Agenda and minutes

Members and officers must declare any disclosable pecuniary interests in relation to

any business on the agenda. Declarations should also be made at any stage such

an interest becomes apparent during the meeting.

If in doubt contact the Legal or Democratic Services representative for this meeting.

Councillor Sparkes declared an interest as a member of West Sussex County Council

Councillor McGregor declared an interest as a County Councillor

Councillor Andy McGregor substituted for Councillor Mandy Buxton

To approve the minutes of the Joint Overview and Scrutiny Committee meeting

held on 19 January 2023, copies of which have been previously circulated.

The minutes of the meeting of the 19 January 2023 were approved as a correct record and be signed by the Chairman.

So as to provide the best opportunity for the Committee to provide the public with the fullest answer, questions from the public should be submitted by 12.00pm Monday 13 February 2023

Where relevant notice of a question has not been given, the person presiding may either choose to give a response at the meeting or respond by undertaking to provide a written response within three working days.

Questions should be submitted to Democratic Services democratic.services@adur-worthing.gov.uk

(Note: Public Question Time will operate for a maximum of 30 minutes.)

There were no public questions.

Councillors who are not members of this committee can ask questions under CPR 12  Questions should be relevant to the committee where the question is being asked and also relevant to an item on the agenda. Please contact Democratic Services for more information

Members’ question time is 30 minutes and questions should be submitted no later than 12:00pm on Monday 13 February 2023.

There were no Member questions.

To consider any items the Chairman of the meeting considers to be urgent

There were no urgent items.

There were no call-ins.

To consider a report by the Director for Digital, Sustainability and Resources, copy attached as item 8

The Committee had a report before it attached as item 8, this had been circulated to all Members and a copy of which is attached to a signed copy of these minutes. 

This report provided an overview of compliments and complaints received by the councils for the financial year 2021/22. It included trend analysis for the previous two financial years.

It set out progress on improvements to the feedback process and policy and the steps that were planned for the next financial year to embed a feedback driven culture.

A Member asked “On page 11 paragraph 4.16 there are figures given for stage 1 complaints that take longer than the target of 10 days for a response. Whilst I appreciate that some complaints are more complex than others and thus need more time I am also aware that making a complaint can be stressful for the customer. What can be done to reduce the delayed response times and also to reassure the customers?”

Response - 

Members were told that customers had shared with the council, that they valued clear communication and clarity around how and why decisions were made.  When responding to complaints the council needed to ensure they provided clear and comprehensive responses.  If this took longer than 10 working days, officers should contact customers and advise them when they were likely to get a detailed response.  Acknowledging complaints in a timely manner and setting realistic response time-scales would help reassure customers as well as provide meaningful responses.

The new feedback system allowed for improved reporting on complaints, facilitating scrutiny on individual services and enabling managers to review performance more constructively.

A Member asked “In Paragraph 4.25 we see that housing has the highest number of complaints (9 of 13) being upheld or partially upheld at stage 2. What can be done to better support the staff managing stage one complaints to more accurately evaluate the complaints, providing a satisfactory resolution and response at stage one?”

Response - 

Members were told the Housing Team was actively reviewing how it managed complaints and how performance could be improved.

The number of complaints escalated to stage 2 across the councils was relatively low. Despite that, they should have been looking at why some escalated complaints were fully or partially upheld at this late stage rather than being upheld at stage 1.

Sometimes complaints were upheld at stage 2 because the customer had provided additional information or evidence.  Other times it was due to the senior reviewer taking a different view to the original officer who responded. Managers responding to stage 2 complaints should have been sharing their decisions with the officers who responded at stage 1 to facilitate learning.

They were continuing to train staff on complaints handling, including mandatory training, to help improve the quality of responses.  

Finally, as had been referenced before, the new system would provide more accessible data (including reasons why complaints were or were not upheld) to be used to improve performance across the organisation.

A  ...  view the full minutes text for item JOSC/82/22/23

To consider a report by the Director for Digital and Resources, copy attached as item 9.

The Committee had a report before it attached as item 9, this had been circulated to all Members and a copy of which is attached to a signed copy of these minutes. 

The report updated JOSC on the progress made and delivery of the important

Climate and Nature agenda.

A Member asked “Paragraph 7.3 talks of a feasibility study which modelled different food waste collection options considering cost, performance and ease of use. Will these have any consultation?”

Response -

Members were told there were different ways to collect food waste, particularly in relation to the frequency of collection with recycling and residual waste, collection vehicles and containers.  

