Agenda item

The deadline for questions to be submitted to the Monitoring Officer is Monday 2 December 2024.

Question from Councillor Duane Farr (at the Chairs discretion the question was read out by Councillor Cameron Adams in Councillor Farrs absence)

An elderly resident who requires a Blue Badge card contacted me raising his concerns about the difficulty dealing with BCP Council customer services. After numerous attempts to speak to someone on the telephone and being cut off after a lengthy wait he was informed it could take 12 weeks to receive his new Blue Badge if successful.

12 weeks wait seems excessive. In the private sector to order a new debit card from a bank it usually takes 3 days. Why such a long wait. What can be done to improve on the service for our residents?

Response from the Portfolio Holder for Customer, Communications and Culture, Councillor Andy Martin

Thank you Cllr Farr for your question. 

I am very aware as cabinet member for customer services that our Blue Badge Service is not currently where we want it to be. Indeed, I have personally dealt with a number of residents in recent weeks after they have raised their concerns with me and in most cases I have spoken with them at length on the phone - the latest on Sunday morning. 

So can I say at the outset as portfolio holder and on behalf of the council I am very sorry for the delays some residents are experiencing and thank them for their patience whilst the workload is progressed. 

I know delays can be stressful. 

The process of assessing blue badge applications is proscribed by the Department of Transport and requires a range of evidence to be provided in order to determine an applicant’s eligibility for a blue badge. 

For the majority of cases the same process applies whether an applicant is applying for the first time or if it is a renewal. 

The council receives in the region of 1000 applications each month and consequently the workload is significant. 

The DoT expects applications to be determined within 12 weeks, hence the advice given to the applicant in this case, but recent increases in demand along with staff sickness has meant that processing has taken as long as 14 or 15 weeks. 

The recent introduction of a temporary streamlined assessment process for renewals has brought the turnaround time down to around the 12 week mark and this is expected to reduce further over the next month.  

The Blue Badge service was recently discussed at length at Overview and Scrutiny committee and it was agreed I would write to the Secretary of State for Transport to express the council’s frustration at the process that is required and the time it can take, when in many cases applicants have life long conditions that will necessitate repeat blue badges. 

We recently had a response from the Future Roads Minister and I will share that with Cllr Farr. 

The Blue Badge team are working hard to process applications as quickly as possible and are currently prioritising renewals. 

The week beginning Nov 19 saw 360 Blue Badges approved, a 63 per cent increase on the previous week. 

A further 347 were issued week commencing November 25. 

Finally, as an interim measure, badges will remain valid for 3 months following expiry to allow processing times to catch up and limit the impact of delays on the mobility of our customers. 

This interim measure however only applies to the BCP Council area and where the council is legally responsible for undertaking parking enforcement. 

 

Question from Councillor Mark Howell

In relationship to the Cabinet decision to remove members from Council company and partnership boards and replace them with officers, the Chief Executive justified the change in policy by saying

“Previous reports over many decades have said that having officers and members on the same board will often inhibit one or the other – normally the officer – from expressing their views because they do not want to be seen to go against the wishes of the elected councillors and therefore they don’t act with independence on the board and therefore they do not fulfil the statutory requirement on the board which is acting independently as directors.”

The committee report produced did not reference any such reports. It held out the changes to be best practice according to The Local Partnerships Local Authority Companies Report (LPLAC). However, the LPLAC does not say that officers and members should not be on the same committees and, indeed, envisages situations where they are. Its emphasis is on diversity of experience and independent decision-making. Council officers generally lack the experience to operate in commercial environments. They also work in a hierarchical structure which obliges them to follow the instructions of more senior officers, so they will not want to be seen to go against the wishes of those officers.The fact that the Chief Executive envisages situations where he would not trust his officers to be capable of independent decisioning on boards should be a reason for not including officers on boards rather than excluding others. By excluding members, the Council will reduce diversity of experience and opinion on boards and make council companies and partnerships less effective.

Please can you specify which of the “previous reports over many decades” referred to by the Chief Executive were used by the author of the report to justify the removal of members from boards, stating the pages where specific references are made.

