Overview and Scrutiny Committee
Thursday, 30th May, 2019 7.00 pm - Agenda and draft minutes

Venue: Council Offices, Farnborough

Contact: Administrator, Adele Taylor  Tel. (01252) 398831, Email.  adele.taylor@rushmoor.gov.uk

Items
No. Item

1.

Appointment of Chairman

To appoint the Chairman of the Committee for the 2019/20 Municipal Year

Minutes:

RESOLVED: That Cllr. M.D. Smith be appointed as Chairman of the Committee for the 2019/20 Municipal Year.

 

2.

Appointment of Vice-Chairmen

To appoint two Vice-Chairmen of the Committee for the 2019/20 Municipal Year.

Minutes:

RESOLVED: That Cllrs. Mrs D.B. Bedford and L. Jeffers be appointed as Vice-Chairmen of the Committee for the 2019/20 Municipal Year.

3.

Minutes of the Previous Meeting pdf icon PDF 93 KB

To confirm the Minutes of the Meeting held on 31st January, 2019 (copy attached).

Minutes:

The minutes of the meeting held on 31st January, 2019 were agreed as a correct record.

 

4.

Introduction to the Committee

The Head of Democracy, Strategy and Partnerships to give a short presentation on the work of the Committee.

Minutes:

An introduction to the Committee was provided by the Head of Democracy, Strategy and Partnerships, Mr. Andrew Colver.

 

The role of the Committee had a key place in the overall structure of the Council but held no executive powers. However, the Executive (Cabinet) and the Committee should be working towards the same goals. Members would have the opportunity to set the agenda, determine issues and processes, carry out detailed examination/investigation of issues and report back on their findings. There was little restriction on areas of work, which could include executive and non-executive functions and external services.

 

The Committee’s agenda would contain some regular items, including performance monitoring and work programmes/progress reports. Other items, which may appear on the agenda included, pre-decision scrutiny and call ins.

 

Task and Finish Groups should be set up to deliver major project areas, normally 4-5 at any one time, success would depend on the clarity of their purpose and process.

 

The Chairman thanked Mr. Colver for his presentation.

5.

Commercial Property pdf icon PDF 143 KB

To consider the Executive Head of Regeneration and Property’s Report No. RP1906 (copy attached) on a review of the performance of the investment assets acquired by the Council to date and to highlight the key stages in the acquisition of property assets.

 

Additional documents:

Minutes:

The Committee welcomed the Major Projects and Property Portfolio Holder, Cllr. Martin Tennant, and the Executive Head of Regeneration and Property,  Mr. Paul Brooks, who attended the meeting to present Report No. RP1906 on the Review of Commercial Property Investments.

 

The Report explained the processes followed to acquire property, taking into account income and borrowing, risk, location, the need for a balanced portfolio of property and due diligence and negotiations. The investment performance of the property asset investment portfolio was also included in the Report.

 

It was noted that external management agents were used to manage the properties within the portfolio. These agents acted on behalf of the Council. It was also noted that all the investment properties were on full repairing leases.

 

It was advised that Lambert Smith Hampton (LSH) had been appointed to carry out an independent external review of the assets within the portfolio, to give the Council a clear understanding of its assets and to identify any issues. Once the work was complete it was requested that a report should be made to the Committee on LSH’s findings.

 

The Chairman thanked Cllr. Tennant and Mr. Brooks for the information and the Committee requested an update later in the year.

6.

Quarter 4 Performance Monitoring pdf icon PDF 789 KB

To receive a report on the Council’s performance for Quarter 4 (January – March, 2019). Following requests at previous meetings detailed information will be given on the following issues:

 

·         Crime and Disorder Information

·         Web Data

 

The quarterly monitoring report can be found here and the Cabinet Report from the meeting of Cabinet on 28th May, 2019 is attached.

Minutes:

The Strategy, Performance and Partnership Manager, Mr. Jon Rundle, attended the meeting to give an update on the 2018/19 Quarter 4 Performance Monitoring data.

