Agenda and minutes

from 3 October 2019, Policy and Performance Scrutiny Panel - Tuesday, 22 October 2019 6:30 pm, MOVED

Venue: Rooms 11/12/13, Eastleigh House, Upper Market Street, Eastleigh SO50 9YN

Contact: Claire Brown, Case Management Officer; Tel: 023 8068 8498; Email:  claire.brown@eastleigh.gov.uk  Natalie Wigman, Corporate Director Tel: 023 8068 8405 Email:  natalie.wigman@eastleigh.gov.uk

Items
No. Item

46.

Public Participation

Minutes:

There was no public participation on this occasion.

47.

Minutes pdf icon PDF 58 KB

To consider the Minutes of the meeting held on 5 September 2019.

Minutes:

It was AGREED -

 

That the Minutes of the meeting of the Panel held on 5 September 2019 be confirmed and signed by the Chairman as a correct record.

48.

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.

Minutes:

Councillor Tidridge declared a non-pecuniary interest in agenda item 8, Climate and Environmental Emergency Strategy and Action Plan, as a member of the working group; and

 

Councillor Grajewski also declared a non-pecuniary interest in agenda item 8, Climate and Environmental Emergency Strategy and Action Plan, as a Governor at Eastleigh College.

49.

Chair's Report

Minutes:

The Chair reported that:

 

·  The Environment Task and Finish Group (TFG) were having trouble finding a slot to speak to the Cabinet Member for Environment so the portfolio session had been deferred from this agenda;

·  Councillor Groves, lead member for the TFG, had been asked to report back in writing and if there were issues of concern then they would be picked up in the work plan; it was not proposed to hold another portfolio session.

·  The scrutiny training session facilitated by the Centre for Public Scrutiny had been a success and the Chair thanked Councillors for the good attendance by the Committee; a follow-up session would be arranged for some time in November to enable Members to put what they had learnt into ways of working.

50.

Enforcement Policy pdf icon PDF 74 KB

Additional documents:

Minutes:

Consideration was given to a report by the Head of Housing and Development (Agenda Item 6), relating to the Local Enforcement Policy.  Councillors were advised that national guidelines had emerged and they had taken the opportunity to reflect these in the policy, sitting under the wider Corporate Enforcement Strategy, and endeavour to make the focus more positive.  Key changes included being more robust and proportionate.  The team had already been working to the standards set-out in the policy for a number of months with performance being monitored quarterly.

 

RESOLVED –

 

That the Policy and Performance Scrutiny Panel:

 

(1)  noted the Local Enforcement Report; and

 

(2)  recommended to Cabinet that a sentence be added to the policy regarding enforcement action taken against vulnerable people.

51.

Quarterly Corporate & Financial Monitoring Report pdf icon PDF 128 KB

Additional documents:

Minutes:

Consideration was given to a report by the Head of Performance and Governance, Strategic Planning Manager and Head of Finance (Agenda Item 7). 

 

The report sets out the Council’s financial and performance position for the second quarter of 2019/20 and highlighted significant and emerging financial and performance issues.  Key Performance Indicators (KPI) for each service area were outlined in the appendix to the report.  The results of the Council’s Residents’ Survey were also contained as an appendix to the report.

 

The Panel made a number of comments/observations:

 

·  The cost of case handling seemed very high; either the KPI needs rethinking or the Panel needed a written update;

·  What nuisance did paragraph fifteen refer to as noise was specifically excluded?

·  It was paramount that Freedom of Information (FoI) requests were responded to within statutory timescales; whilst performance had improved it needed to be monitored;

·  Residents survey was not at all representative of the population of the Borough; a more robust sampling method should be considered in future years;

·  A benchmarking exercise of survey results with near neighbours or comparable Councils would be useful and a written update provided;

·  The principle of doing a Customer Survey was supported, and should be carried out again in future years, but much more robustly.

 

RESOLVED –

 

That the Policy and Performance Scrutiny Panel noted the performance of the Council for the first half of the year and the financial position of the Council (including the forecast for the year) and made the following recommendations to Cabinet:

 

(1)  The KPI relating to case handling costs should be reworked;

(2)  Residents Survey results should be benchmarked with near neighbours and comparable sized Councils; and

(3)  Residents Survey should be carried out again in future years but more robustly.

 

52.

Climate Change and Environmental Emergency Strategy and Action Plan pdf icon PDF 81 KB

Additional documents:

Minutes:

Consideration was given to a report by the Strategic Lead for Environment (Agenda Item 8), relating the Climate and Environmental Emergency Strategy and Action Plan, following the declaration of a Climate Change and Environmental Emergency by Council on 18 July 2019.  Since then a cross party working group has been formed and met five times to develop the strategy and action plan.

 

The Panel commented:

 

·  Would be better to include a ball park figure of costs for implementation and whether everything in the action plan was covered by current resources or in the Medium Term Financial Plan;

·  Would also be useful to have a ball park target for the difference the Council can make on the climate emergency;

·  The Council’s IT was missing from the action plan;

·  Congratulated the working group and Strategy Lead on the quality of the paper; and

·  Requested that once the Governance plan/structure was worked up that it be reported back to the Panel.

 

RESOLVED –

 

That the Policy and Performance Scrutiny Panel:

 

(1)  Notes the content of the report;

(2)  Recommends that IT be included in the action plan; and

(3)  Requests that once the governance plan and/or structure is in place that it is reported back to the Panel.

53.

Environment Portfolio: Waste & Recycling

Minutes:

This item was deferred from this agenda.

54.

Cabinet Forward Plan pdf icon PDF 84 KB

Minutes:

The Panel considered the Forward Plan of Key Decisions.

 

The Panel requested that Nitrate Neutrality come to the Panel for pre-decision scrutiny on 12 March 2020.

 

The Panel also requested that an update be produced for the number of key decisions that are published in the forward plan with, or without, three months’ notice.

 

It was AGREED that the report be noted.

55.

Policy and Performance Scrutiny Panel's Work Programme pdf icon PDF 51 KB

Minutes:

Panel members considered their Work Programme to March 2020.

 

The Panel agreed that there should be a general training session on Aspect Housing and that the Panel would scrutinise the aims and objectives of the scheme.

 

It was agreed that Policy and Performance meetings would start at 6.45pm going forward.

 

It was AGREED that the Work Programme be noted.