Agenda and minutes

Apologies for absence were submitted on behalf of Councillor S.A. Robinson with Councillor J.W. Robinson in attendance as named substitute.

To invite Councillors to declare any Disclosable Pecuniary Interests or Other Disclosable Interests they may have in items on the agenda, and to confirm the nature of those interests.

No declarations of interest were received nor of any whipping arrangements.

The minutes of the Overview and Scrutiny Board meeting held on 9^th December 2024 were considered.

It was requested by Members that a correction be made in respect of the inaccuracy in the minute record of item 64/24 – To confirm the accuracy of the minutes of the meeting of the Overview and Scrutiny Board held on 9^th December 2024:

It was requested that the inaccurate paragraph, which read as follows:

“The formation of the Cabinet Advisory Group (CAG) provided some useful discussions including the condition of play areas, approaching “end of life”. As instructed by CAG, Officers carried out a public consultation, with a useful session being held with the Consultant to discuss Foxgrove Way in more detail”.

Be corrected to:

“The formation of the Cabinet Advisory Group (CAG) provided some useful discussions including the condition of play areas, approaching “end of life”. As recommended by CAG, Officers carried out a public consultation, with a useful session being held with the Consultant to discuss Foxgrove Way in more detail”.

It was agreed the inaccuracy would be corrected.

It was also requested that a timescale be provided for the paragraph, which read The Leader of the Council expressed the view that an audit for

Parish Council play area provision should be carried out and for

transparency and scrutiny, be reviewed through the Finance and

Budget Working Group.  The request was subsequently noted and agreed would be actioned accordingly.

RESOLVED that the minutes of the Overview and Scrutiny Board meeting held on 9^th December 2024 be agreed as a true and correct record.</AI2>

The Community Safety Manager delivered an update on the progress of the North Worcestershire Community Safety Partnership (NWCSP) report to the Board.

At its Planningmeeting inFebruary 2024,the NWCSPreviewed andagreed its new priorities for the following three-year period.The Partnership Plan set out the priorities that the CSP would focus on for a 3-year period, with an annual refresh to capture any emerging issues and trends. The NWCSP priorities for period April 2024 to March 2027 were:-

•              Public Place Violence& theSerious Violence Duty

•              ASB, Nuisance andEnvironmental Issues

•              Shopliftingand NeighbourhoodCrime: NeighbourhoodCrime isdefined as domestic burglary, robbery(against the individual/household), theft from a person and vehicle crime.

•              ProtectingVulnerable Communitiesincluding HateCrime &Targeted Harassment, Domestic Abuse & DHRs and Sexual Violence

•              Serious Organised Crime viaa JointAction Group(SOCJAG)

Alongside the local priorities, NWCSP worked closely with South Worcestershire CSP, through the countywide Safer Communities Board (SCB), to identify and address countywide issues. Through Worcestershire SCB, the two statutory CSPs collaborated on key countywide projects and initiatives to ensure District area input and delivery were considered and implemented.These Worcestershire-wideactivities andinterventions included:-

•      Domestic Abuse Partnership Board

•      Prevent Strategy Group[Counter Terrorism]

•      Protect (& Prepare)Board [CounterTerrorism]

•      SafeguardingChildren Partnership& GETSAFE[Child Exploitation]

•      Adult Safeguarding Partnership& AdultExploitation Group

•      Reducing Reoffending Group& IntegratedOffender Management

•      SubstanceMisuse OversightGroup /Combatting DrugsPartnership

In 2023-24 new funding was made available by the Home Office via the West Mercia Police and Crime Commissioner (PCC) to support Community Safety partners in Implementing the Serious Violence Duty. Home Office funding allocations for SVD interventions in Worcestershire totalled £50k.

Alongside the PCC’s force-wide commissioning, NWCSP was allocated an annualring-fenced amountfrom thePCC of£139,250k toidentify andaddress local issuesat aDistrict level.  In additionto theannual ring-fencedgrant, thePCC alsoallocated additional Safer Communities funding to NWCSP. The funding was allocated by the Partnership to complement the ring-fenced grant and address identified issuesthat wereof mostconcern and/orare havinga detrimentaleffect on local communities.

