Agenda and minutes

To approve as a correct record the minutes of the meeting of the Environment, Culture and Communities Overview and Scrutiny Panel held on 10 January 2012.

RESOLVED that the minutes of the meeting of the Panel held on 10 January 2012 be approved as a correct record and signed by the Chairman.

Members are asked to declare any personal or prejudicial interest and the nature of that interest, including the existence and nature of the party whip, in respect of any matter to be considered at this meeting.

There were no declarations of interest relating to any items on the agenda, nor any indications that members would be participating whilst under the party whip.

To receive submissions from members of the public which have been submitted in advance in accordance with the Council’s Public Participation Scheme for Overview and Scrutiny.

There were no submissions from members of the public in accordance with the Council’s Public Participation Scheme for Overview and Scrutiny.

To consider the latest trends, priorities and pressures in terms of departmental performance as reported in the QSR for the third quarter of 2011/12 (October to December) relating to Environment, Culture and Communities.  An overview of the fourth quarter will also be provided.

Please bring the previously circulated Quarterly Service Report to the meeting.  The QSR is attached to this agenda if viewed online.

The Panel considered the latest trends, priorities and pressures in terms of departmental performance as reported in the Quarterly Service Report (QSR) for the third quarter of 2011/12 (October to December) relating to Environment, Culture and Communities.

The Director of Environment, Culture and Communities gave a presentation in respect of the Environment, Culture and Communities Department’s QSR and Service Plan.

There had been a £500,000 underspend across the budget and some of this had been transferred into the budget for the current year. There had been major budget changes in relation to Street Cleaning, Bracknell Forest Homes and additional works, Highway Maintenance Potholes Grant, Supporting People Handyman Grant and Housing Benefit initial claim.

Major variances in revenue had occurred in relation to the Coroner’s Service, the Safer Roads Partnership (SRP), Edgbarrow and Sandhurst Sports Centres income, Bracknell Leisure Centre and Coral Reef income, cemetery and crematorium income, building control, Joint Strategic Planning Unit (JSPU), concessionary fares, Easthampstead Park Conference Centre (EPCC) income, landscape services, and waste management.

Efficiencies had been made in relation to the SRP but there would be the same enforcement and education. The Edgbarrow and Sandhurst Sports Centres income was still recovering from the fire but promotions were being undertaken, and Coral Reef had an excellent year. There had been a loss of business related income at EPCC but business in relation to weddings was booming with bookings up to two years in advance. Economies had been made in relation to landscape services and legal fees. Bracknell Forest Council would be responsible for surface water drainage, and less waste going to landfill sites had led to savings being made.

There had been good performance in relation to capital finance. Capital schemes now identified for carry forwards were refurbishment works in relation to Bracknell Leisure Centre, the Horse and Groom roundabout capacity improvement scheme, mortgages for low cost home ownership properties, South Hill Park Grounds Restoration Project, Special Protection Area (SPA) Mitigation Strategy, bridge structural maintenance, road maintenance surface treatment, Suitable Alternative Natural Green Spaces (SANGS) enhancement works, enabling more affordable housing, Cash Incentive Scheme, Cemetery and Crematorium Mercury Abatement, Bracknell Forest Council My Home Buy, Waymead Flats refurbishment, and Local Transport Plan (LTP) Integrated Transport Grant.

SANGS enhancement works was a capacity issue and planning was needed in relation to this. More affordable housing had been agreed but was not yet completed; Waymead Flats would be used for affordable housing after refurbishment.

In relation to staffing, the average vacancy factor was 8.5%, and in relation to the sickness rate, the percentage was lower for the quarter and the year end compared to 2010/11.

Key highlights included the roll out of brown bins for garden waste, the consideration of the Community Infrastructure Levy (CIL) by the Executive in June, and legal enforcement and car parking charges at The Look Out. When consulted, 44% of users of The Look Out said this would not change their use of the car park, 28% said they would not visit, and 16%  ...  view the full minutes text for item 45.

To consider the Schools Annual Environmental Management Report for 2010/11.

The Chief Officer: Planning and Transport presented the School’s Annual Environmental Management Report 2010/11.

78% of schools in Bracknell Forest were registered with the eco-schools programme. The environment was a high profile issue and there was an awareness of this in many schools. Budgets were tight at present and energy savings would lead to financial rewards. Energy consumption was increasing in Bracknell Forest schools and this would be monitored to see how to manage the demand for carbon reduction and financial savings.

There were varied responses in relation to water consumption in schools and some experienced difficulties in reading water meters on site due to them being in inaccessible locations. Water readings were not received until the end of the calendar year and it was suggested that this report be split into two in order to relay information in relation to energy usage and other environmental information when it was available. 97% of Bracknell Forest schools had a travel plan.

Arising from Members’ questions and comments the following points were made:

• Garth Hill had heavy biomass energy consumption but work would be undertaken in relation to renewable energy to help facilitate better a biomass network. Energy for schools was purchased via contract. This would be monitored and the procurement of energy reviewed. Schools were autonomous in relation to energy consumption and made decisions as individual schools.
• Schools would be encouraged to give further consideration to reading meters, access to meters and collaborating with other schools to purchase energy and water more economically.
• Schools could use the Invest to Save Programme. Primary measures were used to keep schools safe and there were good cases and a process for repaying funds over time. The private sector could invest in schools and procure energy more economically as they were purchasing on a larger scale.
• There were vast differences between the amount of water used by Bracknell Forest Schools. The water company may not be charging the correct rate or readings could be incorrectly taken.
• Further information on water meter readings and costs from Bracknell Forest Schools would be provided.

