Agenda and minutes

Overview and Scrutiny Committee - Friday 21st February, 2020 1.30 pm

Venue: Council Chamber, Allerdale House

Contact: Ian Hinde  01900 702544

No. Item


Minutes pdf icon PDF 137 KB

To sign as a correct record the minutes of the meeting held on 17 January 2020.


The minutes of the meeting held on 17 January 2020 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 Climate Change Task and Finish Group pdf icon PDF 1 MB


Councillors Farebrother, Cockburn and Lynch, supported by the Policy Manager (Climate Change and Nuclear) presented the report of the Climate Change Task and Finish Group.


On 25 September 2019, Allerdale Borough Council agreed a motion relating to climate change and made a specific commitment to reducing carbon emissions.  The Overview and Scrutiny Committee was requested to consider how Council could respond to the commitments in the motion and a Task and Finish Group (TFG) was set up to lead this work.  The TFG met a number of times and held a workshop for external stakeholders. The group had also considered the petition presented to the Council on 11 December 2019, which was integrated into its consideration of the motion.


As part of its work, the TFG received presentations on a number of different topics, including the Council’s Local Plan and Cumbria’s Joint Health Strategy.  It also considered information from other local authorities (e.g. Stroud District Council and South Lakes District Council), as well as other bodies such as Friends of the Earth and Zero Carbon Britain. 


The report made 18 recommendations to the committee (included in the report).


Debate then ensued in relation to policy and decision making and members were advised of the LGA climate change toolkit.


Councillor Heaslip then moved the motion to approve the 18 recommendations.


The motion to approve was seconded by Councillor Horsley.


A vote was taken on the motion to approve the 18 recommendations, 7 voted in favour, 0 against and 0 abstentions.


The motion was carried.




Strategic Commissioning and Procurement Strategy pdf icon PDF 217 KB

Additional documents:


The Head of Projects and Programmes presented the draft Strategic Commissioning and Procurement strategy to members and sought feedback before the final draft is presented to the Executive Committee (18 March 2020).


Members were advised that the new strategy was a refresh of existing procurement and commissioning policies with focus on strategy, resilience, climate and social value and with the aim of increasing local spending. The new strategy also aims to tackle modern slavery and human exploitation. Members were advised that all feedback would be considered and where applicable, incorporated into the final strategy document.


Members asked questions in relation to the third sector, community/supplier engagement and the tender process.


Officers then clarified the tender process and explained how feedback following an unsuccessful tender is currently provided back to suppliers. It was also explained that the council regularly consults with the Chamber of Commerce and local suppliers, including those who supply the council, those who have been unsuccessful in the tender process and suppliers that chose not to apply.


Debate then ensued in relation to compulsory competitive tendering and concerns were raised over the specifications that are provided to suppliers.


Members then noted the contents of the report.








Quarter 3 Performance Report 2019/20 pdf icon PDF 231 KB

Additional documents:


The Policy Manager (Corporate, Performance and Information) introduced the Quarter 3 performance report for 2019/20 and provided an overview of the report including key projects and activities, corporate KPIs and strategic risks.


Members were informed that most of the activities/projects were performing as expected. The exception as in quarter 2, being delays with the Arcus project and the ongoing establishment of a new delivery model for waste services. It was also explained that due to resourcing issues some ‘home with multiple occupancy’ (HMO) licences may not be up to date.


Members asked questions in relation to the Arcus project and HMOs and expressed concerns with the new waste contract which was showing on the report with the Red ‘RAG Status’ which is defined as ‘having significant concerns over achieving outputs or there is serious slippage in the timetable or there are major issues to rectify’. Officers provided assurance to members that the project is on track for successful implementation.


Debate then moved to assets and questions were raised from Councillor Heaslip in relation to Council owed assets and the Councils use of its properties. The Head of Programme and Project explained that the Capital Strategy 2020/21 which will include the full asset register which shows the current status and future plans.


Members noted the contents of the report.


Forward Plan pdf icon PDF 258 KB


Members noted the contents of the forward plan.



Work Programme and Outcomes Monitoring pdf icon PDF 581 KB


Members were advised that an invite had been issued to all the representatives of outside scrutiny bodies and this will be included as an item for the next meeting of the Overview and Scrutiny Committee.


Members then discussed potential items to be included in the 2020/21 work programme.


Members noted the contents of the work programme.


Task and Finish Group/Working Group Updates


Updates were provided to members of the work of the task and finish groups


·  Budget group – the group will meet again once the budget has been approved.


·  Procurement Group – the group are due to meet with officers following receipt of the lessons learnt report, this however may be delayed due to the commercial sensitivity of the report.


·  Future Waste Management Group – the group is due to meet with officers on 26 February 2020 and the implementation of the LATCO is on track.


·  Climate Change Group – Report presented earlier in the meeting, all 18 recommendations approved.