Agenda and minutes

In the absence of the Chairman, the Vice-Chairman took the Chair.

RESOLVED:  That all items on the agenda be webcast.

It was noted that apologies for absence had been received from the Chairman (Councillor Mrs Gooch) and Councillors Nelson-Gracie and Pickett.

The following Substitute Members were noted:

Councillor Barned for Councillor Nelson-Gracie

Councillor Chittenden for Councillor Pickett

Councillor Newton for Councillor Mrs Gooch

Councillor Garland, the Leader of the Council, and Councillor Moss, the Cabinet Member for Corporate Services, were in attendance as witnesses to explain the progress made on their priority areas during the 2013/14 Municipal Year (agenda item 8).

There were no disclosures by Members or Officers.

RESOLVED:  That the items on the agenda be taken in public as proposed.

RESOLVED:  That the Minutes of the meeting held on 4 March 2014 be approved as a correct record and signed.

Minute 115 (c) and (e) – Review of Complaints October-December 2013 (Quarter 3)

In response to a question, the Committee was informed that its recommendations regarding the possibility of (a) offering a market supplement to recruit a Development Manager and a Principal Planning Officer and (b) charging a fee for responding to Freedom of Information requests had been referred to the appropriate Officers.  Their response would be reported back to a future meeting of the Committee.

Interviews with Cllr Chris Garland, Leader of the Council; and Cllr Brian Moss, Cabinet Member for Corporate Services

Councillor Garland, the Leader of the Council, and Councillor Moss, the Cabinet Member for Corporate Services, updated the Committee on the progress made on their priority areas during the 2013/14 Municipal Year.

Councillor Garland highlighted the following issues:

The Local Plan and Communication Relating to Strategic Issues

The production of the Local Plan had been of pre-eminent importance in the agenda of work over the past year.  The independent housing needs analysis conducted as part of the Local Plan process had identified that Maidstone had an objectively assessed housing need of 19,600 new dwellings from 2011-2031.  A number of Member Workshops had been held where the evidence base had been explained and discussed.  The Cabinet had made decisions relating to the allocation of sites and had announced a housing target of 17,100.  All elements of this had been communicated rigorously and comprehensively to Members, and whilst there had been a difference in views, there seemed to be no major objections in terms of the evidence.  The communication strategy in relation to the Local Plan had been quite comprehensive; the Plan was now out to consultation, and feedback was awaited.

Finance – Revenue and Capital Savings

A balanced budget had been delivered with a 1.99% increase in Council Tax.  In terms of revenue, he was confident that the savings identified at the Council meeting on 5 March 2014 would be achieved.  The revenue outturn for 2013/14 was showing an under spend as in previous years.  The Capital Programme remained buoyant in terms of resources, and substantial sums of money could be directed to the delivery of the Integrated Transport Strategy in future.  The Council had received significant New Homes Bonus funding and this would be used not to support the revenue account but for capital purposes to assist in moving forward the infrastructure required for whatever housing numbers needed to be accommodated.

Policy and Performance

In October 2013 the Council commissioned the LGA to undertake a Corporate Peer Challenge to look at its priorities and strategic planning processes.  The team met with a mix of appropriate partners and stakeholders and the feedback was largely positive identifying a number of opportunities and challenges for the Council going forward.

As a result of the review the number of indicators that would be monitored at strategic level had been reduced in the refreshed Strategic Plan 2014/15.

The team had identified the need for the Council to strengthen its approach to economic development.  On occasions there were tensions between planning and the Council’s ambitions in relation to economic development.  Discussions would take place with residents and businesses regarding the new Economic Development Strategy currently emerging.

He was pleased to announce that the Council had been awarded the IiP Silver Award.  This demonstrated the Council’s commitment to developing its employees and was a step towards its ambition to achieve the IiP Gold Award by 2015.

In 2014/15, the Council would be talking to the public about the performance information they would like to see to ensure  ...  view the full minutes text for item 130.

Interview with Angela Woodhouse, Head of Policy and Communications

The Head of Policy and Communications introduced the draft Communications and Engagement Plan 2014/15.  She explained that:

·  The purpose of the Plan was to ensure that the Council communicated and engaged effectively with residents, Councillors, partners and staff to meet its priorities.

