Agenda and draft minutes
Venue: Conference Room 1a, County Hall, Ruthin
No. | Item |
---|---|
APOLOGIES Minutes: Councillor Cheryl Williams |
|
APPOINTMENT OF VICE-CHAIR To appoint a Vice-Chair for the Committee for the 2013/14 municipal year Minutes: No CVs/statements had been received prior to the meeting for the position of Vice Chair of the committee for 2013/14. The Chair sought nominations from those present and Councillor Bob Murray proposed, seconded by Councillor Peter Evans that Councillor Cary Guy be appointed Vice Chair. There being no further nominations it was – RESOLVED that Councillor Carys
Guy be appointed Vice Chair of the Communities Scrutiny Committee for the
ensuing year. |
|
DECLARATION OF INTERESTS Members to declare any personal or prejudicial interests in any business identified to be considered at this meeting. Minutes: No declarations of personal or prejudicial interest had been raised. |
|
URGENT MATTERS AS AGREED BY THE CHAIR Notice of items which, in the opinion of the Chair, should be considered at the meeting as a matter of urgency pursuant to Section 100B(4) of the Local Government Act 1972. Minutes: Grass Cutting – Councillor Win Mullen James reported that a meeting of the Highway Grass Verge Cutting Working Group was being arranged to discuss grass cutting schedules and biodiversity issues. Members highlighted the need for a common sense approach to the grass cutting programme and in responding to local biodiversity concerns. The Corporate Director: Communities agreed to ensure that information previously requested by the committee in terms of grass cutting schedules and maps, including the operation of biodiversity cuts in the Area of Outstanding Natural Beauty (AONB), was circulated as soon as possible. [HW – to facilitate the above] |
|
To receive the minutes of the Communities Scrutiny Committee held on 18th April 2013 (copy enclosed). Minutes: The minutes of the committee’s last meeting held on 18 April 2013 were submitted. RESOLVED that the minutes of the meeting held on 18 April 2013 be received and
approved as a correct record. |
|
To consider a report by the Strategic Regeneration Manager (copy enclosed) which outlines the Council’s performance to date in delivering its town plans and seeks members to identify any slippages and actions to improve delivery in order to assist the Council to come closer to its communities. 9.40am Additional documents: Minutes: The Strategic Regeneration Manager (SRM)
submitted a report (previously circulated) outlining the Council’s performance
to date in delivering its town plans and seeking members’ views on
progress. The quarterly performance
report for town plans (Annex A); commentary about individual actions with
red/orange status (Annex B) together with a summary of the principal outcomes
for the first year of the Plans (Annex C) had been attached to the report. The process developed for monitoring the performance
of Town and Area Plans involved quarterly reports presented to Member Areas
Groups (MAGs) highlighting delivery confidence attached to priority
actions. That information would also be
aggregated and included in quarterly performance reports to Cabinet. A recent funding allocation for delivering
the corporate priority for improving the local economy had enabled priority
actions identified for early implementation to proceed and would feature in the
next quarterly reports to the MAGs. Work
had also started on the process of developing Town Plans into Town & Area
Plans in order to address the needs and priorities of smaller and more rural
communities. Councillor Hugh Evans, Leader and Lead Member
for Economic Development highlighted the important role of the Town Champions
within the process and his hopes that the Plans would evolve and become more
ambitious in the future to create a vision for each town and its surrounding
area. During consideration of the report members
commented as follows – ·
it was
encouraging that most projects were on track for delivery but there was also a
need to report upon clear outcomes and impact ·
the
importance of funding being available when required to deliver projects as
planned was highlighted ·
acknowledged
the plans were still in the early stages and would take time to develop to
reach their full potential ·
suggested
that the straightforward projects, particularly those with visual impact, be
undertaken at an early stage ·
highlighted
the importance of local members in progressing their town/area plans together
with interaction with the Town Champion and Link Officer ·
stressed
the need for plans to provide a true reflection of the overall investment and
benefits within the different areas together with identified funding sources
for projects/actions to ensure transparency and accountability ·
there was
a need to ensure the delivery of identified actions were not beyond the
Council’s control ·
emphasised
the important role of the Rural Champion within the process and his interaction
with local area members ·
Councillor
Cefyn Williams referred to the report reference that
the Edeyrnion area educational review had supported
improvements in educational attainment and he wished to clarify that there was
no evidence to support that statement which was a matter of opinion and still
an issue of contention. In responding to members’ comments officers
advised that the funding allocation to progress priority actions for improving
the local economy had only recently been endorsed and given the lead time for
capital projects reporting on delivering those projects would feature in the
next report to the MAGs in July. Work
was ongoing to broaden the existing town plans into
town and area plans following which the content and detail would be further
developed. It was the responsibility of
the local members and Town Champions to set their own priorities for actions
identified. In terms of measured
outcomes it was agreed to supplement the report on delivery confidence with
