Please contact: Lydia Hall
Please email: lydia.hall@north-norfolk.gov.uk
Please direct dial on: 01263 516010
06 January 2015
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 14th
January 2015 at 9.30am.
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
Anyone attending this meeting may take photographs, film or audio-record the proceedings and
report on the meeting. Anyone wishing to do so must 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: 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
R Wright.
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.
MINUTES
(Page 1)
(9.30-9.35)
To approve as correct records the minutes of the meeting of the Overview and Scrutiny
Committee held on the 10th December 2014.
5.
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.
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.
10.
THE CABINET WORK PROGRAMME
(Page 13)
(9.35-9.40)
To note the upcoming Cabinet Work Programme.
11.
COUNCILLORS CALL FOR ACTION: CAR PARKING; RESIDENTIAL AND PAY &
DISPLAY FROM NORFOLK COUNTY COUNCIL
Portfolio Holder: Cllr R Oliver
Report to follow
(9.40- 10.20)
Cabinet member(s):
Ward member(s)
Contact Officer,
telephone
and e-mail:
12.
Cllr R Oliver
All
Duncan Ellis
01263 516330
duncan.ellis@north-norfolk.gov.uk
WASTE CONTROL UPDATE
(Page 18)
Portfolio Holder: Cllr A Fitch-Tillett
Summary:
This report provides an update on the performance of the
Waste and Related Services Contract since the last update in
July 2014. The contract is delivered on behalf of the Council
by Kier Environmental Services and a bi-annual review of the
contract forms part of the Work Programme for the Committee.
Recommendations:
Members of the Overview and Scrutiny Committee are to
note the report.
Cabinet member(s):
Ward member(s)
Contact Officer,
telephone
and e-mail:
13.
(10.20-10.40)
Cllr A Fitch-Tillett
All
Steve Hems
01263 516182
steve.hems@north-norfolk.gov.uk
ANTISOCIAL BEHAVIOUR CRIME AND POLICING ACT – POWERS AND DUTIES
Portfolio Holder: Cllr A Fitch-Tillett
(Cabinet papers – page 6)
(Appendix A – p.14) (Appendix B – p.15)
(10.40-10.55)
Summary:
To provide the Committee with an overview of the Antisocial Behaviour, Crime and Policing Act 2014, an update
on progress of implementation of ASB Reforms, the
delegation of powers to under the new legislation to the
Head of Environmental Health and the setting of fixed
penalty notice amounts.
Options considered:
Alternative arrangements were considered for the
designation of officers from other partners.
Other fixed penalty notice fee levels were considered.
Conclusions:
The duties and powers in the Act are wide ranging and
focus on putting the victim and communities of any action to
deal with ASB.
The approach is consistent with that already used by the
North Norfolk OPT and we will continue to work with
partners to tackle ASB at its root cause.
New powers will be utilised as part of an escalating
approach and in line with the Enforcement Policy.
Recommendations:
Members of the Overview and Scrutiny Committee are
to note the report.
Reasons for
Recommendations:
To enable the effective use of powers available under the
Act to deal with Anti-social behaviour occurring in North
Norfolk.
Cabinet member(s):
Ward member(s)
Contact Officer,
telephone
and e-mail:
14.
Councillor A Fitch-Tillett
All
Steve Hems
01263 516182
steve.hems@north-norfolk.gov.uk
OVERVIEW & SCRUTINY UPDATE
(Page 20)
(10.55 – 11.00)
To receive an update from the Scrutiny Officer on progress made with topics on its agreed
work programme and to receive any further information which Members may have requested
at a previous meeting.
15.
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.”
16.
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 10 December
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 B McGoun
Mrs A Green
Mr R Reynolds
Mr J Perry-Warnes
Mr R Shepherd
Mr N Smith
Mr P Terrington
Mr D Young (Sub)
Officers in
Attendance:
The Chief Executive, the Corporate Director (NB), the Head of Economic
and Community Development, the Civil Contingencies Manager, the
Housing Strategy Team Leader, the Planning Policy and Property
Information Manager, the Chief Accountant, the Democratic Services Team
Leader and the Democratic Services Officer
Members in
Attendance:
Mr T FitzPatrick, Mrs A Moore, Mrs P Grove-Jones, Miss B Palmer, Mr W
Northam, Mr B Smith, Mrs A Fitch-Tillett, Mr R Oliver, Mr G Williams, Mrs A
Sweeney and Mr P High.
77.
APOLOGIES FOR ABSENCE
Mr E Seward and Mr B Jarvis.
78. SUBSTITUTES
Mr D Young for Mr E Seward.
79.
PUBLIC QUESTIONS
Public Speaker
Mr Brian Lees on behalf of Citizens Watch, North Walsham.
Overview and Scrutiny Committee
1
10 December 2014
Mr B Lees informed Members that he had resigned from the Citizens Advice Bureau
after 20 years‟ service after the new direction was implemented. He stated that there
had been quality of service problems for the two years since becoming Norfolk CAB.
