Council
Please Contact: Emma Denny
Please email: emma.denny@north-norfolk.gov.uk
Please Direct Dial on: 01263 516010
11 November 2014
A meeting of the North Norfolk District Council will be held in the Council Chamber at the
Council Offices, Holt Road, Cromer on Wednesday 19 November 2014 at 6.00 p.m.
Members of the public who wish to ask a question or speak on an agenda item are
requested to arrive at least 15 minutes before the start of the meeting. It will not always be
possible to accommodate requests after that time. This is to allow time for the Chairman to
rearrange the order of items on the agenda for the convenience of members of the public.
Further information on the procedure for public speaking can be obtained from Democratic
Services, Tel: 01263 516010, Email: democraticservices@north-norfolk.gov.uk
Anyone attending this meeting may take photographs, film or audio-record the proceedings
and report on the meeting. Anyone wishing to do so is requested to inform the Chairman. If
you are a member of the public and you wish to speak on an item on the agenda, please be
aware that you may be filmed or photographed.
Sheila Oxtoby
Chief Executive
To: All Members of the Council
Members of the Management Team, appropriate Officers, Press and Public.
If you have any special requirements in order
to attend this meeting, please let us know in advance
If you would like any document in large print, audio, Braille, alternative format or in a
different language please contact us
Chief Executive: Sheila Oxtoby
Corporate Directors: Nick Baker and Steve Blatch
Tel 01263 513811 Fax 01263 515042 Minicom 01263 516005
Email districtcouncil@north-norfolk.gov.uk Web site northnorfolk.org
AGENDA
1.
PRAYER
Led by Reverend Bryan Pickard, Lighthouse Church, Sheringham
2.
CHAIRMAN’S COMMUNICATIONS
To receive the Chairman’s communications, if any.
3.
TO RECEIVE DECLARATIONS OF INTERESTS FROM MEMBERS
Members are asked at this stage to declare any interests that they may have in any
of the following items on the agenda. The Code of Conduct for Members requires
that declarations include the nature of the interest and whether it is a disclosable
pecuniary interest.
4.
APOLOGIES FOR ABSENCE
To receive apologies for absence, if any.
5.
MINUTES
(page 1)
To confirm the minutes of the meeting of the Council held on 17 September 2014.
6.
ITEMS OF URGENT BUSINESS
To determine any other items of business which the Chairman decides should be
considered as a matter of urgency pursuant to Section 100B (4)(b) of the Local
Government Act 1972.
7.
PUBLIC QUESTIONS
To consider any questions received from members of the public.
8.
APPOINTMENTS
a) To appoint Mrs A Moore to the North Norfolk Enterprise Start up Grants Advisory
Panel
b) To consider any further appointments
9.
RECOMMENDATIONS FROM CABINET 03 NOVEMBER 2014
a) AGENDA ITEM 12: HALF YEARLY TREASURY MANAGEMENT REPORT
FOR 2014/15
(Cabinet Agenda 03 November 2014 – p.42)
(Appendix E – p.48) (Appendix F – p.50)
RECOMMENDATION TO COUNCIL:
That the Half Yearly Treasury Management Report for 2014/15 is approved including
amendments to the Treasury Management Strategy Statement for 2014/15.
RECOMMENDATIONS FROM OVERVIEW AND SCRUTINY COMMITTEE
The Overview and Scrutiny Committee endorsed the above recommendation from
Cabinet at their meeting on 15 October 2014.
10.
RECOMMENDATIONS FROM THE CONSTITUTION WORKING PARTY 01
OCTOBER 2014
(Draft minutes attached – p. 6)
RECOMMENDATION TO COUNCIL:
That all committee meetings should be recorded.
The Overview and Scrutiny Committee endorsed this recommendation at their
meeting held on 15 October 2014.
11.
ANY RECOMMENDATIONS FROM THE OVERVIEW AND SCRUTINY
COMMITTEE 12 NOVEMBER 2014
To receive any recommendations from the Overview and Scrutiny Committee 12
November 2014.
(Agenda note: the Council agenda was published prior to the Overview and Scrutiny
Committee taking place. The Chairman will provide an oral update at the meeting)
12.
13.
OVERVIEW AND SCRUTINY COMMITTEE ANNUAL REVIEW 2013/14
(Page 12)
Summary:
The Overview and Scrutiny Committee Annual
Review 2013-2014 summarises the work of the
Committee during the previous municipal year.