additional information regarding the number of projects completed and their
subsequent impact. Councillor Huw Jones, Rural Champion reported upon the work he was
undertaking to ensure the interests of all rural communities were incorporated
into the emerging Area Plans. RESOLVED that, subject to the members’ comments above, the progress made with the ... view the full minutes text for item 6. |
|
RESTRUCTURING OF THE REGENERATION, BUSINESS SUPPORT AND TOURISM SERVICES PDF 87 KB To consider a report by the Head of Housing and Community
Services (copy enclosed) which outlines the rationale and process for restructuring the Services. The report seeks members’ views on their expectations
and aspirations for the Service and its work in supporting the delivery of the
Council’s economic and housing priorities. 10.10am Additional documents:
Minutes: Councillor Hugh Evans, Lead Member for Economic
Development introduced the report (previously circulated) outlining the
rationale and process for restructuring the services in order to deliver the
Council’s economic and housing priorities. Following members’ concerns
regarding the impact of the proposals on individuals and communities assurances
had been given that the process had been undertaken with full support and
advice from Human Resources and would move closer to communities by providing a
locally based structure. He also made
reference to his vision for the service advising that the new structure would
deliver the expectations contained within the emerging Economic Ambition
Strategy. The Head of Housing and Community Services
(HHCS) detailed the service review process undertaken in conjunction with the
Head of Communication, Marketing and Leisure (HCML) where there was a shared
service outcome. The service review
concluded the existing structure, skills base and resource allocation were not
fit for purpose on a number of levels and would not be capable of delivering
the ambitious programme of Regeneration and Business Development contained
within the Corporate Plan and Economic Ambition Strategy. A new structure (Appendix 1 to the report)
had been developed providing a joined up, robust and strategic approach with
alignment of resources to deliver the Council’s Economic Ambition
priorities. The Senior Management Team
restructure would be completed in June with all posts appointed by the end of
September. The HCML reported upon the
next phase of the process in terms of Communication and Marketing Services and
integration of the Tourism function to ensure a fit for purpose structure to
respond to corporate priorities. He
highlighted the merits of that restructure and welcomed the opportunity to
provide a detailed report back to members in September. The Chair reminded members to focus on
proposals for service delivery rather than operational matters concerning
individual positions within the service.
In response to members’ concerns in that regard assurances were provided
that every effort would be made to retain staff who wished to remain with the
authority and the appropriate processes for managing operational change were
being followed. The committee acknowledged the need for a
restructure within the service in order to effect improvements and meet
business needs and recognised the amount of work which had gone into the
comprehensive review. Members sought
assurances regarding future savings; the development of funding bids for
community groups and services, and clarification on the outcomes and impact of
the new structure on service delivery.
Questions were also raised questions regarding the interaction and
involvement with other agencies such as the Denbighshire Enterprise Agency and
partnership working to deliver aims and improve the local economy. [The Leader
declared a personal interest with respect to Denbighshire Enterprise
Agency] The need for better
communication with members and a clear tourism strategy was also
highlighted. The Chair was keen that
social media be used as a promotional and marketing tool. The following responses were received – ·
the
restructure would be cost neutral with a reduction in managers generating
savings which would be reinvested in front line services ·
the new
structure would facilitate excellent service provision with a focus on
localities to make it easier for members, businesses and stakeholders to
receive quality advice, assistance and support ·
acknowledged
the main risk associated with restructures was failure to deliver outcomes but
this risk had been mitigated by the strategic approach taken ·
elaborated
upon the aims of becoming closer to businesses and to work closely with other
agencies in providing support and advice to businesses · a headline action from the emerging Economic Ambition Strategy sought to explore the creation of a partnership of business support ... view the full minutes text for item 7. |
|
REVISING THE LOCAL HOUSING STRATEGY - DENBIGHSHIRE PDF 94 KB To consider a report (copy enclosed) from the Senior Officer
– Strategy and Partnerships which outlines
the progress to date in revising the new Local Housing Strategy developed in
partnership with Glyndŵr University and seeks members’ input into the
Strategy 10.40am Additional documents: Minutes: The Senior Officer – Strategy and Partnerships
(SOSP) introduced Dr. Colin Stuhlfelder,
Glyndwr University and submitted a report (previously circulated) outlining
progress to date in revising the Local Housing Strategy (LHS) developed in
partnership with Glyndwr University and sought members’ input into the emerging
Strategy. A series of consultation
events had been scheduled following which a detailed report and an action plan
would be submitted to the committee in July. The LHS set out the current local housing
situation across all tenures and provided strategic direction for five
years. Dr Stuhlfelder
outlined the LHS development process and explained that the high level summary
and full progress report were the starting point with regards to setting the
vision, themes and objectives. The
