Agenda and minutes

To approve as a correct record the Minutes of the meeting of the Commission held on 24^th February 2015.

The Minutes of the meeting held on 24 February 2015 were approved as a true and correct record and signed by the Chairman.

To remind Members of the need to record the existence and nature of any Personal, Disclosable Pecuniary or other interests in items on the agenda, in accordance with the Members’ Code of Conduct.

Councillor Mike Johnston declared an interest in Agenda Item(s) 6, but reported that, as his interest was personal and not prejudicial or a disclosable pecuniary interest, he determined to remain to take part in the debate and vote on the matter.

To receive an update on actions following the previous Commission meeting.

Members considered the responses contained within the report.

Resolved that:

·         The report was noted.

Purpose: To advise the Commission of items to be considered by West Berkshire Council from 18 March to 30 June 2015 and decide whether to review any of the proposed items prior to the meeting indicated in the Plan.

The Commission considered the West Berkshire Forward Plan (Agenda Item 5) for the period covering 18 March to 30 June 2015.

Resolved that:

·         The Forward Plan was noted.

Purpose: To receive new items and agree and prioritise the work programme of the Commission to April 2016.

(Councillor Mike Johnston declared a personal and prejudicial interest in Agenda item 6 (Urgent Item – A339 Corridor – DfT Challange Fund Bid) by virtue of the fact that he was working on a contract basis for the DfT, however his role was with rail and as such not a conflict with the DfT challenge fund.  As his interest was personal and not prejudicial or a disclosable pecuniary interest, he determined to remain to take part in the debate and vote on the matter.)

Councillor Brain Bedwell drew Members’ attention to item OSMC 12/149 (Newbury Town Centre Parking). He stated that the topic found support from Members following consideration at a previous meeting. Councillor Bedwell proposed that Officers would draft a scoping document if Members deemed a review as beneficial. Members agreed that a review should take place and that it should be scheduled for further discussion following consideration of the proposed scoping document.

Councillor Bedwell introduced an Urgent Item to the Commission (A339 Corridor – DfT Challenge Fund Bid) and invited Mark Edwards to provide further information to the Commission. Mark Edwards advised that the item needed to be considered at the next Executive meeting, scheduled for 23^rd April. As the 28 day requirement for reports to the Executive had not have been met, in order for it to be considered as an urgent item. He was required to give notice to the Commission of the item, its purpose and why it needed to be considered urgently. Members would then have the opportunity to consider whether the item required scrutiny, although this would need to take place before the Executive meeting.

Members heard that the Highways and Transport service had been successful in securing £5.6m of funding to improve the A339 corridor from J13 to the Hampshire boundary (to include resurfacing, bridge maintenance and junction improvements). Confirmation was received from the DfT on 24 March 2015 and the report, which would be considered by the Executive, sought approval for the addition of £5.6m to the Highways and Transport Capital Programme.

David Lowe reminded Members that the item was not on the Forward Plan and that they were requested to consider the need to conduct scrutiny ahead of the Executive meeting. 

Councillor Emma Webster suggested that the Commission should not impede the item’s progress as there was no apparent need to conduct scrutiny ahead of the Executive meeting. Members supported the item and collectively congratulated the service for their success in securing the additional funding. Councillor Brain Bedwell endorsed Members’ comments.

Councillor Roger Hunneman introduced the Suggested Topic for Scrutiny which he had submitted – whether the Council was properly discharging its responsibilities to those receiving 'Supported Living' with Mental Health Services. He explained that there had been recent reports in the press of apparent neglect of clients in receipt of 'supported living' services provided by Creative Support on behalf of the Council. He asked that an investigation took place into whether the Support Tasks described in  ...  view the full minutes text for item 91.

Purpose: To consider the item proposed for a Councillor Call for Action (Hildens Drive Tilehurst car park).

Councillor Emma Webster introduced the topic to Members and referred to her letter dated 24 February 2015 which mentioned the issues regarding a privately owned car park along Hildrens Drive, Tilehurst.

She advised that the land appeared neglected which had led to numerous concerns being raised by local residents and business for many years. The car park was a notorious dumping ground for abandoned goods and unwanted waste. The site had been cleared on numerous occasions by Council contractors following concerns being raised with the Environmental Health Team. Councillor Webster advised that every effort had been made to reclaim the cost of clearing the site but this was resource intensive or delayed due to difficulties communicating with the landowner.

Every effort had been made to address the concerns over the past decade: letters had been sent from the Tilehurst Parish Council and local Members; issues had been raised with the Kennet and Thames Vision meeting; meetings had taken place with local shop owners; and residents and discussions had taken place with Council Officers.

