Agenda and minutes

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

An apology for absence was received from Councillor M S Heard.  In accordance with notice duly given Councillor Mrs N G F Shaughnessy was attending as a substitute for Councillor Heard.

To confirm the Minutes of the meeting of the Overview and Scrutiny Committee held on 21 June 2017, (copy enclosed).

RESOLVED

(i)              that the Minutes of the meeting of the Committee held on 21 June 2017 be received.

Minute No. 174 – Apologies for Absence

Councillor P G L Elliott advised that he had tendered his apologies for this meeting but they were not recorded in the Minutes.

RESOLVED

(ii)            that subject to the above amendment, the Minutes of the meeting of the Committee held on 21 June 2017 be 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).

Councillor Mrs P A Channer disclosed a non-pecuniary interest as an Essex County Councillor and made specific reference to Agenda Item 8 – Section 106 Agreements.  She also disclosed an interest as Chairman of the Planning and Licensing Committee and a member of the South Eastern Area Planning Committee who discuss enforcement cases.

To receive and note 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.

Members were provided with the following updates and commented on the scrutiny items detailed on the 2017 / 18 programme of work:

·                 Provision of Healthcare Services – It was noted that the Chief Executive had attended the recent Health Hub Partnership Board meeting and progress appeared to be slow.  Mid Essex Health Trust had requested that the Health Hub offers full maternity services and an outline business case was expected in mid-October.  The business case for the Heybridge Primary Care unit was due to be finalised in November with completion of the building within three years.

Councillor N R Pudney provided a brief update in relation to the Maldon Health Hub.  Councillor Pudney made specific reference to the following updates / newsletters, advising he would circulate them to Members:

·                 West Essex Clinical Commissioning Group consultation;

·                 Gluten free prescribing service restriction policy;

·                 Scrutiny Committee proposals for future scrutiny of the Suffolk and North East Essex Sustainability and Transformation Plan and extension of the children and young people’s emotional wellbeing and mental health contract;

·                 Broomfield / Southend / Basildon hospitals current situation;

Councillor Pudney referred to a meeting he attended with John Ryland and highlighted some concerns raised in relation to the conditions of GP surgeries with the growing population and new housing growth.  Members were advised of a meeting Councillor Pudney and the Director of Resources were attending with the Clinical Commissioning Group the following week.

Councillor Mrs P A Channer declared that she sat on the Maldon Health Hub.

In response to a question regarding the rate of progress, the Director of Resources informed the Committee that this had been raised at a meeting with the Homes and Community Agency to identify if there was anything strategic that the Council could do to move the process forward.

·                 Section 106 / Elections – These topics were the subject of separate reports on this meeting’s agenda.

·                 Planning Enforcement – Councillor M W Helm was due to meet with the Group Manager - Planning Services.

Councillor Mrs Channer provided Members with an update following a discussion at the recent Committee Chairmen’s meeting regarding the receipt of planning enforcement reports.  At this point she reiterated her earlier declaration being a member of the South Eastern Area Planning Committee.

Councillor S J Savage declared a non-pecuniary interest as a Member of the Central Area Planning Committee and provided an update on how the Committee dealt with the quarterly planning enforcement reports.

·                 Primary School education in the District – A report on this topic would be brought to the next meeting of the Committee.  It was noted that Councillor Mrs M E Thompson was the Member sponsor and not Councillor P G L Elliott.

·                 Procurement and Delivery of the 2016 / 17 Capital Programme – An update report was scheduled for the October meeting of the Committee.

In response to  ...  view the full minutes text for item 352.

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:

·                 Identifying and implement Strengthening Communities Strategy Projects – It was noted that the Strengthening Communities Member Task and Finish Working Group would be meeting in October.  Endorsement of the Strengthening Communities Strategy would be sought at this time.  Officers were engaged in developing projects under this strategy.

·                 Level of reported crime – Members were advised that the Council was working with the Police to look at crime figures.  The Community Safety Partnership would be producing a plan to address local need which was due to be considered by the Responsible Authorities Group in October.

