Apologies for absence were received from Councillor Hannah Fraser.  Councillor David Vasmer attended as substitutue.

Members are reminded that they must not participate in the discussion or voting on any matter in which they have a Disclosable Pecuniary Interest and should leave the room prior to the commencement of the debate.

None were declared.

To consider the Minutes of the Performance Management Scrutiny Committee meeting held on 10th June 2020.  [To follow]

Consideration of the minutes of the meeting of the Committee held on 10^th June 2020 were deferred to the next meeting.

To receive any questions, statements or petitions from the public of which members of the public have given notice.  Deadline for notification for this meeting is 11am on Monday 6^th July 2020.

There were no questions from members of the public.

To receive any questions of which members of the Council have given notice.  Deadline for notification for this meeting is 4.30pm on Friday 3^rd July 2020.

The Chair advised that two Member questions had been received. A copy of the report containing the detailed questions and their formal response is attached to the signed minutes.

i)     Received from Councillor R Evans in relation to the Highways Improvement Plan. By way of a supplementary question Councillor Evans requested that better communication of ongoing highways matters be communicated with Members to minimise inconvenience for the public.

ii)    Received from Councillor D Vasmer, in three parts, in relation to highways repairs, improved communication with the highway’s contractor and contract monitoring. By way of a supplementary question Councillor Vasmer asked if the reference to the mixed local economy in the report before the committee, agenda item 7, was an indication of future thinking.  The Director of Place responded that new technology would allow members to view performance in their Ward areas.  He continued that the term Mixed economy related to the use of different contractors and the direct management of the Lengths Man Scheme.

iii)   Councillor Vasmer observed that it would be useful to have access to the reports considered by the Highways Task and Finish Group. 

With the agreement of the Committee the order in which items was taken was amended.

To receive the Highways Improvement Update report. [Report attached]

Contact:  Mark Barrow, tel 01743 258676

The Director of Place, introduced the Highways Improvement Plan Update report.  Members noted that the report had previously been considered by the Place Overview Committee on 7^th November 2019 and the Audit Committee had identified three improvement measures at its meeting on 25^th February 2020.

·         Contract with Kier;

·         Council provided services – improvements to processes and governance; and

·         Improved use of resources.

The Director of Place continued that it had been recognised that a full and inclusive programme of highways improvement was required.  Members noted a number of staff appointments to facilitate this, including the appointments of a Highways consultant, an Assistant Director, and a new Head of Highways.

Members noted that the Appendix A to the report set out fifty key focus points. The Director or Place confirmed that these were fully supported by Kier.  He observed that the majority of focus points were categorised as either completed or on target for completion, this was attributed to the hard work of the team, especially in light of the additional pressure caused by the severe flooding at the start of the year. 

The Director of Place informed Members that the renewed focus of the Highways Team had reduced the cost of works and had improved value for money through better organisation. Although, there were still on-going improvements and the Team were focusing on the best use of Government resources, which included £11m from the Community Infrastructure Levy, intended for the road infrastructure.

Members raised issues with the recently introduced MyShropshire portal and the number of reported issues which were rejected by the system and lack of communication of problems in Ward areas.  The Head of Highways responded that the new system was still in the process of development and these issues would be resolved as the system expanded.

Members welcomed the improvements set out in the report and their speed of delivery, but asked officers to consider the state of rural roads and suggested that the plan should have been implemented sooner.  The Director of Place responded that the contract with Kier had begun in April 2018, but highways frustrations had existed before this date and hopes that these would be resolved by the new contractor had been held. He continued that the mechanisms for contractor management had not been in place initially and the severe weather conditions had compacted these problems. He continued that the programme was now in place to control key areas of the contract.  The model allocated resources with three quarters of spending on A and B classified roads, but a better understanding of the issues of C classified road had been gained and the impact on them of heavy agricultural vehicles.  A process of asset management planning had been initiated for this road classification.  The Head of Highways added that this was a particular issue in the South of the County and work was being undertaken to improve the use of local contractors in addition to Kier and WSP in this area with  ...  view the full minutes text for item 82.

To receive the Financial Monitoring Report, Quarter 4 2019/20 [Report attached]

Contact:  James Walton, 01743 258915

The Director of Finance, Governance and Assurance introduced the Financial Monitoring, Quarter 4 2019/20 report and outlined the main issues of the report as set out in the summary and recommendations to Cabinet.  Members noted that this report had been previously considered by Cabinet at its meeting on 6^th July 2020.

In response to a Member’s question the Director of Finance, Governance and Assurance explained the financial changes, both increased costs and savings as a result of Covid-19 were still under consideration.

Members requested more information regarding the Council Asset disposal list. The Director of Finance, Governance and Assurance confirmed that this was a comprehensive list of all assets that could be considered for disposal, but more work was required to establish whether it would be appropriate to do so. 

The Director of Finance, Governance and Assurance explained that reserves were held for a specific purpose and would reduce during the financial year as they were required.  In addition to these the Council was required to hold a set level of reserves for situations which may not occur, such as severe weather. 

RESOLVED:

That the report be noted.

To consider the future work programme of the Committee [Report attached]

Contact:  Danial Webb, 01743 258509

The Scrutiny Officer advised Members that the usual Committee programme would be re-instated from September with all Scrutiny Committees meeting according to the Council diary.

RESOLVED:

i)     That Climate Change and SEND be considered by the Committee at its meeting in July; and

ii)    That the Financial Strategy and financial matters caused by Covid-19 be considered at the September meeting of the Committee.

The Committee is scheduled to next meet at 11am on Wednesday 29^th July 2020.

Members noted that the next meeting of the Committee is scheduled for 11am on Wednesday 29^th July 2020.