Agenda and draft minutes

Overview & Scrutiny Committee - Environment
Monday, 17th June, 2019 7.00 pm

Venue: Council Chamber, Council Offices, The Burys, Godalming

Contact: Kimberly Soane  Democratic Services Officer

Items
No. Item

28.

APPOINTMENT OF CHAIRMAN

To confirm the appointment of Cllr Carole Cockburn as Chairman of the Environment Overview and Scrutiny Committee for the Council year 2019/20.

Minutes:

The Committee confirmed the appointment of Cllr Carole Cockburn as the Chairman of the Environment Overview and Scrutiny Committee for the Council Year 2019/20.

29.

APPOINTMENT OF VICE-CHAIRMAN

To receive nominations and appoint a Vice-Chairman to the Environment Overview and Scrutiny Group for the Council year 2019/20.

Minutes:

The Committee confirmed the appointment of Cllr Martin D’Arcy as the Vice-Chairman of the Environment Overview and Scrutiny Committee for the Council Year 2019/20.

 

30.

MINUTES pdf icon PDF 76 KB

The Minutes of the meeting of the Environment Overview & Scrutiny Committee held on 25th February 2019 are attached, and Members are asked to confirm them as a correct record. 

Minutes:

The Minutes of the Meeting held on 25th February 2019 were confirmed as a correct of the meeting, and signed.

31.

APOLOGIES FOR ABSENCE AND SUBSTITUTIONS

To receive apologies for absence and note substitutions.

 

Members who are unable to attend this meeting must submit apologies by the end of 10th June 2019 to enable a substitute to be arranged, if applicable.

Minutes:

Apologies for absence were received from Cllrs Brian Edmonds and Paul Rivers

 

Cllrs Jerry Hyman and Ruth Reed attended as substitutes.

32.

DECLARATIONS OF INTERESTS

To receive from Members declarations of interests in relation to any items included on the agenda for this meeting, in accordance with Waverley’s Code of Local Government.

Minutes:

There were no declarations of interests declared regarding the items on the agenda.

33.

QUESTIONS BY MEMBERS OF THE PUBLIC

The Chairman to respond to any questions submitted by members of the public in accordance with Procedure Rule 10.

 

The deadline for submission of written questions for this meeting is Monday 10th June 2019.

 

Minutes:

There were no questions submitted by members of the public.

34.

QUESTIONS FROM MEMBERS

The Chairman to respond to any questions received from Members in accordance with Procedure Rule 11.

 

The deadline for submission of written questions for this meeting is Monday 10th June 2019.

 

 

Minutes:

There were no questions submitted by members.

35.

SERVICE PRESENTATION

To receive presentations on the service areas falling within the remit of the Panel.

Minutes:

The Committee received presentations from the Heads of Service on the areas falling within the remit of the Panel.

 

Richard Homewood, Head of Environmental Services, gave an overview of the range of services provided by his team.   Significant points were the duties under the Corporate Strategy, the new waste contract with BIFFA, proposed additional kerbside collections of recycled materials (small electrical items etc), work on Air Quality, the work around enforcement of dogs on leads, Street Trading Policy, review of the Parking Strategy and planning for Brexit.

 

Paul McKim, Interim Head of Planning and Economic Development,  gave an overview of services provided by his team.  He advised that the service currently has 1712 planning applications on their books, the majority of these are general household applications. Highlights included the Development Plan and 13 x Neighbourhood plans being developed and how it links to the NPPF (National Planning Policy Framework), explained how planning develop around Greenbelt, look at climate change, challenges around the CIL (Community Infrastructure Levy, S106 agreements. The committee was informed there was an informal presentation on planning due on the 17 July 2019.

 

Kelvin Mills, Head of Communities and Special Projects, advised that the majority of services provided by his team came under other O&S committees.  He went on to explain that Greenspaces fell under this committees remit.  Highlights raised were tendering for a new grounds maintenance contract for November 2019,  a new Heathland Hub for Frensham Great Pond (due 2021) and development of a Greenspace Strategy to link with the Local Plan.

 

Resolved:

 

The Chairman thanked the Heads of Service for their presentations.

36.

CORPORATE PERFORMANCE REPORT 2018/19 QUARTER 4 AND END OF YEAR OUT TURN pdf icon PDF 97 KB

The Corporate Performance Report provides an analysis of the Council’s performance for the fourth quarter of 2018-19. The report, set out at Annexe 1, is being presented to each of the Overview and Scrutiny Committees for comment and any recommendations they may wish to make to the Executive.

 

Recommendation

 

It is recommended that the Overview & Scrutiny Committee considers the performance of the service areas under their remit as set out in Annexe 1 to this report and makes any recommendations to senior management or the Executive as appropriate

 

Additional documents:

Minutes:

Nora Copping, Policy and Performance Officer, presented the Q4 2018/19 Corporate Performance Report. For the benefit of new councillors she explained why the report was necessary.  Members were advised that they only need be concerned with the sections relating to Planning and Environmental Services (sections 2 and 3 respectively).

 

Under Planning it was noted that the majority of targets were being met but that LP2 (Planning Appeals allowed) was performing out of target and this was being addressed and that there had been a fall in LP4 (Percentage of enforcement cases actioned within 12 weeks) which was due to work pressure on the team.

