Agenda and minutes

The Chairman welcomed everyone. On behalf of the panel, he expressed best wishes and thoughts for Cllr Mark Crosby’s speedy recovery. 

Recommendation of election of Vice Chairman, Councillor Stuart McQuillan at Informal Panel Meeting 15 July 2021 (for ratification)

Resolved: that the recommendation at the informal panel meeting on 15 July 2021 that Councillor Stuart McQuillan be elected Vice Chairman of the Community and Corporate Organisation Policy & Scrutiny Panel for the 2021/22 Municipal Year be endorsed.

A Member must declare any disclosable pecuniary interest where it relates to any matter being considered at the meeting.  A declaration of a disclosable pecuniary interest should indicate the interest and the agenda item to which it relates.  A Member is not permitted to participate in this agenda item by law and should immediately leave the meeting before the start of any debate.

If the Member leaves the Chamber in respect of a declaration, he or she should ensure that the Chairman is aware of this before he or she leaves to enable their exit from the meeting to be recorded in the minutes in accordance with Standing Order 37.

None

5.1 Formal Panel Meeting Minutes – 4 March 2021, recommended for approval as a correct record at Informal Panel meeting dated 15 July 2021 (for ratification)

5.2 Informal Panel Meeting Notes – 15 July 2021 (attached), for information.

5.3 Minutes of Formal Panel Call-in Meeting 5 August 2021, recommended for approval as a correct record at Informal Panel meeting dated 11 November 2021 (for ratification).

5.4 Informal Panel Meeting Notes – 11 November 2021 (attached), for information.

5.1 Formal Panel Meeting Minutes – 4 March 2021, recommended for approval as a correct record at Informal Panel meeting dated 15 July 2021 (for ratification)

5.2 Informal Panel Meeting Notes – 15 July 2021 (attached) for information

5.3 Minutes of Formal Panel Call-in Meeting 5 August 2021, recommended for approval as a correct record at Informal Panel meeting dated 11 November 2021 (for ratification)

5.4 Informal Panel Meeting Notes – 11 November 2021 (attached) for information

Resolved: that the minutes of the meetings on 4 March 2021 and 5 August 2021 be approved as a correct record. 

The Climate Emergency Project Manager provided panel members with a progress update on key activities related to the Climate Emergency Strategy and Action Plan.  Members’ attention was drawn to the annotated version of the climate emergency action plan, giving brief descriptions of progress (Annex 1).

The updated plan would be presented as a formal strategy document with more explanation of how the Council was prioritising its response to the Climate Emergency in terms of the implications of climate change on a local, national and international scale; the impact climate change was having on the most vulnerable in the community; the scale of the response required to meet national and international commitments and the co-benefits of climate action.

A discussion took place on the Local Authority Adaptation Toolkit used to update the Climate Emergency Action Plan and agreed a further session of engagement with the Action Plan take place prior to September 2022.

The Climate Emergency Project Manger responded to Members’ queries in relation to feedback on the process of accessing Business Support; the number of council owned nature reserves; the use of hydrogenated vegetable oil (HVO) fuel for council vehicles; and the decarbonisation of North Somerset Council owned buildings.

Concluded:

that the comments on the action plan be noted and that a further session of Panel engagement with the Action Plan take place in advance of September 2022.

The Director of Corporate Services presented the report which provided members with an update on delivering the Accommodation Strategy and an update in relation to the programme, key decisions and timeline and financial implications and the budget position.

The Accommodation Strategy formed part of a suite of three strategic documents which had been adopted by Council in February 2021 - Strategic Asset Management & Property Plan (SAMPP); Accommodation Strategy (AS) and the Development Strategy (DS).

Members’ attention was drawn to page 86 of the report which provided information was provided on timescales in relation to the three workstreams in the Accommodation Strategy – Workstream 1 – Re-imagine ways of working and invest in Town Hall; Workstream 2 – Castlewood Transition and Workstream 3 – Touch- down locations.  Members noted that the focus had been on developing the next phase, which was to progress the detailed design and delivery of the reconfiguration of the New Town Hall site at Weston.

Members discussed the various workstyles and queried whether regular staff surveys were carried out in respect of ways of working. It was reported that there was regular consultation with staff and webinars that 87% of staff had indicated they wished to continue in a hybrid way.

A further scrutiny engagement session on the Accommodation Strategy was being arranged for April 2022

Concluded:

that the report be noted, and that an Accommodation Strategy Working Group be established.

The Executive Member for Assets and Capital Delivery provided a briefing on major projects including MetroWest, the Banwell Bypass and A38 MRN.

Members noted there had been recognition of the need for more strategic oversight, accountability, and management of risk at a strategic level to deliver exemplar projects. In February 2020 the Executive approved the establishment of a major projects team.  In addition, there had been the establishment of the Active Delivery Strategic Group. Steps were also being taken to increase the knowledge and understanding of carbon reduction work across major projects and capital plans.  The Portfolio Management Office was another element of the governance of major projects with the aim of achieving uniformity and cross project learning.

Members discussed the continued delay to the central government decision on the Development Consent Order in relation to MetroWest. It was noted that dialogue was continuing with the Department for Transport and that as soon as further updates were available these would be relayed to the Panel.

The Panel members discussed panel engagement with the Portfolio Management Office.

Concluded:

that the report be noted, and the Panel agreed arrangements for scrutiny engagement with the Portfolio Management Office.

The Safer Communities Manager introduced the report providing Members with background details on the development of the new Crime and Disorder Strategic Assessment which would inform the new Safer Communities Plan with effect from 1 April 2022. The Plan would be submitted to a future meeting of the panel for members’ questions.

