Agenda and minutes

Venue: Civic Suite, North Warehouse, The Docks, Gloucester, GL1 2EP

Contact: Sonia Tucker  Democratic Services Officer

Note: Note for Press and Public - there will be no access to the Civic Suite before 6.30 pm because of a private meeting taking place beforehand 

Items
No. Item

27.

Declarations of Interest

To receive from Members, declarations of the existence of any disclosable pecuniary, or non-pecuniary, interests and the nature of those interests in relation to any agenda item. Please see Agenda Notes.

Minutes:

There were no declarations of interest.

 

28.

Minutes pdf icon PDF 163 KB

To approve as a correct record the minutes of the meeting held on 21 July 2014.

Minutes:

The minutes of the meeting held on 21 July 2014 were approved as a correct record and signed by the Chair.

 

29.

Public Question Time (15 minutes)

To receive any questions from members of the public provided that a question does not relate to:

 

·         Matters which are the subject of current or pending legal proceedings, or

·         Matters relating to employees or former employees of the Council or comments in respect of individual Council Officers

Minutes:

There were no questions from members of the public.

 

30.

Petitions and Deputations (15 minutes)

To receive any petitions and deputations provided that no such petition is in relation to:

 

·         Matters relating to individual Council Officers, or

·         Matters relating to current or pending legal proceedings

Minutes:

There were no petitions or deputations.

 

31.

Financial Monitoring Quarter 1 pdf icon PDF 222 KB

To receive the report of the Cabinet Member for Performance and Resources which sets out the financial monitoring report details including budget variances, year end forecasts, and progress made against agreed savings targets for the first quarter ended 30th June 2014.  It also highlights some key performance indicators.

Additional documents:

Minutes:

The Chair welcomed Councillor Norman, MBE, Cabinet Member for Performance and Resources, and Mr Greg Maw, Financial Accountant, to the meeting.

 

Members were presented with a report which set out financial monitoring details, including budget variances, year end forecasts, and progress made against agreed savings targets for the first quarter ending 30 June 2014 (Q1).  The report also highlighted some key performance indicators.   Overview and Scrutiny Committee was asked, subject to any recommendations it wished to make to the Cabinet, to note the contents of the report.

 

Members discussed the following matters:-

 

1.                               The potential risk of the additional savings of £400K on the Amey contract not having yet been identified (paragraph 7.2).  Councillor Norman confirmed that negotiations were ongoing with Amey to identify these savings.

2.                               A Member remarked that the consultant engaged to review Cultural Services should focus on generating income for the service rather than concentrating on reducing the running costs of the service to the Council (paragraph 7.2).  Councillor Norman responded that the consultant was exploring ways of making the Guildhall more profitable and drew Members’ attention to paragraph 5.2 which stated that the budget set for the Guildhall had been unrealistic.

3.                               A Member asked when the restructure for the Regeneration teams would be available.  Councillor Norman said that he hoped that this would be ready shortly and that he was confident that the projected savings could be achieved (paragraph 7.2).

4.                               Two Members pointed out that nearly 3 months had elapsed since the end of quarter 1 and that the Committee should be receiving more up to date information, particularly regarding savings on the Amey contract.   It was considered that the monitoring reports should be aligned to the relevant Overview and Scrutiny Committee dates to ensure that the data the Committee received was meaningful.  Councillor Norman agreed to discuss this with the Head of Finance.  Mr Maw said he would provide up to date information to the Committee on the position of discussions regarding savings on the Amey contract.

5.                               There was a discussion on projected figures for the garden waste collection service.  Under this item a Member queried how crews knew which households had signed up to the service.  The Committee was informed that drivers had a list and so were fully aware of which households had paid for the service, although it was believed that the Cabinet Member for the Environment intended to review the process.

6.                               A Member queried whether it was proposed to procure hardware and software through Civica (paragraph 6.1).  Mr Maw agreed to provide this information separately to the Committee.

7.                               The definition of ‘Public Protection’ was clarified.

 

RESOLVED: 

(1)  That Cabinet be asked to review the dates when the Monitoring Reports were provided to the Overview and Scrutiny Committee to ensure the information was up to date.

(2)  That the report be noted.

 

32.

Rugby World Cup Update pdf icon PDF 179 KB

To consider the report by the Cabinet Member for Regeneration and Culture which updates Members on preparations for the 2015 Rugby World Cup.

Minutes:

The Chair welcomed Councillor James, Cabinet Member for Regeneration and Culture, and Mr Adam Balding, RWC Event Co-ordinator. 

 

Members were presented with an update which asked them to note progress made against the key issues for the delivery of the Rugby World Cup (RWC) in 2015. 

