Meeting documents

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Items
No. Item

55.

Minutes pdf icon PDF 78 KB

To receive the minutes of the meeting held on 22 February 2018.

Minutes:

The minutes of the meeting held on 22 February 2018 were agreed as an accurate record.

56.

Declarations of Interest

Minutes:

There were no declarations of interest.

57.

Reports from Members

Minutes:

The PAG received and noted the following written update:

 

1.           Cllr D Pepler – Buckinghamshire Healthcare Trust. It was clarified that this update related to the meeting held 31 January 2018, the update provided at the previous PAG meeting related to the November 2017 meeting of the Healthcare Trust.

58.

Healthy Communities Update Report pdf icon PDF 77 KB

To receive an update from the Head of Healthy Communities.

Minutes:

The PAG received an update report provided by the Head of Healthy Communities. During discussion the following points were discussed.

 

·        Training courses undertaken by offices within the service which included two officers who had completed the Prince 2 project management training.

·        The 84% in relation to nightly booked accommodation costs referred to the overall collection rate rather than based on a percentage of individuals. Members were advised that this figure was affected by particularly vulnerable clients or where there were other mitigating circumstances.

·        A review of the Council’s Gambling Act and Licensing Act 2003 Policy Statement which had been out for consultation were due to be discussed at the Licensing Committee on 21 June 2018.

 

It was RESOLVED that the report be noted.

59.

Summer Youth Diversionary Projects pdf icon PDF 52 KB

Decision:

The PAG received a report which asked Members to consider allocating £2,250 to support voluntary youth organisations in delivering diversionary activities throughout the summer school holiday periods.

 

Having considered the advice of the PAG, the Portfolio Holder RESOLVED:

 

1)     That £2,250 be allocated to support voluntary youth organisations in delivering diversionary activities throughout the summer school holiday periods.

Minutes:

The PAG received a report which looked at funding being allocated to support voluntary youth organisations in delivering diversionary activities throughout the summer school holiday period.

 

Members were advised that should it be approved local youth organisations would be contacted and invited to bid for funding. It was anticipated that should this funding be approved then additional funding/resource would be levered in through other external organisations.

 

It was clarified that the majority of children participating would be South Bucks residents although it would be difficult to prevent any children from outside the area accessing the activities.

 

Having considered the advice of the PAG, the Portfolio Holder RESOLVED to allocate £2,250 to support voluntary youth organisations in delivering diversionary activities throughout the summer school holiday periods.

60.

Chiltern & South Bucks Playing Pitch Strategy pdf icon PDF 82 KB

Decision:

The PAG received a report on the draft Chiltern and South Bucks Council Playing Pitch Strategy which asked members to approve the draft strategy to be circulated for public consultation with Town and Parish Councils, sports clubs and other agencies.

 

Having considered the advice of the PAG, the Porfolio Holder RESOLVED:

 

1)     To agree to undertake public consultation on the draft South Bucks and Chiltern Playing Pitch Strategy.

Minutes:

The PAG received a report informing Members of the completion of the draft Chiltern and South Bucks Council Playing Pitch Strategy highlighting its key findings and recommendations. Members were asked to approve the draft strategy for public consultation with Town and Parish Councils, sports clubs and other agencies. The finalised strategy will inform the emerging Local Plan.

 

Members were taken through the key aims of the policy and advised of the liaison with National Sports Governing Bodies in producing the draft strategy. The Sport England sports facility calculator was used to ascertain the required number of sports specific playing pitches and this took into account predicted changes to the population and other wider demographics. The current demand shortfall and future demand shortfall could be seen on page 19 of the reports pack.

 

It was explained that following consultation the strategy would be presented to key stakeholders including Town and Parish Councils, sports clubs and local environmental community groups so that they were aware of its key findings and recommendations. The strategy would then go to Cabinet for approval alongside the Open Spaces Strategy in October 2018.

 

Members queried how overplaying was assessed with it having been noted that over the rugby union season the amount of pitches available meant a shortfall of 11 matches. It was confirmed that these matches would still take place however these resulted in the pitch being overplayed on or the match being played outside of the District. The Leisure and Community Manager would circulate the definition used by Sport England when calculating overplaying.

