Agenda and minutes

Strategic Overview & Scrutiny Committee - Thursday 22nd November 2018 6.00 pm

Venue: Gipping Room, Grafton House

Contact: Trisha Sutton  01473 432512

No. Item


Apologies for Absence


Apologies for absence were received from Councillor J Parry.


Unconfirmed Minutes of the Meeting held on 25 October 2018 pdf icon PDF 114 KB


38.1    The Chief Executive confirmed that as requested at Minute No. 33 – OS/18/13 Task & Finish Group – Road Repairs, he had written to Suffolk County Council Highways Department to express the concerns of the Overview & Scrutiny Committee but had not yet received a reply.  




that the minutes of the meeting held on 25 October 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 8 – Work Programme 2018/19 at Item 7 on the agenda, otherwise the Order of Business be as printed on the Agenda.


OS/18/17 Annual Portfolio Holder Update - Development pdf icon PDF 50 KB


41.1    Councillor C Jones, the Portfolio Holder for Development and Museums presented an annual update and explained that the Joint Museums Service with Colchester Museum had been in place since 2007.  Mr James Steward was the Museums Manager in charge of the Arts School, Christchurch Mansion and Ipswich Museum and Mr Frank Hargreaves was the Exhibition Manager.


41.2    The ‘Kiss and Tell’ Rodin and Suffolk Sculptures exhibition opened at Christchurch Mansion on 24 November 2018 and Councillors were encouraged to view it.


41.3    Following a presentation to all Councillors, the Head of Culture and Environment had submitted a ‘Stage 1’ bid to the Heritage Lottery Fund for £4.8m, with a commitment of £3.3m from IBC and the outcome was anticipated to be soon.


41.4    A £203k grant had been received from the National Portfolio Organisation for staff, activities and to target groups for exhibitions.  £½m had been received as a National Lottery ‘Skills for the Future’ grant for 2 trainees to aid the management of collections, displays and exhibitions.


41.5    Visitor figures to the Ipswich Museum & Gallery (LI 238) were 14% above target and visitors to Christchurch Mansion (LI 239) were 13% above target and it was anticipated that these figures were sustainable.


41.6    In 2017/18 of the 51 schools in the IBC boundary, 35 had visited which was 69% of the total of 51 (LI 240 & LI 241).  75% of these visitors were from primary schools and it was acknowledged that at this point in the year, the totals would be below expectation due to the school holidays being part of the time under consideration.  Although the number of schools visiting had increased since 2010, it was acknowledged that the school curriculum affected school visits so a full review of what courses were being studied had been completed.  Staff were identifying curriculum linked sessions for development (especially KS2) which would attract more schools and in the past Area Committee funding had been allocated which enabled some schools to access transport to the Museum.   


41.7    Marketing was key and the centralised communications system and design of brochures had improved.  The ‘Rodin exhibition’ had been advertised at some train stations and British Museum visitors had also been signposted to the Museum.  Forty volunteers help at the Museum as guides or conservation helpers and an Ipswich Museums Committee has been formed.  A Group of local printers had exhibited work by local artists and the 100 years of the Women’s Vote had also been commemorated with a display of artworks.


41.8    In response to a question by Councillor Pope it was confirmed that LI 240 – Ipswich Museum & Gallery, the school visitor figures of 1,084 had been actual attendances.  Discussion took place about the apprenticeship levy contributing to skilled jobs and the Chief Executive confirmed that IBC focussed on ensuring that the apprentice levy was spent in the service areas with the greatest pressure.


41.9    The Planning Performance Data consisted of the three service areas, Building Control, Major Capital Schemes and  ...  view the full minutes text for item 41.


OS/18/18 Performance Data 2018/19 pdf icon PDF 112 KB

Additional documents:


42.1    The Chair presented this report which detailed the Quarter 2 Performance Data 2017/18 and Councillor Pope asked for further explanation (in the Finance Service area) of LI 266 ‘% of contracts on the corporate contract register that had exceeded their contract term’.  The Chief Executive explained that Councillor M Cook had agreed to attend the meeting to be held on 3 January 2019 to present the Portfolio Holder Update for Finance and he would be available to answer this question then.


