Agenda and draft minutes

There were none.

To approve the record of the meeting held on 21 August 2024.

The record of the meeting held on 21 August 2024 was agreed and signed by the Chairperson as correct.

The Chairperson will announce any late items which do not appear on the main agenda but which he has agreed should be considered by reason of special circumstances to be specified in the report.

There were none.

Members are invited to disclose any Disclosable Pecuniary Interests or Other Significant Interests in accordance with the Member Code of Conduct. Guidance on this is set out in agenda item 4.

Disclosable pecuniary interests (DPI)

There were none.

Other significant Interests (OSI)

Councillors Browne, Bowen Brake, Clarke, Cook Jones, Hackwell, Kemp and Pearce declared an other significant interest in the Member’s item relating to the winter fuel payment (Agenda item 7), they relied upon a dispensation from the Monitoring Officer to speak and vote in the agenda item.

Other Interests

There were none.

This report presents a review of action taken by the Council in response to a petition in relation to parking in Baron Close, Gillingham, received by the Council in March 2023.

Discussion:

The Democratic Services Officer explained to the Committee that the lead petitioner was unable to attend the meeting but had provided a written statement which was read out to the Committee.

The following issues were discussed:

The Chief Housing Officer reported that a feasibility study had been undertaken which included engagement with residents and the Council had offered a number of solutions to residents. Unfortunately, there was no provision in the Council budget to undertake the changes to the garages which had been requested, this option had been considered in the feasibility study and was not a viable option.

Parking spaces – a Member commented that many residents in Medway also had difficulty in the availability of adequate on street parking. The residents of Baron Close had other options for parking not open to all residents such as overnight parking in the nearby Strand Car Park for less than £1 a week. In his view the Council had responded positively in the offer to develop a local lettings plan for the garages which prioritised local residents.

Double yellow lines - it was commented that it appeared the double yellow lines in the Baron Close were a recent addition. It was proposed that the implementation of the double yellow lines be reviewed to provide additional space for parking.

Decision:

a)     The Committee noted the report.

b)     The Committee requested officers review the implementation of double yellow lines in Baron Close.

This annual report provides an account of the role of the Portfolio Holder for Community Safety, Highways and Enforcement. It details their ambitions for their areas of responsibility, how they have and will undertake political challenge and leadership and what their priorities and ambitions are for the year ahead.

Discussion:

The Portfolio Holder for Community Safety, Highways and Enforcement introduced his report and highlighted the increased pace of activity in relation to Medway 2.0. The first redesign of processes had been completed and was in use through a soft launch. The next processes to be redesigned were scheduled to be completed in December. The Portfolio Holder added that he was pleased to have built on the work of his predecessor and the support of officers.

The following issues were discussed:

Nuisance Vehicles – Members welcomed the redesigned process for reporting nuisance vehicles which was much improved, it was asked what savings would be attributed to the Council’s budget following this change. The Portfolio Holder explained there had been a soft launch of the process, users would have found no change in using the system, but there were significant improvements in functionality for officers. It would be difficult to ascribe a monetary value to savings, however, the team were pleased with the results and associated time savings which made for a more efficient service for residents.

The Chief Information Officer added that the processes developed for the new reporting system would be repeated for other areas, thus reducing software and licensing costs for the Council.

It was asked whether the nuisance vehicle processes could include signposting to other relevant services for vehicles being driven which were causing nuisance. The Portfolio Holder agreed to review how this might be implemented through Medway 2.0 with partner organisations.

Fly tipping – Members commented that fly tipping remained an issue in the area and the process to report this was cumbersome. The Portfolio Holder agreed and said it was an area the Council were reviewing. In response to a question when the redesign for fly tipping would be completed, the Portfolio Holder stated that seven further processes were scheduled to be completed in December. He added that once a suite of processes had been completed a ‘report it’ section of the website would be created incorporating those new processes.

Staff engagement – in response to a question about staff and union engagement in the development process, the Portfolio Holder confirmed staff and unions had been involved in the redesign, their experience was helpful, particularly where there were known blockages in current processes.

It was asked what the impact on staff would be of Medway 2.0. The Portfolio Holder stated that he wanted staff to be engaged in the transformation and the opportunities in new processes to provide an improved service.

Accessibility – in response to a question about whether the Council had considered different language requirements and speech to text options, the Portfolio Holder stated that the google translation service had meant translation largely automated into the user’s preferred language. In relation to speech to text software some consideration would need to be given on integrating Microsoft into the system to enable that.

Member User Group – a Member commented that he had used the new nuisance vehicle reporting system and found some areas  ...  view the full minutes text for item 390.

This report sets out a response to a Member’s item raised by Councillor Anang, in relation to national changes to the Winter Fuel Payment.

Discussion:

Councillor Anang was invited to introduce the Member’s item. He stated that under government plans a significant number of pensioners were due to lose the winter fuel payment whilst the price cap for energy prices was scheduled to rise in October by 10%. Consequently, pensioners were losing support at a time when process were rising. That would have a significant negative impact on many pensioners in Medway and he asked the Council to outline what action it intended to take to ameliorate this.

The following issues were discussed:

The Head of Benefits and Financial Welfare provided information on the work the Council had undertaken to support pensioners. The Council had identified 440 pensioners affected by the change through the low-income family tracker. Those pensioners had been contacted to invite them to Council events to ensure they had claimed their entitlements.

