Agenda and draft minutes

Councillors T.R. Hughes, D.I Smith, H.C. Irving The Corporate Director: Customers (HW).

The Committee requested that their best wish be forwarded to Mr Hywyn Williams, Corporate Director: Customers, following his recent illness.

No personal or prejudicial interests were declared.

No items were raised 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.

To receive the minutes of the Communities Scrutiny Committee held on 4 July 2013 (copy enclosed).

                                                                                                           9.35 a.m.

The Minutes of a meeting of the Communities Scrutiny Committee held on Thursday, 4^th July, 2013 were submitted.

RESOLVED – that the Minutes be received and approved as a correct record.

To consider a report by the Corporate Director: Customers (copy enclosed), which seeks Members’ views on the structure and content of the draft Public Realm Strategy for the Council.

                                                                                                         10.10 a.m.

A copy of report by the Corporate Director: Customers, which sought the Committee’s views on the structure and content of the draft Public Realm Strategy for the Council, Appendix 1, had been circulated with the papers for the meeting.

The Head of Environment (HE) and Head of Planning and Public Protection (HPPP) introduced the report jointly.  It was explained that an Internal Audit report on the Council’s management of the public realm had recommended the creation of a strategy to develop clarity and coherence around how the Council deals with this important area.  A second recommendation suggested better joint working between key services and a more corporate approach to the way the Council planned and responded to issues stemming from the public realm.

The draft Public Realm Strategy had been developed at a workshop and following research into other similar strategies in Wales and overseas.  The strategic document defined the meaning of the term public realm, and how the Council could control and influence the work undertaken.  It defined the importance of partnership working in implementing change in order to improve the state of the public realm.

The roles and responsibilities of key Members, Scrutiny, Member Area Groups and key officers had been defined.  Four strategic principles had been identified which included:-

Ø     accessible and well-connected public realm

Ø     clean and tidy environment

Ø     local identity preserved and developed

Ø     a safe environment

Detailed descriptions of the meaning of the four strategic principles had been outlined in the draft document, together with some practical examples of recent developments.  The Strategy would help to deliver the Corporate Priorities “Clean and Tidy Streets” and “Developing the local economy” and would affect all residents, workers and visitors to Denbighshire.  Much of the work to deliver the Strategy would be incorporated into current service budgets and within any Corporate Plan allocations for the two Corporate Priorities. 

Consultations had taken place with the relevant officers from the various services delivering aspects of the public realm within the Authority, together with the Lead Member and the Senior Leadership Team.  Copies of the comments had been conveyed to City, Town and Community Councils, the voluntary sector and Natural Resources.

Councillor J.M. Davies emphasised the need for the inclusion of a general reference to the culture of the Council with regard to the involvement of all individuals in the reporting mechanism.  The HE explained that details of the changes being implemented in respect of the introduction of a single point of contact would be presented at the Lead Member Workshop in October.  

Councillor H.O. Williams commended the work undertaken in addressing dog fouling offences in his Ward.  Councillors R.M. Murray and P.A. Evans highlighted problems which were being experienced in their respective wards.  The HE outlined the difficulties in catching offenders because of the nature of the offence.  However, it was emphasised that services were working in partnership to address the issue and reference was made to the Dog Fouling Campaign launched February, 2013. 

The HPPP responded to a question from Councillor J.M. Davies and referred to Page 7 of the Strategy, Guidelines for Local Identity to the Public Realm, which acknowledged the scope for partnership working and consultation with Town and Community Councils, particular reference being made to the provision of signage and street furniture.

The Chair endorsed the intentions of the Strategy but highlighted the need for the inclusion of a process for assessing success, measuring outcomes and achievements and the procedures for reporting and communicating them.  The HE highlighted the difficulty of measuring the success rate of some aspects of the Strategy, for example  ...  view the full minutes text for item 5.

To consider a report by the Asset and Risk Manager (copy enclosed) which seeks Members’ observations on the proposed winter maintenance arrangements to deal with adverse and severe weather conditions on the county’s roads.

                                                                                                         10.45 a.m.

