Agenda and minutes

Apologies were received from Cllr E Spagnola.

None.

To receive questions / statements from the public, if any.

None received.

To approve as a correct record the minutes of the meeting of the Overview and Scrutiny Committee held on 15^th December 2020.

Minutes of the meeting held on 15^th December 2020 were approved as a correct record and signed by the Chairman.

To determine any other items of business which the Chairman decides should be considered as a matter of urgency pursuant to Section 100B(4)(b) of the Local Government Act 1972.

None received.

Members are asked at this stage to declare any interests that they may have in any of the following items on the agenda. The Code of Conduct for Members requires that declarations include the nature of the interest and whether it is a disclosable pecuniary interest.

None declared.

To consider any petitions received from members of the public.

None received.

To consider any requests made by non-executive Members of the Council, and notified to the Monitoring Officer with seven clear working days’ notice, to include an item on the agenda of the Overview and Scrutiny Committee.

None received.

To consider any responses of the Council or the Cabinet to the Committee’s reports or recommendations:

None to report.

LIST OF BACKGROUND PAPERS AS REQUIRED BY LAW

(Papers relied on to write the report, which do not contain exempt information and which are not published elsewhere)

Contact Officer, telephone number and email:

Steve Blatch, Chief Executive

Email:- steve.blatch@north-norfolk.gov.uk

Tel:- 01263 516232

Cllr E Seward – Portfolio Holder for Finance and Assets introduced the report and informed Members that in the first quarter of 2020/21, car parking income had been at 5-10% of its normal level, though most of the losses incurred had now been recovered by the income support scheme. It was reported that historically, approximately 75% of the Council’s parking income came from car parks in Cromer, Sheringham, Holt and Wells, which remained evident through July to September. Some changes were noted, such as increased revenue in areas such as Weybourne and Cart Gap. Inland market town parking revenue was reported to be slightly down on the previous year, though limited free parking had been offered in Holt and North Walsham.

Questions and Discussion

   i.          The Chairman sought clarification on whether any work had been undertaken to determine whether limited free parking had in any way boosted visits to town centres. The CE replied that it was difficult to determine whether free parking had increased visitor numbers, and noted that the decision not to change car parking fees for the coming year had already been made. He added that car parking revenue provided a significant revenue contribution for the Council’s discretionary services, and cautioned that reducing fees could impact these services. It was noted that the reduced income for inland market towns could have been in-part the result of the limited free parking arrangements. It was confirmed that there was no objective evidence to suggest that free parking arrangement had increased visits to town centres, and it was noted that limited free parking was often already available at supermarkets.

  ii.          Cllr W Fredericks stated that she was surprised to learn that the Council’s parking permits were not better advertised to residents, as they provided a cheap alternative that would provide a more reliable form of income for the Council. She asked whether more could be done to promote their availability. The CE replied that the Council’s parking permits did offer significant value for money with an annual permit costing £204, which allowed users to park at the majority of Council car parks for 60p per day. Cllr W Fredericks referred to seasonal permits and suggested that these should also be promoted to residents and tourists.

iii.          Cllr P Heinrich noted that there was very high demand at the Council’s coastal car parks during the summer season, and suggested that whilst a tourism tax was not possible, consideration should be given to seasonal price increases to help fund discretionary services. He added that promoting the permits would also help residents to avoid any increased costs. Cllr P Heinrich referred to free parking arrangements in town centres, and suggested that this option, as well as parking fees in general should be kept under review, with comparisons made to fees charged by similar authorities.

iv.          Cllr N Housden suggested that given the increased demand for parking in coastal areas, should the Council be looking at options to increase its provision,  ...  view the full minutes text for item 127.

LIST OF BACKGROUND PAPERS AS REQUIRED BY LAW

(Papers relied on to write the report, which do not contain exempt information and which are not published elsewhere)

Contact Officer, telephone number and email:

Lucy Hume, lucy.hume@north-norfolk.gov.uk, 01263 516246

Cllr E Seward – Portfolio holder for Finance and Assets introduced the report and informed Members that the budget remained a work in progress whilst financial settlements figures remained outstanding. He added that whilst some figures could be subject to change, at present there was a balanced budget for the 2021/22 financial year. Cllr E Seward referred to future years in appendix A, and stated that rather than an increase in the net cost of services, forecasted deficits were predominantly caused by the ongoing uncertainty of financial support from Central Government, which had been deferred as a result of Covid-19.

