Agenda and minutes

Strategic Overview & Scrutiny Committee - Thursday 30th August 2018 6.00 pm

Venue: Gipping Room - Grafton House. View directions

Contact: Trisha Sutton  01473 432512

No. Item


Apologies for Absence


Apologies for absence were received from Councillors Allen, Chisholm and C Smart.


Minutes of the Meeting held on 5 July 2018 pdf icon PDF 71 KB




that the minutes of the meeting held on 5 July 2018, be signed as a true record.


Declarations of Interest


There were no declarations of interest.


To Confirm or Vary the Order of Business




to vary the Order of Business.  To receive Item 6 - OS/18/06 Task & Finish Group Update – Great East Run at Item 7 on the agenda, otherwise the Order of Business be as printed on the Agenda.


Annual Report on the Health Scrutiny Committee


16.1    Suffolk County Councillor Jessica Fleming, in her capacity as the Chair of the Health Scrutiny Committee presented the annual report and reported that she was also the Chair of the Essex & Suffolk Joint Health Scrutiny Committee and a member on the Great Yarmouth & Waveney Joint Health Scrutiny Committee.   


16.2    Since being selected as Chair of the Health Scrutiny Committee, Cllr Fleming had chaired one meeting on 18 July 2018, however, she was able to update on the meetings held during the previous municipal year which had been on 12 July 2017, 17 October 2017, 24 January 2018 and 18 April 2018.


16.3    On 17 October 2017 the Health Scrutiny Committee had considered the items; Homecare arrangements in Suffolk, heard an update on the NHS Sustainability & Transformation Partnership Plans (STP’s) and the implications of General Data Protection Regulations (GDPR) on the sharing of records.


16.4    At the 24 January 2018 Health Scrutiny Committee meeting the Emotional Wellbeing of Children and Young People had been considered and a briefing on the merger of the Colchester and Ipswich hospitals.  Also considered were the implications of the Care Quality Commission (CQC) inspection of the Norfolk & Suffolk Mental Health Trust.  The next CQC inspection was due to take place on 3 September 2018 and a report on the inspection would be discussed by the next Health Scrutiny Committee to be held on 10 October 2018.     


16.5    At the 18 April 2018 Health Scrutiny Committee meeting the effective discharge of patients from hospital had been considered, looking at how patients could benefit from domiciliary care by the voluntary sector.  A test and learn pilot (Buurtzorg Pilot) was currently being undertaken which offered community nursing care focussed on local voluntary services to integrate both health and social care, the outcomes of which were proving to be positive.  Also non-emergency patient transport services had been considered.


16.6    At the most recent Health Scrutiny Committee which had been held on 18 April 2018, the recommissioning of Home Care and Support in Suffolk had been discussed as a new approach to procurement was underway for the new contract for the next year.  The Health Scrutiny Committee received an update on the GP surgery closure at Landseer Road and on Norfolk and Suffolk Foundation Trust Bed Closure matters and an update on bed availability had been requested by the Health Scrutiny Committee on 10 October 2018.


16.7    Councillor Pope said that as a ward Councillor for Bixley, he was interested in the early implications on whether the merger of Colchester and Ipswich hospitals had been positive or negative.  Councillor Fleming said that as the merger had just happened it was too early to say but this would be reported to the Essex & Suffolk Joint Health Scrutiny Committee, with the next meeting being on the 6 September 2018.  Councillor Pope also asked whether the Emotional Wellbeing Hub at Landmark House was successful and Councillor Fleming reported that the ‘Hub’ had only gone live in July 2018 and was a website which  ...  view the full minutes text for item 16.


OS/18/07 Annual Portfolio Holder Update - Communities pdf icon PDF 49 KB

Additional documents:


17.1    Councillor Meudec attended to present the Performance Dashboard 2018/19 in her capacity as Portfolio Holder for Communities.  Deborah Carr, Operations Manager Corporate Support and Julian Smith, Corporate Health and Safety Officer also attended.


17.2    In respect of the concerns about the Health & Safety Performance Indicators LI 168 and LI 221 (RIDDOR reportable accidents and Non RIDDOR accidents/incidents respectively) the statistics were reported quarterly for discussion to the Health & Safety Committee with the current Chair being Councillor Meudec.  The Health & Safety Committee membership included a member from each political party, senior IBC Officers and Trade Union representatives.  Health & Safety remained a priority and work continued with all service areas to improve the reporting of incidents from verbal abuse, slips, trips and falls or accidents in sports facilities run by IBC. 