Recommendation:
That Council receives the Overview and Scrutiny
Committee Annual Review 2013- 2014
Contact Officer
Tel. No:
Email:
Emma Denny
01263 516010
emma.denny@north-norfolk.gov.uk
TO RECEIVE THE APPROVED MINUTES OF THE UNDERMENTIONED
COMMITTEES
Members are requested to note that the minutes of the undermentioned committees
have been approved. Copies of all the minutes are available on the Council’s website
or from Democratic Services.
a)
b)
c)
d)
e)
f)
14.
Development Committee – 21 August 2014
Development Committee – 04 September 2014
Cabinet – 08 September 2014
Overview and Scrutiny Committee – 10 September 2014
Development Committee – 02 October 2014
Cabinet – 06 October 2014
REPORTS FROM THE CABINET OR MEMBERS OF THE CABINET
To receive reports from the Cabinet or Members of the Cabinet.
15.
QUESTIONS RECEIVED FROM MEMBERS
None received
16.
OPPOSITION BUSINESS
To receive any opposition business.
17.
NOTICE(S) OF MOTION
The following Motion has been submitted by Councillor E Seward:
'The Constitution Working Party is asked to look at all options to make the
governance arrangements for the working of the Council more open, democratic and
accountable. In particular, it is requested:
1) That the constitution be reviewed to ensure that all members of the Council have a
greater say over decisions and actions pertaining to their own ward.
2) That Full Council meetings have designated question sessions for members of the
Council to ask questions of the Leader of the Council, Cabinet Portfolio Holders and
Chairpersons of Committees.
3) That options other than the existing Cabinet system of running the Council are
identified along with the cost implications.
The Constitution Working Party is asked to report back to Full Council before the end
of the current municipal year.'
Proposed: Eric Seward
Seconded: Virginia Gay
18.
EXCLUSION OF PRESS AND PUBLIC
To pass the following resolution – if necessary:
“That under Section 100A(4) of the Local Government Act 1972 the press and public
be excluded from the meeting for the following item(s) of business on the grounds
that they involve the likely disclosure of exempt information as defined in
paragraph(s) _ of Part 1 of Schedule 12A (as amended) to the Act.”
19.
PRIVATE BUSINESS
Circulation:
All Members of the Council.
Members of the Management Team and other appropriate Officers.
Press and Public
COUNCIL
Minutes of a meeting of North Norfolk District Council held on 17 September 2014 at the
Council Offices, Holt Road, Cromer at 6.00 pm.
Members Present:
Officers in
Attendance:
52.
Mr B Cabbell Manners
Mrs A ClaussenReynolds
Mrs H Cox
Mrs H Eales
Mrs A M Fitch-Tillett
Mr T FitzPatrick
Mrs A Green
Mrs P Grove-Jones
Mr P W High
Mr T Ivory
Mr G Jones
Mr J Lee
Mr N Lloyd
Mrs A Moore
Mr P W Moore
Mr W J Northam
Mr R Oliver
Mr J Punchard
Mr R Reynolds
Mr J Savory
Mr E Seward
Mr B Smith
Mr R Smith
Mrs A Sweeney
Mr P Terrington
Mrs V Uprichard
Mr P Williams
Mr R Wright
The Chief Executive, The Corporate Directors, the Monitoring Officer, the
Head of Finance, the Head of Organisational Development and the
Democratic Services Officer
PRAYERS
The Chairman invited Reverend R O’Toole, Deacon of the Sacred Heart Church, North
Walsham, to lead prayers.
53.
CHAIRMAN’S COMMUNICATIONS
The Chairman informed members that he had received a letter from Reverend Canon David
Court thanking him for the Council’s best wishes on his recent appointment as Bishop of
Grimsby. The Democratic Services Team Leader would circulate the letter to all members.
The Chairman then thanked the Leader and Chief Executive who, together with some Heads
of Service and members, had agreed to go into the stocks to raise money for the Chairman’s
chosen charities. A cake sale had taken place too and a considerable amount of money had
been raised.
The Chairman then updated members on recent events that himself and the Vice-Chairman
had attended. He mentioned Norjam – the Norfolk Scout Jamboree which the Vice-Chairman
had attended and enjoyed very much and then mentioned the Battle of Britain Memorial Day
which included a fly past. It had been a very memorable and moving occasion and the week of
events commemorating the Battle of Britain culminated in a service at Norwich Cathedral.
He went on to inform members that the Council was taking part in a ‘peer review’ during the
week commencing 8th December 2014. More information would be provided in due course but
he stressed that this was seen as an excellent opportunity for the Council to demonstrate the
commitment and hard work of staff and members.
