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 I E Dobson, and N R Pudney.

To confirm the Minutes of the meeting of the Overview and Scrutiny Committee held on 28 March 2018, (copy enclosed).

RESOLVED, that the Minutes of the meeting of the Committee held on 28 March 2018 be approved and confirmed.

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 on a specific agenda item, the time slots to be allocated on a “first come first served” basis.

3.               Participation may take the form of a statement, or alternatively a question to be addressed to the Chairman.  There will be no discussion on questions put unless it is formally moved.  In line with the current scheme applied to other Committees, the questions must:

·                 not be defamatory, frivolous, vexatious or offensive;

·                 not be the same or substantially the same as another question to the same meeting or anything so put in the last six months;

·                 not involve the disclosure of confidential or exempt information.

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

There was none.

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 was none.

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

The Committee received the report of the Director of Resources confirming the Committee’s Work Programme for 2017 / 18, attached as Appendix 1 to the report.

The Director of Resources updated Members on the progress of work:

·                    Provision of Healthcare Services:

1)             Maldon Health Hub – Members were advised that this project has been withdrawn as Maldon District Council (MDC) can no longer commit resources and officer time to the project.  When the NHS provides further commitment MDC will reconsider this project.

2)             Recruitment and Retention of GPs – MDC would continue to liaise with partners.

·                     Internal and External Communications:

1)             Members discussed the current IT package used by MDC, several Members of the Committee advised that they had problems receiving emails, whilst others advised that the system worked well and had experienced no problems.  There was concern to response rates to emails, and it was agreed this item be considered at the next meeting.

2)             Members informed the Committee that not all seminars and meetings showed in Outlook calendars.  It was requested that this be reviewed to ensure all appointments were uploaded to Member’s calendars.  A comment was raised that some assumption is placed on emails having been received and read when in fact this may not be the case

Members requested that an update on the Digital Strategy and its success rates be presented to a future meeting of the Committee in six months.

Members were requested to suggest new agenda items future meetings of this Committee.

Councillor P G L Elliott raised concerns over the choice based letting system.  It was agreed that Councillor Elliott and the Director of Resources would meet for discussion on how to progress this.

RESOLVED:

(i)                 Than an update on Internal and External Communications from the Director of Resources be considered at a future meeting of this Committee.

(ii)               That the following item be withdrawn from the program of work:

a.                   Provision of Healthcare Services – Maldon Health Hub.

(iii)             That the following items be removed from the program of work:

a.                   Planning Enforcement,

b.                   Primary School Education within the District,

c.                   Empty Homes Returned to Use.

To consider the report of the Chief Executive, (copy enclosed).

The Committee considered the report of the Chief Executive which provided details of performance against targets set for 2017 / 18 (attached at Appendix 1 to the report) and to ensure that progress was being achieved towards overall corporate goals and objectives set out in the Corporate Plan 2015 – 19.

Members’ discussed the report in detail focussing on those activities behind schedule or at risk. In response to a number of questions the following information was provided:

Councillor M S Heard declared he had a non-pecuniary interest, as he was currently employed by Essex Police as an auditor.

·                    Level of Reported Crime - The Chief Executive clarified the wording on page four of Appendix 1 to the report, was mainly regarding gang related activity and child sexual exploitation and that this had been a concern in some schools.  Members were advised that the Community Safety Partnership had worked in partnership with Police to raise awareness in schools and highlight risks. 
It was noted that MDC had been proactive in its approach of explaining the risks to young people, and had received a positive response.

·                    North Heybridge Garden Suburb - The Director of Planning and Regulatory Services advised that following a declaration from Countryside Properties’ stating they would submit an amended application omitting a flood alleviation scheme (FAS), MDC had been working with the Environment Agency and wider partners, including Homes England, and looking into alternatives for delivering a FAS.

Members stated that the current Countryside planning application had limited numbers of affordable housing and, in keeping with the Local Development Plan (LDP), would like to see this figure increase to 30% in any amended application.  The Director of Planning and Regulatory Services advised that during discussions with Countryside Properties it had been made clear that plans should be compliant with the policies within the LDP.

The viability of the project was queried by Members as issues around flooding had not been resolved. 

