Agenda and minutes
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Apologies Additional documents: Minutes: The Chair opened the meeting by welcoming Members, Officers and the public watching online.
The Chair invited the Committee Members to introduce themselves before proceeding.
The Senior Democratic Services Officer confirmed that apologies received from Councillor Neill and Councillor Hughes
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Substitute Members To note details of any substitution arrangements in place for the Meeting. Additional documents: Minutes: The Senior Democratic Services Officer confirmed that Councillor Watson and Councillor Mansilla were the substitutes for the meeting. |
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Declarations of Interest To receive any declarations of interest from Members and Officers, relating to items to be considered at the meeting. Additional documents: Minutes: There were none received from Members or Officers present.
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To confirm the minutes of the meeting of the Committee held on the 13th of June. Additional documents: Minutes: There were comments made regarding OS.254 regarding a briefing note which was to be circulated by the Chief Executive.
The Senior Democratic Services Officer indicated that the Director of Governance would take the briefing note away as an action. This note was subsequently circulated after the meeting.
There was also a point raised regarding OS.258 and an action to circulate the calculations of costings for planning applications.
It was noted that both of these responses would be included in the minutes of the meeting.
It was also clarified by the Senior Democratic Services Officer that the Constitution Working Group would be looking at the process of referring applications to Planning Committee as part of its work plan.
RESOLVED: That the minutes be confirmed as an accurate record.
Voting Record
6 For, 0 Against, 3 abstention
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Chair's Announcements Additional documents: Minutes: The Chair addressed the Committee regarding the timings of the meetings, and asked for succinct questions and responses. The Committee noted that the Chair would intervene if necessary to keep to time.
It was also noted that it was important that Members read the documentation provided. The Chair apologised for the lateness of the arrival of the paper copies due to issues in the print room.
It was also confirmed that Councillor Angus Jenkinson was nominated as the Gloucestershire Economic Growth Scrutiny Committee representative, and Councillor Patrick Coleman was the substitute.
It was also noted that the Local Plan Item was removed from the Cabinet agenda due to further consultations being required, and it would be brought forward at a later date.
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Public Questions A maximum of 15 minutes is allocated for an “open forum” of public questions at committee meetings. No person may ask more than two questions (including supplementary questions) and no more than two such questions may be asked on behalf of one organisation. The maximum length of oral questions or supplementary questions by the public will be two minutes. Questions must relate to the responsibilities of the Committee but questions in this section cannot relate to applications for determination at the meeting.
The response may take the form of: a) A direct oral response (maximum length: 2 minutes); b) Where the desired information is in a publication of the Council or other published work, a reference to that publication; or c) Where the reply cannot conveniently be given orally, a written answer circulated later to the questioner. Additional documents: Minutes: There were no public questions. |
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Member Questions A maximum period of fifteen minutes is allowed for Member questions. Questions must be directed to the Chair and must relate to the remit of the committee but may not relate to applications for determination at the meeting.
Questions will be asked in the order notice of them was received, except that the Chair may group together similar questions.
The deadline for submitting questions is 5.00pm on the working day before the day of the meeting unless the Chair agrees that the question relates to an urgent matter, in which case the deadline is 9.30am on the day of the meeting.
A member may submit no more than two questions. At the meeting the member may ask a supplementary question arising directly from the original question or the reply. The maximum length of a supplementary question is one minute.
The response to a question or supplementary question may take the form of: a) A direct oral response (maximum length: 2 minutes); b) Where the desired information is in a publication of the Council or other published work, a reference to that publication; or c) Where the reply cannot conveniently be given orally, a written answer circulated later to the questioner. Additional documents: Minutes: There were no member questions. |
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Rural England Prosperity Fund Purpose
To inform Cabinet of the approval of the Council’s Rural England Prosperity Fund submission and to endorse the approach the Council is taking to allocating the funding.
Recommendation
That Overview and Scrutiny Committee scrutinise the report and make any necessary recommendation to Cabinet.
Invited
Cllr Tony Dale, Cabinet Member for Economy and Transformation; Paul James, Economic Development Lead
Additional documents: Minutes: The Economic Development Lead introduced the report and provided a background to the fund for the benefit of members.