1
The Chairman concluded by reminding members that there was a Prospective Candidates’
Event on 15th October 2014. He urged as many members as possible to attend and to
encourage anyone who was interested in standing as a district councillor to come along.
54.
TO RECEIVE DECLARATIONS OF INTEREST FROM MEMBERS
Member(s)
Minute
Item
Interest
Review of Local Council Tax
Support Scheme - grants for
parishes
Chairman of
Fakenham Town
Council
No.
Mr J Punchard
55.
60
APOLOGIES FOR ABSENCE
Apologies for absence were received from Mrs S Arnold, Mr M Baker, Mrs L Brettle, Mr N
Dixon, Ms V Gay, Mr B Hannah, Miss B Palmer, Mr J Perry-Warnes, Mr R Price, Mr R
Shepherd, Mr N Smith, Mr R Stevens, Mrs L Walker, Mr S Ward, Mr G Williams, Mr J Wyatt
and Mr A Yiasimi.
56.
MINUTES
The minutes of the annual meeting of Council held on 23 July 2014 were approved as a
correct record.
57.
ITEMS OF URGENT BUSINESS
None
58.
PUBLIC QUESTIONS
None
59.
APPOINTMENTS
None
60.
RECOMMENDATIONS FROM CABINET 08 SEPTEMBER 2014
AGENDA ITEM 13: FINANCIAL STRATEGY 2015/16 TO 2017/18
Mr W Northam, Portfolio Holder for Finance, introduced this item. He began by referring to the
Local Council Tax Support Scheme. The scheme had been in place for two years now and
had recently been reviewed by the Council Tax Support Working Party. The Working Party
had recommended continuation of the current scheme for the forthcoming year.
Mr Northam then went on to outline the Financial Strategy. He explained that it set out the
challenges and internal budget pressures for the next three years and that the current financial
forecast presented a funding gap of just over £1.2m by 2017/18.
The financial forecast had been updated to for a number of service variances including car
parking income, land charges and retained business rates.
Mr Northam concluded by stating that the Council was in a good financial position going
forward despite the impact of the storm surge in December 2013.
2
Mr P W Moore commented as Chairman of the Overview and Scrutiny committee. He said that
the Committee supported the recommendations.
RESOLVED
a) Continuation of the current Local Council Tax Support Scheme for 2015/16;
b) That the Local Council Tax Support Scheme grant for parishes be offered to those parish
and town councils that accepted the grant in 2014/15 and the total amount available is
reduced in line with the Council’s relative funding reductions as outlined at section 2.8.5;
c) The revised reserves statement as included at Appendix E to the financial strategy;
61.
RECOMMENDATIONS FROM OVERVIEW AND SCRUTINY COMMITTEE 10 SEPTEMBER
2014
The Chairman of the Overview and Scrutiny Committee, Mr P W Moore informed members
that the Committee had recently had a very interesting presentation by representatives from
the North Walsham and Dilham Canal Trust. The Committee had been keen to indicate their
support for the work of the Trust and resolved to recommend that Council gave a formal
endorsement.
Mr P Terrington asked whether Natural England was supportive of the work the Canal Trust
was doing in promoting access to navigation. The Leader replied that the Environment Agency
was supportive. Mr N Lloyd added that the Canal Trust was also working closely with the
Broads Authority. Mr Lloyd went on to thank the Council for awarding the John Sweeney
Award for the Environment to the North Walsham and Dilham Canal Trust.
RESOLVED
To formally endorse the aims of the North Walsham and Dilham Canal Trust to work with the
Canal Proprietors and adjacent landowners to protect, conserve and improve the route of the
canal and its branches, for the benefit of the community and environment, promoting access to
the navigation for all, allowing it to become once again an area enjoyed and appreciated by
the community.
62.
RECOMMENDATIONS FROM AUDIT COMMITTEE 16 SEPTEMBER 2014
In the absence of the Chairman of the Audit Committee, Mr R Reynolds introduced the next
two agenda items which had both been considered by the Audit Committee at their meeting on
16 September 2014.
63.
ANNUAL GOVERNANCE STATEMENT 2013/14
Mr R Reynolds informed members that every Local Authority was required to ensure that its
business is conducted within a governance framework in accordance with law and proper
standards and to ensure that public money is safeguarded, properly accounted for and used
economically and efficiently. The Annual Governance Statement explained how the Council
has complied with the framework and was subject to annual review.
Mr Reynolds concluded by saying that the Audit Committee had considered and reviewed the
Annual Governance Statement for 2013/14 and received assurance that the Council’s
business has been conducted in accordance with the relevant standard.
