Agenda and minutes

Venue: New Council Chamber - Town Hall, Reigate

Contact: Democratic Services (01737 276182)  Email: Democratic@reigate-banstead.gov.uk

Media

Items
No. Item

1.

Election of Chair

To elect a Chair of the Committee for this Municipal Year 2022/23.

Additional documents:

Minutes:

The Committee elected a Chair for this Municipal Year 2022/23. Cllr N. Harrison was proposed by Cllr S. Walsh and seconded by Cllr J. Essex.

RESOLVED that Cllr N. Harrison be elected Chair of the Committee for this Municipal Year 2022/23.

2.

Election of Vice-Chair

To elect a Vice-Chair of the Committee for this Municipal Year 2022/23.

Additional documents:

Minutes:

The Committee elected a Vice-Chair for this Municipal Year 2022/23. Cllr S. Walsh was proposed by Cllr S. Parnall and seconded by Cllr N. Moses.

RESOLVED that Cllr S. Walsh be elected Vice-Chair of the Committee for this Municipal Year 2022/23.

 

3.

Apologies for absence and substitutions

To receive any apologies for absence and notification of any substitute Members in accordance with the Constitution.

Additional documents:

Minutes:

Cllr M. Elbourne sent his apologies for absence and was substituted by Cllr S.Kulka.

Cllr R. Ritter sent her apologies for absence and was substituted by Cllr P. Chandler.

Cllr M. Tary sent his apologies for absence and was substituted by Cllr R. Absalom.

4.

Minutes

To confirm as a correct record the Minutes of the previous meeting.

Supporting documents:

Minutes:

The minutes of the previous meeting on 17 March 2022 were approved.

The exempt minute from the previous meeting on 17 March 2022 was approved.

5.

Declarations of interest

To receive any Declarations of Interest (including the existence and nature of any Party Whip).

Additional documents:

Minutes:

There were no Declarations of Interest.

6.

Quarter 4 performance report 2021/22

To consider progress in the Council’s performance for the fourth quarter 2021/22 including KPIs, and to make any observations to the Executive.

Supporting documents:

Minutes:

The Committee received reports giving an overview of the Council’s performance for Quarter 4 2021/22, including Key Performance Indicator (KPI) reporting, as well as revenue and capital budget monitoring. The reports were due to go to Executive on 23 June.

Cath Rose, Head of Corporate Policy, Projects and Business Assurance, and Pat Main, Head of Finance outlined the report to Members.

Points to note on KPIs included:

·         Of the 11 KPIs that are reported on in Quarter 4, 10 were on target or within agreed tolerance.

·         The sole red rated KPI 10 which related to recycling, is reported one quarter in arrears and against a target of 60%, 54% had been achieved. Despite not achieving the target in Q3 it was recognised that the target is a challenging one and the cumulative achievement for the year to date is the Council’s strongest ever performance for recycling. Following comments from the Committee at the last meeting, additional contextual information had been added, including residual waste data which indicates a decrease in residual waste generated per household compared to the previous year.

·         Council tax collection was reported at 97.9% and business rates collection was reported at 99.8% which were great improvements on earlier in the year and collection rates had since increased even further with Council tax collection at 99.14% and business rates collection at 99.91%.

·         Performance against homelessness targets had been consistently above target, despite the challenges presented to the team through the pandemic. The vast majority of those in need of temporary accommodation within the borough had been accommodated.

·         Both overall housing completions and affordable housing completions were above target.

·         Neighbourhood Services indicators KPI 8 and KPI 9 show that the local environment continues to be kept clean, with a reliable waste collection service for residents.

·         Several contextual indicators had been included; these are indicators where no target has been set but are useful for considering the council's performance.

Members commented that the appearance of the report had improved greatly and was very useful.

Members made comments and observations on the following areas:

Homelessness – Members asked whether the figures for homelessness could be compared to the previous year in order to predict a final figure for the end of this year. It was confirmed that the figures fluctuated throughout the year, and individual cases often spanned reporting quarters, however a comparison with the previous year could be sought. A written answer would be provided by the Head of Corporate Policy, Projects and Business Assurance after the meeting.

Affordable Housing and affordable housing completions – Members asked how many of the affordable housing completions are socially rented and how many are affordable rented. Members also asked whether the KPI was green rated based on over delivering on the number of homes in one particular year, which might cause other problems in the medium to long term. It was confirmed that the way in which the data is collected from planning applications does not allow for distinction between rent levels  ...  view the full minutes text for item 6.

7.

O&S Work Programme Schedule 2022/23

To discuss and agree any changes to the schedule for Overview and Scrutiny Committee’s Work Programme 2022/23 and note the Action Tracker.

Supporting documents:

Minutes:

Members considered the proposed future work programme for the Committee.

The Chair informed Members that the additional topics for scrutiny had been discussed by the Chair, Vice-Chair and the Leader and that the objectives had been defined. Any future refinements would be decided by the Chair and Vice-Chair of the Committee. The Leader commented that it was important for the work programme to be clear in its objectives as the work programme is expensive in terms of officer’s time. It was noted that the work of the Banstead Commons Conservators would centre on the open spaces and would not include budgets, which were examined separately. The Executive Member for Neighbourhood Services, Councillor N. Bramhall, expressed her concern at the extra work which would be created for officers and asked to be consulted in the process. The Chair and Vice-Chair would make this a succinct piece of work. It was also noted that Councillors Harp and Moses were members of the Banstead Common Conservators and would be unable to take part in the scrutiny, bit would be welcome to attend the meeting. Members asked whether members of the public would be able to ask questions of the Banstead Commons Conservators. It was confirmed that this topic would be scrutinised by a sub-group which would not seek public input directly, but that members of the task group would be encouraged to meet with members of the public to ascertain their views and to collate questions to ask, which should be submitted as advance questions.

