Please Contact: Mary Howard
Please email: mary.howard@north-norfolk.gov.uk Please Direct Dial on: 01263 516047
Committee Administrator: Alison Argent: alison.argent@north-norfolk.gov.uk
14 May 2012
A meeting of the Overview and Scrutiny Committee of North Norfolk District Council will be held
in the Council Chamber at the Council Offices, Holt Road, Cromer on Wednesday 23 May 2012
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. Coffee will be available in the staff restaurant at 9.30 a.m.
and at the break.
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
516047, Email: democraticservices@north-norfolk.gov.uk
Sheila Oxtoby
Chief Executive
To: Mrs A Claussen-Reynolds, Mrs A Green, Mr B Jarvis, Mr P Moore, Mr J H Perry-Warnes,
Mr R Reynolds, Mr E Seward, Mr B Smith, Mr N Smith, Mr R Smith, Mr P Terrington and Mr G
Williams.
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
(attached - p.1)
(9.30 – 9.40)
To approve as correct records, the minutes of the meeting of the Overview and Scrutiny
Committee held on 28 March 2012 and the special meeting of the Overview and Scrutiny
Committee held on 17 April 2012.
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 personal or prejudicial
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 FORWARD PLAN AND MANAGEMENT OF COUNCIL BUSINESS
(attached – p.17)
To discuss the Forward Plan and to consider the programme of business for Cabinet,
Overview and Scrutiny, Audit and Full Council.
11.
PERFORMANCE MANAGEMENT FRAMEWORK INCLUDING PERFORMANCE
MANAGEMENT OF THE ANNUAL ACTION PLAN 2012/13
(Cabinet Agenda – 14 May 2012, p.9)
(Appendix A – page 12; Appendix B – page 16)
(9.40-10.05)
Summary:
This report presents the revised Performance Management
Framework. In addition a draft set of performance measures
being developed to performance manage delivery of the Annual
Action Plan are presented for approval.
Conclusions:
A robust performance management framework is essential for
the delivery of the council’s objectives as set out in the
Corporate Plan 2012-15.
Recommendations: That Cabinet approve:
a) the revised Performance Management Framework,
and
b) the performance measures for the Annual Action
Plan 2012/13
Cabinet Member(s):
Keith Johnson
Wards Affected:
All
Contact Officer, telephone number
and email:
12.
Helen Thomas, 01263 516214
Helen.Thomas@north-norfolk.gov.uk
COMMUNITY ASSET TRANSFER POLICY
(Cabinet Agenda – 14 May 2012, p.22)
(Appendix C - page 24)
(10.05 -10.30)
Summary:
This report sets out how the District Council will respond to
requests from community groups to take over ownership of
NNDC owned property assets.
Conclusions:
Under the Localism agenda, and in the new corporate plan,
there is likely to be an increase in interest by community
groups to request an asset transfer of District Council owned
properties. A new policy is therefore needed to supplement the
Property Acquisitions, Investment and Disposal Policy to
ensure that the policy framework and procedures are in place
to respond to such requests.
Recommendations:
To approve the Draft Community Asset Transfer Policy as
the basis for consultation with relevant community
groups, town and parish councils.
Cabinet member(s):
Wards affected
All
All
Contact Officer, telephone number, Jill Fisher 01263 516037
and e-mail:
Jill.Fisher@north-norfolk.gov.uk
13.
A POLICY POSITION ON SECTION 106 FINANCIAL CONTRIBUTIONS ASSOCIATED
WITH RETAIL DEVELOPMENTS
(Cabinet Agenda – 14 May 2012, p.39)
(10.30-10.55)
Summary:
14.
At the present time North Norfolk District Council does not have
an agreed procedure or framework in respect of negotiating
Section 106 contributions from new retail developments in the
District. The Council is aware of a number of proposals for new
retail developments which might be considered acceptable
subject to assessing the impact of the proposals and any
mitigating measures on established town centres in the District.
The Council therefore needs to agree a procedure in respect of
such proposals as a matter of some priority.
Conclusions:
In order to consider the impact of new retail proposals on the
vitality and viability of established town centres across the
District the Council should develop a clear procedure with regard
to such proposals as a matter of priority.
Recommendations:
Cabinet is therefore asked to recommend to Full Council
that the key principles detailed at paragraph 4.1 of this
report form the basis of the procedure to be adopted by the
Council in negotiating Section 106 contributions from new
retail proposals be endorsed with effect from 1st June 2012.
Cabinet member(s):
Ward(s) affected
Keith Johnson
Wards in North Norfolk’s eight principal settlements
Contact Officer,
telephone.number, and e-mail:
Steve Blatch, Corporate Director
Tel:- 01263 516232
Steve.blatch@north-norfolk.gov.uk
PLANNING ENFORCEMENT PROGRESS REPORT
(attached – page 21)
(11.10-12.00)
Summary:
This report outlines progress being made in clearing the backlog
of outstanding enforcement cases which had built up by the end
of 2011
Conclusions:
Recommendations:
Cabinet member(s):
Keith Johnson
To note the progress being made
Ward(s) affected:
All
Contact Officer, telephone number, and e-mail: Steve Oxenham, Tel.01263 516135,
Email. steve.oxenham@north-norfolk.gov.uk
15.
OVERVIEW AND SCRUTINY UPDATE
(attached – p.23)
(Appendix D – p.27; Appendix E – p. 31, Appendix F – p.32)
(12.00-12.15)
Summary:
This report updates the Committee on progress with
topics in its agreed work programme (attached at
Appendix D) and invites Members to identify any
arising items for future meetings. The Scrutiny
Committee’s working style and role is attached at
Appendix E
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 T J FitzPatrick
All
Contact Officer, telephone number and email: Mary Howard, Democratic Services Team Leader,
Tel.01263 516047, mary.howard@north-norfolk.gov.uk
16.
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.”
17.
TO CONSIDER ANY EXEMPT MATTERS ARISING FROM CONSIDERATION OF THE
PUBLIC BUSINESS OF THE AGENDA
Agenda Item 4
Agenda item…………….
OVERVIEW AND SCRUTINY
Minutes of a meeting of the Overview and Scrutiny Committee held on 28 March 2012
in the Council Chamber, Council Offices, Holt Road, Cromer at 9.30 am.
Members Present:
Committee:
Mr E Seward (Chairman)
Mr B Smith
Mr R Smith
Mr P Terrington
Mr G Williams
Mrs A Claussen-Reynolds
Mrs A Green
Mr P W Moore
Mr J Perry-Warnes
Mr R Reynolds
Officers in
Attendance:
Members in
Attendance:
The Corporate Director (Steve Blatch), the Head of Planning (for minute
151), the Coastal, Localities and Assets Manager (for minute 152), the
Housing Services Manager (for minute 150), the Acting Financial Services
Manager (for minute 154) and the Democratic Services Team Leader.
Mrs H Eales, Mr K Johnson, Mrs A Moore and Mr W J Northam.
Democratic Services Officer (AA)
139 CHAIRMAN’S ANNOUNCEMENTS
The Chairman welcomed back to the Committee Mr J Perry-Warnes. Mr Perry-Warnes
thanked everyone for their kindness. The Democratic Services Team Leader said that
Mr N Smith had informed her that he had been transferred to Basildon Hospital for
treatment and was keen to return to being a Councillor.
140 APOLOGIES FOR ABSENCE
Mr B Jarvis and Mr N Smith.
141 SUBSTITUTES
None.
142 PUBLIC QUESTIONS
None received.
