The Chairman will advise the meeting of the evacuation procedures to follow in the event of an emergency.

The Chairman drew attention to the evacuation procedure.

To approve the Minutes of the Meeting held on 17 March 2016 (Minute Nos. 608 - 616) as a correct record.

The Minutes of the Meeting held on 17 March 2016 (Minute Nos. 608 – 616) were taken as read, approved and signed by the Chairman as a correct record.

Councillors should not act or take decisions in order to gain financial or other material benefits for themselves or their spouse, civil partner or person with whom they are living with as a spouse or civil partner.  They must declare and resolve any interests and relationships.

The Chairman will ask Members if they have any interests to declare in respect of items on this agenda, under the following headings:

(a)          Disclosable Pecuniary Interests (DPI) under the Localism Act 2011.  The nature as well as the existence of any such interest must be declared.  After declaring a DPI, the Member must leave the meeting and not take part in the discussion or vote.  This applies even if there is provision for public speaking.

(b)          Disclosable Non Pecuniary (DNPI) under the Code of Conduct adopted by the Council in May 2012.  The nature as well as the existence of any such interest must be declared.  After declaring a DNPI interest, the Member may stay, speak and vote on the matter.

(c)          Where it is possible that a fair-minded and informed observer, having considered the facts would conclude that there was a real possibility that the Member might be predetermined or biased the Member should declare their predetermination or bias and then leave the room while that item is considered.

Advice to Members:  If any Councillor has any doubt about the existence or nature of any DPI or DNPI which he/she may have in any item on this agenda, he/she should seek advice from the Director of Corporate Services as Monitoring Officer, the Head of Legal or from other Solicitors in Legal Services as early as possible, and in advance of the Meeting.

No interests were declared.

The Committee is asked to consider the Performance Monitoring Report.

The Chairman welcomed the Deputy Cabinet Member for Finance and Performance, the Policy and Performance Manager and the Business Improvement Officer to the meeting.  The Deputy Cabinet Member for Finance and Performance introduced the quarterly portfolio-based balanced scorecard performance reports for the third quarter (October-December 2015). He provided an overview of the Corporate Health scorecard and highlighted the reduction in complaints received over the quarter.

In response to a question from a Member regarding the increase in short-term sickness against the decrease in long-term sickness, the Deputy Cabinet Member for Finance and Performance advised that this was a regular trend in the third quarter, and some long-term sickness employees had returned to work but still had days off sick. The Chairman asked what measures were being taken to address this tendency and whether some sickness was stress-related?  Members were advised that all sickness was checked by Human Resources (HR), return to work interviews were carried out, phased return to work was implemented, and that HR worked closely with returning employees.   The Policy and Performance Manager agreed to circulate the specific information to Members relating to stress-related sickness. 

Members made no comment on the Community Safety and Health balanced scorecard report for 2015/16 Quarter Three.

Members considered the Environmental and Rural Affairs balanced scorecard report for 2015/16 Quarter Three.  A discussion ensued and Members made the following observations regarding the cleanliness of the Borough:

·        Concern in the deterioration of street cleansing;

·        Litter on the A249 was a particular problem;

·        Suggested educating residents and publicising in different languages;

·        Litter discouraged visitors to the area;

·        Suggested young offenders could assist on community work projects;

·        Attitude and behaviour towards litter dropping of some people in the Borough;

·        Difficulty in disposing of larger items;

·        Fly-tipping in areas encouraged others to tip in the same area;

·        The success of the “Clean for the Queen” project and encouragement of further similar projects, facilitated by Swale Borough Council;

·        Encouragement in schools and community organisations in cleaning projects;

·        Penalties on businesses such as food outlets if rubbish was not cleared;

·        Use of evidence from cameras to prosecute offenders;

·        Publicising successful prosecutions more widely;

·        Encouragement in the use of waste facilities;

·        Use of underspend in budget to clean the Borough.

 The Policy and Performance Manager suggested Members could consider a review of litter in the future and Members agreed.  A Member suggested inviting a representative from the Highways Agency to a future review meeting.  The Chairman reminded Members that invited guests, including invited Members, should be fully engaged with at Scrutiny meetings.

Members made no comment on the Finance and Performance combined balance scorecard report for 2015/16 Quarter Three.

Members considered the Housing balanced scorecard report for 2015/16 Quarter Three.

A Member raised strong concerns on the year-on-year deterioration rate for the number of affordable homes delivered, households living in temporary accommodation and long-term empty homes brought back into use. He considered that Swale Borough Council were not doing enough and suggested the Cabinet Member for Housing and Wellbeing should  ...  view the full minutes text for item 730.

The Committee is asked to consider the Draft Overview and Scrutiny Annual Report 2015/16.

