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Minutes To confirm as a correct record the Minutes of the previous meeting and the exempt minutes from the previous meeting. Supporting documents:
Minutes: RESOLVED that the minutes of the previous meeting held on 11 July 2024 be approved and signed. |
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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: Apologies were received from Councillor Green, Councillor Fairhurst was substitute. Apologies were received from Councillor Parnall, Councillor Blacker was substitute. |
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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. |
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Q1 Performance 2024/25 To review the Quarter 1 2024/25 Performance. RECOMMENDED that Overview and Scrutiny Committee: i) Notes the Key Performance Indicators for Q1 2024/25 as detailed in the report and at Annex 1, and makes any observations to the Executive; ii) Notes the Tenant Satisfaction Measures and Landlord Performance 2023/24 report at Annex 2, and makes any observations to the Executive; iii) Notes the Revenue Budget and Capital Programme forecasts for Q1 2024/25 as detailed in the report and Annexes 3 and 4 and makes any observations to the Executive; iv) Notes the Prudential and Treasury Management Indicators at Annex 5 and the Q1 Treasury Management Performance Update for 2024/25 at Annex 5.1 and makes any observations to the Executive Supporting documents:
Minutes: The Committee received reports on the Council’s performance for the first quarter of 2024/25 including Key Performance Indictor (KPI) reporting, as well as revenue and budget monitoring. The reports were due to go to the Executive on 19 September 2024. The Quarter 1 2024/25 Performance Report was published on the Council’s website as part of the Committee’s agenda pack which can be viewed here: Key Performance Indicators The Leader, Councillor Biggs, presented the Quarter 1 Performance Report 2024/25 covering the period April to June 2024. Of the 11 key performance indicators reported on in Quarter 1, seven were on target or within the agreed tolerance. Four indicators were off-target and outside of the agreed tolerance. The RED rated indicators were as follows: KPI6 – Housing completions · There had been 32 homes completed against a target of 115. · Trend based information suggests that completion rates tend to be low in Quarter 1; however this figure is the lowest quarterly figure seen for some time. · As members will be aware, housing delivery is influenced by a range of market factors and largely lies outside the Council’s direct control. It is not currently clear if what we are seeing is a temporary drop in completions or a longer term issue. KPI 7 – Affordable housing completions. · Quarter 1 saw no affordable housing completions. · Again, although affordable housing delivery is to a large degree outside the Council’s control, this is concerning and therefore more work is needed to understand the causes and whether there is any action that can be taken. KPI10 – Recycling levels · This indicator is reported one quarter in arrears. · The Committee has discussed previously that our recycling target is a stretch target. · The Q4 2023/24 period saw reduced volumes of garden waste (as might be expected), as well as a reduction in paper & card being recycled. · Work is currently underway to plan for the roll out of a universal full recycling collection by March 2026, which will hopefully increase recycling rates. However, it will be important that the Council also continue to work with the Surrey Environment Partnership on behavioural change initiatives. KPI11 - Council Carbon emissions · More detail about the Council’s carbon emissions in 2023/24 is provided elsewhere on the O&S agenda as part of the Environmental Sustainability Annual Report. · While 2023/24 saw a decrease in Council carbon emissions, its emissions are currently at a higher level than the straight-line trajectory (on which this KPI is based) suggests it should be. · Not captured in these figures is the fact that the Council’s electricity tariff is now once again a renewable tariff, which off-sets some of its emissions. But that does not negate the fact that there is a need to focus on accelerating the Council’s activity to get to net zero. The Leader also drew members’ attention to Annex 2 which fulfils the Council’s statutory responsibility to report ... view the full minutes text for item 27. |
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Environmental Sustainability Annual Report 2023/24 To receive the 2023/24 annual report on progress in delivering the 2020 Environmental Sustainability Strategy and Action Plan. RECOMMENDED that Overview and Scrutiny Committee: Notes the Environmental Sustainability Strategy progress report (Annex 1) and makes any observations to the Executive. Supporting documents:
Minutes: The Committee received the fourth annual update on the progress in delivering the Council’s Environmental Sustainability Strategy, adopted in July 2020. The Leader, Councillor Biggs, outlined the work that had taken place over the past year, challenges and next steps. This is the fourth annual update about the Council’s Environmental Sustainability Strategy and reports on the final year of delivery of the Environmental Sustainability Strategy that was agreed in 2020. Annex 1 sets out progress against all the Strategy Actions. The covering report includes highlights and challenges from the past year, and more information about the Council’s carbon emissions. Overall, good progress has been made across all areas of the 2020 Action Plan. The majority of actions are now complete or now business as usual and a number have been started and good progress made. However, there are a number of actions that have started, but where progress has stalled. In addition, around 10% of actions have not been started or have been postponed – these are mainly due to circumstances outside the Council’s