Mrs A Moore pointed out that a figure for the number of meetings of the Constitution Working
Party meeting was omitted on page 9 of the Annual Governance Statement.
3
RESOLVED
To receive the Annual Governance Statement 2013/14
64.
2013/14 STATEMENT OF ACCOUNTS
Mr R Reynolds introduced this item. He informed members that the Statement of Accounts for
2013/14 had been considered by the Audit Committee at their meeting on 16 September 2014.
Prior to the committee meeting, Members of the Audit Committee had been provided with a
training session on the main financial statements included in the accounts and some of the
significant movements between financial years. He went on to say that the outturn position for
2013/14 as reported to Members in June was used to inform the Statement of Accounts. A
draft set of accounts were completed by 30 June which were then subject to External Audit
Review by the Council’s auditors, PWC.
Mr R Reynolds concluded by stating that the external auditors report to the committee on the
accounts was very positive, there had been no uncorrected misstatements, and no significant
issues raised as part of the audit review and they have therefore issued an unqualified audit
opinion. Therefore, following the review of the audited accounts and consideration of the
External Audit report to those charged with Governance on the accounts for the 2013/14 year,
the committee agreed to recommend the accounts to Council.
RESOLVED
To approve the Statement of Accounts 2013/14
65.
TO RECEIVE THE APPROVED MINUTES OF THE UNDERMENTIONED COMMITTEES
The minutes of the meetings below were noted as a correct record.
a)
b)
c)
d)
e)
50.
Overview and Scrutiny Committee – 18 June 2014
Cabinet – 07 July 2014
Development Committee – 12 June 2014
Development Committee – 24 July 2014
Development Committee – 07 August 2014
REPORTS FROM THE CABINET OR MEMBERS OF THE CABINET
The Chairman invited members of the Cabinet to speak.
The Leader thanked members and officers for their support for the recent Greenbuild event.
He said that there had been a very high turnout and the public had given very positive
feedback. He said that he had been pleased to present the John Sweeney Award for the
Environment to the North Walsham and Dilham Canal Trust. It was a good scheme that
encouraged physical exercise and which would bring benefits to the area.
Mr W Northam echoed the Leader’s comments on Greenbuild. He asked the Chief Executive
to convey thanks from members to all of the staff that had been involved.
51.
QUESTIONS FROM MEMBERS
The Chairman invited the Leader to respond to Mr G Jones questions.
In response to the first question which related to the number of staff employed by the Council,
the Leader said that a reorganisation had taken place less than three years ago and that there
was an ongoing assessment of the effectiveness of working practices across the organisation
via business process reviews. This had already resulted in some changes to the way the
4
Council worked – the Destination Management Organisation being a good example. He went
on to address some of the specific service areas that Mr Jones had focussed on. Regarding
the Coastal team, he explained that the structure of the team was currently being reviewed. As
far as Economic Development was concerned, he referred to the work that was ongoing for
apprenticeship schemes and the recent appointment of the Head of Economic and Community
Development which was a joint post shared with the Local Enterprise Partnership (LEP).
The Chairman invited Mr Jones to respond. Mr Jones said that he was disappointed in the
response. He was very concerned that the Council was not looking after important services
such as tourism, arts or economic development. The Leader replied that the Council was
promoting tourism and economic development but that a different approach was being taken.
The Big Society Fund was a good example of how support was being given to community
projects. He reiterated his earlier comments about the new joint post to the LEP and said that
the Council was the first to work in this way and it was an exciting opportunity.
The Chairman then invited the Leader to respond to Mr Jones’ second question which related
to the high volume of MP letters received by the Council. The Leader said that the Council did
not cost any questions or letters that were received - the aim was to respond to them. He said
that where possible, people were signposted to the website to find relevant information. He
concluded by saying himself and the Chief Executive met with Norman Lamb MP regularly.
Mr G Jones said that he was disappointed by the Leader’s response. He commented that if
any other individual submitted this volume of letters to the Council it would be challenged. He
felt that there should be an effective way to manage them and that the cost implications must
be considerable. The Leader replied that MPs had a right to ask questions of local authorities
within their constituencies and that it was the Council’s responsibility to respond to them. He
said that he was willing to raise the issue with both local MPs when he next met with them.
52.
OPPOSITION BUSINESS
None
53.
NOTICE(S) OF MOTION
None
54.
PRIVATE BUSINESS
None
The meeting concluded at 6.34 pm.
