Agenda and draft minutes
Venue: Council Chamber, Russell House, Rhyl
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POINT OF NOTICE The Scrutiny Coordinator clarified the provisions contained within the Local Government (Wales) Measure 2011 for the appointment of overview and scrutiny chairs. Councillor Huw Hilditch-Roberts would retain the position of Chair unless an agreement was reached on an alternative appointment by the relevant political groups. Councillor Huw Williams paid tribute to the chairing skills of Councillor Hilditch-Roberts but expressed his disappointment that an agreement had not been reached between the groups concerned. |
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APOLOGIES Minutes: Councillor David Smith (Lead Member for Public Realm) and
the Head of Planning and Public Protection |
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APPOINTMENT OF VICE-CHAIR To appoint a Vice-Chair for the Committee for the 2014/15 municipal year. Minutes: No CVs/statements had been received prior to the meeting for
the position of Vice Chair. The Chair
sought nominations from those present and Councillor Bob Murray proposed,
seconded by Councillor Huw Williams that Councillor Win Mullen-James be
appointed Vice Chair. There being no
further nominations it was – RESOLVED that Councillor Win
Mullen-James be appointed Vice Chair
of the Communities Scrutiny Committee for 2014/15 municipal year. |
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DECLARATION OF INTERESTS Members to declare any personal or prejudicial interests in any business identified to be considered at this meeting. Minutes: Councillor Cheryl Williams declared a personal interest in
Agenda Item 7 – Council Housing Stock Refurbishment Programme because she was a
council tenant. |
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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: No urgent matters had been raised. |
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To receive the minutes of the Communities Scrutiny Committee held on 3 April 2014 (copy enclosed). Minutes: The minutes of the committee’s last meeting held on 3 April
2014 were submitted. Page No. 9 – Item 9 Highway Grass Verge Cutting Policy &
Programme 2014/15 – Members made a number of observations regarding grass
verges in particular areas and the Chair asked that comments be sent directly
to the Section Manager: Network Management or raised at the relevant Member
Area Group as appropriate. Councillor
Win Mullen-James had not been provided with a copy of the maintenance schedule
for Rhyl as requested and the Scrutiny Coordinator agreed to look into the
matter. RESOLVED that the minutes of
the meeting held on 3 April 2014 be received and approved as a correct record. |
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HOUSING RELATED SUPPORT FOR OLDER PEOPLE IN DENBIGHSHIRE PDF 99 KB To consider a report by the Housing Care and Support Manager (copy enclosed) outlining the changes being made to the Council’s Sheltered Housing Warden Service. 9.35 a.m. – 10.05 a.m. Additional documents: Minutes: Councillor Hugh Irving, Lead Member for
Customers and Communities introduced the report (previously circulated)
outlining changes being made to the Council’s Sheltered Housing Warden Service
following the Aylward Review of 2010 and revised Supporting People Grant
Guidance introduced in 2012. Members were advised that the changes were
driven by Welsh Government initiatives, particularly changes to the Supporting
People Grant, and would provide for a more equitable service for all residents
who needed Supporting Independent Living (SIL) services, rather than being
accessible only to those who lived in sheltered accommodation. Assurances were given that support would not
be removed from current service users in need of such provision. Councillor Bobby Feeley explained the case
for change and reported upon the roll out of the new service in some of the
Council’s sheltered accommodation. The committee welcomed the new service as a means
of delivering broader provision within existing resources with increased
emphasis and focus on delivering enabling services rather than those that
fostered dependency. Questions were
raised regarding the new arrangements and the level of support provided,
particularly for residents in sheltered accommodation to ensure they were not
disadvantaged as a result, and to ensure service users did not feel isolated in
