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Waverley Borough Council Committee System - Committee Document

Meeting of the Community Overview and Scrutiny Committee held on 01/06/2004
Minutes



3
MINUTES of the MEETING of the CORPORATE OVERVIEW AND SCRUTINY COMMITTEE held on 1st June 2004

(To be read in conjunction with the agenda for the meeting)
*Mr M H W Band*Mr P B Isherwood
Capt P G Burden*Mrs S R Jacobs
*Mr M A ClarkMr J C S Mackie
Mrs C Cockburn*Mrs A E Mansell
Mr M A Edgington*Mr M W Marshall
*Mr B A Ellis*Mr A Rayner
*Mr P D HarmerMr R C Terry
*Mr P Haveron*Mr K Webster
Mrs M V M Hunt
* Present
Mr M J Blower, Mrs P Ellis, Mr R J Gates, Mr D C Inman and Mrs P N Mitchell
attended as substitutes
Mr C H Mansell was also in attendance

1. ELECTION OF CHAIRMAN (Agenda Item 1)

RESOLVED that Mr P D Harmer be elected Chairman of the Committee for the Council year 2004/2005.

2. ELECTION OF VICE-CHAIRMAN (Agenda Item 2)

RESOLVED that Mr M A Clark be elected Vice-Chairman of the Committee for the Council year 2004/2005.

3. MINUTES (Agenda Item 3)

The Minutes of the Meeting held on 22nd March 2004 were confirmed and signed.

4. APOLOGIES FOR ABSENCE AND SUBSTITUTIONS (Agenda Item 4)

Apologies for absence were received from Captain P G Burden, Mrs C Cockburn, Mr M A Edgington, Mrs M V M Hunt and Mr J C S Mackie. Substituting at the meeting were Mr M J Blower, Mrs P Ellis, Mr R J Gates, Mr D C Inman and Mrs P N Mitchell.

5. DISCLOSURE OF INTERESTS (Agenda Item 5)

There were no interests declared.

6. TERMS OF REFERENCE OF THE COMMITTEE (Agenda Item 7)

RESOLVED that the remit of the Committee be noted.

7. EXECUTIVE FOUR-MONTH ROLLING PROGRAMME (Agenda Item 8)

RESOLVED that the Four-Month Rolling Programme of key decisions, endorsed by the Executive at its meeting on 25th May and circulated at the meeting, be noted.

8. COMMITTEE WORK PROGRAMME (Agenda Item 9)

The Committee received oral updates, as follows:-

i. East Street, Farnham

The Committee was informed by the Chief Executive that the Executive had considered some property issues at its last meeting and that the Crest Nicholson Sainsburys (CNS) questionnaire was due to be sent to the 16000 households in Farnham this week.

The Chairman of the Committee reported that he had received a letter from CNS enclosing a draft of the questionnaire and a newsletter. Having consulted with fellow Committee members, the Chairman had responded with an indication that a question to address the numbers and density of housing would have been preferable.

ii. Review of the Mayoralty

The Committee was reminded that an additional meeting would be held on 6th July 2004, in Select Committee mode, to consider the review of the mayoralty. Past Mayors of Waverley would be invited to attend, along with Mayors from outside of the Borough. Two questionnaires had also been drafted, one for members to complete and the other to be sent to the Citizens' Panel. It was hoped that interim feedback from the questionnaires would be available at the meeting on 6th July.

RESOLVED that the Committee work programme be noted.

9. THE CAPABILITY OF THE COUNCIL TO PROVIDE EMERGENCY SERVICES OUT OF NORMAL OFFICE HOURS (Agenda Item 10; Appendix A)

The Committee received a presentation from Richard Wood, Head of Personnel and Central Services and Keith Allen, Safety and Emergency Planning Officer on the Emergency Planning arrangements in Waverley and the addition to the Council's responsibilities following the enactment of the Civil Contingencies Bill, and asked questions of clarification.

The Committee was uneasy that Waverley currently relied upon ad hoc arrangements should an emergency occur. The Committee stressed the need for the boundary between Waverley Borough Council and Surrey County Council responsibilities in the event of an emergency to remain clear and for both Councils to co-operate. The Committee was also concerned about the amount of resource which would need to be applied to planning for emergencies. The Committee wished to receive more concrete proposals from officers, including risk assessments and costs, before considering the matter further.

RESOLVED that the following observations be passed to the Executive:

1. in principle, the Committee concurred that there was a need to ensure that there was sufficient capacity within the organisation to address threats which cannot be predicted;

2. appropriate steps should be taken according to perceived need, but that processes should be in place to deal with

a. maintaining technology and communication systems;
b. ensuring that a senior officer is always available to respond to a civil emergency out of office hours;
c. aspects of supporting events occurring outside of the borough which may impact on Waverley; and
d. the resources available in the event of dealing with simultaneous events, in particular in connection with the Council's statutory responsibility in relation to Rest Centre provision;

3. further reports be presented to members setting out in greater detail proposals for what might be done to plan for an emergency situation, to include the issues of security and health and safety at the Council Offices after normal office hours; and

4. an appropriate set of measures should be put in place to ensure that the Council is able to meet its statutory obligations to provide advice on dangerous structures out of normal office hours.


The meeting concluded at 8.55 p.m.




Chairman


comms/o&s1/2004-05/004
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