Agenda and minutes

Venue: Council Chamber - Council Offices. View directions

Contact: Matthew Stembrowicz  Email: matthew.stembrowicz@north-norfolk.gov.uk

Items
No. Item

18.

To Receive Apologies for Absence

Minutes:

Apologies were received from Cllr E Spagnola and Cllr V Holliday.

19.

Substitutes

Minutes:

None.

20.

Public Questions & Statements

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

Minutes:

None received.

21.

Minutes pdf icon PDF 405 KB

To approve as a correct record the minutes of the meeting of the Overview and Scrutiny Committee held on 19th May 2021.

Minutes:

Minutes of the meeting held on 19th May 2021 were approved as a correct record and signed by the Chairman.

 

Cllr S Penfold asked whether the recommendation made to Cabinet regarding the resourcing of the Enforcement Board had been agreed. The DSGOS replied that he would determine the outcome and respond via email.

22.

Items of Urgent Business

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.

Minutes:

None received.

23.

Declarations of Interest pdf icon PDF 233 KB

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.

Minutes:

None declared.

24.

Petitions From Members of the Public

To consider any petitions received from members of the public.

Minutes:

None received.

25.

Consideration of Any Matter Referred to the Committee by a Member

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.

Minutes:

None received.

26.

Responses of the Council or the Cabinet to the Committee's Reports or Recommendations

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

 

At the AGM held on Wednesday 26th May 2021, Council accepted the recommendation to appoint Cllr E Spagnola to the NCC NHOSC as the NNDC representative.

Minutes:

The DSGOS informed Members that at the meeting held on 26th May 2021, Council had accepted the Committee’s recommendation to reappoint Cllr E Spagnola as the Council’s representative on the NCC NHOSC. He added that there had been a change in the recommended substitute, as Cllr W Fredericks had been appointed to Cabinet, and as a result Cllr A Varley was appointed substitute.

27.

Managing Performance Quarter 4 2020/2021 pdf icon PDF 240 KB

Summary:

 

 

 

 

 

 

 

 

 

 

Options considered:

The Managing Performance Report attached, as Appendix A, will enable the Council to assess delivery against objectives detailed in the Corporate Plan Delivery Plan 2019-2023 and operational service performance. It gives an overview, assesses the impact that Covid-19 has had on both these aspects of Council performance, and the actions being taken to address these issues and proposes any further action needed.

 

Options considering action regarding performance are presented separately, issue by issue, to the appropriate Council Committee where committee approval is required.

 

Conclusions:

 

With the second national Covid-19 lockdown in November 2020 (and subsequently the third lockdown from 4th January 2021), Coronavirus has continued to have a significant impact on the Council’s capacity and ability to achieve all of the objectives in the Corporate Plan Delivery Plan 2019-2023 and some impact on service operational performance during Quarter 4 covering the period January to March 2021.

 

Recommendations:

 

 

 

 

 

Reasons for

Recommendations:

 

That Cabinet resolves to note this report and endorses the actions being taken by Corporate Leadership Team detailed in Appendix A – Managing Performance.

 

 

To ensure the objectives of the Council are achieved.

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)

 

 

 

 

Cabinet Member(s)

Cllr Sarah Bütikofer

Ward(s) affected

All

 

Contact Officer, telephone number and email: Steve Blatch, Chief Executive

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

Tel:- 01263 516232

 

Additional documents:

Minutes:

The CE introduced the report and informed Members that it covered the period from January to March 2021, which had been an unprecedented period for the Council due to Covid-19. He added that up to 80% of staff had worked from home during the period covered by the report, and a considerable amount of resource had been diverted to the Covid-19 response, which had required reprioritisation of the Council’s key objectives. It  was noted that the reprioritisation had reduced the number of key objectives eighteen, in addition to maintaining core services. The CE stated that from summer 2020, the Planning Service had returned to its normal workload, with caveats on its face to face services. It was noted that the key achievements for the Council included working with partners to deliver 108 new affordable homes, with 43 new homes delivered by Flagship Group on a brownfield site, in addition to the commencement of the Meadow Walk  extra care housing scheme. The CE stated that the Council continued to deliver on its climate, coast and environment objectives with the installation of EV charging points, 20k trees planted with plans for an additional 40k, and the successful hosting of Environment Forum events to consult on the newly agreed Environmental Charter. It was noted that the majority of focus on sustaining business growth focused on the payment of grants, to the sum of £120m with 30k more payments than a normal year. Other achievements included the appointment of consultants and the development of a cultural programme for the NW HAZ project, and the ongoing work on the new Sheringham Leisure Centre.

