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Agenda and minutes

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Contact: Helen Elizabeth Lee  Elections and Members' Services Officer

No. Item


Apologies for Absence and Substitutions.


Apologies were received from Councillor Barnes.


To approve, as a correct record, the minutes of the meeting held on 13 April 2015. pdf icon PDF 76 KB




That the minutes of the above meeting, having been circulated, be approved as a correct record.



Declaration of Interests.




Recording of Meetings pdf icon PDF 98 KB

Report of the Service Manager, Elections and Members’ Services.


Helen Barrington, Council Solicitor and Monitoring Officer and Alec Dubberley, Service Manager Elections and Members’ Services attended the meeting to inform Members about the options available for the recording of Council committees following a request made at the previous committee.


Three viable options for the recording of meetings were outlined:


Option 1 – Recording of meetings for Council use.  This would entail making audio recording of any meeting taking place in the Council Chamber using a simple recorder connected to the audio system already installed.  The cost of this could be managed from existing budgets with only officer time would be required to administer the recordings. Access to the recordings would have to be considered. This option would do nothing to comply with the spirt of the 2014 regulations by promoting transparency of meetings.


Option 2 – Video Webcasting of meetings.  This would require the Council Chamber to be adapted to enable meetings to be fully recorded through the installation of a series of cameras.  The audio and video could then be streamed live over the internet and integrated into the Council’s committee management system to enable the public to watch meetings.  The videos would be archived and available to watch online after the meeting.  This would have the advantage of making Council proceedings accessible to a greater number of citizens and provide a definitive record of the meeting.  It would be a very expensive option and there is currently no budget available to deliver this system.


Option 3 – Voice Webcasting meetings.  As with Option 2 the Council could consider webcasting the audio content of the meeting.  This would achieve the same outcome as video webcasting but only the audio recording would be broadcast.  This would provide an affordable option as no equipment would need to be purchased as it can be streamed, through the existing microphone system via a tablet computer, to the internet.  There are no set up costs and the council would have a ‘pay as you go’ arrangement.  The cost is relatively modest and could be met from existing budgets requiring only minimal staff time.  Recordings would be available on line for a year. Members listened to a recording made at an earlier meeting which demonstrated how the system could work.


Members were informed that none of these systems would stop members of the public recording or filming meetings but would act as an official transcript should any mischievous or malicious recordings be made.


Members again expressed concern about members of the public potentially making their own recordings and re editing the content.  They were particularly concerned that this could happen at Planning and full Council meetings. After discussion Members agreed that Option 3 would be the most viable and would go some way to alleviating their concerns.




      I.        A report be sent to the September Cabinet recommending that the Council implement a system of voice webcasting of meetings as laid out in Option 3.


    II.        A progress report on the recommendation made to  ...  view the full minutes text for item 82.


Quarter 4 Performance pdf icon PDF 82 KB


Helen Barrington, Council Solicitor and Monitoring Officer provided an explanation of how the performance management system is derived and how the use of traffic light symbols show progress for both action and performance indicators. Members were informed how to access the performance information through the web link.


An overview of Q4 2014/2015 performance which had been to Cabinet on the 25th June was presented:


·         Progress against actions is particularly strong. 92% (56 out of 61) are either completed or on target with outcomes secured or on the way to being so, compared with 93% (49 out of 53) in 2013/14 and 83% in 2013/14.

·         Progress against Performance Indicators overall has improved in the final quarter, with 57% (20 out of 35) with green status at year end compared with 44% at the end of Quarter 3. 

·         There has been strong improving performance in a number of areas, including the time taken to process housing benefit claims; creation of new apprenticeships; reduced sickness absence; cleanliness of streets and processing of major planning applications.

·         Any improvement actions assessed as Red would be rolled forward into the 2015/16 Gedling Plan and/or relevant Service Plans and revised target agreed.

·         This year has seen the launch of a range of significant projects, including the opening of the Gedling County Park: opening of the ‘Men in Sheds’ project; progression towards a dementia friendly organisation; successful relocation of the Arnold Job Centre to the Civic Centre; adoption of the Aligned Core Strategy and agreeing planning permission for the Gedling Access Road to open up the former Gedling Colliery site for development.





                      I.        To note the Quarter 4 performance information.


Scrutiny Work Programme 2015/2016 pdf icon PDF 111 KB

Additional documents:




Scrutiny reviews 2014/2015


Members were informed about the 2014/15 programme of scrutiny reviews and that the recommendations arising from the Reducing Unemployment in the Borough review were all accepted or partly accepted and a progress report on the implementation of the recommendations would be available at the February meeting.  The report and recommendations arising from the Transport Links to, and within Gedling Borough was discussed and Members were advised that the recommendations would be submitted to Cabinet with relevant recommendations forwarded to appropriate organisations. A response to these recommendations would be requested for the October meeting.


Scrutiny at committee


The continuation of a programme of scrutiny of specific areas within individual Portfolios during the Overview and Scrutiny committee was discussed and agreed. Members were informed that the committee also had a duty to scrutinise Crime and Disorder issues and this would be included in the work programme.


Scrutiny in working groups


Members discussed and prioritised areas for in depth review for inclusion in the scrutiny work programme 2015/2016


Smoking and Obesity

Members considered this to be one of the areas to prioritise for review. They would like a wide ranging review which includes a range of health organisations including service commissioners, the Health and Wellbeing Board, Public Health, Leisure, Healthwatch and Planning.  They want to examine how life chances can be improved and how the Council is influencing the work of partners organisations. Members of the committee were invited to be part of this review and it was agreed that Cllr McCrossen would chair the review and Councillors Truscott, Doyle and Bisset would be included in the working group.  There would also be an invitation to non-scrutiny members to take part in the review.


Highway maintenance including the maintenance of trees on the highway.

Members were concerned about the condition of the roads, the repair of potholes and  trees encroaching on the highway causing problems for pedestrains and car users.  They considered this an issue for inclusion in the work programme and asked for an initial discussion with relevant officers regarding what can be done to prevent the problems caused by trees.  Cllr Feeney and Poole expressed an interest in sitting on the working group for this review.


The Bonington Theatre

Members considered that the Bonington Theatre may be an area for review. Prior to setting up a review they felt it would be useful to receive information to determine if this is something that they would like to examine in more detail. They specifically asked for information relating to use and attendance figures and requested that a written report be available for them to help them decide if they would like to include this in the work programme.


GP waiting times

Concern was raised by some Members about the availability and waiting time for GP appointments whilst other Members considered that this was not a problem.  They concluded that it would be beneficial to find out if this is an issue that affect the residents of Gedling and if  ...  view the full minutes text for item 84.


Any other item which the Chair considers urgent.




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