Agenda and minutes

The Chairman drew attention to the list of notices published on the back of the agenda.

Apologies for absence were received from Councillors Miss A M Beale, Mrs H E Elliott and J V Keyes.

In accordance with notice duly given it was noted that Councillor Mrs M E Thompson was attending as a substitute for Councillor Mrs Elliott and Councillor A S Fluker as a substitute for Councillor Keyes.

To confirm the Minutes of the meeting of the Committee held on 10 July 2018, (copy enclosed).

RESOLVED that the Minutes of the meeting of the Committee held on 10 July 2018 be approved and confirmed.

To disclose the existence and nature of any Disclosable Pecuniary Interests, other Pecuniary Interests or Non-Pecuniary Interests relating to items of business on the agenda having regard to paragraphs 6-8 inclusive of the Code of Conduct for Members.

(Members are reminded that they are also required to disclose any such interests as soon as they become aware should the need arise throughout the meeting).

There were none.

To receive the views of members of the public on items of business to be considered by the Committee (please see below):

1.               A period of ten minutes will be set aside.

2.               An individual may speak for no more than two minutes and will not be allowed to distribute or display papers, plans, photographs or other materials.

3.               Anyone wishing to speak must notify the Committee Clerk between 7.00pm and 7.20pm prior to the start of the meeting.

No requests had been received.

The Chairman made reference to the recent Smoke & Fire festival and Jazz evening which had been a great success.  He hoped that the Council would look to continue with these events in the future.

Members were advised that despite the weather on Sunday the Promenade Park had been very busy over the holiday period with a number of new activities joining the Bank Holiday Market.

To agree a replacement for Councillor R Pratt on the Places for People Liaison Committee

RESOLVED that Councillor Mrs B D Harker replaces Councillor R Pratt on the Places for People Liaison Committee.

To consider the report of the Director of Service Delivery, (copy enclosed).

The Committee considered the report of the Director of Service Delivery providing a summary of the allocation and outcomes of the Council’s Disabled Facilities Grant (DFG) programme for the previous year and an indication of the key activities planned for the current financial year.

It was noted that income from fees for the previous year was £40,600 and contributions from housing associations amounted to more than £17,000, creating a supplementary receipt of nearly £60,000 making the service almost financially self-supporting.

Appendix 1 to the report provided a record of customer satisfaction for the last financial year and showed that for all aspects monitored scores were above 90%. 

The Director of Service Delivery advised that reference to paragraph 3.4 in recommendation (ii) should refer to paragraph 3.5.

Councillor R G Boyce declared an interest in this item of business, as a Member of a local housing association.

Councillor A S Fluker proposed that the recommendations in the report be agreed.

During the debate a number of comments and questions were raised by Members and responded to by Officers.  Where information requested was not available the Director of Service Delivery agreed to respond directly to Members, this information included:

·                 clarification that the Council was not directly responsible for providing home from hospital schemes and the contribution required;

·                 Officers agreed that there was some duplication in terms of the assessments required for a person returning from hospital and would seek further clarification on this;

·                 providing information about other services, what information was being expected by the public;

·                 the size of the sample size used for the customer satisfaction survey;

·                 adaptations made to homes and how the Council reviewed specifications to ensure the right adaptations were being provided, including value for money;

·                 clarification of the definition of Community Led Housing;

At this point Councillor Fluker withdrew his earlier proposition and proposed that the report be deferred.  This was duly seconded.  Following further discussion the Chairman put the proposal from Councillor Fluker to the vote.  Upon there being an equality of votes the Chairman used his casting voting against the proposition for deferral. 

Councillor H M Bass proposed that Members noted the key achievements from the previous year and the proposals detailed in paragraph 3.5 of the report should be brought back to the next meeting of this Committee.  This was duly seconded and agreed.

