Agenda and minutes

Members and officers must declare any pecuniary or personalinterest in any business on the agenda. They should also make declarations at any stage such an interest becomes apparent during the meeting. Consideration should be given to leaving the meeting if the nature of the interest warrants it.  If in doubt please contact Democratic Services before the meeting.

20.1 In accordance with the Code of Conduct, the following personal interests were declared:

·         Mr Baldwin as a member of Horsham District Council in relation to Strategic Planning.

·         Mrs Purnell whose partner was a fireman in relation to Fire Authority Integrated Risk Management Action Plan 2018-22 and as a member of Chichester District Council and Selsey Town Council in relation to Strategic Planning. 

·         Mr S Oakley as a member of Chichester District Council and Tangmere Parish Council and an appointee to Portsmouth Water Customer Challenge group in relation to Strategic Planning.

The Committee is asked to agree the Part I minutes of the meeting of the Committee held on 4 June 2018 – attached (cream paper).

21.1 Resolved – that the Part I minutes of the Environment, Communities and Fire Select Committee held on 4 June 2018 be approved as a correct record, and that they be signed by the Chairman.

The Committee is asked to agree the minutes of the meeting of the Committee held on 13 June 2018 – attached (cream paper).

22.1 Resolved – that the minutes of the Environment, Communities and Fire Select Committee held on 13 June 2018 be approved as a correct record, and that they be signed by the Chairman.

The Committee is asked to note the Cabinet Member’s responses to the Committees recommendations:

a)   A27 Chichester Bypass Improvements: Submission to the Government’s Roads Investments Strategy– attached.

b)   Bus Strategy 2018-2026 – attached.

c)   FRS Integrated Risk Management Plan 2018-22, Annual Statement of Assurance 2017/18 and Annual Report May 2017/18– attached.

a) A27 Chichester Bypass Improvements: Submission to the Government’s Roads Investment Strategy

23.1 The Committee noted the Cabinet Member’s Response to the Committee’s Recommendations on the A27 Chichester Bypass Improvements: Submission to the Government’s Roads Investment Strategy

23.2     Members made the following comments:

·         Queried whether there was an update on the timetable for the RIS2 scheme and Highways England response. The Cabinet Member for Highways and Infrastructure advised that the RIS2 timetable information could be provided to the Committee. An officer further advised that the latest correspondence from Highways England confirmed that consultants had been appointed and were currently looking at cost estimates. There were currently no confirmed dates but these could be provided to the Committee when available.

b) Bus Strategy 2018-2026

23.3 The Committee noted the Cabinet Member’s Response to the Committee’s Recommendations on the Bus Strategy 2018-2026

c) FRS Integrated Risk Management Plan 2018-22, Annual Statement of Assurance 2017/18 and Annual Report May 2017/18

23.4 The Committee noted the Cabinet Member’s Response to the Committee’s Recommendations on the FRS Integrated Risk Management Plan 2018-22, Annual Statement of Assurance 2017/18 and Annual Report May 2017/18

23.5 Members made the following comments:

·         Raised concerns over operational policy and the reduction of aspirational crewing of a fire engine with five crew to four crew as a standard and endorsed the suggestion that when crewing levels were reviewed the basis for reduction be looked at along with the impact of flexible crewing policy that the Fire and Rescue Service (FRS) would like to adopt. An officer advised that four person crewing had been common practice for a number of years and that all incidents were judged on a case-by-case response. The FRS will be reviewing the potential for crewing some on call vehicles/fire engines with fewer than four. This work has yet to be undertaken and the proposals will be brought to the Committee for scrutiny before any pilot or adoption of proposed new changes. All significant elements, including reduction of crew would involve a public consultation. A lot of work would be undertaken to ensure there would be no unintended consequences. The Cabinet Member for Safer, Stronger Communities advised that if a decision is made to further reduce crew numbers then this would be subject to further consultation. 

Report by Executive Director Communities and Public Protection and Director of Operations and Chief Fire Officer – attached.

At its meeting on 13 June 2018, the Committee recommended the publication of the Integrated Risk Management Plan (IRMP) 2018-22 and the next steps for delivery. This report outlines the draft action plans developed to deliver the priorities contained within the IRMP and to detail how the actions will be delivered over the period of 2018-22 through the Fire and Rescue Service governance and programmes arrangements.

The Committee is asked to support the publication and delivery of the 2018-22 IRMP action plans.

