Agenda and minutes

In the event of a fire, please await direction from the Combined Authority staff who will help assist with the evacuation. Please do not return to the building until instructed to do so.

The evacuation procedure was noted

To receive apologies for absence from Members.

Apologies were received from Cllr Jonathan Hucker, Bristol City Council and it was noted that Cllr Geoff Gollop was deputising for him. 

Members who consider that they have an interest to declare are asked to: a) State the item number in which they have an interest, b) The nature of the interest, c) Whether the interest is a disclosable pecuniary interest, non-disclosable pecuniary interest or non-pecuniary interest. Any Member who is unsure about the above should seek advice from the Monitoring Officer prior to the meeting in order to expedite matters at the meeting itself.

The Chair, Cllr Ed Plowden, declared that he was employed by Sustrans as their Director of the National Cycle Network.

Up to 30 minutes will be set aside for Members of the West of England Combined Authority Overview & Scrutiny Committee to ask questions to Metro Mayor Dan Norris.

The Chair welcomed the Mayor to the meeting for a Question and Answer session. 

In response to questions asked by the Committee, the Mayor responded as follows:

1.   The Mayor was asked why the Advisory Boards – the Planning & Housing and Transport Board and the Business & Skills Board - are not used to greater effect and why certain matters that UA Members and officers wanted to discuss were vetoed by the Mayor?

Metro Mayor Dan Norris said that he was quite happy about the established ways of working and he is always available to anyone who wants to talk to him.  He commented that he thought that the Advisory Boards were important as they allowed dialogue with Members and officers in the UAs.  He said that he relied on the UA councillors and others to inform him of local matters and this is incredibly important. He said that he was not aware of vetoing anything in terms of items coming forward to inform the agendas for these meetings and he is open to ideas and dialogue.  He would like the meetings to be focussed so that they enabled meaningful discussions that are important to the public.

2. In relation to the Temple Quarter Joint Delivery Plans, the Metro Mayor was asked if he could clarify when carbon accounting will become a centre piece for all activities across the region.  He was also asked how do we know if double carbon accounting will be avoided and what format that will take and how it will balance against the pressure of financial budgeting?

Metro Mayor Dan Norris said we have a Climate Emergency with targets set for 2030 and we need to ensure that we meet the targets.  He highlighted that Temple Quarter was a big project and a great opportunity.  He said he was confident that we can do all those things with double accounting to measure progress or otherwise.  There will continue to be many discussions with all stakeholders and the need for all the people in the region to get involved. 

He said that given that we have all these extra responsibilities in respect of the Climate Emergency that this would require time and effort.  We now need to match that with the resources, in particular human resources.  We need to use the resources wisely and as well as we can.  If we do not, we will not be given more funds.   

Richard Ennis, Interim Acting Chief Executive commented that the Combined Authority (CA) had set up an Environment Directorate to consider the Climate Emergency which is headed up by Roger Hoare. There will be training carried out around carbon accounting for CA staff.  He mentioned that Bristol Temple Quarter is the joint second largest regeneration project in the country and we have to get the balance right working with both the private and public sectors.

3.  In connection with the £106m Bus Service Improvement Plan (BSIP) and the loss of a substantial number of bus routes in the  ...  view the full minutes text for item 4.

To consider and approve the minutes of the West of England Combined Authority Overview & Scrutiny Committees held on 8 September 2023 and 2 October 2023.

Having not reached an agreement on amendments submitted by Councillor Kent and the Chair of the Overview and Scrutiny, the minutes of the 8 September 2023 were deferred.

The minutes of 2 October 2023 were agreed.

To receive any Chair’s announcements.

The Chair made the following announcements: 

1.    That Overview & Scrutiny members would continue the custom and practice of observing the Planning & Housing and Transport Advisory Board and the Business & Skills Advisory Board.

2.    In connection with the above, he would like Overview & Scrutiny members to confirm to him by email whether they would like to observe next month’s Advisory Boards.   The Planning & Housing and Transport Board will be held on 19 February 2024 at 1pm and Business & Skills on 22 February 2024 at 1pm.  Both meetings are held virtually on Zoom. 