A copy of report by the Head of Environment (HE), which sought Members’ observations on the proposed winter maintenance arrangements to deal with adverse and severe weather conditions on the county’s roads, had been circulated with the papers for the meeting.

The report provided information on the delivery of safer routes for the County’s residents and on keeping the County open for business during adverse weather conditions.  Members were requested to consider the information provided and comment on the Winter Maintenance arrangements in place and whether they would be sufficient for an average winter, with more severe conditions being covered by contingency considerations. 

Minor alterations had been made to the approach to winter maintenance for 2013/14 and the report highlighted the changes and improvements.   However, good practice from previous years would be retained.  The 11 gritting routes would remain, however, the routes did not fully mirror the extent of the principal bus network and as a result three of the routes had been amended and extended to include an enhanced level of service in the Cwm, Llangwyfan/Llangynhafal and Derwen/Clawddnewydd areas. 

The HE responded to a question from Councillor J.S. Welch and confirmed that the suspension of the Nantglyn bus service would not affect the gritting programme in that area.  He also explained that a number of roads on urban bus routes would be treated on a reactive basis.

A minimum of 33 drivers would be required to meet legislation relating to drivers working hours with some relief drivers being utilised to provide additional resilience.  In terms of plant four new gritters would be added to update the ageing fleet and this would provide three spare vehicles.  The services of a number of Agricultural Contractors would be retained to provide a support service to the remainder of the rural network in the event of any snowfall.  One would be equipped with salt spreading capability in the Llangollen area, which had proved particularly effective, and at least one more spreader would be procured to be deployed in the Bryneglwys area with further extensions in the coming years.

Works to provide a hard standing in the Ruthin depot had provided a significant increase in capacity, and further salt deliveries would be made as the season progresses.          During recent years treated salt had been utilised in the Kinmel depot.  However, due to changes in recommended salt spread frequency and rates and a review of costs, it had been decided to revert to the standard dry salt on all of routes.  The supplier had built up the strategic stock at the mine in Cheshire and in addition the Welsh Government was currently constructing a Strategic Salt Store in Rhuallt which Denbighshire would have access to should the need arise.  Salt heaping and salt bin replenishment would begin in September and be completed before the end of October, with restocking taking place as and when required.

The usual rota arrangements for forecasting and supervision would continue to ensure 24 hour cover which could be increased if conditions dictate.  The communication strategy developed over recent years in conjunction with the Public Relations team and Customer Services, which had proved effective, would be utilised again.

                        It was a service priority that residents and visitors to Denbighshire would have access to a safe and well-managed road network, and the provision of a timely and effective winter maintenance activity would be a fundamental aspect of the aim.  The base budget from the Highways revenue allocation of £709K remained, with further contingency available of £226K in the event of severe conditions.  In reply to a question from Councillor P.A. Evans, the  ...  view the full minutes text for item 6.

To consider a report by the Head of Communications, Marketing and Leisure (copy enclosed), which details the key changes which have taken place as part of the re-structure of the Destination, Marketing and Communications Team, and the new operating model for the team.  The report seeks Members’ observations on the new approach.

                                                                                                        11.00 a.m.

A copy of a report by the Head of Communications, Marketing and Leisure (HCML) had been circulated with the papers for the meeting.

The Team Leader Communications and Campaign Management (TLCCM) introduced the report which set out the key changes in the re-structure of the Destination, Marketing and Communications Team, the new operating model for this team, and outlined ways in which the services would be delivered by the team to meet the enhanced performance required by the Council.  It was confirmed that the literature review report would follow at a later date due to difficulties relating to the events programme and other priorities over the summer.

The key driver for changing the service had been the requirement to deliver an enhanced economic performance in Denbighshire through improved marketing and communications, leading to increased economic activity, investment and job creation.  The other key requirement for change had been the need to adequately resource the new team to ensure that the enhanced performance required was achievable, with the capacity of the existing team having been identified as an issue.

