Agenda and minutes

Policy Overview Committee
Tuesday 20 September 2016 7.00 pm

Venue: B12

Contact: Email: memberservices@dartford.gov.uk 

Items
Note No. Item

17.

Apologies for Absence

Minutes:

An apology for absence was received from Councillor B K Kaini.

 

The Chairman also noted that Tracey Schneider, Kent County Council’s Project Officer for Dementia Friendly Communities, had submitted an apology for absence.

18.

Declarations of Interest

To receive declarations of interest from Members including the terms(s) of the Grant of Dispensation (if any) by the Audit Board or Managing Director.

Minutes:

There were no declarations of interest.

19.

Confirmation of the minutes of the Policy Overview meeting held on 14 June 2016 pdf icon PDF 155 KB

Minutes:

            RESOLVED:

 

That the minutes of the meeting of the Policy Overview Committee held on 14 June 2016 be confirmed.

20.

Urgent Items

The Chairman will announce his decision as to whether there are any urgent items and their position on the agenda.

Minutes:

There were no urgent items.

21.

To consider references from other Committees (if any)

Minutes:

There were no references from other Committees.

22.

Regulation 9 Notice pdf icon PDF 85 KB

To consider any issues arising from the Regulation 9 Notice for the period 15 August 2016 to 31 December 2016.

Minutes:

RESOLVED:

 

That the contents of the Regulation 9 Notice, for the period 15 August 2016 to 31 December 2016, be noted.

SD (IS)

23.

Action Points Arising from the Policy Overview Committee Meeting held on 14 June 2016 pdf icon PDF 58 KB

To note the list of action points arising from the Policy Overview Committee meeting held on 14 June 2016.

Additional documents:

Minutes:

This report asked Members to note the list of action points arising from the Policy Overview Committee meeting held on 14 June 2016.

 

In relation to the letter raising concern at the proposed reduction in funding for community pharmacies that had been sent to the Minister responsible for Community Health and Care, the Chairman advised that, in the absence of a response, a chasing letter had also been sent.

 

Reference was then made to the affordable housing related debate that had taken place at the last Policy Overview meeting and Members requested that the Head of Regeneration be asked to provide an update on the suggested review of affordable housing related policies by the Local Plan Members’ Working Group (LPMWG). During discussion the Chairman noted that the Chairman of the LPMWG had been made aware of the Committee’s suggestion.

 

Members also asked for a status update on the proposed report to Cabinet on the impact that the Housing and Planning Act may have on the Council’s ability to meet housing need.

 

RESOLVED:

 

1.         That the list of action points arising from the Committee meetings held on 14 June 2016 be noted.

 

2.         That the Head of Regeneration be asked to provide an update on the suggested review of affordable housing related policies by the Local Plan Members’ Working Group (LPMWG).

 

3.         That the Head of Housing be asked to provide an update on the proposed report to Cabinet which would describe the impact that the Housing and Planning Act would have on the Council’s ability to meet housing need.

SD (IS)

24.

Dementia Friendly Communities pdf icon PDF 47 KB

To receive an update on the initiatives and projects being progressed by Kent County Council’s Dementia Friendly Communities team.

Minutes:

The Chairman advised that Tracey Schneider, Kent County Council’s Project Officer for Dementia Friendly Communities, who had been due to attend the meeting in order to provide an update, had been feeling unwell and so was unable to attend. He said that, instead, she intended to provide a written update which would be distributed to all Committee members once received.

 

Members asked that their best wishes for a speedy recovery be passed to Mrs Schneider.

 

RESOLVED:

 

That the Committee’s best wishes for a speedy recovery be passed to Mrs Schneider.

SD (IS)

25.

Fairfield Management Contract pdf icon PDF 59 KB

To submit to the Committee, Places For People Management Ltd’s Quarterly Report on the management of the Fairfield Pool since its opening in February 2016.

Additional documents:

Minutes:

The Chairman welcomed Tom Carter, Contract Manager, Places for People Management Ltd, and Dave Jolliffe, Area Manager, Places for People Management Ltd to the meeting, who were present to report on the management and operation of Fairfield Leisure Centre since its opening in February 2016. He then said how proud he was of the facility and welcomed the benefits that were being provided to the community. He also noted the amount of positive feedback that had been received from users of the Centre.

