Agenda and minutes

To confirm as a true record the minutes of the meetings held on 28 September 2020 and 6 October 2020.

RESOLVED:

THAT the Minutes of the meetings held 28 September 2020 and 6 October 2020 be confirmed.

To invite Members to declare any interest they might have in the matters on the agenda.

No declarations were received at this stage.

Questions must be delivered in writing or by electronic mail to democratic.services@iow.gov.uk no later than 5pm on Friday 6 November 2020. Each question must give the name and address of the questioner.

No public questions were received.

To consider the Isle of Wight Fire and Rescue Service annual statement of assurance 2019/20.

The Deputy Chief Fire Officer presented the IWFRS Annual Assurance Statement 2020 which provided and overview of the Service’s ability to deliver its core purpose and therefore meet the requirements of the 2018 National Fire and Rescue Framework. The report also highlighted the Service’s initial response to the Covid-19 pandemic in February 2020 where an emergency management group had been set up to oversee the response and to work closely with partners in the Local Resilience Forum.

Questions were raised regarding risk management, the Safety Plan, and arrangements ahead of the commencement of the Combined Fire Authority in April 2021. Clarity was sought regarding the shadow authority and the membership of the chief officer team; and discussion took place regarding recruitment equality and Firefighter’s wellbeing. Members expressed their ongoing appreciation for the efforts of the IW Fire and Rescue Service.

RESOLVED:

THAT the Isle of Wight Fire and Rescue Service Annual Assurance Statement 2019/20 be approved.

To receive and consider a verbal update from the Leader, and the Cabinet Member for Strategic Finance & Covid-19 Recovery.

The Cabinet Member for Strategic Finance & Covid-19 Recovery provided a verbal update on the current financial and economic position. The Cabinet Member for Adult Social Care, Public Health and Housing Needs, delivered an update on the pressure on the local healthcare system, and the Director of Public Health was invited to provide a brief overview of recent data.

Questions were raised regarding the Islands economy, future support for community hubs, and the role of the new Covid Support Officers. The concerns expressed by the Leader regarding the cessation of the Wightlink Ryde-to-Portsmouth catamaran service during the current lockdown were supported. The committee noted the current position together with the arrangements for financial support available to small businesses.

RESOLVED:

THAT the update regarding Covid-19 response and recovery be noted.

To receive and consider a verbal update from the Director of Neighbourhoods, and the Cabinet Member for Infrastructure and Transport.

The Leader provided a verbal update regarding the unforeseen issues with the hydraulics system which resulted in the current service suspension following the recommencement of service in October 2020. It was confirmed that legal discussions were ongoing between the council and the companies contracted to design and build the Floating Bridge with a view to recover the cost of the financial losses sustained and the cost of implementing any solutions. 

Clarity was sought regarding the membership of the Cowes Floating Bridge Project Board, and concerns were raised regarding the hydraulics, breakwater, and fatigue crack. The Leader invited the committee to provide a list of questions which could be included within any legal discussions being considered, including whether the tidal effects of the new breakwater had been considered, together with modelling as part of the design phase.

Members also requested details of the other Project Boards that have been established to oversee projects.

RESOLVED:

THAT the update regarding the Floating Bridge be noted.

At the conclusion of the discussion members adjourned for a 10-minute comfort break.

To consider a follow up of the below resolutions determined at the meeting of the Committee held on 10 March 2020, in response to the continued overarching question; “is the way that the Council handles complaints leading to improvements in service delivery?”

i)               THAT the evidence demonstrating that the way the Council handles complaints leads to service improvements be noted.

ii)              THAT the Committee supports the Corporate Management Team’s focus on encouraging the identification of a learning outcomes in a greater proportion of cases.

iii)            THAT the Committee review the available data on complaints handling once four quarters of performance information from the new CRM is available; and should schedule this in its workplan for its September 2020 meeting. Thereafter, the Committee should review the annual report produced by the Corporate Complaints Team following its publication.

iv)            THAT Island Roads’ be asked to review their complaints policy to ensure it is up to date and in line with the Council’s own policy, by September 2020.