143 MINUTES
The minutes of the special meeting of the Overview and Scrutiny Committee held on 31
January 2012 and of the meeting of the Overview and Scrutiny Committee held on 15
February 2012 were approved as correct records and signed by the Chairman.
Mr B Smith referred to minute 138 e) Coastal Issues. He had not yet been able to
speak to the Portfolio Holder about the possibility of having an item on Coastal Issues
Overview and Scrutiny Committee
28 March 2012
1
Agenda Item 4
on the work programme later in the year possibly May, but would contact her as soon as
possible. It was noted that the next meeting of the Coastal Issues Forum would be
dependent upon the restructuring of the Senior Management Team and May might not
be possible. It was more likely to be held in June or July. The timing of the coastal item
was to be discussed at the Overview and Scrutiny Committee Workshop on 17 April.
144 ITEMS OF URGENT BUSINESS
None received.
145 DECLARATIONS OF INTEREST
Member(s)
Minute
No.
Item
Interest
Mr P Moore
151
Introduction of Fees for PreApplication Advice and “Do I
need planning permission?”
enquiries
Personal and nonprejudicial as a
practising planner.
146 PETITIONS FROM MEMBERS OF THE PUBLIC
No petitions had been received. It was noted that there was no legislative requirement
for this item to be on the agenda. The Monitoring Officer considered that this should be
addressed by the Constitution Working Party and how the Council dealt with petitions.
147 CONSIDERATION OF ANY MATTER REFERRED TO THE COMMITTEE BY A
MEMBER
None received.
148 RESPONSES OF THE COUNCIL OR CABINET TO THE COMMITTEE’S REPORTS
AND RECOMMENDATIONS
None received.
149 THE FORWARD PLAN AND MANAGEMENT OF COUNCIL BUSINESS
The Committee noted the information. The Forward Plan and Democratic Services
Work Programme were both being overhauled so a more comprehensive and readable
picture would be available soon.
150 NORTH NORFOLK DISTRICT COUNCIL TENANCY STRATEGY
The Housing Services Manager drew out the main points of the report.
The report was discussed:
a) Mr R Reynolds sought clarification that there was no possibility that tenants would be
expected to move house. The Housing Services Manager explained that the Council
could not control what tenancy controllers put in their Registered Providers Tenancy
Policy. Victory Housing Trust was currently producing its strategy. Other providers
worked across a wider area and the Council would have considerably less influence
there. She considered that Victory Housing Trust would move to fixed term
Overview and Scrutiny Committee
28 March 2012
2
Agenda Item 4
b)
c)
d)
e)
f)
g)
h)
i)
tenancies, but the Council would have the opportunity to comment on their policy
proposals. It was to make best use of housing stock, but a review had to take into
account people’s circumstances. The new policy would apply to new tenants only
and existing tenants would retain life-time tenancies.
Mr P Moore expressed concern about the shortage of social housing and what
progress was being made towards new houses being built. The Corporate Director
said that the Government recognised the huge pressure on social housing and that
the Housing Services Manager and Registered Providers and other parties had
sought to discuss these issues. There was an aspiration to make better use of
limited housing stock.
It was recognised that people moving out was very disruptive to the social fabric, as
people were more likely to be good citizens if they knew they could live in a house for
as long as they wanted to. The Corporate Director said that the issues of anti-social
behaviour and community stability had been considered. To maintain stable
communities had been identified as a key aim by Cabinet.
Mr P Terrington asked if more social housing needed to be ring-fenced for local
people. The Housing Services Manager said that the Tenancy Strategy wouldn’t
come into operation for 5 or 6 years. The Council however, was seeking guidance on
the possible extension of the local lettings agreement to all stock in the area to give
greater priority to local people.
Mr G Williams expressed concern that the Strategy was no more than aspirational.
The responses from RSLs had not been very positive regarding the Fixed Term
Tenancy. The Housing Services Manager said that NNDC was happy with the way
things were working generally but that a Fixed Term Tenancy provided more options.
There were already policies in place regarding down-sizing. There was a certain
nervousness from Registered Providers and tenants about Fixed Term Tenancies.
NNDC probably had more influence over Victory Housing Trust and possibly
Broadland Housing.
Mrs A Claussen-Reynolds referred to page 25 “To ensure that specialist
accommodation can be made available to households most in need” and asked how
this could be achieved. The Housing Services Manager said that if tenants were in a
position to move on they would be offered alternative accommodation. The
Corporate Director said that if a household’s circumstances had changed and there
were other households in greater need of the property it was possible to discuss
alternative accommodation. It was recognised that this was a sensitive issue.
A high turnover in tenancies could result in anti-social behaviour because there would
be little incentive to invest in garden maintenance.
In reply to a question from Mr R Smith, the Housing Services Manager said that the
Council would have no problem with Registered Providers retaining lifetime
tenancies. There would be more concerns if Registered Providers were too harsh.
The Strategy could be reviewed at any time.
In response to a question from Mr B Smith about difficulties faced by people on low
incomes in renting property, the Housing Services Manager explained that affordable
rents were fully covered by Housing Benefit. Private rents weren’t. Central
Government was pushing for affordable rent. Most of the Registered Providers with a
contract with the Homes and Communities Agency were developing new homes with
affordable rents. At present Victory Housing Trust were charging social rent on the
properties they had taken over at the Housing Stock Transfer and affordable rent on
properties built since then would be charged on re-let. Members expressed concern
that there would be increasing demands on Housing Benefit.
The recommendation to Full Council was endorsed.
Overview and Scrutiny Committee
28 March 2012
3
Agenda Item 4
151 INTRODUCTION OF FEES FOR PRE-APPLICATION ADVICE AND “DO I NEED
PLANNING PERMISSION?” ENQUIRIES
The report was discussed:
a) The schedule of proposed fees had been discussed at the last agents’ meeting –
agents were Planning’s principle customers. They understood the reasons for the
proposal but they did not welcome it. Fifty-six agents and eighteen developers had
been consulted. To date only three responses had been received which did not
support the proposal. The consultation closed on 30 March 2012.
b) At the request of the Overview and Scrutiny Committee the Portfolio Holder had
written to Mr Pickles in December 2011 regarding the local setting of Planning Fees.
c) The Overview and Scrutiny Committee was aware that there was already pressure
on Planning. In response to a question from the Chairman, the Head of Planning and
Building Control said that he wouldn’t know if there were resources to implement the
new scheme until it was tried. It should be monitored nine months after it was begun.
d) The Planning Service was costly. This needed to be considered as well as the
current workload.
e) A concern was expressed that the new scheme could lead to an increase in
enforcement cases. The Corporate Director reminded Members that NNDC had a
strong policy framework which could be viewed online.
f) “Do I need planning permission?” enquiries: if a letter was sent to an applicant it cost
the Council money. However, the opinion expressed in the letter did not prevent the
Council carrying out enforcement at a later stage, eg if the proposed construction
turned out to be larger or different.
g) Mr P W Moore told the Committee that he was not a member of the agents’ group.
He said that his main concern was not the financial aspect of the proposed scheme,
but the timescale. He asked that this should come back to the Committee for review.
h) The Head of Planning and Building Control said that he had been asked to prepare a
paper for CLT on capacity in Planning.
i) Members needed to be reassured that the Council was providing a better Planning
service.
j) There was a concern that the duty officers might get overloaded with work. However,
this could be self-regulating because people would have to wait in a queue. The
Head of Planning and Building Control was reluctant to extend the time allocated for
duty officers.
k) In response to a question from Mr P Terrington, the Head of Planning and Building
Control said that pre-application enquiries were in the public domain. Major preapplication enquiries were published on the website.
l) In response to Mrs A Claussen-Reynolds’ concern about the potential of extra
pressure on town and parish councils, the Head of Planning and Building Control said
that legislation did not permit the public to circumvent the Planning process by going
to their town or parish council regarding personal planning permission.
m) Some members of the public would approach their local Member. Although Members
had direct access to officers they were asked to be conscious of the pressure on
them.