The Team Leader - Tourism, Marketing and Events (TLTME) summarised the key principles for change which had been listed in Appendix 2.  The remit and structure of the new team would ensure a greater focus on the development of destination management and destination marketing with key interfaces agreed to mirror the Economic and Business Development team structure and objectives.  The new team would deliver a more efficient and better service, primarily through improved evaluation and performance management, and better co-ordination.  Re-structure costs included project management costs and an allowance of £26K had been set aside for the review as a one off cost from the 2011/12 budget.  The re- structured team would provide a more complete and tailored service to other services through the introduction of account management and campaign management, some of which would generate income to cover the expansion of the remit.  Full informal and formal consultation had been undertaken with staff and services directly impacted by the change, and with the Corporate Executive Team (CET), Senior Leadership Team (SLT) and Council through presentations at each forum.  The Head of Service has also been available to members on a one to one basis.

In response to concerns expressed by Councillor H.O. Williams, the TLCCM supported the views expressed regarding the importance of addressing any breakdown in communication between officers and Members, and made particular reference to the need to improve the dissemination of information to Local Members in respect of activities in their respective Wards.  He highlighted the advantages of Elected Members utilising social media as a tool to communicate with members of the public and also made reference to the possible negative implications.  Councillor C.L. Guy felt one of the weaknesses had been failing to communicate with members of the public who did not utilise the website or read County Voice, she felt that it would be important to target young people by using the social network, possibly through Facebook or Member and staff visits to Colleges and Schools. 

The HCML agreed to circulate contact details for staff members to councillors in the Destination, Marketing and Communications would be circulated to Members.  He also provided details of how social networks would be utilised by the Authority, through Facebook and Twitter, to communicate with the public and promote the work of the Council.  In response to a question from the Chair, it was explained that the Council’s social media account would be updated on a daily basis by the Corporate Communications Officer.

The TLCCM agreed to liaise with Countryside Services  ...  view the full minutes text for item 7.

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.

                                                                                                         11.35 a.m.

A copy of a report by the Scrutiny Coordinator (SC), which requested the Committee to review and agree its forward work programme had been circulated with the papers for the meeting. 

            A meeting had been held on the 3^rd September between members of the Scrutiny Chairs and Vice Chairs Group (SCVCG) and Cabinet to discuss proposals that Cabinet Members should present reports on topics from their own portfolio to Scrutiny Committees.  It was felt that this would bring Lead Members and Scrutiny together and it had been agreed that Cabinet Members would attend to present an overview of their own reports when invited and available to attend.  The SC explained that Scrutiny Chairs would ask their Committee at every meeting, when discussing the Committee's forward work programme, whether they required the relevant Lead Member to attend, having regard to whether the Lead Member's attendance was necessary and would add value to the debate.

The Committee agreed that the respective Lead Members be invited to the following meetings of the Communities Scrutiny Committee to address business items pertaining to their portfolios:-

Councillors H.H. Evans, R.L. Feeley, H.C. Irving and D.I. Smith be invited to attend the meeting on Thursday, 17^th October, 2013, and Councillor D.I. Smith and the Leader be invited to attend the meeting on Monday, 25^th November, 2013.

Members of the Committee were invited to submit any questions they had for the Lead Members to the Chair or SC prior to the respective meeting.

Following the meeting of the SCVCG on the 5^th September, 2013 the Committee agreed that:-

-               The Gypsy and Traveller Accommodation Needs Assessment for North Wales be included in the FWP for October, 2013.

-               The Anti-Fouling Strategy be rescheduled to November 2013 to accommodate the above item.

-               Following receipt of a request from the Ruthin Area Member Group an item pertaining to the Granting of Leases be included in the FWP for November, 2013.

-               A report on the Parking Enforcement Strategy be included be included in the FWP for November, 2013.

Two proposal forms had been received for consideration by the Committee at the meeting.  Appendix 2a, referred to the Supporting People Local Commissioning Plan and Members agreed that this item be included in the Forward Work Programme for the October, 2013 meeting.  Appendix 2b related to the ‘Concept Design of Green Space – West Rhyl Housing Improvement Project (WRHIP)’, which one local Member had expressed the importance of Scrutiny considering the item prior to its submission to Cabinet.  Members agreed that this item be included in the Forward Work Programme for January, 2014.  Following further discussion, it was:-

RESOLVED – that, subject to the above amendments, the Committee’s Work Programme be approved.

Meeting ended at 11.55 a.m.