 

It was reported that 77.0% of the actions were “green” for quarter 4, 17.6% “amber” and 5.4% “red”. The Committee was given further information on the “amber” and “red” actions. These included:

 

·         “Continue to address the rough sleeping and street drinking issues in our town centres through enforcement, deterrent and prevention” – It was reported two of the three Community Patrol Officers (CPO) had now been accredited and a programme would start on 10th June, 2019 to issue Community Protection Notices and compile evidence to be ready to take individuals to court if necessary. CPO’s would be crewed with Police Officers during the summer months when the activities of these individuals increased. A report would be made to the Committee at a meeting in Autumn, 2019.

 

·         “Generate and support targeted employment and skills opportunities to improve outcomes for residents” – It was noted that the Skilled Up scheme was no longer active. However, the Council had been working closely with Hampshire County Council (HCC) to continue to deliver construction skills training to local people.

 

·         “Agree future shape of the CCTV service and procure new cameras and maintenance and supply contracts” – It was reported that a way forward had been agreed and consultants were currently carrying out further work on requirements and specifications. It was hoped this review work would now be completed in summer, 2019.

 

·         “Build the new pavilions and changing rooms at Ivy Road and Moor Road playing fields” – It was noted that the Moor Road Playing Fields scheme was being revised after a recent resident consultation. A report on the scheme would be made to the Committee at its July, 2019 meeting. It was noted that the Ivy Road project had been put on hold whilst a review was made of options.

 

Requests were made for further information on the following items:

 

·         Moor Road Playing Fields Scheme – July, 2019

·         Hampshire County Council project to replace Skilled Up – Q1 Monitoring

·         North Hants Community Safety Partnership – Autumn, 2019

 

The Committee had requested further information on Crime and Disorder and Web Data during a discussion on the Quarter 2 Performance Monitoring and updates were provided.

 

The Community Safety Manager, Caroline Ryan attended to give an update of the crime and disorder data and explained the background to the data sets and the interpretation of the information.  She identified that there were different ways of visualising the data and stated that there were reasons why there were sometimes significant changes in the categories.

 

Web Data – Corporate Communications Manager, Ms Gill Chisnall and Web Manager, Mr. Paul Cowell, attended the meeting to give a presentation on the website and social media activities. It was noted that the website was information focussed and attracted around 65,000 visits per year - 2,100 visits per day. Trends showed that visits were seasonal, spiking in May during  ...  view the full minutes text for item 6.

7.

Street Lighting - Impact on Crime

At the request of Cllr Nadia Martin, to consider reviewing the fear and risk of increase in crime in Aldershot and Farnborough following the decision to switch off street lighting during the night in residential roads.

 

Minutes:

At the request of Cllr Nadia Martin, the Committee considered reviewing the fear and risk of the increase in crime in the Borough following the decision by Hampshire County Council to switch off street lighting during the night in some residential roads.

 

It was noted that the decision made by the County Council to switch off some street lights had been made to reduce expenditure. It was suggested that savings of £1.62 million could be made by the initiative. It was also noted that sixteen complaints had been received to date.

 

It was consideredstill early days and it was requested that the situation should be monitored for a further six month period, when a report could be made to the Committee.

8.

Registered Providers Task and Finish Group pdf icon PDF 174 KB

A report is attached on the work of the Task and Finish Group during the 2018/19 and the Committee is asked to consider the recommendations.

 

 

Minutes:

Cllr. Mrs D.B. Bedford who had Chaired the Group during the 2018/19 Municipal Year presented Report No. PLN1920 to the Committee. It was noted that the Group had reviewed five Registered Providers during the year, which involved carrying out site visits and meetings. The Committee were asked to endorse the programme of work in 2018/19 and it was recommended that a further programme of review be arranged for 2019/20.

 

Report No. PLN 1920 was ENDORSED and the Group were authorised to prepare a programme of work for the 2019/20 Municipal Year.

9.

