To receive apologies for absence.

Apologies were received from Cllrs Clive Elsmore and Brian Jones (substitute Gethyn Davies).

To confirm the minutes of the meeting held on 20 October 2011 (attached).

It was agreed that the minutes of the Call In meeting held on 28 September 2011, page 10 would include the date that the quote made by Mark Harper MP was made in relation to Car Parking Management.

The minutes of the meeting held on 20 October 2011 were confirmed and signed as an accurate record.

The chairman to identify any items of urgent business.

The chairman confirmed that an Extraordinary meeting of the Strategic Overview and Scrutiny Committee would be held on Monday, 5 December 2011 at 6pm to consider the final report on Car Parking Management.

To receive any declarations of interest in any matter to be discussed at the meeting.  Members and officers are requested to identify the nature of the interest and indicate whether it is personal or prejudicial.

Cllr James Bevan declared a personal interest in item 9.1 as a bus opertor in the District.

Cllr Brian Robinson declared a personal interest in item 8.2 as a Cabinet member and County Councillor.

Cllr Martin Quaile declared a personal interest in item 8.2 as a Cabinet Member and County Councillor.

To consider questions from members of the public in accordance with the published protocol. To submit a question contact Democratic Services on 01594 812625 or email democratic.services@fdean.gov.uk. All questions must be submitted in writing at least two working days prior to the meeting.

There were no public questions.

To consider items for discussion at future meetings, including relevant issues on the Cabinet forward plan.

The committee noted the Cabinet’s forward plan and agreed to consider Two Rivers Housing Investment Options and an update on the Single Status Project at its February meeting.

Cllr Martin said that the Housing Cabinet support group would be looking at the Forest of Dean Homelessness Strategy.  

To agree scoping documents received

There were no scoping documents received.

To confirm recommendations to Full Council and the cabinet from the committee's scrutiny inquiry.

This item was withdrawn and would be considered at an Extraordinary

meeting of the committee on Monday, 5 December 2011 at 6pm.

Cllr Brian Robinson, Cabinet Member for an Efficient Council, to present report SD.80, an update regarding the implementation of the GO project.

Cllr Robinson, Cabinet Member for an Efficient Council and Planning Policy explained that the GO Programme is now a partnership of four district  councils including Cheltenham Borough Council, Cotswold District Council. Forest of Dean District Council and West Oxfordshire District Council. The partnership would develop a shared service for finance, procurement, human resources and payroll, based on the creation of a shared IT platform.  He said that the first step was to bring together all the transactional and advisory services across the partnership.  He noted that expected benefits for the council was cost savings of £113,495 p.a. with net savings across the partnership over a ten-year period to March 2021 of £3.8million.  He said that the Strategic Programme Management Board (SPMB) included one member and officer from each authority which, was himself and Sue Pangbourne, Head of Paid Service.  The SPMB take strategic decisions for the partnership, referring key matters back to each Council’s Cabinet where required.  He said the project was moving forward although there had been a slight delay, the going live date for the new system was Monday, 5 December 2011.  He drew members’ attention to page 20 ‘progress against milestones’ and stated that all staff affected would be transferred to Cotswold District Council on 1 April 2012 using TUPE arrangements although the location of each service had yet to be decided.  He said that the new system had a lot of benefits for the Forest of Dean  with more scope for management reporting which would be more efficient and there was both an operational and financial benefit to the council.

Cllr Bill Evans asked for clarity of the net benefits for the Forest of Dean over the 10 years.

The Head of Paid Service replied that section 1.3 of the report showed the  saving of £113,495 per annum from the first year and that the saving was proportional for each council to the amount that they had put into the partnership.

Answering a question Cllr Robinson confirmed that the other district councils in the partnership (except for Cheltenham) were of comparable size to the Forest of Dean District council and that it was in the interests of all the councils to use joint resources to deliver services across all the four councils.   He said that all staff would be able to apply for jobs across the partnership in the different locations and there was no reason why some of the services may not be provided in the Forest of Dean.