_________________________
Chairman
5
Agenda Item 10
CONSTITUTION WORKING PARTY
Minutes of a meeting of the Constitution Working Party held on 01 October 2014 in
Meeting Room 5, Council Offices, Holt Road, Cromer at 2.00 pm.
Working Party:
Mrs H Cox, Mrs A Fitch-Tillett, Ms V R Gay
Officers in
Attendance:
The Monitoring Officer, Democratic Services Team Leader and
Democratic Services Officer
1
TO RECEIVE APOLOGIES FOR ABSENCE
Mrs A Moore
2
MINUTES
The Minutes of the meeting held on 14 May 2014 were approved as a correct record
and signed by the Chairman
3
ITEMS OF URGENT BUSINESS
None
4
DECLARATIONS OF INTEREST
None
5
REVIEW OF THE CONSTITUTION
The Monitoring Officer informed Members that matters arising during meetings
allowed for changes to be made as required and that the Monitoring Officer and
Democratic Services Team Leader worked together to pick up any changes required
by changes in the law or changes to the internal structure of the Council.
The Democratic Services Team Leader confirmed that some changes had been
made to the Constitution to reflect recent changes to job titles.
6
OPENNESS OF LOCAL GOVERNMENT BODIES REGULATIONS 2014
The Monitoring Officer explained that new regulations had been introduced at the
beginning of August and have had one major impact on the Constitution and this was
that members of the public were now allowed to report on, and record, meetings.
The Monitoring Officer added that the law previously had left the allowing of the
recording meetings to the discretion of Members. The new regulations allowed any
person present (where the public are allowed to attend) the right to record and report
on the meeting. This right was not extended to the private sessions of meetings
where the public were excluded. The regulations stipulated that reasonable facilities
were to be provided by the authority to enable recording. Technology allowed
comment on the meeting whilst the meeting was in session through the use of social
Constitution Working Party
1
6
01 October 2014
media. The reasonable facilities were nothing particularly technical; wifi availability
and a desk for assistance with recording were perfectly reasonable.
The Monitoring Officer clarified that members of the public could still be excluded
from the meeting and that the meeting should be allowed to run smoothly and these
conditions were unaffected.
Members raised the question of privacy infringement for other members of the public
attending any meeting and the Monitoring Officer advised that the right to record had
been enshrined in law and that a reasonable and proportionate compromise was that
people entering a public meeting, with the pre-warning that they could be recorded,
had the opportunity to refrain from attending the public meeting.
He added that the new regulations had been in place for two months and there had
yet to be any complaints or cases regarding privacy or any issues regarding the
reporting of meetings. He informed the Members that as case law emerged he would
inform them accordingly.
The Monitoring Officer advised that there was a change to the Constitution and a
change to any signage regarding recordings of meetings.
The Monitoring Officer added that the nature of current technology meant that it was
not always evident that recording was taking place and that the regulations meant
that the person recording did not have to inform anyone that they were doing so and
did not have to seek consent. He said that some authorities requested that they were
informed of any filming or reporting, but that it wasn‟t enforceable. The Monitoring
Officer said that the new regulations were an example of the law catching up with
current practice and reality.
Mrs V Gay said that she believed in openness and would encourage more members
of the public to attend meetings but that she had reservations over being recorded.
She asked the Monitoring Officer whether there was a legal remedy for situations
such as a member of the public recording conversation between Councillors outside
of the meeting room.
The Monitoring Officer answered by clarifying that members of the public could
record the meeting, and not individuals. He acknowledged that it was possible to edit
and change recordings and that information could be taken and used out of context.
Mrs A Fitch-Tillett commented that if there was the possibility of being recorded at
meetings then perhaps the Council should consider recording all meetings anyway.
This would ensure that Members had a record of what was said and this could
protect them from statements being used out of context.
The Chairman agreed that quotes out of context were extremely misleading.
Mrs V Gay added that such behaviour was potentially damaging.
Mrs A Fitch-Tillett said that the Chairman of each committee should advise of
recording at the beginning of the meeting and Members agreed that this should be a
part of the standard agenda.
Mrs V Gay asked how far down the regulations went and whether organisations who
received funding from the Council would be recorded.
Constitution Working Party
2
7
01 October 2014
The Monitoring officer said that the new regulations did not apply to any bodies not
listed within them.
Mrs A Fitch-Tillett added that it did include parish councils.
Mrs V Gay suggested that any public attending the meeting should be requested to
inform the Chairman if they wished to record “as a courtesy”.
RESOLVED:
To recommend to Council that all committee meetings should be recorded.