Appointments to Groups

To consider the setting up of Task and Finish Groups for the 2019/20 Municipal Year and where appropriate appoint Members:

 

·         Review of Registered Providers – the representatives for the 2018/19 Municipal Year were Cllrs. M.D. Smith, D.B. Bedford, T.D. Bridgeman, M.S. Choudhary, R.M. Cooper and K. Dibble.

 

·         Environmental Services – the representatives for the 2018/19 Municipal Year were Cllrs. M.D. Smith, D.B. Bedford, J.B. Canty, Veronica Graham-Green, K. Dibble and C.P. Grattan.

 

·         Council Tax Support - the representatives for the 2018/19 Municipal Year were Cllrs. M.D. Smith, D.B. Bedford, J.B. Canty, Veronica Graham-Green, Jennifer Evans and M.J. Roberts. A meeting of the Group is proposed to be held on 18th June, 2019 at 7pm.

 

·         Progress Group - the representatives for the 2018/19 Municipal Year were Cllrs. M.D. Smith, D.B. Bedford, T.D. Bridgeman, J.B. Canty, R.M. Cooper and K. Dibble.

 

·         Educational Attainment - new group for 2019/20.

 

A report on nominations will be made at the meeting.

Minutes:

RESOLVED: That the following Members be appointed to serve on the following Groups for the 2019/20 Municipal Year:

 

Review of Registered Providers Task and Finish Group

 

Chairman

Cllr. M.D. Smith

Vice-Chairman

Cllr. Mrs D.B. Bedford

Conservative Group

Cllr. M.S. Choudhary

One vacancy

Labour Group

Cllr. T.D. Bridgeman

Cllr. K. Dibble

 

It was agreed that the Head of Democracy, Strategy and Partnerships, in consultation with the Chairman, appoint a further representative from the Conservative Group.

 

Environmental Services Contract Task and Finish Group

 

It was suggested that the Membership of the Group should remain the same as in the 2018/19 Municipal Year to finalise the work of the Group. A report would be made to the Committee at its meeting in July, 2019.

 

Chairman

Cllr. M.D. Smith

Vice-Chairman

Cllr. Mrs D.B. Bedford

Conservative Group

Cllr. J.B. Canty

Cllr. Veronica Graham-Green

Labour Group

Cllr. C.P. Grattan

Cllr. Nadia Martin (replacing Cllr. K. Dibble)

 

Council Tax Support Task and Finish Group

 

It was noted that the proposed date for the first meeting of this Group was 18th June, 2019 at 7.0p.m.

 

Chairman

Cllr. M.D. Smith

Vice Chairman

Cllr. Mrs D.B. Bedford

Conservative Group

Cllr. Veronica Graham-Green

Cllr. Mara Makunura

Labour Group

Cllr. A.H. Crawford

Cllr. M.J. Roberts

 

Overview and Scrutiny Committee Progress Group

 

Chairman

Cllr. M.D. Smith

Vice-Chairmen

Cllr. Mrs D.B. Bedford

Cllr. L. Jeffers

Conservative Group

Cllr. S.J. Masterson

Labour Group

Cllr. T.D. Bridgeman

Cllr. K.Dibble

 

Educational Attainment Task and Finish Group

 

Chairman

Cllr. M.D. Smith

Vice-Chairman

Cllr. L. Jeffers

Conservative Group

Cllr. Mara Makunura

One vacancy

Labour Group

Cllr. Gaynor Austin

Cllr. Nadia Martin

 

It was agreed that the Head of Democracy, Strategy and Partnerships, in consultation with the Chairman, appoint a further representative from the Conservative Group Cllr P.J. Cullum (Education Cabinet Champion) would also be invited to attend appropriate meetings of the Task and Finish Group.

10.

Work Plan pdf icon PDF 243 KB

To review the current work plan (copy attached).

Minutes:

The Committee noted the current work plan and agreed that the plan would be considered in further detail at the first meeting of the Progress Group.