Questions and Discussion

   i.          The Chairman sought clarification that the MTFS had been combined with the budget report, and noted that there was only limited references to the MTFS. The CTA replied that the MTFS would be presented in full alongside the main budget report in February. She added that it would focus on future year forecasts and the risks to those figures, as well as the proposals for addressing future deficits.

  ii.          Cllr C Cushing noted that Covid-19 was mentioned as a risk within the report, but suggested that there was no clear plan identified to continue to address the financial impact of the pandemic going forward. He added that there had been a significant depletion of reserves from £18.8m to £14.5m, and that there were no detailed savings or invest to save proposals outlined within the report. Cllr C Cushing stated that whilst in previous years substantial deficits had been resolved once financial settlement figures were confirmed, he had concerns that relying on this could lead to complacency. Cllr E Seward replied that he would not be complacent with the Council’s finances, and was aware of the risks facing the Council in the future. He added that once the budget was complete, work would begin to review the costs of all departments, making an early start on the followings year’s budget to identify savings. Cllr E Seward stated that once there was more certainty on the level of Central Government support available in the comings years, then it would be easier to plan the level of savings required. In response to comments on the depletion of reserves, Cllr E Seward stated that he was comfortable with this spending, and suggested that the Council should not be holding reserves indefinitely, as they were earmarked for specific expenditure. He added that the Council was in a comfortable position with its reserves, and as a result, was happy to use them to improve services for residents.

iii.          The CTA referred to comments regarding the ongoing financial risks of Covid and stated that whilst Government support had been forthcoming, it was not yet expected to continue beyond the first quarter of the 2021/22. On savings proposals, the CTA stated that the budget was already balanced without having to implement savings, though a number of proposals had been put forward that the Finance Team were evaluating. She added that as soon as this  ...  view the full minutes text for item 128.

Contact Officer, telephone number and email:

Joe Ferrari

Communications and PR Manager

01603 516040

Joe.ferrari@north-norfolk.gov.uk

The CM introduced the report and informed Members that the draft strategy sought to build on and replace the strategy agreed in 2017. He added that the proposals within sought to achieve a number of objectives which included increasing the audience and reach of the Council’s various communications platforms, modernising the content of communications, and improving the Council’s communications with external media outlets. Furthermore, the strategy would also look to constructively review internal communications, improve communications coverage of Council meetings, and provide more effective support for Members and Officers. Finally, the CM stated that the strategy also outlined efforts to maintain the current high standard of Covid Communications, and would also seek to improve the Council’s graphic design capabilities that were currently being outsourced.

Questions and Discussion

   i.          Cllr W Fredericks stated that there had already been an evident improvement in the use and content of the Council’s social media, and asked whether it would be possible to use paid posts for greater reach. The CM replied that there was space within the Communications budget for this and the Team were looking at promoting some specific posts. He added that the costs were relatively low, and this could therefore be used to increase reach and subsequently grow the Council’s online audience.

  ii.          Cllr L Withington stated that she felt that Members had a large role in promoting the Council, but this did not appear to be emphasized, and asked for greater Member involvement in the strategy. She added that it would be useful for training to be provided to facilitate this approach, and questioned whether the social media targets outlined in the strategy were too low. The CM replied that the targets were reasonable based on the existing numbers, and would require 40-50% growth each year. He added that the current combined reach was approximately 10k-12k from a population of approximately 110k. It was noted that the main way to build social media channels was to deliver more interesting content, and whilst the Council was restricted in the variety of content it could produce, video content and infographics would be crucial to building the Council’s following. On Members’ involvement in the strategy, the CM stated that he had recommended that a review of the existing media policy take place, to highlight and encourage positive use of social media for Members. He added that he would be happy to reinforce this within the strategy, in order to help Members promote the Council.

iii.          Cllr C Cushing questioned whether an in-house graphic designer could offer the same level of service as an external provider, and suggested that the latter may have greater resource. The CM replied that since losing the last in-house graphic designer, the Council had used various external suppliers at significant cost. He added that using multiple agencies also presented the risk of a lack of consistency in approach, as well as delays in communicating and agreeing designs. Finally, it was noted that external agencies would be unlikely to provide  ...  view the full minutes text for item 129.