The Policy and Performance Officer introduced the report which set out the draft Overview and Scrutiny Annual report 2015/16.  He explained that the Committee was required by its terms of reference to report annually to Full Council on its work and outlined the Committee’s powers and terms of reference.  The Policy and Performance Officer highlighted the reviews carried out in 2015/16, drew attention to Appendix 1 on page 34 and welcomed Members’ views.

The Chairman thanked the Policy and Performance Officer for his comprehensive report.

A Member suggested the following changes to the report:

Page 19, item 3.2 to read “……Committee’s work which should be shared...” and “...on the Council’s website and other social media and press releases.”

Page 21 – a brief explanation of how Overview and Scrutiny operates differently from other Council Committees to be added.

Page 26, item 2.2 to read “…..since May 2015.”

Page 29 – additional bullet point “funding of SBC by growth in tourism”

Resolved: 

(1)          That the draft Overview and Scrutiny Annual Report 2015/16 be agreed subject to the amendments agreed and submitted to Full Council for consideration.

The Committee is asked to review the updated log of recommendations.

The Policy and Performance Officer introduced the report and highlighted that a number of recommendations had been made over the years and the current report showed only the outstanding items, all of which related to last year’s review of Mid Kent Improvement Partnership Governance and Communications.

Resolved:

(1)          That the report be noted.

The Committee is asked to consider updates on other reviews:

·        Development Management;

·        Leisure and Tourism;

·        Housing Services.

The Chairman invited the coordinators of each review to provide an update.

Leisure and Tourism

The Lead Member for the Leisure and Tourism review advised that good progress had been made.  Questionnaires had been sent out to organisations but only eight responses had been received.  Little response had been received from accommodation providers and this would be pursued.  Eight visits had been made to organisations and visits to similar Authorities had been arranged.  The Task and Finish Group were due to meet in two weeks to analyse information and major differences had already been noted in Faversham, Isle of Sheppey, Sittingbourne and the rural areas.  Issues of infrastructure in Swale were the most common theme.

Development Management

Councillor Beart had been co-opted onto the Task and Finish Group and the Chairman invited him to update the Committee.  Councillor Beart advised that they had met with the Head of Development Services and the Development Manager.  Working practices at other Boroughs and delegation rates had been compared; representations from Parish and Town Councils and the content and detail in Planning Committee reports from consultees discussed.  Visits to other authority’s Planning Committees were planned and the group was waiting to receive further information from the Head of Development Services and the Development Manager.

Housing

The Lead Member for the Housing Task and Finish Group was absent from the meeting and a Member from the group advised that scoping had been carried out and the group were keen to progress.  The Policy and Performance Officer offered his assistance with the group and Councillors Koffie-Williams and Clark offered their assistance in the review. The Chairman suggested the Leadership of the Task and Finish group may change in order for the group to progress the review.

The Policy and Performance Officer will update the Committee verbally on the Work Programme 2016/17.

The Policy and Performance Officer gave a verbal update on the Work Programme 2016/17.  He advised that due to the lack of progress made on the three reviews which the Committee agreed last year under item 8 of the Agenda, the Chairman had agreed to postpone the report to a future meeting. 

A Member suggested that the three current reviews should be completed by September 2016 and that ideas for new topics should be made by Scrutiny Committee Members but informed by any suggestions made by Strategic Management Team and Cabinet Members.

The following topics were suggested to review in the future:

·        Street cleansing;

·        Regeneration update;

·        Mid Kent Improvement Partnership update;

·        Management of troubled families;

·        Safeguarding.

Members were encouraged to submit their suggestions of reviews to the Policy and Performance Officer to circulate.

The Committee is asked to consider the Forward Plan with a view to identifying possible items for pre-decision scrutiny.

The Policy and Performance Officer advised that the Forward Plan was a list of all decisions to be taken by Cabinet and was published by Democratic Services on the first of each month. Members went through the Forward Plan page by page.  

Members sought further clarification on the items ‘Payment Services Contract’ and ‘Improvements to the A2500’ Lower Road on page 2 and asked if the CCTV Effectiveness Review item on page 6 could be called-in again as the previous call-in referred to the method of review not the results of the review? The Policy and Performance Officer agreed to investigate and provide a response.  The Cabinet Member for Safer Families and Communities advised that changes had been made after the previous call-in of the CCTV Effectiveness Review report and all Members could attend the Cabinet Meeting when the item was discussed again.

It was noted that the date of the Swale Joint Transportation Board meeting had changed to 4 July 2016 on page 7, and further detail was sought on the meaning of Award of Merchant Services Contract on page 8.

A Member requested that the Policy Development and Review Committee should consider the changes to the MKIP collaboration agreement as detailed on page 8 and another Member highlighted the addition of ‘Key’ in the Key Decision column on the Minutes of the Local Development Framework Panel on pages 11 and 17.

Members noted the Forward Plan.