Agenda and minutes

Venue: Anglia Room, The Conference Suite, Elizabeth House, Walpole Loke, Dereham

Contact: Democratic Services  01362 656870

No. Item


Minutes pdf icon PDF 106 KB

To confirm the minutes of the meeting held on 11 July 2019.


The minutes of the meeting held on 11 July 2019 were confirmed as a correct record and signed by the Chairman.


Apologies and Substitutes

To receive apologies for absence and to note substitute Members in attendance.


Apologies were received from Councillors Birt, Nairn and I. Martin. Councillors Crane and Wilkinson were in attendance as substitutes for Councillors I. Martin and Nairn.


Chairman's Announcements (if any)


The Chairman announced that Item 8, the Honorarium Policy, had been withdrawn, and would be discussed at a future Overview & Scrutiny meeting along with other HR Policies scheduled for 7 November 2019.


Urgent Business

To note whether the Chairman proposes to accept any item as urgent business pursuant to Section 100(B)(4)(b) of the Local Government Act 1972.




Declaration of Interests

The duties to register, disclose and not to participate for the entire consideration of the matter, in respect of any matter in which a Member has a disclosable pecuniary interest are set out in Chapter 7 of the Localism Act 2011.  Members are also required to withdraw from the meeting room as stated in the Standing Orders of this Council.





Non-Members wishing to address the Meeting

To note the names of any non-members or public speakers wishing to address the meeting.




Quarter 1 2019-20 Performance Overview Report pdf icon PDF 97 KB

Report of Deputy Leader & Executive Member for Governance, Councillor Paul Claussen.


Additional documents:


The Deputy Leader & Executive Member for Governance, Councillor Paul Claussen introduced the newly formatted Quarterly Performance Report stating it was still a work in progress in terms of presentation and handed over to the Corporate Improvement and Performance Manager, Ross Bangs who went on to present the full report.


The Corporate Improvement and Performance Manager explained the report had been revised to include greater depth of detail with indicators being measured and the report now introduced a forecast with science behind it. It now exhibited a team trend and business intelligence analysis which would facilitate what was being measured with foresight and intelligence to react. He went on to explain they had still maintained the RAG process included in graphs and presentations with a full financial year previous performance, demonstrating where the target was and where possible a forecast.


There followed an in depth discussion on the full report and a dialogue on the breakdown of some of the specific figures and calculations. On the whole Councillors preferred the new look report but noted there were still issues with some of the statistics and queried these in minor detail. Councillor Birt had also sent a list of queries surrounding the report which had been passed to the Chair. The Corporate Improvement and Performance Manager stated the minor formatting would be checked for accuracy and had noted individual queries, along with the questions from Councillor Birt and would investigate further.


Councillor Kiddle-Morris questioned the Customer Engagement figures with the number of calls abandoned and asked why the forecast figure was higher when they were hoping to reduce this figure? It was rationalised by the Corporate Improvement and Performance Manager that the forecasting were interpreted by trend analysis. Instead of historically looking back data should be used to see how to improve based on current demand and working. The Contact Centre would continue to work with the Executive Manager for Information, to highlight potential issues.


Councillor Kiddle-Morris also noted from the report that Twitter followers were plateauing but Facebook figures were climbing and asked if there was a reason for this. The Corporate Improvement and Performance Manager said historically the information had not been included before but wanted to show how Breckland’s residents got in touch with us so we could allow the service areas to shape and mould their service to provide what customers want.


Members discussed in detail the results and figures for residual waste and compost and recycling which could indicate that Breckland Council were not doing enough to get the recycling message across to residents in the right format. It was considered there could be language barriers, difficulties with multiple occupation properties and confusion from residents about what goes in what bin and what could be recycled or not within the Norfolk area. Members suggested from experience pictures and stickers on the bins helped residents see more clearly. Ryan Pack the Graduate Trainee with Corporate Improvement and Performance had been tasked to investigate further what exactly the contamination  ...  view the full minutes text for item 76/19


Honorarium Policy pdf icon PDF 58 KB

To receive a report from HR Manager Susie Richardson.

Additional documents:


The item had been withdrawn and would be discussed at the Overview and Scrutiny meeting on 7November 2019. (See minute ref:72/19).


