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Agenda and minutes

Venue: Committee Room 3 - Waltham Forest Town Hall. View directions

Contact: Perminder Purewal, Democratic Services Officer  020 8496 4537 | Email: perminder.purewal@walthamforest.gov.uk

Items
No. Item

18.

APOLOGIES FOR ABSENCE AND SUBSTITUTE MEMBERS

Minutes:

Apologies for absence had been received from Councillors Jemma Hemsted and Yemi Osho.

 

The following substitute member arrangement was in place:

Councillor Hather Ali for Councillor Yemi Osho.

19.

DECLARATIONS OF INTEREST

Members are required to declare any pecuniary or non-pecuniary interest they or their spouse/partner may have in any matter that is to be considered at this meeting.  Interests are defined in the front cover of this agenda.

Minutes:

There were no declarations of interest.

20.

MINUTES OF PREVIOUS MEETING pdf icon PDF 86 KB

To approve the minutes of the meeting held on 28 November 2018.

Minutes:

The minutes of the previous meeting held on 28 November 2018 were approved as a correct record and signed by the Chair. 

 

21.

PUBLIC PARTICIPATION

Members of the public are welcome to participate in scrutiny meetings. You may speak for three minutes on a topic related to the Committee’s work, and fifteen minutes in total is allowed for public speaking, at the discretion of the Chair. If you would like to speak, please contact Democratic Services (details above) by 12 noon on the day before the meeting.

Minutes:

 

A request for public participation had been received from Aarif Gearay, resident from Markhouse Ward.

 

Mr Gearay addressed the Committee and expressed concerns about the Enjoy Waltham Forest consultation.

 

He stated that he had analysed the responses from the data that was available online and had found that the majority of the public was against the nine proposals put forward by the Council.  He added that residents were waiting for the Council to publish the results from the consultation and asked for reassurance that the consultation responses would be respected and not manipulated in a way that would contradict residents’ responses.

 

The chair also allowed Safia Yassafou, resident from Lea Bridge Ward to address the Committee.  Ms Yassafou was concerned about the high distribution of hard copy consultations, felt the report did not give clarity between the distribution and responses received and felt there was a lack of engagement in her road. 

 

The Chair advised that the Cabinet Member would respond to comments at Agenda Item 5: Enjoy Waltham Forest Engagement Process.

 

22.

COMMITTEE ACTION TRACKER, ACTION UPDATE AND FORWARD PLAN pdf icon PDF 67 KB

Additional documents:

Minutes:

Daniela Cabral, Scrutiny Policy Assistant introduced her report.

 

The Committee noted that all actions had been responded to and asked for an update on the possibility of a joint meeting with Health Scrutiny Committee with Kings College presenting their findings on Air Quality.  Michele Moloney stated that they had written to Kings College to request that they attend and were awaiting a response.  She agreed to follow up on the request.

 

Decision

The Committee noted the report.

 

23.

ENJOY WALTHAM FOREST ENGAGEMENT PROCESS pdf icon PDF 112 KB

Minutes:

Cllr Loakes introduced the report of the Senior Engineer. The report gave an update on the engagement and consultation process on delivering Mini Holland, renamed Enjoy Waltham Forest, over the past five years. The Committee noted that the response rates have been around 15-25%, which is significantly higher than previous Highways, Traffic and Parking consultations, which have typically had response rates between 3-10%.  Cllr Loakes stated that the engagement had been extremely topical with huge social media responses not seen in other consultations.

In response to concerns raised during the public participation, Cllr Loakes advised that he had been involved in an email exchange with Mr Gearay. He stated that the resident had used a scraping technique to analyse the publicly available data, having also noted that it was a simplistic approach and added that the Council also had data that is not in the public domain and therefore can analyse the result of the consultation in a far more detailed and significant way than a member of the public. 

The Committee was advised that the Lea Bridge Road consultation had included regular roadshows that had taken place at the weekends to ensure accessibility to obtain responses from hard to reach groups. Engagement also took place with various groups at Ward Forums. Officers had also spoken to over 400 businesses on two separate occasions. The report summarises the consultation on Lea Bridge Road and a full report and details of results are available on the Enjoy Waltham Forest website. 

Mark Bland added that the first Enjoy Waltham Forest programme consultations were originally paper based and then changed to digital consultation to enable multiple and detailed questions to be asked within same consultation. Residents were still able to respond in paper form to ensure inclusivity.  Drop-in sessions and workshops were organised and response rates were significantly higher than would normally be expected.  The Committee noted that the methodology had been recognised and had won awards confirming that consultations were taken in the best way. 

Michele Moloney added that a lot of effort had been made to consult and engage with residents and that even people who had opposed the scheme would say the engagement was positive. Lots of issues had been taken on board and schemes had changed as a result of the consultation. 

Cllr Moss asked about the Lea Bridge consultation as it seemed to have a low response rate and asked for further details around total of number of households in the area that responded and response figures. Mark Bland was unable to give a breakdown at the meeting and offered to send further details to the Committee. 

Cllr Moss stated that there did not seem to be confidence in the community regarding the way consultations are carried out and asked that more detailed responses results be made available.

Cllr Douglas asked if there was a way of ensuring that a response is only recorded once from the same person and whether there was a way people could respond  ...  view the full minutes text for item 23.

