Agenda and minutes

Venue: Council Chamber - Civic Offices

Contact: Hanna Taylor, Democratic Services Officer, Ext 3056, Email  Hanna.Taylor@woking.gov.uk 

Media

Items
No. Item

1.

Apologies for Absence

To receive any apologies for absence.

Additional documents:

Minutes:

Apologies for absence were received from Julie Fisher and Councillor Raja.

2.

Minutes pdf icon PDF 110 KB

To approve the minutes of the meeting of the Committee held on 15 June 2020 as published.

Additional documents:

Minutes:

RESOLVED

That the minutes of the meeting of the Committee held on Monday, 15 June 2019 were received, noting the comment below.

Woking Football Club & Associated Developments Task Group

 

The Chair confirmed that a request by the task group for resources to be available should the task group wish to take external advice was denied, and that this was then omitted from the terms of reference. It was confirmed that Mr Morgan was not aware of this at the time.

 

3.

Matters Arising from the Previous Minutes

To review and outstanding items from the previous minutes.

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Minutes:

Community Infrastructure Levy

 

Following a query raised, Ray Morgan, Chief Executive Woking Borough Council, confirmed that the Joint Committee had delegated authority to oversee the administration of the whole CIL money.

 

Since the last Overview and Scrutiny Committee meeting, the Chairman had received various correspondence regarding the neighbourhood CIL process, from member’s and residents, to which Mr Amoako confirmed he had started work on the flowchart detailing the process of requesting CIL funding and would feedback any comments to the next meeting of the Joint Committee.

 

Finance Task Group

 

Following Cllr Sanderson’s request for the Finance Task Group to conduct a review of the Council’s finances following the COVID-19 pandemic, it was confirmed that the item had been added to the agenda of the next Finance Task Group meeting.

 

 

4.

Urgent Business

To consider any business that the Chairman rules may be dealt with under Section 100B(4) of the Local Government Act 1972.

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Minutes:

There was no urgent business to discuss.

5.

Declarations of Interest

To receive declarations of disclosable pecuniary and other interestsfrom Members in respect of any item to be considered at the meeting.

Additional documents:

Minutes:

None.

6.

Surrey Police - Introduction of Detective Inspector & Anti-Social Behaviour Update

Reporting Person: Detective Inspector David Bentley

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Minutes:

The Chairman welcomed Detective Inspector David Bentley from Surrey Police, who provided a presentation to the Committee on anti-social behaviour issues within the borough, the work undertaken by Surrey Police and their visions for the future.

 

The current focus for Woking Police was community engagement, problem solving and partnership working.  On a positive note Inspector Bentley recorded only three incidents of ASB within the last month, and discussed the tools used to combat ASB in Woking.  The need for accurate and detailed information was encouraged when reporting incidents, to allow Woking Police to allocate resources effectively.  There had been increased presence online and in the community to encourage engagement with residents.

 

Inspector Bentley reported significant uplift in Neighbourhood Team resources, and praised the close working partnership with the Community Safety team at Woking. 

 

Members praised the positive work of Woking Police, following questions raised Inspector Bentley explained that partnership working is extremely effectively and discussed the importance of issues interlinked with both the work undertaken at Woking Borough Council and by the Police. 

 

When discussing the causes of ASB, Inspector Bentley advised he would share the “Public Health Approach in Policing” document, which drew attention to mental health and focuses on deprivation of residents.  Another issue raised was that those showing signs of ASB were from other areas outside the borough, but were however meeting in areas such as West Byfleet unfortunately, this was currently under investigation to help combat the issue.  The positive work of the drone was also noted, which had helped on various cases.

 

The Chairman thanked Inspector Bentley for his time and presentation.

7.

Woking Anti Social Behaviour Policy and Delegated Authority Request OSC20-014 pdf icon PDF 83 KB

Reporting Person: Julie Fisher

Additional documents:

Minutes:

Mr Morgan introduced the final version of the Anti Social Behaviour Policy and Delegated Authority Request report that was scheduled to go to the Executive on 16 July, and had been sent to the committee as a supplement.  The details of the changes were also sent to members of the Committee prior to the meeting, noting no changes were made to the policy itself.

 

Mr Morgan explained that the act required an update to align with the legislation with the work that was already put into practise by officers.  The updated policy would help to manage expectations and provide a clear direction to residents.

 

An issue of a possibly unregistered Home of Multiple Occupancy (HMO) property was discussed, it was advised that the landlord would need to be contacted in first instance, however to details would be shared with officers after the meeting to see if there was anything that could be done.

 

Concern was then raised by a member over the length of time taken to address noise issues within their ward, Mr Morgan praised the work of the Environmental Health team and was unaware of a complaint raised over this matter, and requested examples to be sent to him.

 

The report detailed that the delegated powers would sit with Mr Morgan as Chief Executive Officer of Woking Borough Council, as opposed to Julie Fisher due to her status and that lawyers were there to advise on the law.  The common practise for the Chief Executive to work alongside the Police on such matters was explained noting that decisions such as closure notices would be approached in consultation with Woking Police and each situation would be reviewed on a case by case basis, and there were escalation routes that could be used for if someone were to breach a notice, as an example.

 

Multi-agency partnership work was also being implemented, however not through this policy, that would look to assist with mental health and substance abuse concerns, and raising awareness with colleagues who have safeguarding experience.