Which collection methodology the council would use would be informed by the study that had been completed and depend on funding arrangements from DEFRA, dialogue with West Sussex County Council as the waste disposal authority and the requirements of the Environment Act which were still awaited from central government.  Taking this into account there was likely to be a single preferred option, which might need to be adapted for different housing types (eg flats vs suburban houses).

The council did not anticipate consulting on options, but subject to funding hoped to conduct a trial to get feedback from residents about how the service works, and what if anything could be done to enhance it further.

Officers were currently working up a scope for a trial which aimed to establish in 2023/24, subject to being able to secure the resources.  

A Member asked “Paragraph 7.5 talks about the value of our circular economy, including community composting groups, etc etc. Is there a gap in knowledge that prevents more people in our community creating their own groups in their local community e.g. 'how to‘ start community composting or friends of groups' and what can be done?”

Response -

Members were told support was available from the councils’ commissioned Community Infrastructure provider, Community Works, to assist members of the community wishing to form community and friends groups. That there may have been some potential to undertake some targeted communications in relation to this area of focus.

A Member asked “Paragraph 6.2 Re-Naturing - there have been some complaints which demonstrates the need for further communications, engagement and signage to inform and educate as to the importance of renaturing. 

On top of the engagement work planned throughout 2023 in section 9, what consideration has been given to doing education on re-naturing to those residents who have limited access and capacity to engage with the online updates?”

Response -

Members were told that at the outset, many of the renaturing locations had temporary signs placed outlining the principles and providing basic educational information to residents regarding renaturing. Providing permanent signage or interpretation boards was prohibitively expensive but some friends groups were commissioning these through CIL and external funding streams.

The councils web pages contained a renaturing map which detailed on a park by park basis the location of renaturing areas within the park and  ...  view the full minutes text for item JOSC/83/22/23

To consider a report by the Director for Digital and Resources, copy attached as item 10.

The Committee had a report before it attached as item 10, this had been circulated to all Members and a copy of which is attached to a signed copy of these minutes.

This report set out background information on the Portfolio of the Adur Cabinet Member for Environment and Leisure to enable the Committee to consider and question the Cabinet Member on issues within her portfolio and any other issues which the Cabinet Member was involved in connected with the work of the Council and the Adur communities

A Member asked “I'm hearing from more and more residents who are concerned about the number of aggressive, off-lead dogs in our community spaces. Does the council data reflect this and what can be done?”

Response -

Members were told that the council had noticed a slight increase in complaints regarding alleged out of control dogs causing issues to local residents.  In response they were increasing patrols in problem areas they were made aware of and were able to use the Public Space Protection Order (PSPO) powers to immediately get owners to put their dog on a lead if seen to be causing issues to others. They could also issue Community Protection Warnings to owners.

There seemed to be an issue with 'lockdown puppies' as they grew older. As a result of lockdowns many of these dogs didn't socialise or receive training as they would have under normal circumstances.

Many owners may not have understood that their dogs could cause fear and distress by letting their dogs be unruly. To combat this, they were increasing patrols in the problem areas, talking to dog owners, using powers if needed and providing education through the use of blog posts.

A Member asked “Please can you update us regarding measures that ADC is putting in place to provide onshore and/or offshore beach patrols on Shoreham Beach over the summer period.”

Response -

Members were told the Parks & Foreshore Service was in the planning stage of providing an onshore weekend Foreshore Safety and Wellbeing service for Shoreham Beach. Plans were being drawn up to provide a service from Easter and across the school summer holiday period.

During these patrols a Coastal Warden would be ensuring the compliance of beach safety equipment, managing designated swim areas, environmental protection and issuing safety and wellbeing advice to beach users between the Church of the Good Shepherd - Western harbour Arm, a distance of 1.8 miles. An additional Coastal Warden would be in place for this period.

A Member asked “Every month I do a walk round Manor Park , with an update from Head Ranger Anthony , having now  lost one Ranger and one member  of the senior management team , are these to be replaced. Are we making sure that Adur is receiving their full share of time from this dept. and that we are not losing out to Worthing in what is now a very overstretched dept. Can you tell me how this is monitored and is  ...  view the full minutes text for item JOSC/84/22/23

To consider a report by the Director for Digital and Resources, copy attached as item 11

The Committee had a report before it attached as item 11, this had been circulated to all Members and a copy of which is attached to a signed copy of these minutes.

This report outlined progress in implementing the work contained in the Joint Overview and Scrutiny Committee (JOSC) Work Programme for 2022/23.

Members asked about when the Adur Homes Working Group might be reconvened, the status of reports from the Procurement Working Group, consultations on the A27, getting more quantitative data from public consultations and asking the police and crime commissioner to attend the next JOSC meeting in March. 