42.2    Councillor Leeder asked that previous information for the past 3 years be included within the Performance Indicators which were showing as ‘red’ to allow for trends of either one-off or recurrent issues which might require further investigation.  The Chief Executive agreed that this information could be available as each Portfolio Holder attended to give their update.    


OS/18/19 Work Programme 2018/19 - no proposal forms received pdf icon PDF 55 KB

Additional documents:


43.1    The Chair reported that the Task & Finish Group for GP Hubs, in respect of Proposal Form Ref No: 27 would be held on 6 December 2018 and a verbal update would be given at the 3 January 2019 meeting.  It was then envisaged that a debate on GP Hubs would be held at the meeting on 31 January 2019 when representatives of the Health Service would be invited to attend. 


43.2    It was confirmed that Highways England would be invited to attend the meeting on the 3 January 2019.




that the Overview & Scrutiny Committee Work Programme, attached at Appendix 1 to report Ref No OS/18/19, be agreed.


The meeting was adjourned at 6.50pm to allow representatives from First Eastern Buses Ltd to attend.  The meeting re-commenced at 7.00pm. 


Ipswich Park & Ride Update


44.1    Paul Martin, Commercial Director and David Jordan, Marketing Manager for First Eastern Buses gave an update on the Ipswich Park and Ride Service.  Aidan Dunn, Interim Corporate Director for Growth Highways and Infrastructure and Councillor Paul West, Cabinet Member for Ipswich of Suffolk County Council were both in attendance.  Councillor P Smart, Portfolio Holder for Environment & Transport and Michael Newsham, Integrated Transport Officer at IBC were also both in attendance.    


44.2    Mr Martin said that following First Eastern’s previous attendance at the Overview & Scrutiny Committee they were now in a position to compare the passenger figures which showed an increase although traffic congestion continued to be the main impact on services.  First Eastern Ltd were keen to work with IBC and Suffolk County Council to promote the use of the Park & Ride Service as often the journey from the London Road site to the town centre could be as little as 10 minutes, while this time could quite easily be the time spent queuing to get into a town centre car park. 


44.3    Mr Jordan said that local businesses had been approached who could offer up to a 75% discount for staff using the Park & Ride Service.  A successful bid had been submitted to Highways England to improve the infrastructure on parts of the Park & Ride network including the signs on the arterial roads advertising the sites.


44.4    Councillor Holmes asked whether statistics for individual shoppers or commuters were recorded or just cars entering the Park & Ride sites?  Mr Martin said that the sites were traditionally used for shoppers but there was capacity for student use and also employee use for a working day and dialogue with a range of different companies was taking place.   


44.5    Councillor Harsant asked whether commuters to London used the Park & Ride service and Mr Martin said that the first bus of the day was at 7.00am but analysis had shown that few passengers alighted the bus at Ipswich Railway Station and by the evening, the service had reduced in frequency so commuters were not considered to be a target market.


44.6    Councillor Leeder requested that IBC were notified when a timetable change was made in line with the Suffolk County Council 70 day’s requirement notice?  Suffolk County Councillor said that this seemed reasonable and could be considered.


44.7    Mr Dunn said that Suffolk County Council (SCC) were pleased with the Park & Ride Service and that the resource incurred no subsidy from the taxpayer. SCC staff were encouraged to use it when the SCC car park was full and the service was being promoted to other major employers in the town.  Councillor West said that work continued with First Eastern to assist and improve the service further.


44.8    Councillor P Smart said that Mid Suffolk and Babergh District Councils were also encouraged to use the service since their employees had moved to Endeavour House and this would benefit the passenger figures.  In relation to commuters, even if the Park & Ride started earlier they could  ...  view the full minutes text for item 44.