To confirm the record of the meeting of the Places Scrutiny Panel on 7 April 2016.     (previously circulated)

The Record of the Meeting of the Places Scrutiny Panel held on 7 April 2016, copies of which had been previously circulated were confirmed as a correct record and signed by the Chairman.

In accordance with the Regulations, Members are invited to declare any personal or prejudicial interests they may have and the nature of those interests in respect of items on this Agenda and/or indicate if Section 106 of the Local Government Finance Act 1992 applies to them.

To receive any petitions, deputations and questions received from Members of the Public in accordance with the provisions of Procedure Rule 217.

The total time allowed for this item shall be 30 minutes.  Petitions, declarations and questions shall be dealt with in the order in which they are received.  Question may also be submitted at short notice by giving a written copy to the Committee Administrator 15 minutes before the start of the meeting.

The total time allowed for questions at short notice is 15 minutes out of the total time of 30 minutes.  Any petitions, deputations and questions that have been submitted with prior formal notice will take precedence over questions submitted at short notice.  Any questions that are not considered within the time limit shall receive a written response after the meeting and be the subject of a report to the next meeting.

No petitions, deputations or questions had been received.

To consider any questions with notice from Members received in accordance with the provisions of Procedure Rule No. 219 and No. 219A.

No questions with notice had been received from Members.

To consider any Notices of Motion from Members submitted in accordance with the provisions of Procedure Rule No. 220.

No notices of motion had been received from Members.

To consider any matter referred to the Panel for a decision in relation to call in of a decision which relates to this Scrutiny Panel’s remit and items on this Agenda.

No matter had been referred to the Panel for a decision in relation to call-in of a decision in accordance with Procedure Rule 206.

To receive Report No. 109/2016 from the Director for Resources.

(Previously circulated under separate cover.)

Report No. 109/2016 from the Director for Resources was received.

The Portfolio Holder, Mr Mathias, introduced the report, the purpose of which was to inform Cabinet of the draft outturn figures (subject to audit) for the financial year 2015/16 and provide an update on the status of the 2016/17 budget.  In reporting the outturn, Cabinet and where necessary Council was being asked to carry forward some budgets to 2016/17, put aside some additional funding in earmarked reserves and agree an increase in ceilings on the Insurance and Legal earmarked reserve.

The following points were raised during discussion:

i)             The reduction in the Road Maintenance budget from £1,011,500 (2015/16) to £827,500 (2016/17) reflected the savings requested to assist the Medium Term Financial Plan (MTFP).  Members were advised that the Department for Transport had increased the amount of the Highway Grant resulting in more capital funding, with less funding from revenue.

ii)            That the additional Government grant for the permanent repair of potholes is subject to a condition preventing this approach.

iii)           That the outturn for 2015/16 was approximately £150,000 over budget as more waste than expected had been generated.  The Council was currently retendering some contracts including the high volume dry mix recycling contract and green waste contract.  The contract rates would determine the impact on the outturn for the current financial year.

iv)           Members were advised that the Council received revenue from the civic amenity sites for scrap metal and this was included in the waste management cost centre.  This cost centre had a large overall net expenditure as it includes the cost of all waste sent for incineration.

v)            That following the recent Referendum there was no closure of European funding streams at present, with funding in place to 2018; new projects were still being considered as the United Kingdom would remain a full partner until Section 50 was implemented.

vi)           Members were advised that Oakham Town Council was undertaking its own survey of the Kilburn Road Cemetery and the transfer would not take place before the results of the survey were received.  Rutland County Council (RCC) was ready to undertake the transfer subject to the legal paperwork being agreed and signed.

vii)         Members were informed that RCC was providing its own transport to cut the journey time for students from the southern villages.  The possibility of using the Call-Connect scheme was being looked into.

AGREED:

1.    That the Panel NOTED the contents of Report No. 109/2016.

To receive Report No. 104/2016 from the Chief Executive.

(Previously circulated under separate cover.)

Report No. 104/2016 from the Chief Executive was received.

The Portfolio Holder, Mr Hemsley, introduced the report, the purpose of which was to report to Cabinet on the Council’s performance for 2015/16.

The following points were raised during discussion:

i)             That consideration could be given to the possibility of generating energy to Oakham Enterprise Park, rather than feeding into the National Grid.  Members were advised that the process would need to be co-ordinated with the next phase of general regeneration of the site.

AGREED:

1.    That the Panel NOTED the contents of Report No. 104/2016.

To receive Report No. 132/2016 from the Chief Executive.

Report No. 132/2016 from the Chief Executive was received.

