Agenda and minutes

To approve as a correct record the Minutes of the meeting held on 6th June 2016.

The minutes of the meeting of the Overview and Scrutiny Panel (Performance and Customers) held on 6th June 2016 were approved as a correct record and signed by the Chairman.

To receive from Members declarations as to disclosable pecuniary and other interests in relation to any Agenda item.

No declarations were received.

A copy of the current Notice of Key Executive Decisions is attached. Members are invited to note the Plan and to comment as appropriate on any items contained therein.

The Panel received and noted the current Notice of Key Executive Decisions (a copy of which is appended in the Minute Book) which has been prepared by the Executive Leader for the period 1st September 2016 to 31st December 2016.

The Interim Head of Operations is to present a report on the Re:FIT Programme – Energy Conservation Measures for One Leisure.

With the aid of a report by the Interim Head of Operations (a copy of which is appended in the Minute Book) the Re:Fit Programme – Energy Conservation Measures for One Leisure report was presented to the Panel. Members were informed that a study has been carried out and identified that carrying out the scheme would produce a significant energy savings with a rate of return on the investment of 9 years.

The Panel was informed that the Council is in negotiation to renewal the leases of One Leisure Huntingdon, One Leisure St Neots and One Leisure Ramsey. It is recommended that the scheme should only proceed once those leases have been secured.

Following a query on why shouldn’t the Council proceed without securing the leases, the Panel was informed that in order to maximise the savings the Council receives the scheme needs to be completed as a complete package as the Council will benefit from the economies of scale.

In response to a question on who are the Council negotiating with, the Panel were informed that negotiations for One Leisure Huntingdon are with Huntingdon Town Council and negotiations for One Leisure St Neots and One Leisure Ramsey are with academies.

A conversation ensued regarding training on the building energy management system and Members were informed that training will be thorough and ongoing and will be given to the appropriate members of staff which will increase resilience within the service.

Following a question regarding the breakdown of equipment, it was confirmed that if the equipment breaks during the warranty period then there won’t be any cost to the Council. However the Council does have the responsibility to properly maintain equipment.

In terms of the leases, Members were informed that the Council have a long enough lease on four of the seven leisure centres so that the works would be paid back in energy savings. The Council are close to an agreement for the One Leisure St Neots lease for a period of 25 years with the agreement expected in six to eight weeks. In regards to One Leisure Huntingdon there is an agreement on the terms of discussion. The Council are no closer to an agreement on the lease for One Leisure Ramsey.

Members were informed that the scheme was a capital programme with a spend spread over the course of two years. The Panel would receive regular update reports monitoring the progress of the scheme and the savings achieved.

Following a discussion over the footfall, the benefit of upgrading facilities and the rate of return, some Members expressed concern that the rate of return on One Leisure St Ives Outdoor was not sufficient and stated that they would like the project figures reworked to not include facility. The Panel,

RESOLVED

1)   to recommend to Cabinet that the Council should commit £107,889 to the scheme in order to realise the full potential of the programme however this should be subject to securing the renewal of leases on One Leisure  ...  view the full minutes text for item 19.

The Integrated Performance Report – Quarter 1 is to be presented to the Panel.

With the aid of a report by the Head of Resources and the Corporate Team Manager (a copy of which is appended in the Minute Book) the Integrated Performance Report 2016/17 Quarter 1 was presented to the Panel. Members noted that currently 33 out of 39 Key Actions are rated green which was recognised as a good performance.

In light of updates regarding the status of 3C IT projects, Members were given the up to date information in relation to the Corporate project status which includes 15 projects (39%) rated as green, 5 projects (13%) rated as amber and 7 projects (18%) rated as red.

Following a comment highlighting the increasing level of homelessness as a result of private landlords evicting tenants on benefits, the Executive Councillor for Strategic Resources stated that the Cabinet are eager to find the right solution to the issue.

In response to a question regarding the amount of resources allocated to the commercial investment strategy instead of finding a solution to homelessness, Members were reminded that the commercial investment strategy generates revenue which helps pay for the provision of Council services.

The Panel noted that there was threat to Coneygear Court (homeless shelter), however the Council are reviewing solutions. The Panel were reminded that the Council need to find a solution in the medium to longer term which involved the supply of affordable housing. Members thought that there needs to be a short term solution too and that Members are also responsible in the search for a solution.

