Agenda and minutes

In accordance with the Council's Code of Conduct, councillors 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 13 June 2022.

The minutes of the meeting of the Commission held on 13 June 2022 were approved as a correct record and signed by the Chair. 

To answer public questions under Scrutiny Procedure Rule 14.1.

The question must be on matters which are relevant to the items on the agenda, a Scrutiny Panel or potential review. The question must not relate to an induvial case which should be dealt with under the Council’s complaints procedure or any other formal appeals procedure. One supplementary question from the questioner will be allowed on the same matter

Up to 15 minutes is allocated for Public Question Time.

To consider report HCS/41 the Head of Community Services.

The Commission considered report HCS/41 and HCS/41a of the Head of Community Services which was presented by Cabinet Member for Wellbeing, the Community Services Manager and Community Safety Officer.  The report reviewed the findings of the consultation and considered the options for implementing a Public Spaces Protection Order; Keep your dog on a lead in Tilgate Park.

Councillor Jaggard spoke on the item and matters raised included that consultation had not taken place on the proposed 'Option X’, concern regarding the golf course perimeter and access, particularly from Maidenbower and how residents would be affected. It was also queried why the silt lakes had not been included in the proposal. Councillor Jones also spoke recognising it was an emotive subject, and the consultation responses had been acknowledged and it was important to consider all park users.

During the discussion with the Cabinet Member for Wellbeing, the Community Services Manager and Community Safety Officer, Commission members made the following comments:

·         It was noted that the proposal and potential change was for a Public Space Protection Order (PSPO) to be considered to prohibit dog related anti-social behaviour within specific areas of Tilgate Park: the main lake, Peace Garden, lawn area and golf course. It was acknowledged that the topic was sensitive and divisive.  Yet it was important to find a balanced, fair, and reasonable approach to this emotive subject.

·         There was recognition that the many dog owners who visit Tilgate Park were responsible; keeping their dog under control and exercise it in a manner that does not cause distress to other park users.  It was important not to alienate responsible dog owners but to manage anti-social behaviour.

·         Support was offered for the Hound Ground, together with the training facility/circuit area to be provided which would offer areas for dogs ‘off lead’.  However queries were raised regarding costs and operation.  It was also noted that dogs needed to remain healthy and be exercised.

·         Queries were raised with regards to the perimeter footpaths and clarification was provided with reference to the PSPO areas.  In addition, any preservation of woodland and paths would be undertaken as necessary.  Comments were raised concerning the woodland area from both Furnace Green and Maidenbower immediately into the PSPO area.

·         Acknowledgement that at the expiration of the 3 years, the process would be reviewed to determine whether the threshold to sustain if a PSPO was still being met and repeated if deemed necessary.  It was confirmed that reviews could take place within the 3-year period if amendments to the PSPO were required. 

·         Views were expressed that the item should be unwhipped at Full Council, however this was not felt to be a discussion point to comment upon further at the Commission’s meeting.

·         Confirmation was provided on the consultees and responses received.  There was an acknowledgement that there was likely to be under-reporting of incidents and the true scale of the issue was not necessarily reflected in formal complaints and reports and that whilst the majority of formally reported and anecdotal  ...  view the full minutes text for item 4.

To consider report FIN/575 of the Head of Corporate Finance.

The Commission considered report FIN/575 with the Leader of the Council, Head of Corporate Finance and the Chief Accountant. The CIPFA Code of Practice for Treasury Management recommends that Councillors be updated on treasury management activities regularly and the report ensured the Council was implementing best practice in accordance with the Code.  The report provided details of the outturn position for treasury activities and highlighted compliance with the Council’s policies previously approved by Councillors.

During the discussion with the Leader of the Council, Head of Corporate Finance and Chief Accountant, the following points were expressed:

·       Clarification was offered on the maturity structure together with number of detailed holdings. It was confirmed most were on fixed rate of return, with only the Money Market Funds and Strategic Fund being variable rate.

·       Confirmation that there was an error within the Non-Treasury Investment table concerning the valuations for Ashdown House and Atlantic House were reversed. This resulted that the rate of return was incorrect for these two properties and should have read 7.96% for Atlantic House and 7.52% for Ashdown House.  The Treasury report show only those investment properties that we purchased for that purpose. 

·       Recognition that the current investment properties were valued on an annual basis and provided a good rate of return. It was felt that it would be beneficial to receive a detailed holdings table of commercial properties to allow further analysis to take place

·       Explanations were sought and obtained on the details provided within appendices.