The Senior Safer Communities Officer updated members on street based anti-social behaviour, support for vulnerable people, aggressive begging and street drinking and explained the actions being taken to tackle tents being erected in residential areas on patches of land.  The YMCA visited hot spot areas on a weekly basis and notified the Council of the locations of rough sleepers. Community Response officers then visited the sites and, if abandoned, left a notice that the tent would be removed.  There was a facility for individuals to access sleeping bags at the YMCA.  Members were also able to report rough sleepers via the ‘Street Link’ app.

The CCTV Manager outlined the North Somerset CCTV Upgrade 2021/22 and referred to the addition of around 10-12 mobile cameras which could be deployed directly to hot spot locations.

Members received information on several matters including town council contributions towards CCTV; the Council’s compliance with civil liberties; the number of incidents, arrests and convictions as a result of CCTV evidence; the speed with which the mobile cameras could be deployed to hot spot areas; and councillor access to the CCTV reports.

Members discussed the success of the Community Safety Steering Group set up under the previous CCO Panel and agreed on its re-establishment for the PCOM Panel to initially focus on rough sleepers, Street Link and Operation Remedy.

Members discussed the success of the previous Crime and Disorder Strategic Assessment with a local version for each of the local areas and that engagement take place with Panel members.

Concluded:

that the report be noted, that the Community Safety Steering Group be revived, and that further scrutiny engagement should take place with Panel members on the Crime and Disorder Strategic Assessment.

PSPO Overview of Progress and Scrutiny Engagement for Review (Agenda item 11)

The Environmental Health Services Manager presented the report.  Members noted that Public Space Protection Orders (PSPOs) were first introduced across the district by North Somerset Council on 20 October 2017 to deter individuals or groups of individuals committing anti-social behaviour in public places.  Subsequent reviews conducted in 2020 and 2021 saw additional provisions added to the area wider order and new orders were introduced such as ‘no swimming’ at Abbots Pool in Abbots Leigh and ‘no dogs’ at Court Hall in Pill and Easton-in-Gordano.

Members were asked to consider the following recommendations:

·       To commence public consultation on the PSPOs that were recommended for further consideration at the Executive on 11 February 2021 (Section 3.1) - aggressive begging, Broadcroft Play Area, Claverham, no dogs allowed; Hutton Moor Playing Fields – all dogs on leads; Worle Recreation Ground – all dogs on leads; Weston-super-Mare Beach – amending the Summer Beach Ban restrictions to allow dogs on the beach at the Royal Sands and The Pier between the hours of 18:00 to 08:00) 

·       To commence public consultation on amendments to existing PSPOs to facilitate improved operational performance – (Section 3.2) - support to request name and address details and redefining what classes as a ‘receptacle’ to pick up dog faeces.

·       To commence public consultation on new PSPOs where an urgent public safety reason had been identified, as set out in Section 3.3.

·       To commence member engagement on several new proposals that had been put forward for review in Section 3.4 (Weston seafront; new dog control orders at Ashton Court, Long Ashton Community Centre and the Putting Green, Beach Lawns, a New Town Centre, Retail and Managed Parks Order; and a new gating order at Worthy Place, Weston-super-Mare to restrict access due to anti-social behaviour)

A discussion took place on the times of the Weston Beach order and clarification was sought in relation to the law on cycling on footpaths.  Members were also informed that the authority to request names and addresses had been omitted from the original legislation.  Whilst Police and PCSOs possessed the legal authority to request names and addresses, the extension of this power to authorised officers of the council had been omitted from the original legislation.  The consultation was scheduled to start this month.

Concluded: that the Panel supported the recommendations contained in sections 3.1, 3.2, 3.3 and 3.4 of the report.       

The Electoral Services and Scrutiny Manager presented the work plan which included detail of all informal scrutiny work undertaken since the last panel meeting held in public in March 2021 because of COVID restrictions.

Members’ attention was drawn to the following:

·       ICT (including Members’ ICT) Working Group – next meeting was being held on 14 March 2022 to focus on Cyber/data review. Members agreed to forward any IT issues to the Electoral Services and Scrutiny Manager for discussion at the working group.

·       Accommodation Strategy - an additional briefing session was being organised to focus on building capacity and members’ meeting rooms.

·       Major Projects/Capital Projects – Panel engagement to include Place due to focus on major projects.

·       Domestic Abuse Next Link Contract – it was agreed that this would be reviewed after one year in November 2022.

·       Energy Supply Contract – a briefing session for PCOM members had taken place on 14 December 2021 on green energy.  A further all Member session was scheduled to take place on Tuesday 15 March 2022.

·       Customer Services Strategy – this was currently undergoing public consultation. A follow up PCOM scrutiny session was scheduled to take place on 17 March 2022.

·       Council policy with regards funding bids (e.g., Active Travel) – a further briefing session to be arranged.

·       Regular matters – the previousAvon and Somerset Policebriefing for all members with the Chief Constable and the Area Commander had provided insight and reassurance in response to current pressures (to be considered in line with crime and disorder responsibilities).  Members agreed the merit of a further briefing, but it was agreed that members should email their preferred topic areas in order to establish a clear remit for the brief in advance of main arrangements for this session.

·       Community Safety Steering Group – as previously in place with CCO Panel, it was agreed that this group should be revived.

·       Community Engagement – building on the way work with communities.  It was agreed that this should be progressed alongside the work being undertaken by the Executive Member for Climate Emergency and Engagement.

·       Independent Office of Police Conduct (IOPC) – a briefing session had previously taken place in January 2021.  It was agreed to pursue whether there was merit in a further engagement with the panel.

Concluded: that the Panel received and considered the work plan as outlined in the minutes above.