Mr Lees said that there was no current advice – that the telephone service was poor and
there was no website despite assurances made at the AGM. He added that the CAB
office in North Walsham was closed on Tuesdays – previously one of the busiest days.
He informed Members that Citizens Watch were eager to play a part in the development
of the services to North Norfolk. Mr Lees said that the return the Council had received
on the grant given was a withdrawal of provision and that the Norfolk CAB would be reevaluating provisions further as their costs increased.
The Chairman asked Members to bear Mr Lees comments during item 11 of the
agenda.
80.
MINUTES
The minutes of the Overview and Scrutiny Committee meeting held on 12th November
2014 were accepted as an accurate record and signed by the Chairman with the
following amendments:
i) Mrs A Moore asked “why, when the grant was to enable sports to be delivered to
those who currently have difficulty gaining regular access to sports facilities, were the
effort sbeing concentrated on central towns where there was already greater access?”
ii) Item 69: The Chairman is Roger Margand.
81.
ITEMS OF URGENT BUSINESS
None.
82.
DECLARATIONS OF INTEREST
Mr D Young declared an interest as he was a representative on the Mid-Norfolk CAB
board.
83.
PETITIONS FROM MEMBERS OF THE PUBLIC
None.
The Chair noted that the proposal to move the Cromer Market to Tucker Street had
been dropped following the public consultation and the petition received by the
Committee.
84.
CONSIDERATION OF ANY MATTER REFERRED TO THE COMMITTEE BY A
MEMBER
A „Councillor Call for Action‟ was introduced by Mr R Oliver, local member for
Sheringham South.
Mr R Oliver informed Members that he and Mr R Shepherd had been working with a
number of Sheringham stakeholders urging the Norfolk County Council to rethink their
proposals regarding on-street parking.
Overview and Scrutiny Committee
2
10 December 2014
Mr R Oliver said that more information could be provided at the January meeting of
Overview and Scrutiny Committee but that his concerns were that tourists and workers
would be prevented from parking in residential areas with the rest of the car parking
spaces available transformed into „pay and display‟ spaces which was not beneficial to
the town.
Mr R Oliver said that the consultation process had been due to begin on the day of this
meeting, but had been postponed. The Norfolk County Council were seeking to consult
on a road by road basis but that it was not clear how the consultation process would
work.
Mr R Oliver said that the proposals would have a profound effect on Sheringham and
Cromer and that future sites for similar proposals were in Wells, Holt, North Walsham,
Fakenham and Stalham.
Mrs B McGoun said that it was a sensible suggestion to use the Councillor call for action
mechanism as the towns already faced parking issues.
Mrs P Grove-Jones commented that residential parking was a contentious issue and
that the financial implications would start off as a reasonable cost but rise year on year.
She added that residential parking did not ensure a parking space for the resident as
more permits than spaces would be handed out.
Mr R Shepherd said that this was a cross-party issue and that they needed to
concentrate their efforts on the issue at hand. He said that the Norfolk County Council
had given Sheringham Town Council three days to respond to the proposal. They
unanimously believed that pay and display was a non-starter. Mr R Shepherd added
that the consultation had been moved into the New Year and asked whether the
Overview and Scrutiny Committee could instruct officers to write a report and request
that Norfolk County Council officers attend the next meeting of the Committee.
The Chief Executive said that the Norfolk Parking Partnership Joint Committee had met
on 25th September with their next meeting scheduled for 19th March. This Committee
reported to the Economic Development and Transport Committee (EDT). The Chief
Executive queried whether they had the power to change the plans.
Mr R Oliver said that the Norfolk County Council process was obscure but that the EDT
could make the decision.
Mr R Shepherd said that although it seemed as though the scheme would be
implemented regardless and that there was no power to stop it, a similar scheme had
been proposed in Hunstanton, had failed and had been withdrawn.
Mr P Terrington asked whether NNDC was represented on the Norfolk Parking
Partnership Joint Committee.
Mr R Oliver confirmed that he was the representative but that because the Norfolk
County Council received no revenue from parking in North Norfolk, he did not have
voting powers.
The Chairman reiterated the comment that residential parking did not ensure parking
spaces for residents.
It was proposed by Mrs B McGoun and seconded by Mr R Reynolds and
Overview and Scrutiny Committee
3
10 December 2014
RESOLVED
To request that NNDC officers prepare a report on the proposals regarding on-street
parking, to be presented to the next meeting of the Committee and to request that
Norfolk County Council officers attend this meeting to respond to questions from
Members.
85.
RESPONSES OF THE COUNCIL OR THE CABINET TO THE COMMITTEE’S
REPORTS OR RECOMMENDATIONS
None.
86.
THE CABINET WORK PROGRAMME
Mr T FitzPatrick commented that Mr R Wright was no longer a Portfolio Holder and the
programme should be updated to reflect this.
The Committee NOTED the Cabinet Work Programme.
87.
