Agenda item

To consider an update on progress relating to the recommendations from the Estate Infrastructure Task and Finish Group, which reported in 2020.

The Committee considered a report, set out at Agenda pages 65 to 134, which gave details of progress against the recommendations made by the Estate Infrastructure Task & Finish Group, which reported in 2020.

The Task & Finish Group had been set up to investigate complaints from residents about delays and frustrations in the adoption of new roads, drainage and open space linked to new housing developments.

Chris Easton (Assistant Director, Highways and Transport), Andy Glencross (Head of Environmental Services) and Alan Lewis (Highways Development Manager) attended the meeting to present the report and answer Member questions.

The report reminded Members that, as developers built new homes, they were required to build supporting infrastructure to support new communities. Each type of infrastructure (roads, open space, play areas, etc.) was controlled by different legal and contractual frameworks, and local or national standards. Housing development usually took place on private land and, as developers were private organisations, there was no obligation for them to seek that the Council adopt new roads and open spaces. If, for example, a new road was not adopted, the Council had no powers to undertake works on that road. That obligation fell to the relevant management company or individual property owners.

Appended to the report was a Local Government Ombudsman report into alleged maladministration by Teignbridge District Council and Devon County Council. The Ombudsman investigation and report referred to the alleged failure of the two councils to secure the completion and adoption of a new estate road. The Ombudsman report highlighted a number of issues addressed in the Task & Finish Group’s recommendations.

The 12 recommendations made by the Task and Finish Group were set out in the report along with a summary of progress. The recommendations included increasing public awareness of the infrastructure adoption process, improved maps on the Council website, improved information and briefings for Town and Parish Councils, improved S106 agreements, training for Members and retention of key staff involved in the process.

In the ensuing discussion, Members raised the following points and questions.

In relation to the Task & Finish Group’s first recommendation – the Council considers measures to increase public awareness about the adoption of new infrastructure – It was noted that the Frequently Asked Questions did not appear on the “New Residents” section of the website. Housebuyers needed to be aware that, on occasions, estate infrastructure was not adopted and, as a result, there could be financial consequences. It was noted that, frequently, house buyers were not aware of the type of questions to ask. The Council could not force the adoption process to take place. Officers agreed to review the information provided for residents on the relevant website pages. Officers also agreed to consider the potential for including information on the adoption process in the new residents’ packs circulated to people moving into the Borough.

In relation to recommendation 2 – the Council considers measures to improve and expand the current interactive maps on its website – The maps did not indicate the roads which were not adopted and the reasons why they were not adopted. If this information could not be included in the interactive maps, Members suggested that there should, at least, be a list of affected roads. Officers agreed to look at ways to incorporate these suggestions on to the interactive maps on the website.

In relation to recommendation 3 – more regular briefings for Town and Parish Councils – Members noted that Town and Parish Councils were often the first point of contact for residents, so it was essential that they received accurate, up-to-date information to assist them. This would then assist Borough Members in their roles.

RESOLVED That:

1)     Chris Easton, Andy Glencross and Alan Lewis be thanked for attending the meeting to present the report and answer Member questions;

2)     the original 12 Task & Finish Group recommendations be reaffirmed and progressed, as enhanced by the points raised by Members at the meeting;

3)     a further update report be submitted to the Committee in 2024/25.