·  The Plan was designed to support the final year of the current Strategic Plan, and a Communications and Engagement Strategy would be developed in 2014/15 to support the new Strategic Plan for 2015/20.

During the discussion, reference was made to the following:

·  The need for further clarification of the reference in the Plan to the Council’s stakeholders and to include specific examples;

·  The valuable contribution Scrutiny could make to the development of a new Communications and Engagement Strategy as part of the Strategic Planning process for 2015/20;

·  The challenges associated with engaging local residents in, for example, the process of setting budgets and priorities;

·  The need to assure members of the public that their participation in consultation and engagement activities is worthwhile;

·  The engagement work being undertaken by Design South East in relation to the Local Plan as an example of co-production; and

·  The difference between consulting, informing and engaging with the public.

In response to questions, the Head of Policy and Communications informed the Committee that:

·  There was scope for Members to take an active part in Local Democracy Week, and their contribution would be welcomed.  Pitched correctly, there were ways to engage young people in the democratic process, and the Democratic Services Team was keen to take this forward.

·  In terms of developing Member engagement, the initial feedback from the digital technology project (the use of iPads by Members at meetings etc.) was positive.  Fifteen Members had taken the opportunity to trial the iPads from October/November 2013 and a further nine had joined the trial in March 2014.  The purpose of the trial was to provide improved and instantaneous access to Council papers and emails for effectiveness and efficiency in the delivery of Member services both to the Members themselves and their constituents.  The original fifteen Members were asked to complete an evaluation form and eleven were returned.  The responses showed that most Members were using the iPads daily for accessing emails and Council papers.  They would be happy to receive papers electronically rather than in hard copy, and all but three were using their iPads at meetings although it was more difficult to use them at some meetings than others.  There were legal requirements regarding the provision of documents to Council Members prior to meetings, but the Secretary of State had responded to representations and was looking at the introduction of legislation to allow a wholly electronic delivery.

RESOLVED:

(a)  That the Leader of the Council be recommended to approve the Communications and Engagement Plan 2014/15 subject to further clarification of the reference to the Council’s stakeholders and the inclusion of specific examples;

(b)  That the involvement of the Strategic Leadership and Corporate Services Overview and Scrutiny Committee (or a Working Group of the  ...  view the full minutes text for item 131.

Interview with Angela Woodhouse, Head of Policy and Communications

The Committee considered the report of the Head of Policy and Communications setting out the results of the Residents’ Survey undertaken during October and November 2013 to inform priorities and work planning and to gauge satisfaction levels with the Council and service provision.

During the discussion, reference was made to the number of residents who had indicated that they were “undecided” and the implications in terms of analysing, weighting and interpreting the data.

In response to questions, the Head of Policy and Communications informed the Committee that:

·  Where possible comparisons had been made to the results of the Residents’ Survey undertaken in 2011, but some questions were amended for the 2013 survey so that the Council could benchmark the results against other authorities.  The data for Maidstone had been submitted to LG Inform (the Local Government Association’s benchmarking data service) for verification, and the benchmarked results could be circulated to Members as soon as they became available.

·  Scrutiny Members could help to take matters forward by participating in action planning for improvements informed by the results of the 2013 Survey.

RESOLVED:

(a)  That the results from the Residents’ Survey 2013, attached as Appendix A to the report of the Head of Policy and Communications, be noted;

(b)  That the areas where out-turns have improved and declined compared to 2011 be noted;

(c)  That the benchmarking data should be circulated to Members as soon as it becomes available from LG Inform; and

(d)  That volunteers be sought for a Member Working Group to meet as soon as possible to assist with action planning for improvements informed by the results of the Residents’ Survey 2013.

Report attached for consideration

The Committee considered its future work programme.  The Chairman reminded Members that a special meeting of the Committee had been arranged to take place at 10.00 a.m. on Tuesday 15 April 2014 to discuss MKIP.  The Director of Environment and Shared Services had confirmed that he would be able to attend the meeting scheduled to be held on Tuesday 6 May 2014 to discuss the future of Maidstone House.  The June meeting would focus on the development of the work programme for 2014/15.

RESOLVED:  That the future work programme, as set out in Appendix A to the report of the Senior Corporate Policy Officer, be endorsed.

6.30 p.m. to 8.10 p.m.