To receive a report in respect of the updated policy for Trading Standards, Environmental Health and Licensing.

The Chief Officer: Environment and Public Protection presented a report on the updated policy for Trading Standards, Environmental Health and Licensing. The policy was before the Panel as part of the consultation process and comments to the Chief Officer were welcomed before the policy was considered by the Executive on 12 June 2012.

There was a requirement to have an Environment Policy and there was legislation and guidance to support this. There had been minor changes since the introduction of the primary authority in 2008. Waitrose were signed up to the primary authority principle and the Council worked closely with them.

National media campaigns were making it harder to seek and enforce regulatory compliance and the process was more complex meaning that a court case could be lost on a technicality.

To consider and comment on the attached draft Food Law Enforcement Plan for 2012-13.

The Council had responsibility for the enforcement of food law, in particular food hygiene and food standards in the Borough. The Chief Officer: Environment and Public Protection presented a report setting out the basic framework within which a mandatory service was provided together with a work plan setting out the proposal for delivery for the Panel’s comments prior to approval by the Executive Member for Culture, Corporate Services and Public Protection.

Complex prosecution could demand several weeks of officer time and the Council could be audited against delivery. There were a number of food standards inspections and the government wanted a focus on intelligence led inspection work. There was help to deliver successful outcomes for business.

Arising from Members’ questions and comments the following points were made:

• There were two to three members of staff working on food safety issues at the Borough Council who undertook other work as well. There was no surplus or shortage of staff to work on food safety issues.
• If there was doubt regarding the promotion of a food product, a sample would be taken and submitted to an analyst to check its content.
• The Food Standards Agency did prescribe time limits for specific numbers of inspections to be undertaken. If there were pressures due to circumstances then staff from one area would be re-resourced to another area to cover any shortage.

To receive a progress update in respect of the Borough’s Local Development Framework.

The Chief Officer: Planning and Transport presented an update report in respect of the Borough’s Local Development Framework (LDF).

The LDF set out policies and proposals for the development and use of land in an area taking account of social and environmental factors. The site allocations document was finished and at the publication stage; it would be submitted to the Secretary of State after analysis. A review of the Core Strategy had been undertaken and was at the preparation stage in relation to new guidance and legislation. A Member Briefing Seminar would be arranged for Members in May 2012.

Arising from Members’ questions and comments the following points were made:

• As no new information had been received regarding the site allocations document, it would be taken forward in consultation with the portfolio holder as it had been through Council in 2011. This was the last stage of the process and consisted of a set of representations for the inspector to consider. Minor changes only were needed and the document had approval to be submitted, unless any critical new information emerged.
• In relation to the introduction of a national framework, the local authority had a ‘duty to co-operate’ with neighbouring local authorities and this had come through localism. It was queried whether cross boundary views and impact had been taken into account but there was no further need to consult and there was a need to make the framework in line with policy.
• Plans would usually be consistently rolled forward in relation to the Core Strategy Review. The national planning policy framework had been shortened, and a new plan would take approximately three to four years to complete. Although there had been many policy changes nationally, existing Borough policies continued to carry some weight.
• The Core Strategy was not meant to be a set of neighbourhood plans as these would need to conform with the development plan. The Core Strategy Review gave an opportunity to frame plans coming forward.

The Panel noted the documents that currently formed part of the Bracknell Forest Borough LDF and the stage reached in the preparation of other documents that would eventually form part of the Bracknell Forest Borough LDF on adoption.

An update report in respect of the Panel’s working groups is attached.

The Panel noted the update report in respect of the working groups of the Panel.

To note the Bi-Annual Progress Report of the Assistant Chief Executive.

The Panel noted the bi-annual Progress Report of the Assistant Chief Executive on Overview and Scrutiny activity over the period September 2011 to February 2012 and local and national developments in Overview and Scrutiny.

To consider forthcoming items on the Executive Forward Plan relating to Environment, Culture and Communities.

The Panel noted the forthcoming items relating to Environment, Culture and Communities on the Executive Forward Plan and the following points were made:

Item I034348

If not already included, the ramblers and walkers groups would be added to the list of consultees for Forward Plan Item I034348: Bracknell Forest Biodiversity Action Plan 2012-2017.

Item I034536

The Executive Member for Culture, Corporate Services and Public Protection would be consulted as to whether the timeframe and decision date in relation to the Forward Plan Item I034536: Consultation on Parks and Open Spaces Strategy and Greenspace Quality Improvements Project could be extended to allow the Panel to consider the Strategy at its next meeting on 17 July 2012.

Item I034415

The Executive Member for Planning and Transport would be consulted as to whether the Highway Network Management Strategy document could be forwarded to Panel Members in advance of the decision date for the Forward Plan Item I034415: Highway Network Management Strategy, or the decision delayed to enable the Panel to consider the Strategy at its next meeting on 17 July 2012.

Item I034415

A change of title for the Forward Plan Item I034415: Highway Network Management Strategy would be considered.