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BABERGH DISTRICT COUNCIL
OVERVIEW AND SCRUTINY (COMMUNITY SERVICES) COMMITTEE
MINUTES OF A MEETING OF THE OVERVIEW AND SCRUTINY (COMMUNITY SERVICES) COMMITTEE HELD AT THE QUAY THEATRE, SUDBURY ON TUESDAY, 4 SEPTEMBER 2007
Quick Links
- 27 - Declaration of Interests,
- 28 - Minutes,
- 29 - Petitions,
- 30 - Questions from Members,
- 31 - The Quay Theatre, Sudbury,
- 32 - The 2007 Housing Review,
- 33 - Review of Grants,
- 34 - Finance and Performance Management - Quarterly Monitoring Report,
- 35 - Options for the Presentation of Performance Information to Overview and Scrutiny Committees,
- 36 - Best Value Performance Indicators - User Satisfaction Surveys 2006/07,
- 37 - Consultation Draft of Clean Neighbourhoods and Environment Enforcement Strategy,
- 38 - Work Plan.
PRESENT: Mr J A B Long – Chairman
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Mrs S P Clarke
Mr B D Hurren
Mrs M O Munson
Mr M Newman |
Mr A F D W Osborne
Mr B Riley
Mr J R A Sayers
Mr D L Wood |
Mrs S M Wigglesworth, Chairman of the Housing Panel and Member Champion for Arts and Culture, was present for the items referred to in Minute Nos. 31 and 32 below, and spoke on the items with the consent of the Chairman.
Mr D L Wood declared a personal interest in the item referred to in Minute No. 32 below, relating to the report of the Housing Panel, by virtue of the fact that he had been involved in discussions about housing allocations in Tattingstone and Brantham. He also declared a personal interest in the item referred to in Minute No. 34 below, relating to Finance and Performance Management, by virtue of the fact that he was Acting Chairman of the Suffolk Police Authority and Police Authority Lead Member for Babergh for the Safer Neighbourhood Scheme.
Mr B Riley subsequently declared a personal interest in Minute No. 32 below, relating to the report of the Housing Panel, by virtue of the fact that he is a Member of the Hadleigh Swimming Pool Steering Group.
Mr A F D W Osborne subsequently declared a personal interest in Minute No. 38 below, relating to a possible review of the street trading hours restrictions on the Sudbury Market Hill, by virtue of the fact that he is a Member of Sudbury Town Council.
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RESOLVED
That the Minutes of the meeting held on 24 July 2007 be confirmed and signed as a correct record.
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None received.
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None received.
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The Head of Community Development submitted a report (Paper G91) introducing The Quay Theatre’s Annual Report, which was attached as Appendix 1 to Paper G91. Mr Robert Benton, Director of the Theatre presented the Theatre’s Annual Report.
In the ensuing discussion, the following were among the points noted:-
· Babergh provided The Quay with an annual grant of £48,000 and was the Theatre’s main funding partner. The Theatre also received a grant in excess of £15,000 from Sudbury Town Council, and the Arts Council contributed £6,500 per annum.
· The Theatre had had a successful year in 2006/07 in terms of the number of productions and development of the cinema programme. However, it had had difficulty in securing high enough net revenues from the auditorium events, and bar turnover had been lower than expected. Turnover had decreased by approximately 2%.
· The Theatre’s wages bill had been reduced by £7,500. This and other reductions would yield savings of approximately £12,000 during 2007/08.
· The Theatre had redesigned its programme and had started to produce a publication entitled “The BigQ”. Initial reactions to this had been very positive with increased box office takings as a result. A Newsletter was also being produced and this was being used to develop a dialogue with Quay Theatre-goers to try to ensure that the programme met their needs and interests.
· The Theatre was applying for funds to develop The Jetty in order to make it a more attractive venue for young people. It was hoped to set up an advisory panel of young people to assist in the development.
· The Director had held discussions with the organisers of Quay Plus about the possibility of young people putting on a production at The Quay. The idea of Quay Plus becoming involved in outreach work in the future would also be explored.
Members congratulated all the Theatre staff and volunteers on their achievements. They thanked the Director for his report and for the tour of the Theatre which he had conducted prior to the meeting. They agreed that at a future meeting they would consider whether the content or format of the annual report should be changed.
