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Agenda and draft minutes

Overview and Scrutiny Committee - Tuesday, 6th May, 2025 4.00 pm

Venue: the Council Chamber - Council Offices, Trinity Road, Cirencester, GL7 1PX. View directions

Contact: Democratic Services 

Media

Items
No. Item

OS.176

Apologies

To receive any apologies for absence. The quorum for the Overview and Scrutiny Committee is 3 members.

Additional documents:

Minutes:

Apologies were received from Councillor Tony Slater and Councillor Michael Vann.

OS.177

Substitute Members

To note details of any substitution arrangements in place for the meeting.

Additional documents:

Minutes:

Councillor David Fowles substituted for Councillor Tony Slater.

OS.178

Declarations of Interest

To receive any declarations of interest from Members relating to items to be considered at the meeting.

Additional documents:

Minutes:

There were no declaration on interests.

OS.179

Minutes pdf icon PDF 697 KB

To approve the minutes of the meeting held on 31 March 2025.

Additional documents:

Minutes:

The minutes of the meeting held on 31 March 2025 were discussed.

 

Councillor Jon Waring proposed accepting the minutes and Councillor Angus Jenkinson seconded the proposal.

 

RESOLVED: to APPROVE the minutes of the meeting held on 31 March 2025

OS.180

Matters Arising from Minutes of the Previous Meeting

To consider actions outstanding from minutes of previous meetings.

Additional documents:

Minutes:

The Chair asked whether a point raised at the previous Committee meeting regarding remote access and a summary briefing for the 4 June Town and Parish Summit had been organised.

 

The Director of Governance and Development explained that invites had been sent to all Town and Parish Councils with invites to District Councillors to follow.  There was encouragement for District Councillors to encourage Town and Parish Councils to engage with the event.

 

The Chair requested that remote access to the event and a briefing be supplied.  Concern was also raised about the lack of representatives from smaller parishes at the Summit to support parishes with under 1000 residents.

 

OS.181

Chair's Announcements

To receive any announcements from the Chair of the Overview and Scrutiny Committee.

Additional documents:

Minutes:

The Chair welcomed Councillors Laura Hill-Wilson and Nicholas Bridges who were elected as Councillors to the Cotswold District Council in the recent by-elections.

 

In the absence of former councillor Gary Selwyn, Councillor Clare Turner acted as Vice-Chair at the Committee meeting.

 

The Chair stated that a dedicated officer to support the Overview and Scrutiny Committee had been recommended by the Peer Review and should be considered.

 

The Chair also reported that Bromford Housing had been invited to attend a future meeting to provide an update on how they are managing their properties, improving energy efficiency, and supporting their tenants. Additionally, a forthcoming report to the Overview and Scrutiny Committee would examine the economic impact of recent Government tax policy changes on businesses within the Cotswold District.

 

OS.182

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 one minute. 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.

 

OS.183

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.

 

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 5.00 pm 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 9.30 am 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 two Member questions.

Question 1

Councillor David Cunningham asked the Chief Executive to report on how the complaints procedure was being implemented, the frequency of complaints received, and the typical timeframes for their resolution. The Director of Governance and Development explained that the complaints process had recently undergone changes, and it might be too early to fully assess the impact of these revisions. A briefing email outlining the complaints policy, standard response times, and the types of complaints received would be circulated in due course.

 

Question 2

Councillor David Cunningham asked for a status update from Ubico regarding the maintenance and replacement of street signs across the District.

The Deputy Chief Executive acknowledged that there was currently a backlog in street sign replacements. He agreed to provide an overview of the existing system along with an update on the current status of the replacement programme.

 

OS.184

Report back on recommendations

There were no recommendations arising from the previous Overview and Scrutiny Committee meeting on 31 March 2025.

Additional documents:

Minutes:

There were no recommendations to Cabinet arising from the previous Committee meeting.

 

OS.185

Public Toilets pdf icon PDF 516 KB

Purpose

To provide an update on the public toilets.

