Agenda and minutes

To receive any apologies for absence.

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

To approve the minutes of the previous meeting.

RESOLVED: The minutes from the meeting held on 25 November 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.

There was none.

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.

There was none.

If any.

The Chairman had received emails from Councillors Gourlay and Mrs Wilkinson relating to the Grounds Maintenance Review and would raise the issues contained in the correspondence during consideration of EC22.

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 1 December 2015, the following responses were made to the recommendations from the Environment and Community Panel on 25 November 2015, on the following items:

EC9: Cabinet Report – Hackney Carriage and Private Hire Licensing Conditions Review

PANEL RECOMMENDED:  That the Environment and Community Panel support the recommendations to Cabinet as set out below:

That the Council adopt the revised procedures and conditions.

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

EC10: Cabinet Report – Freebridge Community Housing Representation

PANEL RECOMMENDED: That the Environment and Community Panel support the recommendations to Cabinet as set out below:

(i) To agree the proposed terms of reference to a strategic forum between the Council and Freebridge Community Housing as set out in the report.

(ii) To agree that the Leader and the Portfolio Holder with responsibility for Housing, along with the Chief Executive, represent the Council at the proposed forum.

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

The Panel noted the responses made by Cabinet to the recommendations from the Environment and Community Panel meeting held on 25 November 2015 in respect of the following items:

·         Hackney Carriage and Private Hire Licensing Conditions Review.

·         Freebridge Community Housing Representation.

To receive an update from Robin Hanley on Norfolk Museums Service.

The Panel received an update on the work of Norfolk Museums Service from Steven Millar and Robin Hanley.

A copy of the presentation is attached.

The Panel received information on the work of the Norfolk Museums Service over the previous year and how they worked with other partner organisations and Local Authorities.  The Service also had schools and early years programme.

The Panel received an update on Lynn Museum.  Robin Hanley explained that he provided regular updates on the Museum at King’s Lynn Area Museums Committee meetings.  He explained that visits to the museum were increasing year on year and was supported by volunteers and friends of the museum.  The Museum operated under a Service Level Agreement with the Borough Council and the Museums Service was also supporting the Borough Council with the Stories of Lynn Project at the Town Hall.

The Panel were provided with an overview of key activities carried out in King’s Lynn and how the Museum worked with schools and linked into the History National Curriculum. 

The Chairman thanked the representatives from Norfolk Museums Service for their update and invited questions and comments from the Panel, as summarised below.

The Vice Chairman explained that she was a Governor at Greyfriars School who were involved in the Arts Award and asked how many other schools were involved in the Award.  Robin Hanley agreed to send through details of the schools which had taken part.

The Chairman asked if many schools outside of King’s Lynn visited the Lynn Museum.  Robin Hanley explained that the majority of schools were within walking distance and a small amount of schools visited from further afield.  Robin Hanley agreed to circulate details of the schools which had visited Lynn Museum.  Robin Hanley explained that Key Stage 2 primary sessions linked to Seahenge and a lot of schools visited the Museum for this exhibition.  Schools also visited the Museum when looking at local themes and community relevance.

Robin Hanley informed those present that information had been presented to the previous meeting of the King’s Lynn Area Museums Committee on understanding the importance of changes to the national curriculum.

The Portfolio Holder for Culture, Heritage and Health, Councillor Mrs Nockolds explained that the Museums service was very important with Schools as well as tourism and marketing.  She reminded those present that admission was free from October to March to encourage visitors and local people to attend.  She referred to the Youth Project Team and how the project run through the Museums Service had assisted the young people and given them something to add to their CV.

The Executive Director informed those present that Lynn Museum would be open on Sundays from March to October to fit in with the launch of the Stories of Lynn Project.  A joint ticket could be purchased to visit both sites.  The Sunday opening would be trialled for one year and its success would be monitored.

The Vice Chairman congratulated all those involved in bringing the Olive Edis exhibition into  ...  view the full minutes text for item EC20:

The above report is on the Cabinet Forward Decision List for 12 January 2016 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 noted the new duties placed upon the Council in relation to the Smoke and Carbon Monoxide Alarm (England) Regulations.  The report outlined the impact of the regulations, the role of the Council as enforcing authority and the power to impose a penalty charge of up to £5,000 in cases of non-compliance.  The Strategic Housing Manager explained that the approach to deal with the penalty charge was consistent with the Councils general enforcement approach and information, advice and guidance would be provided to landlords.  The Council also had a stock of alarms which they had been giving to landlords for free.

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

The Chairman felt that owner and occupiers of properties should be encouraged to ensure that adequate alarms were installed in their properties.

In response to a question from Councillor Bubb, the Strategic Housing Manager explained that high risk properties were regularly inspected and the inspecting officer would carry out a check to ensure that the appropriate alarms were installed.  Housing Services had also asked Visiting Officers to check when they were conducting visits.

Some work on raising awareness amongst landlords had already commenced, with the issue being raised at a recent landlord’s forum.

Councillor Mrs Collop referred to page 24 Regulation 4.3 and asked who would be liable if the tenant damaged or removed the alarm.  The Strategic Housing Manager explained that if the landlord had fitted the alarms and they had been wilfully damaged the landlord should not be liable unless they were aware that the alarms were not in working order and had not taken any action.

