Archived decisions
Item 2
AT A MEETING of the ENVIRONMENT POLICY REVIEW COMMITTEE held on Monday 21 July 2003 at The Castle, Winchester.
PRESENT:
Councillors: P.R.C. Hutcheson (Chairman); J.E. Coles; C.R.H. Davidovitz; Mrs P.M. Devereux; W.J. Filer; M.S. Geddes; K. Heron; R.J. Kimber; T.G. Knight; R.H.Price; P. Luffman; M.J. Roberts; Sir James J. Scott and J.K. West.
Also in attendance: Councillors K.B. Estlin and J.K. Glen.
140. DECLARATIONS OF INTEREST
Members were mindful that, where they believed they had a personal or personal prejudicial interest in any matter to be considered at the meeting, they should, normally at the time of the debate declare their interest, and having regard to the circumstances described in paragraphs 9, 10, 11 and 12 of the County Council's Code of Conduct, consider whether to leave the meeting whilst the matter was discussed.
141. MINUTES
The Minutes of the meeting held on 7 May 2003 (Item 2 in the Minute Book) were confirmed by the Committee and signed by the Chairman.
Arising thereon:-
Minute 132, resolution 2: Councillor Roberts asked if a date for a briefing session to assist members in having a better understanding of the financial aspects of waste management had been agreed. The Director of Environment confirmed that a seminar for Members had been convened on 19 September on the topic of "Meeting the Waste Management Challenge", followed by site visits and this could incorporate the financial aspects of the waste management service.
142. CHAIRMAN'S COMMUNICATIONS
The Chairman introduced Councillor Glen who had been the Chairman of the Committee during the period September 2001 to May 2003. Councillor Glen thanked all Members and officers that he had worked with during his chairmanship for their commitment and effort and gave particular thanks to Councillor Mrs Devereux for her role as Vice-Chairman of the Committee.
143. MEMBERS' QUESTIONS
No questions to the Executive Member for Environment had been received.
144. DEPUTATIONS
No request to make a deputation had been received.
145. TERM MAINTENANCE CONTRACT REPORT
The Committee considered the report of the Director of Environment (Item 6 in the Minute Book) updating Members on the current situation regarding the present highway Term Maintenance Contract. Mr Stuart Newell, Director of Raynesway Construction Southern Ltd as the County Council's Term Maintenance Contractor was in attendance for this item. The report was very comprehensive and in addition to providing information on the current contract and some of the issues that affect it, some historical background information on how highway maintenance work was managed prior to the introduction of a Term Maintenance Contract was detailed.
During the course of discussions, officers addressed a number of concerns raised by Members. In particular, Members emphasised the importance of maintaining an adequate level of inspections to check the quality of the work that had been carried out, effective gully emptying and regular cutting of trees and hedgerows to ensure road signs were not obscured. On the latter point, officers reported that every effort is made to keep this situation under control within the resources available, especially where there is a potential safety issue, but that landowners also had a responsibility.
RESOLVED:
That the Director of Environment report back to the Environment Policy Review Committee in summer 2004 with regard to progress on the Term Maintenance Contract.
146. BEST VALUE PERFORMANCE INDICATORS - NETWORK CONDITION AND PUBLIC SERVICE AGREEMENT
The Committee considered the report of the Director of Environment (Item 7 in the Minute Book) clarifying the latest position in respect of the collection, processing and reporting of Best Value Performance Indicators (BVPIs) relating to highway network condition. It was noted that it is very difficult to get a year-on-year comparison due to the fact that the criteria for collecting and processing data for BVPIs is being continually changed by Government but it was hoped that the introduction, in the future, of an electronic method of data collection would prove to be more consistent in the longer term.
RESOLVED:
(i) that the Environment Policy Review Committee noted the current limitations of data comparison year-on-year and also the budgetary implications of the highway condition targets set; and
(ii) that expenditure be maintained at least at the current level.
