Agenda and draft minutes

Scrutiny Advisory Board - Communities and Place
Friday, 15th June, 2018 10.15 am

Venue: Conference Room A/B, Cumbria House, Botchergate, Carlisle. CA1 1RD

Contact: Stewart Consterdine  Email: stewart.consterdine@cumbria.gov.uk

Items
No. Item

34.

APOLOGIES FOR ABSENCE

To receive any apologies for absence.

 

Minutes:

Apologies for absence were received from Mr D Gawne and Mr GRPM Roberts attended as his substitute and from Mr D English and Mr P Turner attended as substitute.

 

Apologies were also given by  Mr W McEwan and Mr D Wilson.

 

35.

MEMBERSHIP

Mr AJ Markley has replaced Mr MS Barbour and Mr SB Collins has replaced Mr C Hogg as members of the Board.

 

Minutes:

Mr AJ Markley replaced Mr MS Barbour and Mr SB Collins replaced Mr C Hogg as members of the Board.

 

36.

DISCLOSURES OF INTEREST

Members are invited to disclose any disclosable pecuniary interest they have in any item on the agenda which comprises:-

 

1          Details of any employment, office, trade, profession or vocation carried on for profit or gain.

 

2          Details of any payment or provision of any other financial benefit (other than from the authority) made or provided within the relevant period in respect of any expenses incurred by you in carrying out duties as a member, or towards your election expenses.  (This includes any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992.

 

3          Details of any contract which is made between you (or a body in which you have a beneficial interest) and the authority

 

            (a)    Under which goods or services are to be provided or works are to be executed; and

 

            (b)    Which has not been fully discharged.

 

4          Details of any beneficial interest in land which is within the area of the authority. 

 

5          Details of any licence (alone or jointly with others) to occupy land in the area of the authority for a month or longer. 

 

6          Details of any tenancy where (to your knowledge).

 

            (a)    The landlord is the authority; and

 

            (b)    The tenant is a body in which you have a beneficial interest.

 

7          Details of any beneficial interest in securities of a body where

 

            (a)    That body (to your knowledge) has a place of business or land in the area of the authority; and

 

            (b)    Either –

 

                     (i)         The total nominal value of the securities exceeds £25,000 or one hundredth of the total issued share capital of that body; or

 

                     (ii)        If that share capital of that body is of more than one class, the total nominal value of the shares of any one class in which the relevant person has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

 

In addition, you must also disclose other non-pecuniary interests set out in the Code of Conduct where these have not already been registered.

 

Note

 

A “disclosable pecuniary interest” is an interest of a councillor or their partner (which means spouse or civil partner, a person with whom they are living as husband or wife, or a person with whom they are living as if they are civil partners).

 

Minutes:

There were no disclosures of interest.

 

37.

EXCLUSION OF PRESS AND PUBLIC

To consider whether the press and public should be excluded from the meeting during consideration of any item on the agenda.

 

Minutes:

RESOLVED,    that the press and public be not excluded from the meeting for any item on the agenda.

 

38.

MINUTES pdf icon PDF 85 KB

To confirm as a correct record the minutes of the meeting of the Board held on 16 March 2018 (copy enclosed).

 

Minutes:

RESOLVED,    that the minutes of the meeting held on 16 March 2018 be confirmed as a correct record and thereupon signed by the Chair.

 

39.

Board Briefing pdf icon PDF 114 KB

To consider a report by the Senior Manager – Policy & Scrutiny.

 

This report informs members of new and updated items of significance to the Board (including relevant aspects of the Council’s Forward Plan and Key Decisions).

 

Additional documents:

Minutes:

This report was presented by the Senior Manager – Policy and Scrutiny.

 

The report provided the Communities and Place Scrutiny Advisory Board with an update on any issues and developments that had occurred since the last meeting of the Board on 16 March 2018, and on the Board’s current work programme.

There was an in depth discussion with regards to Appendix 2 of the report relating to section 106 agreements.

A question was asked if the report just related to S106 agreements or did it include section 276 and 278 agreements. Angela Jones, Assistant Director Economy and Environment, confirmed it just related to S106 Agreements.