Response from the Portfolio Holder for Transformation, Resources and Governance, Councillor Jeff Hanna

Thank you Madam Chairman.

I am unsure of the purpose of the question, given that the matter has already been determined by Full Council. 

It is also the case that Cllr Howell has received an email from the Chief Executive clarifying his comment. 

Given that Full Council has made its decision I do not propose to detail the content of the Chief Executive’s email, or rehearse the considerations, but in response to the specific question, in describing his understanding of the generality of views expressed in historic reports, the Chief Executive did not say that the author of our own reports to Cabinet had drawn on any other historic reports to justify the recommendation.

The January report to Cabinet set out the specific documents referred to in that report, and I would refer Cllr Howell to that report.

Thank you, Madam Chair.

Supplementary Question from Councillor Mark Howell

Don’t you think and doesn't the Chief Executive think that that is a very serious matter and that in fact the Chief Executive should apologise to Councillors for a report coming to Councillors which reflects his personal opinion and preferences rather than best practice?

Response from the Portfolio Holder for Transformation, Resources and Governance, Councillor Jeff Hanna

I cannot possibly answer for the Chief Executive, and I do not share Councillor Howell’s view on the matter as just stated.

 

Question From Councillor Peter Cooper

“Given the recent decision by the Dorset and Wiltshire Fire Service to remove one of the remaining two engines at Poole Fire Station, potentially reducing the service’s capacity to protect local residents, can the Council address the following concerns:

What steps will be taken to secure an urgent meeting with the Chief Fire Officer to discuss this decision and its implications for the community, and will councillors have the opportunity to question him directly?

Response from the Leader of the Council, Councillor Millie Earl

BCP Council is constitutionally represented at the Dorset and Wiltshire Fire and Rescue Authority (DWFRA). DWFRA is made up of Councillors from BCP, Dorset, Wiltshire and Swindon in accordance with each council’s political balance.   

It is only a second wholetime fire appliance removed at Poole, there remains a second on-call appliance. 

These details were sent to all BCP Councillors from Cllr Hilliard, who is chair of the BCP local performance and scrutiny committee, on 5 September 2024 about the changes at Poole via email.  This can be included in the minutes for this item.

I also met with the Chief fire officer this year to discuss the challenges the service faced.  

Scrutiny and engagement is not undertaken directly by the Council but delegated through the Fire Authority. The Fire Authority and the Finance and Audit Committee each meet 4 times a year, and public questions are welcomed. Local Performance and Scrutiny meetings take place three times a year in the BCP area. These are public meetings, and councillors would be welcome to attend any of those meetings and ask questions. 

Supplementary Question from Councillor Peter Cooper

So the supplementary question is, can we take this further? Because the workers on the ground don't believe that this management decision based on fiscal reasoning is the right one and I feel we have a responsibility to take it further. For right across the conurbation, not just here.

Response from the Leader of the Council, Councillor Millie Earl

I think in response to your supplementary question, Councillor Cooper, you talk about ‘we’ and I'm not sure who ‘we’ is because like I said, we're constitutionally represented by the Fire Authority. We are residents in relation to it, but I would absolutely encourage any member to engage with the Fire Authority.

I had the great privilege of being on it for, I can't remember how long, maybe two years, and really, really enjoyed my work there. And I wish, and I know other members who are on it, we all wish that people would really engage with it. So as much as I think we can look at the community safety issues, we can do that kind of thing as a local authority. We don't have the ability as a council to force the Fire Authority to do XYZ because they are an organisation that have their own constitution and represent us on that basis.

 

Question from Councillor Kate Salmon

Why hasn’t the Transport Advisory Group met since the group’s initial training session? How are the issues that TAG is supposed to cover being dealt with in the absence of these meetings?

Response from the Portfolio Holder for Climate Response, Environment and Energy, Councillor Andy Hadley

In short, there has been no relevant business.   

I am supportive of the concept of a Transport Advisory Group, giving more time to consider Transport issues, including public and officer input, and to advise Cabinet accordingly. 

