Please contact: Tessa Gilder-Smith
Please email: Tessa.Gilder-Smith@north-norfolk.gov.uk
Please direct dial on: 01263 516047
04 February 2014
A meeting of the Overview and Scrutiny Committee of North Norfolk District Council will be held
in the in the Council Chamber at the Council Offices, Holt Road, Cromer on Wednesday 12th
February 2014 at 9.30a.m.
At the discretion of the Chairman, a short break will be taken after the meeting has been running
for approximately one and a half hours.
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 Committee Chair 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
Sheila Oxtoby
Chief Executive
To: Mrs A Claussen-Reynolds, Ms V R Gay, Mrs A Green, Mr B Jarvis, Mrs B McGoun, Mr P
Moore, Mr J H Perry-Warnes, Mr R Reynolds, Mr E Seward, Mr R Shepherd, Mr N Smith, and Mr P
Terrington.
All other Members of the Council for information.
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 & Steve Blatch
Tel 01263 513811 Fax 01263 515042 Minicom 01263 516005
Email districtcouncil@north-norfolk.gov.uk Web site northnorfolk.org
AGENDA
1.
TO RECEIVE APOLOGIES FOR ABSENCE
2.
SUBSTITUTES
3.
PUBLIC QUESTIONS
To receive questions from the public, if any
4.
(Page 1)
(9.30 – 9.35)
To approve as correct records the minutes of the meeting of the Overview and Scrutiny
Committee held on 15 January 2014
5.
ITEMS OF URGENT BUSINESS
MINUTES
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.
6.
DECLARATIONS OF INTEREST
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.
7.
PETITIONS FROM MEMBERS OF THE PUBLIC
To consider any petitions received from members of the public.
8.
CONSIDERATION OF ANY MATTER REFERRED TO THE COMMITTEE BY A MEMBER
To consider any requests made by non-executive Members of the Council, and notified to
the Monitoring Officer with seven clear working days‟ notice, to include an item on the
agenda of the Overview and Scrutiny Committee.
9.
RESPONSES OF THE COUNCIL OR THE CABINET TO THE COMMITTEE’S REPORTS
OR RECOMMENDATIONS
To consider any responses of the Council or the Cabinet to the Committee‟s reports or
recommendations.
(Page 10)
(9.35 – 9.40)
To discuss the Cabinet Work Programme and to consider the programme of business for
Cabinet, Overview and Scrutiny, and Full Council.
10.
THE CABINET WORK PROGRAMME
11.
PRESENTATION BY THE POLICE AND CRIME COMMISSIONER
(9.40 – 10.15)
To receive a presentation by the Norfolk Police and Crime Commissioner Stephen Bett
regarding his work in the district.
12.
BUDGET MONITORING 2013/14 – PERIOD 9
(10.15 – 10.25)
(Cabinet Agenda page 13)
(Appendix A – p.23) (Appendix B – p.24) (Appendix C – p.26) (Appendix D – p.28)
Summary:
This report summarises the budget monitoring position for the
revenue account to the end of December 2013.
Conclusions:
The overall position at the end of period 9 shows a forecast
under spend of £163,455 for the current financial year on the
revenue account.
Recommendations:
It is recommended that:
1) Cabinet note the contents of the report and the
current budget monitoring position.
2) Cabinet agree and recommend to Full Council the
updated budget as set out in section 5.1, Table 3.
3) That Cabinet agrees to delegate authority to the
Chief Executive, to provide funding from the
Enabling Fund (of a sum not exceeding £24,000) to
support the development of both the design and
business case for the future re-development of the
Melton Constable Goods Shed site and buildings.
COUNCIL
DECISION
13.
Reasons for
Recommendations:
To update Members on the current budget monitoring position
for the Council.
Cabinet Member(s)
Ward(s) affected
Contact Officer:
Telephone number
Email:
Cllr W Northam
All
Malcolm Fry
01263 516037
malcolm.fry@north-norfolk.gov.uk
TREASURY MANAGEMENT STRATEGY
(10.25 – 10.35)
(Cabinet Agenda page 30)
Summary:
This report sets out details of the Council‟s treasury management
activities and presents a strategy for the prudent investment of the
Council‟s surplus funds.
Options Considered:
Alternative investment options are continuously appraised by the
Council‟s treasury advisors, Arlingclose and all appropriate options
are included within this Strategy.
COUNCIL
DECISION
Conclusions:
The strategy represents an appropriate balance between risk
management and cost effectiveness. An alternative strategy might
be to invest in a narrower range of counterparties or for shorter
periods. Interest income is likely to be lower as a consequence,
but with a reduced risk of losses from counterparty default.
Investing in a wider range of counterparties or for longer periods
may increase interest income, but with an increased risk of loss
from defaults.
The preparation of this Strategy Statement is necessary to comply
with the Chartered Institute of Public Finance and Accountancy‟s
Code of Practice for Treasury Management in Public Services. The
Code has been revised in November 2011 and this Strategy
Statement incorporates all the requirements of the new Code.
Recommendations: That the Council be asked to RESOLVE that The Treasury
Management Strategy Statement is approved.
Reasons for
Recommendation:
Cabinet Member(s)
Ward(s) affected
Contact Officer:
Telephone number
Email:
14.
The Strategy provides the Council with a flexible treasury strategy
enabling it to respond to changing market conditions and ensure
the security of its funds.