To receive and note the Sheringham Leisure Centre Project Update.

Cllr V Gay – Portfolio Holder for Leisure, Culture and Wellbeing introduced the report and thanked officers for including the additional financial details. Apologies were given that Metnor were not able to attend to provide an update themselves, though a visual presentation of progress would be provided by the PPM. It was noted that the timescale and budget of the project remained unchanged from December. Cllr V Gay referred to the issues log, and noted that Metnor had taken great efforts to ensure the site remained free of infection to continue work on site. She added that no new issues had been identified, and as a result of the November lockdown surveys had been carried out on the existing facility, with no concerns raised. It was noted that the advent of a third lockdown meant that a further evaluation of an early demolition would be undertaken, with the results to be presented at the next meeting. Cllr V Gay stated that the additional financial information showed committed spend, and that the current overspend had not changed. She added that the project was approximately halfway though in terms of cost, and in relation to comments on communications, there was more up to date information available on the website.

Questions and Discussion

   i.          The Chairman asked whether the £136k overspend meant that the contingency funds had been spent. Cllr V Gay stated that it was her impression that the contingencies were contained within the overspend and would not amount to an increased overspend. The Chairman sought clarification on whether the overspend was in addition to the existing contingency funds. The ADSG stated that the contingency funds were currently at £33.5k and £50k, and were still being drawn upon. It was noted that if any contingency remained at the end of the project then they could be used to offset the overspend, however it was anticipated that they would be spent.

  ii.          Cllr N Housden asked for clarification on the current stage of construction, to which Cllr V Gay replied that the project remained on track for an August completion. Cllr N Housden asked whether the budgeted cost for demolition of the existing site could be included in the next report.

iii.          It was noted that a draft financial reporting spreadsheet had been prepared by Cllr N Housden, and this would be reviewed by officers in time for the next meeting.

iv.          A visual presentation of progress including a time-lapse video of construction was presented by the PPM. It was reported that significant progress had been made, and it was anticipated that the building would be watertight by the end of January.

 v.          Cllr N Pearce noted that there appeared to be good adherence to health and safety on site and praised Metnor for their efforts.

vi.          Cllr J Rest referred to underwater cameras that had been mentioned during the design phase of the project, and asked whether these would still be included. The ADSG stated that these would be included and would  ...  view the full minutes text for item 130.

To note the upcoming Cabinet Work Programme.

   i.          The DSGOS stated that the cyclical items on the Cabinet Work Programme were already in place on the Committee’s Work Programme. It was noted that the InPhase briefing was being scheduled to take place on the week commencing 25^th January, and it was hoped that iPad issues would be resolved by this point.

RESOLVED

To note the Cabinet Work Programme.

To receive an update from the Scrutiny Officer on progress made with topics on its agreed work programme, training updates and to receive any further information which Members may have requested at a previous meeting.

       i.          The DSGOS stated that in addition to cyclical items expected for the next meeting, it was hoped that the Equality and Diversity Policy would be ready for pre-scrutiny. He added that there were several items such as the Enforcement Board update that could be brought forward in future months.

      ii.          It was confirmed following a question from the Chairman, that the MTFS would come to the February meeting. The DSGOS noted that the request for a food waste collection report would be added to the next agenda under item 8, in order to agree the requirements.

     iii.          It was confirmed following a question from Cllr N Housden, that the Splash update reports had returned to a monthly frequency.

RESOLVED

To note the Work Programme.

To pass the following resolution, if necessary:

“That under Section 100A(4) of the Local Government Act 1972 the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in paragraph _ of Part I of Schedule 12A (as amended) to the Act.”