Members were reminded that the District is not unique when it comes to the causes of homelessness as private landlords ending tenancies is the biggest cause of homelessness in England. In addition high rents mean that it is difficult for low earners or people on benefits to pay the rent.

Following a comment regarding the Housing Act, the Panel were informed that the Government have placed an emphasis on the creation of starter homes and as a result not enough social housing is being built. The Council do work with around 20 housing associations throughout the District to assist people who find themselves homeless.

The Panel were reminded that the key to finding a solution to homelessness is preventing homelessness to begin with. Members are encouraged to urge residents who find themselves in a situation where they could end up homeless to seek advice.

In response to a question regarding the use of mobile homes as temporary accommodation the Panel was thanked for the suggestion however the Council would face an issue of where to put the mobile homes.

Regarding the financial projections for the commercial investment strategy Members were reminded that property rental income only reflects what has been collected in quarter one.

Following a question on the Sport England investment into One Leisure St Neots 3G Artificial Pitch in relation to the delivery of Key Action 7, the Panel was informed that the funding won’t be spent until the lease for One Leisure St  ...  view the full minutes text for item 20.

The Panel is to receive a report on the Risk Strategy.

With the aid of a report by the Internal Audit and Risk Manager (a copy of which is appended in the Minute Book) the Risk Strategy was presented to the Panel. Members were informed that with the exception of allowing managers the freedom to decide if a risk should be classified as a corporate or operational risk, the Strategy remained largely unchanged from that agreed in 2015.

In response to a question regarding the identification of risk it was confirmed that Members are able to identify risks that they feel need to be addressed via the Internal Audit and Risk Manager.  

Following a question on how does the Council interact with other councils to help identify risks, the Panel was informed that the Internal Audit and Risk Manager works with other Councils to identify risk.

(At 9.12pm, during the consideration of this item, Councillors Mrs A Dickinson, J M Palmer and P D Reeve joined the meeting.)

The Panel is to receive a report by the Head of Resources on the recommendation of the Corporate Governance Committee to amend the Disposals and Acquisitions Policy.

With the aid of a report by the Head of Resources (a copy of which is appended in the Minute Book) the Amendment to Disposals and Acquisitions Policy – Recommendation from the Corporate Governance Committee was presented to the Panel.

Members were informed that if the Council sells a piece of land within a Town or Parish Council and no Community Infrastructure Levy or Section 106 would be received then the Town or Parish Council will receive 10% of the revenue from the sale.

During the consideration of the matter, the Panel thought the suggestion from the Corporate Governance Committee to replicate a map of assets from the Cambridgeshire County Council website onto the District Council Website would be useful and Members indicated that would like it actioned on.

Members expressed that they wanted reassurance that the full maintenance costs had been considered by the Cabinet when deciding to acquiring assets. The Panel,

RESOLVED

that it supports the revision of the policy and encourages the Cabinet to endorse the continuation of the thresholds and approve the revision to the Policy.

(At 9.16pm, during the consideration of this item, Councillors J A Gray and J M Palmer left the meeting.)

To resolve:

that the press and public be excluded from the meeting because the business to be transacted contains information relating to the financial or business affairs of any particular person (including the authority holding that information).

RESOLVED

that the press and public be excluded from the meeting because the business to be transacted contains information relating to the financial or business affairs of any particular person (including the authority holding that information).

(At 9.20pm, during the consideration of this item, Councillor P D Reeve left the meeting.)

The Panel is to receive a report regarding the use of the Special Urgency Provisions by the Cabinet at its special meeting held on 8th August 2016.

Consideration was given to a report by the Democratic Services Officer on behalf of the Cabinet regarding the use of the special urgency provision.

To resolve:

that the press and public be re-admitted to the meeting.

RESOLVED

that the press and public be re-admitted to the meeting.

To consider the work programme of the Communities and Environment Overview and Scrutiny Panel.

The Panel received and noted a report by the Democratic Services Officer (Scrutiny) (a copy of which is appended in the Minute Book) which contains details of studies being undertaken by the Overview and Scrutiny Panel for Communities and Environment.

To consider a report on the Panel’s activities.

With the aid of a report by the Democratic Services Officer (Scrutiny) (a copy of which is appended in the Minute Book) the Panel reviewed the progress of its activities since the last meeting. During the discussion of this item, Members agreed that they are keen to have the Cambridgeshire County Council Budget meetings again.