24.1 The Committee considered a report by Executive Director Communities and Public Protection and Director of Operations and Chief Fire Officer (copy appended to signed minutes). 

24.2 Gavin Watts, Director of Operations and Chief Fire Officer and Neil Stocker, Director of Public Protection and Deputy Chief Fire Officer introduced the report which, following the Committee’s recommendation at its meeting on 13 June 2018 for the publication of the Integrated Risk Management Plan (IRMP) and next steps for delivery; outlined the draft action plans developed to deliver the priorities contained within the IRMP and detailed how the actions would be delivered over the period of 2018-22; through the Fire and Rescue Service governance and programmes arrangements.

24.3 The initial stages of inspection of the WSFRS by Her Majesty’s Inspectorate of Constabulary and Fire and Rescue Services (HMICFRS) was due W/C 26^th November 2018, with a final report expected at the end of May 2019. 

24.4 The Committee made comments including those that follow.  It:

·         Welcomed the prioritisation of action points and the concentrated efforts in the IRMP Action Plan and requested that consideration be given for the relevant unions to be included in the process of managing the plan and for representatives to have a seat on all strategic boards. An officer advised that membership of boards could be looked into and that new engagement was currently being established for representative bodies and other union colleagues. Outcomes from the Integration and Collaboration board, which included conversations with other services, could be brought to the Committee.

·         Highlighted the issue of mental health and wellbeing among FRS staff. It was agreed that the Business Planning Group (BPG) would discuss with the FRS when the most appropriate time to scrutinise any people-related matters and the broader programmes and aims would be. Also that action plans in relation to wellbeing of staff, flexible crewing arrangements, and a collaboration agenda be reviewed by the BPG regularly and brought to full Committee once a year or every 6 months. 

·         Raised concerns that cuts to middle management were significant in implementing the plan, which could lead to an increase in workloads and a higher risk of stress and potential plan failure. An officer advised that no additional resource was available within the Service, meaning workloads could increase. A wellbeing strategy was being devised involving the County Council and other neighbouring forces, including an annual stress survey which had been discussed with the unions. Although middle managers were very supportive of this, it was important to work with others to ensure successful delivery.

·         Raised concerns over the recruitment and retention of retained/on call fire officers and requested that a TFG be convened to look at the issue along with emergency response standard times, with preferably the first meeting to take place before the item comes back to Committee. Also that consideration be given to the convening of a TFG potentially in year two of the Plan, regarding any proposals to introduce Co-responding.  The Cabinet Member for  ...  view the full minutes text for item 24.

The Committee will consider approaches taken to planning for new or improved infrastructure to support the delivery of housing development in the County.  Evidence will include the views of an external service provider/utility company (Southern Water), the views of a local planning authority with regard to planning for infrastructure when reviewing a local plan (Horsham District Council), and the implications for the County Council as a key service provider.

The Committee is asked to consider the presentations and make recommendations to address any shortcomings – no background papers. 

25.1 The Committee considered approaches taken to planning for new or improved infrastructure to support the delivery of housing development in the County. Evidence included the views of external service provider Southern Water, from Paul Kent, Environment & Wastewater Strategy Manager; local planning authority Horsham District Council (HDC) from Barbara Childs, Director of Place, HDC;and the implications for the County Council as a service provider from Caroline West, Planning Policy and Infrastructure Team Manager. Mike Elkington, Head of Planning Services, gave a brief overview. Key points were:

·         The National Planning Policy Framework (NPPF) was revised this year.  One of the purposes of the planning system was to identify and co-ordinate the provision of infrastructure.  The system should be plan-led and such plans should be shaped by the early, proportionate and effective engagement between policy makers and infrastructure providers.  A collaborative approach should be taken to assessing the quality and capacity of infrastructure, and its ability to meet forecast demands.  Where deficiencies were identified, plans should set out how they will be addressed.  Cross-boundary issues should be addressed through joint working between authorities under the duty to cooperate.  Financial and other contributions should be expected from development but they should not undermine the deliverability of the plan.

25.2 The Committee made comments including those that follow. It:

·        Welcomed the engagement from Southern Water, but highlighted its customer complaints record and queried whether there were any plans to build more reservoirs. Mr Kent advised that continuous improvements had been made with complaints dropping overall. There were no current plans for more reservoirs, as water utilisation hadn’t yet reached that point of stress.