Members were told that the Adur Homes Working Group would be re-established, a report was coming from the Procurement Working Group, that items to appear on the JOSC agenda could be submitted through the proper channels and that the Chief Executive would liase with the Police and Crime Commissioner and let JOSC know when was a suitable time for the committee to consider community safety without cross cutting across any investigation on the matter.

Resolved

The committee noted the contents of the report

To consider a report by the Director for the Economy, copy attached as item 12

The Committee had a report before it attached as item 12, this had been circulated to all Members and a copy of which is attached to a signed copy of these minutes.

This report provided JOSC with the details of the annual review of the Worthing Theatres and Museum (WTM) which was reported to the Worthing Joint Strategic Sub-Committee on 5 December 2022.

This report would assist JOSC in questioning the Director for Economy who would present the annual review.

A Member asked “In the report there is in paragraph 3.9 reference to KPI’s that you have set prior to next year's annual report. Can you say how you will measure success or failure against these performance indicators?”

Response -

Members were told yes, there was a series of KPI’s that supported the Council’s contract with Worthing Theatres and Museum.  Over the course of the year they had worked with the WTM to revise those KPI’s and set appropriate targets that were kept under review.  The KPI’s included targets for aspects that you would expect such as tickets sales; live performances; audience figures; and repeat bookings.  However, the KPI’s also included targets which reflected the Council’s aspiration for broadening the cultural offer for the benefit of the local communities. So, they also included targets for the number of free performances; public workshops; interaction with schools and local community groups and work to support local artists, makers and researchers.  In addition, the KPI’s covered the number of people engaging for the first time and participation of people with protected characteristics – as members of audiences but also among those performing at the venues. 

A Member asked “Are you happy that the annual review shows engagement consistent with Worthing’s changing and increasingly diverse communities?”

Response -

Members were told this was one of the most important aspects of the Council’s relationship with Worthing Theatres and Museum; and in line with the question, they needed to ensure that there was continuous improvement.  Whilst the Annual Review for 2021/22 highlighted some excellent work with community groups from a range of communities across Worthing, it was the current year, with the venues fully open throughout, that WTM had been able to extend the range and breadth of its programming and participation. This work included 11 shows featuring companies and performers with protected characteristics; support for 10 local community groups; 8 local partnership projects and a targeted approach to making tickets available to people who otherwise may be excluded.  By continually monitoring audience and participation data, including detailed feedback, they would be able to help WTM continue to improve.

A Member asked “What improvements can we expect to see in next year's review to reflect these diverse communities?”

Response -

Members were told that the 21 report showed a series of indicators of initiatives and performances that had been focused on inclusion and diversity. That in the future they would expect to see as well as events and exhibitions but better raw data to underpin and  ...  view the full minutes text for item JOSC/86/22/23

To consider a report by the Director for Digital and Resources, copy attached as item 13.

The Committee had a report before it attached as item 13, this had been circulated to all Members and a copy of which is attached to a signed copy of these minutes.

This report set out background information on the Portfolio of the Worthing Cabinet Member for Climate Emergency to enable the Committee to consider and question the Cabinet Member on issues within her portfolio and any other issues which the Cabinet Member was involved in connected with the work of the Council and the Worthing communities.

A Member asked “Can you give us any up to date information on the development of the District Heat Network?”

Response -

Members were told the procurement process was progressing well, having now entered into the “preferred bidder” stage and final negotiations were underway.  A report was being brought forward to Worthing Joint Strategic Sub Committee on March 6th, with contract award expected in April 2023.  The network would provide low carbon hot water to council buildings, Worthing Hospital and others, and would be expanded over time to offer a solution to more buildings in Worthing, including homes.

A Member asked “What, in your opinion, are the main challenges facing us as a Council as we move towards becoming a net zero Borough?”

Response -

Members were told the council had indirect control only over a very small proportion of the Borough's emissions and direct control over even less.  

There was a need for central government policy and funding to help the big transition to low carbon homes, and many businesses also needed support.

Significant partnership working at local, regional and national levels would be required to ensure a joined up and cohesive approach to reducing carbon emissions, for example on transport with the County Council and Transport for the South East.

To date the council had progressed a number of partnership projects such as Solar Together Sussex and the Warmer Homes programme, as well as taking a leading role in delivering the Heat Network, which would provide a meaningful way for residents and businesses of the borough to decarbonise their emissions more cost effectively than without council input.

A Member asked “What measures are you taking to encourage residents to replace their cars with environmentally friendly alternatives to support Worthing’s net zero agenda?”