control. Reducing the Council’s carbon emissions is a big part of the strategy. The Council’s carbon emissions in 2023/24 were lower than the year before, and lower than the baseline year. But the Council is still off track when it comes to getting its carbon emissions to net zero. In particular, more progress is needed on its buildings, including reducing gas use. Executive Members and officers are discussing how to accelerate progress in this area. Focus is now on delivering the updated Action Plan agreed by the Executive in March 2024. The Council is hoping to soon see the transition of its bin lorries to HVO fuel, reducing Council carbon emissions by around 25%. Also the purchase of its first electric bin lorry. The Greenspaces Strategy will look at how greenspaces are used to support nature and increase their ability to absorb carbon. There is continued support for residents and businesses to walk and cycle, and to reduce their own use of fossil fuels. The Council will be looking at how it can reduce its indirect carbon emissions as well, including from its supply chains. Several advance questions on the Environmental Sustainability Annual Report 2023/24 had been submitted prior to the meeting. The advance questions and their responses can be viewed here: The Leader, Councillor Biggs, invited Members to ask questions on the Environmental Sustainability Strategy Annual Report provided in the agenda pack. In response, the following clarifications were provided: Incomplete actions There were actions that had been started but not finished. It was explained that when the Environmental Strategy was adopted in 2020, there was no Environmental Sustainability team in place, and the plan had been ambitious. Good progress has been made on progressing and completing a number of actions. The action plan covers a wide range of topics, and it was inevitable that some of these things would ... view the full minutes text for item 28. |
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Public Realm CCTV To consider the measured response to the cancellation of the previous CCTV live monitoring arrangements with Surrey Police, ensuring that town centre cameras remain beneficial to public safety and proportionately address the concerns of petitioners that were discussed at Full Council in January 2024. RECOMMENDED that Overview and Scrutiny Committee: Notes the contents of the report and makes any observations to Executive. Supporting documents:
Minutes: The Leader of the Council, Councillor Biggs, introduced the Public Realm CCTV report. This report seeks Executive and Council agreement to a proposal in relation to public realm CCTV within the Borough. He welcomed the comments and observations of the Overview and Scrutiny Panel to inform the Executive’s discussions. As is set out in the paper, in 2017 Surrey Police requested local authorities take over the provision and monitoring of public realm CCTV. In 2020 the Executive determined that, in light of the Police’s decision, it would retain and upgrade CCTV in the Council’s two multi-storey car parks and in Priory, Memorial, and Lady Neville Parks, and decommission other public realm CCTV cameras. It was also decided that local recording would be put in place for those upgraded CCTV cameras. The upgraded cameras were installed in these locations in 2023. The Police ceased monitoring public realm CCTV when Reigate Police Station was closed in October 2023. In light of this closure, and because decommissioning of the older CCTV cameras had not yet taken place, local recording facilities for CCTV cameras in 45 town centre locations was implemented, by way of a recording chip. In January 2024 a petition was discussed at Full Council which included a call for the Council to reinstate monitored CCTV in its town centres. Council resolved to refer the petition to the Executive for consideration. This paper addresses that resolution. In light of further discussions with the Police and the additional data they have been able to provide on the usage of the public realm CCTV cameras the Council are now making an updated proposal. In addition to the 39 cameras upgraded in the parks and car parks in 2023 the Council are proposing that a further 22 town centre public realm cameras are upgraded. These cameras are in locations where police data demonstrates they are likely to continue to be of benefit to community safety. It is important to note that under the relevant data protection legislation and guidance, a CCTV system must always be used to pursue a legitimate aim and be necessary to meet a pressing need. The data from the police provides the evidence of pressing need for the 22 cameras the Council are proposing to retain. It is worth noting that there is significant private CCTV coverage across the borough through privately owned cameras, as well as mobile recording devices, such as mobile phones and dashcams. A review of the borough’s town centres in late 2023 confirmed there were over 450 private CCTV cameras which had some coverage of public spaces. The police have stated that most of their images come from these private cameras rather than public CCTV. The proposal is to record images from the 22 cameras and make them available to the Police and other parties on request to support evidence gathering and prosecution. In light of the Police’s decision that it cannot justify live monitoring the Council does not believe the case has been made for live ... view the full minutes text for item 29. |
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Leader's Update To receive an update from the Leader of the Council, Councillor Richard Biggs. Additional documents: Minutes: In the interest of time, this item was deferred to a future meeting. |