 

Recommendation

That Overview and Scrutiny resolves to:

Note actions and progress since the Cabinet meeting on 1 February 2024 (Annex A)

Additional documents:

Minutes:

The Cabinet Member for Economy and Environment introduced the Public Toilets update.  They raised the following points:

  • Progress on previous decisions regarding the public toilets project had not met expectations.
  • Some toilets had been closed where there had previously been multiple Council-operated facilities within the same town.
  • Changes resulting from Local Government Devolution had affected the anticipated timelines for return on investment and capital expenditure.
  • There was a shared desire to avoid imposing additional costs on Town and Parish Councils to adopt these facilities.
  • Concerns were raised over the initial failure to identify that certain assets were in poor physical condition and in need of significant upgrades.

 

 

The Deputy Chief Executive stated that the level of support for the action plan had fallen short of the expectations of both the Overview and Scrutiny Committee and the Task-and-Finish Group. He reiterated the need for careful consideration of future actions by Cotswold District Council in the context of ongoing Local Government Reform

 

Members discussed the report raising the following points:

  • Members expressed disappointment that the charge for using public toilets had not been increased towards a level that would cover the cost of providing the service. It was noted that the February Budget meeting had recommended that the charges for most discretionary services should be cost neutral . A question was raised as to why the charge had not been adjusted accordingly.

The installation of digital card readers had been intended to facilitate easier payments by the public. The Cabinet Member for Economy and Environment agreed that the service should operate on a cost-neutral basis and confirmed that the introduction of card readers would support the implementation of this approach.

 

  • Members inquired about the costs associated with reopening the public toilets at Maugersbury Road Car Park for the Horse Fair, as well as the implications for future facilities if such assets are disposed of.  The Parking Manager confirmed that there would be a cost incurred for reopening the Maugersbury Road toilets for the five days of the fair.  The Deputy Chief Executive stated that it was Council policy to recover costs for discretionary services through appropriate fees, including for public conveniences. Before implementing wider adjustments to the standard fee structure—particularly introducing charges at previously free locations—data on the impacts of such changes should be collected and assessed.

 

  • Members reflected on a key finding from the Task and Finish Group, noting that many residents were unaware that the provision of public conveniences is a discretionary service offered by the Council. A Member emphasised the importance of clearly communicating this to the public.

 

  • Members reflected on a key finding from of the Task-and-Finish Group to improve the toilet facilities. It was emphasised that, in order for the payment system to operate effectively, access points must first be secured and made fit for purpose. This should then be followed by the introduction of a user-friendly payment system.

 

OS.186

District Homelessness Update pdf icon PDF 5 MB

Purpose

To update the Overview and Scrutiny Committee on emerging homelessness pressures, and the plan to address these through the Preventing Homelessness Strategy and the Action Plan to Prevent Homelessness.

 

Recommendation

That Overview and Scrutiny resolves to:

1.    Note the update on emerging homelessness pressures

2.    Agree on any recommendation it wishes to submit to Cabinet regarding the draft Preventing Homelessness Strategy

3.    Agree on any recommendation it wishes to submit to Cabinet regarding the draft Preventing Homelessness Action Plan

Additional documents:

Minutes:

The Cabinet Member for Housing and Planning introduced the District Homelessness Update and reported that, as of April, approximately 30 individuals—including both adults and children—were in temporary accommodation within the district. The Cabinet Member also presented the Homelessness Prevention and Rough Sleeping Strategy, which aimed to shift the Council's approach from reactive responses to a focus on prevention.

Key challenges identified included delays in returning empty properties to use and a lack of sufficient enforcement mechanisms within the current system.

 

The Strategy’s key themes included enhanced data monitoring and integration, tackling long-term empty homes, and promoting collaborative working with other councils, health services, the police, training providers, and voluntary sector organisations. Briefings and training sessions for Town and Parish Councils were planned as part of this initiative.

