Agenda and minutes

To issue a welcome to those present, and to confirm if there are any apologies for absence.

The Chair welcomed those present.

Apologies were received form Councillor Pickering.  She would join online.

Members are asked to declare any interests they may have in the business to be discussed.

Members were asked to declare any interests they may have had in the business to be discussed.

Councillor March declared a tangential interest with regard to Council Tax.

The minutes of the meeting of the Overview Select Committee held on  9^th July 2025 have been circulated, and Members will be asked to confirm them as a correct record.

AGREED:

That the minutes of the meeting of the Overview Select Committee held on 9^th July 2025 be confirmed as a correct record.

The Chair is invited to make any announcements as they see fit. 

The Chair noted that the Committee was tasked with challenging officers and Councillors, and asked that they do so with respect.

The Chair noted that papers could be taken as read, and as such officers did not need to go through reports page-by-page.

To note progress on actions agreed at the previous meeting and not reported elsewhere on the agenda (if any).

It was noted that members had been updated via email.

It was noted that issues on transport affordability had not yet been taken to Economic Development, Transport and Climate Emergency scrutiny.

The Monitoring Officer to report on the receipt of any questions, representations and statements of case submitted in accordance with the Council’s procedures.

The Monitoring Officer reported that no questions, representations and statements of case had been submitted in accordance with the Council’s procedures.

The Monitoring Officer to report on any petitions received.

The Monitoring Officer reported that no petitions had been received.

The Monitoring Officer submits a report that updates Members on the monitoring of outstanding petitions. The Committee is asked to note the current outstanding petitions and agree to remove those petitions marked ‘Petitions Process Complete’ from the report.

The Monitoring Officer submitted a report which provided an update on the status of outstanding petitions against the Council’s target of providing a formal response within three months of being referred to the Divisional Director.

With regard to the Oakland Avenue petition, it was noted that a meeting had been held with the City Transport Director and was almost resolved. The status of this petition could be changed to amber.

With regard to the Peebles Way petition, this was still pending, however, the Assistant City Mayor for Environment and Transport had been briefed and a pro forma was imminent.

AGREED:

That the status of the outstanding petitions be noted.

The City Mayor will answer questions raised by members of the Overview Select Committee on issues not covered elsewhere on the agenda.

The Chair accepted the following questions to be asked to the City Mayor:

The Chair invited members to raise questions for The City Mayor.

• The attending Young People’s Council Representative asked for an update on the market-place. The City Mayor responded that there were ongoing archaeological finds at the site, and works should continue, for completion the following year.
• In response to a question form the Young People’s Council Representative on opportunities for young people to trade, the City Mayor indicated that this could be possible with flexible pop-up stall options.
• In response to member questions regarding the X Ltd mitigation case, the City Mayor advised:

AGREED

1)    That the City Mayor would discuss with the City Barrister the possibility of expediting the sharing of details regarding the X Ltd mitigation case.

2)    That the responses to the questions raised be noted

The Chair submits a report examining changes to the Council Tax Support Scheme.  The Committee will be asked to note the report and support the recommendations set out in paragraph 1.2.

The Chair submitted a report, which was taken as read, examining changes to the Council Tax Support Scheme. Members were invited to comment on the recommendations put forward in the report. In response the following was noted:

·       The Equality Impact Assessment was considered as part of the original decision.

·       Communications encouraged those requiring support to make early contact.

·       The website was adaptable to different languages.

·       Support applications could be accepted through councillors, and more information on support mechanisms could be presented to the commission.

·       Forecasting for the year indicated a reduction in savings.

·       Households where couples both receive Personal Independence Payment (PIP) are automatically awarded this through the discretionary scheme.

·       Consultations on policy changes were conducted based on the extent and significance of the amendments, in line with guidance from the City Barrister.

·       A full year of data would allow analysis of debt accumulation.

AGREED

1)    That the report and comments be noted.

2)    That comments made by members of this commission be taken into account by the lead officers.

3)    That the commission accept the report recommendations.

4)    That the report be presented to the Executive and the response from the Executive be brought back to the Commission

Cllr Porter left during the consideration of this item.

