Agenda and minutes

To receive any apologies for absence.

Apologies for absence were received from Councillors Bower, Daubney, Fraser and Rochford.

To approve the minutes of the previous meeting.

RESOLVED: The minutes from the joint meeting held on 28^th October 2015 were agreed as a correct record and signed by the Chairman.

Please indicate if there are any interests which should be declared.  A declaration of an interest should indicate the nature of the interest (if not already declared on the Register of Interests) and the agenda item to which it relates.  If a disclosable pecuniary interest is declared, the Member should withdraw from the room whilst the matter is discussed.

Those declarations apply to all Members present, whether the Member is part of the meeting, attending to speak as a local Member on an item or simply observing the meeting from the public seating area.

Councillor Sampson declared an interest in EC10 as a Member of Freebridge Community Housing Board.

To consider any business which, by reason of special circumstances, the Chairman proposed to accept as urgent under Section 100(b)(4)(b) of the Local Government Act, 1972.

There was none.

Members wishing to speak pursuant to Standing Order 34 should inform the Chairman of their intention to do so and on what items they wish to be heard before the meeting commences.  Any Member attending the meeting under Standing Order 34 will only be permitted to speak on those items which have been previously notified to the Chairman.

Councillor Moriarty – EC8, EC10 & EC11.

If any.

There was none.

To receive comments and recommendations from other Council bodies, and any responses subsequent to recommendations, which the Panel has previously made.

At the Cabinet meeting on 3 November 2015, the following responses were made to the recommendations from the Joint Panel Meeting on the 28^th October 2015, on the following items:

Cabinet Report – Review of Hackney Carriage and Private Hire Licensing Fees

PANEL RECOMMENDED: (i) That an update on the ability for private hire operators to sub contract to another local authority operator be provided to the Panel in 12 months time.

(ii) That the Regeneration and Development & Environment and Community panel support the recommendations to Cabinet as set out in the report.

CABINET RESPONSE: The comments of the Panel were taken into consideration when Cabinet considered the item.

Cabinet Report – Gambling Act Policies

PANEL RECOMMENDED: That the Regeneration & Development and Environment & Community Panel supported the recommendations to Cabinet as set out in the report.

CABINET RESPONSE: The comments of the Panel were taken into consideration when Cabinet considered the item.

Cabinet Report – Licensing Act Policies

PANEL RECOMMENDED: That the Regeneration & Development and Environment & Community Panel supported the recommendations to Cabinet as set out in the report.

CABINET RESPONSE: The comments of the Panel were taken into consideration when Cabinet considered the item.

The Panel noted the responses made by Cabinet to the recommendations from the Joint Panel Meeting held on 28^th October 2015 in respect of the following items:

·         Review of Hackney Carriage and Private Hire Licensing Fees

·         Gambling Act Policies

·         Licensing Act Policies

To receive an update from representatives from the Leisure Trust.

The Chairman welcomed representatives from the Leisure Trust to the meeting.

The Chairman of the Leisure Trust, Peter Lemon reminded those present that Alive Leisure were now half way through their first full year of trading.  He informed the Panel that Alive Leisure had recently held their first public Annual General Meeting which had been attended by a few members of the public.

The Chairman of the Leisure Trust explained that he was nervous at the outset of the complex arrangements, but all involved had worked together and structures were in place.  The Chairman of the Leisure Trust explained that the Trust and the Council were working together to resolve some outstanding issues.  He referred to the budget and efficiency savings being considered by the Council and acknowledged that the Trust would not be exempt from this and would work to be as efficient as possible.

The Panel was reminded that an Alive Leisure Board had been established and the Chairman of the Leisure Trust commented that they were very enthused and an active board who dedicated a lot of time and effort to the Trust on a voluntary basis.

The Chairman of the Leisure Trust clarified that, contrary to a recent report in the press, Alive Leisure had achieved a £100,000 surplus after the profit sharing arrangement with the Council.  The £200,000 reported in the budget was the seed funding which had been provided by the Council for the start-up of the arrangements.

The Panel received a presentation from representatives of the Leisure Trust as attached.