RESOLVED
That the Annual Report of The Quay Theatre as set out in Paper G91 be noted.
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Mrs S M Wigglesworth, the Chairman of the Housing Panel, presented a report (Paper G92) concerning the 2007 Housing Review.
She explained that the Panel had reviewed the following strategies and policy documents:-
· Babergh’s Housing Strategy 2004-2009 (which includes the Affordable Housing Programme).
· Babergh’s Homelessness Strategy.
· The Housing Revenue Account (HRA) Business Plan.
· The Sheltered Housing Review.
· The Gypsy and Travellers Accommodation Needs Assessment.
No major policy changes were considered necessary, but there were ten recommendations which required Council approval. Mrs Wigglesworth explained the background to these recommendations and she and the Head of Community Development answered Members’ questions on them.
It was noted that Recommendation 2.5 should refer to Nos. 30 and 31 Thatched Cottages, Tattingstone, not Nos. 1 and 2. It was suggested that the wording of this recommendation should be amended to make it clear that the proposal was for the properties to be sold in their present condition.
RECOMMENDED TO STRATEGY COMMITTEE AND COUNCIL
(1) That the following Council owned sites be included within the Affordable Housing Programme for the development of new affordable housing, and that approval for the disposal of these sites be granted, subject to the appropriate terms and conditions:-
· Land at 28 Cornerth Crescent, Great Cornard
· Land to the rear of Garrards Road, Elmsett
· Land at Palfrey Heights Brantham
· Land adjacent to 36-38, 44-46 and 45-47 Kingsland Shotley
(2) That the following amendments be made to the approved Affordable Housing Programme:
· To develop the land adjacent to No. 2 The Street, Monks Eleigh as social housing instead of selling it
· To change the tenure mix at Rotheram Road, Bildeston to provide 8 houses for rent and 7 houses for shared ownership instead of 15 houses for shared ownership
(3) That the updated Affordable Housing Programme, as detailed in Appendix 1, be approved.
(4) That the Head of Community Development be delegated authority to approve any minor amendments in the approved Affordable Housing Programme in consultation with the Housing Panel. This will exclude land where Ministerial consent for the sale is required under Article 4(17) of the Council’s Constitution.
(5) That delegated authority be given to the Head of Contract and Asset Management in consultation with the Head of Community Development to sell the Council owned cottages at Nos. 30 and 31 Thatched Cottages, Tattingstone on the open market in their present condition and for the proceeds of sale to be used, in the first instance, for the delivery of affordable housing in Tattingstone and its surrounding area, then, failing that, for affordable housing elsewhere in the Babergh District.
(6) That the Council works in partnership with a preferred Registered Social Landlord, selected by the Head of Community Development in consultation with the Housing Panel, to provide a Private Leasing Scheme in the Babergh District. Furthermore, that the Council adopts a revision to its current grants and loans policy so that financial assistance is only given to those landlords who take part in the Private Sector Leasing scheme and landlords who are registered charities.
(7) That the Terms of Reference of the Hadleigh Swimming Pool Steering Group, approved by the Strategy Committee on 29 June 2006, be extended to enable the Steering Group to consider the future use of the disused Pavilion building and adjoining land on the Calais Street recreation ground.
(8) That the Housing Panel undertakes a feasibility study into the redevelopment and regeneration of the Council’s sheltered housing scheme at Tenterpiece, Lavenham in consultation with the local Member and reports back to Strategy Committee with its conclusions.
(9) That the temporary post of Homelessness Prevention Officer (Post No. CC210T) be made permanent; subject to the inclusion of the additional amount in the Council’s budget.
(10) That Babergh works with neighbouring local authorities to assess the best way of jointly meeting the accommodation needs of Gypsies and Travellers.
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The Project and Programme Executive and the Economic and Community Development Manager submitted a joint report (Paper G93), concerning a review of grants.
Members noted that a report on Babergh’s rate relief policy was due to be considered by the Overview and Scrutiny (Stewardship) Committee on 9 October 2007 and Strategy Committee on 15 November 2007.
It was envisaged that Members would not be involved in the determination of applications, but would be kept informed of applications and approvals within their Wards. The Overview and Scrutiny (Community Services) Committee would also receive an annual report on how the grant money had been spent.