The TROs that have been recently advertised have not required referral to TAG, as there have not been comments or petitions that have met thresholds for reply. Just prior to the formation of TAG there were numerous transport related matters that were approved at Cabinet and Council e.g., Safer Roads Fund, ATF4, 20mph programme and the LTP 2024/25 Capital Programme.   

It is worth noting that a cross-party group has been meeting to discuss LTP4, which you are part of.  

In the coming months there will be the following items that could be discussed en-route to March 2025 Cabinet:  

·       LTP Capital Programme 2025/26 

·       Bus Service Improvement Plan (BSIP) 2025/26 

·       Active Travel Fund schemes 

Upcoming TAG meetings are 22 Jan 2025 and 19 Feb 2025.  It is unlikely that there will be any business for Jan TAG but as per above, the Feb TAG could be used to discuss these topics. 

Supplementary Question from Kate Salmon

Given that, do we think that the TAG has been set up correctly, or should we perhaps review the way it's been put together to make sure it's actually a useful body?

Response from the Portfolio Holder for Climate Response, Environment and Energy, Councillor Andy Hadley

It is difficult because the group hasn't actually met as you've highlighted. I think that's a question that we need to actually have the Transport Advisory Group meet in order to establish how useful it is. I think it should be useful. I would go right back to, in the old Poole Council days we had Transport Advisory Group, and before I was a Councillor, I went along to it and I found it really helpful, as a member of the public, to be able to engage. That was part of the purpose, because when things come to Cabinet, very often the transport items don't get that level of public discussion and exposure that I think they deserve in terms of the public. So I think, for me, the reason is actually to give the public an opportunity to see and comment on schemes and get into that. We haven't had controversial schemes that they've wanted to do that with, so I think that's been our recent challenge. But I do believe it should have value and I would hope that we will get into that. Thank you.

 

Question from Councillor Sara Armstrong

Residents living on the East Cliff are expressing their dismay about what appears to be inflexible and inconsistent policy across BCP regarding the management and care of trees, in particular relating to the Holm Oaks along the East Cliff.

Residents are concerned about the growth of such species, the impact they have on light and the natural biodiversity of the area due to their increasing height and large canopies as well as the ongoing care of the existing tree population in the conservation area. 

Will BCP undertake to consult with residents who live on the East Cliff regarding trees, review how BCP exercises it’s statutory discretion in relation to the care of trees on private and public land and update the Cliff Management/Tree Management Strategy for the conservation area, to include the views of residents?

Residents are keen to work in partnership with the council as custodians.  They want to see an approach to tree management that respects the local biodiversity and takes into account the views of residents and needs of the area as a whole, in a more responsible, imaginative and friendly manner than they are experiencing currently.

Response from the Portfolio Holder for Climate Response, Environment and Energy, Councillor Andy Hadley

Councillor Armstrong, thank you for your question.  

The trees on the overcliff are inspected for safety and are managed in accordance with a management plan. 

Any requests for tree work are not part of a statutory function and under current spending controls, only essential health and safety work is  being undertaken.   

We estimate that treework as a result of Storm Bert cost around £50K, and that for Storm Darrah was in excess for £100K. 

The Council does not have a legal duty and nor do we manage trees, to maintain sight lines or views. 

The future management of trees on the East cliff can be discussed and reviewed with residents to explore and understand any constraints and opportunities.  

These can support biodiversity and nature recovery and can be developed in line with the recommendations in the Urban Forest Strategy and Green Infrastructure strategy. 

 

Question from Councillor Mark Howell

“How many people attended each of the five Public Briefing sessions on the Community Governance Review?

Response from the Leader of the Council, Councillor Millie Earl

The Community Governance Review process provides an opportunity for individuals, groups and organisations to suggest changes to existing arrangements and to propose new arrangements in our unparished areas. BCP Council is seeking views and has sought to promote the project through the establishment of comprehensive web pages which includes details of the project timeline, information documents, survey forms, interactive and downloadable maps, datasets for all areas and other information. We have also made this information available at all libraries and local community hubs where copies of these documents are available for those unable to get online. Promotional posters and postcards are also available at these locations. The web site also includes an explanatory video which has received over 280 views. 

