To receive apologies for absence.

Apologies were received from Cllr James Bevan (substituted by Cllr Len Lawton) and Cllr Philip Burford (substituted by Cllr Dave East).

To confirm the minutes of the meeting held on 13 September 2012.

The minutes of the meeting held on 13 September 2012, were signed as an accurate record.

The chairman to identify any items of urgent business.

The chairman identified no items of urgent business.

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.

Cllr Di Martin declared an interest on item 8 as she was a representative on the Two Rivers Housing Board.  Cllr Marion Winship declared an interest as she was an representative on the Gloucestershire County Council and Scrutiny Committee, and the Gloucestershire Police and Crime Panel.  Cllr Marrilyn Smart OBE declared an interest as she was an representative on the Gloucestershire Health and Overview Social Committee

Cllr Terry Hale Cabinet member for Community attended the meeting to present the Housing Strategy report, and to answer questions.

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 received for this meeting.

The Solicitor to the Council, Marie Rosenthal to present report LD.439.

The Solicitor to the Council, Marie Rosenthal advised that the Governance Options Group had met on Monday 26 November 2012.  At that meeting members had reviewed a number of possible governance options for the whole Council. The group had resolved to recommend to the next Full Council meeting to retain the Leader and Cabinet system but with a number of changes to allow more councillors to become involved in Cabinet decision making. These changes if agreed by Full Council would impact on the review of the Scrutiny function and it was important that all this work be co-ordinated.  As a result of these developments  she requested that report LD.439 be withdrawn from the agenda.

The Committee agreed that report LD.439 be withdrawn.

The committee to ask questions of the Head of Paid Service Sue Pangbourne and Strategic Director Peter Hibberd.

The vice chairman Carole Allaway Martin, welcomed Sue Pangbourne, Head of Paid Service, and Peter Hibberd, Strategic Director to the meeting.

Members Questions

Cllr Frankie Evans, said that it had been announced at the Civic Dinner on Friday 23 November 2012, that the Council had been short listed for the most improved council award.

Head of Paid Service, Sue Pangbourne, said that earlier in the year the Council had won an award for its public protection work and had come runner up for Legal Services in the MJ Awards.  She also confirmed that during a recent visit from the Local Government Association (LGA) the Council was encouraged to apply for the Most Improved Council of the Year award.  The award was organised by the Local Government Chronicle and co-sponsored by the LGA.  An application was put together quickly as there was a tight deadline.  Confirmation had been received last week that the Council had been short listed for the award.  She stated that this was a huge achievement and one of the most sought after awards for local government and was a great reflection on the whole of the Council.  In January 2013 the Council would be hosting a judges’ visit and then would make a final presentation in London in March 2013.

Cllr Di Martin, asked how the Council had assisted with the recent flooding problems.

Peter Hibberd, Strategic Director, said he would answer in his capacity as the District  Emergency Controller.  He advised that the Council had worked alongside the Environment Agency and all the blue light services during the recent flooding in the district..

He said initially concerns were raised on Thursday 21 November 2012 regarding the flooding at Lydney, the Council worked with the Environment Agency in this area.  Emergency planning teams had been on standby in case any rest centres had been needed.  The following Sunday flooding problems arose in Upper Lydbrook.  Plans were in place to set up a rest centre at Five Acres Leisure Centre if it had been required, however, this was not needed as families opted to stay put or stay with friends or relatives.  On Monday the flooding in the whole of the District was assessed, The Council offered support and waived the fee to remove any flood damaged bulky waste from households. Street Wardens had also offered assistance.

Cllr Marion Winship enquired if there would be any feedback from the Environment Agency regarding the flooding in Lydney.

Cllr Bruce Hogan thanked officers of the Council; he said he was full of praise on how the officers sensitively approached the situation.

Cllr Gethyn Davies, asked if there was any money available from central government for the victims of flooding.

Peter Hibberd, Strategic Director replied that the Council had not incurred any costs.  He said that when the Council had a clearer view on the costs that the flooding had caused and any feedback from the Environment Agency he would report back to members.  He advised that the government were working  ...  view the full minutes text for item 7.

Cabinet Member for Community, and Group Manager for Planning and Housing to present report PH.137 and Annex, relating to the Housing Strategy.

The vice chairman Carole Allaway Martin thanked Malcom Vine, Strategic Housing Manager and Cllr Terry Hale, Cabinet member for Community for presenting the Housing Strategy report.

Cllr Terry Hale, read out the following statement:

The Council’s Housing Strategy is an overarching document which sets out the national housing background and the specific housing challenges facing this district and how we will meet these between now and 2018. It needs to be read in conjunction with the Homelessness Prevention Strategy and the draft Tenancy Strategy to give a full picture of what we are doing to assist households with housing in the district.

In previous years we were required to submit a Housing Strategy each year if we wished to be considered a good performing council by the Government and the audit commission. Whilst this is no longer a requirement it is sensible to have the strategy in place to assist us in our affordable housing enabling work. Our partner Housing Associations and the Homes and Communities Agency will consider this document when assessing their business plans for investment in the district and housing developers will consider this when deciding whether to build here. If the Housing Strategy is not in place the council would be in a weaker position when negotiating section 106 contributions and at planning appeals.

The last Housing Strategy ran until 2010. We were at that time planning to join a countywide housing strategy but for various reasons this was not favoured by district councils. With the change of Government, the publishing of a new national housing strategy and various other announcements and policy changes it has made sense to delay the publication of our own strategy until the impact of these is known.

At Cabinet in October it was agreed to put the document out for consultation for 12 weeks. We will bring the results of the consultation back to the Housing Portfolio support group before returning to Cabinet for final approval.