 

A further question was asked concerning if it was known how much the County Council had received for Section 106 agreements and how much had not been received.

 

The Assistant Director Economy and Environment, explained that as a two tier authority the District Councils negotiate on the Section 106 agreements. The majority of Section 106 requests to the District are supported but not all. Some have triggers in relation to the number of houses to be built before the payment is required.

 

A spreadsheet is updated with these figures and could be brought to the Board if required. The information can be provided for each Local Committee and it was AGREED that each Local Committee should receive their own figures for discussion.

 

The board would stay in touch with what happens at local committee level mindful of the need to avoid duplication. The Assistant Director Economy and Environment,  AGREED to provide a briefing on what happens to section agreements to make a contribution towards a bus service.

 

There was a discussion with regards to section 106 agreements and Community Infrastructure Levy (CIL) and what the difference was between the two schemes.

 

The Assistant Director Economy and Environment, explained that both schemes had the same problems when trying to recover the funds.

 

A question was put forward, with regards to Landfill Sites, which related to the location of Landfill Sites from many years ago and if there was a record of where these old sites were and how confident that the old “sketchy” records were for the location of these sites. This could be a Health and Safety concern now and in the future and could leave the County Council with a liability.

 

The Assistant Director Economy and Environment, explained that there are 34 records for the historic sites but it is difficult to find records for all of the sites as they have been lost over the years. She confirmed that it was unlikely that the County Council would be liable for all the old sites and confirmed that investigations are currently underway to get an understanding of this problem.

 

The Assistant Director Economy and Environment AGREED to come back with a briefing when more was understood about the Council’s liability for historic and closed landfill sites.

 

The Executive Director - Economy and Infrastructure,  explained that this problem does not only related to old landfill  ...  view the full minutes text for item 39.

40.

Fire Inspection Update pdf icon PDF 88 KB

Report by the Chief Fire Officer.

 

Update on the Fire Inspection.

 

Additional documents:

Minutes:

The report was presented by The, Assistant Chief Fire Officer to provide the board with an update with regard to a self-assessment carried out by the Fire and Rescue Service against Key Lines of Enquiry (KLOE) for the forthcoming inspection and to consider future support to the service to address any concerns.

Following a self-assessment exercise, there have been a number of areas which the Service has identified that require further development and improvement prior to the inspection.

The fire and rescue services inspection programme will enable HMICFRS to draw together evidence from inspections of all 45 fires and rescue services in England.

The inspection programme has been developed with the fire and rescue service by recruiting experts from the sector to carry out the inspections, and by taking advice from senior service representatives. The inspection programme is being designed to promote improvement in all aspects of the work undertaken by fire and rescue services.

Following the internal self-assessment, CFRS have identified specific areas which require improvement. These development areas are contained under the three different inspection criteria laid down by the HMICFRS:-

Effectiveness

·         Carry out a comprehensive risk assessment as part of the Integrated Risk Management Plan process.

People

·         Consider broader Health, Safety and Wellbeing requirements, Workforce development and roll out the Service Equality, Diversity and Inclusion Strategy.

Communication

·         Further develop and improve Communication with Staff, ensure transparency and further development of CFRS website and social media presence.

 

In terms of addressing the identified areas, an initial gap analysis has been carried out. This identified the need for additional support in order to prepare for the inspection. 

The additional support includes:-

·       ICT solutions - software

·       People Management (HR)

·       Communications

·       Health & Safety

·       Performance and Intelligence

·       Systems support relating to data

·       Business Manager

·       Policy Development

(Some of which have already been agreed prior to the meeting).

If the Service received a grading of inadequate or requires improvement then this may have several impacts:

·         Damage to the reputation of the service and public confidence

·         Impact on staff morale

·         Enforcement action imposed by the Home Office, or an increase in the frequency of future inspections.

A discussion took place with regards to the inspection and the various implications.

A question was raised concerning how members had not been involved in the Self Assessment even though help was requested at previous meetings.