Cllr W Northam
All
Tony Brown
01263 516126
tony.brown@north-norfolk.gov.uk
(10.35- 10.55)
(Cabinet Agenda page 40)
(Appendix E – p.61) (Appendix F – p.62) (Appendix G – p.89) (Appendix H – p.90)
(Appendix I – p.91) (Appendix J – p.93) (Appendix K – p.101) (Appendix L – p.104)
2014/15 BUDGET REPORT
Summary:
This report presents for approval the 2014/15 budget along
with the latest financial projections for the following three years
to 2017/18.
Options considered:
The budget for the forthcoming financial year must be set
annually. Whilst there are options around the individual
budgets presented for approval i.e. what is included in the
budget for 2014/15, the overall position now presented for
approval is the culmination of work carried out by officers and
Cabinet over a number of months, details of this work is
provided within the report.
Conclusions:
The Council‟s budget is set for approval each year; it is
presented to Cabinet and then considered by Overview and
Scrutiny Committee before recommendations are made to Full
Council. This report now presents a balanced budget for
2014/15 and also presents the latest financial projections for
the following three financial years, 2015/16 to 2017/18. The
budget has been produced based on a number of assumptions
as detailed within the main body of the report and also reflects
the provisional finance settlement announced on 18 December
2013. The report recommends that the surplus for the year is
allocated to the general reserve to mitigate the impact of
funding costs in relation to the storm surge that occurred in
December 2013. The report outlines the risks facing the
Council in setting the budget and forecasting future spending
plans and resources.
Recommendations:
COUNCIL
DECISION
It is recommended that Cabinet agree and where
necessary recommend to Full Council:
1)
The 2014/15 revenue budget as outlined at
Appendix E;
2)
The surplus of £533,425 be allocated to the general
reserve;
3)
The demand on the Collection Fund, subject to any
4)
5)
6)
7)
8)
9)
Reasons for
Recommendations:
amendments as a result of final precepts still to be
received be:
a. £5,205,386 for District purposes
b. £1,599,741 (subject to confirmation of the final
precepts) for Parish/Town Precepts;
The statement of and movement on the reserves as
detailed at Appendix I;
The updated Capital Programme and financing for
2013/14 to 2016/17 as detailed at Appendix J;
The new capital bids as detailed at Appendix K;
The prudential indicators as included at Appendix
L;
The approval of a three year arrangement for the
provision of Monitoring officer through NP Law as
detailed within section 5.3.4 of the report;
That members note the current financial projections
for the period 2015/16 to 2017/18.
To recommend a balanced budget for 2014/15 for approval by
Full Council on 26 February 2014.
LIST OF BACKGROUND PAPERS AS REQUIRED BY LAW
(Papers relied on the write the report and which do not contain exempt information)
Local Government Finance Settlement 2014/15, 2013/14 budget monitoring reports.
Cabinet Member(s)
Ward(s) affected
Contact Officer:
Telephone number
Email:
15.
Cllr W Northam
All
Karen Sly
01263 516243
karen.sly@north-norfolk.gov.uk
MANAGING PERFORMANCE Q3 2013/14
(10.55-11.10)
(Cabinet Agenda page 108)
(Appendix M – electronic only)
Summary:
The purpose of this report is to give a third quarter progress
report of the performance of the Council. More specifically it
reports delivery of the Annual Action Plan 2013 – 14 and
achieving targets. It gives an overview, identifies any issues
that may affect delivery of the plan, the action being taken to
address these issues and proposes any further action
needed that requires Cabinet approval.
Options considered:
Options considering action regarding performance are
presented separately, issue by issue, to the appropriate
Council Committee.
Conclusions:
1. The majority of the 49 activities in the Annual Action
Plan 2013/14 are on track or progressing to plan
(35). Performance is being closely monitored,
particularly for the small number of activities where
issues or problems have been identified (four) or the
activity has been postponed, delayed or on hold
(three). Some activities have already been completed
successfully (six).
2. Of the 20 performance indicators where a target has
been set or assessment against the previous year‟s
performance is taking place six are on or above
target, two close to target, six below target, six
improving and none worse compared to last year.
3. The delivery of the Annual Action Plan is progressing
according to plan but there are some performance
issues in achieving targets. These are detailed in the
document „Managing Performance Quarter 3
2013/14‟ attached as Appendix M.
Recommendations:
16.
Reasons for
Recommendations:
To ensure the objectives of the Council are achieved.
Cabinet Member(s)
Ward(s) affected
Contact Officer:
Telephone number
Email:
Cllr T FitzPatrick
All
Helen Thomas
01263 516214
helen.thomas@north-norfolk.gov.uk
OVERVIEW AND SCRUTINY UPDATE
Summary:
(11.10 – 11.20)
(Page 13)
(Appendix A –p.15) (Appendix B –p.18)
This report updates the Committee on progress with topics in its
agreed work programme (attached at Appendix A) and invites
Members to identify any arising items for future meetings. The
Scrutiny Committee‟s working style and role is attached at
Appendix B.
Conclusions:
That progress is being made in some areas, others need to be
monitored and opportunities for scrutiny should be discussed.
Recommendations:
That Members should consider any follow-up actions required
on these topics.
Cabinet Member(s):
Ward(s) affected
Contact Officer
telephone number
and email:
19.
It is recommended that Cabinet notes this report,
welcomes the progress being made and endorses the
actions laid out in Appendix M being taken by
management where there are areas of concern.
Mr R Oliver
All
Emma Denny
01263 516010
emma.denny@north-norfolk.gov.uk
EXCLUSION OF THE 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 items of business on the grounds that they
involve the likely disclosure of exempt information as defined in paragraph _ of Part I of
Schedule 12A (as amended) to the Act.”