Strategy would consist of three themes (1) Communication, (2) Consolidation,
and (3) Construction with specific objectives and outcomes detailed for each. The committee discussed various aspects of the
housing strategy highlighting the need for affordable housing, particularly in
light of the recent welfare reforms and sought further information regarding
initiatives such as shared ownership schemes and intermediate tenures to meet
current demand. Assurances were also
sought that quality standards could be sustained in council housing stock. In response members were advised that – ·
the
Housing Need Update (research commissioned from Glyndwr University 2011) had
recommended an affordable housing target of 36% but a target of 10% had been
set in the Local Development Plan based on the economic viability of sites ·
there was
a need to balance a conducive environment for construction against the need for
affordable housing and to explore alternative ways of funding affordable
housing projects such as the Empty Homes Strategy and schemes with private
landlords which may help achieve affordability targets ·
research
would be undertaken into models for shared ownership and their affordability
together with other initiatives including intermediate rent ·
the
importance of the private rented sector within the county was increasing and
work was ongoing with Registered Social Landlords in
the development of appropriate models to address housing requirements ·
the Welsh Quality
Housing Standard for council housing stock should be achieved by the end of
2013/14 and a full housing stock survey had recently been completed with a
rolling programme of investment to ensure standards were sustained in the
future; there was also potential to increase housing stock following future
changes to council housing finances. RESOLVED that – (a) subject to members’ comments above, the report on progress made in revising the new Local Housing Strategy and the breadth of current housing challenges that need to be incorporated into the Strategy be noted, and (b) the proposed three theme areas for inclusion in the new Local Housing Strategy be endorsed. [SK&SL to note and action above] At this juncture (11.50 a.m.) the committee
adjourned for a refreshment break. |
|
REVIEW OF DAY SERVICES IN NORTH DENBIGHSHIRE PDF 84 KB To consider a report by the Service Manager: South Locality (copy enclosed) which seeks the Committee to consider the revised proposals to remodel day care for older people in the north of the County, prior to the proposals’ submission to Cabinet. 11.10am Additional documents: Minutes: Councillor Bobby Feeley, Lead Member for Social Care introduced the report (previously circulated) detailing revised proposals to remodel day care for older people in the north of the county prior to submission of the proposals to Cabinet. She highlighted the need for a sustainable service for the future in light of the growing population of older people and reduction in funding provision. The Head of Adult and Business Services explained that the proposals had been revised following feedback from this committee and the consultation process. He elaborated upon the rationale behind the proposals which would ensure that the service delivered was consistent with the reablement approach and was sustainable going forward. Proposals included – · moving existing services in Prestatyn from Llys Nant to Nant y Mor in order to provide further opportunities for people · in the medium/long term to explore moving day care provision in Rhyl to Gorwel Newydd and using Hafan Deg to progress the reablement approach · an initial move to 3 days provision of day care at Hafan Deg with the other 2 days focusing on providing reablement · developing a detailed project plan for the current arrangements in both Hafan Deg and Llys Nant in consultation with service users and carers. In response to questions members were advised that – · officers were unaware of any impact on Nant y Mor as a result of the closure of Michael Phillips Respite Centre in Rhyl but would explore the matter further · subject to approval of the proposals by Cabinet on 25 June detailed discussions would begin with Llys Nant service users and carers about the move to Nant y Mor; the committee was reassured that Llys Nant would not be closed until suitable arrangements had been made for all service users · confirmed that the two Hafan Deg service users currently attending for more than 3 days each week would be provided with alternative support services · confirmed that respite care provision would also transfer to Nant y Mor and support provided to carers would not be affected · the authority would engage with the third sector and other parties about how more effective transport arrangements could be developed · traditional models of social care could create a dependence but the new model focused on helping individuals to support themselves. Councillor Brian Blakeley thanked officers for listening to councillors’ views and consultation feedback and amending the proposals accordingly. He commended officers on their hard work and suggested the committee keep the matter under review. The Chair was pleased to highlight the committee’s role within the process and how it had influenced proposals to ensure an acceptable compromise was reached. Members thanked the officers for the work undertaken in that regard. RESOLVED that – (a) Cabinet be recommended to
approve implementation of the new model as set out in paragraphs 4.10 to 4.13
of the report, and (b) an evaluation report on the
provision of Day Care Services in Denbighshire be received by the committee in
approximately twelve months’ time. [PG
& HT to progress both recommendations] |
|