CITIZENS ADVICE BUREAU PROVISION IN NORTH NORFOLK
The Leader Mr T FitzPatrick introduced this item by saying that it followed on from the
previous Overview and Scrutiny Committee meeting as there was a degree of
dissatisfaction with the service level currently provided in the east of the district in
particular. Mr FitzPatrick said there were several options available in moving forward
and that the Committee could make a recommendation on their preferred option to
Cabinet.
The Head of Economic and Community Development said that the options presented in
the report were not finite and that Members should decide the most appropriate solution.
He went onto say that his team had met with other district councils in Norfolk and
Norfolk County Council and had found that they all had similar concerns. He said that
co-ordinating funding for the provision of advice across the area seemed a sensible
approach.
The Head of Economic and Community Development said that research was needed to
find the needs and demands of the people of North Norfolk and how this was changing.
He said that Norwich City had put out a tender for services and that co-commissioning
and joint procurement were being considered. He suggested that the issues should
come back to Members in early Spring.
Mr N Smith said that a number of volunteers had resigned from Norfolk CAB and that he
was interested to know how many of them were trained volunteers and how many were
support staff.
The Chairman said that any points made would be forwarded on to Norfolk CAB and
written answers would be provided back to the Committee. He suggested that he and
the Vice Chairman, Mr N Smith, visited the CABs in the district so that they could gather
information.
Mrs V Gay informed Members that it was an important grant awarded from the Council
and at £50,000 - £60,000, it was one of the largest to provide one of the most significant
services to the citizens of North Norfolk. Mrs V Gay said that she had issues with all of
the options listed in the report stating that they could not continue as they were as there
were issues with transparency and governance. She said that they did not have the
Overview and Scrutiny Committee
4
10 December 2014
information to be able to specifically request services, although she was not against the
idea of a tender process. She added that the Council was not in a position to be able to
provide the services itself.
Mrs V Gay said that the County funding co-ordinated with the district funding and that an
investigation was needed to find out what was supplied, what was needed and where it
was needed.
The Chairman agreed that it was a complicated issue and that the Committee could
review it again in February 2015. He asked whether there were any particular areas to
look at.
Mrs V Gay said that governance and transparency was an important area as well as the
lack of a website. She wanted to know what the most serious problems were facing
citizens and where the need was greatest and that these would be good starting points.
Mrs B McGoun said that the options given in the report were a good starting point to
address the subject.
Mr N Smith said that he had been on the North Norfolk CAB website and found out all of
the information he needed. He said that they should look at how people contact these
services.
Mr P Terrington said there was a lot of conflicting information in the previous meeting.
He said that the Head of Economic and Community Development should be
congratulated on the informal discussions with other Councils but asked whether the
discussions could be formal and asked whether this was the way forward.
Mr R Reynolds said that they were taking a simplistic view and that the information
gleaned from the last meeting was disappointing. He added that there were training
issues and cost issues if the office location were to move.
The Chairman pointed out that the process that had started was the beginning and that
there were two sides to the argument and both should be followed up. He said that
these were public services and they had to spend Council money effectively.
Mr D Young said that he attended the board meetings of Mid-Norfolk CAB (as an
observer on behalf of NNDC) and that there had been no problems with the organisation
and that the comments made had been favourable. Mr D Young said that he thought it
was unfortunate that the issues had not been looked at six months ago. He said that the
funding, current volunteers and ex-volunteers should be looked at before any
organisation could bid for the service.
Mr Young went on to say that it wouldn‟t happen in the current municipal year but that
taking no action was not a good idea. He expressed his concerns with taking the service
in-house for reasons including resources, staff and how maintainable it was. Mr Young
said that the final option meant re-bids for the whole area which would penalise MidNorfolk CAB who were performing well. He suggested renewing the service level
agreements in April 2015 and including a break clause at the six-month period to review
the way forward.
Mr T FitzPatrick said that he had hoped for a recommendation from the Committee
because of budget considerations.
Overview and Scrutiny Committee
5
10 December 2014
Mrs A Claussen-Reynolds asked whether an update on the 5th December meeting at
Norfolk County Council was available. The Head of Economic and Community
Development replied that they had compared notes on the levels of funding and
methods of provision. He explained that the amount of funding varied and the
procurement varied and that more information was required.
The Chief Executive said that it would be difficult to be specific and procure services and
suggested asking the providers to give the information during the commissioning
process. She said that the commissioning option was the best option.
Mrs V Gay asked whether Mid-Norfolk CAB would be included and the Chief Executive
answered that any commissioning would be for the whole of North Norfolk. She added
that this may mean there were different providers for different areas.
Mrs V Gay and Miss B Palmer confirmed that they were the representatives for the
Norfolk CAB but that no process for their engagement had been established, as the
stakeholder forum had not materialised.
Ms V Gay said that although she had some reservations about Option two of the
recommendations, she would support it if it was amended to include a full needsanalysis as part of the commissioning process and collaborative working where
appropriate with the County Council and neighbouring district councils.