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Marketfield Way Lessons Learned To receive a report on the lessons learned from the Marketfield Way project. RECOMMENDED that Overview and Scrutiny Committee: Notes the lessons learned from the delivery of the Marketfield Way project and the proposed recommendations and responses in the Part 1 and Part 2 reports. Supporting documents: Minutes: The Managing Director introduced the Marketfield Way Lessons Learned Report. This report provides an important opportunity for the Council to reflect as an organisation on the market for wide projects in terms of what works well and what did not work so well. This is challenging with a project that spans over 10 years from conception to completion. This report has been prepared following valuable input from members of this Council, officers, and external parties. The Managing Director thanked all parties for their input in producing an honest reflection of what went well and what did not work so well. It was important, as an organisation, to learn from mistakes, particularly in terms of governance and financial compliance. A number of immediate actions had been taken with regard to existing major projects to ensure there is appropriate assurance and oversight, that the Council's established project governance procedures are followed and enhanced, and to review the Corporate core resourcing of such projects of work to embed those revisions with new operating procedures, to ensure that the Council is doing everything to a high degree following best practice, whilst remaining ambitious in terms for delivering benefits and services to residents. While it is important to reflect on what did not work so well, it was hoped that members of Overview and Scrutiny Committee would also recognise what did go well in this project, which has been brought forward against the odds and with a complex and challenging national and global context of the covid pandemic that no one could have envisaged. The Marketfield Way project should be considered a major achievement for this Council in delivering a flagship scheme that it should be proud of and which is bringing enormous demonstrable benefits to the lives of residents and businesses not only in Redhill but more widely throughout the borough. Several advance questions on the Marketfield Way Lessons Learned Report had been submitted prior to the meeting. The advance questions and their responses can be viewed here: The Managing Director invited Members to ask questions on the Marketfield Way Lessons Learned Report provided in the agenda pack. In response, the following clarifications were provided: Public realm works It was confirmed that originally there had been no plans to include fencing or a gate in the service yard plans. The Council’s Property Services team decided that it would be beneficial to install these in order to manage the area better and to provide better health and safety measures. Making further public realm investments would be at greater cost and would not necessarily be an “invest to save” opportunity. Redhill High Street had been the subject of CIL funding bid, and this would result in improvements. This item was scrutinised more fully during the exempt part of the meeting due to the confidential nature of the discussion held. RESOLVED that Overview and Scrutiny Committee: Noted the lessons learned from ... view the full minutes text for item 31. |
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Exempt Business RECOMMENDED that members of the Press and public be excluded from the meeting for parts of item 8 under Section 100A(4) of the Local Government Act 1972 on the grounds that: i. It involves the likely disclosure of exempt information as defined in paragraphs 1 and 3 of Part 1 of Schedule 12 A of the Act; and ii. The public interest in maintaining the exemption outweighs the public interest in disclosing the information. Supporting documents:
Minutes: The exempt item was scrutinised more fully during the exempt part of the meeting due to the confidential nature of the parts of the discussion held. RESOLVED that Overview and Scrutiny Committee: Noted the Marketfield Way Lessons Learned report and the proposed recommendations and responses in the Part 1 and Part 2 reports. During this item, the time reached 10.30pm. The Committee agreed to continue the meeting to complete items 10 Constitution of Budget Scrutiny Panel, 11 Overview and scrutiny Forward Work Programme, and 12 Executive. Item 7 Leader’s Update would be deferred to a future meeting. |
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Constitution of Budget Scrutiny Panel To consider and agree the membership and scope of work of the Budget Scrutiny Panel taking place on 27 November 2024. Supporting documents: Minutes: The Committee received the report on the constitution of the Budget Scrutiny Panel, scheduled to take place on Wednesday 27 November 2024. The Committee agreed membership of the Budget Scrutiny Panel as follows: Councillors Chandler, Dwight, Essex, Green, Harrison, Parnall, Smith and Wotton. This year there were to be two meetings of the Budget Scrutiny Panel, the first to scrutinise the capital budget, and the second to scrutinise the revenue budget. The Chair stated that all Members were welcome to attend the Panel meetings and would have access to the papers. RESOLVED that Overview and Scrutiny Committee: i) Agreed the membership of the Budget Scrutiny Panel. ii) Agreed the scope of the Budget Scrutiny Panel’s work during 2024/25. |
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Overview and Scrutiny Committee Forward Work Programme To consider and agree any changes to the schedule for Overview and Scrutiny Committee’s Forward Work Programme 2024/25 and to consider the Action Tracker from the previous meeting. Supporting documents:
Minutes: The Committee received the Overview & Scrutiny Forward Work Programme and the action tracker. RESOLVED – that Overview and Scrutiny Committee: i. Noted the Overview and Scrutiny Committee’s Work Programme for 2024/25. ii. Noted the action tracker. |
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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. |
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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 was no urgent business. |