RESOLVED
The Committee supported the introduction of Fees for Pre-Application and “Do I need
Planning Permission” in principle.
The Committee was anxious to ensure that there were sufficient resources and would
review the situation in January.
Overview and Scrutiny Committee
28 March 2012
4
Agenda Item 4
152 CAR PARKING CHARGES
a) The Pay and Display signs had been changed, and warning notices had been
posted.
b) There had been no increase in ticket charges since 2009 and since 2010 for season
tickets.
c) A 50p charge for a 30 minute stay had been introduced for all car parks.
d) Parking would cost an extra 10p per hour on coastal car parks.
e) Town car parks in Cromer, Holt, Sheringham and Wells would be charged at £1 for
the first hour and 70p per hour thereafter.
f) An evening charge of £1 had been introduced and would apply to the hours 6-11pm.
g) North Walsham and Fakenham Town Councils had met with Officers regarding the
free car parks. They had been fruitful meetings but decisions had not yet been made
by the town councils. There would be no charging on these car parks until the
situation was resolved. Wells Town Council would discuss car parking at its meeting
in April.
h) The Car Park Order had been published in the local press. There had been no
legislative requirement to carry out a more formal consultation. The decision had
been made at Full Council in December and had been in the public domain.
i) The Chairman said he had received complaints that there was nothing on the
Council’s website explaining the changes to parking charges and who the public
could write to expressing views. Legal notices in car parks were too complex and
unlikely to be read. The Coastal, Localities and Assets Manager noted the point for
future consideration.
i) In reply to a question from Mr G Williams, the Coastal, Localities and Assets
Manager said that a full set of responses had been available in the Members’ Room.
Everybody was entitled to raise an objection but it would require a substantive reason
to change the Order. This might be something like a Highways objection regarding a
traffic obstruction.
j) In reply to a question about enforcement, the Coastal, Localities and Assets Manager
said that this year’s income from enforcement using King’s Lynn and West Norfolk
showed that enforcement was working.
k) Mr W J Northam said that the changes in the charging regime would be reconsidered
if it wasn’t effective.
The meeting was adjourned at 11.20am and reconvened at 11.35am.
153 STREET SIGNS
The Chairman read out a written response from the Corporate Director, Nick Baker, who
was unable to attend the meeting:
a) The number of signs outstanding: 7 currently on order from supplier.
b) The number of new signs erected this year was 189 – a mixture of new signs and
replacement for damaged signs.
c) The budget that was left for this year was £5000 revenue due to efficiencies from a
vacant post being covered by the contractor and £25,825 in the capital budget. The
capital was being rolled forward into the budget for next year.
d) The revenue budget for 2012/13 was £37,906 which was split as follows:
• Direct costs - £27,436
• Support costs - £510
• Depreciation - £9,960
e) To report a damaged or missing sign, Members should contact the Environmental
Services Team on ext 6302 streetsign.maintenance@north-norfolk.gov.uk
Overview and Scrutiny Committee
28 March 2012
5
Agenda Item 4
154 BUDGET MONITORING 2011/12 – PERIOD 10
a) The final recommendation was no longer required. It had been superseded by the
Head of Planning and Building Control’s report.
b) The Car Park Charges did not come into effect until 1 April 2012. They would be
included in next year’s budget monitoring.
155 OVERVIEW AND SCRUTINY UPDATE
a) Credit unions: an invitation would be made to make a presentation to the
Committee. All Members would be invited.
b) Community safety: discussion should wait until the Chief Executive’s report was
received.
c) County Strategic Partnership Joint Scrutiny Panel – agreement had been sought
from member Councils that this body should disband. The Leader and Chair of
Scrutiny supported this.
d) A special meeting was to take place on 17 April, before the workshop, to discuss the
Annual Plan before it went to Full Council.
e) Mrs A Claussen- Reynolds gave a report on the CfPS seminar, attached at Minutes
Appendix A.
f) Mr R Reynolds reported on the Joint Scrutiny with Broadland. They had discussed
many issues with a view to completion of the transport study, possibly in April. At
this meeting they discussed contact with the bus companies for our areas and a
questionnaire had been produced to approach the management of local companies.
Also, a questionnaire has been produced for several town and parish councils to
complete (probably the clerks). They discussed as to whether the moped loan
scheme was working – this to be investigated further. They also discussed the
important of extending railway lines in the future.
g) Mr P W Moore updated Members on the work of the Task and Finish Group. The
aim was to rationalise the way the Committee worked, including eliminating “Council
jargon” from reports. The Group was also looking at the sequencing between
Cabinet, Scrutiny and Full Council. A meeting was still to take place between the
Chair of Scrutiny, the Leader and the Chief Executive. There was no projected date
for the completion of the work. The Group felt it was more important to get it right!
There would be consultation with the Chief Executive to refine proposals.
The meeting concluded at 12.05pm.
_________________________
Chairman
Overview and Scrutiny Committee
28 March 2012
6
Agenda Item 4
Minutes Appendix A
SEMINAR REGARDS SCRUTINY HOUSE OF COMMONS AND HOUSE OF
LORDS SELECT COMMITTEES
On the 14th February we attended a Seminar at Local Government House WI on the
invitation of Health and Overview and Scrutiny. The Centre for Public Scrutiny is a
small charity dedicated to promoting the theory and practice of good governance and
the principals of accountability, transparency and involvement. The bulk of their work
is in local government, providing support to people who sit on and support Overview
and Scrutiny Committees.
A lot of emphasis was put on “reader friendly papers”. All agenda items need to be
justified and not just a report sent in by the Officer to get a tick!
It is important to engage with the general public on issues – the Press are not
normally interested in what goes on at Scrutiny Meetings unless something out of the
ordinary happens.
House of Commons:
There are 11 members including the Chair on each Committee
Key points:
The Committee choose its own subject.
There are a lot of new policies to scrutinize at the moment.
Firstly they examine policy – what are the objectives? They see if the policy is doing
what it should be
Inquiries are based on evidence that is received. Private sessions are discouraged
as people with issues need to speak before a Committee.
The programmes are flexible and they meet once a week, sometimes twice, for 2-3
hours
The staff is independent and do not work for one party or group.
The select committee can take several months to scrutinize a point. The Committee
looks at the evidence and if required will travel to areas eg football ground if a football
inquiry. However when a report it sent to government they have 2 months to digest
(occasionally the committee will allow more time) The Committee can scrutinize
again if their recommendations are not taken into account.
There is a budget to deal with the costings.
The Task of a select committee:
. to examine government policy proposals and deficiencies
. scrutinize draft bills
. examine departments actions and administration
. examine objectives of a department
. monitor associated public bodies (some looked at yearly)
. scrutinize major appointments
. examine the implementation of legislation (has it achieved what it set out to
achieve)
A Minister usually explains their reasons why they do not want to go with a
recommendation. It is not law to do so but morally and politically it makes sense.
The Committee does have a statutory right to send for anyone and they must attend
– but they do not usually push this. In fact 1957 was the last time they imprisoned
someone.
House of Lords Scrutiny:
7
Agenda Item 4
Minutes Appendix A
Lord Inglewood gave a speech regards House of Lords Scrutiny.
He said that they scrutinize policies and the wider field for example European –
deliberately to be different to the House of Commons.