Cllr Smart OBE, asked why it was only the Forest of Dean that was going live on 5 December and not all of the partners.

The Head of Paid Service explained that it would just be too difficult and so it had been agreed to do a staggered start.  Also the staff here would then be more familiar with the systems and would have more experience, which would hold them in good stead to apply for jobs when they were advertised.  

Cllr Robinson confirmed that there  ...  view the full minutes text for item 8.1

Cllr Martin Quaile, Cabinet Member for the Environment, to present report SD.81, an update on the County Joint Waste Project.

Cllr Martin Quaile, Cabinet Member for the Environment stated that the Gloucestershire Joint Waste Partnership was made up of Gloucestershire County Council, Forest of Dean District Council, Cheltenham Borough Council Cotswold District Council and Tewkesbury Borough Council.  The joint waste project is due to decide by the end of the year whether to form a joint committee and delegate certain responsibilities for waste collection and disposal to that committee.  He said that there would be no immediate change to residents or communities as the district councils would not change the ways in which they deliver their waste collection service.  The Board would include two Councillors plus a Strategic Director from each authority and the County Council would be the administration authority.  The council would not lose its voice and would still hold the authority to make decisions on budget setting.  Cllr Quaile confirmed that the Scrutiny arrangements would not change.  He said that savings could be made by being able to cross boundaries and on joint purchasing through economies of scale. The partnership would have direct responsibility to deliver and achieve agreed goals.  Others may join the partnership in the future, Tewkesbury Borough Council had not yet decided and a report would be presented to Cabinet in December to make a decision for this authority.    

Cllr Edwards asked when Tewkesbury Borough Council were making their decision on the partnership.

Cllr Quaile said that Tewkesbury Borough Council’s meeting was on 29 November 2011.

Peter Hibberd, Strategic Director explained a Local Authority Company (LA Company) had been formed between Cheltenham Borough Council and Cotswold District Council to undertake collection and other ancillary waste services including abandoned vehicles and street cleaning.  At present Tewkesbury Borough Council and Cheltenham Borough Council both have an in-house waste collection service and Cotswold and the Forest of Dean have a contract.  The Cotswold contract is due to end next year and they will then provide the service in-house through the Local Authority Company.  Tewkesbury Borough Council has recently decided that they are reconsidering their position on joining the LA Company which would make it much more attractive for this council as our street cleaning contract ends next year and we have a ‘land bridge’ with Tewkesbury.  He said that officers needed time to look at the pros and cons of being in the LA company and would hopefully supply the information for the Cabinet to make their decision in December 2011.  He noted page 53 which detailed the savings profile over the next four years.

Derek Broom, Group Manager Finance and Property confirmed that the savings for this council joining the Joint waste Committee were estimated to be £61,000 by year 5 (2016/2017).

Answering a question from Cllr Bill Evans, Sue Pangbourne Head of Paid Service said that sharing projects and partnerships was one of the best ways to help protect staff and front line services.  

Cllr O’Neill had concerns that new staff would have a worsening of conditions of service.

The Head of Paid Service said  ...  view the full minutes text for item 8.2

Cllr Martin Quaile, Cabinet Member for the Environment, to present an oral update on the proposed dry recyclate bulking facility within the district.

Cllr Quaile, Cabinet Member for the Environment updated the committee on the recycling arrangements and stated that at present the glass, paper, cardboard and plastics (dry recyclates) were sold to maximise income. In July 2010 a review of this led to Printwaste being selected as the preferred bulk waste facility and a contract was set up on 1 November 2010 for 12 months with the option to extend.  He said the ideal conclusion would be to have a local bulking facility in the Forest of Dean as this would cut out travelling costs plus the possibility of having one less collection round and lorry.  A tendering process has taken place and out of 11 submissions 7 were invited to tender, responses had to be received by 3 October 2011.  Four tenders were received and one company was successful, all have been notified of the results.  A recycling bulking facility would be built subject to planning permission within a 10 mile range of Cinderford.  He confirmed that the full details would be presented to the Cabinet in December for consideration.