It was proposed by Mrs V Gay and seconded by Mrs A Claussen-Reynolds and
RESOLVED
1. To investigate commissioning generic or specific advice and support services on the
basis of an analysis of needs. A service specification would then be identified
whereby any suitably qualified organisation, which could include existing CABs but
also other voluntary and community groups or statutory organisations, would be
invited to submit a proposal to deliver services in North Norfolk. Where appropriate,
this would include working collaboratively with Norfolk County Council and other
Councils in the County.
2. To extend the current Service Level Agreement with the with the Citizens‟ Advice
Bureaux for 6 months whilst the needs analysis and tender exercise is undertaken
88.
TIDAL SURGE 2013 – LEARNING AND ACTION PLAN
Mrs A Fitch-Tillett, Portfolio Holder for Coast and Environmental Services introduced the
report. She said that there had been a similar event in October 2007 but it was not of the
same magnitude as the December 2013 surge. There had been horror stories from the
2007 incident of people left in the dark and falling down open drains. Mrs A Fitch-Tillett
said that in addition we had a smaller tidal surge in October 2013 and she viewed this
event as a practice run – allowing members of the public to be more they were aware of
the vulnerable areas in the district.
Mrs A Fitch-Tillett said that in the 2013 surge staff were phenomenal and had received
regional if not national recognition, although she acknowledged that there were always
lessons to be learned. She said that forming local resilience groups and getting local
parish councils prepared was vital and that flooding was not the only risk. Mrs FitchTillett said that the district had three major events in one year; the tidal surge, the fire at
Fakenham and the helicopter crash at Cley.
Overview and Scrutiny Committee
6
10 December 2014
Mrs A Fitch-Tillett said that the flood wardens, who were volunteers, worked across the
district area with resilience teams, were in a good position but were now in a better
position. She added that they worked with a huge body of people.
Mrs B McGoun asked whether there were any groups they could „piggy-back‟ onto to
help set up resilience groups.
The Civil Contingencies Manager said that there was extensive emergency planning in
Norfolk coordinated by the Norfolk Resilience Forum, this is led by the emergency
services and within this organisation there is huge role taken on by the voluntary sector
under the Voluntary and Faith Group within the Norfolk Resilience Forum. Many various
voluntary group are part of this including WRVS, the British Red Cross and many other
groups too. He had contacted parish councils to create resilience groups but had
received very little interest. He added that in the New Year he would be contacting
groups like the air cadets to see if a change in direction may bring additional volunteers.
Mrs P Grove-Jones said that a school in Stalham had been used as an emergency
centre and the volunteers there felt it was „hit and miss‟. She asked the Contingencies
Manager if he would go and speak to Stalham Town Council and help to co-ordinate a
group to do the basics in an emergency situation.
The Civil Contingencies Manager said he knew about the Stalham centre and that the
issue had been around the catering arrangements. He explained that because there
were only a few people using the centre during the surge, sandwiches were made by
local volunteers. He said that normally full catering would be in place but it was not
practical with so few people there. He additionally reaffirmed that he was always willing
to meet with Town or Parish Councils to help them develop local resilience plans.
Mr P Terrington commented on the failure of mobile phone service at the time of the
surge as coverage had gone down before the surge and questioned vulnerability to
another tidal surge and the accuracy of the warnings. He said that the flood predictions
were understated for Wells and Cromer. He asked whether the Environment Agency
could advise the Overview and Scrutiny Committee on their plans to protect their areas
of the coast.
The Chief Executive said that it was about resilience and response and that the coastal
team and the Environment Agency were correct in their predictions. She acknowledged
the communication issues in Wells and said that these had now been addressed.
Mrs A Fitch-Tillett said that the flood wardens in Wells had now been issued with
personal radios. She informed Members that firms and businesses that invested in
coastal defence would receive tax relief. She said that Wells had experienced a lower
level of flooded properties than Walcott. Mr P Terrington replied that 83 premises had
been flooded and 37 Renew and Repair grants had been applied for in Wells. He said
that the damage in Wells was expected to be in excess of £1m.
Mr R Shepherd asked whether help from the armed forces could be sought in the event
of future flooding. The Civil Contingencies Manager replied that there was a procedure
in place to request military aid and on-going liaison with the armed forces was in place
but said asking for their assistance was almost always a last resort and has to be
approved at a very high level when lives are at risk.
Mr T FitzPatrick said that at a meeting on 5th December they had expressed a need for
funding. He also said that a large number of staff from NNDC had been invited to the
Eastern Daily Press‟ „Heroes of the Surge‟ event.
Overview and Scrutiny Committee
7
10 December 2014
The Committee NOTED the report.
89.
BUSINESS TRANSFORMATION PROGRAMME
Mr G Williams, the Portfolio Holder for Customer Services introduced the report by
saying that this was the second update on the Business Transformation Programme and
that it was a key part in the financial strategy. He said that he was keen to receive
feedback from the Committee prior to the final report goes to Cabinet in January 2015.
