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.

No disclosures or whipping of interests were made.

To approve as a correct record the minutes of the Overview and Scrutiny Commission held on 27 November 2023.

The minutes of the meeting of the Commission held on 27 November 2023 were approved as a correct record and signed by the Chair. 

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 receive the annual performance report of the Safer Crawley Partnership along with the future priorities

The Commission received an update from Chief Inspector Ben Starns, together with the Public Protection & Enforcement Manager, the Head of Community Services and Councillor Y Khan on the annual performance of the Safer Crawley Partnership along with the future priorities. (Presentation is attached as Appendix A to the minutes).

Commission members raised a number of queries.  The issues raised and key responses included: 

·         Clarification was sought and obtained on the data as it was noted that changes in legislation had an impact on identifiable crime and offences.  Comparable data was analysed across Sussex and other towns to establish major causes.  It was confirmed it was important to have a holistic approach focusing on desirable outcomes and better detection rates, as opposed to a wholly target driven/statistical service.

·         Further information was provided on County Lines as work continued with SOC in identifying and deterring county drug lines travelling from other counties, targeting young people and the vulnerable in Crawley.

·         Confirmation provided on the Clear, Hold, Build (CHB) initiative to tackle serious crime following the outcome of successful funding.  Using Northgate & West Green ward as a pilot area (Memorial Gardens, Town Centre, High Street), it took an active role in shaping the community. ‘Clear’ meant working with partners to target activity and crime disruption, ‘Hold’ was stabilising the area to stop criminals moving in to fill the void, and ‘Build’ was the community-driven action to address the causes of criminality and prevent it from happening again. It was anticipated the initiative would reduce crime and increase safety, but it was important to monitor any displacement of issues and patrol other areas.

·         Recognition of the training undertaken engaging with vulnerable persons together with gang affected individuals and risk of exploitation, particularly in schools. Strong relationships were established with both primary and secondary schools, together with all pastoral care links, resulting in positive events throughout the year including Junior Citizen, Safer Schools and Audio Active.  It was important not only to engage with young people as early as appropriate to deliver key messages, but also ensure parents had the necessary information available, particularly with regards to online safety and cybercrime.

·         There was overall support for the work undertaken within schools and the individual events/workshops being delivered.

·         It was important to continue to report crime or possible crime, and the public required confidence in the reporting mechanisms.  All reporting would aid intelligence and evidence gathering to assist in more target policing. 

·         Confirmation sought and obtained on the statutory function and structure of the Community Safety Partnerships (CSP) and Sussex Police, and where specific issues had been highlighted (for example via hotspots), these were identified as a priority within the local CSP – Safer Crawley Partnership.

RESOLVED

That the update be noted, with the views and actions expressed being acknowledged by officers.  The Commission’s gratitude was relayed to Chief Inspector Starns and all officers for their attendance at the Commission. 

To consider report HCS/069 of the Head of Community Services.

The Commission considered report HCS/069 of the Head of Community Services. The report sought endorsement and adoption of a strategy setting out the Council's approach for tree planting across Crawley. The proposed strategy outlined the principles and standards for tree planting, young tree maintenance and woodland sustainability for all Crawley Borough Council trees across the Borough.

During the discussion with the Leader of the Council and Head of Community Services the following comments were made:

·         Recognition that the strategy had been created to deliver a coherent approach for the Council’s tree planting, clearly outlining the standards, young tree maintenance and woodland sustainability. It identified a clear approach for selecting tree species, location and a process for providing tree planting on Council land across the town.

·         Confirmation that the strategy only applied to Council trees planted on Council owned land and this was funded through section 106 funds.  The strategy did not apply to private developments or any other land that was not owned by the Council

·         Acknowledgement that the strategy assisted in fulfilling the Council’s response to tackling the climate change emergency requirement whilst also delivering other tangible benefits that would assist officers in taking an agreed and consistent strategic approach for future planting of Council trees across the Borough.

·         Confirmation was sought and obtained on whether there was a reference to strategic planning policies to complement the strategy, particularly in relation to land and trees not within the Council’s ownership. It was mentioned that there were many Supplementary Planning Documents (SPDs) and the Planning and Climate Change SPD did mention consideration of such matters.