To promote the project, we have sent out emails to those on various mailing lists held by the council, used social media channels with over 58,000 followers and issued a series of press releases. The public events were promoted through each of these communications and we have also offered to attend local events throughout BCP for any groups interested in the review. We ran an all-councillor awareness session on 14 November at which 34 councillors were in attendance and a separate session for all existing parish and town council clerks and members on 21 November at which 29 were in attendance. 

With regards to the public events the attendance figures are as follows: 

18 November (Bournemouth Civic Centre) – 1 

18 November (Poole Guildhall) – 7 

20 November (Kings park) – No attendees 

21 November (Christchurch Library) – 8 

22 November (Kinson Hub) – 1 

27 November (Bournemouth Civic Centre) – 2 

The number of people attending each event was lower that we had hoped for, given the complexity and importance of the subject, and we therefore decided to hold a LIVE online event on 3 December. This was recorded and is available on the web site. To date this has received 72 views. 

In response to the offer to attend local community group meetings, we have had a number of requests which officers have agreed to, including one attended yesterday evening for the Poole Quays Forum which was attend by 69 members. 

Supplementary Question from Councillor Mark Howell

A local organisation in Poole received their invitation to their local event two days before the event.

This exercise in community governance has been flagged to us for a year and a half it began on October 16th.

Do you think it is acceptable service to the residents of BCP for the council to give two days’ notice of such an important event?

Do you think that that inevitably compromises the consultation to some degree?

Response from the Leader of the Council, Councillor Millie Earl

I think we have to understand that these are public briefing events but there are lots of other ways in which people are engaging with the community governance review. I'm personally someone who doesn't particularly like to go to events, I quite like having a look online, watching YouTube videos, that kind of thing. I think it's to appeal to a certain sector of people who would like to do that kind of in-person engagement. I would also just add that in our community, for example, I've been working with my colleagues, Marion and Tony, and we're putting together an event so that people can engage with this particular topic.

Democratic Services are offering to come to events and basically run a bit of a session with people who wish to go. I believe there was one at Poole Quays Forum yesterday which was attended by 69 members of the community.

There are lots of ways to engage, I think that those were just one of the ways. But if you have anyone who would like to organise a session, or maybe you could, I don't know, organise a session yourself, then I'm sure that Richard Jones would be happy to come along and give the briefing there. Thank you.

 

Question from Councillor Peter Cooper

Given the ongoing issues with pothole repairs and maintenance across BCP Council, can the Cabinet Member responsible clarify whether these works are primarily carried out by in-house teams or outsourced to private contractors? Furthermore, what quality assurance measures are in place to ensure repairs are completed to a high standard, and how are costs monitored to ensure value for money for residents, especially considering the poor quality of some recent repairs?

Response from the Portfolio Holder for Climate Response, Environment and Energy, Councillor Andy Hadley

Thank you Councillor Cooper for your question.  

Pothole repairs are either undertaken by our in-house Streetscene team, or by contractors on our behalf, whilst reconstruction work, much less frequent, which requires specialist tools and significant logistics and traffic management is often undertaken by private contractors overseen by our Engineering team. 

In some areas of our conurbation, the road surface is very thin, or laid over concrete slabs or compacted sand/gravel base, and subject to increasing wear from heavier vehicles.  

Whist immediate temporary repairs may erode again quite quickly, there is work underway with in-cab technology which will enable crews to enact permanent repairs in a single visit. 

Work undertaken on our behalf is overseen by Council Officers and has a defects period, usually 2 years, for any repairs to be undertaken at the expense of the contractor. 