 

Questions and Discussion

 

       i.          The Chairman read a statement on behalf of Cllr A Fitch-Tillett who was unable to attend due to social distancing limitations. It was noted that the Coastal Management achievements had been overlooked within the report, despite the coast being of significant importance to the Council. The performance of the area was described as good, with an operational report available for circulation amongst Members.

 

      ii.          The CE noted that he had responded to Cllr A Fitch-Tillett and accepted the importance of the Coast to the Council, but stated that during the period covered by the report, there were no major actions on coastal adaption projects warranting inclusion. He added that the Team continued to work on projects such as the Mundesley and Cromer coastal protection schemes which had secured funding of £2.8m. It was noted that the Coastal Management Team had also prepared a briefing for local stakeholders in Bacton and Walcott to respond to public interest around performance of the Sandscaping Scheme.

 

     iii.          The DSGOS read a question on behalf of Cllr V Holliday who was unable to attend the meeting, and had asked whether the Council had access to a performance benchmarking service. The CE replied that the Council used LG Inform for benchmarking purposes, and any specific concerns could be raised for review. It was noted that the Council used to belong to a group of  ...  view the full minutes text for item 27.

28.

North Norfolk District Council Equality, Diversity and Inclusion Policy 2021 pdf icon PDF 124 KB

Summary:

 

 

 

 

 

 

 

 

 

 

Options considered:

All public authorities are required to publish one or more equality objectives, at least every four years, which they think should help them to meet the aims of the Public Sector Equality Duty. In addition, the Equality Act 2010 requires that people be treated fairly at work or when using services. The Equality, Diversity and Inclusion Policy 2021 sets out the Council’s approach to demonstrate its compliance with the Act. 

 

The Council is legally required to publish its equality objectives. It is doing this alongside the publication of its refreshed Equality, Diversity and Inclusion Policy 2021.  

 

  

Recommendations:

 

 

 

Reasons for

Recommendations:

 

To recommend to Full Council the formal adoption of its Equality Objectives and the Equality, Diversity and Inclusion Policy 2021.

 

The Council is legally required to publish Equality Objectives. It is doing this alongside the publication of its refreshed Equality, Diversity and Inclusion Policy 2021. The Equality Objectives and Equality, Diversity and Inclusion Policy will need to be formally adopted by Full Council 

 

 

Cabinet Member(s)

Cllr S Butikofer, Leader

 

Ward(s) affected – all

Contact Officer, telephone number and email:

Karen Hill, Assistant Director of People Services, 01263 516183,

karen.hill@north-norfolk.gov.uk

 

Additional documents:

Minutes:

The DFC introduced the report and outlined the corporate use of policies, strategies, plans, procedures and charters, and noted that when a previous draft of the Policy had been presented, there was confusion over whether it was policy or strategy. He added that a framework of definitions was being developed, with a policy identified as a principle of action proposed by an organisation, whereas a strategy was a broad and evolving plan designed to achieve a long-term aim. It was noted that a plan explained how the strategy would be implemented, and the procedure was a statement of specific actions listed to deliver the plan. The DFC stated that a review of the Council’s existing corporate documents was underway to ensure that they aligned with this framework, in addition to developing the role of charters as a means for outlining the aims and values of the organisation.

 

Questions and Discussion

 

       i.          The Chairman explained that the Policy had come to the Committee for pre-scrutiny previously, and the Committee were now asked to review an amended version, which had been subject to the Committee’s recommendations. It was confirmed that pages 5-7 of the Policy were footnotes, definitions and explanatory notes referred to within the Policy. The DFC stated that these had been separated in order to make the Policy as clear and easy to understand as possible. The Chairman suggested that it be made clear that the latter pages of the document were a separate footnote.

 

      ii.          The Chairman sought clarification that once agreed, further work would take place to develop a strategy, action plan and procedures to ensure that the Policy was implemented. The DFC replied that once the Policy and equality objectives were accepted, then a strategy would be developed to support the document, with regular reviews planned. In response to a further question from the Chairman, it was suggested that a strategy and action plan would be developed via the project planning process of the CDU, once the Policy was agreed.

 

     iii.          Cllr V Gay stated that the issue regarding pages 5-7 of the document had been raised at Cabinet, where it had also been suggested that they should be marked as such. She added that the definitions provided were good examples that would be beneficial to adhere to.

 

    iv.          Cllr E Seward stated that when considered by Cabinet there had been a request for an annual review that would be reported to relevant Committees. He added that there was also a request that the Policy be read in conjunction with other plans, which had been addressed.