The Chief Executive of Alive Leisure reported on Key Performance Indicators and Key Business Plan Priorities.  The Senior Development Manager and Leisure Development Manager provided information on sport and leisure development including events and grant funding opportunities.

The Head of Programming and Marketing provided the Panel with an update on improvements made to Alive Oasis, the Alive rewards scheme and the Corn Exchange Programming.

The Chairman thanked the representatives from Alive Leisure for their presentation and invited questions and comments from the Panel, as summarised below.

Councillor Moriarty addressed the Panel under Standing Order 34.  He thanked officers for their presentation.  He referred to the information provided by the Head of Programming and Marketing and asked if they knew in advance that the pantomime of Robin Hood would not be as popular as previous shows.  He also asked if the Rural Transport Fund was used to bring people in to the Open Day.  Councillor Moriarty asked for an update on the online bookings system.

The Head of Programming and Marketing explained that she knew in advance that Robin Hood was not one of the strongest titles for a Pantomime.  She informed those present that there were five key Pantomimes, the strongest being Snow White, which was performed last year, so the decision had been taken to perform the weakest titled pantomime after the most popular.  The Head of Programming and Marketing explained that the same Pantomime could not be done every year and  ...  view the full minutes text for item EC8:

The above report is on the Cabinet Forward Decision List for 1^st December 2015 and has been identified by the Chairman for consideration by the Panel.

The Panel are requested to consider the report and make any appropriate recommendations to Cabinet.

The Environmental Health Manager (Commercial) presented the Cabinet report and explained that the Council’s procedures and conditions required updating following various changes in legislation since the last conditions were approved by Council on 30^th June 2011.  The guidance on the relevance of convictions had also been reviewed.

The changes to the procedures and conditions went out to consultation with the trade and the consultation document and responses were attached to the Environmental Health Manager’s report.

The proposed amendments to the procedures and guidance had been included as an appendix to the Environmental Health Manager’s report.

The Chairman thanked the Environmental Health Manager (Commercial) for her report and invited questions and comments from the Panel, as summarised below.

Councillor Squire referred to the change in legislation in that operators could now sub-contract to operators in other areas.  She commented that different Local Authority areas would have different conditions and standards and asked if the Council’s conditions were more restrictive than neighbouring authorities.  The Environmental Health Manager explained that the Council’s conditions meant that all licensed vehicles were of a set standard.  The conditions meant that the fleet in the Borough was the best it could be.  She acknowledged that some neighbouring Authority conditions were not quite as restrictive.

The Environmental Health Manager explained that the effect of allowing operators to sub-contract outside of the Borough was as yet unknown.  It would be monitored and any complaints would be investigated in conjunction with the relevant Local Authority.

The Portfolio Holder for Community and Housing, Councillor Lawrence felt that the Borough’s conditions had ensured that the fleet of vehicles in the Borough were of a high standard and he was proud of the clean smart vehicles which were licensed in the Borough.  He explained that the ability for operators to sub-contract outside of the Local Authority area was set out in legislation and therefore was out of the control of the Council.  He explained that it would be monitored.

Councillor Mrs Collop referred to part 2.2 of the amended conditions which related to the Disclosure and Barring Service and the Right to Work Check.  She asked what the cost of this process was.  The Environmental Health Manager explained that an enhanced check was carried out which cost in the region of £49.  An administration fee was added to this.  Amendments to the fees were being considered by full Council at their meeting on 26^th November 2015.

The Portfolio Holder for ICT, Leisure and Public Space referred to page 53 of the report which related to insurance documents.  He asked if the Certificate of Insurance could be displayed in the licensed vehicle so that patrons know that the vehicle was adequately insured.  The Environmental Health Manager explained that the driver would not be issued with a licence if they were not appropriately insured and all other necessary checks had been carried out.

RESOLVED: That the Environment and Community Panel support the recommendation to Cabinet as set out below:

The Council adopt the  ...  view the full minutes text for item EC9:

The above report is on the Cabinet Forward Decision List for 1^st December 2015 and has been identified by the Chairman for consideration by the Panel.

The Panel are requested to consider the report and make any appropriate recommendations to Cabinet.

