To receive declarations of personal and prejudicial interest (if any) from Members/Officers in accordance with the provisions of the Members Code of Conduct adopted by Council from 1 September 2008 (including whipping declarations)

None

To receive for approval the minutes of the meeting of the 21 03 18.

RESOLVED            That the Minutes of a meeting of the Subject Overview and Scrutiny Committee 3 of 21 March 2018 be approved as a true and accurate record. 

The Scrutiny Officer presented the feedback from previous meetings of the Subject Overview and Scrutiny Committee 3 and identified the list of responses including those still outstanding. 

The Scrutiny Officer explained that no item had yet been scheduled for the 23 July 2018 meeting and suggested that the Committee could request that the Corporate Overview and Scrutiny Committee allocate the Plastic Free County Borough item referred by Council, to that meeting. This could include a comparison with other authorities and details on what was being done within council offices including recycling.

Members asked if that report was ready and also discussed other options such as the Supporting People Grant criteria form which had been submitted, feedback from Kier (including progress a year into the contract and options for terminating the contract), procurement and an obligation to attend Scrutiny if requested, Parks and Playing Fields, the CAT process and progress since the last report, and Empty Properties. The Scrutiny Officer clarified the position regarding Kier and explained that Kier had been invited to one meeting and officers had attended accordingly. 

Members agreed to request that the Corporate Overview and Scrutiny Committee allocate the Plastic Free County Borough item referred by Council to the 23 July 2018 meeting. Members asked for CAT to be allocated to the September meeting followed by Parks and Playing Fields.

Conclusions

(1)                    The Committee approved the feedback from the previous meetings of this Committee and noted the list of responses including any still outstanding.

(2)                    The Committee requested that the Corporate Overview and Scrutiny Committee allocate the Plastic Free County Borough item referred by Council to the 23 July 2018 meeting and for CAT (progress since the last report) to be allocated to the September meeting followed by Parks and Playing Fields.

(3)                 The Committee considered the criteria form at Appendix C.  

Recommended 

The Committee nominated Cllr David Lewis to sit on the Public Service Board Overview and Scrutiny Panel.

Recommended

                       The Committee nominated Cllr DBF White as its Corporate Parenting  Champion to represent the Committee at meetings of the Corporate Parenting Cabinet Committee. 

Invitees:

Cllr Richard Young – Cabinet Member Communities

Mark Shephard – Corporate Director Communities

Zak Shell – Head of Streetscene

Kevin Mulcahy – Group Manager, Highways

Andrew Hobbs – Group Manager Streetworks

Members considered a report on the impact of the Medium Term Financial Strategy (MTFS) on Highway Services.  The Corporate Director Communities outlined the level of efficiency savings in the highways services budget and the reduction in staff whilst trying to maintain an appropriate level of service. He explained that the majority of services were a statutory provision however the exact level of service or standard was not specified. He outlined the asset value of the highway network and the expected future pressures. He also referred to the need for innovative solutions and collaboration to improve responsiveness and resilience in the future. 

Members were expecting a People2 report to be included within the Highways Services Review and they questioned the value of considering this report without that information. The Corporate Director Communities explained that the People2 report was not part of the Highway Services Review.

Members discussed grass cutting and in particular, current weather conditions, the reporting of hazards, the different lengths of cut, drainage and ecological corridors, checks on the work of the contractors, procurement and criteria for the tender and value for money. The Head of Neighbourhood Services explained that grass cutting was not part of the Highway Services Review and the officers that specialised in grass cutting were not in attendance However he would pass on the Committee’s comments to the relevant officers in advance of the procurement of a new grass cutting contract.

The Group Manager Highway Services referred to the DLO service and the experience and diversity of the team in carrying out duties that would otherwise require individual specialist contracts outside of the authority. Members asked for schedules of grass cutting and highway resurfacing within the Borough.     

Members discussed the maintenance of street signs, cleansing and the removal of undergrowth, TCC’s sharing the costs of replacing signs and statutory and non- statutory requirements to clean different signs.  The Group Manager Highway Services explained that his team was responsible for the work and that there had been a significant reduction in staff. Highway Inspectors would identify any work that needed to be carried out and schedules updated to incorporate replacement, cut back or cleansing if required.

The Head of Neighbourhood Services explained that there were originally 4 hazarding gangs but that had now reduced to 1. The team made every effort  to allocate the resources effectively but it was a huge challenge. He reported that an environmental grant had been secured for a study into biodiversity and roadside verges and the results would be available later this year.

Members discussed a number of other issues including maintenance work at the bus station, fixing potholes, clearance of gullies and the use of goats to clear land in a more natural way. 

The Cabinet Member Communities reported that he was listening to the Committees questions, concerns and comments on the appearance of the area. Officers were mindful of safety and doing the best they could. He was also grateful to some of the Town Councils for stepping up  ...  view the full minutes text for item 45.

To consider any item(s) of business in respect of which notice has been given in

accordance with Part 4 (paragraph 4) of the Council Procedure Rules and which the person presiding at the meeting is of the opinion should by reason of special circumstances be transacted at the meeting as a matter of urgency.

None