20.
TO CONSIDER ANY EXEMPT MATTERS ARISING FROM CONSIDERATION OF THE
PUBLIC BUSINESS OF THE AGENDA
Agenda item no._______4_______
OVERVIEW AND SCRUTINY
Minutes of a meeting of the Overview and Scrutiny Committee held on 15 January
2014 in the Council Chamber, North Norfolk District Council, Holt Road, Cromer at
9.30 am.
Members Present:
Committee:
Mr P W Moore (Chairman)
Mrs A Claussen-Reynolds
Ms V R Gay
Mrs A Green
Mr B Jarvis
Mrs B McGoun
Mr R Reynolds
Mr R Shepherd
Mr N Smith
Mr P Terrington
Officers in
Attendance:
The Chief Executive, The Head of Assets and Leisure, The Head of
Finance, The Property Business Manager, The Waste and Recycling
Manager, The Democratic Services Team Leader, The Democratic
Services Officer.
Members in
Attendance:
Mr J Lee, Mrs A Moore, Mr P High, Mrs P Grove-Jones, Mr B Smith, Mrs L
Brettle, Mr G Jones, Mrs V Uprichard.
Democratic Services Officer (TGS)
115. APOLOGIES FOR ABSENCE
Mr J H Perry-Warnes, Mr E Seward.
116. SUBSTITUTES
Mrs V Uprichard for Mr E Seward.
117. PUBLIC QUESTIONS
[Note: for full wording of the questions please contact Democratic Services]
Mr David Robertson, a North Walsham town councillor, Mr Adrian Vertigan, the
Chairman of Fakenham town council, and Trisha Brooks, the Deputy Mayor of
Sheringham, were all present to ask the committee for support in the continued
presence of CCTV in their respective towns. They requested that members of the
committee support providing the town council’s with the funds allocated to
decommissioning the service to allow the towns to continue to provide CCTV. They also
requested that a meeting be set up with the relevant parties to discuss their proposals.
The Chairman thanked the individuals for their comments and invited the Head of
Assets and Leisure and the Chief Executive to respond.
Overview and Scrutiny Committee
1
15 January 2014
The Head of Assets and Leisure explained that the proposal previously received by the
town councils would be taken to the upcoming meeting at pre-Cabinet for consideration.
The Chief Executive further explained that she would be happy to set up a meeting
between the groups in order to further discussion. She commented that she would
circulate dates to the relevant parties. She further explained that the Cabinet proposal
may need to be considered as a further report, should the amount requested be outside
of the Cabinet remit for an existing decision. She commented that she would try to
ensure the relevant portfolio holder was able to attend the meeting.
Mrs B McGoun queried if the decision would come back to the Overview and Scrutiny
committee. The Chief Executive explained that because the decision on CCTV had
already been through the committee it would not come back, unless another report was
created to deal with the financial implications of changing the agreed budget, at which
point it would be subject to the usual process. Mr G Jones requested that the matter be
brought before council. The Chief Executive explained that the decision was one for
Cabinet, not Council, and this was a matter based in legislation. She further commented
it might be useful for the Monitoring Officer to deliver his governance development
presentation to members as well as staff if there was any confusion over this.
118. MINUTES
Mr P Terrington queried an aspect of the minutes of the meeting of the 11th December
2013, which were agreed to be amended and updated. Following this amendment, the
minutes were agreed as a true record of the meeting.
119. ITEMS OF URGENT BUSINESS
None received.
120. DECLARATIONS OF INTEREST
None received.
121. PETITIONS FROM MEMBERS OF THE PUBLIC
None received.
122. CONSIDERATION OF ANY MATTER REFERRED TO THE COMMITTEE BY A
MEMBER
The question from Mr P Williams as stated in the agenda was responded to by the Head
of Finance. She provided the following response:
“Since 1st April 2011, the Council has received a total of £1,124,296 to the 31st March
2013 from Preserved Right to Buy (PRTB) sales. PRTB Receipts are paid over at year
end, and therefore no receipts have as yet been received in the current year. The
current forecast is that in the region of £360,000 will be received in 2013/14. In addition
to this the Council have also received a total of £962,580 from the VAT shelter for the
equivalent period to date.
Over the period 1 April 2011 to 31 March 2014, the Council has spent or committed
£3,070,999 on grant funding for affordable housing. The final amount of grant funding of
£105,600 will be paid by 31 March 2015. In addition a further £1,168,478 will be used
as part of the £3.5m funding available to fund loans to Registered Providers. The
remaining is used for funding housing schemes within the capital programme.”
Overview and Scrutiny Committee
2
15 January 2014
She further commented that a more in depth briefing note detailing the amounts
received since the housing stock transfer was being pulled together, and would be
circulated to all members once it was available. The Chairman thanked the Head of
Finance for her response.
123. RESPONSES OF THE COUNCIL OR THE CABINET TO THE COMMITTEE’S
REPORTS OR RECOMMENDATIONS
None received.
124. THE CABINET WORK PROGRAMME
The Committee considered the Cabinet Work Programme and agreed its content.
125. WASTE CONTRACT UPDATE
The Waste and Recycling Manager introduced this item on behalf of the Corporate
Director (NB). He commented that in the previous update, the waste contract and the
services it provided had needed significant improvement, including 623 missed waste
collections and 14 defaults on contract resolutions in August. He commented that by
December there had only been 28 missed collections (with a target of 25) and in
November only 1 default. He commented that conversations with Kier were continuing in
order to keep improving service around the district. He commented that he was pleased
with the level of service provided following the upgrades to the reception area, stating
the majority seemed to have been high level, difficult access cleaning across the office.