He told us it was very important to read papers before a meeting and do own
research. Always be aware of lobbyists as they have their own agenda and never
take anything at face value!
There are 15 or more on a Committee.
Part of the experience was a scrutiny role play with other councillors from all over the
country. All involved with scrutiny within their own district. Whilst some scrutinized
others played the part of the council officer and witness. This was very educational
to the way that other people scrutinize and it seems that we generally have got is
right asking the right questions and drawing from any witnesses as required.
We were then invited to sit in and observe a House of Lords European Union Select
Committee on the EU Financial Framework. This was absolutely enthralling and a
very interesting ending to a very full day!
Councillor Annie Claussen-Reynolds
8
Agenda Item 4
Agenda item………4…….
OVERVIEW AND SCRUTINY
Minutes of a meeting of the Overview and Scrutiny Committee held on 17 April 2012 in
the Council Chamber, Council Offices, Holt Road, Cromer at 9.30 am.
Members Present:
Committee:
Mr E Seward (Chairman)
Mrs A Claussen-Reynolds
Mrs A Green
Mr B Jarvis
Mr P W Moore
Mr J Perry-Warnes
Mr R Reynolds
Mr B Smith
Mr P Terrington
Mr G Williams
Officers in
Attendance:
The Chief Executive, Policy and Performance Management Officer and the
Democratic Services Team Leader.
Members in
Attendance:
Mrs H Eales, Ms V Gay, Mr P High, Mr K Johnson, Mrs A Sweeney, Mr R
Wright
Democratic Services Officer (AA)
156 APOLOGIES FOR ABSENCE
Mr N Smith and Mr R Smith.
157 SUBSTITUTES
Ms V Gay for Mr R Smith and Mr R Wright for Mr N Smith.
158 PUBLIC QUESTIONS
None received.
159 ITEMS OF URGENT BUSINESS
None received.
160 DECLARATIONS OF INTEREST
None received.
161 FIRST ANNUAL ACTION PLAN
Mrs H Eales said the Cabinet had yesterday recommended to Full Council the adoption
of the Annual Action Plan 2012/13. Some changes had been made to the document in
order to give it greater clarity. It would be revised and discussed regularly. She thanked
Overview and Scrutiny Committee
17 April 2012
9
Agenda Item 4
the Corporate Leadership Team and Officers for the hard work which they had
undertaken. The Annual Action Plan was to be produced annually because of economic
uncertainty. Once Senior Management Team had been appointed, they would be
providing service plans with performance measures to monitor delivery. The role of the
Overview and Scrutiny Committee would be to monitor performance on a quarterly basis.
Members discussed the document. The document that went to the meeting of Full
Council on 18 April 2012 as a result of this item is attached at minutes appendix B .
Numbers in bold below refer to this document:
a) The following questions were received from Mr R Smith:
1 Outlook: (p32 delivering the vision) it is stated that measures will be taken to make
Outlook cost neutral. How will this be achieved (eg through advertising)?, what is the
timescale for this to happen, and what cost would be considered cost neutral?
2 P24 Coastline and Built Heritage. Could you define defaulting on the waste contract?
3 It is important that plans and policies are reviewed however I have concerns at
reviewing conservation areas. Will the need to balance sensitive development in historic
areas continue to be respected or is the emphasis now on promoting development at any
cost?
4 Young people continue to be ignored in this plan. I find it surprising we are
mentioned nowhere in the document and the officer consultation response skirts the
questions raised by my County colleagues. Could the portfolio holder please answer the
question asked by them in full to the Committee. (2)
In response to Mr R Smith’s questions, Members were informed that:
• measures to be taken to ensure the production of Outlook magazine (page 32 –
Delivering the Vision) was cost neutral would be through advertising. The North
Norfolk Business Forum was assisting with this and cost neutrality should be
achieved within the next three years.
• defaulting on the waste contract could be defined as when the set of measures
had not been delivered and led to financial penalties;
• the review of conservation areas and whether the need to balance sensitive
development in historic areas would continue to be respected or whether the
emphasis was now on promoting development at any cost – the emphasis was
not at any cost and was linked to developing housing and an economic balance
with the need of the countryside;
• young people were part of everything the Council did. The document did not
identify any specific part of the community but all were part of what the Council
was producing in their plans. The Council recognised equality and diversity and
would ensure that young people were looked after. (2)
b) Mr G Williams referred to the response concerning there being no information on
performance measures. He asked that next year’s document would state what the
targets were and what the Council was aiming for. Mrs Eales responded that it
should be easier to put together next year’s document and it would hopefully be
possible to include performance measures alongside the Annual Action Plan.
Performance Measure were being developed for this Annual Action Plan and would
be presented to Cabinet in May.
c) Mr P Moore asked that “enhance” be included in the section concerning Coast,
Countryside and Built Heritage. (7)
d) The plan omitted to say that eight conservation areas had been reviewed and
another four should be completed during the year.
e) Page 22 – Housing and Infrastructure – A 4 had been deleted. In view of the
consultation response it was deemed unnecessary.
Overview and Scrutiny Committee
17 April 2012
10
Agenda Item 4
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
q)
Mr P Moore asked how the Council could encourage developers to bring forward
developments once they had obtained planning permission. He also considered that
a system of producing decision notices more quickly would help. He was informed
that this would be looked into. Mr B Smith felt that the Community Infrastructure
Levy from a building programme could support new build, particularly the rental
section. In response to a question from Mr J Perry-Warnes, the Chief Executive
explained that the Council was looking into whether it could develop a scheme in
conjunction with its housing strategy. Sites where no development had begun 6-12
months after planning permission had been granted were being looked at. The
Overview and Scrutiny Committee could investigate how performance in this area
could be improved. Mr R Reynolds was concerned that properties could start to be
built and then left neglected because of the financial climate. Mr J Perry-Warnes felt
that the point about exceptions schemes being progressed should be made more
strongly.
Design a more cohesive framework for coastline management (p24). Mr P
Terrington was concerned at how progress with coastal management could be made
when the Coastal Issues Forum had not met. Mrs H Eales explained that it was in
the process of being set up and would meet shortly and the following year would see
much work on the coastal zone.
Under Democratic Embodiment (p25), Ms V Gay expressed concern that only a small
number of town and parish councils had held elections the previous May and she
wondered how the election of town and parish councillors could be promoted. In
response, Mrs H Eales felt that if the Council could make town and parish councils
feel more relevant then the people in those parishes would feel more relevant and
more interest would build up. The Council was looking into this issue and 40-50
people from parish councils had signed up to attend a meeting on this. Mr B Smith
considered that people were deterred from becoming town and parish councillors
because they had to divulge personal information. The Chief Executive responded
that a new code for parish and town councils would come into effect from July,
although this would still require people to register their interests.
Consultation responses (p8). Mr G Williams considered that there was ambiguity
regarding the Neighbourhood Plans and the LDF. The Leader, agreed to look at the
wording. (1)
Action Plan (p20): Improving the job prospects of our residents: We will explore
opportunities to work with local businesses and identify funding to support the
provision of apprenticeships, training and work experience. (3)
Mr R Wright asked what was the criteria used for the compulsory purchase of an
empty house. Mrs H Eales replied that the Council had started a pilot project, and a
house had to be empty for a long time and become untidy. The Chief Executive
added that the Council had had success by stating intention of compulsory purchase.
A house had to be purchased at the market price. The Council needed to look at the
top 10 enforcement issues.
The Chief Executive was writing a paper for Cabinet on enforcement. This would
come to the Overview and Scrutiny Committee.