·        Raised concerns over flooding and drainage ditches for new housing developments and queried how resilient the water supply network was in the event of temperature variations. Mr Kent advised that lessons had been learnt from the summer. If further water needed to be taken from rivers then it would be diverted from other areas.

·        Queried whether Southern Water had national planning policy support to achieve its high aspirations and given existing infrastructure improvements needed, sought reassurance that this could be achieved in the current financial environment. Mr Kent advised that the current business plan as produced allowed for achievement of everything that was needed.

·        Questioned how HDC could mitigate the likelihood or effect in the event housing numbers increased, as this could put pressure on the developer industry to provide the housing.  Mrs Childs advised that the cumulative impact on the overall area was looked at for mitigation. Although developers couldn’t be forced to build houses, there was a time limit given on planning permission. The onus was on local authorities to plan as positively and flexibly as they could with other partners. It was important to keep a regular dialogue open. 

·         Questioned what challenges the County Council was currently having with Community Infrastructure Levy (CIL) monies and queried what implications having a NPPF-led planning process would have and whether there would be any cross border impact. Mrs West advised  ...  view the full minutes text for item 25.

The report informs the Committee of the Business Planning Group meeting held on 18 June 2018, setting out the key issues discussed – attached.

The Committee is asked to endorse the contents of this report, and particularly the Committee’s Work Programme for 2018/19, revised to reflect the Business Planning Group’s discussions (attached at Appendix A).

26.1 The Committee considered a report by the Chairman of the Business Planning Group (copy appended to the signed minutes).

26.2 Resolved – That the Committee endorses the contents of the report and particularly the Committee’s Work Programme for 2018/19, revised to reflect the Business Planning Group’s (BPG’s) discussions.

Extract fromthe ForwardPlan dated 11 September 2018 – attached.

Anextract fromanyForwardPlan publishedbetween the date of despatchof the agenda and the date of the meetingwill be tabled at the meeting.

The Committee is asked to consider whetheritwishes to enquireinto any of the forthcoming decisions withinits portfolio.

27.1 The Committee considered the Forward Plan dated 11 September (copy appended to signed minutes).

27.2 Members requested that the Carillion Contract in relation to the effect on current and future Energy Storage Projects be re-examined. The Chairman agreed that this would be discussed at the BPG.

27.3 Resolved – That the Forward Plan be noted.

The next meeting of the Committee will be held on 14 November 2018 at 10.30 am at County Hall, Chichester.  Probable agenda items include:

·         Portfolio Savings Proposals

·         Economy Growth Plan - Delivery Plan

·         On-street Parking to Support Traffic Management

·         Updated Guidance on Parking in New Developments

·         Lesson Learned - Bognor to Littlehampton Cyclepath

Any member wishing to place an item on the agenda for the meeting must notify the Director of Law and Assurance by 2 November 2018.

The Committee noted that its next scheduled meeting will take place on 14 November 2018 at 10.30am at County Hall, Chichester.

The Committee is asked to consider in respect of the following item whether the public, including the press, should be excluded from the meeting on the grounds of exemption under Part I of Schedule 12A of the Local Government Act 1972, as indicated against the item and because, in all the circumstances of the case, the public interest in maintaining the exemption of that information outweighs the public interest in disclosing the information.

Resolved - That under Section 100(4) of the Local Government Act 1972,

the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Part I, of Schedule 12A, of the Act by virtue of the paragraph specified under the item and that, in all the circumstances of the case, the public interest in maintaining the exemption of that information outweighs the public interest in disclosing the information.

The Committee is asked to agree the Part II minutes of the meeting held on 4 June 2018 (for members of the Committee only)

Exempt: paragraph 3, financial or business affairs of any person (including the authority).

(Exempt, paragraph 3, Financial or business affairs of any person (including the authority))

The Committee agreed the Part II Minutes of the 4 June 2018 and gave no comment.

The Committee will receive a verbal update from the Director of Highways and Transport on the status of the Highways Maintenance Contract reprocurement – Part I and Part II papers (for members of the Committee only) attached.

Exempt: paragraph 3, financial or business affairs of any person (including the authority).

The following links provide further background information on the recent court ruling:- 

https://www.blakemorgan.co.uk/training-knowledge/case-studies/court-extends-time-bring-procurement-claim/

https://www.bailii.org/ew/cases/EWHC/TCC/2018/1976.html

(Exempt, paragraph 3, Financial or business affairs of any person (including the authority))

The Committee noted the update on the Highways Contract and members gave comment.