RECOMMENDED TO STRATEGY COMMITTEE
(1) That a new streamlined grant making process to replace the existing varied and numerous grant/funding schemes (as set out in Section 5.4 of Paper G93) be launched in April 2008.
(2) That the Head of Community Development be authorised to make minor changes to the process in consultation with the Chairman of the Overview and Scrutiny (Community Services) Committee.
(3) That a new grants policy be developed as referred to in paragraph 5.5 of Paper G93.
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The Head of Finance and the Head of Corporate Services submitted a joint report (Paper G94) setting out significant issues with regard to financial and performance information for the period up to 30 June 2007.
Members recognised that it was difficult to predict year-end outcomes based on information relating to one quarter. In addition, the following were among the points noted:-
Performance Information
· Of the 46 Best Value Performance Indicators (BVPIs) and 45 Local Performance Indicators (LPIs) for which the Overview and Scrutiny (Community Services) Committee has specific responsibility, 45% are below target. A significant proportion of these PIs are either contextual, new for 2007/08 or are not collected on a quarterly basis.
· The Committee discussed the PIs below target as set out in paragraph 5.12 of Paper G94 and expressed particular concern about those PIs relating to planning services. Members considered calling for a report on planning performance. They noted, however, that the new Chief Planning Control Officer was introducing a number of new procedures, which had not yet had time to take effect. It was, therefore, agreed to continue to monitor planning performance closely, and to consider at a future meeting whether any further action is required.
RESOLVED
(1) That the keys points relating to variations against the 2007/08 budget, Best Value Performance Indicators and Local Performance Indicators as set out in Paper G94 be noted.
(2) That planning performance continue to be monitored closely, with a view to further consideration of the issues raised being given at a future meeting, in the light of the operation of the new procedures being introduced by the Chief Planning Control Officer.
RECOMMENDED TO STRATEGY COMMITTEE
That key variations as set out in paragraph 5.17 of Paper G94 be noted, on the understanding that Action Plans will be drawn up to deal with the potential variations as appropriate, with the Overview and Scrutiny (Community Services) Committee monitoring these.
The meeting was adjourned for lunch at 1.05 p.m. and resumed at 1.50 p.m. when the following Members were present:-
Mr J A B Long – Chairman
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Mrs S P Clarke
Mr B D Hurren
Mrs M O Munson |
Mr A F D W Osborne
Mr B Riley
Mr D L Wood |
The Head of Corporate Services submitted a report (Paper G82) setting out options for the presentation of performance information to further assist Members in their Overview and Scrutiny roles.
It was noted that the Government had announced its intention to put forward a new performance framework for local areas from 2008/09 and that this would incorporate changes to the way performance needed to be managed within the Council. Until March 2008 the Council would be required to collect and monitor performance against over 90 nationally set BVPIs. Members were asked to indicate how they wished to be updated on performance information in the future.
It was noted that at their meeting on 29 August 2007 Members of the Overview and Scrutiny (Stewardship) Committee had:-
· Expressed their preference for quarterly reports giving the same amount of comparative data as set out in Appendix 1 to Papers G81 and G94, relating to a “basket” of ten or twelve indicators closely linked to the corporate priorities.
· Asked to be kept informed of any exceptions (indicators where performance was significantly above or below target or where performance was significantly deteriorating).
· Suggested that the Committee should look in depth at each of the Council’s corporate priorities once a year.
· Suggested that once a year the Overview and Scrutiny Committees receive a report on all Performance Indicators and that this be linked to the annual target-setting exercise.
The Overview and Scrutiny (Community Services) Committee endorsed these suggestions.
RESOLVED
(1) That on a quarterly basis the Committee receive a report on a “basket” of key indicators, together with any other significant exceptions (Option 5 as set out in Appendix 1 to Paper G82).
(2) That once a year the Overview and Scrutiny Committees receive a report on all Performance Indicators and that this be linked to the annual target-setting exercise.
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The Head of Corporate Services submitted a report (Paper G83) summarising the results of four satisfaction surveys undertaken by the Council in 2006/07. The BVPI summary and trends set out on pages 6 and 7 of Appendix A to the report were particularly noted, together with the following points:-
· Seven of the twelve indicators had improved since the previous surveys, but the position on two of the BVPIs had significantly deteriorated. These related to satisfaction with the overall service provided by the Council and satisfaction with household waste collection. Members noted that nationally most councils had registered a drop in satisfaction with their overall service. The dissatisfaction with household waste collection was being investigated by the Head of Natural and Built Environment.