The Council held a number of events at libraries or elderly persons lunch clubs to offer advice to those who may be affected, including a recent event at the Pentagon Centre where 130 people were assisted. These events were also attended by partner organisations such as foodbanks and Public Health to provide further advice and support. The aim was to ensure that those in need claimed all the support they were entitled to.

The Head of Benefits and Financial Welfare added that the Household Support Fund remained in place until the end of the financial year and was available for those struggling with energy bills. Council staff were able to refer service users to the fund.

Twydall event – a Member welcomed the events as a positive example of proactive work by the Council and informed the Committee an event was scheduled to take place at Twydall Hub on 6 November 2024.

Hard to reach groups -  Members welcomed the positive working with partners to ensure that people in need claimed their full entitlements and provided details of groups who may be able to assist. The Head of Benefits and Financial Welfare undertook to contact groups provided by Members.

The Head of Benefits and Financial Welfare added that the Council were not only working on direct financial support, it aimed to ensure that those in need received all the benefits they were entitled to such as attendance allowance and blue badges.

The Chief Operating Officer stated that there was a proposal in the draft budget for a modest provision in relation to the Housing Support Fund, however it would be dependent upon decisions made by central government in the national budget.

Decision:

The Committee noted the comments from the Chief Operating Officer in response to the Member’s item.

This report provides Members with an update on the roll out of Universal Credit and other work streams associated with welfare reform.

Discussion:

The Head of Benefits and Financial Welfare introduced the report. She highlighted the work of the services which included the continued administration of the Household Support Fund and the development of welfare functions within the Council.

The following issues were discussed:

Performance – Members welcomed the news that 25% of all compliments received by the Council had been in relation to the work of the Benefits and Financial Welfare Service, and this reflected positively on the enhanced service the Council had developed over the last year.

Free School Meals – in response to a Member question whether free school meals could be extended to those children that were home schooled, the Head of Benefits and Financial Welfare stated that the legislation had previously not allowed Councils to do this, however, there had been some recent changes in guidance and she would review the issue with colleagues and respond to the Committee following the meeting.

Food and Hygiene Banks - in response to a question whether food and hygiene banks had also been introduced to the satellite hubs, the Head of Benefits and Financial Welfare stated that the Council had becomes partners with the food and Hygiene banks and had completed deliveries to residents in need. She also undertook to consider providing packs directly to the contact centres.

Department for Work and Pension (DWP) – a Member expressed disappointment that a representative from the DWP wasn’t available to attend the meeting tonight. It was agreed their attendance would be beneficial to the Committee and that the Chairperson would contact the DWP to request this for future reports.

Decision:

a)     The Committee noted the work referenced in this report.

b)     The Committee requested the Chairperson, Vice Chairperson and relevant officers seek a meeting with the DWP to promote attendance at future Committee meetings.

c)     Officers to review whether free school meals could be extended to children who are home schooled and are in need.

The report presents the findings of the 2024 Employee Engagement Survey.

Discussion:

The Head of Council Planning and Programmes introduced the report. The Employee Survey had been the first under a new administration and new Chief Executive. It was held during a period where part of the Council’s headquarters Gun Wharf was closed for safety reasons due to the discovery of RAAC in the building.

58% of staff had completed the survey. The Regeneration Culture and Environment Department had the lowest response rate and work was underway to consider the reasons for this and ways to promote more responses in the future.

A number of staff briefings had taken place to explain the survey results and the Medway Makers employee group was scheduled to consider the survey and provide feedback to management. The Corporate Management Team (CMT) had reviewed the survey, and a proposed action plan was outlined in the report.

The following issues were discussed:

Members welcomed the improved timeliness of receiving the report.

Trade Union engagement – in response to a question regarding the extent of trade union involvement in the survey, the Head of Council Planning and Programmes stated the unions had been engaged in reviewing survey results, however, she was not aware of the extent of union involvement in the design and promotion of the survey itself and undertook to provide more detail following the meeting. Members commented that consideration should be given to union involvement in future staff surveys.

Partial closure of Gun Wharf – a Member commented that the partial closure of Gun Wharf had a significant impact on ways of working for staff. It was asked whether the effects of this change in ways of working had been included as part of the survey. The Head of Council Planning and Programmes stated that the survey had highlighted the issues related to the partial closure of Gun Wharf such as loneliness and staff ways of working was under review as part of the Gun Wharf project.

The Chief Operating Officer added that the Council wanted to keep the survey consistent so it would provide comparable data year on year and another survey had taken place specifically on the subject of the partial closure of Gun Wharf.

Members commented that the covid pandemic and partial closure of Gun Wharf had significantly changed how staff work and further consideration of how staff had coped working at home would be helpful. The Chief Operating Officer agreed to consider how this might be achieved.

Bullying and harassment – a Member commented that the survey identified concerns regarding bullying and harassment, however no instances had been investigated in the last year under the Speak Up Policy. It was asked whether the survey could be used to raise awareness of the Speak Up Policy. The Head of Council Planning and Programmes stated that the sexual harassment policy would be updated next year following changes to national legislation and this would be one way awareness of these issues could be raised.

In response to a question regarding what action the Council was  ...  view the full minutes text for item 393.

This item advises Members of the current work programme and allows the Committee to adjust it in the light of latest priorities, issues and circumstances. It gives Members the opportunity to shape and direct the Committee’s activities over the year.

Discussion:

The Democratic Services Officer introduced the report and noted there were no changes to the Work Programme.

Decision:

a)     The Committee agreed the provisional work programme at Appendix 1 to the report.

b)     The Committee noted the work programmes of the other Overview and Scrutiny Committees at Appendix 2 to the report.