 

Having considered the advice of the PAG, the Portfolio Holder RESOLVED to approve the draft South Bucks and Chiltern Playing Pitch Strategy for public consultation.

 

61.

Designation of an Air Quality Management Area in Iver pdf icon PDF 120 KB

Minutes:

The PAG received a report on the designation of an air quality management area in Iver. The issue was discussed at the last meeting of the PAG on 22 February 2018 when it was agreed after careful consideration, to proceed with a consultation on the basis of an AQMA covering the area of the Parish boundary due to local circumstances and the cumulative impact of infrastructure projects and developments in the area. The consultation period ended on 31 March 2018.

 

It was clarified that an AQMA would not prevent development but was a further tool to ensure developers thought about and addressed air quality management where feasible. Appendix 4 on pages 137 – 141 of the reports pack contained the consultation responses with the vast majority (over 90%) agreeing with the Parish boundary being used. Two additional responses had been received as seen in appendices 5 and 6 on behalf of Woodlands Park Property Limited and Pinewood Studios Group. These raised valid points and were not in agreement with the AQMA boundary being the Parish boundary. The Officer explained that these are responded to in the report.

 

The PAG were advised that there is an existing AQMA in place along the M25 which would be set within a proposed Iver AQMA. The Officer stated that any new AQMA documentation would reflect the existing one. However, the ability to take actions on a motorway is much more restricted, remaining under the jurisdiction of Highways England.

 

If a too tightly focused AQMA area was to be designated this could result in traffic being pushed to another road/area affecting air quality there.

 

Members were advised of an AQMA which had been in place at Chesham (Chiltern District Council) for 10 years which was now on the verge of being undeclared. Trees had been requested to be planted when planning applications had been received and buildings set back from the road allowing ventilation. Retrofitted buses also contributed to cleaner air in that area. Many London boroughs have AQMAs which cover the entire borough.

 

Members believed that the cumulative impact from infrastructure projects and developments were enough to justify an appropriate judgement to declare the area, as consulted upon an AQMA covering the Parish boundary.

 

Having considered the advice of the PAG, the Portfolio Holder AGREED to RECOMMEND to Cabinet the approval of the AQMA Order based on the Iver Parish boundary as consulted upon under section 83 (1) of the Environment Act 1995

 

 

62.

Joint Food and Health and Safety Business Plans pdf icon PDF 63 KB

Minutes:

The PAG received a report seeking Members’ approval for the adoption of the joint Food and Health and Safety Service Plan and Food and Safety Enforcement Policies for the year 2018/19.

 

The Food Standards Agency’s (FSA) Code of Practice and the Health and Safety Executive (HSE) required local authorities to produce and publish an annual service plan that demonstrated how the authorities were working to deliver its food safety and health and safety services. The Office for Product Safety and Standards also required local authorities to produce and publish their enforcement policies and to ensure that they complied with the Regulator’s Code.

 

The PAG was advised that the percentage of all eligible rated food premises (rating of 3 or better) continued to increase and was currently 96.4% for South Bucks District Council. Since their last inspection, 85.7% of food businesses in South Bucks DC improved their rating or stayed the same. The FSA was in the process of examining how regulatory interventions were delivered and officers would also be monitoring the impact of the UK’s exit from the EU and any impact from a possible unitary authority being implemented.

 

It was clarified to members that routine inspections took place between 6 to 24 months driven by a risk assessment based on risks in food business, confidence in management and hygiene standards at the time of inspection. There was a cost involved in businesses requesting re-inspections so often these are left at existing ratings until the next inspection. New businesses had their inspections prioritised although there was no pre-licensing requirement to have been inspected prior to opening.

 

Having considered the advice of the PAG, the Portfolio Holder AGREED to RECOMMEND to Cabinet that:

 

1.   The joint Food and Health and Safety Service Plan be approved.

2.   The Food and Health and Safety Enforcement Policies be approved.

 

 

63.

Unauthorised Encampments pdf icon PDF 84 KB

Minutes:

The PAG was asked to consider and adopt the Thames Valley Police and Buckinghamshire County Council protocols for dealing with unauthorised encampments.

 

The PAG was advised that the protocols had been created to avoid confusion over which authority should lead and who held particular powers in certain circumstances. The purpose was to ensure that the right agency became involved at the correct time.