their own homes. The importance of
monitoring the new service and measuring outcomes together with ensuring
effective links with other services in the provision of support and care was
highlighted and assurances sought in that regard. Officers responded as follows – ·
detailed
the nature of support provided to ensure individuals maintained their
independence and could access other care support services as appropriate ·
explained
the service would be delivered by a pool of specially trained SIL Officers
which would facilitate the availability of staff to cover leave and sickness
absence and out of hours provision would continue ·
acknowledged
the importance of social interaction for general wellbeing with the creation of
four new posts to ensure social activities were supported ·
confirmed
the service would be available to local residents as and when they required it
and it could be accessed repeatedly if appropriate and in conjunction with
social or health care services ·
a fairer
charging policy would apply with certain categories exempt from charges and it
was very unlikely that any particular category would be financially
disadvantaged as a result of the changes ·
service
users would be fully engaged in developing their Support Plan for which they
could hold the service accountable ·
explained
the difference between the support plans and care packages which were two
separate functions and how they interacted ·
provided
assurances that the new service would be subject to regular evaluation and
monitoring to ensure it delivered the support residents needed. RESOLVED that, subject to the above observations, to
support the approach being taken to deliver housing related support to older
people in the county. |
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COUNCIL HOUSING STOCK REFURBISHMENT PROGRAMME PDF 56 KB To consider a report by the Head of Housing and Community Development (copy enclosed) detailing the approach taken to bringing the Housing Stock up to the Welsh Housing Quality Standard, and outlining issues encountered and lessons learnt from the experience. 10.05 a.m. – 10.35 a.m. Additional documents:
Minutes: Councillor Hugh Irving, Lead Member for
Customers and Communities introduced the report (previously circulated)
detailing the approach taken to bringing the Housing Stock up to the Welsh
Housing Quality Standards (WHQS), and outlining issues encountered and lessons
learnt from the experience. The Head of Housing and Community Development
(HHCS) explained that the majority of the Council’s housing stock had now been
renovated to meet WHQS. The housing refurbishment
programme had started in 2005 and eight housing contracts tendered. Contracts 1 – 7 had been carried out
successfully but significant problems had been experienced on Contract 8 which
had been detailed within the report together with lessons learned for future
housing capital contracts. Councillors Cefyn
Williams, Rhys Hughes, Hugh Evans and Stuart Davies reported upon the range of
problems experienced by tenants in their areas during the refurbishment
programme. Councillor Cheryl Williams commented
on her own experience as a council tenant and those of her ward members in
2010, in particular the lack of respect for tenants and their property. She put forward a number of suggestions to
improve practices including holding contractors to account when personal
property was damaged; random checks on the quality of workmanship; swift
repairs to defective workmanship, and better vetting of potential contractors. Members questioned officers regarding the
issues encountered in order to satisfy themselves that adequate measures were
being introduced to avoid a repetition of such problems in the future. The committee was of the view that future
large projects, similar to this particular one, which involved a number of
services, should be subject to a clear and strong procurement process supported
by robust contract monitoring and contract management arrangements. The important role of a Clerk of Works with
sufficient authority to act and sufficient support was particularly
highlighted. In addition, contractors
should be instructed to respect tenants’ dignity and rights to privacy in their
own homes, and to behave in a courteous, respectful and dignified manner in
their presence. The HHCS accepted the issues raised and
apologised for the problems experienced.