The Chair submits a report examining support for Adventure Playgrounds.  The Committee will be asked to note the report and support the recommendations set out in paragraph 1.2.

The Chair submitted a report, which was taken as read, examining support for Adventure Playgrounds.  Members were invited to comment on the recommendations put forward in the report. In response the following was noted:

• The report would be presented to the executive, and the response would be communicated to the commission.
• Members requested that outcomes were expedited for prompt support to the playgrounds.
• Benchmarking information, particularly relating to Manchester, indicated the potential for positive outcomes.
• Members requested more information on the equality impact assessment.
• The underspend reflected initial steps toward addressing the financial deficit, but did not represent available surplus funds.
• Members drew attention to the recommendation that the Council provide longer leases, to help play associations be eligible for certain types of funding. It was noted that the property team were investigating possibilities.
• Members requested that an equality impact assessment on the eventuality of the closure of Adventure Playgrounds be produced by the year end.

AGREED:

1)    That the report be noted.

2)    That comments made by members of this commission be taken into account by the lead officers.

3)    That the commission accept the report recommendations.

4)    That the report be presented to the Executive and the response from

the Executive be brought back to the Commission.

The Strategic Director City Development & Neighbourhood Services will give a presentation updating the Committee on asset sales.

The Strategic Director of City Development and Neighbourhood Services gave a slide presentation, as attached with the agenda, updating the Committee on asset sales.

In repose to member questions and comments, it was noted that:

·       Public interest was measured through interactions with the building asset and likely impact to services being delivered from these sites.

·       Corporate assets providing a return below a 4% yield could be considered for sale as borrowing costs are higher.

·       Sustained growth and future prosperity were central to deliberations.

·       A range of companies were engaged for evaluations together with in house experts.

·       Disposal figures would be circulated to members.

·       Special purchases were exclusive transactions, where they were the only person able, for example if selling a freehold to the current lessor.

·       The Council would consider selling if the value was agreed commercially.

·       The board would give consideration on potential for community interest, prior to disposal.

·       Before a decision rigorous assessment of the asset was completed in terms of value, public interest, community and strategic development value,

·       Capitalisation had not been required due to a positive financial performance. A budget gap remained, and asset sales may still be necessary.

·       Targets included mixed criteria.

AGREED

1)    That the report be noted.

2)    That comments made by members of this commission be taken into account by the lead officers.

3)    To circulate the percentage of total assets that could be disposed of.

Councillor Osman left as the item concluded.

The Director of Estates and Building Services will give a presentation outlining the environmental impacts of construction projects and the standards achieved by recent council projects.

The Director of Estates and Building Services gave a presentation outlining

the environmental impacts of construction projects and the standards achieved

by recent council projects.

In addition to the information on the slides as attached with the agenda, other key points to note were as follows:

·       The solar panels at St Margaet’s Bus Station were expected to generate more electricity than the building needed.  It was also a good example of making use of an existing building to cut down on emissions.

·       Dock 3-5 were built to high environmental specifications.  They were well insulated, had Photovoltaic (PV) panels on the roof, had heat pumps and were also expected to generate more electricity than they used.  This was measured through the Energy Performance Certificate.

·       Having ‘Green Features’ could help in the marketing of units.  For example, one company moving into Dock had chosen it partly due to having criteria for their accommodation to meet high environmental specifications.

·       New Council housing had high environmental specifications, including air source heat pumps, and additional benefits, including cheaper bills for tenants, were emphasised.

·       In terms of the carbon impact of construction materials, buildings were re-used where possible.  Canopy was an example of this, prior to the upgrade, the Energy Performance Rating had been D, following the upgrade it was now expected to reach B, which was close to that of a new-build.

·       Stocking Farm had incorporated all energy efficiency and low carbon measures.  Calculations were being trialled on how to keep carbon emissions low.

·       Existing buildings were being retrofitted, including with solar panels.

The Chair invited the committee to raise questions and comments. Key points to note were as follows:

·       There was a system in place for monitoring operational buildings.  Figures were gathered each year, and a carbon footprint was calculated.  Buildings were looked at in terms of how well they were performing or otherwise, and detail was looked at with regards to how new buildings were performing against what was expected of them.  In these cases, minor adjustments were often needed following the initial build, such as with heating, and this could optimise efficiency.