He finally passed on his thanks to Kier for providing such an excellent service during the
tidal surge on the 5th and 6th December, stating all management and operatives had
worked hard for residents, putting in 500 additional hour of work, showing dedication to
a recovery. He concluded by suggesting that whilst the area was under budget
pressures, they continued to provide an excellent service for the best possible price.
The Chairman thanked the Waste and Recycling Manager for his comments and invited
members to ask questions.
1. Mr R Reynolds stated his agreement with the Waste and Recycling Manager’s
comments, stating he believed that when issues had arisen they had been dealt with
swiftly.
2. Mrs A Claussen-Reynolds questioned if wheelie bin size would be reduced across
the district. The Waste and Recycling Manager commented that there were no plans
to change bin size in the district.
3. Ms V Gay queried the process for recycling glass and plastic together, and also
queried if recycling from the district ended up abroad. The Waste and Recycling
Manager replied that all plastic collected remained in Western Europe, and only a
very small amount was processed in Belgium or the Netherlands, otherwise staying
in the country. With regards to glass recycling, he commented that from October of
2014, all households would be able to mix their plastic and glass recycling for
collection from their green bin. The Waste and Recycling Manager also thanked the
Chief Executive for her hard work in co-ordinating the waste collection changes.
4. Mr P Terrington reiterated the Waste and Recycling Manager’s thanks, and asked if
current recycling bins were of an adequate size for households, and he also queried
if yoghurt pots could be recycled. The Waste and Recycling Manager replied that
should the green recycling bins not be adequate, it would be possible for the authority
to provide the household with an extra bin. He commented that he believed yoghurt
pots were recyclable but that households should always check labels if they were
unsure.
Overview and Scrutiny Committee
3
15 January 2014
5. Mrs V Uprichard commented that it might be useful for timetables to be publicised
showing times and dates of brown bin collections. The Waste and Recycling
Manager commented that households were currently sent their personalised
timetable when they signed up to the scheme, but that the Communications team in
liaison with Environmental Services were currently developing a tool on the website
to provide households with details of their own bin collections.
6. Mr B Jarvis congratulated the Environmental Services team for successfully bringing
down the number of missed bins. He queried why the number had been so high
during the August period. He also questioned why the targets, currently set at 25
missed bins, due to reduce to 15 in April, were not set at zero. The Waste and
Recycling Manager replied that there were various reasons for the number of bins
missed in the August period, relating to vehicle failures, crew management and
staffing issues. He commented however, that many of these issues had now been
resolved through working with Kier, hence the reduction in missed bins. With regards
to the target set he commented that looking at similar authorities, a target of 15 was a
good target to set, purely due to allowing scope for human error. He commented that
the goal was always to be as low as possible to maintain high standards.
7. Mrs V Uprichard commented on the level of waste left by passing Broads boats,
querying if the authority would be able to do more to recycle it. The Waste and
Recycling Manager replied that whilst it was under the Broad Authority’s remit, NNDC
would continue to work to keep river banks and surrounding areas clear of waste. He
commented that the authority was continuing to work on this issue and they would
keep the committee updated.
8. Mrs P Grove-Jones asked about extra waste left beside black bins. The Waste and
Recycling Manager replied that whilst it was not the authority’s policy to take away
extra waste, in cases where the bins did not seem to meet capacity they could
investigate providing extra black bins.
9. Mr G Jones queried whether broken glass was currently a health and safety issue
and asked the Waste and Recycling Manager to elaborate on savings being made to
services. The Waste and Recycling Manager commented that whilst they did accept
broken bottles and glasses, various broken glass such as windscreens or pyrex
dishes were not accepted. He also commented that glass was separated as quickly
as possible at the relevant sorting plants to reduce risks to workers. With regards to
savings, he commented that they would all be going through Cabinet in the relevant
budget process, so the committee should have the option to discuss them in
committee. The Chief Executive further commented that there were a number of work
streams in place to examine where savings could be made. This included reexamining existing contracts with Kier, which was currently taking place through the
Assets and Leisure team. She reiterated there would be further details in the budget
report due to come to the following meeting.
10. The Chairman queried if following government guidance, the authority would be
returning to weekly collections. The Waste and Recycling Manager replied that that it
was not statutory and the authority had no plans to turn to weekly collections. The
Chief Executive further explained that the government was providing additional
funding for those authorities who chose to move to weekly collections, however the
programme was still cost prohibitive so it would be unlikely to take place.
11. Mrs A Claussen-Reynolds queried if tetra packs were able to be recycled. The Waste
and Recycling Manager replied that whilst currently they were black bin waste,
following the October change in the recycling system, they would be able to go in the
green bin. He further commented that the wrong items going into recycling did cost
the authority money, and in particular things such as sharps were a health and safety
issue. However he hoped that following the change individuals would be clearer on
what and what could not be recycled.
The Chairman thanked members for their comments.
Overview and Scrutiny Committee
4
15 January 2014
126. ENVIRONMENTAL SUSTAINABILITY UPDATE
The Portfolio Holder for Environmental Services introduced this item. He explained that
whilst there was no longer a post of sustainability Officer at the authority, sustainability
had been embedded into the overall work of the authority in each service area. He
commented on the successful tendering of the Dry Recyclables contract which would
provide a better service to customers, as well as reducing landfill and making
efficiencies. He also commented that the successful promotion of the garden bin waste
service was encouraging to see. He further explained that whilst there had been some
relaxation of sustainability requirements on housing, this brought empty homes into use
and encouraged the recycling of housing stock. A number of the authority’s schemes,
including switch and save, energy boxes, and the annual event Greenbuild, had been
successfully run during the year. He concluded that the authority remained committed to
a sustainable future in the district, and whilst there were some financial constraints, the
authority maintained trying to improve their green credentials. The Chairman thanked
the Portfolio Holder for his comments and invited members to ask questions.