Mr G Williams said that the report outlined what the programme would deliver and the
expected outcomes, but that it was really about being effective and efficient and
delivering a better service to customers.
Mr G Williams explained that the Business Transformation Programme was about
effective use of data, reducing costs, a unified telephony system, ensuring effective
mobile working – at home and in the field – document sharing and having unified
communications.
The Chairman queried the focus on the website within the programme and commented
on the difficulty in recruiting specialist staff. He was concerned that if recruitment was
not successful the whole programme would be delayed.
The Corporate Director said website use would be significant and even more so in the
future and that the website was very important, but acknowledged that recruiting staff
with the right expertise was difficult. He explained that in the short term they were
looking to buy in consultancy and that the IT team had expressed a desire to develop
into this area. He said that they were looking to attract someone through the UEA
Graduate Programme but as the individual would not have the level of experience
required it was thought that partnering with a consultant would be the best way to
proceed.
Mrs B McGoun asked whether there were any checks and balances in place for Twitter.
The Corporate Director acknowledged that there was a risk with social media but that
Customer Services were now trained to answer simple service level queries. He said
that the more sensitive or complicated issues would still be routes through the
Communications Team. The Chief Executive said that it was a bigger risk not to engage
with the public through social media.
Mrs A Moore asked whether there were any Section 17 implications involved in moving
to fully electronic documentation and whether there would be a paper back-up. The
Chief Executive said that the information was held electronically and that there were
back-up files that met all security criteria and said that paper was less secure.The
Corporate Director added that Section 17 referred to crime that was an external risk –
not internal risks with security.
Mrs V Gay expressed her concern that consultants were expensive and took their
knowledge with them. She suggested that they look for a post-graduate and that
business experience would be valuable.
The Corporate Director said that the intention was for the consultant to help develop and
train the new web developer, thus ensuring that the knowledge was retained at the
Council. He said that the Council would consider recruiting post-graduates.
Overview and Scrutiny Committee
8
10 December 2014
Mr D Young commented on the reductions in paper and printing and said working in the
digital age required a new way of working and it would be a challenge for some
members to adapt. Mr G Williams replied that this would be a priority for the Member
Development Group.
Mrs V Gay said that there were technology restrictions and that devices such as tablets
were not fail-safe.
Mrs A Claussen-Reynolds expressed her praise for the Communications Editor for the
social media training provided to Members. She said that inexpensive air printers were
available for tablets and that there were no paper copies of agendas and documents at
Norfolk County Council and it seemed to work well.
In response to a query from the Chairman, The Democratic Services Team Leader said
that there was a legal requirement for the meeting summons to be produced on paper
which was the first sheet of the agenda, but this was being reviewed by Government.
She said that there would be robust training and support at Member Induction in May
and that spare i-Pads would be available at meetings in case Members needed to
borrow one.
Mr B Smith said that working electronically was easier but that he could appreciate it
was confusing at first, but that he was keen to encourage this route.
Mr R Reynolds suggested that Members „play‟ with the i-Pad – he said he was selftaught and that it was a very good tool.
The Chief Executive concluded by saying that it was a „transformation‟ programme
which meant that they had to rethink how things were done and that she appreciated
this would take time but that there would be comprehensive training.
The meeting stopped for a break at 11:20 am and resumed at 11:38 am.
90.
HOUSING INCENTIVE SCHEME
Mr T FitzPatrick said that the scheme had been approved at Cabinet and was about
increasing the number of homes delivered. He said that last year, North Norfolk District
Council had built more affordable homes than any other district council in Norfolk for the
first time and that this was something to be proud of.
Mr N Smith commented that he had been pleased to hear at the Cabinet meeting on 8th
December that jobs were being created through the scheme.
Mr R Reynolds urged Members not to forget that various mistakes made by Central
Government fifteen years ago to universally train people meant that they were now
suffering the consequences of people not having specific skills such as bricklaying.
Mrs V Gay expressed her concerns regarding the environmental impact of the scheme
as the houses being built were not required to adhere to the code for sustainability.
The Planning Policy and Property Information Manager said that there had been a long
debate over these issues. He added that the construction and building standards were
very high and that the building regulations required all dwellings to be built to code 3 for
sustainable homes.
Overview and Scrutiny Committee
9
10 December 2014
Mr T FitzPatrick reiterated that the buildings were not being built to a low standard and
that they were fully compliant. He said that more houses were needed and that this was
a problem that had to be addressed.
The Chairman commented on the proposal to extend the scheme for another year and
said house building was a long process and that a year was not enough time to get a
project started.
Mr P Terrington was concerned about the affordability of the houses being built,
following the decision to lower the requirement for affordable housing from 45% to 20%.
The Chief Executive replied that it had been lowered to 20% as 45% was not viable and
was deterring housebuilders. The report showed that the number of affordable homes
being built in the district was increasing as a result of the housing incentives scheme.
Mrs B McGoun said that any initial discussions regarding affordable housing
requirements would be aspirational but tended not to be realistic and were always open
to negotiation.