Officers elaborated upon the practices and procedures adopted during the
programme together with factors contributing to the poor performance, including
the quality of sub-contractors employed from outside the area. Details were given of the measures to be
introduced to ally members’ concerns and ensure that the problems experienced
were not repeated, in particular – ·
clauses in
future contracts relating to the use of local labour and supply chains ·
greater
weighting provided to quality rather than cost in scoring future bids ·
utilise
sectional completion clauses within future contracts to provide more client
control over the programme (this will assist in minimising disruption to
tenants) ·
to clarify
roles and responsibilities and to evaluate and monitor the work as it
progressed ·
to ensure defective
workmanship was rectified within a reasonable timescale. RESOLVED that on all future housing
refurbishment contracts – (a) subject
to the above observations, to note the lessons learned from the Welsh Housing
Quality Standards Programme; (b) work
be undertaken to strengthen procurement procedures with respect to big capital
investment programmes and that the work also include
strengthening contract management, contract quality and contract monitoring
procedures; (c) future
contracts stipulate a requirement that contractors respect tenants’ property
and privacy; (d) the
revised procedure clearly define the parties’ roles and responsibility; (e) all
future invitations to tender for contracts should include, wherever possible, a
requirement to employ local contractors or sub-contractors with a view to
developing the local economy; (f) a briefing note be prepared for members outlining the current procurement process and advising on how the process will be strengthened in the ... view the full minutes text for item 7. |
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CORPORATE COMMUNICATIONS STRATEGY PDF 96 KB To consider a report by the Team Leader – Communications and Campaign Management providing an update on progress made with the Communications Strategy Action Plan and objectives for the next twelve months, and presenting the draft protocol on communicating with members. 10.35 a.m. – 11.05 a.m. Minutes: The Corporate Communications and Marketing
Manager (CCMM) introduced the report (previously circulated) providing an
update on progress made with the Communications Strategy Action Plan and
objectives for the next twelve months, and presented the draft protocol on
communicating with members. During discussion the following points were
raised – ·
the need
for the ‘Contact Us’ link on the Council’s website to be more prominent ·
the need
for the new events calendar ‘EMMA’ to be more easily accessible for members and
signposted appropriately ·
the need
for members to be informed of events – Council, Welsh Government, UK Government
or others taking place in their electoral division (not necessarily invited to
the event, but to be made are of them) together with better engagement with
City, Town and Community Councils in local area events ·
concerns
were expressed by some members regarding the quality of the translation of
committee reports, etc. since the work had been provided by Conwy County
Borough Council ·
a feeling
that the Council was missing a trick when dealing with the media and that a
more proactive approach needed to be taken ·
the need
to market the Council in the right way and better identify with local residents
when writing press releases ·
confirmation
was given that media awareness sessions for members would form part of the Year
2 action plan for the Corporate Communications Strategy ·
the need
to assess when it was not appropriate to enter into a public debate on matters ·
to assess the
advantages of publishing a ‘Denbighshire’s perspective or views’ on certain
national matters or proposals. The CCMM reported upon the Account Management
Process to better communicate with departments and ensure potential media
issues were identified at an early stage and a strategy planned to address
them. He also elaborated upon strategies
to raise the profile of the Leader and Chief Executive at a national
level. In terms of tailoring press
releases members noted that legislation prevented the Council from providing
quotes on behalf of individual members other than Cabinet members because of
political restrictions. RESOLVED that – (a) subject
to the resolution of the above matters, to note the progress made on the Year 1
Action Plan; (b) the
issues identified above be incuded in the Year 2
Action Plan, and (c) to support the draft
protocol on communicating with members pending its approval by the Senior
Leadership Team and that the protocol once approved be drawn to the attention
of staff. |
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BETTER REGULATION OF CARAVAN SITES PDF 65 KB To consider a report by the Development Control Manager (copy enclosed) providing an update on relevant emerging Welsh Government legislation on the regulation of caravan sites and its implications for the Council. 11.15 a.m. – 11.45 a.m. Additional documents:
Minutes: The Development Control Manager (DCM) submitted a report
(previously circulated) providing an update on relevant emerging Welsh
Government legislation on the regulation of caravan sites and its implications
for the Council. Members were informed that the draft Caravan Strategy for
the county had not progressed as originally anticipated due to a staffing
restructuring exercise within the service and pending National Assembly
legislation. The Holiday Caravan Sites
(Wales) Bill was currently out for consultation and the Mobile Homes (Wales)
Act 2013 came into force on 1 October 2014.
Perceived all year round occupation of caravans in the county had been a
long standing concern for members and officers alike. Planning and Public Protection and Licensing
Officers met regularly to examine matters of concern and two prosecutions were
pending for breach of licence conditions.