 

A Member spoke of another Local Authority who had achieved rolling injunctions on its vulnerable land and officers agreed to take this back and explore further. The potential to have by-laws introduced which had pre-emptive powers would also be looked at further by officers.

 

In relation to recommendation 2 as outlined in the report, Members were in agreement that a temporary tolerated site providing an area for police to move travellers on to should there be an incursion on private land would be beneficial for residents and therefore should be explored further.

 

Having considered the advice of the PAG, the Portfolio Holder AGREED to RECOMMEND to Cabinet that:

 

1.       The final decision to adopt the TVP and BCC protocols on unauthorised encampments be delegated to the Head of Healthy Communities in consultation with the Portfolio Holder for Healthy Communities.

2.       Partnership work take place amongst all Bucks authorities to see if there is any scope to identify a tolerated temporary site(s) somewhere in Bucks to support the move on of unauthorised encampments.

 

 

64.

Asylum Seekers pdf icon PDF 60 KB

Minutes:

The PAG considered a report which looked at adopting an agreement in principle with the Home Office to accommodate Asylum Seekers.

 

Coastal areas in the South East had been used as a base for asylum seekers but numbers had become increasingly high in those areas. The PAG was advised that private rented accommodation would be expensive for Clear Springs to find in the area and the Home Office had powers available to require the Councils to participate in a resettlement programme although would rather local authorities follow the ‘in principle’ agreement route.

 

The PAG believed that it was the correct action to adopt an in principle agreement with the Home Office, although added that local affordability may be a difficulty for Clear Springs when looking at accommodation options.

 

Having considered the advice of the PAG, the Portfolio Holder AGREED to RECOMMEND to Cabinet that the final decision to adopt an ‘in principle agreement’ with the Home Office to accommodate Asylum Seekers be delegated to the Head of Healthy Communities in consultation with the Portfolio Holder for Healthy Communities.

 

 

65.

Draft Domestic Abuse Strategy 2018 - 2021 pdf icon PDF 89 KB

Minutes:

The PAG were asked to note the report and Domestic Abuse Strategy 2018-2021 and note the resolutions made by Cabinet at the meeting held on 17 April 2018 as seen on page 297 of the reports pack.

 

It was RESOLVED that the report be noted.

66.

2017/18 Grant funding review and future proposals pdf icon PDF 97 KB

Minutes:

The PAG received a report which detailed the key outcomes of the 2017/18 grants programme and also sought support to introduce a crowd funding initiative to help  lever additional funding to support local community groups.

 

The grant funding had received positive feedback and had delivered positive outcomes to local community groups. It was clarified that Heart of Bucks administered the scheme with South Bucks DC assisted with promotion. The funding was advertised extensively through community networks, websites and to SBDC Councillors.

 

In relation to crowdfunding, The PAG noted whilst the scheme has a strong record of attracting additional funding into local authorities across the UK still but requested other providers be explored to ensure the 5% fee which Crowdfunder were charging on successful fundraising projects and the £10k cost to use their platform was competitive. Heart of Bucks had committed to supporting the project by matching the £10k investment from SBDC and CDC Community lottery scheme. Collectively these two funds would be joined together to establish an initial funding pot of £20k. It was proposed that a project team would be set up to report back to the Portfolio Holder to take the scheme forward.

 

Having considered the advice of the PAG, the Portfolio Holder AGREED to RECOMMEND to Cabinet to:

 

1.           Continue to deliver 2018/19 grant funding through Heart of Bucks with a contribution of £10,000 to be match funded.

2.           Establish a project to deliver a crowd funding initiative in South Bucks in partnership with Heart of Bucks and Chiltern District Council to enable improved opportunities for the community, to be funded from resources within the existing community projects budget.

 

 

67.

Leisure Centre Operator Contract Renewal pdf icon PDF 54 KB

Minutes:

The PAG received a report advising of the requirement to commence with the process of re-tendering the leisure centre operator and advise on the next steps in order to secure best value in appointing the next operator.

 

Members were advised that Bucks County Council had indicated that it would not be renewing the current user agreement for the Evreham Centre beyond 2021 which would leave the Beacon Centre as the only public leisure centre operated in South Bucks.

