To consider the findings of the scrutiny task and finish group and to recommend the report to the Executive for consideration.

The Chairman introduced the report of the Task and Finish Group: Balfour Beatty Living Places - Public Realm Services for consideration by the committee prior to its submission to the Executive.  The Chairman said that a thorough review had been undertaken and he thanked the contributors, members and officers involved, particularly the Head of Commercial Services and the Interim Procurement Manager.

The Head of Commercial Services reported that the group had held discussions with a number of stakeholders, including Balfour Beatty Living Places (BBLP), and he considered that the report recommendations supported the approach that had been taken by the authority.  He added that the recommendations were already being considered, with the intention of providing committee members with the Executive response prior to the pre-election period.

A committee member noted that the group had explored issues in relation to the handover from Amey to BBLP and commented on the need to ensure that the learning points were not lost.  The committee member commented on the potential for locality stewards to become overworked and overburdened, particularly with statutory inspections, and recommended the following additional wording to recommendation 8 “That the work of the locality stewards should be monitored closely for signs of slippage in programmes and, if this occurs, that BBLP and Herefordshire Council should discuss a way of reducing the pressure on locality stewards to enable programmes to proceed”.

A number of members commended individual locality stewards on their personal and technical abilities.

In response to a question from a committee member, the Chairman suggested that a briefing note be provided to the committee on the uptake of the lengthsman scheme by town and parish councils.  A committee member suggested that councils that had implemented the scheme could share positive experiences with others.

Referring to recommendation 9 about members’ requests, a committee member noted that the locality stewards did not have the ability to authorise works, with decisions made by other BBLP teams, and he considered it essential that a transparent appeal process was introduced.  He also commented that the relevant cabinet member should maintain an overview of significant dispute issues.

The Cabinet Member Transport and Roads noted the continuing need for robust contract management and for issues to be addressed as they arose.

A committee member suggested that there was a need to understand why some parish councils did not wish to take up the lengthsman scheme and to address any concerns that they might have. 

Another committee member commented that:

i.           parish councils should not be put at a disadvantage should they choose not to engage in the scheme and alternative arrangements should be accommodated;

ii.          it was disappointing that the enhanced lengthsman scheme had not been in sync with the budgeting timetable for many parish councils, as this might have increased uptake; and

iii.         referring to recommendation 7, in relation to insurance claims, it was considered that assurance was needed that inspections were being undertaken and defects were being rectified within appropriate timescales.  In response, the Head of Commercial Services said that the purpose of the recommendation was to ensure that responses to claims were supported by appropriate levels of detail.

The Cabinet Member Transport and Roads advised that: 91 town and parish councils had joined the lengthsman scheme to date; there was only a single lengthsman scheme, with all local councils encouraged to move towards enhanced features; and lengthsmen were being offered appropriate training and support to enable them to take on more responsibilities over time.

A committee member suggested that it would be helpful if the various roles and responsibilities of different parties were defined within a single document, particularly to inform members at the beginning of the next council term.

Further to point ii. above, a committee member suggested that better coordination of projects and the budgeting process would enhance local councils’ confidence in the authority.

In response to points made by a committee member about recommendation 3, in relation to any decommissioning / commissioning process, it was reported that: the recording and management of asset information was a dynamic situation and consideration was being given to updated software; there was a comprehensive system and capability to manage asset information; the locality stewards had tablets to record inspections; in securing monies from the National Pothole Fund, the government office had recognised the council’s professional approach to asset management; and BBLP had internal arrangements for the supervision of sub-contractors.

A committee member noted that the scoping statement for the task and finish group included “To consider the approach taken to grass cutting and grounds maintenance during the first year and make recommendations for the future” but no reference was made to this in the report.  The Chairman considered that the issues had been sufficiently discussed and were understood, nevertheless an additional recommendation could be added to capture learning within a formal report to the committee during the next administration.

The Cabinet Member Transport and Roads commented on the potential benefits of community ownership and responsibility for local assets.

The committee considered whether an additional recommendation should be included to require an annual report to be submitted to the committee on BBLP performance.  On balance, it was considered that recommendation 5, “That the council and BBLP continues to work together to host a ‘members’ seminar / member briefing’ every six months…”, should be sufficient.

The Cabinet Member Transport and Roads welcomed the group’s report and considered that it endorsed BBLP for a job well done so far.  He added that there were good indications that a positive relationship could be maintained between BBLP and the council going forward.

The Chairman said that the committee would appreciate the Executive response at the earliest opportunity.

RESOLVED:  That

(a)       The report of the Task and Finish Group: Balfour Beatty Living Places - Public Realm Services be approved for submission to the Executive, subject to the additions:

i.          The following wording be included within recommendation 8, “That the work of the locality stewards should be monitored closely for signs of slippage in programmes and, if this occurs, that BBLP and Herefordshire Council should discuss a way of reducing the pressure on locality stewards to enable programmes to proceed”; and

ii.         That an additional recommendation be included as recommendation 13, “That a formal report be made to the committee during the next administration to capture learning from recent experiences in relation to grass cutting and grounds maintenance”.

(b)       The Executive’s response to the review be reported to committee members at the earliest opportunity after the Executive has approved its response.