7
HOUSING APPEALS
The Monitoring Officer informed Members that housing appeals were a Cabinet
function and therefore could not be dealt with by non-executive Members. The
options available were, resources allowing, for Cabinet to consider housing appeals,
to create a Cabinet sub-Committee or to delegate the powers to the appropriate
Director.
Mrs A Fitch-Tillett said that she thought Members would prefer to make housing
decisions rather than to delegate. She added that housing appeals were highly
emotional and that the „softer approach‟ of Members would be beneficial.
Mrs V Gay commented that this suggestion was reasonable and right because, in the
role, you are not just applying rules, but exercising judgement.
The Members agreed to recommend the establishment of a panel of Cabinet
members to consider housing appeals to Full Council. The Monitoring Officer
suggested that the recommendation was approved by Cabinet before going to Full
Council.
The amount of housing appeals was not as onerous as in previous years and the
Democratic Services Team Leader informed the Committee that the last appeal was
two years ago.
The Chairman commented that this was probably due to the hard work of the housing
team and Members agreed that they should be acknowledged for their achievements
and hard work.
RESOLVED
To recommend to Cabinet that a Housing Panel be established, comprising of
three Cabinet Members
8
PLANNING PROTOCOL
The Monitoring Officer explained that Members were trained to sit on the
Development Committee and covered areas such as how Members work with
Officers, dealing with lobbyists, issues around conduct at meetings (as planning
meetings were often controversial) and issues around pre-determination and conflict.
He explained that the planning protocol covered all of this. The Monitoring Officer
Constitution Working Party
3
8
01 October 2014
suggested that this stayed within the remit of the Development Committee Members.
He added that the Constitutional Working Party had a role in looking at planning
protocol in a wider context.
The Democratic Services Team Leader informed the committee that the Head of
Planning and the Planning Legal Manager had agreed to look at the planning
protocol and then take it to Development Committee for input and approval. The
planning department had asked for freedom to make changes and go through the
Development Committee before reporting back to the Constitutional Working Party.
The Democratic Services Team Leader added that the Head of Planning had
captured how the planning team wished to proceed in an e-mail which she would
circulate to Members.
It was discussed that planning policy was not outlined within the Constitution due to
the amount of changes and updates and that it would be an onerous task.
Mrs V Gay asked for a copy of the old planning protocol so that she could compare
the two.
The Democratic Service Team Leader informed the committee that the old planning
protocol had been removed from the website as it was being quoted directly and was
incorrect, but that a copy would be provided to Mrs V Gay.
The Democratic Services Team Leader went on to say that the planning information
on page 84 of the Constitution was wrongly located. She said that the Head of
Planning had said that it would be beneficial to review it.
The Members noted that Mr B Cabbell-Manners was the portfolio holder for planning,
but that he didn‟t sit on the Development Committee.
The Constitution Working Party agreed to the process suggested by the Head
of Planning and for her to review the planning protocol prior to it going to
Development Committee and the Constitution Working Party.
9
FUTURE MEETING DATES
It was agreed that two further meetings of the Constitution Working Party would take
place. The next meeting was scheduled for Thursday 15th January 2015 with a
further date to be agreed for March 2015.
10
WORK PROGRAMME
The work programme in the agenda provided information for the next meeting of the
Constitution Working Party. It was a large piece of work concerning the finance
regulations and the Head of Finance would be attending to explain it.
The meeting closed at 2.52 pm.
Chairman
Constitution Working Party
4
9
01 October 2014
Agenda Item 12
Overview and Scrutiny Annual Review 2013 – 2014
Chairman’s Introduction
This is the tenth report by North Norfolk District Council‟s
Overview and Scrutiny Committee, which gives an overview of
the Committee‟s activities over the past year and its plans for
the future as well as explaining the aims and functions of
Overview and Scrutiny.
This report covers the third year of the Council that was
elected in 2011. The committee continues to play a valuable
role in reviewing and discussing the Council's financial
position and performance. The Committee has continued to
focus on issues of concern to local residents. In particular, the
Committee has looked at such issues as performance of the
East of England Ambulance Service in North Norfolk and the
work of the Police and Crime Commissioner. Regular updates continue to be received
regarding the health strategy and the waste contract.
I should like to thank my Vice Chairman Cllr Norman Smith and Democratic Services
Officers Emma Denny and Tessa Gilder-Smith for their help and support throughout the
year. I would also like to welcome Tessa‟s replacement, Lydia Hall.