1. Ms V Gay commented that she regretted that there was no longer a dedicated
Sustainability Officer, and she hoped that environmental issues would not be
disregarded when it came to planning and development. The Portfolio holder agreed,
commenting that it was necessary to strike a balance between the environmental
sustainability and overall viability of a development.
2. Mr P Terrington queried if the authority had received any information regarding
hydraulic fracturing (fracking) following the government implication that north Norfolk
could be a site in consideration. The Chief Executive commented that they had
received no formal information following the governmental report, but that they would
update the committee as soon as any information was received.
3. Mr G Jones thanked the Portfolio Holder for his clarity on the issue and commented
that the authority had a particularly good record on sustainability issues. He
commented that he would like to see the authority investing in sustainability in order
to create a name for itself and to keep the area at the forefront of environmental
progress. The Chief Executive agreed and commented that groups such as the Local
Enterprise Partnership would hopefully continue to provide opportunities such as the
ones Mr Jones was interested in.
The Chairman thanked members for their comments.
127. CAR PARKING REVIEW
Before inviting the Head of Assets and Leisure to make his report, the Chairman read
out a statement from Mr E Seward who had given his apologies for the meeting. He
commented that Mr E Seward believed the report provided a lot of basic data but lacked
the proper analysis to consider changes to car parking charging in the future. Mr E
Seward further believed that the authority should consider a more strategic look at
parking in the district, considering a comparison of the prices in tourist areas with other
similar areas in the country. Mr E Seward further believed that whilst the report outlined
figures on low usage in inland car parks, the report failed to make any recommendation
or conclusion from this data. Mr E Seward concluded that he hoped the committee
would do more than simply note the report and ask for further analysis.
The Chairman then invited the Head of Assets and Leisure to make his report. The
Head of Assets and leisure thanked the Chairman and introduced his item. He
commented that the report was a factual document which covered a number of points.
The first few pages of the report outlined background information to parking in the
district, and the first tables showed the reader that Holt, Cromer and Sheringham
Overview and Scrutiny Committee
5
15 January 2014
provided the most income for the district. He also commented that the ability to pay
using a credit or debit card was becoming increasingly important for consumers. He
further mentioned that pages 5-6 discussed the financial position of car parking in the
district, using figures for income vs expenditure, with table two in particular outlining the
Capital expenditure from 2008. He outlined that the remainder of the report was used to
show usage levels at different car parks across the district, as well as showing a
comparison of incomes for each car park. He commented that final section focussed on
car park season tickets which represented good value for the customer but their usage
seemed to have peaked. He concluded that further promotion of the season ticket may
be necessary.
The Chairman thanked the Head of Assets and Leisure for his report and invited
members to ask questions.
1. Mrs A Claussen-Reynolds commented on the weekly season ticket data on page 23
and asked why the income was so static. She also queried coach pricing for car
parks in the district. The Head of Assets and Leisure replied that whilst coach parking
was charged at the same rate as cars, it was for a shorter period of time. The
Chairman asked why the district did not charge more for coaches and the Property
Business Manager replied that it was believed that due to the number of people that
coaches brought in, it was good for the town prosperity. She further stated that they
wished to deter coaches from parking along the road. With regards to the weekly
season ticket, she commented that they were priced at £27.50, and whereas
previously they were sold from council offices, they would now be available from the
ticket machines and were to be advertised on the tariff boards in order to increase
uptake.
2. Mr P Terrington commented that Wells seemed to be a big contributor to income from
car parking however in the previous summer the town did not have enough parking
spaces to meet its needs. He commented that he believed Wells needed a traffic
management review. The Chief Executive commented that discussions had been had
with Holkham estate in order to allow temporary parking on a portion of their land.
3. Mr N Smith commented that the evening rate at car parks did not come into use until
6pm, and those people who, for example wished to attend the cinema at 6pm still had
to pay a daily rate as well as the evening rate. He also commented that the ticket
machines could often be hard to see due to low lighting. The Property Business
Manager commented that the machines were equipped to add two tariffs together but
that people needed to calculate the fee and put the appropriate amount in the
machine, She also commented that new lighting was being added to the council’s car
parks (above the ticket machines), having already been completed at Meadow Road
and Cadogan Road, with the others being in process.
4. Mr B Jarvis commented that he believed that the authority should encourage and
promote season tickets for local residents, to allow the authority to further utilise the
tourist sector. The Head of Assets and Leisure commented that they were
considering promoting the season tickets via a leaflet to be distributed with district
residents’ council tax bills.
5. Mrs B McGoun commented that it would be useful to know the ratio of income to the
cost of enforcing the flat rate charge evening tariffs, to see if there was a benefit to
enforcement during the evening periods. She also commented that Horning was an
area with significant parking issues, particularly during the yearly boat show, and it
could be considered to talk to local business owners to open up parking space. The
Head of Assets and Leisure commented that there was some evening enforcement
but they would only be able to provide a rough estimate, however he would try to
provide some details for the committee. The Chief Executive commented that
evening enforcement was purposefully varied but it meant people choosing to park
often were not willing to take the risk of not paying. The Property Business Manager
Overview and Scrutiny Committee
6
15 January 2014
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
commented that the report was only a snapshot of the data, which could be further
pulled together, however the committee should bear in mind if the analysis would be
of any benefit.