The Committee was advised by The Director of Planning and Regulatory Services that it was always going to be challenging to enforce the delivery of the FAS following legal clarification provided during the Examination in Public of the LDP.  Members were also advised that Countryside Properties had cited a lack of support from partners and the resultant delays for the failure to deliver the scheme, and their subsequent decision to submit an amended proposal without the FAS.

·                    Figures for Planning Applications - The Director of Planning and Regulatory Services confirmed that decisions overturned at appeal were down to 6.5%, and that this was considered positive.

Some Members raised concerns that the time taken by the Council to validate planning applications did not compare to those of neighbouring authorities.  The Director of Planning and Regulatory Services drew Members attention to the improvement on figures from previous years, and advised that the validation process can be lengthy. 

The Chief Executive informed Members that the upskilling of planning administrative officers had been considered.  Members were advised that the Ignite programme  ...  view the full minutes text for item 142.

To consider the report of the Director of Resources (copy enclosed).

The Committee received the update report from the Director of Resources on the Procurement and Delivery of the 2016/2017 Capital Programme – Implementation of Recommendations; Appendix 1 of the report showed the status of these recommendations.

The following points were brought to the attention of the Committee:

·                    The Capital programme for 2018/19 was much smaller and more manageable than 2017/18, however this resulted in limited examples of construction projects to demonstrate implementation of the recommendations previously agreed.

·                    Safeguards had been put in place around using Quantity Surveyors to ensure that costs estimated were correct.

·                    The Corporate Leadership Team (CLT) now had a more stringent and robust review process in place.

·                    For the 2018/19 - 2019/20 period the Council would need to make a large investment in IT rather than bricks and mortar.

·                    Standard contracts from the Joint Contract Tribunal (JCT contract), would be used to safeguard the Council for construction contracts in excess of £10,000.

·                    Standard contracts from the Crown Commercial Services included terms pre-negotiated for the Council, and are approved by central government.  It was confirmed for the Committee that this had been used during the procurement of Office 365.

The Director of Resources confirmed that MDC was in the process of moving away from the bespoke model of IT currently in place and advised the Committee on the advantages of a standardised approach.

RESOLVED that the content of this report be noted and updates brought to future meetings of this Committee.

To consider the report of the Director of Customers and Community, (copy enclosed).

Group Manager for Leisure, Countryside and Tourism presented Member’s with the Moorings, Leases and Licences Update.  Members’ attention was drawn to the appendices to the report:

·       Appendix 1 detailed Hythe Quay Wharfage Charges, and

·       Appendix 2 set out the draft agreement for Berthing on Hythe Quay Maldon, addressing queries from the meeting on 28 March 2018. 

·       Appendices 3A - E contained maps relating to paragraph 3.3.1 of the report.

Members were advised that the Group Manager for Leisure, Countryside and Tourism had worked with the River Bailiff to conduct research into private moorings.

The Committee was advised of the decline in use of moorings across the United Kingdom, and that national trends show people of the United Kingdom prefer using marinas.

The Committee enquired whether there was anything the Council could do to increase use of the Blackwater and Crouch, and encourage people, especially young people, to take an interest in sailing. 

Members were informed that the Economic Team had worked with the Place Board and Burnham-on-Crouch Chamber of Trade to support maritime industries in that area and had looked to maximise the impact of festivals, and stated that in Burnham-on-Crouch sailing lessons were a part of this.

RESOLVED

  (i).          That part 35 of the draft Licence for Berthing on Hythe Quay Maldon (Appendix 2 to the report) be revised to confirm what British Standard mark(s) are approved for use.

(ii).          That the Planning and Licensing Committee be recommended to request that the[1] Director of Planning and Regulatory Services look into increasing the interest in using the Blackwater and Crouch Rivers.

There was none.

To resolve 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.

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 Resources, (copy enclosed).

The Director of Resources presented the report on Office Accommodation and Lease.

During this item Councillor M S Heard left the meeting due to a potential conflict of interest as he worked at the police station [1]and did not return.

Members discussed the report in detail with a focus on commercial rent, and asked questions which the Director of Resources duly answered. 

The Chairman, on behalf of the Committee, expressed thanks to the Director of Resources on her excellent work on behalf of the Council.

RESOLVED that the contents of the report be noted.