Venue: Committee Room A - County Hall, Llandrindod Wells, Powys. View directions
Contact: Lisa Richards 01597 826371
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Apologies To receive apologies for absence. |
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Declarations of Interest To receive declarations of interest from Members. Minutes: County Councillor E Durrant declared a personal interest in item 7, Commissioning and Procurement, as there was an small auto parts business in her ward.
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Declarations of Party Whips To receive disclosures of prohibited party whips which a Member has been given in relation to the meeting in accordance with Section 78(3) of the Local Government Measure 2011.
(NB: Members are reminded that under Section 78 Members having been given a prohibited party whip cannot vote on a matter before the Committee.) Minutes: There were no declarations of party whips. |
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To authorise the Chair to sign the minutes of the last meeting as a correct record. Minutes: Documents: · Minutes of the last meeting held on 15 June 2017
Discussion: · Members asked for an update on the Brecon Hub – the Strategic Director, Place confirmed that the project had strong governance around it and was largely now on track to be completed in the Autumn of 2018. The contract had been signed off and it was not expected that Council would be asked to approve additional capital funding. The project was now proceeding at pace. He agreed to circulate dates regarding completion, handover and soft opening after the meeting · A question had been raised at the last meeting regarding the number of cautions issued to young people which a Member thought was disproportionate – this would be raised with officers during the discussion on Crime and Disorder
Outcome: · The Chair was authorised to sign the minutes as a correct record
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Heart Of Wales Property Services To receive a briefing on the Heart of Wales Property Services by the Strategic Director, Place. Minutes: The Committee received a briefing from the Strategic Director, Place.
Outcomes: · Scrutiny of the Heart of Wales Property Service be referred to Joint Chairs and Vice Chairs’ Steering Group for prioritising
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To consider the report of the Community Safety Partnership Co-ordinator. Additional documents: Minutes: Documents: · Report of the Community Safety Partnership (CSP) Co-ordinator
Discussion: · The CSP had a new Chair in July – Chief Inspector Rhiannon Ivens has considerable experience with CSPs · A joint assessment is an annual requirement which will determine priorities · The Wales Audit Office had completed a report regarding CSPs in 2016. There were seven recommendations to be implemented. The Welsh Government have formed an overview panel comprising the statutory members of the CSP to review CSPs and how they operate – they too have made seven recommendations although the time frame for these changes is unknown. The review was published on 13 December 2017 and can be found at the following link http://gov.wales/topics/people-and-communities/communities/safety/working-together-for-safer-communities/?lang=en · Dovetail is a pilot project in relation to the PREVENT, CONTEST and CHANNEL programmes which aims to assist those voluntarily seeking support to turn away from terrorism and extremism. To date the Authority chairs the Channel Panel, but the Police have undertaken the bulk of the work. Dovetail has piloted a new way of operating in nine areas – much of the work currently undertaken by the police will be moved to local authorities. A consultation process has commenced. It is proposed that there be new appointments to the posts of Channel Co-ordinators (5) and Supervisors (2). It was suggested that other agencies could be more helpful in assisting those wanting to turn away from extremism, freeing up the police to concentrate on enforcement and pursuing those not wishing to engage. There will be retraining and IT issues to be resolved. · A Rural Crime Partnership is to be developed on a local basis to deal with grassland fires, sheep thefts etc. Various groups have been established over the years but an overarching group is being proposed. · Fraud – officers were asked how this was classified. Police recording systems have changed and clarity will be sought. There is an internal fraud unit within the Council and Trading Standards will prosecute under fraud legislation. There was a need to ensure that all fraud matters are recorded together. The Committee asked if there was a specialised unit for Powys or a cyber-crime unit. Priorities for the area were burglary non-dwelling and crime against the person. · At the last meeting a Member had questioned the number of cautions given to young people and whether this was disproportionate with the rest of Wales. The CSP Co-ordinator had requested this information but a response has not been received. She would follow this up with the Police and Crime Commissioner. · Acquisitive crime is that which results in financial gain. Social Media is used widely as a preventative measure. Organised gangs have been predominantly involved with drugs but are increasingly becoming involved with counterfeit tobacco. A strategy with HMRC and the Police has been introduced. · There is co-operation with other authorities in regards to rogue traders. There has been success in prosecuting under the Proceeds of Crime Act and victims have been repaid. A financial investigator has been employed. · Road Safety – there was no ... view the full minutes text for item 6. |
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Commissioning and Procurement PDF 119 KB To consider the report of the Interim Professional Lead, Commercial Services. Minutes: Documents: · Report of the Interim Professional Lead, Commercial Services