During consideration of the item, Members raised the following:

• A Member detailed to the Board a legal dispute which had arisen in their local ward area, whereby a resident had been advised that the issue was deemed as a private matter and advised to seek legal advice.  The Council’s Community Safety Officer offered invaluable assistance and advice, which avoided the cost of seeking legal advice from a Solicitor.  It was requested that Members be provided with the necessary Antisocial Behaviour (ASB) tools, powers and relevant Officer contact details to assist their local community more effectively.  – The Community Safety Manager responded that relevant support could be arranged and was subsequently agreed as an action.
• In the report it was suggested that there had been a decrease in shoplifting within the District between the period of 2023-2024.  However, after  ...  view the full minutes text for item 75/23

The Strategic Housing Officer presented The Basement Project Aims of Grant Funding for Member’s consideration followed by a brief video which included shared experiences through support offered by the Basement Project.

The report sought to provide an opportunity for Membersto familiarisethemselves withthe aimsand outcomesof the Basement which provided housing related support and other support to young people up to the age of 25. 

The Council supportedthe BasementProject withboth Homelessness Prevention Grant and Domestic Abuse grant funding.  The purposeof theringfenced HomelessnessPrevention Grantfund was to give Local Authorities control and flexibility in managing homelessness pressures and supporting those who were at risk of homelessness. The Government expected Local Authorities to use it to deliver the following priorities:

• Tofully enforcethe HomelessnessReduction Actand contributeto ending rough sleeping by increasing activity to prevent single homelessness.

• Reducefamily temporaryaccommodation numbersthrough maximising family homelessness prevention.

• Eliminatethe useof unsuitablebed andbreakfast accommodation for families for longer than the statutory six-week limit.

DomesticAbuse NewBurdens Grantfunding wasallocated toensure that Councils couldcomply withthe requirementsto provide safeand supported accommodation for those fleeing domestic abuse.

During consideration of the report, Members discussed the following points:

• Members requested a further explanation of how the scheme differentiated between evaluating success relating to support provided for regular clients and non-clients. – Members were advised that the scheme for non-clients provided a drop-in service where there was a requirement i.e. for food, therefore an induction service was unnecessary.  If a client was at crisis point, they would be considered as a regular client, and ad hoc issues were treated as a non-client approach and measured as one case.
• Members also discussed if the Basement Project had a responsibility within fostering and adoption. – Members were advised that there was a corporate parenting and safeguarding body which had a success in delivering and meeting specific requirements.  There was also care leaver support in place as part of the Basement Project initiatives.
• Housing outcomes were discussed with the Board and Members queried what support was given to clients being housed in temporary accommodation, especially with the lack of white goods being made available within properties. – The Chief Executive Officer of the Basement Project responded that mediation was provided prior to housing which included sourcing relevant household items necessary.  It was felt that the stress of moving into rented accommodation did have a detrimental effect on some client’s mental health.
• Members queried how in one way specifically the Local Authority could assist with the project. – In response the Basement Project felt that early preventative intervention in schools would be beneficial to have a more holistic approach. 
• The Chairman of the Board raised a query on food bank deliveries being carried out outside the District boundary area and if the Basement Project were aware. – It was explained that a client in the Rubery area had contacted the  ...  view the full minutes text for item 76/23

The Portfolio Holder provided an initial brief overview with Members, followed by the Environmental Servies Manager who presented the Introduction of Food Waste Collection to Members.

The Government has set a new statutory duty under the Environment Act 2021 to introduce a dedicated separate weekly collection of food waste from all households by 31st March 2026, alongside expanded requirements on dry recycling.

Working closely with Worcestershire County Council (WCC) as the Waste Disposal Authority, the Council were able toaccommodate thechanges todry recyclingwithout anymodification tothe existinggreen binservice.  The report was focusing primarily on the changes required from the new food waste service.  As the Council operated such a service, additional resources were required to operate, and due to the current size restrictions of the depots, were unable to add them to the existing arrangements without significant investment in additional land as well as an expansion of the Operator’s Licence with the Traffic Commissioner and DVSA.

In addition to the challenges regarding space restrictions on providing the service, it would require procurement and delivery of food waste caddies for each property, additional bins for communal properties, and additional dedicated vehicles and staff to collect the waste.

To achieve the Government requirements on time, it was vital that the Council took decisions by the end of January 2026 to allow the procurement of resources to supply the service to residents, either as an in-house service, or through an external provider.

