Agenda and minutes

Any apologies for absence that have been received will be noted at this point.

Mrs Apel welcomed the committee, members, officers and the press and invited all present to stand for a minutes silence in memory of those who lost their lives in the recent Paris attacks.

Apologies were received from Mr Lloyd-Williams.

To approve as a correct record the minutes of the Overview & Scrutiny Committee meeting held on 15 September 2015.

To consider progress against the recommendations to Council and Cabinet.

Mrs Apel explained that the recommendations from the Hyde Review were ongoing. Members had been informed that Hyde were holding a serious of residents meetings at many of the sites in the review. Some members were invited to these meetings. Hyde had invited members to attend an Open Day in Chichester on 18 November 2015. Mrs Apel encouraged all present to attend.

RESOLVED

That the minutes of the Overview and Scrutiny Committee (OSC) held on Tuesday 15 September 2015 are approved as a correct record.

Accordingly, Mrs Apel signed and dated the official version of the minutes.

The Chairman will announce any urgent items that due to special circumstances are to be dealt with under the agenda item below relating to Late Items.

To be discussed under late items:

·       OSC work programme

·       Centre for Public Scrutiny sponsored awards

Members and officers are reminded to make any declarations of disclosable pecuniary, personal and/or prejudicial interests they may have in respect of matters on the agenda for this meeting.

Mr Cullen declared a personal interest in relation to agenda item seven as a private landlord based outside of the district.

Mr Galloway declared a personal interest in relation to agenda item seven as a private landlord based outside of the district.

Mr Ransley declared a personal interest in relation to agenda item seven as a private landlord.

Mr Shaxson declared a personal interest in relation to agenda item seven as a private landlord.

The procedure for submitting public questions in writing no later than 12:00 on Monday 16 November 2015 is available upon request to Member Services (the contact details for which appear on the front page of this agenda).

There were no public questions.

The Corporate Task and Finish Group established to carry out the above review will be reporting to Council and Cabinet in January. Mr McAra, a former member of the Overview and Scrutiny Committee, was the committee’s representative on this Task and Finish Group which has met over the last year. Mr McAra, along with officers from the T&FG have been invited to attend this meeting to provide the committee with an oral update on progress to date with this review and the next steps.

Mrs Apel introduced the item explaining that a year and a half ago it had been agreed to review leisure services. It was now timely to receive an update on progress with this review.

Mr McAra, a former member of the OSC and originally nominated to sit on the Cabinet led Leisure Task and Finish Group (TFG), explained that the TFG had met several times and the leisure services review was still ongoing. The TFG discussed options for the leisure centres and potential private operators, reducing the preferred options to two following an interview process. Mr McAra noted the process could result in considerable savings for the council although the provision of current services needed to be maintained, the impact on other council services minimised and the impact on tax payers considered.

Mrs Hotchkiss explained the process to date. In September 2014 Cabinet reached a decision to test the market for leisure services provision and set up a TFG which had met six times. The first meeting in November 2014 agreed the terms of reference and established a reporting structure. In April 2015 following competitive dialogue the leisure services went out to open tender with 11 parties registering interest. Following an evaluation process this was reduced to five who were invited to submit tenders. In August 2015 two preferred bidders were decided. The TFG received presentations from both and the final tenders had been submitted. Following a re-evaluation process the tenders would be discussed at the December 2015 TFG along with the risks and benefits of outsourcing. The final decision of whether to outsource leisure services will be made by Council. If Council decides in favour of outsourcing then Cabinet will decide its preferred contractor in February 2016.

Mrs Hotchkiss assured the committee that the following communication methods had been used for the review:

·       A Staff Forum with 15 representatives from across the leisure services including sports development

·       Two letters to all staff involved

·       Senior officers attended two Joint Employee Consultative Panels

·       Clubs, organisations, partners and sponsors have been written to and invited to comment and discuss any questions

·       A newsletter was issued to the leisure centres, libraries and other local community venues

·       The local paper featured a double page spread on the review

Mr Cullen noted the excellent work of the leisure centres is due to the positive attitude and work of the staff. Mr Cullen asked how the current services would be protected. Mrs Hotchkiss explained that if a contractor was the preferred option they would be issued with a Sports England contract based on a Sports England specification to keep the high standards and ensure baseline facilities are maintained or enhanced. Both contractors were asked to produce method statements for current delivery. Mrs Hotchkiss explained that services such as GP referrals will continue. Mr McAra added that consideration would be given to The Grange as a joint building with West Sussex County Council (WSCC).

Mrs Hotchkiss clarified for Mrs Graves that working with a larger organisation could  ...  view the full minutes text for item 28.