Mr Mathias introduced the report the purpose of which was to provide the Scrutiny Panel with the opportunity to be consulted on the Corporate Plan and to feed back to Cabinet any comments as part of the consultation process.

The following points were raised during discussion:

i)             That the Council was not looking at the disposal of its assets at this time merely revaluing its assets.  Should opportunities to secure additional assets arise in the future a further review would be undertaken.

ii)            Members felt that the chart providing the breakdown of the workforce against Full Time Equivalent employees (FTE) was misleading and unclear.

iii)           Members were advised that the latest roll out of Fibre broadband would also include taking fibre direct to premises.

iv)           RCC believed the creation of 300 jobs per annum was achievable, especially as the Council was looking to develop Oakham Enterprise Park and with the new builds in the future that there was likely to be that growth.

The Chairman, Mr Lammie, reminded Members that they were able to comment individually.

AGREED:

1.    That the Panel NOTED the Draft Corporate Plan (Appendix A to Report No. 132/2016).

To receive Report No. 139/2016 from the Director for Places (Development and Economy)

Report No. 139/2016 from the Director for Places (Development and Economy) was received.

The Chairman, Mr Lammie, informed Members that Council was looking to undertake a different approach to Scrutiny, with policy creation; looking to bring forward areas without policy for the Panel to look at, consider and work on.  Three issues had been highlighted within the Places Directorate.  The proposal was to look at one area over a one year cycle with a firm policy being in place by the 2017 summer meeting of this Panel.

The Director for Places (Development and Economy), Mr Phillipson, introduced the report the purpose of which was to consider how the Places Scrutiny Panel should engage in the development of policies for neighbourhood plans, refugee housing and fairness in localism.

The following points were raised during the discussion:

i)             That there was a need for a Neighbourhood Plan policy given the complexities emerging.  There was a realistic requirement for a working group to look at policies and governance requirements to overlay over existing policies; giving a clear steer around policy where not already picked up; to guide on existing and future Plans and look at directives around RCC existing policies providing a prospective of these.

ii)            That Rutland had engaged in the Syrian Vulnerable People Relocation (SVPR) Scheme and was likely to receive its first refugees in December.  Rutland did not have a clear policy therefore there was a need to review the process.  Funding had been increased by the Government with changes to the Immigration Act allowing the redistribution of unaccompanied asylum seeking children.  Under the SVPR Scheme Rutland was working with surrounding local authorities and in particular with Leicester City to outsource their services.

iii)           That there were a number of services delivered by RCC or parish/town councils where there was disparity across the county.  There was a need to local at more broadly and approach parishes to ascertain a more appropriate level of service in the area.

Following a detailed discussion Members agreed to focus on Neighbourhood Plans. 

Aim: Policy to work across all Neighbourhood Plans, existing and future; to correlate Neighbourhood Plans and the Council’s existing policies and how these should be prioritised to create a structured local Neighbourhood Plan in accordance with the Local Plan Framework whilst retaining the community’s aspirations.

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8.23pm Mr Dale left the meeting and did not return.

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Deadline: Summer 2017 meeting. Policy to be brought to this Panel.

The Director for Places, Mr Phillipson confirmed that there would be full officer support, with immediate effect.

Sub Group to set the Terms of Reference and look at data to fulfil scope.  Terms of Reference to be brought to the September meeting of this Panel.

Working Group: Mr Bird, Mr Lammie, Mr Mann, Mr Oxley and Mr Stewart.

Working Group meeting date would be confirmed by email correspondence.

AGREED:

1.    To consider the Terms of Reference and scope of a Neighbourhood Plan Policy and how it should be developed.

2.  ...  view the full minutes text for item 122.

To consider Scrutiny issues to review.

Copies of the Forward Plan will be available at the meeting.

Agenda items for the meeting to be held on Thursday 15 September 2016:

i)             Home to School Transport

ii)            Quarterly Reports

iii)           Neighbourhood Plan Policy Group

Members requested that the Panel would receive updates on the other two policies: Refugee Housing and Fairness in Localism.

Future agenda items:

i)             Highway Asset Management Plan

ii)            Signs Policy

The Chairman, Mr Lammie, advised Members that the Chief Executive, Mrs Briggs, and the Scrutiny Commission were looking at the structure of Scrutiny Panel meetings to enable Panels to undertake more effective scrutiny of key documents.  The Chief Executive would be consulting with Scrutiny Panel Chairs about the framework in August 2016.

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8.30pm Mr Stewart left the meeting and did not return

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To receive any other items of urgent business which have been previously notified to the person presiding.

There was no urgent business.

Thursday 15 September 2016, 7.00pm

Thursday 15 September 2016, 7.00pm