 

Members discussed the following matters:-

 

1.                               The role of the City’s MP in the lead up to the event.  Councillor James replied that a team approach was being taken and that Mr Graham contributed by using his influence to lobby organisations and to also identify where Government funds could be drawn upon.

2.                               A Member queried whether publicity posters were being withheld in certain areas of the City for conservation reasons.  Councillor James responded that he believed this was not the case.

3.                               The colour of the banners was discussed and Members were informed that the Council had no jurisdiction in this regard.

4.                               A Member asked if other businesses apart from the main sponsors would be able to get involved in the Fanzone area.  Mr Balding replied that there might be opportunities for businesses in other parts of the City, but that these matters had yet to be determined.  Councillor James added that sponsorship rules were strict and it was important for the City to come up with other ways of promoting Gloucester such as the Tall Ships event and the Sculpture Trail.  The importance of the legacy from the RWC was emphasised.

5.                               A Member queried the role of volunteers and how their efforts would be recognised.  Mr Balding replied that around 60 volunteers would be recruited and that they would act as ‘meeters and greeters’ and would help to create a carnival atmosphere.  There would be a clear distinction between the role of a steward and a volunteer.  Volunteers would receive some form of accreditation for their contribution.

6.                               A Member referred to a brownfield site in his ward which was being developed and asked whether there was any possibility of receiving funding towards a rugby pitch which was planned as part of the development.  Councillor James said that there was no specific funding available to clubs arising from the RWC.  Mr Balding agreed to provide the Member with contact details from the Regional Legacy Group who might be aware of potential funding streams.

7.                               There was a discussion on the proposed improvements to be made to Gloucester Railway Station.  A Member welcomed the recent agreement which had been reached for the project and asked if the work would be done before the RWC started.  Councillor James informed the Committee that meetings were taking place with Network Rail and First Great Western, that the plans were ambitious, and that it was unlikely that all the enhancements could be carried out in time for the tournament.  Councillor James reminded the Committee that the improvements would benefit the City for years to come.  The Member suggested that the MP might exert his influence to encourage Network Rail and  ...  view the full minutes text for item 32.

33.

Tree Policy - update on progress following implementation of new policy

To receive an update on progress made following the recent implementation of the new Tree Policy. Please note:  This paper will be published as a separate supplement to the agenda when it is available.

Minutes:

The Chair announced that this item had been deferred to the meeting on 1 December 2014.

 

34.

Cabinet Forward Work Programme pdf icon PDF 73 KB

To consider the latest version of the Cabinet Forward Work Programme which is provided for information.

Minutes:

RESOLVED:  That the Cabinet’s Forward Work Programme be noted.

 

35.

Overview and Scrutiny Work Programme pdf icon PDF 112 KB

To consider the latest version of the Overview and Scrutiny Committee Work Programme.

Minutes:

The Committee considered the latest version of its work programme and made the following observations:-

 

·         It was agreed that the item on GFirst LEP be deferred from 13 October 2014 to a date when the Chief Executive of that organisation was able to attend in person.

·         It was agreed that a Member from the Streetcare Strategic Partnership be invited to the meeting on 1 December 2014 for the Amey Performance Monitoring item as the Streetcare Strategic Partnership were privy to detailed monitoring information for the Amey contract.

·         It was agreed that once Audit and Governance Committee had investigated governance issues arising from the IT outage issues of July 2014 that a report would be prepared for a future Overview and Scrutiny Committee to examine matters within the Committee’s remit

 

RESOLVED:  That the Overview and Scrutiny Work Programme be noted.

 

36.

Arrangements for next Overview and Scrutiny Committee meeting on 13 October 2014

An opportunity for the Committee to look ahead to its next meeting on 13 October 2014.

Minutes:

Members discussed the arrangements for the ‘Question Time’ panel which was due to take place on 13 October 2014.  It was agreed that a pre-meeting should be arranged with Lead Members to draw up questions for the Panel.  It was further agreed that the Head of Regeneration and Economic Development would be asked to attend the pre-meeting and the meeting on 13 October 2014.

 

37.

Member update on outside bodies' activities

To receive verbal updates as appropriate from Members of the Committee who sit as City Council representatives on any of the outside bodies.

Minutes:

The Committee received updates on the work of the Gloucestershire Health and Care Overview and Scrutiny Committee and the Gloucestershire Police and Crime Panel.

 

RESOLVED:  That the updates be noted.

 

38.

Date of Next Meeting

Monday 13 October 2014 at 18.30 hours.

Minutes:

Monday 13 October 2014 at 18.30 hours.