The Chief Executive commented that it would be possible to pull together information
regarding the cost of enforcement versus the evening income generated.
Mrs A Moore queried what supplies and services referred to in table 1. The Property
Business Manager commented that it referred to ticket machine services and repairs,
ad hoc work, and the authority’s contract with Kings Lynn.
Ms V Gay commented that the committee had requested a strategic review of car
parking in February, and that this did not appear to cover that. She mentioned inland
car parks and queried if it was worth charging in some. She commented that the
authority should be considering a more strategic position on car parking in order to
increase revenue for the authority as well as benefitting the local towns and villages
with the services they needed. The Chairman commented that Ms V Gay should
consider proposing a resolution.
Mr G Jones reiterated Ms V Gay’s comments and suggested the authority should
consider the impact on the economy and tourism. He commented that a poor
summer would be detrimental to the authority. He asked to be made aware of the
impact that car parking was having on the economies of local towns. The Head of
Assets and Leisure commented that they did have a different tariff at inland car
parks.
Mrs A Green commented that as a local business owner, people often commented
that the charges for parking in the district were very reasonable.
Mr R Reynolds queried Hall Staithe parking in Fakenham and asked if it was council
owned. The Property Services Manager commented that she would respond to this
and let Mr R Reynolds know and provide him with a map.
Mrs A Claussen-Reynolds queried if the price of parking at Holt Country Park was
£1.20 or £1.50. The Property Services Manager replied that it was £1.50. Mrs A
Claussen-Reynolds further queried why on page 6 North Walsham Environmental
Improvements was split from other car park environmental improvements. The Head
of Assets and Leisure replied that it was how the Capital budget was split.
Mrs P Grove-Jones commented that the authority should consider making parking in
Stalham free in the low season in order to encourage local residents to park there.
The Chairman commented on Mundesley Road car park in North Walsham which
seemed to be being over-used by local residents, leaving the car park to fill up
quickly in the mornings, and that charging may force them to park on the road. The
Chief Executive replied that the pay and display system which would come into effect
at Mundesley road from the 1st April should rectify some issues.
Mrs V Uprichard commented that there seemed to be a feeling in the committee that
they should resolve to commission a full scale review of charging and parking policy,
and raised the issue of Sea Palling, Happisburgh and Weybourne in the low season,
at which there was low usage and therefore it did not seem necessary to enforce.
The Chief Executive concluded that the committee had requested a comparison of
enforcement costs versus income, covering inland and coastal resorts, with an
analysis of the income from evening charging, as well as the seasonal impact on
income. The committee agreed with this.
Mr N Smith also commented that charging in the district did seem to be reasonable,
however in North Walsham the issue was that there was no charging.
Mr P High gave his thanks to the Property Services team for their resurfacing of the
Albert Street car park. He also commented the entrance to one of the Holt car parks
was privately owned which seemed to be in particularly bad condition, and asked if it
would be possible to get an update or to resolve this issue.
Mr B Jarvis concluded that it seemed it would be useful to consider a system of high
season and low season charging tariffs, but that it did not impact negatively on
residents.
Overview and Scrutiny Committee
7
15 January 2014
18. Ms V Gay proposed a resolution to produce a review to cover costs versus income
benefits of each car park, including relevant maps, as well as covering income in the
summer months versus the low season. She also wished for analysis on whether or
not in some car parks it was economically viable to charge at all. Mrs V Uprichard
seconded this.
19. Mr G Jones commented that they should also produce a risk assessment of the
dependence by the authority on car parking income. The Chairman reminded Mr G
Jones that as he was not a member of the committee he could not make a
recommendation towards the resolution, however a member of the committee could
take his points on board.
20. Mr B Smith commented that it was very important to look at seasonal charging, and
that removing charges on some, rarely used car parks may alleviate pressure on
other more popular car parks. Mr N Smith asked the committee to bear in mind the
costs of producing such a review.
21. Mrs V Gay commented that the first step should be to used facts the council already
had in their possession, and that no conclusions could be drawn before seeing them.
22. Mr P Terrington queried if it should be a Cabinet item, and the Chief Executive
replied that if Scrutiny commissioned the work then they would receive the report, not
Cabinet. She also commented on the suggestion of a risk assessment, commenting
that the Head of Finance did bear this in mind when producing the budget and this
was part of the reason why the council kept reserves, to reduce the impact of such a
dependency.
23. Mr R Reynolds asked for the Chief Executive to clarify what issues the review would
resolve to look at. The Chief Executive replied that they would consider firstly Mrs B
McGoun’s comments about a business case for increasing parking in Horning. She
also reiterated a number of other issues:
a) The cost of enforcement versus the income to the authority, particularly with
regards to evening tariffs, seasonal income, and geographical areas (inland
versus coastal tariffs).
b) The cost benefit of each car park with a map. She commented that she believed
part of this information may already be in the review provided to the committee.
c) To fully consider the viability of the introduction of seasonal charging.
She further commented that parking fees and charges were covered under the
budget process, and there had been no proposals to change the charging scheme.
She further suggested that the current tariffs did reflect different situations for
different towns and geographic areas, however there wasn’t currently any seasonal
differences in tariffs. She summarised that the committee wished for a strategic
outlook on car parking, maintaining the importance of income to the authority.