Response -

Members were told at a strategic level recalled from that last year, the Borough Council expressed strong support for Transport for the South East’s Strategic Investment Plan which would identify the significance of Worthing as a key part of the regional rail and bus network with potential to link major transport improvements into an improved network for public transport and opportunities for active travel. 

Locally, the our Local Cycling & Walking Infrastructure Plan continued to inform West Sussex's decision making on infrastructure investment in the town and consultation will shortly be underway on a number of strategically important cycle routes for Worthing.  They had also made the decision to extend the Donkey Bike scheme; and were looking at  ...  view the full minutes text for item JOSC/87/22/23

To consider a report by the Director for Digital and Resources, copy attached as item 14.

The Committee had a report before it attached as item 14, this had been circulated to all Members and a copy of which is attached to a signed copy of these minutes.

This report set out background information on the Portfolio of the Worthing Cabinet Member for Culture and Leisure to enable the Committee to consider and question the Cabinet Member on issues within her portfolio and any other issues which the Cabinet Member was involved in connected with the work of the Council and the Worthing communities.

A Member asked “Regarding the Worthing Festival, how are you planning to work with existing venues, for example Worthing Theatres and museums to link with the wider festival?”

Response -

Members were told one of the hopes in starting the Arts Forum was that they could get different parts of the cultural ecosystem together.  They had seen artists and venues making connections.  They appreciated being in the same room and meeting especially in the time after covid. 

The venue operators, including Worthing Theatres and Museum, had really bought into the Festival and seen how it could provide a platform for a range of innovative and interesting events. 

In this very first year for the Festival they had tried to make it as straightforward as possible for the creative community generally to link their events and activities to the Festival and hopefully to generate that added impetus a festival can create.

They had over 70 register an expression of interest and the next stage would be to use the info gathered and share it so people could see if there were any clashes where they were planning similar events.  

Where the council hadn’t heard from venues, the Culture and Leisure team were following up with individual venues. 

A Member asked “I am proud to acknowledge that we live in a culturally diverse community. What are you doing to ensure that underprivileged ethnic groups - especially the women of these demographics have access to culture and leisure facilities?”

Response –

Members were told that WTM, as part of their suite of KPIs, collected some helpful information. The latest Worthing census data 2021 showed 1.2% Black, 3.9% Asian, WTM Diversity of Audience KPI 22/23 Q2 1% black British and 3% Asian or Asian British 

WTM also reported audience by ward in Worthing and % adjusted for population.  It varied between 14.16% and 8.46%.  This could give information to decide which communities to reach out to.  

There hadn’t been an analysis of gender and ethnicity and the way the data was collected was by person booking.  So it would need to be discussed how this might be done.  From discussions, they were confident that South Down Leisure and WTM would be open to ideas. 

SDL had not reported participation data in their quarterly meetings but this was something that they would want to understand in future. 

As part of the Worthing Festival they had engaged with the Women’s Hub, a multi-cultural women’s group and they had  ...  view the full minutes text for item JOSC/88/22/23

To consider a report by the Director for Digital and Resources, copy attached as item 15.

The Committee had a report before it attached as item 15, this had been circulated to all Members and a copy of which is attached to a signed copy of these minutes.

This report set out background information on the Portfolio of the Worthing Cabinet Member for Community Wellbeing to enable the Committee to consider and question the Cabinet Member on issues within her portfolio and any other issues which the Cabinet Member was involved in connected with the work of the Council and the Worthing communities. 

A Member asked “We are aware that anti-social behaviour has increased in the Borough over the past few years. Does the data help us understand which specific demographic groups are involved and what measures are being taken to engage with them to reduce the negative behaviour?”

Response -

Members were told where data and evidence was available it greatly assisted the Council and partners to respond to specific trends and themes in relation to Anti-Social Behaviour. The partnership Joint Action Group acted as the conduit to share information and sought solutions to anti-social, criminal and problematic behaviour in communities, and resources were maximised through being data informed. Through levering in external funds such as funding from the Home Office for Violence Reduction they were able to commission discrete and targeted interventions to reduce crime, and anti-social behaviour.

A Member asked “How can Community Wellbeing connect with the wider community, including young people, to explore solutions to recent incidents of anti-social behaviour in the town centre?”

Response -

Members were told that the council continued to explore ways in which they could better connect with the wider community, they were currently considering ways to build on existing mechanisms such as street briefings, community pop ups, to build a wider place based approach to community engagement and participation. They recognised that their greatest asset is the community and building capacity and resilience with them was the key to creating places of greater safety. They were currently working on a JSC paper that formed the basis of the road map for working with and for children and young people.

Resolved

The committee had no recommendations for the Worthing Cabinet Member for Community Wellbeing