24.

BUILDING RESILIENCE IN THE COUNCIL'S EMERGENCY RESPONSE pdf icon PDF 129 KB

Minutes:

Consideration was given to a report from the Director of Neighbourhoods,

Jarlath Griffin, who introduced the report, having been supported by Michele Moloney, Strategic Director Neighbourhoods and Commercial Services.

 

The report detailed how the Council focussed on internal resilience arrangements and voluntary sector involvement in building a strong response to emergencies.

 

Mr Griffin highlighted the existing resilience building initiatives and gave information to the Committee on the Rest Centre Capability; Training; and Response Staff as detailed in the report. He concluded that the local stakeholders need to fully appreciate their potential response contribution and relationships needed to be further developed, strengthened and maintained.

 

Cllr Moss asked about the sleeping system at the rest centres and was told that there is access to 200 sleeping systems. Cllr Moss also asked about the locations of the rest centre sites and the Committee were shown a map of the sites which are spread across the borough.

 

Cllr Douglas asked if there was a back-up site and was told that equipment for incidents was held at Low Hall depot.  Following a question from Cllr Douglas regarding voluntary sector groups, Mr Griffin explained that the Council had hired The Red Cross to engage with the voluntary sector and contact lists are reviewed three or four times a year to ensure they are up-to-date. 

 

The Chair asked how the vulnerable and the elderly are managed in an emergency and was advised that there is a registration process at the rest centre sites so that they can understand the needs of the resident and call upon social services, if needed.

 

Cllr Loakes added that a lot of lessons had been learnt from Grenfell and that the Council had changed its processes accordingly.  He also stated that residents prefer to stay with friends and family but that there is a need to ensure that people are looked after.

 

The Chair asked how the Council deals with incorrect information posted on social media and was advised that there is a communications officer on call and they would liaise with the Gold Commanders to understand the strategic response and would then communicate the information to social media and newspapers.

 

Decision

The Committee noted the report and thanked the officers for their presentation.

 

25.

EXCLUSION OF PRESS AND PUBLIC

The Committee may resolveexclude the press and public from the remainder of the meeting in accordance with Section 100(A) of the Local Government Act as amended on the grounds that consideration of the items would involve the disclosure of exempt information as defined in paragraph 3 of Schedule 12A to the Act.

 

Minutes:

The Committee resolved to exclude the press and public from consideration of the following item in accordance with Section 100(A) of the Local Government Act 1972 as amended, on the grounds that consideration of the items would involve the disclosure of exempt information as defined in Part 1, paragraph 3 of Schedule 12A to the Act.

26.

AWARD OF NEIGHBOURHOOD SERVICES CONTRACT COMPRISING OF WASTE COLLECTION, STREET CLEANSING, AND GROUNDS MAINTENANCE SERVICES pdf icon PDF 101 KB

Additional documents:

Minutes:

Consideration was given to a report from the Director of Neighbourhoods.

 

Cllr Clyde Loakes introduced the report and stated that following the procurement process, the Council had selected the contractor for the provision of Neighbourhood Services starting 3rd October 2019.

 

Councillor Loakes explained that it was important for the chosen contractor to provide both a competitive price and quality. He added that there will be a six month mobilisation period before the contractor commences the provision.  He is expecting challenges during that period but lessons had been learnt when the last contract was awarded and he was confident that services would be delivered.  The Deputy Leader offered to come back to a future meeting to update the Committee on the mobilisation period.

The Committee asked questions during the closed session of the meeting.  A summary of the responses is as follows:

 

·         The performance of the preferred contractor and its track record with other contracts would be sent to the Committee.

·         Cllr Loakes provided assurances that the current contract provider would continue to provide a high level of service until the contract ended.

·         The Committee noted plans for the new fleet and the move to single bodied vehicles rather than the current two smaller compartments.  This would enable easier and more cost efficient maintenance.

·         The circular economy would ensure items are re-used; the fleets would be used for the maximum amount of time and if a vehicle could not be repaired, all working components would be used. 

·         The Committee noted the Community Benefit Plan and the responsibilities of the engagement officer.  The contractor would employ a dedicated Engagement Officer with responsibilities around implementation of new initiatives to minimise waste, increase recycling, reduce contamination and ensure apprenticeships for Waltham Forest residents. Cllr Loakes agreed to bring the Plan to a future Neighbourhoods Scrutiny.

·         The Committee noted that there are 23 performance indicators and was given information on penalties and break clauses if targets were not met.

·         Same day residual collections would happen for dry recycling and organic waste collection service for street level properties.

·         It was recognised that the previous contract was an excellent deal and that there would be a cost increase in relation to the next contract selected.

 

Actions:

·         Officers to bring an update report to the Neighbourhoods Committee on the mobilisation of the contract in 2019/20;

·         Officers to provide information to the Committee on other contracts held by the preferred contractor in the UK and its general performance;

·         Committee to look at the implementation of the Community Benefit Plan in 2019/20 and hear evidence from contractor’s Community Engagement Officer;

·         That officers make the Community Benefit Plan and its outcome public.

 

Decision:

The Committee

(a)  noted the process followed in the procurement of the Waste collection, Street Cleansing and Grounds Maintenance contract; and

(b)  noted the recommendations contained within the cabinet report.