Better regulation of caravan sites had been identified as one of the
priorities for the restructured service. Members referred to a number of suspected cases where
caravans were being used for permanent residential use within the county. Reservations were expressed about the
Service’s ability to enforce any new legislation or breaches of
planning/licensing conditions due to limited resources. It was noted that self-evaluation of caravan
sites by owners and the possibility of establishing a charging regime for
inspecting sites could be considered as a means of generating income to fund
enforcement action. Members queried
whether electoral registers, school records or council tax/housing benefit
records could be used for residency validation purposes. They also raised concerns with respect to the
potential impact on the Council’s Housing Services if enforcement action was
taken against people who were living all year round on caravan sites which were
not licensed for 365 day habitation. The
DCM reported upon the development of a draft Caravan Sites Strategy Framework
based on the emerging legislation which would address the issues raised. He also responded to members’ questions
regarding the legalities governing park homes, the siting of caravans and
planning issues. Following a detailed discussion members – RESOLVED that subject to the above observations, to note the direction of the
project and that the draft Caravan Sites Strategy Framework be presented to the
Committee in due course for examination. |
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RHYL GOING FORWARD PROGRAMME QUARTERLY REPORT PDF 69 KB To consider a report by the Economic Business Development Manager (copy enclosed) providing an update on the Rhyl Going Forward Programme including progress and achievements in delivering its anticipated outcomes. 11.45 a.m. – 12.15 p.m. Additional documents:
Minutes: Councillor Hugh Evans, Leader and Lead Member for Economic Development presented the report (previously circulated) providing an update on the Rhyl Going Forward (RGF) Programme. The committee was informed that the RGF Board had agreed to review the programme to ensure that the projects were current and fit for purpose. In future Ward Index of Multiple Deprivation information would be included with the ultimate aim of ensuring that no wards in Rhyl would fall into this category following delivery of the programme. Whilst a number of the projects had been successfully delivered there were concerns about the number of employment opportunities created and this would need to feature strongly in future projects. There was also a need to be more strategic in terms of investment and the Council would be looking to the Welsh Government for a contribution towards funding for future initiatives. Developments since production of the report included – · no objections had been received with respect to the planning application for the Green Space provision in West Rhyl · the development site at John Street/West Parade was now on the market · discussions were underway on how best to utilise the £1m Vibrant and Viable Places monies allocated · the Health Board had started to engage with officers about the community hospital. Reference was made to the Programme’s governance arrangements and assurances were given that the Programme had robust governance arrangements and that there was an expectation on Board members to report back to stakeholders on the Programme’s progress. Members discussed the development of the Ocean Plaza site and raised concerns about its untidy appearance and the perceived lack of progress in enforcement action. Assurances were provided that efforts were being made to address the appearance of the site. RESOLVED that subject to the
above observations, to note the progress made and request that future reports
on the Rhyl Going Forward Programme
be submitted to the Committee on a quarterly basis as an information report
with a provision for the Committee to call the Programme
in for scrutiny if areas of concern come to light. |
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SCRUTINY WORK PROGRAMME PDF 59 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. 12.15 p.m. – 12.30 p.m. 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. Members
agreed the following revisions to the work programme
– ·
Town
and Area Plans Review – deferred to September ·
Modernising
Education – June ·
Streetscene
(progress report) – September It was suggested
that members could identify areas for scrutiny within the Corporate Plan and
feedback to the Chairs and Vice Chairs’ Group. RESOLVED that – (a) subject
to the above and any other amendments agreed during the meeting the forward
work programme as detailed in Appendix 1 to the
report be approved, and (b) the
Committee’s Scrutiny Representatives on the Service Challenge Groups and School
Standards Monitoring Group be re-appointed. |
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FEEDBACK FROM COMMITTEE REPRESENTATIVES To receive any
updates from Committee representatives on various Council Boards and Groups. 12.30 p.m. Minutes: Members
reported that they had attended the following meetings – Councillor
Huw Hilditch-Roberts –
Economic Ambition Board Councillor
Cefyn Williams – Corporate Parenting Councillor
Win Mullen-James – Children and Family Service Challenge The meeting concluded at 1.20 p.m. |