17.3    Councillor Pope expressed concern that the actual incidents reported were well above the target figures and asked what steps were being taken to bring them down especially the 5 RIDDOR reportable incidents for Waste and Fleet employees which amounted to 5 in total.  The Corporate Health & Safety Officer said that an employee was noted as a RIDDOR figure should they be off work for more than 5 days and within the Waste & Fleet Services, the nature of the work was very physical.  Employees in the service had all undertaken specialist training refresher courses and bespoke manual handling courses were updated on a rolling programme.  It was expected that the figures would reduce during the next year. 


17.4    Councillor Gardiner asked whether the RIDDOR targets should be reviewed and Councillor Leeder said that trend reporting was useful to identify where a spike had occurred.


17.5    Discussion took place about the preparation undertaken prior to the transition to Universal Credit which had been implemented in May 2018.  The Operations Manager, Corporate Support reported that as of 5 August 2018 there had been 365 applications for Universal Credit of which 279 had been in arrears with the total debt of £130k.  The average debt incurred was £468.60 and alternative payment had been arranged for 58.  87 cases owed no money or were in credit with their rent. 


17.6    In terms of personal budgeting support (which had been offered by I-HAG), the uptake had not been quite as high as had been expected.  79 referrals had been made in the 1st quarter but in reality only half had taken up the offer.  Information posters and leaflets were available in libraries and supermarkets and signposting to I-HAG had been extended so that any service e.g. Customer Service Team, Citizens Advice Bureau or individual could refer a client.  There had also been a steady increase in website usage and the Corporate Management Team were informed of the figures on a regular basis.


17.7    Councillor Gage commended the work of the Community Engagement Officers and support staff for the range of diverse projects supported by the Area Committees and drew particular attention that for every £1 allocated by the Committees, £5 was secured by match  ...  view the full minutes text for item 17.


OS/18/06 Task & Finish Group Update - Great East Run pdf icon PDF 59 KB

Additional documents:


18.1    The Operations Manager, Commercial Development presented the update on the Great East Run information, attached at the Appendices to report Ref No: OS/18/06.  The final review had confirmed the route, the road closure and opening closure timing, ensured bus service integration would take place and specific information on the litter and waste management plan.


18.2    Copies of a letter sent to residents and businesses in the area affected by the road closures was detailed and contact had taken place with residents associations in the area.


18.3    The Task & Finish Group had discussed every element of the issues which had affected last year’s race and had led to improved communication between those involved with many of the processes being changed completely.  Better communication with the Bus Companies had ensured that although Sunday services would be affected, better signage would help residents know when services would recommence.


18.4    Councillor Pope acknowledged that communications for this year’s race would be improved and thanked the Officer for his report to the Area Committees when information on the route and road closures had been reported.  He understood that although IBC were not directly involved with the organisation of the event the Task & Finish Group had been effective as both the Great East Run organisers (Simplyhealth) and Suffolk County Council had taken the Overview & Scrutiny Committee’s concerns on board and responded to them.


18.5    The Chair thanked the Officer for the work undertaken with the Task & Finish Group and for his attendance.




            that the information about the changes to the bus routes on the day of the Great East Run (16 September 2018) attached at Appendices 1 & 2 to report Ref No: OS/18/06, be noted.


OS/18/08 Work Programme 2018/19 - No Proposal Forms Received pdf icon PDF 56 KB

Additional documents:


19.1    Proposal form No: 26 was tabled at the meeting by Councillor Pope titled ‘What was being done by Ipswich Borough Council to increase trees and native hedgerows within the Borough and how were trees protected and encouraged to flourish’?


19.2    The proposal form suggested that a presentation from the Woodland Trust be given to Councillors and Suffolk County Council and Ipswich Central be invited to attend a Task & Finish Group.  It acknowledged that some Councils were planning to double the amount of trees planted within their boundaries within 5 years, the positive impact of wellbeing on residents, the struggle to keep trees maintained and the reduction in crime when trees were planted in neighbourhoods.


19.3    Councillor Gage said that while trees were a good subject to discuss as everyone wanted to see more trees, Suffolk County Council had no funding.  She suggested that the Portfolio Holder for Development be invited to update on this matter at a later meeting.  The Woodland Trust could be asked to give a presentation to Councillors prior to a Council meeting.


19.4    Councillor Gardiner in his capacity as the Chair of the Planning & Development Committee assured the Committee that, where possible, trees were replaced on a 2 for 1 process.  Ongoing maintenance and enforcement had to be a consideration and this presented difficulties within the planning process.


19.5    The Chief Executive suggested that he take part in a scoping chat about the proposal form to increase trees and hedgerows, with tree Officers and Councillors R Pope and C Jones.         




that the Overview & Scrutiny Committee Work Programme, attached at Appendix 1 to report Ref No: OS/18/08, be agreed.