Mr G Williams asked that ‘training and work schemes’ be added to B4 under Jobs
and the Economy (p20). (3)
In respect of countryside usage (p24), Mr G Williams suggested that development
and the environment should be balanced. It was suggested that community usage
should be added to this section. However, it was believed that was a direct quote
from the Corporate Plan and could not be altered. (7)
Mr G Williams suggested that the health strategy should be consistent with the aims
of all the other strategies. (9)
Under ‘Localism’ (p25), B7 should include reference to the environment. (8)
Under ‘Delivering the Vision’ (p27), one of the key issues was a communication
strategy and this should be included as an action. (10)
Overview and Scrutiny Committee
17 April 2012
11
Agenda Item 4
r) In response to a question by Mrs A Claussen-Reynolds, it was explained that jobs
and the local economy would be promoted through the North Norfolk Business
Forum. The Learning for Everyone Team had done an excellent job.
s) In respect of responses to fly-tipping, this should be within two working days. (7)
t) Mr B Jarvis asked that in respect of Jobs and the Local Economy (p20), the Broads
and the rivers in North Norfolk be mentioned because they provided tourism for the
economy. (5)
u) Jobs and the Local Economy (p20): Members asked for more information on the
work of the Learning for Everyone Team.
v) Coast, Countryside and Built Heritage: zero defaults could be achieved as part of the
process of monitoring the waste contract. It was a measure of how well the
contractor was doing. The Overview and Scrutiny Committee received regular
updates on the Waste Contract.
w) Whilst public transport was a Norfolk County Council issue, it was a big issue in
relation to the local economy and should feature in the plan. (4)
x) Mr B Smith considered that the Coast Hopper service should be extended but it was
noted that the subsidy for running was less and the service was being decreased.
More pressure should be put on to keep the service going.
It was proposed and seconded to accept the Action Plan and to forward the comments
from the special meeting of Overview and Scrutiny Committee of 17 April 2012 to Full
Council. As an amendment, it was proposed and seconded to put forward the comments
from the special meeting of Overview and Scrutiny Committee and make no mention of
the Action Plan. The amendment was lost and the original proposition carried and it was
RESOLVED
To accept the Action Plan and to forward the comments (Appendix A) from the special
meeting of Overview and Scrutiny Committee of 17 April 2012 to Full Council.
The meeting concluded at 11.05am.
_________________________
Chairman
Overview and Scrutiny Committee
17 April 2012
12
Agenda Item 4
Minutes Appendix B
FULL COUNCIL 18 APRIL 2012
ANNUAL ACTION PLAN
CABINET RESPONSE TO OVERVIEW AND SCRUTINY COMMITTEE 17
APRIL 2012 COMMENTS
COMMENTS
APPENDIX A
(1) Empowering local communities to promote additional developments: to review the
wording of the response as there was a possible ambiguity regarding Neighbourhood
Plans and the Local Development Framework.
Cabinet response
Amend the consultation response wording from
“Neighbourhood Plans are a discretionary power available to those communities that
wish to accommodate additional development. The Plans can only be prepared by
Town and Parish Councils and local forums and there is no requirement to prepare a
Neighbourhood Plan. District Councils cannot prepare Neighbourhood Plans. Where
these plans are not prepared by local communities the Local Development
Framework will remain in force. The action proposed by the Council is to support
those communities that decide they wish to produce a Plan.”
to
“Neighbourhood Plans are a discretionary power available to those communities that
wish to accommodate additional development. The Plans can only be prepared by
Town and Parish Councils and local forums and there is no requirement to prepare a
Neighbourhood Plan. District Councils cannot prepare Neighbourhood Plans. In all
communities the Local Development Framework will remain in force. Any
Neighbourhood Plan developed by a Community will be in addition to and in
the context of the provisions of the LDF. The action proposed by the Council is to
support those communities that decide they wish to produce a Plan.”
APPENDIX B
Introduction
For Amendment
(2) To insert a paragraph explaining that the Plan addresses the aspirations of all
sections of the community, young and old etc.
Cabinet response
Add following sentence to the Introduction to add to paragraph 4 as new second
sentence.
The plan is designed to deliver change that will meet the needs and aspirations of all
the people of North Norfolk including issues facing young people and older persons.
Jobs and the Local Economy
1
13
Agenda Item 4
For Amendment
(3) 20 B) 4. Improving the job prospects of our residents: We will explore
opportunities to work with local businesses and identify funding to support the
provision of apprenticeships, training and work experience …..
Cabinet response
Amend Jobs and the Local economy B 4 from
“We will explore opportunities to work with local businesses and identify funding to
support the provision of apprenticeships and work experience schemes with the aim
of increasing the employment opportunities of young people in the district”
to
“We will explore opportunities to work with local businesses and identify funding to
support the provision of apprenticeships, training and work experience schemes with
the aim of increasing the employment opportunities of young people in the district”
(4) To add Rural Transport to this section.
This is an important issue that has been raised and community transport initiatives
will continue to be funded through the Big Society Fund and the Cabinet welcomes
the joint piece of work that is being undertaken with Broadland by the Scrutiny
Committee. This work may inform a specific activity which could be incorporate in a
future year action plan.
(5) D) 2: to add “Broads and rivers”.
Cabinet response
Amend Jobs and the Local economy D 2 from
“We will support and facilitate the establishment of a private sector led Destination
Management Organisation (DMO) for the North Norfolk coast and countryside to
maintain the profile of the district as a leading tourist destination within the UK
boosting levels of employment and income for the district”
To
We will support and facilitate the establishment of a private sector led Destination
Management Organisation (DMO) for the North Norfolk coast, broads, and
countryside to maintain the profile of the district as a leading tourist destination within
the UK boosting levels of employment and income for the district
Coast, Countryside and Built Heritage
For Amendment (subject to some of the original wording being a direct quotation
from the Corporate Plan, and therefore not open to amendment).
(6) A) Maintain the integrity of special landscape designations, balance the
development of housing, economic activity and community usage with the need to
2
14
Agenda Item 4
preserve and enhance the character and quality of the District’s countryside and
built heritage.
Cabinet response
As is stated above the original wording is a direct quotation from the Corporate Plan,
and therefore not open to amendment. However, nearly all of the activities within this
objective seek to enhance as well as preserve the character and quality of the
district’s countryside and built heritage.
(7) A) 6: We will ensure all reported fly-tips are responded to within 2 working days.
Cabinet response
Amend Coast, Countryside and Built Heritage A 6 from
“We will ensure all reported fly-tips are responded to within 2 days”
To
“We will ensure all reported fly-tips are responded to within 2 working days”
Localism
For Amendment
(8) B) 7: We will work with communities to identify the current and future social,
economic and environmental needs….
Cabinet response
Amend Localism B 7 from
“We will work with communities to identify the current and future social, economic
and health needs of their resident population and support them to identify and
implement local, innovative and creative solutions.”
To
“We will work with communities to identify the current and future social, economic
and environmental needs of their resident population and support them to identify
and implement local, innovative and creative solutions.”
For Amendment
(9) A) 3: Broaden this activity from NNDC Health Strategy to the aims of the Health
and Wellbeing Board.
Cabinet response
Amend Localism A 3 from
“We will work with Town and Parish Councils, local organisations and community and
voluntary groups to improve health and wellbeing consistent with the aims of the
NNDC Health Strategy.”
To
“We will work with Town and Parish Councils, local organisations and community and
voluntary groups to improve health and wellbeing consistent with the aims of the
Health and Wellbeing Board.”
Delivering the Vision
For Amendment
3
15
Agenda Item 4
(10) To add “to draft a community engagement strategy”.