147. UPDATE ON THE HIGHWAYS NETWORK MANAGEMENT BLUEPRINT
The Committee considered the report of the Director of Environment (Item 8 in the Minute Book) detailing the work carried out in recent years to end the District Council agency arrangements for highway maintenance in Hampshire and to bring the work back under the management of the County Council. Particular attention was drawn to paragraph 4.4 of the report and it was confirmed that some areas were experiencing recruitment difficulties. Members highlighted the need to address these problems as soon as possible. It was noted that the Joint Members' Panels, as detailed in paragraph 4.7 of the report, were proving to be very successful. A number of meetings had been held to date with the next round scheduled for the autumn and officers would welcome suggestions from Members of any changes they would like to see.
RESOLVED:
That the Director of Environment report back to the Environment Policy Review Committee in autumn 2004 on the operation of the new Blueprint arrangements.
148. MANAGEMENT REVIEW OF THE HIGHWAY DEVELOPMENT CONTROL SERVICE
The Committee considered the report of the Director of Environment (Item 9 in the Minute Book) detailing the outcome of a management review to consider the current procedures involving both the County Council and District Councils in delivery of the highway aspects of major and minor development proposals, the design check and inspections of Section 38 and 278 Highway Agreements, and in response to the highway elements of land charge searches.
At the meeting of the Committee on 7 May 2003, it was resolved that a sub-group be established to consider the issues raised by District Councils in respect of the new arrangements. The Director of Environment confirmed that the sub-group had met on 12 and 26 June respectively with an external consultant, Allan Burns, facilitating the meetings. The first meeting gave Members of the sub-group the opportunity to gain an understanding of the various issues that had been raised by the District Councils. At the second meeting Terry Gilmour, Chairman of the Hampshire District Chief Engineers Group, was invited to attend as well as Howard Bone, Solicitor for Winchester City Council, to inform the sub-group of the impact the new arrangements would have on them. The Minutes of the sub-group meeting of 26 June (detailing the conclusions reached), copies of letters from District Councils and a copy of the report prepared by the external consultant were appended to the report.
Following a debate and advice from the Executive Member for Environment on the process he intended to follow with District Councils in taking forward the new arrangements, an amendment to Recommendation 1 of the report was agreed, substantive resolutions detailed below.
RESOLVED:
1. That the Executive Member for Environment be advised that discussions be undertaken with the Hampshire Districts individually to implement the following service delivery changes:
(i) Strategic Planning Applications - amendments to Procedure Note 12 with a new protocol to enable the threshold levels above which the County Council is consulted to be increased;
(ii) Minor Planning Applications - amendments to Procedure Note 12 with a new protocol to enable the threshold levels above which the County Council is consulted to be increased, thereby giving the District Councils greater control over larger applications;
(iii) Section 106/278 Agreements - enable District Councils to take financial contributions of up to £50,000 under a Section 106 Agreement and amend the threshold above which Executive member authority is sought to £250,000;
(iv) Section 38 Agreements and Advance Payments Code - amend the model section 38 Agreement. Undertake all Section 38 design checking and inspection through the Hampshire Highways Units;
(v) Design Checks - as a general guide, schemes over £100,000 to be checked by the Engineering Consultancy as at present. Schemes under £100,000 to be checked by Hampshire Highways Units; and
(vi) Land Charge Searches - the highway element of all land charge searches for the former island agency areas to be completed centrally by the County Council, with a move towards modernising the system in line with e-government initiatives.
149. BUS STRATEGY
The Committee considered the report of the Director of Environment (Item 10 in the Minute Book) advising Members of the draft Bus Strategy which had been prepared for consultation with stakeholders.
During the course of debate on the draft Strategy document, it was agreed that in Section 5 (vii) Concessionary fares and Hampshire Farepass, a separate paragraph would be devoted to young people in order to highlight how the County Council would endeavour to provide them with the services they need. It was also noted that there would be some changes to the section on page 20 detailing levels of service.
It was noted that officers would welcome Members comments throughout the consultation period.