It was noted the fund was £764,000 for the years 2024/25 for capital projects. The officer noted that the fund would be used to increase rural productivity and connectivity within the Cotswold District.
It was highlighted that this would include grants to businesses, village halls and community organisations, active travel, and cultural and heritage buildings.
The Gloucestershire authorities receiving funding are Cotswold, Tewkesbury, Stroud and Forest of Dean. The administration of funds would benefit from a common framework.
It was noted that there would be a joint procurement with Tewkesbury Borough Council and Forest of Dean to appoint a provider who would administer the funds on behalf of the authorities.
It was highlighted that Cabinet was being asked to endorse the overall strategy for the use of funds, it was also asking for the delegation of authority to the Chief Executive in consultation with the Cabinet Member for Economy and Council Transformation to enter into a contract with a third party provider to administer the funds.
The Committee then made the following points in discussion of the item;
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Review of the Cotswold District Local Plan Housing Requirement Purpose
That Cabinet approve the Review of the Cotswold District Local Plan 2011-2031 Housing Requirement, which finds that the minimum housing requirement of 8,400 dwellings provided by the Cotswold District Local Plan does not require updating.
Recommendation
That Overview and Scrutiny Committee scrutinise the report and make any necessary recommendation to Cabinet.
Invited
Cllr Juliet Layton, Cabinet Member for Planning and Regulatory Services; Matthew Britton, Principal Planning Policy Officer; James Brain, Forward Planning Manager
Additional documents: Minutes: Following the Chair’s Announcement, this item was not considered as it was no longer on the Cabinet Forward Plan. |
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Procurement and Contract Management Strategy - Draft for Consultation Purpose
To present Cabinet with an updated draft Procurement and Contract Management Strategy for comment and consideration by the Committee.
Recommendation
That Overview and Scrutiny Committee scrutinise the report and make any necessary recommendation to Cabinet.
Invited
Cllr Mike Evemy, Deputy Leader of the Council and Cabinet Member for Finance; Ciaran Okane, Senior Procurement Business Partner Additional documents:
Minutes: The Deputy Leader and Cabinet Member for Finance introduced the report.
It was noted that further updates from the Government were expected to follow. This meant that the strategy needed to be an interim update this year.
The Senior Procurement Officer, Ciaran Okane, addressed the Committee on the strategy.
The new strategy was required to be in line with new procurement regulations following the UK’s withdrawal from the European Union.
The Committee raised the following points in discussion:
The Chair summarised that it was a timely report, and noted that it was important that public money should always be managed carefully alongside delivering services to residents.
There were no recommendations from Overview and Scrutiny Committee, but the Chair thanked the officer for the report.
RESOLVED: The Committee NOTED the report.
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Q4 Performance Report Purpose
To provide an update on progress on the Council’s priorities and service performance
Recommendation
That Overview and Scrutiny Committee note the report.
Invited
Cllr Joe Harris, Leader of the Council; Rob Weaver, Chief Executive; Gemma Moreing, Business Information Lead Additional documents:
Minutes: The Deputy Leader and Cabinet Member for Finance, Councillor Evemy, introduced the report on behalf of the Leader.
The Director of Governance was then invited to introduce the report and the key points to Members.
It was noted that there was a lot of data to consider but it was important to monitor the performance of Publica who provided services on the Council’s behalf.
It was highlighted that the current cost of living challenge was the main theme, as seen in the increase in call volumes, business rate challenges, inflation of costs. It was highlighted that the Cost of Living Working Group had been re-established in light of the ongoing pressures.
It was noted on page 43 that there has been significant improvement of Development Management and Planning and that this was a key example of the Council working with Publica and other partners to improve services.
It was noted that whilst the Council wished to help affected residents, this had to be balanced against the Council’s financial challenges.
It was commented that the report mentions some previous Cabinet Members who held previous portfolios before the May 2023 District Elections. It was confirmed that this report was based on the information from that time, but it would be updated for the future performance reports.
