Agenda and minutes

Overview and Scrutiny Committee - Friday 27th November, 2020 1.30 pm

Venue: Zoom Virtual Meeting

Contact: Ian Hinde  01900 702544

Link: View Meeting (Allerdale BC YouTube Channel)

Items
No. Item

Amendment to Agenda

Due to the similarity of some items on the agenda, the Chair proposed the following;

 

·  ‘Consideration of the report of the Future Waste Task and Finish Group’ (2nd Bullet Point in Item 13), be moved to item 6 (Draft Waste and Recycling Policy).

·  Defer item 10 ‘Strategic Commissioning and Procurement Strategy action plan’ until item 13 but before the ‘Consideration of the report of the Procurement Task and Finish Group’

 

All members agreed to the changes to the order of the agenda.

 

212.

Minutes pdf icon PDF 139 KB

To sign as a correct record the minutes of the meeting held on 16 October 2020.

Minutes:

Councillor Heaslip moved an amendment to minute 121 (now minute 169), to add that, as Chair of the ‘Response to Pandemic Task and Finish Group’ he would attend the next meeting of the Executive to present the report’s recommendations.

 

The amendment was seconded by Councillor Grainger and all members were in agreement.

 

The amendment has been made and the minutes of the meeting held on 16 October 2020 were signed as a correct record.

 

 

213.

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:

13.  Task and Finish Group Updates.

  Councillor Michael Heaslip; Other Interest; was part of the original decision making process - declaration of interest only for 'Consideration of the report of the Procurement Task and Finish Group'.

 

214.

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

215.

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

216.

Draft Waste and Recycling Policy

Presentation outlining the rationale for and key elements of this policy

Minutes:

The Assistant Business Development Manager presented the Draft Waste and Recycling Policy, the aims of the new policy are;

 

  • Reduce the amount of total waste and recycling at source before it is collected
  • Maximise the use of recycling within the total waste and recycling collected
  • Reduce the amount of waste going to landfill in line with the waste hierarchy.

 

The new policy is also designed to support the Councils strategy, and was due to be in place in April 2020, however this was delayed due to issues including Covid 19 and the transfer of the waste contract over to Allerdale Waste Services. The policy also aims to capture the positive aspects and best practices from existing policies.

 

Members were then provided with an overview on each section of the new policies;

 

  • Introduction, including legislation
  • Method of household waste and recycling collection
  • Communal methods of collection
  • Presentation of containers
  • Frequency of container collections
  • Replacement of containers
  • Larger containers
  • Smaller containers
  • Additional containers
  • Missed collections
  • Weather disruption
  • Overloaded containers
  • Extra and excess waste
  • Contamination
  • Assisted collection
  • Bulky collections
  • Trade waste
  • Recycling bring sites
  • My Allerdale

 

Members were advised that the policy would be presented to the Executive Committee in January 2021 for approval.

 

Members then asked questions, debated and made recommendations in relation to several topics;

 

Bin collection times – it was confirmed to members that the official time for collection is 7am and all containers should be returned to properties by 12midnight.

 

Bulky Waste – Following questions in relation to value for money, it was explained that the pricing is aligned to neighbouring authorities. Feedback was shared with officers that the current method of pricing is too rigid, perhaps customers could be charged per item.

 

Change of Tenant/Property Owner – Following suggestions that it should be included, Officers advised members that the policy will include a commitment to regularly review the requirements of residents and amendments made to size of containers etc will be made if applicable.

 

Information Management – this is covered in the policy and data is used for the development of the service.

 

Plastic Waste – Members were advised that efforts are being made to improve this service, but it is largely dependent on what can be recycled and sold to a third party. Officers are also currently reviewing tetra pack recycling.

 

Fly Tipping – This is stated in the policy and officers work closely with enforcement teams. It was suggested that to reduce fly tipping, residents could bring large waste items to a central collection point, for a small fee.

 

217.

Local Government Reorganisation

Consideration of the decision taken by the Executive on 25 November 2020

Minutes:

The Head of Policy, Strategy and Performance provided an update to members in relation to the Local Government Reorganisation.

 

At the last Council meeting (23 November 2020), Council resolved to approve two motions, and following this, a letter has been sent to the relevant secretary of state. The Executive then met on 25November 2020 and agreed to authorise the Chief Executive to finalise and submit a proposal for Local Government Reorganisation in Cumbria based on the Executive Committees preferred model which is a two unitary authority model for Allerdale, with Copeland and Carlisle City. Weekly consultations were ongoing with the consultants and officers from Copeland and Carlisle City. The final submission will be submitted by 9December 2021 and officers confirmed that members would receive a copy of the proposal before submission.

 

Members then questioned the officers and debate ensued.

 

Councillor Heaslip questioned the decision-making process between Executive and Council. Acknowledging that there is a gap in understanding and proposing that this committee should meet with the Monitoring Officer and Policy Officers for a ‘lessons learnt’ discussion, and to develop understanding of the decision-making process. Councillor Scott seconded the proposal, all members agreed.

 

Agreed

 

Monitoring Officer and Policy officers to meet with Overview and Scrutiny Committee for a lesson learnt discussion and to develop the committees understanding of the decision-making process between Executive and Council.

 

 

218.

Quarter 2 Performance Report 2020/21 pdf icon PDF 230 KB

Additional documents:

Minutes:

The Policy Manager (Corporate, Performance and Information) introduced the Quarter 2 performance report for 2020/21 and provided an overview of the report including key projects and activities, corporate KPIs and strategic risks which are based on the interim delivery plan.

