Agenda and minutes

Apologies for absence were submitted on behalf of Councillors Alan Cullens (Vice-Chair) and Councillors Nora Ball and June Molyneaux. 

To confirm as a correct the minutes of the Overview and Scrutiny Task Group - Highways issues of meeting held on 17 September 2009 (enclosed). 

RESOLVED – That the minutes of the meeting of the Overview and Scrutiny Task Group - Highways issues held on 17 September 2009 be confirmed as a correct record and signed by the Chair.

Members are reminded of their responsibility to declare any personal interest in respect of matters contained in this agenda. If the interest arises only as result of your membership of another public body or one to which you have been appointed by the Council then you only need to declare it if you intend to speak.

If the personal interest is a prejudicial interest, you must withdraw from the meeting. Normally you should leave the room before the business starts to be discussed. You do, however, have the same right to speak as a member of the public and may remain in the room to enable you to exercise that right and then leave immediately. In either case you must not seek to improperly influence a decision on the matter.

No Members declared an interest in respect of items on the agenda.

To consider a Public Realm Integration Project report considered by the Lancashire County Council Executive Cabinet on 8 October 2009 (enclosed). 

Please could Members also bring their agendas for the previous meeting as this encloses:

·              Extracts of other Scrutiny inquiries undertaken by Lancashire Authorities.

·              Extract from Lancashire County Council Sustainable Development Overview and Scrutiny Committee - 15 July 2009.

·              Customer Contact information from Lancashire County Council and Chorley Council.

Having considered the evidence presented the Group moved on to consideration of the draft final report. 

RESOLVED – The evidence be noted.

To consider the draft final report of the Task and Finish Group. 

A flip chart will be used to capture discussions around findings and recommendations for each objective. 

The Group used a flip chart to document the findings and recommendations for each objective. 

Objective one – Ongoing provision of information

Findings

Lancashire County Council Highways will only refill grit bins which they have supplied or have been taken over by them.  A review had been undertaken of grit bins in Chorley and the results of this were requested for the next meeting. 

Recommendations

1.            To set in place a formal information sharing system between Councillors and officers on a practical and strategic level utilising email and other communication tools. 

2.            To use “intheknow” to notify Members of roadworks, highways and neighbourhoods information.

3.            To present an update report to the Overview and Scrutiny Committee every six months on the inquiry recommendations to ensure robust performance monitoring by the Corporate Director (Neighbourhoods). 

Objective two - Communication cycles

Recommendations

1.            To implement an information sticker to be used on grit bins, street lights and generally which displays contact telephone numbers and location information to enable easier fault reporting. 

Objective three - Consulting and influencing

Findings

Minor repairs: Discussions were undertaken whether Chorley Council should undertake minor repairs on roads and pavements and it was agreed this would not be appropriate at this time. 

Enforcement: It was felt that a more robust approach was required to enforcement.  In particular, health and safety issues arising from vegetation that encroaches onto footpaths, street lights and signage and advertising boards on pavements.  The group felt strongly that discussions take place to ensure that enforcement is consistent, positive and effective.  Currently, the responsibility for some enforcement matters rests with Lancashire County Council.  Chorley would be better served if this was delivered by Chorley.  

Of major concern is the issue of market stalls and pavement cafés encroaching.  As this is currently a District function there is no reason for this.

Recommendations

1.            Officers to enter into negotiations with Lancashire County Council with respect to Chorley delivering some enforcement functions, such as advertising boards and overhanging vegetation. 

2.            To increase enforcement relating to encroaching market stalls and pavement cafés. 

3.            To include performance monitoring information on enforcement activities on the quarterly report presented to Overview and Scrutiny Committee.

4.            To introduce quarterly meetings between the county (Environment) and district (Neighbourhoods) portfolio holders. 

5.            To introduce regular between Lancashire County Council (Environment Directorate) and Chorley Council (Neighbourhoods Directorate) officers. 

6.            To streamline existing meeting arrangements to make them more effective and ensure the correct people are in attendance. 

Objective four – Inconsistencies

Recommendations

1.            To enter into an agreement whereby the County has responsibility for maintaining roads and pavements and the Chorley Council has responsibility for the grass cutting. 

2.            The Lancashire County Council call out officer to notify, by the most appropriate means, Members and the Service Manager – Streetscene Services when gritting wagons are dispatched. 

3.            The Service Manager – Streetscene Services to set in motion the gritting of Chorley car parks on receipt of the above notification.

General points

A further request was made  ...  view the full minutes text for item 27.

To consider and determine:

·              the enclosed project plan,

·              dates to interview outstanding witnesses and draft questions for the interview sessions,

·              information to be presented to future meetings,  

·              dates for future meetings – the proposed date for the next meeting is 18 November.

It was AGREED that the next meeting be held on the rising of Executive Cabinet on 12 November 2009.