· Although satisfaction with complaints handling had improved by 1% since the previous survey, the current level of 28% was the lowest in Suffolk and lowest quartile nationally.
· Members noted that the telephone was the most used method of contacting the Council, as set out on pages 17 and 18 of Appendix 1 to Paper G83. It was suggested that these findings should be brought to the attention of the Information Management Group and the CAST Programme Board.
· Page 21 of Appendix 1 showed that the improvement of activities for teenagers was seen as a high priority by residents. It was suggested that this should be drawn to the attention of the Corporate Plan Working Group.
· The Overview and Scrutiny (Stewardship) Committee had suggested that an Action Plan aimed at improving user satisfaction with street cleansing should be submitted to the Overview and Scrutiny (Community Services) Committee. It was noted that from 1 November 2007 a new contract would be in operation, so it was agreed that this issue should be reconsidered at a later stage when the effects of the new contract would be known.
RECOMMENDED TO STRATEGY COMMITTEE
(1) That complaints handling be focused on as a priority issue for improvement.
(2) That the issue of street cleansing be reconsidered at a later stage, when the effects of the new Open Space Contract are known.
RESOLVED
(1) That the findings of the surveys in relation to the use of the telephone as the most favoured method of contacting the Council be drawn to the attention of the Information Management Group and the CAST Programme Board.
(2) That the high priority given by residents to the improvement of activities for teenagers be drawn to the attention of the Corporate Plan Working Group.
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The Head of Natural and Built Environment submitted a report (Paper G95) setting out a draft strategy (attached at Appendix 1 to the report) to provide a framework to guide the Council’s approach to an efficient and effective enforcement of environmental crimes.
In relation to the introduction of Fixed Penalty Notices, it was noted that Babergh Officers would have no powers of arrest. The aim would be to work in conjunction with Police and Community Support Officers. It was suggested that there should be a joint approach from all Suffolk Authorities to the Suffolk Police Authority on this issue. Members expressed concern about the personal safety of staff involved in issuing Fixed Penalty Notices. It was noted that staff would receive training on this matter, and that in any case it was intended that most fines would be issued by post.
Enquiries would be made to ascertain whether there was a particular problem relating to abandoned shopping trolleys in Sudbury.
Members noted that a new fly tipping protocol between the Suffolk Local Authorities and the Environment Agency as detailed in paragraph 1.3 of Paper G95 would be launched on 24 September 2007.
RECOMMENDED TO STRATEGY COMMITTEE
(1) That the Head of Natural and Built Environment be authorised to publicise and consult stakeholders and relevant authorities on the Council’s draft Clean Neighbourhoods and Environment Enforcement Strategy as set out in Appendix 1 to Paper G95.
(2) That the draft Clean Neighbourhoods and Environment Enforcement Strategy set out in Appendix 1 to Paper G95 be adopted, subject to any necessary minor amendments by the Head of Natural and Built Environment arising from the consultation.
RESOLVED
That the existence of a new fly tipping protocol as set out in Paper G95 be noted.
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The Head of Corporate Services submitted a report (Paper G90) which provided details of the Committee’s anticipated work for the remainder of 2007/08 including items that may be the subject of call-in procedures.
A planning assessment sheet submitted by Mr N A Bennett (subsequently numbered Appendix 1 to Paper G90) was circulated at the meeting. This proposed that an Officers’ report be submitted to the Overview and Scrutiny (Community Services) Committee on street trading hour restrictions on the Sudbury Market Hill during daytime. The Head of Natural and Built Environment outlined some of the background to the proposal. It was agreed to defer to the next meeting a decision about whether to add this topic to the Work Plan. In the meantime, the Head of Natural and Built Environment was asked to discuss the matter further with Mr Bennett.
It was agreed to defer reports from representatives on the Babergh East LSP, the West Suffolk LSP and the Haven Gateway Partnership to the meeting of the Overview and Scrutiny (Community Services) Committee scheduled for 4 December 2007.
RESOLVED
That the Work Plan submitted as Paper G90 be noted, subject to the amendment referred to above.
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Note: The meeting adjourned for refreshment between 11.30 a.m. and 11.50 a.m.
The business of the meeting was concluded at 3.10 p.m.
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