 

Members discussed the report raising the following points:

  • Members raised concerns about the challenges involved in securing support for identified rough sleepers. The Officer explained that members of the public were encouraged to report sightings through StreetLink, which served as the initial point of contact. The aim was for outreach teams to visit the reported location within 24 hours to assess and engage with the individual concerned.
  • Members acknowledged the Strategy’s recognition of the need to reduce bureaucracy and to identify barriers within service delivery that hinder support for individuals at risk of homelessness.
  • Members questioned how the reported number of homelessness cases was determined. The Officer explained that the data was based on the number of rough sleepers reported to the County’s rough sleeper outreach contact.
  • Members enquired about how the grant of £365,327 would be allocated to support the delivery of service priorities. The Deputy Chief Executive and the confirmed that a breakdown of how the funding for 2025/26 would be utilised would be provided.
  • A Member raised concerns about the disconnect between housing affordability and local income levels. The Member questioned whether the current proportion of affordable housing was sufficient to meaningfully address the widening gap between average earnings and house prices.
  • A Member questioned the extent to which less visible forms of homelessness were prevalent within the district and how these cases were being addressed. They also highlighted that many individuals experiencing homelessness faced complex challenges, including mental health issues, and requested further details on how the Council collaborated with other agencies to support those with more complex needs.

The Homeseeker Plus Lead explained that the Council worked with a range of partner organisations across Gloucestershire to provide support for individuals experiencing homelessness. The Council aimed to offer flexible and appropriate housing solutions where possible. The discussion also covered the various pathways into homelessness and the different approaches required to address them effectively.

  • Members discussed the operation of the StreetLink system in identifying individuals experiencing homelessness. The discussion also covered the training provided to support effective engagement and assistance for rough sleepers.
  • Members discussed the need to improve public understanding of how housing is allocated through the HomeSeeker Plus system. The discussion highlighted the importance of clear communication  ...  view the full minutes text for item OS.186

OS.187

Progress Review - Task & Finish Group IHT Farming pdf icon PDF 490 KB

Purpose

To receive a verbal update on progress to date and note the agreed Terms Of Reference.

 

 

 

Additional documents:

Minutes:

The Chair of the Task and Finish Group provided an update on the working group's progress regarding the impact of proposed inheritance tax changes on farms.

The group had held one online and one in-person meeting where the terms of reference had been agreed.  A strong set of questions for an online questionnaire were to be refined.

The Stakeholder invitation list was still being developed due to the breadth of the topic.

The aim was still to produce a constructive, solution-focused response to government, not simply for or against. A report was expected by July for Council consideration.

 

The Chair thanked the Members of the Task-and-Finish Group for their time and effort in the production of a response.

 

Councillor David Cunningham left at 17:45

 

 

OS.188

Updates from Gloucestershire County Council Scrutiny Committees

Purpose

To receive any verbal updates on the work of external scrutiny bodies:

 

Gloucestershire Economic Growth Scrutiny Committee – Cllr Angus Jenkinson

Health Overview & Scrutiny Committee – Cllr Dilys Neill

 

Additional documents:

Minutes:

There had been no meetings of the Health Overview and Scrutiny Committee (HOSC) or the Gloucestershire County Council Scrutiny Committee (GCCSC) since the last Overview and Scrutiny meeting.

 

OS.189

Work Plan and Forward Plan pdf icon PDF 530 KB

Purpose

For the Committee to note and review its work plan and to select Cabinet decisions for pre-decision scrutiny at future committee meetings.

Additional documents:

Minutes:

The Chair updated the Committee on changes to the Work Plan.

It was noted that the item on the ecological emergency was deferred to September due to the busy schedule in July.

The July discussion on the Local Plan was noted to be an update rather than the final version however, the Committee anticipated close scrutiny and questions. The importance of the Local Plan was strongly emphasised.

 

Members expressed concern that the number of July reports would be difficult to fully scrutinise and questioned if the Publica Transition would be brought before the Overview and Scrutiny Committee.

 

The Head of Democratic and Electoral Services discussed the reports proposed for the July meeting. There was further discussion about the challenges in moving reports to earlier in the year but suggested considering the possibility of holding two meetings in July, depending on the scale and substance of the forthcoming Local Plan report.  Due to the lack of performance reports, it was suggested to cancel the June Overview and Scrutiny Committee meeting.

 

 

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