RESOLVED:
(i) That the amendments as agreed in Committee (detailed above) be made to the draft Bus Strategy, prior to release for consultation; and
(ii) That the results of the consultation be reported back to the Environment Policy Review Committee on 3 December 2003.
150. CONSULTATION ON THE BLACKWATER VALLEY SUB-REGIONAL STUDY
A personal interest was declared by Councillors Mrs Devereux, Hutcheson and Kimber as Hampshire County Council appointed representatives to the A325 Blackwater Valley Network Members' Steering Group and Councillor Roberts as the Rushmoor Borough Council appointed representative to the same Group.
The Committee considered the report of the Director of Environment (Item 11 in the Minute Book) outlining the County Council's proposed response to the Blackwater Valley Sub-Regional Study, which had been produced by consultants Atkins and Ancer SPA on behalf of the Blackwater Valley Local Authorities. In particular, Members' attention was drawn to paragraph 2.7 of the report which detailed the five main headings under which the County Council's proposed response was sought. During the course of the ensuing discussions, Members' questions were answered.
RESOLVED:
That the Executive Member for Environment be advised to endorse the comments in paragraph 2.7 as the County Council's view on the Blackwater Valley Sub-Regional Study.
151. FINAL ACCOUNTS 2002/03
The Committee considered the report of the County Treasurer and Director of Environment (Item 12 in the Minute Book) summarising the Environment service spending in 2002/03. The County Treasurer confirmed that there had been a net overspend of £256,000 (0.3%) against the 2002/03 revenue cash limit of £77.9m as a result of the problems encountered with the storage and disposal of refrigeration equipment due to legislative changes. It was noted that expenditure for school crossing patrols was well under control and the expenditure of disposing of abandoned vehicles had been below the adjusted revised budget. A new appendix had been included in the final accounts report this year, namely the Departmental Assurance Statement, which detailed the work carried out by internal audit to ensure that an effective framework of control was in place. Attention was also drawn to Appendix 9 detailing the outturn of Partnership Accounts.
The Executive Member for Environment congratulated officers, at all levels, for achieving such a good outturn which reflected a great deal of effort across the Environment Department.
RESOLVED:
That the report be noted.
152. REQUESTS BY MEMBERS FOR ITEMS TO BE CONSIDERED AT A FUTURE MEETING OF THE ENVIRONMENT POLICY REVIEW COMMITTEE
(ii) To consider the impact the statement made by the Secretary
of State on 9 July 2003 will have on airports, ports, the Communities Plan and the County of Hampshire
RESOLVED:
That item (i) detailed above would be incorporated into the report scheduled for the Committee's meeting on 3 December 2003 namely "Assessment of Schemes for 2004/05 Capital Programme". Item (ii) detailed above would be considered during 2004, exact timing to be confirmed.
153. ENVIRONMENT POLICY REVIEW COMMITTEE - FORWARD PLAN
The Committee considered the report of the Chief Executive and Director of Environment (Item 14 in the Minute Book) setting out issues for future consideration by the Committee.
RESOLVED:
(i) that a report "Bus Strategy - Outcome of Consultation" would be added to
the Committee's Forward Plan for 3 December 2003; and
(ii) that a report considering the impact of the statement made by the Secretary
of State on 9 July 2003 will have on airports, ports, Communities Plans and the County of Hampshire would be added to the Forward Plan for 2004 - exact timing to be confirmed.
154. CHANDLERS FORD RAILWAY STATION
The Committee considered the report of the Chief Executive (Item 15 in the Minute Book) informing Members of an urgent decision taken by the Executive Member for Environment on 24 June 2003 regarding Chandlers Ford Railway Station. The Chief Executive reported that in compliance with paragraph 1.16 of Part 3D of the County Council's Constitution, it was necessary to report any decisions taken as a matter of urgency to the next appropriate meeting of the relevant Policy Review Committee.
RESOLVED:
That the report be noted.
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