Agenda item

To discuss priorities with Norman Jorgensen (Executive Member for Environment, Sports, Environmental Health, Leisure and Libraries) and Simon Weeks (Executive Member for Planning and Enforcement). (60 Minutes)

The Committee considered a report, set out at Agenda pages 21 to 26, which continued the process of holding discussions with Executive Members. The aim of the discussions was to increase awareness of key policy and service issues over the year ahead and to identify areas where Overview and Scrutiny could provide effective challenge and support. Members had agreed the principle that Overview and Scrutiny would add more value if it was proactive rather than a reactive process.

Simon Weeks (Executive Member for Planning and Enforcement) and Norman Jorgensen (Executive Member for Environment, Sports, Environmental Health, Leisure and Libraries) attended the meeting to give an outline of key challenges and to answer Member questions developed around a set of key lines of enquiry.

Simon Weeks addressed the meeting and explained his role on the Executive. Councillor Weeks dealt with day to day planning issues while David Lee (Executive Member for Strategic Highways and Planning) focussed on strategic planning matters.

In relation to new policies, Councillor Weeks outlined work to produce an updated policy on Traveller incursions. It was hoped that the new policy would be ready by February 2018. Officers were working closely with the police on this issue and it was noted that the new police protocol had been effective in dealing with a recent Traveller incursion at Coppid Beech. It was confirmed that all Members would be notified once the new policy was completed, early in 2018.

In relation to the current challenges facing the Planning service, Councillor Weeks highlighted the following:

·           21^st Century Council – the Planning service would be addressed in Phase 2 of the programme. At present 30% of Planning staff were on temporary contracts pending the new service structures. 21^st Century Council would also bring in new ways of working which included more self-service for residents and Members.

·           5 Year Land Supply – the Council was facing significant pressures from opportunist developers who sought to exploit the current loophole whereby the Council was judged on the number of houses built rather than the number of planning permissions granted.

·           Planning Appeals – there were currently 12 appeals in the pipeline which would have significant financial implications for the Council.

·           Planning Enforcement – the Council was taking a more robust approach to enforcement with more prosecutions and more use of the Proceeds of Crime legislation.

·           Performance Management – day to day performance was good against the 8/13 week targets for the handling of planning applications. A longer timeframe was negotiated for major planning applications.

·           Communications – the key issue was to ensure that stakeholders had realistic expectations about the service. The Council had to be seen to be even-handed in dealing with applications and enforcement issues.

In the ensuing discussion Members of the Committee raised the following points and questions:

·           How were residents informed about service standards and inappropriate behaviours? It was confirmed that the vast majority of residents obeyed the Planning rules. The Council used leaflets and other publicity tools to make sure that residents were aware of the required standards and behaviours.

·           Why were developers with planning permissions not building the houses required to meet local needs? It was confirmed that some developers restricted the level of building in order to keep prices high and increase profitability. The Council had met with a range of Government Ministers and the Prime Minister to lobby for a change in the Government’s approach to this issue.

·           Were there any measures that the Council could consider local in order to bring house prices down? It was confirmed that all opportunities, such as the use of modular construction techniques, were under active consideration.

·           Does the Council have the right number of skilled, experienced staff in order to address the many pressures on the Planning service? It was confirmed that, following the 21^st Century Council changes, the service would be able to reduce the number of temporary staff. This would improve the quality of permanent staff and save money currently paid for agency staff. The availability of experienced senior staff was a key issue in taking the service forwards.

·           In relation to the developers who obtain planning permission but do not build, can the Council use compulsory purchase powers to expedite matters? It was confirmed that the Council can enter into S106 agreements with developers which specify the rate at which houses should be built.

Norman Jorgensen addressed the Committee and highlighted a number of key issues relating to his portfolio, as follows:

·           Collection of food waste – the Executive had agreed to this in principle. A further report would be considered by the Executive in January 2018. It was likely to be the subject of a Member working group, commencing in March 2018.

·           Sustainable Urban Drainage Systems (SUDS) – under the framework of the Flood Water Management Act the Council needed to develop its own policy on SUDS which would be used in relation to development applications. This could be considered by a Member working group or by one of the Overview and Scrutiny Committees, with a start date in early 2018.

·           Licensing of events – the implications for the licensing of major events such as the Henley Regatta. Councillor Jorgensen would be discussing this issue with the Licensing Committee. It could be the subject for a Member working group.

·           Building Control/Public Protection fees and charges – there had been some negative public feedback about the level of fees and charges for certain services. This could be a matter for review by an Overview and Scrutiny Committee.

·           Country Parks and Sports and Leisure projects – these would be considered by Member working groups. The relevant Terms of Reference could be submitted to Overview and Scrutiny for agreement. Members noted that Member groups had been set up for these services but had not met during 2017.

·           Norman Jorgensen confirmed that any Member working groups would be cross-party. The Chairman commented that evening meetings would be necessary in order for Members with day jobs to play an effective part in the process.

In the ensuing discussion Members of the Committee raised the following points and questions:

·           In relation to the Carnival Pool Redevelopment, what was the status of the 53 flats to be built as part of the scheme? It was confirmed that this matter should be referred to the Town Centre Regeneration team.

·           In relation to the collection of food waste, what could the Council do to encourage residents to buy less and to recycle more? It was confirmed that re3 had an ongoing programme which was reviewed by the Board on a regular basis. In relation to the collection of glass it was felt that the existing bring banks were successful. Furthermore, it would cost the Council around £600k to collect glass at the kerbside.

·           At present the Borough did not have a cycling forum which would enable cyclists to provide feedback to the Council and would provide a specific group for consultation on new policies and projects. It was confirmed that Councillor Jorgensen would consider the potential for a cycling forum.

·           In relation to major new leisure developments such as the Carnival Pool, how did the Council consult with groups representing people with disabilities? Was the Council carrying out its duties under the Equality Act 2010? The specific example of parking for disabled people at the Carnival Pool was discussed. It was confirmed that Councillor Jorgensen would review these issues.

·           What was the Council doing to tackle climate change and improve energy conservation? It was confirmed that the Council did have an energy saving policy. Councillor Jorgensen confirmed that he would be meeting with Officers shortly to discuss the potential for further energy saving measures.

·           In relation to the grass cutting contract, was there confidence that performance in 2018 would be an improvement on 2017? It was confirmed that performance in 2017 was an improvement on the previous year. Councillor Jorgensen confirmed that discussions had taken place with the contractor and that improvements would be made in 2018, for example a greater focus on informal grassed areas.

·           Which parts of the overall portfolio were delegated to the Deputy Executive Member? It was confirmed that the Deputy Executive Member had specific responsibilities relating to waste collection, parks and open spaces, arts and leisure and partnership working.

RESOLVED That:

1)    Councillors Jorgensen and Weeks be thanked for attending the meeting and answering Member questions;

2)    Progress on key issues and priorities identified during the discussions be reported to a future meeting of the Committee;

3)    The process for setting fees and charges relating to the Public Protection Service be considered by the Community and Corporate Overview and Scrutiny Committee.