Section 106 (S106) Briefing Note pdf icon PDF 84 KB

Report of Executive Director of Place, Rob Walker.

Additional documents:


The Director of Planning and Building Control, Simon Wood presented key points from the briefing note on the Section 106 (S106) process on how funds were received, processed and released. He stated there was now a dedicated S106 Compliance Officer in place to help keep a record of stakeholders such as Parish and Town Councils with what monies were available, when they were due to expire and what they could be used for, as there were strict rules surrounding the usage of S106 monies. The Compliance Officer would seek to ensure monies were spent in time as per the original agreement with avoidance of any monies lost. The Compliance Officer would work closely with Town and Parish Councils to identify needs in their area and encompass those needs if appropriate and justified.


Councillor Turner suggested the S106 information was returned to the Town or Parish Clerks so everyone had a chance to comment, along with Ward Members. Councillor Turner also made Councillors aware that if S106 monies had been awarded and had a time limit which was reaching a deadline a Deed of Variation for an extension could possibly be sought through the S106 Officer to ensure monies were not lost.


Councillor Jermy asked what the process was for other Community Groups to be

Informed of the opportunity and what funds could be available to them. The Director of Planning and Building Control confirmed they were looking to improve the process of how to disseminate the information to ensure all parties were aware of accessible funding.


Councillor Eagle suggested information be given to Town and Parish Councils along with Community Groups to ensure they were being proactive and had clear plans in place ahead of time of what they proposed to do, costs involved and prudent for Councillors to encourage preparation.


The Director of Planning and Building Control confirmed they were now in the process of reviewing how S106 monies are received, processed and released and in view of this suggested he return to the Overview and Scrutiny Commission in the future to share the results of the process.





Breckland's Approach to Environmental Issues

To receive a presentation from the Environmental Protection Manager.


The Environmental Protection Manager, Richard Boole gave a presentation on Climate Change and Air Quality that included the Government’s strategy of The Road to Zero, air quality and health along with electric charging points around Breckland and the challenges local authorities faced.


The Environmental Protection Manager explained The Road to Zero which was the Government’s next steps towards cleaner road transport and delivering an industrial strategy stating:


·         it was hoped to end sale of traditional petrol and diesel vehicles by 2040

·         between 50 and 70% of new car sales and 40% of new van sales to be ultra-low emission (ULEV) by 2040

·         almost every car and van to be ULEV by 2050

·         HGV’s – 15% reduction in emissions by 2025


The Environmental Protection Manager also discussed Rapid Charging Points within the Breckland area. He explained Breckland had been involved with a project with Highways England to assist and provide sites within the Breckland area to support the strategic road network along the A11 and A47, had accessed funding of approximately £120,000 and had assisted Highways to determine the best sites. Rapid Charging Points were now available in both Dereham and Swaffham in Cowper Road and Pedlars car parks together with Queens Square in Attleborough. A charging point is being installed in Pikes Lane car park and it is hoped that this will be commissioned shortly.


A discussion followed on the emissions and particles in air pollution. The Environmental Protection Manager went on to state that poor air quality remained the largest environmental risk to public health and Public Health England research suggested that by 2035, health and social care arising from poor air quality in England alone could cost £5.3 billion based on the cost of disease with strong association with air pollution such as coronary heart disease, strokes, lung cancer, diabetes, low birth weight and dementia.


Councillor Wickerson asked if Breckland would be monitoring the use of the charging points. The Environmental Protection Manager confirmed Breckland had adopted an operator run model where the company would collate and provide Breckland with data and statistics. One of the main reasons for slow take up in electric vehicles had been the inability to charge across the UK.


Councillor Wickerson asked about emissions and flow of traffic, particularly around schools with parents picking up children and leaving cars idling which was becoming a major issue. The Environmental Protection Manager explained the Corporate Senior Policy Advisor had been tasked to work on the wider environmental strategy and it was his understanding he would be consulting with the Overview and Scrutiny Commission during that process so there could be an opportunity to address this in the future. He went on to explain that the Local Plan included an Air Quality Policy so we were now able to have Air Quality looked at as a consideration which will mean we can condition future developments.




Outside Body Feedback (Standing Item)

To receive an update from representatives on Outside Bodies.