 

The Contract Manager began by describing how they had had to mobilise and recruit quickly following the award of the contract and that since its opening there had been a phenomenal demand for the facility, which had exceeded expectations. He welcomed the strong relationship that had been formed with the Council and noted how they worked together to resolve any issues that arise. He said that they would continue to capitalise on any opportunities that present themselves and work to increase the capacity of the Centre, and the range of programmes being offered. The Area Manager added that there had been a 60% usage growth over that of the old facility and that it had been forecast that gym membership would reach its capacity in February 2017. He said that this site had been one of the management company’s star performers and referred to the efforts being made to engage with minority groups. He also highlighted the variety of exercise regimes and junior activities that were being provided.

 

Members unanimously welcomed the positive contribution to community health and wellbeing that was being delivered by the facility and noted the ongoing work that was taking place to address future challenges.

 

The Area Manager noted that peak time car parking capacity was also an issue and said that measures to address this were being discussed. Reference was also made to a car parking enforcement issue that had arisen and the Contract Manager advised that the problem had occurred when the car registration numbers of those using the Centre had been incorrectly entered into the system. He advised that once the problem had been identified action was quickly taken to prevent any further occurrence and said that the associated procedures were being changed to remove the need for registration numbers to be entered manually. He also noted that a new car parking scheme was being introduced for those users who make use of the Centre for more than 3 hours in a single visit. During further discussion Members also noted that when car parking at the Centre reaches capacity users who park in nearby streets can cause problems for residents.

 

In response to a question relating to the number of defects that had been reported back to the construction contractor Willmott Dixon the Contract Manager advised that the overall quality of the refurbishment was very good and that the majority of the issues reported were seen as low priority. He did however note that the slip resistance of the  ...  view the full minutes text for item 25.

SD (IS)

26.

Corporate Plan - Performance Indicators pdf icon PDF 45 KB

This report provides the latest set of Corporate Plan performance indicators for quarter 1 of 2016 – 17.

Additional documents:

Minutes:

This report provided the latest set of Corporate Plan performance indicators for quarter 1 of 2016-17.

 

The Chairman noted this to be a regular report, which is also reported to the Cabinet Advisory Panel and Cabinet, and said that Members should make known in advance those areas they wish to consider so that appropriate officers, if available, may be invited to attend the meeting. He also advised that, in the absence of an appropriate officer, written responses would be provided for any issues raised. In reply to a question on the role that the Policy Overview Committee plays he said that the Policy Overview Committee had the ability to explore identified areas of concern in detail and ask that targeted reports be presented for consideration at future meetings if considered necessary.

 

One Member questioned the use of ‘birth’ and ‘death’ when describing the creation and liquidation of a business and suggested that alternative descriptions be used.

 

Members then discussed the process used when defining performance indicators and were advised that they are created so that senior managers may use them to assess whether the objectives defined in the Corporate Plan are being achieved. The Policy and Corporate Support Manager then confirmed that the Committee could ask Cabinet to consider the addition of further indicators if thought to be useful. Members therefore asked that Cabinet consider the addition of a performance indicator which tracks the percentage of Dartford waste that is sent to landfill.

 

Members noted the indicator which related to child obesity and asked that this, and the associated strategies being used to support the Government’s recent proposals, be covered by the Director of Public Health when he attends the Committee’s December meeting.

 

Members referred to the crime related indicators in the report and the associated policies being used when dealing with crime throughout the Borough but were advised by the Chairman that crime related subjects are dealt with by the Crime and Disorder (Overview and Scrutiny) Committee. The Chairman of the Crime and Disorder (Overview and Scrutiny) Committee, who was present at the meeting, confirmed that the Committee reviewed the strategies being used and received regular updates on the associated crime statistics and progress being made. He also said that any interested Members were welcome to attend their meetings.

 

Members then requested that the Head of Housing be asked to provide further insight into why the ‘Percentage of non-urgent repairs completed on time’ continued to perform below target given that the contract with the Council’s current contractor, Breyer, had been extended. They also asked that he provide further comment on the indicator relating to the ‘Number of affordable homes completed’ as it was being reported as well below target.

 

Reference was then made to the indicator entitled ‘Percentage of customer service telephone calls answered within 20 seconds’ where the reported increase (from 3,676 to 5,836) in the number of refuse and recycling related calls that had been received was noted. Members requested that the Waste and Recycling Manager  ...  view the full minutes text for item 26.

SD (IS)

27.

Policy Overview Committee Work Plan pdf icon PDF 45 KB

This report sets out the Policy Overview Committee’s work plan.

Additional documents:

Minutes:

This report set out the Policy Overview Committee’s Work Plan.

 

The Chairman confirmed the following addition, which had been agreed during discussion of a previous agenda item:

 

  • Fairfield Management Contract – March 2017

 

RESOLVED:

 

That the Work Plan, together with the amendment minuted above, be noted.