The Planning Policy and Property Information Manager confirmed that the scheme
would need to be reviewed again at a later date and thought would need to be given on
how to exit the incentive scheme.
Mr T FitzPatrick said that the Council should be proud of the number of houses thathad
been built under the scheme..
The Committee RESOLVED to
Recommend to Council that the North Norfolk Housing Incentive Scheme is extended
until 31st December 2015.
Mrs V Gay and Mrs B McGoun abstained from voting.
91.
HOUSING ALLOCATIONS SCHEME UPDATE
Tom FitzPatrick introduced the report and explained that the scheme had gone live in
October 2013.
The Housing Strategy Team Leader then explained that Members had asked for a
review in July 2014 for the period October 2013 to May 2014. She said that this report
was the conclusion of the first year of the scheme.
The Housing Strategy Team Leader said that there had been 413 lets in the first year
and that the scheme was working as anticipated and meeting the statutory
requirements. In an analysis of local connections, 220 people had local connections
which was 53% of all lets. She added that sometimes the connections were to adjoining
parishes which were often viewed as the same community creating a wider definition
which resulted in 60% of all lets. She said the homes were fit for purpose and met all
expectations and requirements.
Mrs B McGoun asked whether the figures for moving within exception schemes were
known.The Housing Strategy Team Leader replied that there were 48 lets on exception
schemes – which were re-lets or new people from changes in circumstance. The first
exception scheme was at Bodham and they were hoping to have an exception scheme
Overview and Scrutiny Committee
10
10 December 2014
in each parish. She explained that local connections such as employment or family ties
were prioritised and people were able to move across the district.
Mr P Terrington acknowledged that the scheme was working but asked whether that
was consistent across the district or whether there were any „black spots‟. The Housing
Strategy Team Leader said that 60% of all lets had local connections but that this had
not been analysed geographically.
The Chairman asked whether there were any homes that were difficult to let.The
Housing Strategy Team Leader answered that it wasn‟t really an issue and that the
difficulties experienced had been around sheltered accommodation,
Mrs B McGoun asked how many people were now on the housing list and the Housing
Strategy Team Leader responded that there were 2,500 people at that time.
The Committee RESOLVED to receive the Housing Allocations Scheme update.
92.
FEES AND CHARGES
Mr W Northam, the Portfolio Holder for Finance introduced the report by saying that it
recommended the fees and charges for 2015/16 that would come into effect from April
2015.
The Committee RESOLVED to recommend to Council
The Fees and charges from 1 April 2015 as included at Appendix A of the report.
93.
OVERVIEW & SCRUTINY UPDATE
The Democratic Services Team Leader updated Members on the following:

The Passivhaus visit had taken place with several Committee Members
attending on 3rd December. She said that the visit to the Ambulance Service
Control Hub had been organised for February 2015.

Recording Public Meetings – assessing equipment

Energy Strategy on the work programme had been moved back to the January
meeting

The Local Member Protocol that Members had been interested in had been
withdrawn at Norfolk County Council.

The Organisational Structure information requested would come to the March
meeting.

The Enforcement Board update would come back to committee in 6 months
times.
The Chairman said, in reference to the Enforcement Board update, that if certain
aspects of the Council‟s work was successful then it did not need to come to Overview
and Scrutiny.
Overview and Scrutiny Committee
11
10 December 2014
Mr P Terrington asked that a visit from the Environment Agency was added to the work
programme.
Mrs B McGoun suggested that a statement about recording meetings was read out at
the beginning of all Committee meetings so that the attendees were aware.
The meeting concluded at 12.20 pm
__________________
Chairman
Overview and Scrutiny Committee
12
10 December 2014
North Norfolk District Council
Cabinet Work Programme
For the Period 01 January 2015 to 31 March 2015
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Lead Officer
Status / additional
comments
Cabinet
06 Jan 2015
Business
Transformation
Update
Glyn Williams /
Rhodri Oliver
Sean Kelly
Head of Business
Transformation
01263 516276
Been to Scrutiny first for
pre-scrutiny
Cabinet
06 Jan 2015
Angie Fitch-Tillett
Scrutiny
14 Jan 2014
ASB, Crime and
Policing Act –
update regarding
terms of power.
