Agenda and minutes

Overview and Scrutiny Committee - Tuesday, 10th September, 2019 6.30 pm

Venue: Council Chamber, Penns Place, Petersfield, GU31 4EX. View directions

Contact: Cynthia Haveron - Democratic Services Officer - 01730 234092 

No. Item


Apologies for Absence

To receive apologies for absence.         


Apologies for absence were received from Councillors G Hill and B Mouland.


Chairman's Announcements


The Chairman welcomed Councillors to the first meeting of the Committee.





Declarations of Interest

To receive and record any declarations of interest.


There were no declarations of interest.


Environmental Services

The committee will receive a briefing on Environmental Services.


For Information                


Claire Hughes, Head of Strategic Commissioning introduced the item. She reminded Councillors that she had given a briefing on the Environmental Services to a meeting of the Governance, Audit & Scrutiny Committee in July and had agreed to return to the Committee with a further update and in particular to explain the matrix of efficiency savings in respect of the new contract for waste collection.


She explained that three key principles had been applied when setting out the criteria for sharing efficiency savings and these were:


·                 Each Authority should benefit from savings arising from efficiencies related to the specific areas of operation;


·                 Both authorities should benefit from savings arising from efficiencies realised from shared operations; and


·                 The overall costs of the contract with Norse South East (NSE) is apportioned on a 60:40 (HBC:EHDC) split to reflect the respective councils budget.


In response to questions about cross border working on roads bordering the two local authorities, it was explained that this was currently being investigated with HCC. In respect of concerns about un-adopted roads or hard to reach roads, officers were looking at different ways of collecting the refuse and were in contact with residents to find a solution.


Ms Hughes then updated the Committee on the progress so far. The Delegation of Services Agreement was due to be signed on 19 September 2019 and the mobilisation date of the new service would be Monday 30 September 2019.The service would now operate five days a week which meant that some bin collections would be on a different day. However, residents were being contacted in a number of different ways about these changes. She expected some disruption in October but hoped that the service would stabilise from November.


Ms Hughes also update the committee on the transfer of staff across from the existing contractors and recruitment to vacant positions which was going well. Current Norse SE operatives had been trained on EHDC collection routes as a contingency and to provide flexibility and cover throughout the contract period not just for mobilisation.


It was confirmed that those on the waiting list for new garden waste licenses would be contacted in the new year with a view to the service commencing from April 2020.


It was also confirmed that side waste (not recycling waste) would not be collected, any waste had to be in the bin. Throughout mobilisation where side waste had been found the resident would be reminded that all waste is required to be in the bin.


Following the discussion, the briefing was NOTED.


Consideration of the Forward Plan & Key Decisions pdf icon PDF 1 MB

For Noting                       


The Chairman introduced this item and explained that it would be a standing item on the agenda. He believed that this would be useful to the Committee for pre-scrutiny purposes.  An up to date version of the Forward Plan was distributed to the Committee for information.


It was suggested that the items should be numbered for ease of reference.


Clarity was sought by the Committee on what matters were deemed to be exempt and as to whether Councillors should be able to attend exempt sessions of Cabinet.  The Monitoring Officer provided an explanation to the Committee and agreed to provide clarity on attendance of exempt session.


The Monitoring Officer confirmed that a Key Decision related to any business over £150k or if a matter impacted on 2 or more wards.


Having reviewed the Key Decisions notice the Committee agreed a number of items to placed on the work programme and asked the Director of Corporate Services to clarify to the Committee if the Homelessness and Rough Sleeper Strategy and the Corporate Strategy would be presented to Members as briefing sessions.


Work Programme & Scrutiny Guidance pdf icon PDF 48 KB

Councillors are asked to consider future topics for the Committee Work Programme.


For Decision                    


Councillors discussed the work programme of the committee for the remainder of the municipal year. Following on from earlier discussions of the Forward Plan and Key Decisions it was agreed that the following topics and Portfolio Holders and officers be invited to the Committee.




Area to cover

Portfolio Holder/ Officer



S106 non-specific funds recommended applications

The process involved including applications and forms

Cllr J Butler /Community Team

Next meeting


Property Investment Portfolio

The overall performance of the portfolio and mechanism for selection of property/ due diligence.

Cllr T Costigan



Whitehill & Bordon Redevelopment

EHDC involvement – Value of money and return on current cost

Head of Regeneration North & Cllr F Cowper




A review of the services across the Council




Members agreed that that in future it should be a single subject agenda.



Consideration of any Executive Decision called in to the Committee (if applicable)

For Decision                    


There were no items to consider.


Exclusion of the Press & Public

RECOMMENDED that the press and public be excluded from the

meeting during consideration of the following item as:

(a) it is likely, in view of the nature of the business to be

transacted, or the nature of the proceedings, that if members

of the public were present during that item there would be

disclosure to them of exempt information as specified in Part 1

of Schedule 12A (as amended) to the Local Government Act

1972; and

(b) in all the circumstances of the case, the public interest in

maintaining the exemption outweighs the public interest in

disclosing the information.


Consideration of Matters Arising from Executive Decisions Relating to Exempt Items (If applicable)

For Decision                    


There were no items to consider.