Agenda and draft minutes

The Chairman asked all those present to stand for a moment of reflection in memory of the late Councillor Colin Mackey.

To receive and record apologies for absence.

Apologies for absence were received from Councillor Shimbart.

To confirm the minutes of the Scrutiny Board held on 26 January and 19 July 2016.

RESOLVED that the minutes of the Scrutiny Board held on 26 January 2016 and 19 July 2016 be approved as a correct record subject to the following amendments;

1)    Councillor Ponsonby be marked as present at the Scrutiny Board meeting on 26 January 2016;

2)    Councillor Ponsonby be detailed as a co-opted member at the Scrutiny Board meetings on 26 January 2016 and 19 July 2016; and

3)    Minute 40 be amended to read ‘The minutes of the Scrutiny Board held on 12 January 2016 were agreed as a correct record and signed by the Chairman’.

The Committee was informed that the Marketing, Business Development and Five Councils Scrutiny and Policy Development Panel was scheduled to undertake a review of the transition of IT services under the Five Councils Contract. The Five Councils Scrutiny Panel would meet when necessary.

There were no declarations of interest.

The Chairman to report the outcome of meetings attended or  other information arising since the last meeting.

There were no matters that the Chairman wished to report.

The Chairman nominated Councillor Branson as the Scrutiny Lead for the Operations, Environmental Services and Norse Scrutiny and Policy Development Panel.

RESOLVED that Councillor Jackie Branson be appointed as the Scrutiny Lead for the Operations, Environmental Services and Norse Scrutiny and Policy Development Panel.

Background papers:

Findings Pack

The Board was given the opportunity to consider and comment upon the Review of Sheltered Housing Accommodation Report. The Scrutiny Lead for the Communities and Housing Panel presented the report and answered any questions raised. The Cabinet Lead for Communities and Housing and the Head of Housing were also invited to join the meeting and answer any questions in relation to the report.

The discussion highlighted the need for improved communication between housing associations and residents, and the value of Councillors visiting vulnerable residents living within the Borough.

RESOLVED that

a)    The Scrutiny Board recommend to Cabinet that:

                      i.        Six monthly liaison meetings be arranged with the Guinness Partnership and Portsmouth City Council for Councillors (Portfolio Holders) and officers (Heads Of Service) to discuss high-level strategic issues within housing schemes and community issues in the Borough;

                    ii.        Monthly contact discussions be arranged between officers at the Council and Guinness Partnership / Portsmouth City Council housing teams to discuss housing related issues and concerns relating to residents in the Borough;

                   iii.        A clear guideline on the process of raising issues concerning residents living within schemes provided by housing associations be circulated to all members;

                   iv.        Guinness Partnership be recommended to improve its communication and performance recording to overcome the clear disparity between the expectations of their customers and the service it provides;

                    v.        Councillors be encouraged to regularly visit sheltered housing schemes within their ward (e.g. attend coffee mornings) to improve the profile of the Council and strengthen the link between Councillors and their constituents;

                   vi.        Guinness Partnership and Portsmouth City Council be requested to supply the Council each year with a copy of their Housing Annual Report together with a breakdown of the performance statistics relating to this Borough;

                  vii.        The officers be requested to compile a list of sheltered housing schemes within the Borough and publish this on the Council’s website; and

                viii.        A link to the definition of Sheltered Housing be included in the Home Choice website

b)    The Crime and Disorder Panel include in their review of the Safer Havant Partnership, how the agencies work together to resolve anti social behaviour in sheltered accommodation.

Background Papers:

Findings Pack.pdf

The Board was given the opportunity to consider and comment upon the Review into the Need to Identify a Site for a New Cemetery for the Borough Report. The Scrutiny Lead for the Economy, Planning, Development and Prosperity Havant Panel presented the report and answered any questions raised. The Head of Environmental Services and Head of Development were also invited to join the meeting.

RESOLVED that the Scrutiny Board recommend to Cabinet that:

a)    The Council continue with its current provision of cemeteries and aim to make the service financially viable;

b)    The Cabinet investigate raising the fees and charges for burial sites to cover the operational costs of the service (including maintenance of cemeteries);

c)    A financial analysis be carried out to investigate the costs of developing the MDA cemetery site as a whole and the costs for developing the site in stages;

d)    If the decision is made to proceed with the MDA cemetery site, opportunities for private sector investment be fully investigated;

e)    An update be carried out on the review of other possible sites for a cemetery within the Borough; and

f)     Officers be requested to complete discussions with Grainger PLC relating to the future provision of a cemetery site arising from the MDA Development before making a decision.

The Board was given an opportunity to review progress with regard to the work undertaken by the scrutiny and policy development panels since the last meeting.

RESOLVED that

i)             the progress of the work underway by the Crime and Disorder Panel and the Scrutiny and Policy Development Panels be noted; and

ii)            the future topics identified in Appendix C in the Scrutiny Board Work Programme 2016/17 be included.