3.    Audit and Scrutiny committee members had attended a training session with Ed Hammond from the Centre for Governance and Scrutiny (CfGS).  It was suggested that: 

·         A further informal meeting be organised, this had had now been confirmed as 9 February 2024

·         There is room for improvement and a need for continual self-reflection.

·         There is a need to be clear about the distinction between Audit (compliance, risk and control) and Overview and Scrutiny and this could be achieved with some amendments to the current Constitution.

·         In relation to the Local Enterprise Partnership (LEP), it would be important that the Combined Authority’s Constitution is clear and specific about its new role in relation to this. 

·         A new protocol had been issued by the Department for Levelling up (DLUHC) – this needs to be used as a guide and there was some more work to be done around this

The Chair was pleased to see that there is a budget proposal for an extra Combined Authority Democratic Services Officer to help with this work.

WRITTEN PUBLIC QUESTIONS (written procedure)

1. Any member of the public can submit a maximum of two written questions in advance of this meeting.

2. The deadline for the submission of questions is 5.00 pm, at least 3 clear working days ahead of a meeting. For this meeting, the deadline for questions is 5.00 pm on Tuesday 16 January 2024.

3. Questions should be addressed to the Chair of the meeting and e-mailed to democratic.services@westofengland-ca.gov.uk

4. Under the direction of the Chair, wherever possible, written replies to questions will be sent to questioners by the end of the working day prior to the meeting.

5. Please note - under the Combined Authority’s committee procedures, there is no opportunity for oral supplementary questions to be asked at committee meetings.

6. The written questions and replies will be circulated to committee members in advance of the meeting and published on the Combined Authority website.

PUBLIC STATEMENTS

1. Any member of the public may submit a written statement (or petition) to this meeting.

2. Please note that one statement per individual is permitted.

3. Statements must be submitted in writing and received by the deadline of 12 noon on the working day before the meeting. For this meeting, the deadline for statements is 12 noon on Friday 19 January 2024. Statements should be emailed to democratic.services@westofengland-ca.gov.uk

4. Statements will be listed for the meeting in the order of receipt. All statements will be sent to committee members in advance of the meeting and published on the Combined Authority website.

5. Please note:

If any member of the public wishes to attend the meeting to orally present their statement, they are asked please to notify the Combined Authority’s Democratic Services team of this at the point when their statement is submitted and by 12 noon on the working day before the meeting at the very latest.

For those presenting their statements at the meeting, up to 3 minutes ‘speaking time’ is permitted for each statement. The total time available for the public session at this meeting is 30 minutes.

The Chair noted that 8 questions had been submitted by members of the public. Written responses had been provided and are available on the Authority’s website.

The Chair noted that 4 statements had been received as follows:

1 David Redgewell

2 Ian Quaife

3 Rosa Kell

4 Ian Beckey and Brendon Taylor

The following attended the meeting to present their statements - David Redgewell and Bernice McKendrick on behalf of Ian Quaife.

The Chair thanked those in attendance for their questions and statements.  He commented that whilst Overview and Scrutiny did not have any power or remit with regards to the topics discussed, the members of the public may wish to submit their comments, statements and questions to the Combined Authority Committee, who are the decision-making body.

The Chair introduced the item and explained that the report attached (version 2) to the agenda papers was prepared following meetings of the Task & Finish Group between October and December 2023.   He thanked officers for all their hard work. He commented that the UAs also need to consider how their portfolio holders are kept involved. He highlighted that there was concern in particular with regards to the Birthday buses, noting that there was an assertion that the uplift in numbers is attributed to the Birthday Buses scheme.   In addition, he raised some concerns that residents in the top 10% of the socio-economic group were most engaged with the scheme. He further mentioned that WESTLink should be kept abreast of the boundaries in North Somerset.   

Summary of comments from Members:

The Chair and Officers were thanked for drafting the report.  It was felt that it had been an open, frank and honest process.  It was clear that there are challenges within the Bus Service Improvement Plan (BSIP) in relation to delivery.  Also, serious concerns over Demand Responsive Transport (DRT) and its effectiveness. 

It was noted that Audit Committee was looking at aspects of this from a governance and decision point of view.  It was acknowledged that a lot of the issues overlapped. 