Discussion: · A new contract was put in place to ensure that the Authority was compliant and efficient · The National Procurement Service (NPS) was used as it offered an opportunity to move quickly · A balance needed to be struck with local markets – current local spent was considered low at 18% · The NPS provided a route to retain local business and a community benefits clause was included in the contract for fleet spares · The majority of spares for larger vehicles are obtained directly from the supplier or their dealers · Smaller companies are used for consumables or parts no longer under warranty · A mini competition was run through NPS · The winning contract has fair payment clauses and community benefit requirements included · An analysis of a random selection of invoices has been completed – a new system will provide more data going forward · An efficiency of 20% has been achieved · Local members had been concerned that local business would lose out – every supplier had been contacted and assured that there were still opportunities for local businesses · 2% of value will be used for community initiatives in the fleet or engineering area. Recent discussions have shown that there is a wish to employ an apprentice to ensure capacity and career development · Spend had been £520K in the previous year. The current year shows a spend of £203K for the first two quarters. Although some work is seasonal, overall efficiencies are expected at year end. · The contract is for two years with an option of a further two years by agreement by both parties · Members asked for a comparison between the last year and the current – this would be provided for Q2 and Q3 for both years · The Committee sought assurance that response times etc were at least as good as previously – these were tracked by the Integrated Transport Unit and KPIs reported to the NPS · It was suggested that savings might be achievable in the first year but that these efficiencies could be lost in subsequent years as prices were increased. The contract was based on the North Wales Purchasing Pattern in 2011which had demonstrated year on year improvements of 8%. The company are reporting back on parts usage and this will influence the ‘basket of spares’ used to determine prices. There was insufficient data at the start of the process but this is improving and monitoring and negotiation will take place to ensure improvements will carry forward. · One of the drivers in moving to a new contract was to ensure that the Authority was compliant. The service had not been as efficient as it could be. The contract represented a good option and savings would be made. · An Impact Assessment had not been prepared · An open book exercise was not undertaken – the mini competition was a tender process between three companies · The decision to use genuine parts (OEM - original equipment manufacturer or non OEM) was a decision taken by ... view the full minutes text for item 7. |
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Scrutiny of the Public Service Board To appoint one representative from the Committee to sit on the Public Services Board Scrutiny Committee together with a substitute representative. Neither of these Members can be a member of the PSB.
Minutes: The Committee were asked to appoint a representative to the Public Services Board Scrutiny Committee together with a substitute representative.
Outcome: · County Councillor E Durrant be appointed as the Committee’s representative on the PSB Scrutiny Committee, with County Councillor G Williams as the substitute representative |
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Corporate Leadership and Governance Plan To appoint three Members plus the Chair and Vice Chair of the Committee to a joint meeting with representatives of Scrutiny Committee B to scrutinize the Corporate Leadership and Governance Plan on 19 January 2018 at 2pm. Minutes: The Committee was asked to appoint three representatives to join the Chair and Vice Chair in a joint scrutiny of the Corporate Leadership and Governance Plan. This meeting would take place on 19 January 2018 at 2pm.
Outcome: · In addition to the Chair and Vice Chair of the Committee, County Councillors D Selby, G Pugh and E Jones were appointed to the joint scrutiny of the Corporate Leadership and Governance Plan |
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Working Groups |
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To receive a scrutiny summary report. Minutes: Documents: · Scrutiny summary report
Discussion: · Members commented that the recruitment campaign could be improved · It was noted that a Welsh Government Grant was available to train via the Open University whilst working for the Authority · Members were of the opinion that more apprenticeships were needed
Outcomes: · The report was noted |
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General Data Protection Regulations Review PDF 81 KB To consider a scrutiny summary report. Minutes: Documents: · Scrutiny summary report
Outcome: · The report was noted
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To consider the forward work programme. Minutes: Documents: · Work Programme
Discussion: · Members requested that scrutiny be undertaken on the stationery contract · A request was made to review the parking policy – a Member suggested that areas of underused car parks could be set aside for residents parking. This had been considered by the Portfolio Holder and Officers but could not be implemented as the same policy would need to operate across the County and the appropriate IT was not available. Members acknowledged the need to take a strategic approach but that the current policy may be too rigid.
Outcomes: · The issues of stationery and car parking policy would be referred to the Joint Chairs and Vice Chairs’ Steering Group for consideration for inclusion in the work programme |
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Joint Chairs and Vice Chairs Steering Group PDF 79 KB To receive the notes of meetings of the Joint Chairs and Vice Chairs Steering Group held on 20 June, 11 July, 19 September, 10 October and 7 November 2017. Additional documents:
Minutes: Documents: · Notes of meetings of the Joint Chairs and Vice Chairs’ Steering Group held on 20 June, 11 July, 19 September, 10 October and 7 November 2017
Outcome: · Noted |
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Correspondence To consider any item of correspondence which, in the opinion of the Chair, are of sufficient urgency to warrant consideration. Minutes: There were no items of correspondence. |