After consideration of the report, Members raised the following:

• Were the proposed bins of a standard size for the food waste collection? – The Board were advised that the proposed food waste bins were proposed to be 40 litre sized bins, paired with a smaller kitchen caddy for household food scraps.
• Were residents aware of the proposed Food Waste Collection Service? – Members were advised that residents had not been informed due to the pressures regarding the uncertainty of timescales and funding allowances from Central Government.  Members noted that if proposals were implemented in Spring 2026, part of the EPR funding, would be to engage with residents. 
• Were the smaller waste collection vehicles being considered as part of future proposals? – It was explained that the Council did use smaller waste collection vehicles to access narrow residential areas and was looking to purchase a new vehicle for the future comb bin proposals.
• Would the Council consider buying the food waste caddies in-house rather than the outsourcing proposals? – The Board were advised that the option had been debated to be incorporated as part of EPR funding to support the purchase of food waste caddies and would be discussed further for future consideration with the new Section 151 Officer.  The group were also advised that the caddies still formed part of the Council’s ownership, despite outsourcing considerations.  The Executive Director added that the Council was in favour of running services in-house, but depot space would require consideration and with time constraints, it had limited Council decisions.  ...  view the full minutes text for item 77/23

The Portfolio Holder provided an initial contextual briefing to Members. 

It was highlighted that there was a typographical error for 1.2 recommendation which read as follows:

 “The Council allocates £2,200,00 Capital funding in the Medium-Term Financial Plan for the 2025/26 financial year for the purchase and distribution of these bins”.

The Portfolio Holder informed the Board that it should read as follows:

The Council allocates £2,200,000 Capital funding in the Medium-Term Financial Plan for the 2025/26 financial year for the purchase and distribution of these bins”.

Following the initial briefing by the Portfolio Holder, the Environmental Services Manager presented his report for the Refuse Fleet Replacement and Wheeled Bin Pressures to the Board to Members.

Given that the “Diamond” bins were limiting the Council’s ability to meet the statutory duties, as well as increasing operating costs, it was proposed that Bromsgrove District Council replace all the existing “Diamond” wheeled bins with industry standard “Comb”240ltr wheeledbins (nochange insize forany waste streams).  Or to replaceall theexisting greenand brown“Diamond” wheeledbins with industry standard “Comb” 240ltr wheeled bins and replace the existing 240ltr wheeled bins for residual waste, with 180ltr “comb” wheeled bins.

The option to reduce the size of the residual waste bin, although would support immediate benefits regarding recycling performance, it might add additional challenges should the Council look to make further changes to expand the service and/or reduce the frequency of residual waste collection to further pressurise the waste stream and reduce operating costs linked to the non-recyclable waste.

Like for like replacement of all existing Diamond Wheeled bins would requireCapital investmentof approximately £2.2mincluding delivery and expected credits against the recycled “Diamond” bins.

A decision to reduce the size of the 240ltr residual waste bins to 180ltrs would reduce that cost by £60k and would also support increased recyclingquantities andtake upof thefood wasteservice expectedto start in 2026 based on a current fortnightly collection service.

During consideration of the item Members raised the following:

• What the impact could be with increasing the frequency of collection times and capacity of the bins and could it cause infestation issues? – It was advised that the possible introduction of a weekly Food Waste Service should assist with infestation issues.  It was further discussed that to encourage the disposal of food waste, there was a suggestion of reducing the size of the bin capacity or to extend the frequency of collection of residual waste from two to three weeks which would also further reduce infestation issues.  The Executive Director also advised the Board that Stratford on Avon District Council had rolled out a three-week residual waste collection service and a garden waste collection service every two weeks with very few issues and an overall good reception from residents.
• What the Council’s provision was to ensure the prevention of future deaths in response to the fatality involving one of its vehicles whilst in service  ...  view the full minutes text for item 78/23

The Council’s Representative on the Worcestershire Health Overview and Scrutiny Committee (HOSC), Councillor B. Kumar, updated the Board on the matters discussed at its recent meeting held on 12^th November 2024.

