Agenda and minutes

To receive any apologies for absence.

Apologies were received from Cllrs Chris Humphries and Stephen Oldrieve.

Cllr Humphries was substituted by Cllr Anthony Trotman.

Cllr Oldrieve was substituted by Cllr Trevor Carbin.

The minutes of the meeting held on 30 August 2012 are presented for approval.

The minutes of the meeting held on 30 August 2012 were present. It was,

Resolved:

That subject to substituting ‘Task Group’ with ‘Rapid Scrutiny Exercise’ under Minute 22 - Forward Work Programme - subheading, Energy Efficient Homes, to APPROVE the minutes as a true and correct record.

To receive any declarations of disclosable interests or dispensations granted by the Standards Committee.

There were no interests declared.

To receive any announcements through the Chair.

The Chair, in consultation with the Vice-Chair, announced that the scheduled meeting on 04 April 2013, would be best used to determine or finalize any recommendations on future topics and approaches that would be forwarded to the new Council in May 2013 for their consideration.

The Council welcomes contributions from members of the public.

Statements

If you would like to make a statement at this meeting on any item on this agenda, please register to do so at least 10 minutes prior to the meeting. Up to 3 speakers are permitted to speak for up to 3 minutes each on any agenda item.  Please contact the officer named above for any further clarification.

Questions

To receive any questions from members of the public or members of the Council received in accordance with the constitution. Those wishing to ask questions are required to give notice of any such questions in writing to the officer named above no later than 5pm on Thursday 25 October 2012.  Please contact the officer named on the first page of this agenda for further advice.  Questions may be asked without notice if the Chairman decides that the matter is urgent.

Details of any questions received will be circulated to Committee members prior to the meeting and made available at the meeting and on the Council’s website.

There were no questions or statements received.

To receive a report from the Service Director (Highways and Transport) and Service Director (Neighbourhood Services) on future Scrutiny involvement with Highways issues, particularly in relation to contracts.

The Environment Select Committee has had a long-standing interest in the Highways and Streetscene Service, receiving a report on options for the Highways and Streetscene Contract in November 2011, and receiving regular updates at subsequent meetings.

Following the reorganization of the Overview and Scrutiny structure, the Committee requested a report highlighting issues within the Highways and Streetscene service which might require further input from Scrutiny.

Peter Binley (Head of Service Highway Asset Management and Commissioning) presented a report with the Cabinet Member for Highways and Transport, Cllr Dick Tonge, on the procurement process for the new Highways and Streetscene Works contract which would replace the services currently delivered though a mixture of separate contracts and in-house provision.

Details were provided on the assessment criteria used in the procurement process, including the importance of utilizing the Community Teams to assist the revamped service, and the points raised in the report where reinforced.

A debate followed, where further information was sought regarding the incentives built into the contract, where if a contractor developed and carried out an idea or method which increased efficiency and reduced costs, they would receive a proportion of those savings in reward. It was confirmed that although it was not possible to ensure the contractor lost out financially if they developed and carried out an idea which actually increased inefficiency and cost, the contracts would be reviewed annually to ensure the Council was being best served by its then current arrangements.

The Committee discussed the role of Parish Stewards in assisting the contractors chosen, and how this relationship could be made even more effective and flexible. Details were sought regarding the selection criteria for contractors and the selection process, and it was confirmed the contract could be re-tendered at any time if there is significant underperformance. It was also confirmed the contract was for five years with a possible two year extension.

Members then sought additional information on the operation of the contracted services, including how these would interact with Town Council run services, and communications issues between the public, council officers and contracted staff were raised, including the development and any future use of the Customer Lighting And Roads Enquiry Centre (CLARENCE) system for the public to report concerns. The need to further educate council staff on the system for reporting concerns and to address technical issues, should it be taken forward further, was also raised.

The Committee also sought assurances regarding any job losses as a result of the implementation of the contract, and it was stated none were expected.

Resolved:

1)            In view of the importance of the Council’s Highways and Streetscene service to the public there should be regular reports to the Environment Select Committee during the lead in and transition to the new service supplier. The next report to be in February 2013.

2)            That a Rapid Scrutiny Exercise be undertaken to consider the new Community Teams, particularly with regard to their relationship with the Community Area Managers, and also that they  ...  view the full minutes text for item 30.

To receive the final report of the Development Services Task Group.

Cllr Trevor Carbin introduced the report of the Development Services Task Group, and thanked officers for their assistance during the work of the Task Group. It was stressed that the transformation of the Development Service was an on-going process, which might require future input from Scrutiny at some stage.

A discussion followed, where details of the continuing transformation process, such as question and answer sessions for Members and planning displays, were raised, along with the need to remain focused on enforcement issues for the service as it changes.

The nature and extent of the work of the Task Group during a period of extensive change within the Development Service was discussed, along with a debate on the conclusions reached.

At the conclusion of debate, it was,

Resolved:

1)    To  support the ongoing work of the Development Service Transformation Programme;

2)    To endorse the conclusions of the Task Group, and;

3)    To refer those conclusions to the Cabinet Member for Waste, Property, Environment and Development Control Services.

To note and receive updates on the progress of items on the forward work programme.

Under the revised Overview and Scrutiny (OS) arrangements there is now a single OS work programme controlled by the OS Management Committee, linked to priorities in the Business Plan.

Therefore it should be noted that, whilst any matters added by Members are welcome, they will be referred to the OS Management Committee for approval before formal inclusion in the work programme for the Environment Select Committee.

A copy of the Overview and Scrutiny Forward Work Programme for the Environment Select Committee is attached for reference.

The Committee had the opportunity to suggest changes to the Forward Work Programme, recognizing that alterations or additions would require the endorsement of the Overview and Scrutiny Management Committee.

The Committee also received updates on all current Task Groups and Rapid Scrutiny Exercises, as attached to these minutes.

It was,

Resolved:

1)    To note the Forward Work Programme.

2)    With regards the topic of Low Carbon and Renewables, that a Rapid Scrutiny Exercise be appointed to undertake a fact-finding scoping exercise to identify what form a review of the topic would take and what evidence would be required. 

To confirm the date of the next meeting as Thursday 20 December 2012 at Monkton Park, Chippenham.

The date of the next scheduled meeting was confirmed as Thursday 20 December 2012 at Monkton Park, Chippenham.

Any other items of business which the Chairman agrees to consider as a matter of urgency.

There were no urgent items.