Supplementary Question from Councillor Peter Cooper

With that in mind, would it be possible to assess the Poole bridge, the Poole lifting bridge, because the potholes are filled and then the potholes are destroyed over three months. They must have used about 15 tonnes of tarmac, so it would be quite nice to have that assessed, who quality assured it, who carried out the job? And then the other question is, how much money are we spending on outsourcing that work? What support are the in-house people having to do a proper job? Because it is not happening

Response from the Portfolio Holder for Climate Response, Environment and Energy, Councillor Andy Hadley

Thank you. Obviously, you're meaning the Poole bridge rather than the Twin Sails Bridge, and I think when there was major repairs done on that, there was a problem with the tarmac sticking to the bridge, because obviously it goes vertical on a very regular basis so it's stressed both by traffic and by the bridge lifts themselves. I'm afraid I'm going to have to go away and find an answer for you on that, but I accept that. I do go across the bridge quite often and I see the holes and I know what you're talking about. Thank you.

 

Question from Councillor Sara Armstrong

The Household Energy Support Fund for organisations to bid for to provide warm spaces and energy advice for residents at risk of fuel poverty or who can’t afford to buy food – although welcomed, it still falls way short to meet our growing need.

Some organisations did not receive the full amount they required to deliver their warm space projects – there was not enough in the pot to meet the demand.

There are now more than 50 ‘warm spaces’ for people experiencing fuel poverty in BCP and food banks are a growth industry. More people who are in work are using foodbanks than ever before - what is BCP doing to address the root causes of poverty?  How many children are living in poverty right now in BCP and do we have a strategy to eliminate poverty?

Response from the Lead Member for Homelessness and Cost of Living, Councillor Simon McCormack

The BCP Food and Energy Support Fund is administered by Dorset Community Foundation, funded via the Household Support Fund. Applications for the fund were oversubscribed and there were requests for approx. £355k from a grant pot of £225k. They were all fundable projects and doing some great work to support our communities. As a result, we allocated a further £50,000 to the fund to enable more projects to be funded, but regrettably we could not fund every scheme.? Wherever possible we try to signpost groups to alternative funding source such as the BH Coastal Lottery Small Grants Scheme. We also provide a free funding e-newsletter every fortnight detailing funding opportunities alongside a searchable funding platform which groups and individuals can register to use free of charge. 

Poverty is a national issue, not just something that is unique to the BCP Council area and it requires a sustained whole system change to tackle the root causes. Whilst some of this therefore needs to take place on a national level, we are working with our partners in the BCP Council area to try and support households to make changes to move away from crisis interventions. Examples of this include the Together We Can Partnership and Access to Food Partnership which works with a wide range of community and voluntary sector partners to address issues relating to food insecurity and debt. Our partners at Citizen’s Advice BCP administer grants for households funded through the Household Support Fund, undertaking a fuller review of the household’s finances to try and tackle the root causes of their financial hardship and looking at option to reduce costs and ensure they are getting the correct benefits that they are entitled to.  

In regards to children, Unfortunately, we don’t have precise current data of the number of children living in poverty right now. At a recent Children’s services whole staff event the numbers of children living in poverty was one of the subjects under discussion. This was using the latest available data which is for 2023 and was for children living in absolute poverty. The absolute poverty data is data from the Department for Work and Pensions Poverty in the UK: statistics - House of Commons Library. On a BCP level this translates to 10.8% of children (7105 children), which compared to 15.9% nationally. It must be remembered that this means that these children and young people are living in households in absolute poverty, and it is this that needs addressing.  

In August, this year, the government announced the Child Poverty Taskforce?which is across government and joined Work & Pensions and Education Secretaries?to investigate this issue. This will come up with its findings in the spring and we await these findings to help inform our further work around this vital area.  

If you’d like to know more, there is an all-councillor session taking place on the 17^th December at 5pm for Councillors to find out more about the support that is available residents over the winter period. 

Supplementary Question from Councillor Sara Armstrong

I just want to acknowledge the amount of partnership work that is going on to try and address this issue, but I think not knowing exactly what the scope of the issue is across BCP and how it's impacting families still concerns me. But I hope that on 17 December that we can come together and perhaps look at how do we find that out and what else can we be doing about it. Thank you