A correction was also noted regarding the Changing Places Toilets in Cirencester Abbey Grounds from ‘awaiting to be installed’, to now being open.
The Committee raised the following points in discussion:
In response to questions regarding electric vehicle charging, it was highlighted that these were likely to be 7KW chargers, but that the Assistant Director would come back to the Chair to confirm this.
RESOLVED: The Committee NOTED the report and approved for it to go on to Cabinet.
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Financial Performance Report 2022/23 Out-turn Purpose This report sets out the outturn position for the 2023/24 financial year.
Recommendation That the Committee: 1. Reviews and notes the financial position set out in the report.
Invited
Cllr Mike Evemy, Deputy Leader and Cabinet Member for Finance; David Stanley, Deputy Chief Executive; Gemma Moreing, Business Information Lead Additional documents:
Minutes: The Chair handed over to the Deputy Leader and Cabinet Member for Finance to introduce the report.
The Deputy Leader introduced the report and outlined that the report was referring to the management information of the finances on a revenue and a capital basis. It was noted that the Audit and Governance Committee had specific responsibilities for the accounts.
The following points were noted:
There were comments made about the introduction of cashless parking and the link to the reduction of car parking income. It was also asked whether the higher cost had been factored in to electric vehicle charging points. The Deputy Leader outlined that the reduction was £24,000 which wasn’t felt to be a material deterioration. It was also noted that the 2023/24 revenue was projected to grow without a change in the current tariff.
In response to the question on electric vehicle charging points, the Chief Accountant noted that the increase in energy costs would be counterbalanced by income from chargers.
It was noted for the benefit of new Members that the Medium Term Financial Strategy presented at Full Council looked ahead 4 financial years into the future whereas this report was retrospective. It was noted that with the £861,000 used to balance the 2023/24 budget from reserves, there was a High Risk Budgets ... view the full minutes text for item OS.272 |
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Review of Work Plan and Agenda items for September Purpose
To review the work plan and executive forward plan and agree agenda items for September’s meeting.
Recommendation
To note the work plan and executive forward plan and agree agenda items for September’s meeting. Additional documents: Minutes: The Chair introduced this item and invited the Committee to comment. It was noted that Quarter One Service Performance Reports, Crime and Disorder, and the Review of Local Plan would be included on the Committees September agenda.
The Assistant Director noted that there were two additional items: the Performance Task and Finish Group, which was in regards to benchmarking performance statistics and Car Parking. The scope for car parking outlined by the previous Committee on car parking strategy, electric vehicle charge point implementation, the impact on local businesses, and looking at individual car parks if required.
There was a suggestion that a review of car parking, could be delayed to a later meeting but it was also noted that the expected increase in revenue would need to be scrutinised.
The Committee commented that the Local Plan item would need to be considered at a later meeting but it was not yet known when the report would be ready. It was highlighted that this item would need sufficient time for appropriate scrutiny. It was also noted by the Vice-Chair how pre-decision scrutiny had helped the Committee become more efficient, and the comments by the Chair regarding officer contribution were important to note.
After the meeting had been closed, the Chair noted by Councillor Cunningham comments on the work plan that it was necessary to present the report on the Employment Policies Task and Finish Group to Cabinet, before a full report could be given to the Committee. This had been agreed with the Chief Executive and the Chair of Overview & Scrutiny Committee. It was highlighted that the Task and Finish Group had completed the task set by Full Council in 2022, including an expanded remit to encompass the full suite of HR policies to ensure that they align with those used across our partner councils. It was noted that a report would come to the next Overview and Scrutiny Committee meeting in September.
After the meeting had been closed, the Chair noted comments by Councillor Cunningham that it was necessary to present the report on the Employment Policies Task and Finish Group work to Cabinet, before a full report could be given to the Committee. This had been agreed with the Chief Executive and the Chair of Overview & Scrutiny Committee. It was noted that the Task and Finish Group had completed the task set by Full Council on 22 November 2022, including an expanded remit to encompass the full suite of HR policies to ensure that they align with those used across the partner councils. It was noted that a report would come back to the next Overview and Scrutiny Committee meeting on 26 September.
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