 

The Community Safety Partnership Plan that was due to be received by Committee in March, however the meeting was cancelled due to the pandemic.  The rolling plan was still in draft form as the action plan was strained as a result of COVID-19 and therefore would be reviewed next year.  Members were advised that the plan was available to them should they wish to view it.

 

Following further discussion, Mr Morgan agreed to amend the wording under recommendation ii) at the meeting of the Executive on Thursday 16 July 2020.

 

 

RESOLVED

 

That the comments of the Members of the Overview and Scrutiny Committee be reported to the Executive.

 

 

 

8.

Pre-Scrutiny: Corporate Peer Review Feedback - OSC20- 018 (Report to Follow) pdf icon PDF 50 KB

Reporting Person: Ray Morgan

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Minutes:

Mr Morgan introduced the papers and noted the background to the Peer Challenges which were introduced when the regime of Corporate Assessments ceased, the Peer Challenge then occurred every three to four years independently reviewing the Councils arrangement and proposals.  The report detailed a positive outlook on the Council and also includes areas to improve on which would be expected from the review.

 

Members welcomed the report and discussed the recommendations.

 

The length of time it had taken for members to be able to view the Corporate Peer Review Feedback was raised, it was explained that the recommendations were reviewed by Corporate Management Group in January, however due to the COVID-19 pandemic, it unfortunately was not a priority during the reaction phase.  Mr Morgan apologised for the delay in distribution.  The report had recently been shared with Group Leaders but was not circulated more widely. 

 

Councillor Chrystie added that he felt there should be an ongoing review of the Councils arrangements and proposals rather than every three to four years, and also suggested that papers should always begin in Part I and only use the Part II function when most necessary, for a short period of time, to provide as much transparency as possible.  Mr Morgan explained the importance of Part II and that Woking Borough Council comply with the law and only put items in Part II when needed, and requested for Councillor Chrystie to continue the discussion outside the meeting and detail the items he was referring to. 

 

Concern was expressed over the future succession plans for three members of the Corporate Management Group, noting that due to their age they would likely retire within the next three years, the possible effects of this on the Council was discussed.  Mr Morgan advised that the planning process had been put on hold due to COVID, but there would be a series of member engagement sessions to determine members ambitions for the future, and would be picked up again in the Autumn.

 

The Chairman and Councillor Bond felt that political leadership was not mentioned and would like to see it addressed with a recommendation. 

 

Recommendation IV

 

Members encouraged the citizens panel to consult on developments and budget processes.  Following questions raised around the details of the panel, Mr Morgan advised how the panel would work and that it would be made up of approximately 1000 Woking residents to represent the borough.

 

Recommendation V

 

Members suggested that recommendation V needs to be strengthened, possibly by adding a summary to the Green Book.  Mr Morgan advised that the survey would take place to ensure needs were met and were able to understand the Councils financial position.  The Chairman felt that the survey should be circulated wider than members.

 

Recommendation VI

 

Members suggested more openness with Council subsidiary companies.

 

Recommendation VII

 

Following discussion Mr Morgan explained that the Director of Finance regularly reviews the budget setting and accounting, and that the debts are based on fixed long term assets.  Councillor Sanderson would like  ...  view the full minutes text for item 8.

9.

Next Steps regarding the Woking Football Club & Associated Developments Task Group Report and Recommendations OSC20-016 & OSC20-019 pdf icon PDF 59 KB

Reporting Person: Councillor D Hughes

Additional documents:

Minutes:

The Chairman introduced the paper that provided information on the recommendations from the previous meeting of the Overview and Scrutiny Committee.  The memo detailed the next steps in progressing the recommendations from the Woking Football Club & Associated Developments Task Group, including collaboration with the Overview and Scrutiny Committee and Standards and Audit Committee.

 

[Please note the error on page 22 in the last paragraph that should read Friday 19 June.]

 

The paper detailed some similarities that were identified from the Independent Sheerwater Scrutiny Panel from 2015/16, and would be used to support the report going to Council on 30 July.

 

RESOLVED

 

That the comments of the Members of the Overview and Scrutiny Committee be reported to Council.

 

10.

Work Programme pdf icon PDF 146 KB

Reporting person: Councillor D Hughes

Additional documents:

Minutes:

It was noted that the members were looking forward to receiving an update on the work undertaken in private by the Finance Task Group.

 

It was suggested to have an updated paper on the Flood Alleviation Plan as members were concerned about the plans put in place ahead of the flooding predicted for later in 2020. However due to the economic climate, all items in the Councils spending ambition were currently under review at this stage in order to protect services, and would be discussed at the Finance Task Group.

 

Resolved

That the Work Programme be noted.

11.

Performance and Financial Monitoring Information

To consider the current publication of the Performance & Financial Monitoring Information (Green Book).  Members are asked to bring their copy of the Green Book to the meeting.

 

Reporting person: Councillor D Hughes

Additional documents:

Minutes:

Following questions raised by Cllr Bond, it was agreed to email Mr Morgan detailing the concerns discussed in regards to the Housing and ThamesWey Budgets, with the response being shared with the Committee and Finance task Group if necessary.

12.

Task Group Updates pdf icon PDF 57 KB

To receive updates following the recent meeting of the Economic Development Task Group.

 

Reporting person: Councillor D Hughes

Additional documents:

Minutes:

The Chairman thanked Cllr Johnson on the Economic Development and Housing Task Group updates, which the Committee reviewed.  The Housing Task Group update was not included in the agenda as it was scheduled to go to the Committee on 14 September however as it was already drafted, the Chairman read out the report. For informational purposes, the report would be circulated with the minutes.