Agenda and minutes

To receive any apologies for absence from Members*.

*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they will be absent.

Apologies received from Councillor Makepeace-Browne who was substituted by Councillor Delaney.

The minutes of the meeting of 16 February 2021 are attached to be confirmed and signed as a correct record.

The minutes of the meeting of 16 February 2021 were confirmed and signed as a correct record.

To declare disclosable, pecuniary and any other interests*.

*Note: Members are asked to email Committee Services in advance of the meeting as soon as they become aware they may have an interest to declare.

Cllr Forster declared a non-prejudicial interest on item 9 on the Agenda, as a Hampshire County Councillor.

Anyone wishing to make a statement to the Committee should contact Committee Services at least two clear working days prior to the meeting. Further information can be found at  https://www.hart.gov.uk/sites/default/files/4_The_Council/Council_meetings/Public%20Participation%20leaflet%202020%20A4.pdf

None.

None.

This is a presentation on the implementation of the 2021 Census which will begin at the end of March.

Jeremy May the Census Engagement Manager from the Office of National Statistics attended to present the implementation of the 2021 Census. The presentation explained how the Census is a snapshot of a time in society covering housing, healthcare, education, and transport and 2021 being the first year that the Census is done digitally. Members were advised how The Office of National Statistics has been raising awareness of the Census using local news, radio and local authorities covering deadlines, support centres and field staff help that is available.

Members were informed that the Census media has expressed that invitations are by letter only and that if any Hart residents had not received an invitation letter, they should get in touch with the Census Contact Centre. The Committee had concerns with Census scams and were rest assured that all Field Officers will carry a unique ID number when making door to door contact. All data collected would be checked and validated over the following year for accuracy and kept anonymous for 100 years.

The Committee were updated on the action plan from the Climate Change Working Group and the Council’s corporate objective to build pathways to net zero omissions. As there is no budget at present for funding the actions it was suggested that the action plan is incorporated as a consideration into service plans.

The Working Group is working on making conscious decisions on how best to achieve carbon efficiencies and its long term plan.

Members asked for clarification on:

·       Energy efficient waste vehicles being trialled by Serco in urban areas.

·       Working closely with Everyone Active to minimise emissions.

·       Specific targets with firm dates.

Head of Environment and Technical to attend to discuss service performance.

The Head of Environment and Technical Services, John Elson, attended to discuss service performance and highlighted the resilience of staff working through three lockdowns, and how Hart has continued to deliver all services in accordance with agreed Key Performance Indicators (KPIs). New areas being focused on are supporting the COVID-19 response team with lateral flow testing and the Climate Change Working Group.

Focus was made on the success of the Edenbrook bike track, continued work on the potential transfer of the Joint Waste Client Team arrangement, and CCTV service. After requests, Mr Elson agreed to circulate links to the joint waste client team report on our website.

Councillors thanked Mr Elson for his comprehensive summary update and thanked him for the hard work and support of his team.

ACTION

The Head of Environment and Technical Services to circulate to Members the link to the draft FUTURE ARRANGEMENTS FOR THE JOINT WASTE CLIENT TEAM AND INTER AUTHORITY AGREEMENT report.

 Joint Waste Contract Cabinet ReportApril21v2_0.pdf

To note the costs incurred by the Council in implementing and then securing the removal of the Fleet Road pedestrianisation scheme. 

Members noted the costs incurred by the Council in implementing and then securing the removal of the Fleet Road pedestrianisation scheme. The Chief Executive explained that the report is a factual statement of costs incurred. The report was not intended to be a commentary on the merits of the scheme or how it was implemented and then removed. The report was for noting only.

Members discussed:

·       Officer’s time to be included in the costs with assistance from the Section 151 Officer.

·       Funding from the Reopening High Street Grant of £86K from the MHCLG used for bay closures and social distancing.

·       Further clarification of the provisional costs was requested, and these will be sent out by the Joint Chief Executive.

·       The EM3 LEP withdrawal of its funding as the scheme was withdrawn early (but Officers renegotiated £24K which has been agreed).

·       The M3LEP funding for the Fleet Town Centre to Fleet Station cycle scheme was also lost when the Fleet Road pedestrianisation was withdrawn.