 

Under Environment it was noted that most targets were being met but that E1 (Materials recovery facility reject rates had been out of target all year.  Nora explained this was due to the changes in material processes and what materials can be accepted.  The committee were advised that links were available for air quality information on the electronic report and future reports would also have the link available for paper formats.  It was also highlighted that the number of level 1 complaints dealt with on time had fallen short, it was explained that this was due to a number of complex cases which had required more time to resolve.

 

The Chairman thanked Nora and advised that the report was very clear to understand.

 

Nora was asked to clarify what ‘Transferred’ meant on the Service Plan Action Status – Nora advised the action had not been executed in this quarter and so had been transferred to the new service plan.

 

Page 9, para 6 - Concern was raised that the report stated the High Court challenges to the Court of Appeal () would be heard later this year and it was thought they would have been heard sooner.  It was explained that at the time of printing the report a date had not been set but it was now scheduled for next month.

 

Page 30 Q4 Comment – The committee asked what ‘higher tarriff’ meant. It was explained that the level required for professional membership had been raised meaning more skills were required to obtain it.  This meant staff remained in post longer as they could not obtain this membership and then leave to go into the private sector.

 

Page 31 – As part of the work underway regarding dogs on leads it was asked what progress had been made regarding the incident of deer being killed by dogs.

 

Page 27 – It was requested that the work around the project approach for major schemes, linked to improving communication with all stakeholders, be shared with ward councillors.

 

Paul McKim was asked if recruitment had improved since the publishing of this report and he confirmed it had.

 

It was asked if the committee could have a list of completed service plans.  It was advised these could be obtained from heads of Service or could be found in the March round of O&S documents.

 

Resolved:

 

The Committee noted  ...  view the full minutes text for item 36.

37.

BUDGET STRATEGY WORKING GROUP pdf icon PDF 147 KB

The purpose of this report is to:

bring  to the attention of the O&S members  the work of the Budget Strategy Working Group set up by the Value for Money and Customer Service O&S Committee in October 2017 in order for the committee to nominate a member(s) from its Committee to join the Group.

Recommendation

 

It is recommended that the Committee:

 

Nominates a member(s) to join the Budget Strategy Working Group to represent its committee.

Minutes:

Resolved:

 

The Committee noted the report and nominated Cllr John Gray to join the Budget Strategy Working Group.  If further members were required Cllr Liz Townsend also agreed to join the group.

38.

COMMITTEE FORWARD WORK PROGRAMME pdf icon PDF 74 KB

The Environment Overview & Scrutiny Committee, along with the O&S Coordinating Board, is responsible for managing the Committee’s work programme.

 

The items of if work currently logged on the work programme for the committee to discuss are listed on the attached briefing paper together with a short explanation.

 

The current work programme includes items agreed at the O&S Coordinating Board and takes account of items identified on the latest Executive Forward Programme (Annexe 2) as due to come forward for decision.

 

Recommendation

 

Members are invited to consider the items and make comments and/or amendments they consider necessary, and agree which items should be included on the 2019/20 work programme.

Additional documents:

Minutes:

Wendy Cooper, Policy Officer – Scrutiny, outlined the current work programme.  The Committee then considered the items and agreed they were all important items that should remain on the programme.

 

Issues that were suggested to be added to the programme were:

 

Planning Enforcement – The chair reminded the committee that they should be scrutinising rather than looking at services. Richard Homewood advised this would form part of the Business Transformation programme.

 

EIA (Environmental Impact Assessment) – It was requested that the committee be updated on the councils approach to how EIA is applied.  Paul McKim advised briefings would be held to update on this.

 

Article 4 – it was suggested a report should come to the September meeting outlining a strategy on deployment..  Paul McKim advised it would be going to the planning committees but he could also bring a report to Environment O&S.  It was acknowledged that planning were under pressure with work load and the committee did not want to put undue pressure on them.

 

Ash Die Back – it was requested the committee ask for a report on plans for replacement and the appropriate service plans.  Kelvin Mills advised this would be looked at under the Tree Risk Management Guide which could be brought to committee.  It was pointed out that the council could only manage their own land and not private owners.

 

Planning Applications – it was suggested the committee look at the time being taken to process planning applications. Staff Resources and an infrastructure delivery plan.

 

Food Hygiene Checks -  a paper was requested on the extent of checks and how far they go.  In particular the checks that are done on domiciliary care workers.  Richard Homewood agreed to draw one together.

 

Green Spaces – It was requested that a small report on the Scope of Green Spaces come to committee.

 

It was Agreed  that reports on Food Hygiene Checks and a Scope of Green Spaces would be added to the September agenda.  A4 Strategy and deployment was on the forward plan and Ash Die Back would be added.  Both would be considered for a future meeting.

 

 

39.

EXCLUSION OF PRESS AND PUBLIC

To consider, if necessary, the following recommendation on the motion of the Chairman:

 

Recommendation

 

That pursuant to Procedure Rule 20 and in accordance with Section 100A (4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following items on the grounds that it is likely in view of the nature of the proceedings, that if members of the public were present during the items there would be disclosure to them of exempt information (as defined by Section 100I of the Act) to be identified at the meeting.

40.

ANY ISSUES TO BE CONSIDERED IN EXEMPT SESSION

To consider any matters relating to aspects of any reports on this agenda which it is felt need to be considered in Exempt session.

Minutes:

There were no issues to be considered in Exempt Session.