The chairman asked if it was possible to give details of the winning contract,

The Solicitor to the Council confirmed that the 10day cooling of period had now lapsed so the committee could be updated with the details.

Cllr Quaile said that the bulking facility would be built subject to planning permission on the industrial estate at Foxes Bridge Road in Cinderford.

Cllr Martin said that she was pleased that this facility would be local and on an industrial estate.  It would also save money for the district council.

Cllr Quaile confirmed that the County Council would decide on the planning application for the facility.

Cllr O’Neill also felt that it made sense to have this facility locally to avoid the transport costs associated with taking lorries to Cheltenham.

Answering Cllr Thomson, the Group Manager Finance and Property confirmed that there was a national indicator for the price of dry recyclates but that the price was negotiated.  He said that he would let members have details of these.

Cllr Gardiner asked if the spur road into the industrial estate would be improved? 

The chairman confirmed that the spur road did feature in the Cinderford Area Action Plan.

The Solicitor to the Council agreed to inform members of the committee when the planning application was received.  She also confirmed that the Cinderford Area Action Plan would be presented to Full Council in February 2012.  

Cllr Brian Robinson, Cabinet Member for an Efficient Council and Planning policy to present an oral update on the status of Lawnstone House.

Cllr Robinson, Cabinet Member for an Efficient Council and Planning Policy updated the committee in relation to Lawnstone House.  He said that the Lawnstone House Complex had been a standing item on the Asset Management Group since the building had been vacated.  He said that the aim was to do the best for Coleford Town and this Council were actively looking at options.  He confirmed that there was some initial interest from a national restaurant/pub chain and a local business but these had not materialised.  He said that the building had been used recently by the Royal British Legion at no cost and it was intended to use it in the future for other short term retail such as Christmas, and non-profit activities.  He also confirmed that rooms had been let in the Annex to various local businesses.  The bicycle sales, hire and repair centre was going well and creating further interest in the area.  There had also been enquiries for use of the upper floor offices.

The panel is assisting in the inquiry into bus links and will soon begin an

inquiry into private sector housing renewals grants.

Cllr Winship said that the panel had not met but once the car parking inquiry was complete it would begin the inquiry into private sector renewals grants.

The chairman said that it would be unlikely that the scrutiny of private sector renewals grants would feed into the budget.

The Group Manager Finance said that it would be better to do a full review of private sector renewals grants but it was not essential to get this done before the budget meeting in February 2012.

Cllr Winship to present an oral update for the bus links inquiry.

Cllr Winship confirmed that the Bus Links Inquiry had met and would be presenting their final report to the Strategic Overview and Scrutiny meeting in January 2012.  

Meeting in March 2012 to consider implementation of the 2012/13 budget.

Cllr O’Neill said that the Finance and Internal Affairs panel would need to meet between December and the New Year before 12 January to discuss the budget for 2012/2013.

The panel chairman, Cllr Bill Evans to report back orally on its meeting held on 7 November 2011.

Cllr Bill Evans updated the committee with information from the first meeting.  He said that the Head of Paid Service had provided guidance on the role of the panel.  The panel scrutinised the Second Quarter Performance report for 2011/12.  Cllr Robinson was at the meeting to answer questions.

Cllr Evans also confirmed that the group looked at all the group service plan summaries.  The panel asked for further information on the following actions relating to :

Press releases

Transfers to reserves

More detailed notes to be provided by actions in the performance report

Snapshot for processing Housing/Benefit Council Tax Benefit Claims

Staff Appraisals to be completed

Total of Planning applications processed this year and 2010

Statistics on the number of sheep nuisance complaints reported to the Council

Thursday 12 January 2012

Thursday 2 February 2012

Thursday 12 April 2012

Extraordinary meeting Monday 5 December at 6pm

All at 6.00pm with a chairman’s briefing for members at 5.30pm

Thursday 12 January 2012

Thursday 2 February 2012

Thursday 12 April 2012