Councillor Turner confirmed she had been appointed to the Restorative Approaches Strategic Board and along with a senior officer had met with a representative from that board and subsequently recommended to the Leader that there was not a need for a Breckland representative on this board as Breckland did restorative approaches through all other mediums and awaited feedback from the Leader for confirmation.


Councillor Kybird had attended a Health Scrutiny meeting and had forwarded the issues and outcomes of that to the Overview and Scrutiny Commission and would also forward the Museums Newsletter to all Councillors for information.


Councillor Wickerson reported on the Hammonds Educational Charity of which he and Councillor Eagle were trustees stating that at the next meeting in October the Trustees would be agreeing a marketing policy which he would shore at the next meeting.


Councillor Wilkinson stated that the Breckland Youth Advisory Board would be attending Council as part of the Democracy Week on 14th October 2019 producing a report of the work they had done over the last 12 months. The Youth Advisory Board were working with Norfolk County Council to produce a new anti-bullying programme and there would be a Youth Conference arranged by the Breckland Youth Advisory Board in November with speakers from all over the world and further information and dates would be shared in due course.


Councillor Wilkinson also stated The Queen Elizabeth Hospital, where he was a Governor on the Trust, had a visit from the Quality Care Commission recently who said they had seen a significant improvement in the quality of care in the maternity unit, one reason being they had opened up a new clinic for maternity patients in the hospital in North Cambs in Wisbech, and with the improvements made The Queen Elizabeth Hospital was hoping to come out of special measures in 2020.


Scrutiny Call-ins (Standing Item)

To note whether any decisions have been called-in for scrutiny.




Councillor Call for Action (Standing Item)

To consider any references.




Work Programme pdf icon PDF 70 KB

(a)          A copy of the Commission’s work programme is attached.  The Commission is asked to agree any additions, deletions or amendments to the programme as appropriate.


(b)        Member Issues:  In accordance with the Commission’s protocol for member leadership, which states that members of the Commission will take the lead in selecting topics for overview and scrutiny and in the questioning of witnesses, members are invited to put forward items for selection for future review.


A copy of the Key Decision Plan is attached for Members’ information.

Additional documents:


With reference to the Housing Strategy item scheduled for the work programme on 7th November, Councillor Turner advised the Commission that Flagship had previously provided a very useful information pack which would be forwarded to all Members for information.



Next Meeting

To note the arrangements for the next meeting to be held on 7 November 2019, at 10.00am in the Anglia Room, Elizabeth House, Walpole Loke, Dereham.



The arrangements for the next meeting on 7th November 2019 at 10:00am in the Anglia Room, Elizabeth House, Walpole Loke, Dereham were noted.


Breckland Bridge Extension Report pdf icon PDF 124 KB

To receive a presentation from the Strategic Property Manager Ralph Burton.


The Deputy Leader and Executive Member for Governance, Paul Claussen stated that the Breckland Bridge extension was a key decision as to whether Breckland Council should continue with the Breckland Bridge Partnership.


The Strategic Property Manager explained that in 2014 Breckland Council procured Land Group, a private sector company with the intention to create a joint venture that would be based on the development of some of the Council’s property assets. The entity that was created was Breckland Bridge and it was based on a local asset backed vehicle model of delivery where the Council provided the assets and the other partner provides the equity, skill and capacity, and access to finance if required, to undertake property development schemes. Breckland Bridge was set up as a long term partnership with a review point at the 5 year anniversary.


The Strategic Property Manager summarised the following details:


·         the partnership had delivered projects to meet property development aspirations, providing a variety of regeneration housing and financial outputs so far;

·         added capacity to asset teams, provided good quality property advice and guidance;

·         overall the performance, or delivery track record has met expectations;

·         created a solid foundation of the partnership in the first phase.


Following a series of questions Members noted the report.



Exclusion of Press and Public

To consider passing the following resolution:


“That under Section 100(A)(4) of the Local Government Act 1972, the press and the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A to the Act”.




RESOLVED that under Section 100(A)(4) of the Local Government Act 1972 the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3  of Part 1 of Schedule 12A to the Act.



Breckland Bridge Extension Apendices

Additional documents:


Members received a presentation relating to the Breckland Bridge Extension Project.