Allerdale House

Contact: Ian Hinde  01900 702544

No. Item


Minutes pdf icon PDF 142 KB

To sign as a correct record the minutes of the meeting held on 11 October 2019.


The minutes of the meeting held on 11 October 2019 were signed as a correct record.


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.


None declared



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.


None received


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.


None received


To consider the report of the Councillor Call for Action - Flimby cemetery investigation pdf icon PDF 214 KB

Additional documents:


Councillor Peter Kendall submitted a Councillor Call for Action (CCfA) on 28June 2019.


On 11 July 2019 the Overview and Scrutiny Committee agreed that the CCfA was valid and that an investigation was to be conducted with the relevant officers and Executive members.


Members were advised to review the investigation evidence that was presented in the report and formulate recommendations to be forwarded to the Executive.


Councillor Peter Kendall then provided his representations. He reiterated the situation in the cemetery and that attention and repairs were required. Councillor Kendall then explained that the report recommendations would not resolve the issue, explaining that a rolling programme of repairs should be implemented, with initial repairs to priority areas. He also advised that tree planting could help with flooding issues and at a recent memorial ceremony, attendees were complaining about the condition of the footpaths and surrounding areas.


Members then asked questions to Councillor Kendall in relation to his CCfA and in particular over health and safety and footpath upgrades. In response Councillor Kendall explained that there are issues with the risk assessment and that initial footpath upgrades would solve part of the issue, especially as coffins had to be manually carried to the gravesites, however he acknowledged that all footpaths were in need of maintenance.


Further representations were then provided by Mrs Tindall to members, advising that the minimum requirements are to improve two of the cemetery footpaths, and that as Allerdale receive income from burials, they have responsibility to ensure the footpaths are maintained.


Members were advised that the cost of the repairs to the boundary wall would be covered by the existing maintenance budget. The Head of Bereavement Services explained that the legal requirement is to repair the boundary, without specifying whether this should be a wall or a fence, but that existing sandstone would be stored.


Members then asked questions of the officers in relation to the footpaths. The Head of Finance and Property Services clarified to members that the estimated cost of repairs for the existing paths would be £57k, which would be over and above the budget, adding that no provision has been made for additional maintenance of the footpaths. It was also clarified to members that the health and safety responsibilities for the cemetery are being met by Allerdale Borough Council.


Members were advised that if they were to recommend repairs to the footpaths, a business case would need to be produced to secure the additional funding required.


Councillor Heaslip moved the motion to recommend that


a)  Allerdale Borough Council officers review maintenance options and have appropriate maintenance plans in place for cemeteries.


b)  Allerdale Borough Council officers undertake a business case exercise in order to establish a possible budget bid for 2021/22 relating to the introduction of new footpaths in the new part of the cemetery


The motion was seconded by Councillor Annison.


A vote was taken on the motion, 9 voted in favour, 0 against and 0 abstentions.


The motion was  ...  view the full minutes text for item 219.


To consider the Performance Management Framework related to the new Council Plan pdf icon PDF 234 KB


Before the item was presented, the Policy Manager (Corporate Performance and Information) updated members with the consultation process for the new draft Council Plan 2020-30. A summary of all consultation responses were provided to the Executive and this summary would be available publicly as part of the Executive report to the Executive meeting on 27 November 2019.


The Policy Manager then introduced the item, explaining that the Council’s performance management framework is being reviewed and that this was an opportunity for the Overview and Scrutiny Committee to contribute and provide their views on a future approach to reporting performance.


Members were asked for feedback on the current reporting structure and what content would be useful going forward.


Members provided feedback and suggestions which included high level reporting only, but that detailed information is provided when targets are not being met. It was also suggested that ‘deep dives’ could be conducted on specific topics and that performance could be measured against activities rather than KPIs in some cases.


Debate continued in relation to internal KPIs and whether councillors are instructing officers to ‘do the right things’.


In addition to the suggestions made during the meeting, members agreed to consider performance reporting again when they review the 2019/20 Quarter 2 Performance Report at the next meeting.







Forward Plan pdf icon PDF 341 KB


Members discussed the Forward Plan and requested further information in relation to the proposed Allerdale Community Lottery, a presentation will be circulated to members and it will be added onto the Work Programme for review at the next meeting.



Work Programme pdf icon PDF 588 KB

To review the Work Programme


Members agreed to add the community lottery proposal into the Work Programme and noted the rest of the contents.


Task and Finish Group/Working Group Updates

·  Future Waste Management Options 

·  Climate Change

·  Procurement

·  Budget



Updates were provided to members of the work of the ask and finish groups,


·  Budget group this group has met and have agreed terms of reference.


·  Climate Change group - members were advised that the group is reviewing current and future policies and developments whilst carefully considering the climate change motion that was agreed by Council


·  Procurement group - the group has met with officers and senior managers and reviewed policies with a robust conclusion to be delivered to members in early 2020.


·  Future Waste Management Arrangements group - this group is shadowing the work to develop future waste management arrangements and further updates will be delivered to members at the next meeting.