RESOLVED – the Committee agreed the Overview and Scrutiny Committee’s Work Programme for 2022/23.

8.

Companies Performance Update - Spring 2022

To review and consider the Companies Performance Update – Spring 2022 and make any observations for the Commercial Ventures Executive Sub-Committee (CVESC).

This report will be sent as an addendum.

Supporting documents:

Minutes:

The Committee received the Spring 2022 Companies Performance Update report from the Executive Member for Investment and Companies, Councillor Archer. This report updated the Committee on the performance of the companies currently owned or part-owned by the Council which currently consist of: Greensand Holdings Limited, Horley Business Park Development LLP, Pathway for Care Limited and Camelia Close (Tadworth) Residents Management Company Limited.

The Council is currently reviewing the future strategy for Greensand Holdings Limited with its Directors following recent changes to local government guidance on commercial investments. Horley Business Park Development LLP is not currently considered to be performing in line with expectations.

The Council continues to attempt to obtain management information from Pathway for Care Limited in order to review its performance. There are no issues anticipated with Camelia Close (Tadworth) Residents Management Company Limited and, as soon as all units are sold, the Council’s involvement with the company will cease and the management of the communal areas will transfer to the resident management company.

This item was scrutinised more fully under part 2 due to the confidential nature of the parts of the discussion held.

RESOLVED – to note the Spring 2022 Companies Performance Update as set out in the report to the Committee and the observations of the Committee for consideration by the Commercial Ventures Executive Sub-Committee.

9.

Reigate & Banstead 2025 Annual Report 2021/22

To receive an annual performance report on the Corporate Plan 2020-25 and consider progress during 2021/22.

Supporting documents:

Minutes:

Members received a report from Cllr M. Brunt, Leader of the Council, on the Reigate & Banstead 2025 Annual Report 2021/22.

The Reigate & Banstead 2025 Annual Report and the Equalities Objectives Progress Report are key tools to assess the Council’s progress towards its corporate plan and equalities objectives. The plan had been adopted by the Council in January 2020 and this was the second year of its implementation. 2021/22 had been a year of both good progress and ongoing challenges for the Council. Key projects such as The Rise in Redhill and Camelia Close in Tadworth had either grown nearer to fruition or had been completed this year. The Council has also maintained consistent delivery of core services, despite the lingering disruption of the coronavirus pandemic and has improved its work with local partners to deliver support to local residents and communities.

Points to note included:

·         The delivery of affordable housing at Tadworth and Redhill.

·         YMCA housing for young people.

·         Harlequin and Community centres.

·         Support for vulnerable residents with support from Surrey County Council and NHS.

·         Delivery of family support including refugee support.

·         Progress on The Rise at Redhill, including a cinema and bowling alley.

·         Development of Merstham Recreation Park and Horley Town Centre.

·         Local businesses supported to recover from the pandemic.

·         New business start-ups supported.

·         Local people being connected to local jobs.

·         High quality services delivered by Neighbourhood Services Team.

·         Record local levels of recycling.

·         Awards received for greenspaces.

·         New commercial strategy.

·         IT strategy.

·         Work to deliver the £150 Council Tax rebate.

Challenges had included:

·         Changes in services throughout the pandemic and changes in the prioritisation of services.

·         Rising costs.

·         Focus on financial sustainability.

Members thanked officers for the report and made the following comments and observations for the Executive for its meeting on 23 June.

Average resident income – Members asked why average employee earnings in the borough had decreased in the years 2012-2016 while average employee income in other districts had risen and asked whether this indicated that residents in the borough are not well paid. It was confirmed that this is a complex indicator but that average earnings in the borough were above the national average.

Town Centre Audits – Members asked whether some of the smaller towns and villages could be considered for funded items that the larger towns received, such as painting, maintenance of park benches and Christmas decorations. It was explained that the audits had been externally funded and so scope was limited, however, the points raised would be considered. Local CIL funding can be used to make improvements, however, if something specific was required, this could be brought to the attention of the Portfolio Holder.

Clear and Effective Communication – Members asked whether communication from residents was received via email, phone calls or letters. It was confirmed that communication from residents was received via all three channels and that a written answer would be provided to members with more detail following the meeting.

Local Plan – Members asked whether the Local Plan up  ...  view the full minutes text for item 9.

10.

Overview of scrutiny

To receive an introduction to the purpose of overview and scrutiny and the work of the Committee.

Supporting documents:

Minutes:

Committee Members received an introduction to the purpose of overview and scrutiny and the work of the Committee from the Chair, Cllr N. Harrison, Vice-Chair, Cllr S. Walsh and Democratic Services Officer, Marie Crabtree.

Members requested that the presentation be circulated following the meeting.

A training session run by the Centre for Governance and Scrutiny would take place in early September 2022.

Members commented that the Council website is difficult to navigate.

 

 

11.

Executive

To consider any items arising from the Executive which might be subject to the ‘call-in’ procedure in accordance with the provisions of the Overview and Scrutiny Procedure Rules set out in the Constitution.

Additional documents:

Minutes:

It was reported that there were no items arising from the Executive that might be subject to the ‘call-in’ procedure in accordance with the provisions of the Overview and Scrutiny Procedure Rules.

12.

Any other urgent business

To consider any item(s) which, in the opinion of the Chairman, should be considered as a matter of urgency - Local Government Act 1972, Section 100B(4)(b).

(NOTE: Under the Committee and Sub-Committee Procedure Rules set out in the Constitution, items of urgent business must be submitted in writing but may be supplemented by an oral report.)

Additional documents:

Minutes:

There were no items of urgent business.