RESOLVED

(i)             that the key achievements from the previous year be noted;

(ii)            that the proposals as detailed below be brought back to the next meeting of this Committee:

(i)             Approval to fund an apprentice surveyor – helping manage succession planning, improving capacity and resilience to meet longer term demands on the service;

(ii)           Agreement to use some additional funding to contribute towards the cost of a ‘home from hospital’ scheme, linked with Community Led Housing, helping local housing associations provide dedicated facilities to help local people leave hospital sooner, move closer to family and undertake a programme of reablement;

(iii)         Explore the potential to create a local home improvement  ...  view the full minutes text for item 372.

To consider the report of the Director of Service Delivery, (copy enclosed)

The Committee considered the report of the Director of Service Delivery providing an update on the Advice Service Contract after year two of the three year contract. 

The report provided background information regarding and highlighted some of the successes of the Advice Services Contract which Maldon Citizens Advice commenced with on 1 April 2016.  It was noted that an extended and enhanced service had been delivered with recognition through the annual external audit of the high levels of service and quality of advice.  An extension of the current contract until 31 March 2020 had been approved and a decision regarding future commissioning of an Advice Service would be subject to Members consideration as part of the 2019 / 20 Strategic Financial Planning process.

A debate ensued during which Members commented on the importance of and current service provided by Maldon Citizens Advice in addition to the need to ensure value for money.  The factual nature of the report was commented on and the Director of Service Delivery advised that this had been measured against specifications that the Council had agreed to.  The figures showed a positive trend in terms of Citizens Advice working with the Council.

Members’ were advised that reference to Unique Client referred to an individual case being dealt with by Citizens Advice.

RESOLVED that the contents of the report be noted.

The Chairman allowed Councillor B S Beale to raise a question at this point.  However, given that this item was not on the agenda, it was not debated. [1]

To resolve that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following item(s) of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

RESOLVED that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

To consider the report of the Director of Service Delivery, (copy enclosed).

The Committee considered the report of the Director of Service Delivery seeking Members’ approval of a new fee structure for roundabout advertising and sponsorship within the District.

The report provided background information regarding the current arrangements in place to provide a sponsored roundabout scheme across seven sites within the Maldon District.  Members were advised of the proposal for future sponsorship / advertising to be managed in-house and the report provided detailed information regarding this proposal, including a minimum charging scheme proposed.  In response to a question regarding resources, the Director of Service Delivery highlighted the benefits of managing such a scheme in house.

The Director of Service Delivery advised the Committee that the proposed charge was not part of the standard fees and charges and therefore could be resolved by this Committee without the need for recommendation to the Finance and Corporate Services Committee.

Members’ commented on the fact that Essex County Council Highways Authority would require Maldon District Council to pass back 20% of the gross income generated and it was questioned what any ring fenced monies would be for.  In response to concerns raised the Director of Service Delivery advised that he would undertake further negotiations with the County Council

In response to a question, the Director of Service Delivery advised that there were further sponsorship opportunities that the Council would be looking into, but this report specifically related to roundabout sponsorship.

Following a lengthy discussion, the Chairman put the recommendations as set out in the report.  Recommendations (i) and (ii) were agreed along with an amendment to recommendation (iii) to include consultation with the Chairman and Vice-Chairman of this Committee and the Leader of the Council.  In light of the discussions and comments raised the Director of Service Delivery suggested that Members may wish to consider a further recommendation that Officers negotiate with Essex County Council over the proposed 20% contribution to take into account the Council’s expenses (NET) and seek clarification for the spend fund within the District, reporting back to the Committee.  This was duly agreed.

The Director of Service Delivery was also requested to confirm that the Council had subscribed to a Public Realm Agreement.

RESOLVED

(i)              that the Community Services Committee agrees to the principle that a roundabout advertising and sponsorship scheme should be continued and that future arrangements are directly managed in-house by the Council;

(ii)            that the Charges policy wording and accompanying fee structure as detailed within the report be agreed;

(iii)          that the Director of Service Delivery in consultation with the Chairman and Vice-Chairman of the Community Services Committee and Leader of the Council be granted delegated authority to accept suitable sponsorship offers subject to the Policy as agreed in (ii) above;

(iv)          that Officers negotiate with Essex County Council over the proposed 20% contribution to take into account the Council’s expenses (NET) and seek clarification for the spend fund within the District, reporting back to the Committee.