 

Members were informed that most of the activities/projects were performing as expected. The Reedlands Road project was closed following a decision taking by Executive in October 2020. In terms of KPIs, due to the current pandemic some KPIs have a ‘no fixed target figure’. Only one indicator was off target, which was the percentage of successful homelessness preventions and relief outcomes. This is a consequence of pandemic related activities.

 

The Chair then asked for an update in relation to the review of the performance reporting framework. Members were advised that this was ongoing, and a review was being undertaken across the organisation.

 

The Chair then raised questions in relation to target operating models, this was advised as being the desired future vision for the organisation, and how the Council delivers its 10-year plan. Further detail in relation to the targeting operating model and will be presented to members at a future meeting, alongside the review of the performance framework.

 

Members then asked questions in relation to Otley Road, Workington Hall Parklands and alternative plans for Reedlands Road. In relation to Reedlands Road the committee would like the Executive to consider alternative plans for this site, which has been derelict for several years. The details of the Executive decision and background papers will be circulated to members.

 

In relation to Otley Road, this will be developed into affordable housing as part of the Housing Company, with works to be completed April/May 2021, details of the proposal will be circulated to members.

 

Further questions were asked, and debate ensued in relation to Leisure Centres and the financial breakdown for each leisure centre, in particular the Wave. Members requested these figures from officers including details of the 40k payment made to GLL to assist with the pandemic.

 

Members noted the contents of the report.

 

219.

Quarter 2 Finance Report & Revised Budget 2020-21 pdf icon PDF 862 KB

Additional documents:

Minutes:

The Section 151 officer provided an update to members explaining the pandemic has had significant impact on the Councils finances. The main impact has been on income streams such as commercial and car parking income but except for the homelessness work, the Councils expenditure has not significantly increased. Members were advised to support the Council finances; funding has been received from the Government and 167k has been released from earmarked reserves. The estimated funding deficit for 2021/22 is approx. £1 Million.

 

Members reviewed the report for Quarter 2, and it was highlighted by the Chair (following discussion in the previous item) that the approx. cost of the Reedlands Road project is £270k.

 

Questions were then asked to officers in relation to NNDR and the S31 grant, Solway Coast AONB, and savings to salary costs.

 

In relation to Track and Trace, members questioned the funding received so far, the S151 officer confirmed that most of the funding has been given to the County Council and discussions are ongoing to receive further funds.

 

Members noted the contents of the report.

 

220.

Strategic Commissioning and Procurement Strategy action plan pdf icon PDF 222 KB

Additional documents:

Minutes:

This item was moved and as such became the last item on the agenda before the meeting moved into ‘part 2’.

 

Councillor Greaney chaired this agenda item.

 

The Procurement Officer presented action plan with support from The Head of Project and Programmes. Members were advised that this was an update following the Strategic Commissioning and Procurement Strategy, which was approved by Executive in March 2020.

 

The action plan sets out the actions against the Council key priorities.

 

Members noted the contents of the report.

 

Councillor McCarron-Holmes left the meeting

221.

Forward Plan pdf icon PDF 365 KB

Minutes:

Members noted the contents of the Forward Plan

222.

Work Programme 2020/21 pdf icon PDF 448 KB

Minutes:

As actions were raised during the meeting and further information will be presented to the committee, members agreed that the co-chairs can review and amend the work programme if necessary.

 

Members noted the contents of the Work Programme 2020/21

 

223.

Task and Finish Group Updates pdf icon PDF 226 KB

·  Verbal update from the Budget and the Pandemic Response Task and Finish Groups

 

·  Consideration of the report of the Future Waste Task and Finish Group

 

The Chair will move: 

 

That under Section 100A (4) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they may involve the likely disclosure of exempt information as defined in paragraph 3 of part 1 of Schedule 12A of the Act.

 

·  Consideration of the report of the Procurement Task and Finish Group

 

Additional documents:

Minutes:

Budget Task and Finish Group

 

Members attended a presentation with the S151 officer on how the budget process works and how the budget is put together. The Budget Task and Finish group will also shadow the work of the Budget Review group.

 

Pandemic Task and Finish Group

 

The group attended a presentation with UCLAN to understand the impact the pandemic has had on Children and Families. A further presentation will be delivered to members on Child Poverty and the impact of Covid on community resilience.

 

Future Waste Task and Finish Group

 

Members were advised that this work had been completed and two out of the three recommendations had already been addressed in the draft waste policy. The outstanding recommendation is ongoing in relation to cross party membership of the Allerdale Waste Services (AWS) Shareholder Committee. Members were advised that it is not possible to have cross party representation as the AWS Shareholder Committee is a subcommittee of the Executive. The Co-Chairs of Overview and Scrutiny will work with the Audit Chair and Constitution Review group to look at ways to look at scrutiny and accountability of the AWS Shareholder Committee and report back to members.

Debate ensued in relation to whether the future waste task and finish group should to continue to work with officers on the waste strategy. The Head of Strategy, Policy and Performance explained that policy development was being regular reviewed in the cross-party policy working group, members were satisfied that the future waste group had completed their task.

 

Councillor Heaslip left the Meeting

 

Councillor Greaney took over as Chair.

 

The Chair moved:

 

That under Section 100A (4) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they may involve the likely disclosure of exempt information as defined in paragraph 3 of part 1 of Schedule 12A of the Act.

 

Procurement Task and Finish Group

 

Councillor Greaney delivered a summary of the procurement task and finish group report including the recommendations.

 

Members noted the contents of the report.