The committee is requested to consider the draft Private Sector Housing Renewal Strategy 2016-2012 and make any comments on this document prior to the consultation period with stakeholders.

Mrs Reed explained that local authorities are undertaking reviews of housing stock in the district. A desktop exercise has been carried out. 22% of stock has a category one health and safety hazard. The results also indicate a high level of fuel poverty and cold homes in the central and northern areas of the district. The highest levels of hazards are also in the central and north areas of the district. Mrs Reed explained a strategy had been developed to help towards reducing these figures.

The strategy involves four main types of financial assistance:

1.     A Landlord Accreditation Scheme for private sector landlords to match-fund properties to bring them up to the minimum standard. Landlords can access up to £4,000 across a 10 year period. This has been successful since 2006 with the University of Chichester now only advertise accredited properties. 

2.     A Home Repair Assistance Scheme for the most vulnerable to carry out essential repairs if they meet the requirements of a means test.

3.     A Chichester Warm Homes Initiative for landlords and homeowners to provide vulnerable tenants with funding when they are unable to access grants from energy companies.

4.     Providing mandatory disabled facilities grants and continuing to work with housing colleagues to ensure clients reside in a suitable home.

Mr Dunmall clarified that the recommendation should read 2021.

Mr Dunmall added that the stock modelling exercise showed a much lower level of excess cold hazard and fuel poverty in social housing.

Mr Cullen asked for clarification on funding provided by WSCC. Mr Dunmall advised an approximate 10% cut back on funding was likely.

Mr Ransley commented on the terms of reference and the credibility of a desktop exercise and could see no target or outcome proposed in the strategy. Mr Ransley asked how the most vulnerable would be identified and requested an indication of achievements from the current year in order to justify any targets set for the strategy next year.

Mr Dunmall explained that the information used was sourced from the 2011 Census which contained questions about home and heating. The English House Condition Survey also provided data on financial resources and expenditure. The Building Research Establishment carried out the stock modelling exercise and the results of such surveys have been shown to reflect the results of physical surveys. Mr Dunmall explained the strategy was in draft and amendments will be considered following the consultation process.

Mr Ransley asked how the most vulnerable would be identified. Mr Dunmall explained that information is held for individual properties on a database but staffing levels do not allow for a thorough search. The council will identify residents with capital under £16,000 who are in receipt of a means tested benefit.

Mrs Hamilton asked if any of the Rural Estate Landlords had joined the accreditation scheme and if they had why they required the financial benefits. Mr Dunmall explained that no Rural Estate Landlords had taken up the scheme. Cabinet had provided Cowdray, Goodwood and similar estates with grants  ...  view the full minutes text for item 29.

The committee is requested to note the report from the Grants and Concessions Panel and agree that a review be carried out.

Mr Hyland explained that an arrangement had been made in March 2014 to support Voluntary Action Arun and Chichester for a two year period with funding from this Council, and monies received from WSCC under contract. The current arrangement is due to end in March 2016. The Grants and Concessions Panel have scheduled to discuss a detailed report on the matter at its January 2016 meeting when further information regarding whether WSCC will commit to funding should be available.

Mrs Apel expressed concern over the risk posed to the continued work of a large volume of organisations if the funding were to cease. Mr Hyland explained that the funding available from WSCC is currently unclear due to a larger review taking place.

Mr Ransley requested a separate exercise to address the bigger picture of funding for the voluntary sector. Mr Hyland explained that the report provided a snapshot in time and at present there was no definitive way forward, however there was a belief that a level of funding would be available next year but this would hopefully be confirmed at the Grants and Concessions Panel.

Mrs Tassell expressed how impressive speakers from the voluntary organisations had been at a previous TFG.

Mr Cullen noted the excellent work of the organisation and the vast amount of work carried out.

Mr Cullen recommended that the Leader write to the Leader of WSCC asking for an immediate response to WSCC’s Voluntary and Community Sector funding commitment post March 2016 with the outcome reported back to the January OSC meeting. This was seconded by Mr Potter.

Mr Shaxson explained that care should be taken in scrutinising the voluntary sector to keep encouraging volunteering.

RECOMMENDED TO THE LEADER OF THE COUNCIL

That the Leader writes to the Leader of WSCC asking for an immediate response to WSCC’s Voluntary and Community Sector funding commitment from March 2016.

RESOLVED

1.     That the Grants and Concessions Panel report be noted.

2.     That the Grants and Concessions Panel will be carrying out a review of the funding agreements and that the Panel makes recommendations for the renewal of the contract.