·       Traffic monitoring and management costs were made by HCC and paid directly by County Council and these are going towards the department of transport project costs.

·       Confirmation was given that Fleet Town Council and Fleet Bid both contributed £10K but that these contributions would not now be pursued.

·       Competitive process selection was carried out for suppliers and local companies were used where possible within timescales available.

·       The large planters have been given to Fleet Town Council for a contribution of £5K.

·       The Chairman requested that the original motion to the September 2020 Council be append to these minutes.

·       HCC incurred the costs of the Traffic Management for the scheme which are not included.

ACTION

(i)    The Joint Chief Executive to circulate a note to the Committee and reconcile the detailed costs with previous transparency reports.

(ii)   The original motion to the September 2020 Council be appended to these minutes

To consider the draft Service Plans for 2020/21 as set out in Appendix 1 of this report.

Overview and Scrutiny Committee considered the draft Service Plans for 2021/22 as set out in Appendix 1, having regard to the agreed Budget for 2021/22 and made the following recommendations to Cabinet as appropriate.

Members asked for clarification on:

·       The Uniform Project, which is a database run by the data team as a background system for planning, licensing, and environmental health to ensure work is done in the most effective way.

·       Winchfield updating their Neighbourhood Plan.

DECISION – Recommendation to Cabinet

That, subject to more detailed information being provided in the resourcing charts for both Place and Environmental & Technical Services, the draft Service Plans 2021/2022 be adopted by Cabinet.

To consider and review the draft Environmental Health & Licensing Enforcement Plan.

The Committee considered and reviewed the draft Environmental Health & Licensing Enforcement Plan.

RECOMMENDATION

That the draft Environmental Health & Licensing Enforcement Plan was endorsed for adoption by Cabinet.

To highlight the progress made against the Council’s Equality Objectives 2017-2021.  To seek Overview and Scrutiny Committee’s comments on the proposed Equality Objectives for 2021-23.

Members were presented with highlights of the progress made against the Council’s Equality Objectives 2017-2021 and the Overview and Scrutiny Committee’s comments were requested on the proposed Equality Objectives for 2021-23.

RECOMMENDATION

That, subject to any suggested amendments, Overview and Scrutiny Committee recommended to Cabinet the adoption of the Equality Objectives for the period 2021-2023.

To update the Committee on the Council’s performance indicator results for the third quarter of 2020/2021 (1 October 2020 – 31 December 2020).

Members were updated on the Council’s performance indicator results for the third quarter of 2020/2021 (1 October 2020 – 31 December 2020). The report was for noting only.

Members asked for clarification on:

·       Trend indicators to be consistent with a requirement for benchmarks and targets across KPIs.

·       Confirmation was given that we will meet legal requirements for audit purposes for 2021.

·       H02 and H04 increase noted.

·       ET04 rise in complaints for littering.

·       KPIs and measurable outcomes to be scrutinised. Request to set up a cross party working group for KPI targets.

ACTION

A small informal cross party working group of Committee be set up to review the number and purpose of KPIs.

As part of the Council’s governance framework, it is essential that it identifies and manages risk that it is exposed to.  The Council has a Corporate Risk Register which should be reviewed by management on a regular basis and reported to members to provide assurance that appropriate arrangements are in place to mitigate identified risks.

As part of the Council’s governance framework, it is essential that it identifies and manages risk that it is exposed to. Members were asked to review the Corporate Risk Register which is reviewed by management on a regular basis and reported to members to provide assurance that appropriate arrangements are in place to mitigate identified risks. The report was for noting only.

The Cabinet Work Programme to be considered.

The Cabinet Work Programme was considered and the draft Environmental Health & Licensing Enforcement Plan to be added to April.

The Overview and Scrutiny Work Programme to be considered and amended.

The Overview and Scrutiny Work Programme was considered and noted, and Members were advised that there will be a presentation on employment and skills work by St. Edwards, Hartland Park at next months’ meeting and all Councillors were encouraged to attend.

ACTION

Subject to any final report to Cabinet in April on possible changes to the Joint Waste Contract, Members of the Committee will be asked to provide written comments to the Chairman so that the Chairman can convey the views of Committee to Cabinet.