RESOLVED

That the Commission noted the report and requested that the views expressed during the debate, were fed back to the Cabinet through the Commission’s Comment sheet.

To consider report FIN/572 of the Head of Corporate Finance.

The Commission considered report FIN/572 of the Head of Corporate Finance on the quarter 4 budget monitoring, which set out a summary of the Council’s outturn for the year for both revenue and capital spending for the financial year 2021/22. It identified the main variations from the approved spending levels and any potential impact on future budgets.

During the discussion with the Leader of the Council, Head of Corporate Finance and Chief Accountant, Councillors made the following comments:

·       Acknowledgement that the report documented the financial viability of the council. It was recognised that revenue streams had increased due to car parking and community centres together with the Hawth Theatre management fee.

·       Confirmation that the Hawth agreement was the repayment of the capital grant occurring over the four-year contract extension period.

·       Recognition that that the cost of living and inflation were a concern and would have an overall impact on the Council’s finances in areas such as suppliers’ costs and energy prices would be just one of the significant challenges in the future

·       Verification was provided on the delay to major works at Milton Mount flats due to a late design change coming from Sussex Building Control.

·       Clarification was sought on specific details within the report and those provided within appendices.

RESOLVED

That the Commission noted the report and requested that the views expressed during the debate, were fed back to the Cabinet through the Commission’s Comment sheet.

The Commission is asked to consider passing the following resolution:-

That under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act by virtue of the paragraphs specified against the item.

RESOLVED

That in accordance with Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following item of business on the grounds that it involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act by virtue of the paragraph specified against the item.

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

To consider report FIN/573 of the Head of Corporate Finance.

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

The Commission considered report FIN/573 of the Head of Corporate Finance.

The report sought approval for the procurement of an online Software system to enable customers to self-serve Benefits and Council Tax Reduction online, through an online portal.

During the discussion with the Leader of the Council, Head of Corporate Finance and Transformation Officer, the following comments were made:

·       Support for the creation of a self-service channel for customers to make claims, report changes, access information and respond to communication online, via a secure portal which would be available 24/7.

·       Recognition that as part of the Transformation programme there was an expectation and commitment to deliver channel shift by moving services online.  However it was acknowledged that there was also a need to assist those who were more vulnerable or less ‘internet savvy’ to be supported by Older Persons Services, Housing Officers, Contact Centre and voluntary groups.

·       Acknowledgement that the procurement approach would look to provide best value, whilst automating services and improving customer experience.

RESOLVED

That the Commission noted the report and requested that the views expressed during the debate, were fed back to the Cabinet through the Commission’s Comment sheet.

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

To consider report SHAP/86 of the Head of Strategic Housing Services.

Report is to follow as agreed with the Chair.

Exempt Paragraph 3

Information relating to the financial or business affairs of any particular person (including the authority holding that information)

The Commission considered report SHAP/86 of the Head of Strategic Housing.

The report requested the Cabinet to consider recommendations associated with the Telford Place site.

During the discussion with the Leader of the Council, Cabinet Member for Housing and the Housing Enabling & Development Manager, the following comments were made:

·       Recognition that the site at Telford Place had significant potential to contribute towards meeting Crawley’s housing needs.  There was support for the mix of housing and it remained a site of strategic significance within the context of achieving residential development within the town centre. 

·       Acknowledgement that the development opportunity would be subject to a planning application, which would address development characteristics, water neutrality, scale of the building, car parking and any potential impacts. 

RESOLVED

That the Commission noted the report and requested that the views expressed during the debate, were fed back to the Cabinet through the Commission’s Comment sheet.

The Chair declared the meeting reopen for consideration of business in public session.

To receive a brief update on the Health and Adult Social Care Scrutiny Committee (HASC).

An update was provided from the most recent HASC meeting.  The key item of discussion included the scrutinising of Shaw Healthcare Contract. The committee was considering the performance against the current contract and whether the services will meet future demand.

To consider any requests for future items to be considered for further meetings. Those highlighted items have been referred to the Commission.

Cabinet 7 Sept 2022              OSC 5 Sept  

Cabinet 5 Oct 2022               OSC 3 Oct  

PROV Cabinet 2 Nov 2022   OSC 31 Oct  

Cabinet 23 Nov 2022             OSC 21 Nov  

The Commission confirmed the following reports:

5 September 2022

CBC Equality, Diversity & Inclusion Statement 2022-26

(The OSC would also consider the Review of the Transformation Plan)

3 October 2022

Budget Strategy 2023/24 – 2027/28

2022/2023 Budget Monitoring - Quarter 1

Proposed Changes to the Essential Car User Allowance Scheme