·       Buildings were not checked at set dates, checks were ongoing through the annual process of collecting figures.  If the building was found not to be performing as expected, then a review would be undertaken at that point to consider how the building could be further improved or the systems optimised.  An example of this were tweaks made on the way systems worked in Dock.  A company had been consulted that fitted the systems and had provided extra training, ensuring staff in buildings knew how to operate systems.

·       Ratings were always being looked to be increased, for example in the Sports Estate, the ‘Clean and Green’ initiative had been launched with a view to upgrade.  Additionally, more energy efficiency was sought for key buildings such as City Hall, and schools were being worked on too.

·       More was being done in terms of trying to reduce the ‘embodied carbon’ of construction  ...  view the full minutes text for item 161.

The Director of Finance submits a report providing an early forecast for the 2025/26 financial year.

The Director of Finance submitted a report providing an early forecast for the

2025/26 financial year.

The Committee was recommended to consider the overall position presented within this report and make any observations it saw fit.

The Chair invited the commission to raise questions and comments. Key points to note were as follows:

• The report considered the budget that had been approved and what had happened since.  Savings had been approved as part of the last monitoring report, and this was reflected in the current budgets.
• The Corporate budget considered factors with limited control, such as housing benefits and discretionary Council Tax support and audit fees and bank charges.  Corporate Services referred to services such as Human Resources and IT.
• Homelessness was still a key pressure.  Adult Social Care was also a pressure with regard to package costs.  There were also pressures in children’s residential care and internal care.  Additionally, the pay award was slightly more than had been budgeted for in February.
• The summary report was at high-level as too much detail could lose context.  Therefore each narrative area had a summary report with key figures, for example in Adult Social Care, much of the key figures were to do with staff vacancies.
• There was a need to pay attention to any areas forecast for overspend. 
• With regard to achieving the savings target, directors were met with regularly and there was confidence that it would be achieved. Some decisions would required formal decisions.
• Savings were noted in the reports, where Directors had actioned.
• It was suggested that a report could go to the Economic Development, Transport and Climate Emergency scrutiny commission on falls in Planning and Building Control income in terms of whether it signals a decline in construction in the City or whether it is within the margin of error.
• A report could come to the Committee on the use and take-up of the Household Support Fund.
• With regard to revised fees for cremation services, it was confirmed that the Council expected to raise £300k form cremation services.  Points were raised surrounding numbers declining at City crematoria and people using crematoria outside the city.  It was suggested that crematoria needed to be profitable and as such facilities needed to be improved.
• It was clarified that the Action Plan following the CQC report had been intended to go to an Adult Social Care scrutiny commission that had been postponed.  A formal plan would come before scrutiny in November.
• With regard to staffing and vacancies in Adult Social Care in terms of Social Workers and Occupational Therapists it was explained that:
  • Sine April, 13 qualified social workers and an occupational therapist had been added to the establishment, which had been funded through vacancy level turnover.  This insured that staff were in place and the budget was optimised.
  • There were a total of 208 Social Workers in the current establishment with 31 vacancies.
  • 17 Newly Qualified Social Workers had started.
  • The current vacancy rate was 7%, which was low compared to  ...  view the full minutes text for item 162.

The Director of Finance submits a report presenting the position of the capital programme for 2025/26 as at the end of June 2025.

The Director of Finance submitted a report presenting the position of the capital programme for 2025/26 as at the end of June 2025.

The Committee was recommended to consider the overall position presented within this report and make any observations it saw fit.

The Commission were invited to ask questions and make comments and the officers to respond.

• A timeline could be provided on improvements to the Railway Station.  It was clarified that the project was not funded with Council Money and any additional costs would not be picked up by the Council.  There was no change in terms of the planning application.

AGREED

1)    That the report be noted.

2)    That comments made by members of this commission to be taken into account by the lead officers.

The current work programme for the Committee is attached.  The Committee is asked to consider this and make comments and/or amendments as it considers necessary.

The work programme for the Committee was noted.

There being no other items of urgent business, the meeting closed at 8:44pm.