Agenda and minutes

Apologies were received from Cllr S Penfold.

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 13^th September 2023.

Minutes of the meeting held on 13^th September 2023 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, submitted to the Democratic Services Manager 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.

Cllr P Heinrich – Portfolio Holder for Sustainable Growth introduced the report and informed Members that an underspend remained on the placemaking scheme as work was still in progress on Black Swan Loke. He added that officers were close to finalising designs for the garden and other minor works in the area, and tenders would be sought as soon as possible. It was noted that there were a number of other small tasks to complete, but overall the project was approaching completion and had achieved vast improvements in the Town centre. Cllr P Heinrich reported that the project had also rejuvenated Cedar House, which was soon expected to be at capacity, whilst further improvements had been made to buildings throughout the town, and the addition of a bus interchange had drastically improved public transport. He added that the cultural programme and involvement of local schools had also had a positive impact on the town and the project had been very successful.

Questions and Discussion

       i.          Cllr C Cushing stated that the Committee now had sufficient detail outlining how funds had been spent and justification of the funding uplift, but it was unfortunate that this level of information had not been provided sooner as it would have saved considerable time and effort. He added that once the project was complete the Committee should receive a final report to determine the success of the project with reference to measurable outcomes such as any increased footfall. Cllr P Heinrich replied that there would be a final report once the project was complete, and footfall counters had been installed throughout the town. The ADSG stated that footfall had been measured before, during and would continue after project completion, as required by Historic England, as well as for the Council’s own benefit.

      ii.          Cllr N Housden noted that there had been a suggestion that the project may not require the full £400k funding uplift, and asked whether an update could be provided on this. Cllr P Heinrich replied that designs were yet to completed for Black Swan Loke, but it would go out to tender once finalised. The ADSG replied that the current budget position was set out in table 1 of the report, where it was shown that the placemaking scheme had a surplus of £332k, taking into account existing commitments such as safety audit work. He added that once the cost of Black Swan and Bank Lokes were known, any remaining funds could potentially be ringfenced for further works on the town, ancillary works related to the scheme, or any other matter determined by the Council, with the final budget position reported to the Project Board for final consideration. It was noted that the scheme had been descoped and rescoped to fit within the available budget, and expanding the scope may be considered for any remaining budget. Cllr N Housden asked whether it would be possible for any unspent funds to be returned to the Council’s reserves, to which the Chairman added that  ...  view the full minutes text for item 63.

To review the ICB Dental Services report and information provided by FOI request to consider any written questions for the ICB, recommendations to NHOSC, or further actions for the Committee.

The DSGOS introduced the report and informed Members that to his knowledge the information was yet to be reviewed by NHOSC. He added that FOI information provided alongside the report had been sought by Cllr V Holliday, with questions raised on the current provision of access to NHS dental services in North Norfolk. It was noted that the map included in the report showed that access to emergency dental services was only available at one location within the District, and that no NHS dental services available to North Norfolk residents were accepting new patients, which was a particular concern. The DSGOS suggested that the Committee should consider whether they had further questions for the ICB, such as waiting list information which was reportedly not collated, recommendations for NHOSC, and how the Committee would like to proceed with any future consideration of access to NHS dental services.

Questions and Discussion

       i.          Cllr V Holliday stated that it was a relief that dental services had become the responsibility of the ICB, and suggested that it would be helpful to have more detail, as the report provided was an abridged version of a report seen by the Primary Care Commission in September, which could be requested. She added that more details were needed on the urgent care pathway, service capacity and travel issues for patients. It was suggested that the Committee should therefore write to the ICB to request the full report and seek information on waiting lists. Cllr V Holliday suggested that it may also be worthwhile raising access to dental services at NHOSC for residents in areas such as Walsingham and Briston, where no services were available.

      ii.          The Chairman noted that Cllr J Boyle was the Council’s representative on NHOSC, and asked whether she would be willing to raise the issues discussed at the next appropriate meeting. He added that the report provided was very limited on information and took no account of access to private dental services, or the current state of waiting lists. Cllr J Boyle replied that waiting list times may not necessarily be relevant, as many dental practices did not keep waiting lists. She added that she was aware of patients seeking treatment outside of normal hours in a neighbouring County, but noted that this appeared to be a very informal process. It was noted that there were clearly issues specific to North Norfolk, and Cllr Boyle therefore suggested that NNDC should maintain some level of oversight or monitoring for the benefit of residents. She added that questions needed to be raised for residents that couldn’t afford private dental care or had no transport to services outside of the District.

     iii.          Cllr L Shires suggested that it was important for the Committee to take a North Norfolk approach to the matter, as she was a Member of NHOSC and knew that the District would not be given any direct consideration, as it took a County-wide approach. She added that she was aware of residents who had  ...  view the full minutes text for item 64.