Cabinet response
Add activity to Localism B as item 8 as follows
“Draft and consult on a communication and engagement framework”
4
16
Agenda Item 10
North Norfolk District Council
Cabinet Work Programme & Forward Plan
For the Period 1 April to 31 July 2012
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Consultations
Comments can be
sent to
Status &
Documents
Submitted
Cabinet
16 April 2012
All
Helen Thomas
Policy & Performance
Management Officer
01263 516214
Full Council
17 April 2012
special
meeting
18 April 2012
Town and Parish
Councils and other
local bodies.
Cyclical Item
Overview & Scrutiny
Audit Committee
Cabinet
June 2012
16 April 2012
First Annual Action
Plan
Specifies the
proposed actions for
delivering the
“Corporate Plan:
small government,
big society”
North Lodge Park,
Cromer
A proposal to provide
a high quality play
area and to allow for
a wider variety of
activities in North
Lodge Park.
Cabinet
16 April 2012
North Norfolk
Offshore Renewable
Energy
A Strategic
Positioning Paper
and proposal for local
partnership working
arrangements
Ended 26/03/2012
John Lee
Report to
Cabinet,
Overview &
Scrutiny, Full
Council &
Audit
Nick Baker
Corporate Director
01263 516 221
Report to
Cabinet
Tom
FitzPatrick
Key Decision
17
Steve Blatch
Corporate Director
01263 6232
Report to
Cabinet
Agenda Item 10
North Norfolk District Council
Cabinet Work Programme & Forward Plan
For the Period 1 April to 31 July 2012
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Cabinet
16 April 2012
Holt Vision Study
Identifies areas of
support that the
Council may be
asked to consider
over the next 3 – 5
years.
Full Council
18 April 2012
Cabinet
14 May 2012
Full Council
30 May 2012
Cabinet
14 May 2012
Consultations
Lead Officer
Status &
Documents
Submitted
Trevor Ivory
John Mullen
Community projects
Manager
01263 516104
Report to
Cabinet
Retail s106
contributions
Considers the
potential to secure
Section 106 financial
contributions
associated with retail
developments to
mitigate impacts on
established town
centres
Keith Johnson
Steve Blatch
Corporate Director
01263 6232
Asset Transfer
Policy
Wyndham
Northam
Reports to
Cabinet & Full
Council
Key Decision
18
Jill Fisher
Coastal, Localities
and Assets Manager
01263 516037
Report to
Cabinet
Agenda Item 10
North Norfolk District Council
Cabinet Work Programme & Forward Plan
For the Period 1 April to 31 July 2012
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Cabinet
14 May 2012
Housing Strategy
Keith Johnson
Overview & Scrutiny
26 June 2012
Full Council
25 July 2012
Cabinet
14 May 2012
Performance
Management
Framework
All
Helen Thomas
Policy & Performance
Management Officer
01263 516214
Cabinet
11 June 2012
All
26 June 2012
Helen Thomas
Policy & Performance
Management Officer
01263 516214
Cyclical item
Overview & Scrutiny
Performance
Management
Annual Report
Cabinet
11 June 2012
Debt Management
Annual Report
Wyndham
Northam
Cyclical item
Overview & Scrutiny
26 June 2012
Louise Wolsey
Revenues & Benefits
Services Manager
01263 516081
Full Council
25 July 2012
Key Decision
19
Consultations
Lead Officer
Karen Hill
Housing Services
Manager
01263 516183
Status &
Documents
Submitted
Report to
cabinet,
Overview &
Scrutiny and
Full Council
Report to
Cabinet
Report to
Cabinet and
Overview &
Scrutiny
Report to
Cabinet,
Overview &
Scrutiny and
Full Council
Agenda Item 10
North Norfolk District Council
Cabinet Work Programme & Forward Plan
For the Period 1 April to 31 July 2012
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Cabinet
11 June 2012
Wyndham
Northam
Overview & Scrutiny
26 June 2012
Treasury
Management
Annual Report
Full Council
25 July 2012
Signed
Helen Eales, Leader of North Norfolk District Council, 1st April 2012
Key Decision
20
Consultations
Lead Officer
Status &
Documents
Submitted
Tony Brown
Technical Accountant
01263 516126
Cyclical item
Report to
Cabinet,
Overview &
Scrutiny and
Full Council
Overview and Scrutiny
23 May 2012
Agenda Item No_____14________
PLANNING ENFORCEMENT PROGRESS REPORT
Summary:
This report outlines progress being made in clearing the backlog
of outstanding enforcement cases which had built up by the end
of 2011
Conclusions:
Recommendations:
To note the progress being made
Cabinet member(s):
Ward(s) affected:
Keith Johnson
All
Contact Officer, telephone number, and e-mail: Steve Oxenham, Tel.01263 516135, Email.
steve.oxenham@north-norfolk.gov.uk
At its meeting on 15 February 2012 the Committee agreed to receive a report concerning
Planning Enforcement, the Committee noting that a number of initiatives had just been
introduced. The paragraphs set out below were the subject of a report to Development
Committee on 3 May 2012 and updated that Committee on progress.
“Members will recall that at the meeting on 20 February 2012 the Committee considered the
quarterly schedule of current enforcement cases. The Committee also noted that initiatives had
been put in place to reduce the backlog of cases. Higher priority was being given to
enforcement and one of the Planning Officers was helping with the work. A programme of site
inspections was being arranged and local Members would be contacted by Officers to agree
courses of action with the aim of resolving cases expeditiously.
The latest quarterly schedule of enforcement cases is the subject of an exempt report to the
Committee on this agenda. At the end of the most recent quarter there were 162 cases on hand
compared with 165 which were on hand at the beginning of the quarter. However, an unusually
large number of cases was registered during the quarter (69) because of the backlog which had
built up, and 72 cases were resolved during the quarter as a result of the initiatives which have
21
Overview and Scrutiny
23 May 2012
been put in hand, a third more than were resolved during the previous quarter. Furthermore,
the number of cases more than three months old at the end of the quarter reduced from 109 to
85.
There is clearly a long way to go to reduce the backlog, and the situation is being monitored on
a monthly basis. However, it is considered that by concentrating resources on this part of the
service and with the assistance of Members in resolving cases in an efficient and appropriate
way, there is reasonable confidence that performance should steadily improve over the coming
months.
The Committee is asked to note the situation, which will be considered by Overview and
Scrutiny Committee at its meeting on 23 May 2012.”
At the Development Committee meeting, the Head of Planning and Building Control reported
that there had been some slippage since writing the report as April’s figures showed that more
new cases had been received than had been resolved.
The Development Manager explained that a number of ‘special cases’ planning applications had
recently been submitted, which were within the remit of the Team Leader (Enforcement and
Special Cases). He requested that Members bear this in mind when considering the
enforcement performance.
Councillor Mrs P Grove-Jones appreciated that it was difficult to resolve some cases, but
considered that it was necessary to be stricter in enforcing against certain breaches of planning
control to send a message to others. There was a tendency towards leniency in some of the
more difficult cases.
The Development Manager stated that the difficult cases to clear were those involving
neighbour disputes and the Council tended to become involved in cases which were important
to the people involved, but were otherwise trivial in nature. It was therefore the intention to
introduce a priority system for complaints. A Local Enforcement Plan, as recommended in the
new National Planning Policy Framework would be prepared for consideration by Development
Committee.
At the same meeting Development Committee also considered the quarterly Schedule of
Outstanding Enforcement Cases in accordance with its normal practice.
The Committee is asked to note the progress being made. Officers will update Members at the
meeting on any emerging issues.