Following the presentation Members discussed several points which included:

• In response to a former query submitted by Councillor Nicholl concerning why the amount of people accessing Substance Misuse Treatment had increased from 1852 to 3060 in the last 12 months. – It was explained that this was due to poor structure within the health provision.
• Members raised a query regarding childhood obesity and if the Council could provide further provision to promote healthy eating within the school setting. – It was advised that there were proposals in place to provide healthier snacks within local areas to be situated nearer to schools.  Councillor Kumar agreed to discuss this in further detail with Public Health.  The Leader of the Council also advised Members of the Early Help provision which provided pre-natal advice for obesity. 
• If the Council could provide additional walking, cycling and running groups. – Members noted that Public Health were very proactive and would be happy to support the provision of available funding to provide awareness through social media in local areas.  The Leader of the Council added that contained in a recent WCC report was information regarding the Road Safety Education Team, as the accredited training provider which promoted the delivery of the Bikeability Scheme across Worcestershire.  Members were also advised there was grant provision available from the Department of Transport to promote active living.  Members also noted that the WCC Road Safety Team visited schools to promote lifelong behaviour and attitudes for safer roads and school crossing patrol safety.  “Here to Help” and “Strength in Communities” also promoted a healthy diet and being active in schools.

RESOLVED that the Worcestershire Health Overview and Scrutiny Committee Update be noted.

The Chairman of the Finance and Budget Working Group, Councillor P. McDonald updated the Board of the recent meeting which took place on Thursday 2^nd January 2025.

The Medium-Term Financial Plan – Tranche 1 Budget report was being reviewed at Cabinet on 7^th January 2025 and then reported to Council on 22^nd January 2025 with the following points considered by the Board:

• A one-year settlement was agreed.
• The agreed 3.25 percentage increase in grant funding had been re-evaluated to 0 percent.  Consultations were ongoing to review the funding.
• There would be a 2.99 percentage increase in Council Tax.
• There was an agreement of a 3 percent increase in pay awards (an estimated £154k).
• It was agreed that National Insurance contributions would be funded by the Government.
• The Council to allocate £1m revenue funding for the Food Waste Collection Service.
• A dividend of £250k would be provided by Bromsgrove School.

RESOLVED that the Finance and Budget Working Group update be noted.

The Chairman of the Housing Task Group, Councillor H.D.N. Rone-Clarke updated the Board with the following points:

• The group were progressing well with the initial agreed areas of interest being discussed and scrutinised during various meetings that had taken place.
• The additional allocations policy objective which had been agreed by the Board and added to its Terms of Reference was to be discussed at its next meeting to take place on Monday 13^th January 2025.
• The previous meeting held on 16^th December 2024 held discussions with residents of the Cofton Estate Development who were invited to share their experiences with fleeceholding issues with the Group.  The Chairman explained that prior to discussions with the residents it was explained the Task Group were a nondecision making body.  The Chairman also agreed that the final report and recommendations would be shared with the residents for their perusal.

RESOLVED that the Housing Task Group update be noted.

The Cabinet Work Programme was considered by the Board.

The Chairman of the Board requested that the Strategic Parking Review which was to be held at Cabinet on 12^th February 2025 be pre-scrutinised by the Board at the next Overview and Scrutiny Boad meeting held on 11^th February 2025.  After consideration the Board agreed to review this item.

A member requested further clarity on the item held in the Cabinet Work Programme for the Local Development Scheme.  It was discussed that further information would be sought from the relevant Officers and agreed as an action.

RESOLVED that the content of the Cabinet Work Programme be noted as per the preamble above.

The Overview and Scrutiny Board Work Programme was considered by Members.

Members queried if specific dates had been confirmed for the Artrix and Bromsgrove District Plan Consultation.  It was agreed that the dates would be discussed with the relevant officers and noted as an action.

The Leader of the Council informed Members that the Bromsgrove District Plan Consultation would be available as an item for discussion in the Bromsgrove Planning Steering Group which would be held on 23^rd January 2025.

RESOLVED that the Overview and Scrutiny Work Programme be noted.

The Overview and Scrutiny Action Sheet was noted by Members.

It was discussed that whilst an hourly rate range for the consultants who worked on the project were provided, Members had also requested the rate paid for the consultant who attended the Cabinet Advisory Group (CAG).  This was agreed would be followed up as an action.

A specified date was requested by Members for when an audit would be carried out for the Parish Council Play Area provision.  The request was noted and agreed would be forwarded as an action to the relevant officers.

A Member suggested that actions which had been updated post publication should be included as part of the minutes.  The comments were noted and agreed would be added as an appendix to the minutes.

RESOLVED that the Overview and Scrutiny Board Action sheet be noted.

There was no urgent business for consideration.