In relation to the Ashton Vale residents’ comments earlier in the meeting, it was felt that we do need to recognise the costs to our constituent authorities of social isolation caused by transport issues and that joined up thinking needs to be considered.

In relation to the wider issues around BSIP, it is important to consider whether we have

identified the measures by which we all judge success.  The criteria should be set at the outset and this is important in view of the fact that we are innovating and doing things differently.  This should be applied to BSIP and any other new funding we may achieve. 

Members were keen for further performance data in relation to DRT, for example: the number of passengers on each ride, the numbers of unmet demand, rides not completed and how much time the buses are driving around empty. 

There was an ‘ask’ that directly affected ward members are informed as to what decisions are being made and when.  Richard Ennis, Interim Acting Chief Executive explained that the Authority had an Infrastructure Director who meets his counterparts in UAs and that they work together, and papers are taken through that group on a regular basis.  The Planning & Housing and Transport Board also had an opportunity to consider any issues.

It was concluded by the Chair, that this had been an incredibly useful exercise.  He suggested that for the future the Task & Finish timetable allows for officers contributions to reports before they go public and that we ensure that the next steps are followed up.

To consider any comments from the informal meeting of the West of England Combined Authority Overview & Scrutiny Committee held on 15 January 2024.

To review items to be considered by the West of England Combined Authority Committee and Joint Committee meetings on 26 January 2024.

BRISTOL TEMPLE QUARTER REGENERATION PROGRAMME

The report sought approval to participate in the Joint Delivery Vehicle (JDV) being created to drive forward the comprehensive regeneration of the Bristol Temple Quarter (BTQ) regeneration area.   The Interim Acting Chief Executive explained that this is a 20 year programme which includes 10,000 homes and the wider St Philips Marsh area and also Flood zone works and is of major significance.

The following was noted from discussions:

• The need for affordable housing for the people living in the area and those in the lowest paid jobs.  Consideration should be given to how the accountability flows, how viability is being assessed and whether we are going to be bound by these rules and not tilted away from affordability.  We need assurance that we have got it right and it will deliver what is needed for those who need accommodation most. 

• The Interim Chief Executive explained that there are a number of different bodies involved including the four partners, the Combined Authority, Homes England, Bristol City Council (largest) and Network Rail.  Homes England’s Chief Executive sits on the Board and there is £94m grant funding from them.   Discussions around affordability are a big issue and also we need a scheme that works for the public sector and the private sector as well.  We are working with Homes England to look at schemes like ‘rent to buy’ where a person buys a percentage of their house. Richard also mentioned that a Joint Delivery Team is being set up and February/March will see the procurement of a developer for the scheme. 

• The Chair highlighted that there is some exposure to risk and that Overview & Scrutiny would see regular reports.

• Members felt that the handling of public engagement is going to be vital as the project progresses with members and community groups so that they are able to be heard. 

• A comment was made regarding the Exempt papers to accompany the report and it was agreed that a discussion was needed to establish a principle going forward for members to have confidential access to these background papers.

Resolved:

That the report be noted.

MAYORAL AND COMBINED AUTHORITY BUDGET 2024/5 AND MEDIUM TERM FINANCIAL STRATEGY

The Chair explained that Overview and Scrutiny Members had an informal meeting on 15 January 2024 to look in detail at the Budget.  Members felt that overall the paperwork was much more streamlined and had been reduced in volume. The key issues Members  focussed on were staffing issues and buses.  Members expressed concern about the Transport Levy;  as the financial gap becomes larger, the Bus Service Improvement Plan (BSIP) funding would also come to an end.  It was considered that the region was heading towards a very difficult financial position in relation to this.  For the next year there would be a balanced budget but as we moved forward there are going to be really difficult decisions to be made.

The following was noted from discussions:

• There was support for there not being a 10%  ...  view the full minutes text for item 9.

To discuss any items for this meeting.

The Chair commented that there would be an informal meeting of Overview & Scrutiny Committee on 9 February 2023.  The proposed agenda would include carbon budgeting and a discussion on the next steps following the Centre for Governance and Scrutiny (CfGS) training.  He also mentioned that consideration would be given to establishing a Task & Finish group to focus on Governance and the Constitution.  The Committee would look at other Task & Finish group topics with specialist leads.