Steve Hems
Head of
Environmental
Health
01263 516182
Cabinet
06 Jan 2015
WW1
Commemoration
Glyn Williams
Cabinet
06 Jan 2015
January 2015
Tourist
Rhodri Oliver
Information Centre
and Station
Approach Toilets,
Sheringham –
Tender outcome
Needs to go to Scrutiny
as Committee for
Crime & Disorder
issues
Sonia Shuter
Health & Communities
Officer
01263 516173
Nick Baker
Corporate Director
01263 516221
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)
13
North Norfolk District Council
Cabinet Work Programme
For the Period 01 January 2015 to 31 March 2015
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Lead Officer
Cabinet
02 Feb 2015
Corporate
Enforcement
Policy
Rhodri Oliver
Nicola Baker
Head of Planning
01263 5165165
Cabinet
02 Feb 2015
S106 agreements /
outline planning
permissions
Benjie Cabbell
Manners
Nicola Baker
Head of Planning
01263 5165165
Cabinet
02 Feb 2015
Cabbell Park
Tom FitzPatrick
Steve Blatch
Corporate Director
01263 516232
Cabinet
02 Feb 2015
Growth Strategy
Tom FitzPatrick
Scrutiny
11 Feb 2014
Council
25 Feb 2014
Rob Young
Head of Economic &
Community
Development 01263
516162
Cabinet
02 Feb 2015
Scrutiny
11 Feb 2015
Status / additional
comments
February 2015
Performance
Management
Update Q3
Tom FitzPatrick
Within Policy
Framework
Helen Thomas
Policy & Performance
Management Officer
01263 516214
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)
14
North Norfolk District Council
Cabinet Work Programme
For the Period 01 January 2015 to 31 March 2015
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Lead Officer
Cabinet
02 Feb 2015
Treasury Strategy
2014/15
Wyndham Northam
Scrutiny
11 Feb 2015
Tony Brown
Technical Accountant
01263 516126
Council
25 Feb 2015
Cabinet
02 Feb 2015
Wyndham Northam
Overview & Scrutiny
12 Feb 2015
2014/15 Base
Budget and
Projections for
2015/16 to 2017/18
Karen Sly
Head of Finance
01263 516243
Council
25 Feb 2015
Cabinet
02 Feb 2015
Health Strategy
John Lee
Scrutiny
12 Feb 2015
02 Feb 2015
Procurement of
Integration
Software and
associated
Training and
Consultancy
Rhodri Oliver
Cabinet
Nick Baker
Corporate Director
01263 516221
Sean Kelly
Head of Business
Transformation
01263 516276
Cabinet
02 Feb 2015
Asset
Management update
Rhodri Oliver
Status / additional
comments
Duncan Ellis
Head of Assets &
Leisure
01263 516330
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)
15
North Norfolk District Council
Cabinet Work Programme
For the Period 01 January 2015 to 31 March 2015
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Lead Officer
Cabinet
02 Feb 2015
Car park electrical
charging points
Rhodri Oliver
Cabinet
02 Feb 2015
Homeless
Strategy
Rhodri Oliver
Lisa Grice
Team Leader –
Customer Services
01263 516164
Cabinet
02 Feb 2015
Budget Monitoring
Period 9
Wyndham Northam
Karen Sly
Head of Finance
01263 516243
Cabinet
02 Feb 2015
Norfolk & Suffolk
Coastal
Partnership
Angie Fitch-Tillett
Rob Young
Head of Economic
and Community
Development
01263 516162
09 Mar 2015
Annual Action
Plan
Tom FitzPatrick
Helen Thomas
Policy & Performance
Management Officer
01263 516214
Status / additional
comments
Duncan Ellis
Head of Assets &
Leisure
01263 516330
March 2015
Cabinet
18 Mar 2015
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)
16
North Norfolk District Council
Cabinet Work Programme
For the Period 01 January 2015 to 31 March 2015
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Lead Officer
Status / additional
comments
Cabinet
09 Mar 2015
Budget Monitoring
Period 10
Wyndham Northam
Scrutiny
18 Mar 2015
Karen Sly
Head of Finance
01263 516243
Cabinet
DWP – Cromer
Council office
Rhodri Oliver
Cabinet
Property
Investment
Strategy
Rhodri Oliver
Sheila Oxtoby
Chief Executive
01263 516000
Could go to Council
first for debate/input
Energy Strategy
Tom FitzPatrick
Steve Blatch
Corporate Director
01263 516232
Could go to Scrutiny first
for pre-scrutiny
Date to be confirmed
Scrutiny
Steve Blatch
Corporate Director
01263 516232
Council
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)
17
Waste and Related Services Contract Performance
Briefing note to Overview and Scrutiny Committee – January 2015
Prepared by Scott Martin, Environmental Services Officer
This report provides an update on the performance of the Waste and Related Services
Contract since the last update in July 2014. The contract is delivered on behalf of the
Council by Kier Environmental Services and a bi-annual review of the contract forms
part of the Work Programme for the Committee.
General contract performance has remained adequate to good during the second half of
2014, despite changes in management personnel both within NNDC and at Kier. The
cleanliness of North Norfolk throughout the tourist season was generally found to be
very good and was a significant focus for proactive monitoring by the Environmental
Services team to ensure corporate priorities were met and that any problems that were
identified were dealt with swiftly. During the summer season, the number of
rectifications and defaults issued increased, however, this more a reflection of the level
of contract monitoring which was undertaken, rather than the number of customer
complaints received, which was very low. Kier performed especially well around key
events such as carnivals and the 1940s weekend at North Norfolk Railway. Whilst Kier
do not always perform to the expectations of the Council, the cleanliness of North
Norfolk in comparison to other areas is very good.