The resolution to produce a comprehensive review of car parking, covering the following
aspects of:
a) The cost of enforcement versus the income to the authority, particularly with
regards to evening tariffs, seasonal income, and geographical areas (inland
versus coastal tariffs).
b) The cost benefit of each car park with a map.
c) To fully consider the viability of the introduction of seasonal charging.
It was proposed by Ms V Gay, seconded by Mrs V Uprichard and
APPROVED
By the committee to support the resolution by 7 votes to 3.
Overview and Scrutiny Committee
8
15 January 2014
128. OVERVIEW AND SCRUTINY UPDATE
The Chairman pointed members of the committee to the Democratic Services Team
Leader’s report for their information. The Chief Executive commented that information
packs from the recent tidal surge were now available to members for those who wished to
see them. Mrs A Claussen-Reynolds commented that following time spent with the
ambulance service, they would be happy to attend the committee to provide information
to members. It was agreed for this to be provisionally added to the work programme.
The meeting concluded at 12.20pm
____________________
Chairman
Overview and Scrutiny Committee
9
15 January 2014
North Norfolk District Council
Cabinet Work Programme
For the Period 01 February 2014 to 31 May 2014
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
3 Feb 2014
North Lodge Park
Rhodri Oliver
Trevor Ivory
Corporate
Plan Priority`
Lead Officer
Status
Feb 2014
Cabinet
Cabinet
3 Feb 2014
Scrutiny
12 Feb 2014
Cabinet
3 Feb 2014
Scrutiny
12 Feb 2014
Cabinet
3 Feb 2014
Overview & Scrutiny
12 Feb 2014
Council
26 Feb 2014
Robert Young
Growth &
Communities Manager
01263 516162
Exempt
Information
Performance
Management Update
Q3
Tom
FitzPatrick
Delivering the
Vision (A)
Helen Thomas
Policy & Performance
Management Officer
01263 516214
Cyclical
Treasury Strategy
2014/15
Wyndham
Northam
Delivering the
Vision
Tony Brown
Technical Accountant
01263 516126
Annual
2014/15 Base Budget
and Projections for
2015/16 to 2017/18
Wyndham
Northam
Delivering the
Vision
Karen Sly
Head of Finance
01263 516243
Annual
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
10
North Norfolk District Council
Cabinet Work Programme
For the Period 01 February 2014 to 31 May 2014
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Corporate
Plan Priority`
Lead Officer
Cabinet
3 Feb 2014
Budget Monitoring
Period 9
Wyndham
Northam
Delivering the
Vision
Overview & Scrutiny
March 2014
12 Feb 2014
Karen Sly
Head of Finance
01263 516243
Cabinet
3 Mar 2014
Annual Action Plan
All
Helen Thomas
Policy & Performance
Management Officer
01263 516214
Revenues & Benefits
shared services
Wyndham
Northam
Steve Blatch
Corporate Director
01263 516232
Status
Cyclical
12 Mar 2014
Annual
30 Apr 2014
Cabinet
3 Mar 2014
Scrutiny
12 Mar 2014
Cabinet
3 Mar 2014
New Telephony
System
Russell Wright
Nick Baker
Corporate Director
01263 516221
Cabinet
3 Mar 2014
Budget Monitoring
Period 10
Wyndham
Northam
Scrutiny
12 Mar 2014
Karen Sly
Head of Finance
01263 516243
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
11
North Norfolk District Council
Cabinet Work Programme
For the Period 01 February 2014 to 31 May 2014
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Business Grants &
Loans
Russell Wright
Corporate
Plan Priority`
Lead Officer
Status
April 2014
Cabinet
Jill Fisher
Head of Economic and
Community
Development
01265 516080
May 2014
Nick Baker
Corporate Director
01263 516221
Cabinet
12 May 2014
Overview & Scrutiny
20 May 2014
Business
Transformation
update
Cabinet
12 May 2014
Energy Strategy
John Lee
Scrutiny
20 May 2014
Steve Blatch
Corporate Director
01263 516232
Cabbell Park
Tom
FitzPatrick
Duncan Ellis
Head of Assets &
Leisure
01263 516330
To be confirmed:
Cabinet
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
12
Overview and Scrutiny Committee
12 February 2014
Agenda Item 16
OVERVIEW AND SCRUTINY UPDATE
Summary:
This report updates the Committee on progress with
topics in its agreed work programme (attached at
Appendix A) and invites Members to identify any
arising items for future meetings. The Scrutiny
Committee’s working style and role is attached at
Appendix B.
Conclusions:
That progress is being made in some areas, others
need to be monitored and opportunities for scrutiny
should be discussed.
Recommendations:
That Members’ should consider any follow-up
actions required on these topics.
Cabinet Member(s):
Ward(s) affected
Mr R Oliver
All
Contact Officer:
Telephone number:
Email:
Emma Denny
01263 516010
emma.denny@north-norfolk.gov.uk
1.
Introduction
The Scrutiny Update report is a standing item on all Overview and Scrutiny
Committee agendas. The report updates Members on progress made with
topics on its agreed work programme and provides additional information
which Members may have requested at a previous meeting.
2.
Progress on topics since the last meeting
2.1
Internal Boards
This item is still in progress. The Chief Executive is not able to attend the
meeting on 12 February. It is anticipated that this item will be dealt with in
March.
2.2
Ambulance Service presentation
Matthew Broad and Brett Norton from the Health & Emergency Operations
Centre in Norwich will be attending the Committee meeting on 12 March to
give a presentation on the Ambulance Service. The presentation will take
place at the start of the meeting.
3.