The Police were arranging a workshop with representatives from the rural community in September and the Director of Customers and Community advised that he would circulate the details to Members once they were confirmed.

Concern was raised regarding gangs and drug problems within the district.  The Director of Customers and Community reported on a recent meeting he had attended regarding drugs and the work being done to address these concerns.  It was noted that Essex County Council was working with other Services including the Youth Offenders department in respect of gangs. 

·                 Work with partners to seek funding / bring forward flood relief projects for identified surface and coastal flooding risk areas in the District – In respect of the North Heybridge Flood Relief Scheme the Council was seeking Environment Agency funding which would add to the viability of the project.

·                 Adopt the Maldon District Design Guide – The Planning Policy Manager advised that a report on the public consultation was due to be considered by the Planning and Licensing Committee at its next meeting.

·                 Percentage of total number of decisions on applications made during the assessment period overturned at appeal – Members were reminded that the Local Development Plan (LDP) had now been approved by the Secretary of State and it was anticipated that this should seek to address appeals overturned because of the Council’s lack of an up to date Local Plan.

Concern was raised by Members regarding the inconsistency of Planning Inspectorate decisions and reference was made to specific applications. 

·                 Total number of long term empty homes in the District – The Director of Resources reported that the total number for the Maldon District was low in relation to other areas. 

The Director of Customers and Community agreed to feedback to Members regarding what was being done to reduce the number of empty properties. 

·                 Implement the ICT Strategy projects for 17 / 18 (b) Upgrade the email system) – Members were informed that Thurrock Council had  ...  view the full minutes text for item 353.

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

The Committee considered the report of the Chief Executive providing an update on the arrangements for the collection of Section 106 contributions, trigger points and how money is billed; what sums have been received and how they are held; and what the decision making process is for the allocation of funds.  It was noted that this report was an update to the report considered by the Committee at its meeting on 8 February 2017.

At its last meeting this Committee had agreed to include in its Work Programme for 2017 / 18 confirmation of arrangement the collection of Section 106 (S106) (and Section 52) contributions and the decision making process for allocation.

The report provided detailed background information regarding S106 agreements, including the:

·                 arrangements for the collection of S106 contributions;

·                 decision making process for allocation;

·                 Corporate Officer Working Group.

A comment was raised regarding Tesco Stores Ltd, Maldon and the Planning Policy Manager advised that discussions were taking place with Tesco regarding the importance of the bus service continuing.

In response to a question the Planning Policy Manager advised that the Council did not have a Community Infrastructure Levy (CIL) at this moment as evidence had to be renewed, given the delay in the approval of the LDP, and now that the LDP had been approved, that work would take place leading and a public examination undertaken.

It was noted that the Committee would receive an update on Section 106 Agreements on a six monthly basis.

RESOLVED that the contents of the report be noted.

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

The Committee received the report of the Director of Resources providing an update documenting the effectiveness of the Council’s ability to deliver both the Essex County Council Election on 4 May 2017 and the Parliamentary Election on 8 June 2017.

The report provided detailed information regarding each of the elections, including:

·                    project planning;

·                    registration;

·                    polling stations and ballot box preparation;

·                    processing of postal votes;

·                    the count.

A debrief was held after each election and the conclusions detailed within the report.  It was noted that there had been a number of learning and development points which had been recorded in the Action Plan (attached as Appendix 1 to the report) and implementation of the plan would continue to help improve service delivery.

In response to a number of questions and comments the Director of Resources provided the Committee with additional information regarding the two elections and processes.  It was noted that there had been a problem with residents receiving postal votes and the time taken for first class delivery.  Members were informed that Royal Mail were holding a specific investigation into what had happened with the Council’s delivery and the results of this would be fed back to Members.

Councillor Channer asked that it be noted, that the Council were lucky to have Lynda Elsegood, a very experienced Election Officer, who was always very helpful and knew her field very well.

RESOLVED that the contents of the report and Action Plan be noted.

There were none.