22
Overview and Scrutiny Committee
23 May 2012
Agenda Item No______15______
OVERVIEW AND SCRUTINY UPDATE
Summary:
This report updates the Committee on progress with
topics in its agreed work programme (attached at
Appendix D) and invites Members to identify any
arising items for future meetings. The Scrutiny
Committee’s working style and role is attached at
Appendix E
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 T J FitzPatrick
All
Contact Officer, telephone number and email: Mary Howard, Democratic Services
Team Leader, Tel.01263 516047, mary.howard@north-norfolk.gov.uk
1.
Introduction
1.1
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.
1.2
The report is prepared by the Democratic Services Team Leader whose role
includes that of Scrutiny Officer.
2.
Progress on topics since the last meeting
2.1
Credit Unions
23
Overview and Scrutiny Committee
23 May 2012
An invitation has been sent to the Norfolk Credit Union inviting them to send a
representative to make a presentation to the Committee, which would be
open to all Members.
2.2
Learning for Everyone Team
John Morgan, North Norfolk Learning and Skill Project Manager, will be
making a presentation to the Committee on Learning for Everyone. This was
requested by Members at the special meeting on 17 April 2012 in respect of
the Corporate Plan, Jobs and the Local Economy, B. The presentation has
been scheduled for 26 June 2012.
2.3
Public Transport Task and Finish Group
The recommendation report from the Joint Panel has been drafted. The final
report will be presented to the Scrutiny Committees at Broadland District
Council and North Norfolk District Council.
2.4
Workshop
The Overview and Scrutiny Committee Workshop took place on 17 April 2012.
It was attended by 11 Members, the Chief Executive, the Democratic Services
Team Leader and the Member Support Officer.
A discussion took place on the criteria for selecting topics for scrutiny. It was
necessary to distinguish between information and scrutiny. Workshops could
be organised for topics where Members simply required information rather
than carrying out a scrutiny review. Possible subjects for future workshops
included Coastal Issues and the Housing Strategy.
The “acid test” to apply in deciding if a topic should be put on the Work
Programme was to ask what difference it would make and if value would be
added by bringing it for scrutiny. The Chief Executive advised Members to use
the Performance Management Framework as a template for Overview and
Scrutiny. It would ensure that chosen topics were within the aims of the
Council and would provide a guide on the frequency of updates. However,
there needed to be “header room” on the Work Programme for any acute
issues.
Focus was essential. The list of topics was too long. A system would have to
be worked up to help the Committee to prioritise. The Task and Finish Group
was working on this. It was suggested that Working Groups could be formed
to ease the load from the general Work Programme, but it was recognised that
this would have a resource issue. Some topics did not require a formal report
but could be reported via a briefing note. The briefing notes could be limited to
a side of A4 and should include the key issues and key challenges.
At present the Overview and Scrutiny Committee was the Council’s statutory
vehicle for the scrutiny of crime and disorder issues and received an annual
report, but this could be changing. The Chief Executive was writing a report on
new countywide arrangements which were being introduced for the scrutiny of
crime and disorder issues. This would come to the Committee in due course.
A long-list of possible future topics was drawn-up. A group comprising
Councillors Glyn Williams, Ben Jarvis, Roy Reynolds, Annie Claussen-
24
Overview and Scrutiny Committee
23 May 2012
Reynolds and Barry Smith, plus the Democratic Services Team Leader would
short-list these topics against the Task and Finish Group’s template.
3.
Overview and Scrutiny Committee Work Programme
3.1
Changes to the Work Programme following a meeting between the
Leader, the Chair of Scrutiny and the Chief Executive
On 23 April 2012 a meeting took place between the Leader, the Chair of
Overview and Scrutiny and the Chief Executive to discuss better co-ordination
between the Scrutiny and Cabinet Work Programmes. As a result of this
meeting, and in light of decisions made at the Workshop, various changes
have been made to the Overview and Scrutiny Committee Work Programme:
a) The Waste Contract update has been moved from May and December to
July and January.
b) The update on Customer Complaints, Compliments and Suggestions will
now be received in June.
c) The Revenues and Benefits Shared Services updates have been
scheduled for July and January.
d) Reports on Debt Management, Treasury Management and Gypsy and
Traveller Sites have been removed from the Work Programme.
e) Environmental Sustainability has been moved from July to January.
f) The Health Strategy update will be received in September and March.
g) Progress on Business Continuity and Civil Contingencies is reported to
the Audit Committee on a quarterly basis. To avoid duplication this same
report will, in future, come to the Overview and Scrutiny Committee as an
appendix to Scrutiny Update. Any specific questions from Members will be
relayed to the Civil Contingencies Manager and the answers reported
back.
h) The Performance Management Framework to be received in May and
September 2012.
3.2
Topics added since the last meeting
The following topics have been added since the last meeting:
a) May 23: Section 106 Financial Contributions (because it is going to
Cabinet on 14 May and Full Council on 30 May).
b) June 26: Presentation – Learning for Everyone (requested by Members).
c) June 26: Housing Strategy (to Cabinet on 11 June)
d) July 24: Coastal Issues (requested by Members).
e) November 21: Planning Application Performance (requested by
Members).
f) January 23 2013: Planning Fees (update requested by Members).
g) Car Park Charges (April or May 2013 – requested by Members)
4
The Annual Plan
Following the special meeting on 17 April 2012 the Overview and Scrutiny
Committee’s recommendations on the Annual Plan were considered by the
Cabinet and agreed by Full Council on 18 April 2012. The document that
went to Full Council is attached at Minutes Appendix B.
25
Overview and Scrutiny Committee
5
23 May 2012
Norfolk Health Overview and Scrutiny Committee
The Outcomes and Actions from the Norfolk Health Overview and Scrutiny
Committee (NHOSC), 12 April 2012, have been provided by Mrs A ClaussenReynolds and are attached at Appendix F.
6
Abolition of Norfolk County Strategic Partnership Joint Scrutiny Panel
The Panel has not met for a year because the County Strategic Partnership
Board has been working in more informal ways to consider its future. The
Head of Democratic Services, Norfolk County Council has been consulting
with all councils who have representation on this body. He has now reported
that there is unanimity for its cessation and that it will be wound up. North
Norfolk District Council was represented by Mr E Seward on the Joint Scrutiny
Panel, but it has not met in the current municipal year.
26
Appendix D
OVERVIEW AND SCRUTINY COMMITTEE WORK PROGRAMME
2012/2013
GUIDANCE FOR REVIEWING THE WORK PROGRAMME
In setting future Scrutiny topics, the Committee is asked to:
a) Demonstrate the value any investigation would have to the Council’s Community
Leadership Role.
b) Consider the relationship any future topic may have with the work of the Cabinet’s Work
Programme and the Council’s Corporate Plan
c) Be mindful of the public’s priorities.
d) Provide reasons for the investigation (so that Officers/Witnesses can assist Members to
reach an outcome).
e) Consider the outcomes required before commencing an investigation.
f) Balance the need for new topics with existing items on the Scrutiny Work Programme.
g) Consider whether it would be helpful to time limit investigations or break down some topics
into smaller areas.
h) Provide sufficient notice, where possible, in order that the Cabinet Member with
responsibility for the subject, Officers and outside witnesses/attendees can fully assist the
Committee.
Date of
Meeting
Topic
May 23
2012
Planning
Enforcement
Organisation/
Officer/
Responsible
Portfolio Holder
Keith
Johnson/Steve
Oxenham
Links with
Corporate Plan
Notes
Housing and
Infrastructure A
Topic requested by
Members
Coast,
Countryside and
Built Heritage A
June 26
2012
The framework will be
unpopulated at this
stage. The first
quarter’s figures to be
received in September.