 

      v.          Cllr S Penfold referred to the first line of the Policy, and asked whether the wording should be amended to cover non-residents. The DFC replied that whilst he understood the concern, he expected issues relating to interviews would be covered in the relevant employment and interview polices, as the Council could not implement a Policy beyond its sphere of influence. He added that he would confirm with HR whether an  ...  view the full minutes text for item 28.

29.

Sheringham Leisure Centre Project Update: June 2021 pdf icon PDF 633 KB

To receive and note the update.  

Minutes:

Cllr V Gay – Portfolio Holder for Leisure, Wellbeing and Culture introduced the report and informed Members that whilst the expected completion date had been August 16th, it was likely that this would slip to August 31st. She added that the reasons provided related to supply issues, as some materials had to be returned, but despite this the budget remained unchanged. Cllr V Gay stated that material had been accumulated for the time capsule, and it was likely that this would be buried around the opening date. She added that planning was underway for an opening day event, though a date was yet to be confirmed.

 

Questions and Discussion

 

       i.          The CE clarified that an official opening event would take place after a soft opening, to ensure that any initial issues were resolved.

 

      ii.          Cllr H Blathwayt referred to difficulties recruiting staff within the leisure industry, and asked whether the recruitment process had begun. Cllr V Gay replied that whilst she was aware that the contractor had staff on furlough, who would return to work, recruitment remained the concern of the contractor, though she hadn’t been alerted to any issues.

 

     iii.          Cllr A Brown sought to clarify that a request had been made for updates to be moved earlier in the agenda. It was confirmed that whilst it had been overlooked on this occasion, it would be brought forward at future meetings, though the updates were not expected to continue much longer as the opening date approached.

 

RESOLVED

 

To receive and note the update

 

ACTIONS

 

To place the update as the first substantive item on future agendas.

 

 

30.

OVERVIEW & SCRUTINY ANNUAL REPORT 2019/20 & 2020/21 pdf icon PDF 270 KB

Summary:

 

 

 

 

 

 

 

Options considered:

This report aims to provide the Council with an outline of the role of the Overview & Scrutiny Committee, and a summary of the work undertaken throughout both the 2019-20 and 2020-21 municipal years, as a result of reporting delays caused by the Covid-19 Pandemic.

 

N/a.

 

 

Conclusions:

 

Throughout 2019/20 and 2020/21, the Committee fulfilled its obligation to provide oversight of Council business and hold Cabinet to account. Whilst Covid-19 had a significant impact on the Committee’s 2020-21 Work Programme, the Committee adapted quickly to remote working and continued to deliver effective scrutiny.

 

 

Recommendations:

 

 

 

 

Reasons for

Recommendations:

 

1.     It is recommended that Council notes the report, affirms the work of the Overview & Scrutiny Committee and considers any concerns raised.

 

To inform Council of the work of the Overview & Scrutiny Committee in 2019/20 and 2020/21.

 

 

Cabinet Member(s):

N/a

Ward(s) affected:

All

 

 

Contact Officer, telephone number and email:

Matthew Stembrowicz

Democratic Services & Governance Officer (Scrutiny)

Email: Matthew.Stembrowicz@north-norfolk.gov.uk Tel: 01263 516047

 

Minutes:

The DSGOS introduced the report and informed Members that the Committee was required to provide a summary of the work completed in the previous year, for review by Full Council. He added that due to the limitations placed on the Work Programme during the initial outbreak of the Pandemic, the report covered two years to account for the 19/20 report being missed. It was noted that the report provided a high level summary of the role of the Committee, highlights of the work undertaken, and a summary of any achievements or issues encountered. The DSGOS stated that a key issue caused by the Pandemic were apologies given at short notice, where substitutes were not available. He added that where possible, substitutes should be contacted as soon as possible to allow time to respond. It was stated that increased opportunities for pre-scrutiny and no occurrences of call-ins should be seen as positive outcome for the Committee.

 

Questions and Discussion

 

       i.          The Chairman noted that from his perspective the process of Overview and Scrutiny had evolved to deliver better scrutiny, which had a greater impact on the workings and functions of the Cabinet and Council. He added that there were three barriers that he wished to address which included late changes to the Work Programme, the timely submission of reports, and a limited number of substitutes. It was noted that the late submission of reports in particular, led to volatility in the Work Programme and hindered meaningful pre-agenda discussions. The Chairman suggested that addressing these issues would help the Committee function more smoothly and effectively, and should therefore be included as part of the recommendation within the report.