The DSGOS introduced the report and informed Members that the Committee had set-up a trial Panel prior to the election which focused on the Environment and Quality of Life theme of the Corporate Plan, during which time a review of the Public Convenience Strategy was undertaken which resulted in fifteen recommendations to Cabinet. He added that updated terms of reference would allow the Committee to undertake more detailed investigations and increase the capacity of the Committee, without being constrained by the themes of the Corporate Plan. It was noted that in the same way Cabinet Working Parties operate, the Scrutiny Panel would be able to undertake work and investigations at the request of the Overview & Scrutiny Committee. The DSGOS stated that having a single Scrutiny Panel able to review any matter as requested by the Committee would reduce the administrative burden for both Members and officers. He added that approving the terms of reference would not begin meetings, as the Scrutiny Panel would meet on an ad hoc basis, as required by the Committee. It was noted that the Panel would be comprised of five Members on a politically balanced basis, and whilst the Chair and Vice-Chair had to be Members of the Committee, the remaining appointments did not, so long as they were not Cabinet Members.

Questions and Discussion

       i.          Cllr G Bull suggested that the Panel appeared to be an additional layer of bureaucracy, and he did not see the benefit of using a smaller group to discuss matters of concern. The Chairman replied that the Panel may allow for non-Committee Members to contribute to Scrutiny and previous Panels, sub-committees, and working parties had been a successful use of resources, which he did not regard as another layer of bureaucracy. He added that the Committee would not reconsider or duplicate the work undertaken by the Panel, but would consider recommendations or concluding reports from the Panel, providing additional capacity. Cllr G Bull asked whether the Panel was necessary now, or should be deferred until required. The Chairman replied that agreeing the terms of reference and appointments would allow for additional resource to be available, as and when the need should arise.

      ii.          Cllr J Boyle raised concerns that establishing a Panel for non-specific investigations was not something she felt comfortable with, and suggested that a decision should be made only when required. The Chairman replied that a Panel would only be convened when required, with appointments made according to the terms of reference.

     iii.          It was confirmed following a question from Cllr G Bull that sub-committee or Panel meetings were not ordinarily held in public, which he suggested was not transparent.

    iv.          Cllr V Holliday stated that she had sat on the Environment and Quality of Life Scrutiny Panel and found it to be a very useful experience, with meetings recorded and minutes available. She added that Panel’s allowed for reviews and investigations in much greater detail, and having a terms of reference agreed and ready was a  ...  view the full minutes text for item 65.

To note the upcoming Cabinet Work Programme.

The DSGOS informed Members that Cabinet were due to consider the Action Plan in November, alongside any associated recommendations from the Committee’s consideration of the report. He added that there were several other reports due for consideration by Cabinet in November including a key decision on Stalham Sports Centre, the Budget Monitoring report, Council Tax Discount Determinations, Cromer Floodlights and Emergency Phones, though several of these reports were not likely to be reviewed by OSC. It was noted that The Council Tax Discount Determinations, Budget Monitoring and Prudential Indicator reports would be considered by OSC.

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:

·        Members are asked to provide written questions for Anglian Water in advance of November meeting attendance.

       i.          The DSGOS informed Members that Anglian Water had agreed to attend the November Committee meeting to discuss sewage outflows and other water related issues, and therefore asked Members to submit written questions via email, that would allow for a full response to be provided prior to the November meeting. In response to a request from the Chairman, it was confirmed that outcomes from the previous Anglian Water briefing would be shared via email to review matters discussed previously.

      ii.          The DSGOS noted that a Serco waste contract update was expected in November, to cover matters such as missed collections and progress with implementing the outstanding elements of the contract. He added that a Coastwise briefing report was also scheduled to bring Members up to speed on the project, objectives, and the progress made to date.

     iii.          On ambulance response times, the DSGOS noted that data had been requested on several occasions but not response had been received. He added that a new point of contact for EEAST had been sought and it was hoped that data would be provided in time for consideration at the December meeting.