My ethos is to encourage full participation. Portfolio Holders are expected to present
reports relating to their responsibilities and residents of the District and representatives
from the town and parish councils are welcome to attend any of the Committee's meetings
so they can learn more about the Council's work and how it is scrutinised. Members of the
public are also entitled to ask questions and make contributions. Several have done so
during our meetings and in fact, interest in the items has been so strong that meetings can
take longer than anticipated.
Councillor Peter Moore
Scrutiny Handbook and Annual Report
1
10
2013/2014
1. What is Scrutiny?
The Overview and Scrutiny Committee is the Council‟s watchdog, ensuring that the
Cabinet is held to account and is carrying out the Council‟s aims as well as getting the
best value for money as a result of its decisions. Originating from the Local
Government Act of 2000 Scrutiny Committees not only keep an eye on the Council but
can also review the work of other bodies such as the Police, our utility providers and
the voluntary sector.
As outlined within the Council‟s Constitution, the Committee‟s terms of reference are
as follows:

To scrutinise and review decisions or other actions taken with respect to nonexecutive functions.

To make reports or recommendations to the Full Council or to the Cabinet about
one or more particular issue(s), service(s) or matter(s), which affects North
Norfolk and its residents. Reports or recommendations may be carried out on
whatever issue, service or matter the Scrutiny Committee thinks fit and may be
carried out on any subject if the Full Council or the Cabinet requests it to do so.

To carry out best value reviews.

To act as the Council‟s Crime and Disorder Committee.

To produce an annual report to Council on the work of the Committee over the
year.

To ensure effective scrutiny of the treasury management strategy and policies.
The remit of the Overview and Scrutiny Committee also includes undertaking policy
review and development, monitoring performance management, promoting community
well-being and improving the quality of life in the District. Scrutiny is Member-led and
independent of political party arrangements. At North Norfolk District Council the
Overview and Scrutiny Committee is chaired by a member of the opposition. Scrutiny is
a function which belongs to, and benefits the whole council.
2. Who gets involved in Scrutiny?
a) The Chairman and Vice Chairman of the Overview and Scrutiny Committee take a
pro-active role throughout the process, attending pre-Agenda meetings and steering
and scoping the direction of questioning and investigation. They attend, when
appropriate, meetings with relevant officers at other authorities or with other bodies,
and participate in internal and external training.
b) The Overview and Scrutiny Committee Members – Scrutiny is different from other
committees and calls for Members with investigative and creative minds who are
prepared to “do their homework” out of the Council Chamber and to think outside of
the usual committee framework, tailoring the method of review to suit the topic.
c) Cabinet Portfolio Members are always invited to attend meetings of Overview and
Scrutiny which involve their portfolio. The aim is that the Portfolio Member, as well
as the officers, should respond to questions and, where appropriate, introduce the
topic.
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d) All non-Executive Members are invited to attend, to ask questions or to suggest
topics for scrutiny.
e) Officers are involved in a number of ways – those directly involved in supporting the
Scrutiny process and those who are called to make reports to the Committee.
f) Invitees and Witnesses can be called not just from within the Council, but from
partners and utilities providers.
g) The public are always welcome to attend meetings of the Overview and Scrutiny
Committee and to suggest areas of public concern that they would like to see
tackled by the Committee. A pro forma to request scrutiny of a topic can be found
on page 6.
3. Overview and Scrutiny Activities
Scrutiny activities include:
a) Scrutiny of Decisions made by Cabinet – Call-ins. The Overview and Scrutiny
Committee can “call in” a decision which has been made by the Cabinet but not yet
implemented. This enables the Committee to consider if the decision is appropriate
and it may recommend that the Cabinet reconsiders the decision.
b) Commenting on Budget Proposals – Budget Monitoring and Draft Budget reports
are cyclical items on the Overview and Scrutiny Committee Work Programme.
c) Pre - Scrutiny:
 Commenting on and making input into Corporate Priorities
 Contributing to the Development of Draft Policies
 Looking at key agenda items before they go to Cabinet.
Pre – Scrutiny enables greater co-ordination between the Cabinet and Scrutiny
work programmes ensuring Overview and Scrutiny Committee input into key
agenda items, thus reducing the likelihood of Call–ins.
d) Performance Monitoring – this is a regular cyclical item on the work programme.