The Cabinet Member for Resources presented the report which provided an update against the issues identified by the Committee at its meeting on 10 March 2020, seeking assurance that the way that the Council handles complaints leads to improved service delivery.

Questions were raised regarding the target for resolving complaints at Stage 1, and members sought assurance that the actions shown within the flow chart of the Acceptable Behaviour Policy was followed in all cases. It was agreed that the public’s views on how their cases had been handled should be used to inform the delivery of training.

Various further comments were made in relation to the wider complaints process, and the Cabinet Member for Corporate Resources and the Director of Corporate Services agreed to look into;

i)               Compliance with the Disability Discrimination Act, including Accessible Information standards, by contractors delivering services on behalf of the Council.

ii)              Consistency in the wording of the Acceptable Behaviour Policy on the Council’s website and associated documentation.

iii)            The period of review of the Corporate Complaints Policy, 2 years, and that for the Acceptable Behaviour Policy, 3 years, being brought together so that they were reviewed at the same time.

iv)            Increasing the target for resolving complaints at Stage 1 from 50% by 2022 to 90%.

v)             Assurance that the actions shown within the flow chart of the Acceptable Behaviour Policy was followed in all cases.

vi)            The public’s views on how their case was handled being used in the delivery of training.

RESOLVED:

THAT the update regarding Corporate Complaints be noted.

To review items due to be considered by the Cabinet at its meeting on 12 November 2020, and where appropriate, make comments that the committee believe should be taken into account. The items shown on the Forward Plan at the time of publication of this agenda, are :-

The committee considered the report which provided a summary of progress against Corporate Plan activities for the period July to September 2020. Issues discussed arising from the report included;

·       the number of children in care on the Island when compared with the national average;

·       the timeframe for the Ryde Transport Hub project;

·       the timeframe for a delegated decision in relation to the transfer of Ryde Harbour;

·       the availability of the draft parking delivery plan;

·       the feasibility of a Medina crossing;

·       the success of the appointment system for using the Civic Amenity Sites.

Concerns were raised regarding the pandemic element of the risk register and the Chief Executive agreed to circulate the risk matrix score card used in assessing strategic risks.

RESOLVED:

THAT the Quarterly Performance Report – Quarter 2 be noted.

The Leader advised that due to external delays this item would be considered by the Cabinet at its meeting on 14 January 2021.

The committee considered the report which provided an update on the key activities undertaken by the council in continuing to progress the regeneration of Newport Harbour. The report sought approval from the Cabinet to endorse the masterplan (with the Seaclose Gate site being removed) and to consider its future adoption as a supplementary planning document. No concerns were raised, and the proposals were supported.

RESOLVED:

THAT the Newport Harbour Masterplan be noted and supported.

Comments of the committee arising from its informal meeting on 13 October 2020 are attached.

Discussion took place regarding the revised constitution. It was advised that the Committee had thoroughly scrutinised the draft document at an informal meeting on 13 October 2020, and those comments had been passed onto the Interim Monitoring Officer for consideration and inclusion. All members were reminded that they were still welcome to comment on the draft document ahead of its presentation to Full Council on 18 November 2020.

RESOLVED:

THAT the revised Constitution be noted and supported.

No comment was made.

To identify any items contained within the Council’s published Forward Plan that would benefit from early consideration within the workplan, for either this committee of one of the policy and scrutiny committees.

Members were invited to identify any item contained within the published Forward Plan that would benefit from early consideration within the workplan for either this committee of one of the policy and scrutiny committees.

RESOLVED:

THAT the forward plan be noted.

To consider the Committee’s workplan for 2020/21 and any further items for possible inclusion.

Consideration was given to the Committee’s workplan for 2020-21. It was agreed updates should be provided at the next meeting on the Highways PFI Contract and on the Commercialisation Strategy.

RESOLVED:

THAT the workplan be noted.

A question must be submitted in writing or by electronic mail to Democratic Services no later than 5pm on Monday 9 November 2020.

No written questions were received. Cllr Jones-Evans requested a verbal update on the Lets Buys Local campaign. The Director of Regeneration advised that it had been successful, and that it would continue to be supported by the council following its extension from the summer period to the end of the year.