Agenda and minutes

The Chair welcomed everyone to the meeting.

Apologies for absence were received from Councillors Peter Clark, Lynda Guy and Carolina Veres.

There were no declarations of interest.

To approve as a correct record the minutes of the meetings of the Overview and Scrutiny Committee held on 19 March 2024.

It was RESOLVED that the minutes of the meeting of the Overview and Scrutiny Committee held on 19 March 2024 be approved as a correct record and signed by the Chair.

To note the Terms of Reference as agreed at Annual Council on 22 May 2024.

A Member asked a question regarding changes made to the Terms of Reference compared to the previous year. The Scrutiny Officer confirmed that there had been no changes.

It was RESOLVED that the Terms of Reference for the Overview and Scrutiny Committee, as approved at the Annual Council meeting held on 22 May 2024, be noted.

To consider the Committee’s Work Programme for 2024/25.

The Committee considered a report in respect of its Work Programme for 2023/24.

The Chair introduced the Work Programme and advised the Committee that the programme consolidated discussions from the Committee meeting in February 2024 and outlined the planned areas of focus for the year.

The Chair noted that the timetable would depend on the size of meeting agendas, with particularly heavy agendas anticipated for July and September. An effort would be made to schedule items on lighter agendas but there was potential for additional meetings to be required.

The Strategic Director (CF) highlighted an amendment under Statutory Budget & Policy Framework Items where the HRA and Rent Setting and Budget Options items should have read 2025/26.

A Member asked a question regarding the YourSay Councillors Complaints System item listed under Scrutiny Review items. The Strategic Director (CF) responded that the new complaint system would see improved functionality for reporting and information flow between residents and the Council. This system aimed to address previous issues raised by councillors and to meet new housing standards.

It was RESOLVED that the Overview & Scrutiny Committee Work Programme for 2024/25, as set out in the agenda, be noted.

To consider the following Part I Decisions of the Cabinet taken on 5 June 2024:

2. MINUTES - 13 MARCH 2024

3. MINUTES OF OVERVIEW & SCRUTINY AND SELECT COMMITTEES

4. LOCAL PLAN REVIEW AND REVISED LOCAL DEVELOPMENT SCHEME

5. CORPORATE PERFORMANCE - QUARTER 4 2023/24

6. URGENT PART I BUSINESS

Notice of Decisions to follow.

The Committee considered the following Part I Decisions of the Cabinet taken on 5 June 2024:

2. MINUTES - 13 MARCH 2024

The minutes of the meeting of the Executive held on 13 March 2024 were noted.

3. MINUTES OF OVERVIEW & SCRUTINY AND SELECT COMMITTEES

The minutes of the Overview & Scrutiny and Select Committees were noted.

4. LOCAL PLAN REVIEW AND REVISED LOCAL DEVELOPMENT SCHEME

The Assistant Director (Planning and Regulation) informed the Committee that the local plan was adopted in 2019 and that, as it was 5 years old, the review was needed to ensure it remained fit for purpose for the plan period up to 2031.

The Committee were informed that the review would likely focus on two major outcomes. Firstly, that no new housing sites would be needed and secondly that climate change would be promoted to give it the highest possible weighting within the local plan.

The Assistant Director (Planning and Regulation) advised the Committee that whilst the report referenced a consultation commencing mid-June for six weeks, it had been agreed at the Cabinet meeting that the consultation would run from just after the General Election through to mid-August. The Planning Policy Manager advised the Committee that the consultation would commence on 5 July, seeking focused comments, with all feedback being duly considered.

The Planning Policy Manager added that the key drivers of change included climate change, sustainability, and the incorporation of the Station Gateway Area Action Plan. The Committee were advised that legal advice had been sought to ensure the revised local plan was sound, with a focus on key amendments based on significant changes in policy and practice.

A Member expressed concerns about the perceived predetermined nature of the consultation process, questioning its purpose if substantial changes were unlikely. They highlighted past consultations where feedback appeared to be disregarded and stressed the importance of effective communication and transparency in the consultation process, including the terminology used and the need for meaningful public engagement. The Assistant Director (Planning and Regulation) acknowledged the concerns and explained the rationale behind the partial review, which was a mid-point check to ensure the local plan was still fit for purpose. He clarified that a full review was a lengthy and costly process that would occur before the end of 2031. The current consultation aimed to address key areas of change and ensure the public could provide input on relevant issues. The Assistant Director (Planning and Regulation) spoke of providing clear explanations and a glossary where possible. He noted the necessity of legal terminology in some cases but emphasised the importance of effective communication. He highlighted the success of digital consultations, which had garnered significant responses, that contrasted with the lower response rates of past methods. He explained that the goal was to blend detailed and light-touch engagement methods to maximise public input. He stated that digital platforms and social media had proven effective in increasing engagement, and efforts would be made to continue using these methods to gather a  ...  view the full minutes text for item 5.

To consider any urgent Part I Decisions authorised by the Chair of the Overview and Scrutiny Committee

There were none.

To consider any Part I business accepted by the Chair as urgent

There was none.

To consider the following motions:

1.       That under Section 100(A) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as described in paragraphs 1 – 7 of Part 1 of Schedule 12A of the Act as amended by Local Government (Access to Information) (Variation) Order 2006.

2.       That Members consider the reasons for the following reports being in Part II and determine whether or not maintaining the exemption from disclosure of the information contained therein outweighs the public interest in disclosure.

It was RESOLVED:

1.    That under Section 100A of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as described in Paragraphs 1 – 7 of Part 1 of Schedule 12A of the Act as amended by Local Government (Access to Information) (Variation) Order 2006.

2.    That the reasons for the following reports being in Part II were accepted, and that the exemption from disclosure of the information contained therein outweighs the public interest in disclosure.

To consider the following Part II Decisions of the Cabinet taken on 5 June 2024:

            8. IMPROVEMENT TO ACCESS LINKS BETWEEN OLD AND NEW           TOWN

            9. COUNCIL TAX AND SUNDRY DEBT WRITE OFFS GREATER   THAN £10,000

Notice of Decisions to follow.

The Committee considered the following Part II Decisions of the Cabinet taken on 5 June 2024:

8. IMPROVEMENT TO ACCESS LINKS BETWEEN OLD AND NEW TOWN

The Head of Estates presented a report to the Committee. The Committee asked a number of questions regarding this item, which were answered by the Strategic Director (CF).

9. COUNCIL TAX AND SUNDRY DEBT WRITE OFFS GREATER THAN £10,000

The Assistant Director (Finance) presented a report to the Committee. The Committee asked a number of questions regarding this item, which were answered by the Assistant Director (Finance) and the Strategic Director (CF).

To consider any urgent Part II Decisions authorised by the Chair of the Overview and Scrutiny Committee

There were none.

To consider any Part II business accepted by the Chair as urgent

There was none.