Councillor Webster suggested that, if the item was approved for further investigation, the Commission would benefit from meeting with three key groups in order to fully appreciate the issues surrounding the site and conduct a fully comprehensive review. These were:

·         The Parish Council, due to their historic involvement and efforts taken to address the issues;

·         Neighbourhood Wardens due to their frequent attendance at the site and knowledge of the problems experienced in the locality;

·         A representative from the businesses adjacent to the site.

Members heard that the Councillor Call for Action could help resolve the issue by reviewing the options available to ensure the problems did not continue.

In response to questions asked by the Commission, Councillor Webster advised that it was not certain whether the car spaces were allocated to the nearby shops but it was believed to be the case – records could not be located to clarify at this stage.

Nick Carter explained that a similar situation occurred at Underwoood Road, Calcot and, through the support of the Councillor Call for Action, the situation was addressed and fully resolved. He suggested that Officers considered the options available and provided the Commission with a proposed plan.

Councillor Bedwell endorsed the proposal which found full support from the Commission.

Resolved that:

·         Officers would consider the options available to the Council to address the issues experienced at Hilden’s Drive and present a draft plan to the Commission for consideration.

Purpose: To consider any petitions requiring an Officer response.

Purpose: To monitor the performance levels across the Council and to consider, where appropriate, any remedial action.

(Councillor Jeff Brooks joined the meeting at 19:10)

Catalin Bogos introduced the report to the Commission concerning Quarter 3 Performance Reporting. The report appraised progress against a basket of 52 key accountable measures and activities aligned to the objectives set out in the Council Strategy. Of the 52 reported measures, outturns were available for 45 at the time of publication.

·                     36 were reported as ‘green’ – or were on track to be delivered / achieved by year end.

·                     7 were reported as ‘amber’ – or behind schedule, or still anticipated being delivered / achieved by year end.

·                     2 were reported as ‘red’.

The 7 measures reported as amber were:

Children and young people

·         Child Protection cases which were reviewed within required timescales

Older people and vulnerable adults

·         Proportion of repeat safeguarding referrals through the monitoring and review of protection plans

·         Level of delayed transfers of care from hospital and those attributable to social care from acute and non-acute settings

·         % of people accessing a housing related support service who have been assessed as needing support who go on to achieve economic wellbeing by improving debt management skills

Infrastructure

·         Bring 80 empty homes back into use for by 31/03/15 using the Council’s framework for engaging with identified empty home owners

Community Safety

·         Work with the Environment Agency and other partners to deliver flood alleviation scheme in Eastbury

Working with schools

·         The number of schools judged good or better by Ofsted under the new Framework

The 2 measures reported as red were:

Community safety

·         Work with the Environment Agency and other partners to deliver flood alleviation scheme in Purley (Already reported at Q2)

Working with schools

·         KS1-2: Proportion pupils making 2+ levels of progress in Writing

Members were advised that, overall, a higher proportion of measures and activities were reported as green (expected to achieve the end of year targets) compared to performance levels reported for quarter 2, fewer measures were reported amber and only one additional measure was reported as red (exception report included).  

Councillor Mike Johnston highlighted the Purley Alleviation Scheme performance measure and stated that the RAG status was misleading. He acknowledged that the scheme did not meet the target due date but stressed that the scheme was completed nonetheless. Councillor Johnston challenged the appropriateness of measuring single projects in the current format.

Nick Carter explained that the target was set to enable a reflection of progress to date. However, discussions would take place to consider alternative reporting formats for individual schemes going forward. He stressed that flood alleviation schemes were a key focus for the Council following the effects of adverse weather 2013/14 and individual project measurements provided testimony to the Council’s ongoing priority. Members were reminded that the vast majority of KPIs were measured over the course of the year but on occasion it was deemed appropriate to measure single projects with specific deadlines.

Councillor Roger Hunneman asked whether the KPIs could include national statistics for the purpose of benchmarking. Catalin Bogos advised that, where possible, national  ...  view the full minutes text for item 95.

Councillor Brain Bedwell proposed that the next meeting was postponed due to its proximity to the Elections. The proposal was supported by the Commission.

Member’s acknowledged and thanked Councillor Bedwell for his ongoing support and loyalty during the course of his period as Chairman. Councillor Jeff Brooks conveyed his deep appreciation for the manner in which Councillor Bedwell conducted the Commission, ensuring that fairness and service to local residents remained the key focus throughout.

Councillor Bedwell gracefully received the comments of appreciation and stated that he had thoroughly enjoyed his role as Chairman and he believed the Commission contributed positively towards Council functions. Councillor Bedwell conveyed his appreciation for the ongoing support received from Members, Officers and specifically David Lowe.