The Strategic Housing Manager presented the Cabinet report which proposed the establishment of a structured forum involving Freebridge Community Housing and the Council.  He explained that the forum has been proposed to include two meetings a year and provide an opportunity to ensure that respective priorities are understood; that new opportunities are explored; and that challenges and risks are identified.

The Strategic Housing Manager explained that meetings were held between the Council and Freebridge Community Housing and the report sought to formalise the arrangements.  Terms of Reference had been proposed by Freebridge Community Housing and were attached to the report. 

The Chairman thanked the Strategic Housing Manager for his report and invited questions and comments from the Panel, as summarised below.

Councillor Smith referred to the membership of the Strategic Forum and asked if Councillors would be provided the opportunity to attend these meetings to raise any issues.  The Portfolio Holder for Housing and Community, Councillor Lawrence explained that there were other methods for dealing with individual constituent issues without taking them to the strategic level.  He explained that the purpose of the Strategic Forum would be to ensure that the Council and Freebridge Community Housing continued to work together and progress in the future.

The Strategic Housing Manager explained that if Councillors had strategic issues to raise, they could do so via the relevant Councillor or officer who could, if appropriate, raise the issue at the Strategic Forum meeting.  He explained that the operational meeting would be undertaken in a more structured way.  The Portfolio Holder for Housing and Community, Councillor Lawrence reminded those present that Freebridge did have a Tenants Panel and tenant representatives on the Board. 

In response to a further question from Councillor Smith, the Strategic Housing Manager agreed to clarify if minutes from the Strategic Forum meetings would be available to Members of the Council.

Councillor Hipperson asked if the establishment of the Strategic Forum would impact on those Councillors who had been appointed to the Freebridge Community Housing Board.  The Chairman explained that it should not have any impact.  The Strategic Forum was an additional meeting.  The Panel was reminded that regular meetings between the Council and Freebridge already took place, but no formal arrangements were in place. 

Councillor Moriarty addressed the Panel under Standing Order 34.  He sought clarification if the Agendas and Minutes of the Strategic Forum would be a public record and the Strategic Housing Manager agreed to clarify.  Councillor Moriarty also sought assurance that the creation of the Strategic Forum would not dilute the influence of the Council representatives on Freebridge Community Housing Board.  The Strategic Housing Manager explained that the Strategic Forum would not be a decision making body and that this proposal did not present any changes to the Board’s Constitution.  The Strategic Forum would be a mechanism for sharing information and updating each other on progress and current issues.

The Vice Chairman, Councillor Bambridge commented that the Strategic Forum would be a good way of communicating between  ...  view the full minutes text for item EC10:

To consider the Work Programme.

In considering the Work Programme Members’ attention is drawn to the Cabinet Forward Decision List.

Councillor Moriarty addressed the Panel under Standing Order 34.  He reminded those present that at a previous meeting he had asked if the Panel would be considering the Channel Shift report which had been presented to Cabinet.  The Chairman explained that all Panel Chairman and Vice Chairman met at a joint sifting meeting to consider which Panel’s should consider items.  The Channel Shift Cabinet report had been presented to the Resources and Performance Panel and all Members had been invited to attend the meeting.

Councillor Moriarty asked if the Panel would consider the Statement of Community Involvement Cabinet report at its next meeting and the Chairman explained that this would be determined at the next sifting meeting.

Councillor Moriarty suggested that the Panel’s Work Programme and Cabinet Forward Decision List include a column to explain which body was considering the reports and who would be the decision maker.  The Chairman agreed to discuss this at the next sifting meeting.

Councillor Mrs Collop asked if a representative from Norfolk County Council would be coming to a future Panel meeting to provide an update on Highways Works.  It was confirmed that this had been scheduled on the Work Programme in February 2016.

RESOLVED: (i) The Work Programme and forward decision list was noted.

(ii) Items discussed to be added to the Work Programme as appropriate.

To note that the next meeting of the Environment and Community Panel is scheduled to take place on 6^th January 2016 at 4.00pm in the Committee Suite, King’s Court, Chapel Street, King’s Lynn, PE30 1EX.

The next meeting of the Environment and Community Panel was scheduled to take place on Wednesday 6^th January 2015 at 4.00pm in the Committee Suite, King’s Court, Chapel Street, King’s Lynn, Norfolk, PE30 1EX.