In accordance with the Council's Code of Conduct, Councillors of the Council are reminded that it is a requirement to declare interests where appropriate.

Councillors must also declare if they are subject to their party group whip in relation to any items under consideration.

The following disclosures were made:

To approve as a correct record the minutes of the Overview and Scrutiny Commission held on 2 October 2017 and consider any matters arising.

The minutes of the meeting of the Commission held on 2 October 2017 were approved as a correct record and signed by the Chair of that meeting Councillor Cheshire. 

To answer any questions or hear brief statements from the public which are relevant to the items on this agenda.  The period will end after 15 minutes or later at the Chair’s discretion.

No questions from the public were asked.

To consider report PAT/30 of the Head of People and Technology.

The Commission considered report PAT/30 with the Head of People and Technology and the Service Development and Project Manager.  An update was provided to Members on the significant improvements that had been made to the delivery of services.

During the discussion, the following points were expressed: 

·        It was acknowledged that there were limitations within the existing building.

·        The current podium had assisted in providing a focal point for customers and officers.  However, it was felt that this could be more prominent and professional.

·        Queries were raised regarding the ICT equipment, potential lack of privacy and the welfare of staff.  It was recognised that the ICT equipment had improved considerably and the floorwalkers provided flexibility in terms of privacy.  Health and safety was a prime concern and training and risk assessments were undertaken.

·        Confirmation was sought and obtained on the frequency of fire alarm testing and fire drills within the building.

·        There was recognition that there were benefits in providing good signage, clear identity for staff whilst offering flexibility in terms of roles. 

·        It was felt it would be beneficial to take steps to manage customer flow.

·        There was concern raised regarding the access to the Town Hall building in the evenings and requested an update on its operation.  It was recognised that positive elements of access wanted to be recreated in the design of the accommodation brief of the new town hall.

·        Concept designs for the new town hall were still being progressed, along with the development of the facilities management contract.  It was important to continue to experiment with different ideas.

·        It was acknowledged that it was most important to provide the best possible service to customers and various approaches would be consulted upon, including a further Members’ seminar.

RESOLVED

That the contents of the report be noted and that the Cabinet Member and Community Facilities Manager consider the comments.  The Chair thanked the officers for their contribution and attendance at the Commission.

To receive an update from the Transformation Manager, reviewing the 2015-2016 Transformation Plan, including various Systems Thinking Reviews and to also note future service delivery.

The Commission received an update from the Transformation Manager.  The Transformation Plan was currently being revised and it was envisaged that this would provide a more holistic approach focusing on 7 pillars:

1.    Values and Behaviours

2.    New town hall

3.    Digital Transformation

4.    Systems Thinking

5.    New Ways of Working

6.    Commercial

7.    Removing Bureaucracy

It was thought that this would bring together service functions and promote future direction.  The new Transformation Plan would provide individual actions for each area and it was felt that updates would still be presented to the Commission and that Members would use the Transformation Plan to scrutinise council services and future delivery.

Members’ main comments included:

·         Values and behaviours included aspects such as ‘good communicators’, ‘being decisive’ and ‘customer orientated’.

·         It was important that services needed to be easy for customers to access. Services need to be more efficient and digital transformation needed to be driven by customer demand.

·         It was recognised that ‘web chat’ had exceeded email communication for some customers. It was important to respond to customer need and methods of customer contact.

·         There was acknowledgement that the holistic approach would provide a more joined up way of working between services and assist in future delivery.

·         The new Transformation Plan would be presented to the Commission once designed.

RESOLVED

The Commission welcomed the update and would look forward to receiving the new Transformation Plan.

To consider Report CH/177 of the Head of Crawley Homes.

The Commission considered report CH/177 with the Head of Crawley Homes.  The Commission considered report CH/177 with the Head of Crawley Homes.  The purpose of the report was to provide the Commission with an update following the conclusion of the Town Centre Car Parking Scrutiny Panel. 

It was added that further changes would be progressed as part of the Town Centre Regeneration, Town Centre Signage and Wayfinding projects and WSCC Road Space Audit.

During the discussion, Members made the following comments: 

·                    It was recognised that the introduction of a car parking app may not be wholly beneficial as the majority of information was available on websites.

·                    It was thought it would be beneficial to have an electronic display system at the entrance to Queensway to notify of any empty spaces for the Parkside car park. This would assist the reduction in traffic flow along Queensway.

·                    It was acknowledged that some disabled bays within the town do not meet full British standards.  Furthermore some car parks require further signage with regards to disabled parking.

·                    Concern was raised over the future residential parking in the town centre and the need for promoting different modes of transport including electric vehicles.

·                    There was recognition that the report confirmed the actions following the previous scrutiny review and that any further work should not compromise or contradict the work of the Road Space Audit.

·                    Acknowledgement that there was presently only one air pollution monitoring station within the town and vehicle emissions may be one way to promote the use of alternative methods of transport.

·                    There were concerns regarding the enforcement within the town as it was felt this was under resourced within neighbourhoods. Whilst an explanation was provided regarding the arrangements between WSCC and CBC, further information was requested regarding the current finances, funding and operation of the enforcement service. It was agreed that any detail concerning the road space audit could be compiled for WSCC.

RESOLVED

That the contents of the report be noted and that further information be requested from the Head of Crawley Homes.  Any detail concerning the road space audit could be compiled for WSCC.  The Chair thanked the Head of Crawley Homes for their contribution and attendance at the Commission.

The next meeting of HASC is scheduled for 9 November 2017.

The next meeting of HASC was scheduled for 9 November 2017. An update would follow at the next meeting. 

To consider any requests for items to be referred to the Commission.

The Commission confirmed the following reports:

·        Treasury Management Mid-Year Review

·        Town Centre Signage and Wayfinding

·        Town Centre Regeneration Programme