Agenda, decisions and minutes

There were no declarations of interest.

There were no items of urgent business.

To confirm as a correct record the minutes of the meeting held on 31 May 2016.

The Minutes of the meeting of the Committee held on 31 May 2016 were confirmed as a correct record and signed by the Chairman.

To receive communications from the Chairman.

The Chairman made the following announcement:

1.         A training session with Ann Reeder from the Centre for Public Scrutiny would be held on Tuesday 20 September. The Chairman encouraged as many Members of the Committee to attend as possible

Report of Director – Strategy and Commissioning       

Purpose of report

To provide an update on the Cherwell District Business Plan progress to the end of Quarter One 2016/17.

Recommendations

The meeting is recommended to:

1.1         Note the exceptions highlighted and proposed actions.

1.2         Identify any performance related matters which the Overview and Scrutiny Committee may wish to review or refer to Executive.

1.3         Note the new reporting style which has been designed to improve the presentation of performance reporting.

1.4         Agree that, where appropriate, judgement measures used in the current business plan reporting are augmented or replaced by more specific, measurable, achievable, realistic, timely (SMART) measures.

Resolved

(1)      That the exceptions highlighted and proposed actions be noted.

(2)          That no performance related matters be reviewed or referred to Executive.

(3)          That the new reporting style be noted.

(4)          That, where appropriate, judgement measures used in the current business plan reporting be augmented or replaced by more specific, measurable, achievable, realistic, timely (SMART) measures be agreed.

The Committee considered a report of the Director – Strategy & Commissioning which detailed performance during Quarter One of 2016/2017.

The Corporate Performance Manager advised the Committee that the way the data was collected had changed, and officers providing the information were now asked specific questions regarding why an indicator was below target, and when it was hoped it would be resolved.

With regard to indicator CBP3.5.1a, number of visits/usage to district leisure centres, the Director of Operational Delivery advised the Committee that discussions were on-going between Bicester Community College and Oxfordshire County Council, regarding the college’s use of Bicester Leisure Centre.

Resolved

(1)      That the exceptions highlighted and proposed actions be noted.

(2)          That no performance related matters be reviewed or referred to Executive.

(3)          That the new reporting style be noted.

(4)          That, where appropriate, judgement measures used in the current business plan reporting be augmented or replaced by more specific, measurable, achievable, realistic, timely (SMART) measures be agreed.

Report of Head of Environmental Services

Purpose of report

The purpose of this report is to update the Overview & Scrutiny Committee on fly tipping and the planned actions to reduce the number of instances in Cherwell District Council

Recommendations

The Committee is recommended:

1.1      To note the rise in fly tipping recorded in 2015/16 following several years of small fluctuations;

1.2      To note the successes of the Environmental Enforcement Team in bringing action

         against fly tippers; and

1.3      To support the proposed actions including the introduction of fixed penalty notices

         for small fly tips to be considered by the Executive in October.

Resolved

(1)          That the rise in fly tipping recorded in 2015/16 following several years of small fluctuations be noted

(2)          That the successes of the Environmental Enforcement Team in bringing action against fly tippers be noted

(3)          That the proposed actions including the introduction of fixed penalty notices for small fly tips to be considered by the Executive in October be supported.

The Committee considered a report of the Head of Environmental Services, which gave an update on fly-tipping and action planned to reduce future incidents.

The Head of Environmental Services explained that a report would be submitted to Executive in October 2016, requesting the introduction of Fixed Penalty Notices for small fly-tips of car boot size or less. This would be coupled with increased publicity on the ways residents could have waste removed by the Council, to help reduce the number of fly tipping incidents.

In response to questions from the Committee, the Head of Environmental Services advised that the Council did have equipment to undertake covert surveillance, but a change in legislation meant that a Magistrate now had to sign off its use. There were also difficulties around battery and light levels when using the equipment, so the most successful prosecutions were still as a result of physical evidence.

Resolved

(1)          That the rise in fly tipping recorded in 2015/16 following several years of small fluctuations be noted

(2)          That the successes of the Environmental Enforcement Team in bringing action against fly tippers be noted

(3)          That the proposed actions including the introduction of fixed penalty notices for small fly tips to be considered by the Executive in October be supported.

Report of Head of Law and Governance

Purpose of report

To give an update on the Overview and Scrutiny work programme for 2016-2017

Recommendations

The meeting is recommended:

1.1         To review the draft work programme (Appendix 1).

1.2         Identify any items from the Executive Work Programme to form part of the Overview and Scrutiny Committee Work Programme for 2016/17.

1.3         Identify any other possible future topics for scrutiny and consider whether these topics should have scoping documents produced, based on the considerations of risk and what value scrutiny can add through considering the issue.

Resolved

(1)       That the work programme be approved

The Committee considered the work programme for the remainder of the 2016-2017 year.

Following a motion to full Council in July 2016 relating to open space, tree, grass, shrub and verge maintenance and safety matters, the Committee discussed the possibility of a future Scrutiny review on the subject.

Resolved

(1)       That the work programme be approved

Report of Director of Operational Delivery

Purpose of report

To introduce the forthcoming Executive report on Council Car Parks

Recommendations

The Committee is recommended:

 1.1        To consider any comments and recommendations it wishes to relay to the Executive for its meeting on 5 September 2016 having considered the forthcoming Executive report on this matter.

The comments of the Overview and Scrutiny Committee relating to this item will be reported to the Executive meeting on Monday 5 September 2016

The Committee considered a report of the Director of Operational Delivery relating to Council owned car parks, in the context of their town centre role and options for service improvement, which was due to be considered by the Executive at its meeting on 5 September 2016.

The Deputy Leader of the Council explained to the Committee that the report was the culmination of several years’ work. He added that the report was the start of the Committee process, and he anticipated further reports to the Committee in the future.

It was proposed by Councillor Mark Cherry and seconded by Councillor Sandra Rhodes that Executive be urged to adopt caution when considering consistency in parking charges between Banbury and Bicester due to the numerous differences between the two towns, and that consideration be given as part of the proposed procurement process for improved and more flexible disabled parking provision in Council car parks following an assessment of demand for such parking.

Resolved

1.         That Executive be urged to adopt caution when considering consistency in parking charges between Banbury and Bicester due to the numerous differences between the two towns;

2.         That consideration be given as part of the proposed procurement process for improved and more flexible disabled parking provision in Council car parks following an assessment of demand for such parking.

The following report(s) contain exempt information as defined in the following paragraph(s) of Part 1, Schedule 12A of Local Government Act 1972.

3– Information relating to the financial or business affairs of any particular person (including the authority holding that information).

Members are reminded that whilst the following item(s) have been marked as exempt, it is for the meeting to decide whether or not to consider each of them in private or in public. In making the decision, members should balance the interests of individuals or the Council itself in having access to the information. In considering their discretion members should also be mindful of the advice of Council Officers.

Should Members decide not to make a decision in public, they are recommended to resolve as follows:

“That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following item(s) of business on the grounds that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part I, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

Resolved

That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following item(s) of business on the grounds that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part I, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Exempt appendix to the report of the Director of Operational Delivery

**This exempt annexe will be available on 25 August 2016 as part of the Executive agenda for 5 September 2016**

The Committee considered the exempt appendix to the report of the Director of Operational Delivery.

The Deputy Leader of the Council and the Director of Operational Delivery answered detailed questions from the Committee.

Resolved

1.         That the exempt appendix be noted