Performance Monitoring reports are a useful tool in highlighting areas which may
require further investigation. They are equally important for showing areas of the
Council‟s work which are going particularly well!
e) Presentations – the Committee may request presentations from external bodies on
an item of interest. These are usually followed by a question and answer session to
gain a further insight into the chosen subject.
f) Reviews – the Overview and Scrutiny Committee may choose to look at a topic in
depth and over a period of time. This could be undertaken by the whole Committee
or by a Task and Finish Group.
g) Petitions – the Committee considers any petitions received from members of the
public. These can be submitted electronically or in hard copy
4. The work of the Overview and Scrutiny Committee 2013 - 2014
There have been a number of areas of work carried out by the Overview and Scrutiny
Committee over the year:
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Holding the Cabinet to account
Budget monitoring
Pre-scrutiny
Review work
Petitions
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Minutes and reports of the Overview and Scrutiny Committee meetings can be found
on the Council‟s website via the link below:
http://www.northnorfolk.org/apps/committees/default.asp?pathh=Scrutiny%20Committee
a) Call-in
The Committee did not call-in any Cabinet decisions during 2013/14. However, they
were proactive in requesting consideration of Cabinet reports that were not
scheduled to go to Scrutiny. The Car Parking Review came before the Overview
and Scrutiny Committee in January 2014 at their request.
b) Budget Monitoring
Budget Monitoring reports were received in September and November 2013 and
February and March 2014. Reports have also been received on the Base Budget,
Final Accounts, Treasury Management and Debt Management. The Financial
Strategy was also considered by Scrutiny.
c) Pre-scrutiny
Pre-scrutiny in the year 2013/14 has included the review of CCTV across the
District. This was considered by the Committee in September 2013 before going to
Cabinet in October 2013. Representatives from the town councils and members of
the public attended the meeting to express their opinions and ask questions.
d) Review work
The Overview and Scrutiny Committee has continued to review specific areas of
service provision within the Council. Regular updates have been received on the
waste contract, the Big Society Fund, the work of the Enforcement Board and the
Council‟s health strategy.
e) Petitions
One petition was received relating to fracking within the District. As this was being
covered by the Council‟s new Energy Strategy, the petition organisers were
contacted and invited to attend the meeting when the strategy was being
considered by the Committee.
5. Successes and challenges
During 2013-14, the Committee received several presentations on topics of interest to
them. These included the ambulance service, the North Norfolk Clinical
Commissioning Group, domiciliary care (the Norfolk and Suffolk Care Support Group)
and the Norfolk Association of Local Councils. The Police and Crime Commissioner
has attended the committee twice to respond to questions and to update them on the
work of his team. These sessions were well attended by Members and enabled the
Committee to ask some probing questions. It is anticipated that the regular updates
will be received during 2014/15 on the work of the PCC and the Committee are keen
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to have an input into the future priorities and direction of the Police and Crime
Commissioner‟s work.
In October and November 2013, the Committee held their meetings at an external
venue. It is hoped that further sessions away from the Council Chamber will take place
during 2014/15 – with a visit to the Ambulance Hub in Hellesdon scheduled for early
2015 and a visit to a local Passivhaus scheme planned before the election in May
2015.
Challenges for 2014/15 include:
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Focussing on topics of interest to residents of the District. The committee is
keen to look at housing provision across the district more closely – with a
particular focus on affordable housing and energy-efficient housing. It is
anticipated that a special „Housing Scrutiny‟ meeting will be held to consider
these topics.
Continuing to monitor performance against the Annual Action Plan.
Continuing to review areas of interest to committee members and local
residents including tourism, leisure and renewable energy. A review of local
services such as the Citizen‟s Advice Bureau – and the level of provision
offered to residents will also be undertaken.
6. Members of the Committee 2013 – 2014
Councillors: Eric Seward – Chairman until November 2013
Peter Moore – Chairman from December 2013
Norman Smith – Vice-Chairman
Annie Claussen-Reynolds, Virginia Gay, Ann Green, Benjamin Jarvis, Barbara
McGoun, John Perry-Warnes, Roy Reynolds, Richard Shepherd, Peter Terrington,
7. How to get in touch with the Overview and Scrutiny Committee
Members of the public wishing to find out more about the scrutiny process are
requested to contact Democratic Services at democraticservices@north-norfolk.gov.uk
If you have any topic suggestions for scrutiny please use the form attached at the end
of this document.
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If you would like this document in large print, audio, Braille, alternative
format or in a different language please contact democraticservices@northnorfolk.gov.uk
Request form to raise an item for Scrutiny Review
Councillors should be asked to carry out the following scrutiny review:
Please give your reasons (continue on a separate sheet if necessary)
Name:
Address:
Daytime Tel No
Email:
Signature
Date
Please return this form to Democratic Services, Council Offices, Holt Road, Cromer,
NR27 9JW
Tel 01263 516047
Email: democraticservices@north-norfolk.gov.uk
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