The, Assistant Chief Fire Officer, explained that whilst the Self Assessment was underway the Members involvement would have been minimal. Now that it has been completed more involvement by members will be required and he would be calling on the Scrutiny working group members for their help and support. A timeline for Members involvement will be provided.

A further question was asked concerning the amount of work which had been undertaken for the Self Assessment and what the cost was for this extra work.

The, Assistant Chief Fire Officer, advised the Board that no additional staff had been employed to support the preparation work. However a request had been made to  ...  view the full minutes text for item 40.

41.

HIMS Implementation Update pdf icon PDF 310 KB

Presentation by the Executive Director – Economy and Infrastructure.

 

Minutes:

The, Assistant Director, Highways Transport and Fleet, gave a presentation to the Board which gave an update on the Highways Integrated Management System (HIMS).

 

The update gave details of improvements to the system for County Council employees, Members and customers, also explaining the improvements to the messaging system.

 

The next steps for the system were highlighted which included testing and training and the intended date for the system to go live is early July.

 

Following a discussion on the system improvements a question was asked on how will it be known if the improvements have been successful or not.

 

The, Assistant Director, Highways Transport and Fleet explained that feedback will be requested from the Highways teams and from what local residents report back to members.

 

Also his team are working on ways of reaching out regular reporting working groups and are currently taking advice from the County Council Legal team in respect of the new General Data Protection Regulation, (GDPR) in this respect.

 

A further question was asked if local Parish Councils can be informed of these improvements.

 

The Assistant Director, Highways Transport and Fleet said that it would be helpful if this information can be passed on. He also explained that discussions are underway with other organisations so that work can be re routed through the system.

 

The Board thanked the, Assistant Director, Highways Transport and Fleet for his presentation and asked for as follow up in due course..

 

42.

Highways Customer Experience pdf icon PDF 356 KB

Presentation by the Executive Director – Economy and Infrastructure

 

Minutes:

The, Assistant Director, Highways Transport and Fleet, gave a presentation to the Board which gave an update on the Highways Customer Strategy.

 

The delivery plan for the strategy was explained and the tangible benefits of the strategy were discussed.

 

An explanation of the next steps for its introduction was given.

 

A full discussion took place with regards to Partnership working and the Pros and Cons relation to various types of work.

 

The Board thanked The Assistant Director, Highways Transport and Fleet form his presentation and asked for a follow up in due course..

 

43.

Intergrated Transport pdf icon PDF 137 KB

Presentation by the Executive Director - Economy and Infrastructure

 

Update on Integrated Transport. ( To be tabled)

 

Minutes:

Stephen Hall, Assistant Director, Highways Transport and Fleet, gave a presentation to the Board.

 

The report updated the Board on a new Integrated Transport Service for Special Educational Needs and Disabilities, (SENDS) and Adult Social Care (ASC).

 

There are 750 people transported every year within this sector and an opportunity has been identified to save £250,000 on current costs.

 

A pilot is to be trailed in the South Lakes in September where the use of County Council owned vehicles will be used to transport these people.

 

There was a discussion about the new scheme and a question was raised in connection with the drivers of the vehicles and how this could affect children with disabilities, such as Autism, and how they would be affected if the driver changed regularly.

 

Stephen Hall, Assistant Director, Highways Transport and Fleet, explained that this had been considered and the same driver would be used for each run. This was a problem with the existing system which would be alleviated with this new scheme.

 

A further question was asked on how this scheme would be evaluated.

 

Stephen Hall, Assistant Director, Highways Transport and Fleet advised that the financial savings would be evaluated from the projections made and the scheme itself would be evaluated by discussions with schools and other Family Forums.

 

The Board thanked Stephen Hall, Assistant Director, Highways Transport and Fleet form his presentation and asked that the Board would like to receive feedback on how the system progresses.

 

44.

DATE OF NEXT MEETING

To note that the next meeting of the Board will be held on 7 September 2018 at 10.15 am in Committee Room 1, County Offices, Kendal.

 

Minutes:

The next meeting of the Board is on Friday 7th September 2018 at 10.15 am in Committee Room 1, County Hall, Kendal