3.     That the Council plans ahead for any future gap in funding of this service.

4.     That an update be provided to the January OSC.

The committee is requested to consider the findings of the Task and Finish Group and make recommendations accordingly.

Mrs Dignum explained that the Corporate Plan TFG was tasked with checking the Corporate Plan performance against targets with six red areas identified:

The Housing Condition Stock Modelling

·       This item was only flagged red due to a delay in coming to OSC

·       Mrs Dignum expressed admiration for the hard work of the Housing Department

Private Sector Renewal Policy

·       This item was only flagged red due to a delay in coming to OSC

·       Mrs Dignum noted no real concerns

All Reported Crimes – Chichester

·       The council is not responsible for crime rates but is a partner to authorities who are

·       There has been a 3.3% increase in crime

·       The increase could be explained by a change to the method of recording serious crime and the increase trend in the number of sexual offences being reported

·       Mrs Dignum explained that the activities of one individual can skew the results for an area

·       Mrs Dignum praised the Community Wardens who work to prevent crime and suggested they be given permanent contracts

The percentage of people who are maintaining positive lifestyle changes as a result of referral to the Wellbeing Hub after 3 months

·       Mrs Dignum explained the wellbeing quarterly surveys were impressive

·       A target had been set of 80% and previously 90% had been achieved

·       The lower score of 75% can be attributed to the loss of data for the period by an individual and some lack of advice taken up by those referred to the service

·       Mrs Dignum commended the efforts of those involved in the many positive case studies

To increase the survival rates of companies after 3 years to align with SE actual

·       A 57.1% survival rate was achieved against SE outturn of 51.2%

·       A challenging but considered achievable target of 61.9% was set locally

·       Mrs Dignum requested updated figures in December as the figures provided were a year in arrears

The percentage of household waste sent for reuse, recycling and composting

·       The target for recycling was set at 42%  but 39.25% was achieved

·       The Inter Authority Waste Group discussed ways to increase this figure with suggestions including the collection of textiles, small electrical items, smaller waste bins, food waste bins and collecting rubbish less often

·       Mrs Dignum explained the TFG felt this was an area of concern and further attention is required

·       Mr Barrow, the Cabinet Member for Environment, had been requested to attend this meeting to update the committee but had been on holiday, however he is scheduled to brief Full Council prior to its 15 December meeting

·       Mrs Dignum highlighted the European Union target of 50% recycling by 2020 and a possibility of 70% recycling by 2030 which would require some radical rethinking

·       Recycled 500 more tonnes of recyclate last year but residual waste had risen more, for reasons not understood

Mr Shaxson proposed reintroducing the Waste Minimisation Strategy Panel, the Council’s former recycling monitoring body, to help identify solutions. Mrs Tassell seconded.

Mrs Plant discussed the issue of the treatment of black bag rubbish which contains  ...  view the full minutes text for item 31.

The committee is requested to agree the Chairman, membership and terms of reference of the group.

RESOLVED

1.     That Mrs N Graves, Mr G Hicks and Mr J Ransley be confirmed as members of this Task and Finish Group.

2.     That the Terms of Reference, scope and outline plan be approved.

The committee is requested to agree the Chairman, membership and terms of reference of the group.

RESOLVED

1.     That Mrs P Dignum, Mrs N Graves, Caroline Neville, Mrs P Plant and Mrs J Tassell be confirmed as members of this Task and Finish Group.

2.     That the Terms of Reference, scope and outline plan be approved.

Consideration of any late items as follows:

a)    Items added to the agenda papers and made available for public inspection.

b)    Items which the Chairman has agreed should be taken as matters of urgency by reason of special circumstances reported at the meeting.

OSC Work Programme

Mrs Jones updated the committee on the items scheduled for the January OSC meeting:

·       Budget review TFG – final report

·       Antisocial Behaviour Act and Enforcement Policy – review of implementation

·       Housing Strategy – review in light of recent government changes

·       Improving the Health of our Communities and Workforce - assessment of project outcomes

·       Think Family Expansion Programme – evaluation of outcomes

·       Business Improvement District – evaluation of outcomes in the Business Plan

·       Cultural Grants TFG - terms of reference

·       Hyde Review TFG - terms of reference

Centre for Public Scrutiny Award

Mr Hyland explained that the Centre for Public Scrutiny sponsors an annual award with entry closing in February. Entries are marked against the following criteria:

·       Innovation

·       Involving Communities

·       Raising the Profile

·       Service Transformation

·       Working Together

The committee agreed that they may consider an entry in 2017.

There are no restricted items for consideration.

There were no restricted items for consideration.