FOOD REVIEW TASK AND FINISH GROUP PDF 51 KB To consider a report by the Corporate Director: Customers (copy enclosed) which presents the findings of the Task and Finish Group established to review the Council’s policies and procedures with respect to food procurement, regulation and contract management in the wake of the horsemeat scandal. The Committee is asked to consider the Group’s recommendations ahead of their presentation to Cabinet. 11.40am Additional documents: Minutes: The Corporate Director: Customers introduced the Catering Manager; Public Protection Manger and Strategic Procurement Manager and submitted a report (previously circulated) presenting the findings of the Task and Finish Group established to review the Council’s policies and procedures with respect to food procurement, regulation and contract management in the wake of the horsemeat scandal. The Task & Finish Group discussed issues around the following key areas – · the procurement of meat and meat products · the Council’s role as an enforcing and regulatory body, and · the sufficiency of contractual arrangements with commissioned services. Following scrutiny of the above areas officers were tasked with producing a Position Statement and recommendations for service improvement (attached to the report) and the report recommendations stemmed from those documents. Councillor David Smith, Lead Member for Public Realm commended the Council’s response to the horsemeat scandal and how the authority dealt with such issues and emergencies in general. Councillor Win Mullen-James was a member of the Task and Finish Group and echoed those sentiments highlighting the hard work of the officers involved. The committee raised questions regarding the sourcing of meat and contract specifications and sought further assurances regarding the robustness of the procedures in place to identify food fraud. In response officers – · reported upon the current contracts and specifications for meat including the stipulation for British meat with beef under 30 months old and Protected Geographical Indication (PGI) status (Welsh origin) from approved suppliers for beef and lamb · elaborated upon the results of recent investigations which had established that one product item (chicken) had been sourced from Germany · explained that sampling was undertaken by both local authority and Food Standards Agency and a proactive approach was being undertaken to establish traceability, hygiene and the meeting of contract specifications · highlighted the strengthening of contract management procedures including the need to report any changes in the supply chain · provided assurances that robust systems were in place but in view of the nature of the industry fraud cases could not be totally eradicated · elaborated upon the Food Standards Agency audit in July 2013 covering food hygiene, standards and delivery · confirmed that an additional food standard officer had been employed for a period of 12/18 months until an existing trainee became fully qualified. To guarantee the quality and origin of meat procured the Chair queried the possibility of stipulating that all suppliers must be Red Tractor Assured in future contracts. Officers referred to potential difficulties with that approach including supply problems and availability of products at particular times of the year together with the financial implications of imposing that requirement. In particular, any increase in school meals above £2.00 would have a detrimental impact on take up rates. It was noted that the Task and Finish Group would be maintained in the short term to monitor delivery of the report recommendations and it was suggested that the matter be given further consideration by that forum. It was agreed to receive a report back on the work of the Task and Finish Group in approximately twelve months’ time. RESOLVED that – (a) the
recommendations of the Food Review Task and Finish Group as detailed in
paragraphs 3.1 – 3.13 of the report be supported and recommended to Cabinet for
approval; (b) the Food Review Task and
Finish Group be asked to explore the viability of future meat procurement
contracts stipulating that all suppliers must be Red Tractor Assured, and (c) a report
back on the work of the Food Review Task and Finish Group be submitted to the
committee in approximately twelve months’ time. [HW to arrange for recommendations to be ... view the full minutes text for item 10. |
|
SCRUTINY WORK PROGRAMME PDF 54 KB To consider a report by the Scrutiny Coordinator (copy enclosed) seeking a review of the committee’s forward work programme and updating members on relevant issues. 12.15pm Additional documents:
Minutes: A report by
the Scrutiny Coordinator was submitted (previously circulated) seeking members’
review of the committee’s future work programme and
providing an update on relevant issues.
A draft forward work programme (Appendix 1);
Cabinet’s forward work programme (Appendix 2), and
Progress on Committee Resolutions (Appendix 3) had been attached to the report. Members
agreed the following revisions to the work programme – ·
September
– Gypsy Strategy and information report on restructuring of the Communications
and Marketing Services ·
October
– information report on the Economic Ambition Strategy ·
May/June
2014 – Provision of Day Care Services in Denbighshire and Food Review Task and
Finish Group The
Scrutiny Coordinator drew members’ attention to the new service performance
challenge process detailed within the committee’s information brief (previously
circulated). Committee representatives
for each service assessment were sought and details of the meeting schedule had
been provided. It was agreed to match as
closely as possible the committee representatives previously appointed to the
new service areas. Further consideration
would need to be given to any unfilled positions following that appointment
process. RESOLVED that, subject to the
above, the forward work programme as detailed in
Appendix 1 to the report be approved. [RhE to action above] |
|
FEEDBACK FROM COMMITTEE REPRESENTATIVES To receive any
updates from Committee representatives on various Council Boards and Groups 12.30pm Minutes: No reports
from committee representatives had been received. The meeting concluded at 12.50 p.m. |