Councillor Mrs Bower referred to elderly and vulnerable people and felt that they may not be aware of the regulations and the Strategic Housing Manager agreed to take the comments on board.

The Vice Chairman informed those present that she had previously attended sessions run by the fire service on the importance of alarms.

The Portfolio Holder for Housing and Community, Councillor Lawrence commented that this report dealt with the duties placed on private landlords.  He explained that alarms were cheap to purchase and easy to install.  He explained that he met with Care and Repair regularly to raise awareness of the importance of alarms in the properties of elderly and vulnerable people.  The Portfolio Holder informed the Panel that it was a Building Regulation that new properties had alarms hard wired into the electrical system.

In response to a question from Councillor Squire, the Strategic Housing Manager confirmed that information had been shared with letting agencies regarding the new regulations.

Councillor Mrs Fraser explained that she was unaware that wood burners were a Carbon Monoxide risk.  The Strategic Housing Manager explained that the act only excluded gas appliances and focused on open fires and solid fuel, which could cause a Carbon Monoxide risk if the chimney or flue became blocked.  ...  view the full minutes text for item EC21:

The Operations Manager presented the report which considered current arrangements for Grounds Maintenance in the Borough and potential changes to regimes for 2016.

A copy of a presentation provided to the Panel by the Operations Manager is attached.

The Operations Manager explained that a review of the grass cutting had been carried out.  She informed those present that the grass cutting season ran from March to October/November, which was an average of 35 weeks depending on weather conditions.  During the review it was noted that there was variation in the service delivery from between 18 cuts to 8 cuts per a year and the review looked at how the schedules could be rebalanced to ensure that areas received the same rates of grass cutting.

The Operations Manager explained that a land audit had been conducted using GIS Mapping which detailed the different land types and land ownership.  Land types had then been categorised and a proposed work schedule was created as set out in the report.

The Panel was informed that Norfolk County Council paid the Borough Council to cut some Norfolk County Council owned land in the Borough.  However the payment did not reflect the actual cost.  Norfolk County Council had recently undertaken a review of their grass cutting and was due to reduce the payment that they made to the Borough Council.

The results of the review would also have an impact on Special Expenses.  The charges would be increased, but would be lower than the charge which would have been levied prior to the review.  The Panel was informed that any Special Expense increase would be capped at £10 per financial year.  This would have no effect on Parish Precepts.

To ensure a good standard of cut the mowers due for replacement would be replaced by Flail mowers.

The Chairman thanked the Operations Manager for her report and invited questions and comments from the Panel, as summarised below.

The Chairman referred to correspondence which had been received from Councillors Gourlay and Mrs Wilkinson who had raised concern regarding the reduction in cuts within their Ward.  They were concerned that this could make the area look untidy.  The Executive Director explained that it was intended that the grouping of cuts to 18,12 or 6 would match the requirements of an area.

Councillor Squire suggested that work be carried out to increase the amount of roadside nature reserves which would reduce the amount of cuts needed and would promote wildlife and wildflowers.  The Operations Manager explained that this could be investigated in more informal areas and she referred to parts of the Walks which had been left long to encourage wildlife.  The Executive Director explained that the Council had previously bid for EU funding for wildflower planting projects but had been unsuccessful.  Alternative funding sources could be investigated in the future.

In response to a question from Councillor Squire, the Executive Director explained that the proposals would not involve any redundancies as the operation was carried out by  ...  view the full minutes text for item EC22:

The Democratic Services Officer presented the report which set out amendments to the operation of the West Norfolk Disability Forum.  The West Norfolk Disability Forum had recently conducted a review of their Constitution and proposed that, in future, the Forum report annually to the Environment and Community Panel and can make recommendations to the Panel as appropriate.  The Forums Constitution had also been amended so that the Environment and Community Panel could make recommendations to the West Norfolk Disability Forum and task the Forum with investigating issues within the Forum’s remit.

The Chairman thanked the Democratic Services Officer for her report and invited questions and comments from the Panel as summarised below.

Councillor Bubb, Chairman of the West Norfolk Disability Forum explained that it was important for the Forum to become involved in projects early on in the process so that their input could be considered.

The Assistant Director informed those present that the Borough Council had a Corporate Equalities Officer Group which dealt with Equality Impact Assessments.  The West Norfolk Disability Forum could become involved at this stage of the process, if appropriate.

Councillor Bambridge, Member of the West Norfolk Disability Forum explained that the Forum had been consulted on the bus station refurbishment, but some of their comments and suggestions had not been incorporated into the final plan.

The Chairman explained that the West Norfolk Disability Forum had previously reported to the Panel, but this report now formalised the arrangements. 

RESOLVED: (i) That the Environment and Community Panel endorse the amended Constitution of the West Norfolk Disability Forum.

(ii) That the West Norfolk Disability Forum provide an annual report to the Environment and Community Panel.

To consider the Work Programme.

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

The Chairman referred to the Panel’s Work Programme and requested that Members of the Panel contact him if they had suggestions on items they would like to be considered.

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

To note that the next meeting of the Environment and Community Panel is scheduled to take place on Wednesday 27^th January 2016 at 6.00pm 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 27 January 2016 at 6.00pm in the Committee Suite, King’s Court, Chapel Street, King’s Lynn, PE30 1EX.