Performance in respect of waste and recycling collections is generally good, although
there remain areas in which improvement is required. The number of missed bin
collections remains above target, with an average of 39 per 100,000 collections for the
period July-November 2014 compared to a target of 25 per 100,000. This has
increased from 32 per 100,000 collections for the first half of 2014.
The number of missed collections for households that have been granted an assisted
collection, has improved compared with the first six months of the year, but the target of
zero missed assisted collections is yet to be achieved in any month. Performance has
ranged between 12 and 22 missed assisted collections per month between July and
November 2014. To put this into context however, there are some 3,500 residents who
receive an assisted collection service and as such, the percentage of those affected is
very low.
Kier had anticipated that the introduction of new in-vehicle technology would result in
significant improvement in the number of missed collections, including assisted
collections. However, the implementation of this has been delayed following
management changes at Kier. The importance of improvements in these areas has
been impressed upon Kier and the Environmental Services Team will continue to
closely monitor performance in this area and use the rectification and default
mechanisms within the contract to affect a positive change if necessary.
It was noted in the July 2014 update to the Committee that Kier were undertaking a
review of their local management structure, following a restructuring at senior level due
to the acquisition and integration of May Gurney into the business during 2013.
18
Following several months of interim management solutions during summer 2014, this
local contract management review has recently been completed and the new structure
became fully operational during December 2014.
The changes in management on both sides of the contract have caused delays in the
implementation of savings bids agreed between NNDC and Kier in 2014, relating to the
removal of a fine turf team as part of the grounds maintenance service and one mobile
cleansing team and the rapid response team within the cleansing service. This delay
does not represent a significant risk to the Council and it is expected that this matter will
be resolved early in the New Year following further discussions with Kier’s new
management team. The progression of the front of the Council Offices at Cromer from
regularly cut grass to a managed wildflower meadow, agreed as part of the savings
proposals, is on-going. Initial results will be visible from Spring 2015 with ‘full bloom’
expected in 2016.
Whilst not directly part of the contract with Kier, the Committee will be aware that in
October 2014, the new joint venture contract with NEWS for the processing of
recyclable waste came into operation, increasing the range of materials the Council is
able to accept for recycling at the kerbside in the green bins. This has resulted in the
removal of all bottle banks across North Norfolk (a service previously provided by Kier)
during November and December 2014 as the recycling of glass is now possible in
resident’s green recycling bins as part of the kerbside collection service. The change to
the contract around the community brink banks will result in the assets acquired by Kier
becoming redundant. We are currently negotiating with Kier to minimise any financial
impact to NNDC.
Kier expressed concern that the change to the recycling service would significantly
increase costs due to the increased time taken to collect the wider range of materials
and a lack of capacity within the existing vehicle fleet. In practice, since the service
change on 1st October, there has been no evidence for the additional resource being
required to maintain service levels. Kier accept that efficiencies can be delivered
through a round review and restructuring, which they will look to undertake through the
middle part of 2015.
The Committee was informed in July 2014 that the disposal point for waste collected
within North Norfolk changed earlier in the year following the closure of Edgefield landfill
site. Residual waste has since been deposited at a waste transfer station in North
Walsham. Kier originally claimed that the change in the disposal point had necessitated
the use of an additional shunt vehicle to deliver the waste to the new disposal site.
However, Kier have accepted that the disposal point remains within the district as
specified in the contract and that the change will be absorbed into their operating costs.
Whilst not directly as a result of the contract with Kier, it may be of interest to the
Committee that as from September 2014, the majority of residual (black bin) waste
collected in North Norfolk, has been sent for incineration in Suffolk. However, this is
arranged by Norfolk County Council as the waste disposal authority for Norfolk.
19
OVERVIEW AND SCRUTINY COMMITTEE WORK PROGRAMME 2014/2015
Period January – March 2015
January
Rhodri Oliver
Duncan Ellis
Councillor Call for Action
Angie Fitch-Tillett
Steve Hems
Angie Fitch-Tillett
Steve Hems
Cyclical
Benjie Cabbell Manners
Emma Denny
John Lee
Sonia Shuter
Requested by committee and
senior officers
Organisational Structure – empty
posts and changes to posts
Tom FitzPatrick
Julie Cook
Requested by committee
Customer Access Strategy –
including concerns over telephone
answerphones
Glyn Williams
Nick Baker
Annual
Planning Restructure Update
Benjie Cabbell Manners
Nicola Baker
Requested by the committee for
update 6 months following July
report
Angie Fitch-Tillett
Richard Cook
Tom FitzPatrick
Steve Blatch
Requested by committee
Councillors Call for Action: Car
parking; residential and Pay &
Display from Norfolk County
Council
Waste Control Update
Antisocial Crime and Policing Act
– Powers and Duties
February
Outside Bodies Report
Health Strategy
March
TBC
Planning Peer Challenge
Environment Agency
Energy Strategy
20
Crime & Disorder issue
Requested by committee