·         Information was provided on the planned maintenance for existing and future trees, from sapling to maturity. The Council’s tree database held valuable information on the Council-owned tree stock including existing quality, variety and quantity of canopy coverage. The database would continue to be used to capture newly planted trees and their aftercare, producing a healthier more reliable tree stock in future as essential maintenance was planned and executed. 

·         Recognition that it was important to maintain the existing canopy cover, and where trees were removed if they were dead, dying or dangerous. trees could be planted on a ‘like for like’ basis. Where that was not possible, in managing biosecurity, those planted would have the maximum chance of survival.

·         It was felt important for newly planted trees to be in keeping with the urban landscape and create an aesthetic environment.  In response it was added that it was anticipated the efficient management of urban tree cover would assist in increasing amenity value.

·         Recognition that there was currently sufficient funding through Section 106, however it was important to be aware of long-term funding opportunities. The Woodland Trust funding could be allocated to other organisations that may wish to plant trees within their land

·         It was noted that some diseases (such as Ash Die Back) had a significant detrimental effect on the canopy cover, and it was important to maintain existing canopy cover whilst also maximising the  ...  view the full minutes text for item 5.

To consider report OSC/316.

The Commission considered report OSC/316, which requested the OSC consider the establishment of a Waste and Recycling Scrutiny Panel, following the Notice of Motion at the Full Council meeting held in October 2023.

Following a vote by the Commission agreed to the establishment of a Waste and Recycling Scrutiny Panel and that Democratic Services request nominations (including Chair) from Group Leaders.

RESOLVED

That the Overview and Scrutiny Commission agreed to the establishment of a Waste and Recycling Panel and that Democratic Services seek nominations (including those for Chair) from Group Leaders for a Panel in accordance with political proportionality, for approval by the Commission, to ensure a swift commencement, taking into account the timescales noted in report OSC/316.

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

The Commission confirmed the following reports:

1.    2024/2025 Budget and Council Tax

2.    2023-2024 Budget Monitoring - Quarter 3

3.    Treasury Management Strategy 2024-2025

4.    Review Of Crawley Borough Councils Statement Licensing Policy for 2024 -  2029

5.    PSPO - Council Owned Multi-Storey Car Parks

6.    District Heat Network Phase 2

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 Paragraphs 1& 3

Information Relating to an Individual; and

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

To consider report CH/203 of the Head of Crawley Homes.

Exempt Paragraphs 1& 3

Information Relating to an Individual; and

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

The Commission considered report CH/203 of the Head of Crawley Homes. The report outlined the rationale for growth proposals and requested approval for the proposed new structure. During the discussion with the Cabinet Member for Housing and the Head of Crawley Homes the following comments were made:

·         Acknowledgement that the new structure for the repairs teams had been proposed to meet future challenges of legislation and improve future services. There was a need to take a holistic approach and build on the relationship with tenants

·         It was noted that a changing approach was needed for planned maintenance and the proposed structure would ensure the teams had inbuilt resilience and could manage the increasing demands.

·         Recognition that support had been proposed to assist the maintenance of the new Active H housing management system and service delivery.

·         Acknowledgement that the changes would result in more capacity to build on service performance.  Teams would be actively managed during the change process, when embedding new structures, to ensure performance is maintained.

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 financial and business affairs of any particular person (including the Authority holding that information)

To consider report HCS/068 of the Head of Community Services.

Exempt Paragraph 3

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

The Commission considered report HCS/068 of the Head of Community Services. The report explored proposals to further improve facilities available to visitors at Tilgate Park and Nature Centre over the next five years whilst maintaining the existing infrastructure and income targets. During the discussion with the Cabinet Member for Leisure and Wellbeing, the Head of Community Services and Parks and Business Development Manager, the following comments were made:

·         Recognition that the Five-Year Business Plan would support the spend to save or spend to earn initiatives for the park to continue to be self-financing. The continuing development of the facilities and events would ensure regular visitors and income to the park throughout the year assisted the site to be self-financing and provided financial support for projects within the other parks and open spaces.

·         Acknowledgement that a strategic approach to plan future opportunities and initiatives across the park allowed for inter-dependencies and prioritisation of projects. The ambitious ideas would allow the park to continue as a high-quality regional venue.

·         Confirmation was sought and provided on the evaluation of the finances and analysis of income contained within the report.

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.