Agenda and minutes

Policy and Performance Scrutiny Panel - Thursday, 10 September 2020 6:45 pm


Contact: Claire Brown, Case Management Officer; Tel: 023 8068 8498; Email:  Natalie Wigman, Corporate Director Tel: 023 8068 8405 Email:

No. Item


Public Participation

Councillors not on Policy and Performance Committee and members of the public can participate during this section of the meeting in the following ways:


·  If you are able to participate live (meet the technical requirements) and wish to be present and speak, you will need to notify Democratic Services 4 working days (Midday Friday 4 September 2020) before the meeting. Technical and etiquette guides will be provided.

·  Alternatively, the public can email a statement to be read out by ‘the spokesperson’.  Emailed statements will need to be received 2 working days (Midday Tuesday 8 September 2020) before the date of the meeting. Democratic Services will confirm receipt of the email and confirm it can be read out.

·  The statement (including questions) will be the equivalent of a maximum of three minutes if read out.  Please therefore restrict your statement to one side of A4 (12 font).  This applies audio/ video recordings also.

·  Alternatively a MP4 file will be sent to Democratic Services 4 working days (Midday Friday 4 September 2020) before the meeting.  This must be accompanied by a written transcript (emailed). In the event that the file does not meet technical requirements the transcript will be read by the spokesperson and shown on the screen.

 Please contact us via


There was no public participation on this occasion.


Minutes pdf icon PDF 147 KB

To consider the Minutes of the meeting held on 20 July 2020.


It was AGREED -


That the Minutes of the meeting of the Panel held on 20 July 2020 be confirmed and signed by the Chair as a correct record.


Declarations of Interest

Members are invited to declare interests in relation to items of business on the agenda.  Any interests declared will be recorded in the Minutes.


There were no declarations of interest in relation to items of business on the agenda.


Chair's Report


The Chair reported that an invite to attend a Policy and Performance Scrutiny Panel Meeting had been extended to Highways England with regards to the Smart Motorway on the M27. There had been no response from them to date.


The Strategic Planning Manager had compiled a list of policies that were due for renewal along with a timetable. The Chair would arrange a meeting with the Strategic Planning Manager to organise the work plan.


Updates from Task and Finish Groups


(a)  Housing Task and Finish Group


Councillor Couldrey reported that the Housing Task and Finish Group had met in early July and discussed the Planning Policy with the Head of Finance. No decisions had been made to date. A further meeting had been scheduled for later in September.



(b)  COVID-19 Recovery Task and Finish Group


Councillor Tyson-Payne reported that the Group had met, and Officers had a very structured way of working. A recommendation had been made to explore a work stream for digital inclusion to enable residents who were not connected digitally to be connected. Councillor Tyson-Payne invited suggestions from Members to take back to the Task and Finish Group.



(c)  Social Portfolio Policy Task and Finish Group


Councillor Jurd reported that the Group met on the 17 August 2020 and discussed how the priorities fitted in with the Corporate Action Plan. The objectives of the Group were discussed and how to shape the policy moving forward. Attendance was low; however, it was agreed that the slides would be circulated, and another meeting would be arranged at a later date.


It was requested that Democratic Services be present to minute the meetings.


Constitution Review pdf icon PDF 424 KB


The Chief Executive introduced the report and highlighted how important the Constitution was to the Council. Contract Standing Orders were under review and would be scrutinised by the Procurement Executive Group (PEG). Financial Regulations were fit for purpose and the Chief Financial Officer had confirmed that major alterations were not required. The aim was to take the Constitution to full Council in November for consideration and approval.




That the Policy and Performance Scrutiny Panel noted the contents of the report and made the following recommendations for consideration:


1.  Strengthen the benefits statement in the PID so that the Council are clear in the value of the exercise;

2.  Ensure that the exercise is properly resourced;

3.  Have regard to how any changes that ways of working embodied in the Constitution can support the aspirations of the Policy and Performance Scrutiny Panel as described in the 20/21 Action Plan;

4.  Give regard to how the nature of work and meetings have changed whilst recognising the limits and opportunities of online meetings;

5.  With any changes to the ‘way we work’, there must be consideration given to the implications on the Climate Change Emergency; and

6.  Consider how to make the Constitution more accessible to residents of various backgrounds.



Tree Strategy and Supplementary Planning Document pdf icon PDF 252 KB


Councillor Kyrle, Cabinet Member for the Environment and the Strategic Planning Lead for the Environment introduced the report and explained that the Supplementary Planning Document would sit in the Local Plan when adopted and will set out what the Council expects developers to do regarding trees. A Task and Finish Group was suggested to look at elements in key pieces of work. The draft strategy and Supplementary Planning Document would come back to the Committee in December for review.




That the Policy and Performance Scrutiny Panel noted the contents of the report and made the following recommendations for consideration:


1.  Establish a Task and Finish Group to be Chaired by Councillor Tim Groves to do the following:

·  Assist with the development of the Tree Strategy and Tree Supplementary Planning Document (SPD);

·  Consider congruence of the SPD Strategy, the overall Climate Action Plan and strategies such as enforcement;

·  Consider Key Performance Indicators (KPIs) for the strategy to feed into performance management;

·  Engage stakeholders and take evidence from external bodies such as The Woodlands Trust; and

·  To report to the Committee alongside the pre-decision scrutiny on the SPD and include their deliberations and input.


Cabinet Forward Plan pdf icon PDF 206 KB


The Panel considered the Forward Plan of Key Decisions.


It was AGREED that the report be noted.


Policy and Performance Scrutiny Panel's Work Programme pdf icon PDF 167 KB


Panel members considered their Work Programme to March 2021.


It was AGREED that the Work Programme be noted.