 

      ii.          The recommendations were proposed by Cllr A Varley and seconded by Cllr C Cushing.

 

RESOLVED

To recommend subject to amendment, that Council notes the report, affirms the work of the Overview & Scrutiny Committee, and considers the three concerns raised relating to the late submission of reports, the subsequent impact on the Work Programme and appointment of additional substitutes.

 

31.

The Cabinet Work Programme pdf icon PDF 225 KB

To note the upcoming Cabinet Work Programme.

Minutes:

The DSGOS introduced the item and informed Members that there had been significant changes to the Cabinet Work Programme following publication of the agenda. He added that the three financial reports including Treasury Management, Debt Management and Outturn reports had all been delayed until September. It was noted that conversations were expected between the Finance Team and relevant Portfolio Holder, though it was not expected that this would change.

 

Questions and Discussion

 

       i.          Cllr E Seward stated that he was not comfortable with the delays to financial reports, but circumstances meant that ongoing delays were possible. He added that delays with External Audit continued to impact the accounts process, and whilst this was unfortunate, it was beyond the Council’s control.

 

      ii.          The Chairman asked whether there was any action the Committee could take to increase pressure on External Audit to address the ongoing delays. It was noted that the CE had contacted the External Auditor to express concerns regarding the delays. The CE stated that whilst the delays were a national issue, the Council had limited options for resolution, as exiting the contract would present significant reputational and corporate risk. He added that he had received an acknowledgement of the letter sent to the External Auditors, though it was still expected that the 19/20 accounts would not be audited until December, with the 20/21 accounts to follow soon after. The Chairman asked whether any ministerial response could be expected, and asked whether this could be raised by the CE. The CE replied that he would seek to determine whether a collective response to the issue had been discussed by the LGA, and noted that any ministerial response would likely come from MHCLG. The Chairman suggested that it was time that a collective response or statement was made regarding the dissatisfaction with external audit delays.

 

RESOLVED

 

To note the Cabinet Work Programme.

32.

Overview & Scrutiny Work Programme and Update pdf icon PDF 194 KB

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.

Additional documents:

Minutes:

The DSGOS introduced the item and informed Members that the delays to financial reports previously mentioned would have a significant impact on the Committee’s Work Programme. As a result, the remaining items for July would consist of the Sheringham Leisure Centre Update, the Housing Strategy and potentially an update on the North Walsham Hight Streets and Heritage Action Zone (HAZ) Project. It was noted that Cllr V Holliday had also suggested that she could provide an update on ambulance response times, as Chair of a Parish Working Group monitoring the issue, which would address an additional outstanding Work Programme item. The CE stated that the Customer Services Strategy was also expected to come forward in July.

 

Questions and Discussion

 

       i.          The Chairman noted that whilst NHOSC did monitor ambulance response times, it was done at a county-wide level, whereas as the Coastal Parish Working Group focused specifically on rural areas of the North Norfolk Coast. It was proposed by Cllr A Varley and seconded by Cllr N Housden that an update on ambulance response times be added the Work Programme for the July meeting.

 

      ii.          Cllr S Penfold noted that there was a public consultation taking place in North Walsham regarding the HAZ project, and suggested that a July update would be timely.

 

     iii.          The Chairman referred to limitations placed on remote attendance for Members, and suggested that it appeared to be a disenfranchisement, given that presenting officers were able to attend remotely. The DSGOS replied that the current position following a change in legislation on 7th May, meant that fully hybrid meetings were not yet permitted, and that the legal opinion provided on the current legislation stated that all actively participating Members must attend the meeting in person. It was noted that some flexibility had been granted to allow officers to attend remotely, in order to create more space for Members whilst adhering to social distancing requirements. It was noted that other Councils had interpreted the legislation differently, and if necessary the Committee could ask that the MO reconsider the current position. The CE stated that the current position was in line with the Lawyers in Local Government (LLG) position, and noted that the Council would be responding to the Government consultation on hybrid meetings. It was noted that the current meeting was at capacity adhering to social distancing requirements, and any increase in numbers would be a breach of current legislation. The CE stated that with the extension of social distancing requirements into July, officers were asked to continue working from home where possible.

 

    iv.          Cllr V Gay stated that the current requirements for physical attendance placed unnecessary time constraints on Members that forced some Members to attend remote meetings from the office. The Chairman agreed and raised concerns about why officers could attend remotely, whilst Members were not permitted. The CE stated that if required, he could seek further advice from the MO on whether the legislation could allow further flexibility, but this had to take  ...  view the full minutes text for item 32.

33.

Exclusion of the Press and Public

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.”