RESOLVED

To note the work programme and update.

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 paragraphs 1, 2, and 3 of Part I of Schedule 12A (as amended) to the Act.”

The appendices to the report [Agenda item 16] are to be treated as exempt for the following reason:

Information in these appendices involves the likely disclosure of exempt information as defined in paragraphs 1,2 and 3, Part 1 of schedule 12A (as amended) to the Local Government Act 1972.

These paragraphs relates to:

Para 1. Information relating to any individual

Para 2. Information which is likely to reveal the identity of an individual

Para 3. Information relating to the financial or business affairs of any particular person (including the authority holding that information)

The public interest in maintaining the exemption outweighs the public interest in disclosure for the following reasons:

Paragraphs 1 & 2: The documents contain information relating to individuals at the Council and it is considered that disclosure of this information may have a prejudicial or detrimental impact. The privacy rights of such individuals outweigh the public interest in disclosure.

Paragraph 3: The documents contain information from workshops where there was free discussion as to ideas for potential action points to deliver the objectives of the Corporate Plan. These initial ideas, actions and comments were captured. Releasing this information which is the business information of the authority, at this time, would be likely to prejudice the effective conduct of public affairs and limit free and frank discussion as to the points recorded. Other organisations are also referred to and disclosure of this information may have a prejudicial impact upon their business.

Cllr G Bull proposed exclusion of the press and public in order to discuss the exempt appendices of the Corporate Plan Annual Action Plan Process. The proposal was seconded by Cllr M Batey.

RESOLVED

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 paragraphs 1, 2, and 3 of Part I of Schedule 12A (as amended) to the Act.

Cllr T Adams introduced the report and thanked Members and officers for their contribution to the workshops that had taken place over the preceding weeks. He added that he was pleased with the range of topics and issues that had been raised, and hoped that it had deepened Members’ understanding of the challenges and opportunities that lie ahead. It was noted that the Annual Action Plan would need to be agreed in November to inform the budget setting process, and Members were free to make comment on any items contained within the Plan.

Questions and Discussion

       i.          It was confirmed following a question from the Chairman that the actions and Corporate Plan themes were derived primarily from the Administration’s election manifesto, though there was nothing to stop any Member’s suggestion from being added to the Plan if it was a positive contribution. The Chairman asked what evidence base would be used to inform the appropriateness and delivery of the actions identified. The Leader replied that this would vary for each action, and would be considered in greater detail once the actions had been agreed, with the affordability and practicality of actions also taken into account as part of that process, as not all suggestions would be achievable. The Chairman referred to actions to invest in the local economy and infrastructure, and suggested that this may require looking at the barriers impacting businesses and growth, and asked what evidence had been used to determine the direction and focus of this action. Cllr T Adams replied that suggestions of increased dialogue with businesses and the potential creation of a business forum would help to make these issues clearer, but it was a changing landscape with the loss of the Local Enterprise Partnership. The Chairman noted that it would be helpful to see a link between actions and an evidence base used to inform them.

      ii.          Cllr V Holliday referred to previous comments on financial sustainability and whether this should form a key theme of the Corporate Plan, in addition to comments on the ambitiousness of the Plan and concerns regarding rurality, and asked whether these matters had been addressed adequately within the Plan. She added that it would be helpful to see more specificity within the objectives, such as the action to protect the environment and biodiversity of North Norfolk, which she suggested was a very loose statement that would be difficult to evidence. It was suggested that more SMART objectives would also allow for better performance monitoring of the Plan.

     iii.          The CE noted that many actions outlined in the Action Plan would be derived from the Administration’s political manifesto, however it was important to note that many of the themes and priorities including housing, the economy, net zero and communities were unlikely to vary considerably between each political party. He added that there had already been a debate on whether financial sustainability should feature more prominently within the Corporate Plan, and Members were encouraged to move on from the issue  ...  view the full minutes text for item 69.