The following questions were asked by Cllr Marion Winship

1.      What statutory obligations (with regards housing) were passed over to Two Rivers when we transferred our housing stock in 2003?

Two Rivers housing have no statutory responsibilities other than those relating to a private company. They are a Registered Housing Provider (RHP) regulated by the Homes and Communities Agency (HCA).

2.      What statutory obligations remain with us?

      Without a bit of research I cannot list all the pieces of legislation that cover our activities but these are the main ones:

      All district Councils /Unitary Authorities remain as Strategic Housing Authorities. There is a requirement to assess the need for accommodation in the district, including affordable housing and sites for Travellers and build into the planning process mechanisms for ensuring that there is an adequate supply of housing available for local need.

      We need a Housing Strategy and associated documents to give us a strong base from which to negotiate housing requirements and argue at Housing Appeals.

      When the HCA is awarding grant to RHPs  ...  view the full minutes text for item 8.

To note items for future committee and panel meetings and consider items for discussion at future meetings including relevant issues on the Cabinet forward plan.

Head of Paid Service, Sue Pangbourne, informed members that the Communications and Engagement Strategy Refresh that was on the Forward Plan would be delayed until the 17 January 2013.

The vice chairman Carole Allaway Martin, referred to the Scrutiny Work Plan and the next Strategic and Overview Scrutiny meeting which would be held Thursday 10 January 2013 in the library at Newent, Community School.  She asked the local member for Newent Cllr Len Lawton, if he had any issues that he would like to bring to the meeting.

To note the position.

Cllr Carole Allaway Martin referred to the scoping documents received on fuel poverty and procurement.

Head of Paid Service, Sue Pangbourne, advised that the South West Audit Partnership (SWAP) were planning a procurement audit across a number of their sites and this might be helpful for an inquiry on procurement to see as a starting point.  She would update members on the timing for that audit.

Members discussed fuel poverty the issue and believed that we were likely to experience a hard winter, and that this matter should be highlighted as an item for the environment panel.

The vice chairman Carole Allaway Martin suggested that the fuel poverty topic be presented to Cllr Philip Burford and Cllr Jane Horne to set up a quick task and finish group.

The chairman to update members on the Five Acres Complex Inquiry.

The vice chairman Cllr Carole Allaway Martin, advised that the evidence from the inquiry had been collated and was in draft form.  It was anticipated that the committee would look at the findings and finalise the report around the third week in December.  A public meeting would be held on 31 January 2013, hopefully at Lakers School.

Cllr Bill Evans thanked Cllr Allaway Martin for the update, but believed that it was in the public interest to publish the recommendations from the evidence gathered at the inquiry as soon as possible.

Cllr Don Pugh stated that this issue was very contentious and incredibly important and that the committee needed to see the report as soon as possible.

To receive an update from the chairman of the four scrutiny panels.

The panel chairman Councillor Bill Evans to present the interim report relating to the Go Shared Service Inquiry.

Cllr Bill Evans thanked Sue Pangbourne Head of Paid Service for working with him to prepare the report.  Cllr Evans presented the GO Shared Services Scrutiny Inquiry Interim Report.

Sue Pangbourne Head of Paid Service, referred to the scoping document that was presented to the committee on the 15 September 2011.  She stated that through the implementation of the project the council had worked with willing partners and believed it was a true partnership.

Cllr Marion Winship commented that the previous County-wide Joint Improvement Board had been a nightmare and enquired how much in total had been spent on consultancy for shared services through the Joint Improvement Board.

Sue Pangbourne, Head of Paid Service, stated that she didn’t have the figures; she said she would ask the County Council and circulate the answer to the committee.

Cllr Don Pugh referred to a recent Joint Staff meeting and would be horrified if the service operated like call centre schemes.  He believed that members needed to keep an eye on the shared services as they progress, and ensure that staff still had face to face contact with HR staff.

RESOLVED –

(a)   The Strategic Overview and Scrutiny Committee note this interim report;

(b)   That the Inquiry Panel be provided with the minutes/notes of the GO Shared Service Joint Monitoring and Liaison Group in order for them to track progress/financial savings and consider potential future option;

(c)    That the “Lessons Learnt” document, author, Angela Parkes, 23 March 2012 be a mandatory reference at the inception of all prospective partnership projects that are based on implementation of a new It system; and

(d)   The Panel Inquiry reconvenes in the autumn of 2013 to review progress and savings made.

Report to Scrutiny of the Value for Money Panel (Quarter Two)

Cllr Bill Evans presented his report- The report was circulated to members at the meeting.

The panel chairman Councillor Marion Winship to give an oral update.

Cllr Marion Winship advised that the community panel had not met since the last committee meeting.

The panel chairman Councillor Carole Allaway Martin to give an oral update.

The panel chairman of the Environment panel Cllr Allaway Martin said that the Environment panel had met on the 15 October 2012.  Cllr Martin Quaile, Cabinet member for the Environment attended the meeting to answer members’ questions.  Most of the questions that were asked were about waste collection, street wardens, street cleaning and the air quality in Lydney, there was also an exchange of ideas from members.

The panel chairman Councillor Bernie O’Neill to give an oral update.

The chairman of the Finance and Internal Affairs Panel, Cllr Bernie O’Neill advised that the panel had not met since the last meeting.  However, he informed the committee that a panel meeting would be held on the following Monday 3 December 2012, and a first draft budget report would be presented at that meeting. The same report would also be presented to the Cabinet meeting on 6 December.  He confirmed that the council would not know the budget figure until 19 December 2012.

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

10 January 2013 - Newent

21 March 2013

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

10 January 2013 in the Hall at Newent Community School

21 March 2013

6 June 2013