 

It was explained that using Max Associates to support the procurement process meant that the tender could be aimed at a limited number of proven companies in the sector. Members were advised that any final decision would involve Member agreement. More definitive timescales would be communicated with Members as they became clearer and a Members Working Group could be established to explore the priorities and needs of the new leisure contract for 2021 and beyond.

 

Having considered the advice of the PAG, the Portfolio Holder AGREED to RECOMMEND to Cabinet to integrate the re-tendering of the next leisure centre operator contract with Chiltern District Council procurement framework in order to secure best value.

 

 

68.

Affordable Housing Contributions Update pdf icon PDF 74 KB

Minutes:

The PAG received a report which provided an update on the receipt and expenditure of section 106 Affordable Housing Contributions (AHCs) and to identify funds that were available for opportunities to deliver affordable housing, temporary or move-on accommodation.

 

An area of focus was to explore affordable housing opportunities and ways to move people out of temporary nightly accommodation.

 

Having considered the advice of the PAG, the Portfolio Holder AGREED to RECOMMEND to Cabinet to:

 

1.           Note the update on receipt and expenditure of Affordable Housing Contributions and the status of the existing schemes.

2.           Agree to withdraw £358,248 of the allocated funding no longer required by existing schemes.

3.           Agree to allocate £462,636 to temporary or move-on accommodation initiatives subject to final decisions on schemes being delegated to the Head of Healthy Communities in consultation with the Healthy Communities Portfolio Holder.

 

 

69.

Dog and Pest Control Contract

Minutes:

The PAG received a report which sought Members’ approval to continue with the joint arrangements with the other Buckinghamshire authorities for dog control and stray dog collection  and pest control and to tender for a new Framework Agreement to commence in June 2019.

 

The present Framework Agreement was due to end on 31 October 2018. It was clarified that Wycombe District Council managed the procurement of the framework whilst Chiltern and South Bucks District Councils provided the legal support. Services could be drawn from the framework as required by each Council.

 

It was clarified that dog fouling was incorporated into park control services although enforcement of this could be difficult. The dog warden would issue a fixed penalty notice if evidence was sufficient.

 

The Portfolio Holder requested that the draft Heads of Terms be revised to reflect costs incurred by South Bucks District Council. It was noted that the Heads of Terms also did not make reference to the legal charges made by South Bucks District Council.

 

The Principal Environmental Health Officer advised that clarification on the above would be circulated to the Portfolio Holder post meeting to inform the Cabinet recommendations.

 

 

Having considered the advice of the PAG, providing cost clarification for the Heads of Terms be provided electronically post meeting, the Portfolio Holder AGREED to RECOMMEND to Cabinet:

 

1.           To call off a new Service Level Agreement for services under the existing terms and conditions comprising dog control, stray dog collection and pest control from the existing Framework Agreement between South Bucks DC, Aylesbury Vale DC, Wycombe DC and Chiltern DC.

2.           To approve the development of a new joint Buckinghamshire Framework Agreement between South Bucks DC, Aylesbury Vale DC, Wycombe DC and Chiltern DC for services comprising dog control, stray dog collection, kennelling and rehoming and pest control to commence from 1st June 2019.

3.           To agree to enter into an Inter District Authority Agreement (IAA) reflecting the Heads of Terms. To note the principles of the apportionment of procurement costs within existing budgets and agree that if additional funds are required in excess of £10,000, then further approval is sought from Members.

4.           That delegated authority be given to the Head of Healthy Communities in consultation with the Head of Legal and Democratic Services and the relevant Portfolio Holder to approve the detailed terms of the IAA.

5.           To tender for a four year Framework Agreement to commence from 1st June 2019 with the ability to call off Service Level Agreement for dog control, stray dog collection, kennelling and rehoming and pest control services.

6.           That the Head of Healthy Communities be authorised to draw up tender documents for the agreed services to commence from 1st June 2019.

7.           That the Head of Healthy Communities, in consultation with the Portfolio Holder for Healthy Communities, be authorised to accept the tender that represents best value and to call off specific Service Level Agreements for dog control, stray dog collection, kennelling and rehoming and pest  ...  view the full minutes text for item 69.