Changes to the Work Programme and Future Topics
Members are reminded that the April meeting of the Committee is set aside to
look at the work programme for the forthcoming year. With this in mind,
Democratic Services is planning to attend Scrutiny Committee meetings at
neighbouring authorities to see if there is anything that we can learn or benefit
from. The Scrutiny Officer is also attending a national Scrutiny workshop run
by the Centre for Public Scrutiny on 7 February, which is aimed at facilitating
13
Overview and Scrutiny Committee
12 February 2014
joint working between local authorities regarding areas of mutual interest
such as health, economic growth, transport and public finance. A brief report
on this session will be provided at the March meeting.
The updated work programme is attached at Appendix. Please note that
some items have been moved to make sure that the schedule for each
meeting is not too heavy.
14
Appendix B
OVERVIEW AND SCRUTINY COMMITTEE WORK PROGRAMME 2013/2014
Period February 2014 – July 2014
February
Performance management
update Q3
Helen Thomas
Tom FitzPatrick
Cyclical
Council decision
Treasury Strategy 2014/15
Tony Brown
Wyndham Northam
Karen Sly
Wyndham Northam
Annual
Council decision
Annual
Council decision
Karen Sly
Wyndham Northam
PCC Steven Betts
Cyclical
Council decision
Requested
2014/15 Base Budget and
Projections for 2015/16 to
2017/18
Budget Monitoring Period 9
Police & Crime Commissioner
Presentation
Report on the Internal Boards – Sheila Oxtoby
to cover Functions/powers, who Tom FitzPatrick
sits on them, and where the
minutes go
Requested by Councillor
Terrington
Further work is required
on this item
March
Presentation on the Ambulance
Service
Revs and Bens Shared Service
Update
New Telephony System
(Business Transformation Work
stream)
Steve Blatch
Wyndham Northam
Nick Baker
Russell Wright
15
Cabinet item (O&S for
information)
Annual Action Plan 2014/15
Health Update
Equalities Data Annual report
April
Julie Cooke
Tom FitzPatrick
Sonia Shuter
Angie Fitch-Tillett
Julie Cooke
Tom FitzPatrick
Rob Young
Trevor Ivory
Sheila Oxtoby
Tom FitzPatrick
Big Society Fund – Annual
Review
Internal Boards – to cover
Functions/powers, who sits on
them, and where the minutes go
WORK
PROGRAMME
PRESENTATION BY THE
David Johnson
MONITORING OFFICER ON
Emma Denny
PROCESS AND GOVERNANCE
Tessa Gilder-Smith
Annual
Council Approval
Cyclical
Annual (info only)
Annual (info only)
Request by Committee
member
SETTING
Development
May
Housing Allocations Scheme
Energy Strategy
Update on Tourism across the
District – overview of the 2013
season. Include figures for
Mundesley & Wells TICs.
Challenges & progress in
addressing shortcomings. To
include presentation on the
DMO.
Business Transformation
Nicola Turner
Trevor Ivory
Steve Blatch
John Lee
Jill Fisher
Russell Wright
Council Decision
Requested
(Moved from March)
Nick Baker
16
Requested by the
Project- Six Monthly Update
Planning service – Overview &
future
Tom FitzPatrick
committee
Moved from March
Enforcement Board update- to
include an update on the Empty
Homes Policy with information
included on the impact of
Council Tax premiums on
reducing empty homes.
Steve Hems
Nicola Turner
Nick Baker
Cyclical and requested.
June
Trevor Ivory
Also information on derelict
land and derelict shops.
October
Leisure Services – an overview Karl Read
of the leisure services across
the District – to include
costings, input by stakeholders,
profit etc.
Also figures on running of Pier
Theatre and Openwide contract
Profile of those using leisure
centres
Requested by the
committee
TBC
Customer Service Update
Customer Access Strategy
Nick Baker
Russell Wright
17
Annual
Appendix B
Working Style of the Scrutiny Committee
Independence
Members of the Scrutiny Committee will not be subject to whipping arrangements by party groups.
Member leadership
Members of the Committee will take the lead in selecting topics for scrutiny and in questioning
witnesses. The Committee will expect members of Cabinet, rather than officers, to take the main
responsibility for answering the Committee’s questions about topics, which relate mainly to the
Council’s activities.
A constructive atmosphere
Meetings of the Committee will be constructive, and not judgmental, accepting that effective
scrutiny is best achieved through challenging and constructive enquiry. People giving evidence at
the Committee should not feel under attack.
Respect and trust
Meetings will be conducted in a spirit of mutual respect and trust.
Openness and transparency
The Committee’s business will be open and transparent, except where there are sound reasons
for protecting confidentiality. In particular, the minutes of the Committee’s meetings will explain
the discussion and debate in a balanced style, so that they could be understood by those who
were not present.
Consensus
Members of the Committee will work together and, while recognizing political allegiances, will
attempt to achieve consensus and agreed recommendations.
Impartial and independent officer advice
Officers who advise and support the Committee will give impartial and independent advice,
recognizing the importance of the Scrutiny Committee in the Council’s arrangements for
governance, as set out in its Constitution.
Regular review
There will be regular reviews of how the scrutiny process is working, and a willingness to change
if it is not working well.
Programming and planning
The Committee will agree the topics to be included in its published work programme and the
extent of the investigation to be undertaken in relation to resources, and the witnesses to be
invited to give evidence.
Managing time
The Committee will attempt to conclude the business of each meeting in reasonable time. The
order of business will be arranged as far as possible to minimize the demands on the time of
witnesses.
18