Performance
Management
Framework
Helen
Thomas/Keith
Johnson
Delivering the
Vision A - E
S106
Contributions
Keith
Johnson/Steve
Blatch
Housing and
Infrastructure D
Performance
Management
Annual Report
Helen
Thomas/Keith
Johnson
Delivering the
Vision A - E
Annual – report on
2011/12 Performance
Complaints,
Compliments
and
Suggestions
Tom
FitzPatrick/Estelle
Packham
Delivering the
Vision B
To be taken in
conjunction with
Performance
Management Report.
RIPA/
Surveillance
Nick Baker/John
Lee
Coast,
Countryside and
Built Heritage A
Annual
27
Date of
Meeting
Topic
June 26
2012
Housing
Strategy
Organisation/
Officer/
Responsible
Portfolio Holder
Karen Hill/Keith
Johnson
(Outturn Report)
Final Accounts
2011/12
July 24
2012
Sept 25
2012
Links with
Corporate Plan
Notes
Housing and
Infrastructure
A–E
A workshop for all
Members to be
arranged before this
date.
Karen Sly/
Wyndham
Northam
Delivering the
Vision A - E
Annual
Learning for
Everyone
Presentation
John
Morgan/Tom
FitzPatrick
Jobs and the
Local Economy
B
Presentation requested
by Members
Budget
Monitoring
Period 4 (April –
July)
Karen Sly/
Wyndham
Northam
Delivering the
Vision E
Cyclical
Animal Control
Nick Baker/ John
Lee
Delivering the
Vision D, E
Briefing paper
Waste Contract
John Lee/Barry
Brandford
Coast,
Countryside and
Built Heritage A
6 monthly
update
Shared Services
including ICT
procurement for
Revenues and
Benefits
replacement
systems
Wyndham
Northam/Louise
Wolsey
Delivering the
Vision E
6-monthly
review
Coastal Issues
Angie FitchTillett/Rob Young
Coast,
Countryside and
Built Heritage B
Health Strategy
Angie FitchTillett/Sonia
Shuter
All
Norfolk County Council
to make a presentation
on the work of the
Health and Wellbeing
Board.
Performance
Management
Framework
Helen
Thomas/Keith
Johnson
Delivering the
Vision A - E
Figures for first quarter.
Customer
Access Strategy
Tom
FitzPatrick/Estelle
Packham
Delivering the
Vision B
28
Date of
Meeting
Topic
Nov 21
2012
Budget
Monitoring
Period 6 (April –
September)
Organisation/
Officer/
Responsible
Portfolio Holder
Karen Sly/
Wyndham
Northam
Links with
Corporate Plan
Notes
Delivering the
Vision E
Cyclical
Planning
Application
Performance
Steve
Oxenham/Keith
Johnson
Housing and
Infrastructure
A, B,D
Dec 18
2012
2012/13
Revised Budget
Karen
Sly/Wyndham
Northam
Delivering the
Vision E
Cyclical
January
23 2013
Planning Fees
Keith
Johnson/Steve
Oxenham
Housing and
Infrastructure A
Review after 9 months,
requested by Members
Coast,
Countryside and
Built Heritage A
February
20 2013
March 20
2013
Shared Services
including ICT
procurement for
Revenues and
Benefits
replacement
systems
Wyndham
Northam/Louise
Wolsey
Delivering the
Vision E
6-monthly update
Waste Contract
John Lee/Barry
Brandford
Coast,
Countryside and
Built Heritage A
6 monthly update
Environmental
Sustainability
Update
John Lee/Helen
Dixon
Delivering the
Vision E
Annual update
Budget
Monitoring
(October –
December)
Karen
Sly/Wyndham
Northam
Delivering the
Vision E
Cyclical
2013/2014 Base
Budget and
Projections for
2014/15 to
2016/17
Karen
Sly/Wyndham
Northam
Delivering the
Vision E
Cyclical
Budget
Monitoring
Period 10
(January –
March)
Karen
Sly/Wyndham
Northam
Delivering the
Vision E
Cyclical
29
Date of
Meeting
Topic
March 20
2013
Health Strategy
Update
April or
May 2013
Car Park
Charges
Possible
topics for
future
meetings subject to
further
scoping by
a Task
and Finish
Group
Big Society
Leisure Services
Building Control
Information and
Media
Legal Services
The Commercial
Team
Property
Services/Asset
Management
Plan
Economic
Development/
Regeneration
Performance of
Annual Plan
Learning for
Everyone Team
Community
Transport Joint
Scrutiny – final
outcomes
Item on
All
Scrutiny
agendas
Scrutiny
Committee
Work
Programme
Organisation/
Officer/
Responsible
Portfolio Holder
Angie FitchTillett/Sonia
Shuter
Wyndham
Northam/
Corporate Asset
Management
Links with
Corporate Plan
Notes
All
6 monthly update
Delivering the
Vision E
Review requested by
Members
Topics identified at
Overview and Scrutiny
Committee Workshop
17 April 2012
Tom FitzPatrick/
Mary Howard
30
All
At Committee
Appendix E
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.
26
31
Appendix F
Outcomes and Actions
Norfolk Health Overview and Scrutiny Committee
12 April 2012
Agenda Report Title
Item
Number
Outcomes and Actions
Action By Whom
7.
NHS Norfolk and Waveney and the Taverham Partnership were asked
to report on progress to NHOSC on 24 May 2012. The Committee is
particularly interested in the interim arrangements until a long term
provider of GP services at Beechcroft is in place.
Dr Victoria Stanley
Dr Samita
Mukhopadhyay
Andrew Stronach
NHS Norfolk and Waveney was asked to consider whether it could
improve its procedure and advice to GP practices on how to handle
changes to primary care provision.
Dr Alistair Lipp
Bob Purser
Norfolk LINk was asked to report back with its views on the continuing
development of dementia services to a future NHOSC meeting.
David Sparkes
Esther Harris
8.
Possible closure of
Beechcroft surgery, New
Costessey
Development of dementia
services in Norfolk
NHS Norfolk and Waveney and Norfolk and Suffolk NHS Foundation
Trust should be given early sight of the LINk report and asked to
provide written comments rather than to attend the meeting.
9.
Changes to NHS provided
respite service for adults with
learning difficulties – 3 Mill
Close, Aylsham
Norfolk LINk was asked to report back to NHOSC in 2013 if there is
any cause for concern after the service moves to Kingswood,
Taverham.
David Sparkes
Tony Darwood
10.
Changes to intermediate care
in central Norfolk
The Intermediate Care Implementation Monitoring Group will make its
final report in September 2012, when the transfer of out-patient
services from St Michael’s Hospital, Aylsham, to the new health centre
is expected to be complete.
Dr Nigel Legg
32
Appendix F
11.
Forward work programme
The programme was agreed with the addition of ‘Possible Closure of
Beechcroft Surgery, New Costessey’ to 24 May 2012 agenda.
Depending on whether NHS Norfolk and Waveney is ready to report
on ‘service developments – an integrated business plan for clinical
commissioning group led changes to local services’ to 24 May 2012
meeting, the ‘District Nursing’ topic may be moved to 12 July 2012.
NHOSC requested information about night-time discharge of patients
from the acute hospitals in Norfolk before its 24 May meeting so that it
can decide whether to put the subject on its agenda for 12 July 2012.
Copied to:Chairman of Norfolk Health Overview and Scrutiny Committee (NHOSC)
District Council Members of NHOSC
Member Support Officer - Christine Byles
NHS Norfolk and Waveney
Norfolk LINk
33
Maureen Orr