Agenda and minutes

To approve the public minutes of the meeting held 4 February 2022.

The public minutes of the meeting held 4 February 2022 were agreed and signed.

To consider the Corporate Health and Safety Annual Report 2021/2022.

Members considered the Corporate Health and Safety Annual Report 2021/22 presented by David Vincent.

Members made comments, asked questions and received responses as follows:

·         Councillor Mrs French stated that this is a very good report, however it does not record an accident involving a refuse driver who broke an ankle falling down a pothole last year. David Vincent advised that this incident occurred in March 2021, it was reported to the Health and Safety Executive at that time and appeared in the report statistics for 2020/21. The current report runs from April 2021 hence why it is not recorded in this report. 

·         Councillor Wicks asked what ongoing training exists to ensure safe lifting and manual handling. David Vincent responded that all activities should be recorded on individual team risk assessments where postholders are required to carry out lifting and/or manual handling. Training is available through courses and DVDs. Managers are responsible for reviewing risk assessments annually, and all training is refreshed every three years.

·         Councillor Wicks asked what is done to identify potential slip/trip hazards. David Vincent responded that most slip and trips occur within the Refuse and Cleansing Team due to the nature of their work and being out and about in public spaces. Operatives are provided with suitable footwear and advised how to egress refuse vehicles safely and to be aware of environmental conditions such as ice, wet grass, frost etc. Furthermore, issues can be picked up in staff Health & Safety Committee meetings and there are specific Codes of Practice regarding Slips and Trips.

·         Councillor Wicks asked what access staff have to the accident reporting book. David Vincent advised that there is a staff intranet page for reporting accidents and hard copy forms available for staff who do not have access to the electronic version. Refuse vehicle drivers also keep a supply of the forms in their cabs.

·         Councillor Wicks asked if there are any defibrillators at Fenland Hall or the Base. David Vincent advised that there is one defibrillator outside the Civic Entrance at Fenland Hall but a discussion regarding further defibrillators is on the agenda for the next Health & Safety Panel meeting.

·         Councillor Mrs Davis asked how many staff are still predominantly working from home and if they are being supported in health and safety matters. Sam Anthony responded that approximately 50% are still working from home regularly and yes, they are being supported in health and safety; they are also enabled to use Microsoft Teams and are provided with work mobile phones to keep in touch with managers and colleagues. David Vincent added that staff complete a working from home risk assessment which examines the homeworking set up and suitability of workspace and equipment such as chairs etc. All staff are supported by their managers and a bespoke approach is taken in each case. Where working from home is not suitable, arrangements are made to return staff back into the workplace. 

·         Councillor Mrs French said that in her view 50% seems a high number and  ...  view the full minutes text for item ARSC2/22

To consider an overview of the proposed tree risk management strategy and the proposed appointment of an arborist to manage both the Council's tree risk process and planning matters concerning trees.

Members considered the Tree Risk Management and Planning and Tree Work report presented by Phil Hughes.

Members made comments, asked questions and received responses as follows:

·         Councillor Mrs French said that she welcomes this and asked if the Council has a tree policy. Phil Hughes replied that there is not currently one in place but attached to the report is a Code of Practice. Councillor Mrs French stated that the Council must have a proper policy as it manages thousands of trees in parks across the district but repeated that she particularly welcomes this as some of the new trees recently planted in March West End Park for the Queen’s Canopy were vandalised. Furthermore, it will not cost the Council much money and will save the potential for being sued or the possibility of the Chief Executive facing charges of corporate manslaughter, which could happen if a branch falls and kills someone. In her view, a policy should be in place as soon as possible.

·         Councillor Wicks stated he also welcomes this as a starting point; he has had long and detailed conversations on the matter over many years. In his opinion with the number of trees in Fenland it is so important that they are subject to regular scrutiny, and he agrees with Councillor Mrs French that there should be a policy in place to reinforce this. Phil Hughes commented that it should be noted, as mentioned in the report, that it will mitigate the risk but will never completely remove it. Once all the trees have been inspected, it will reduce the risk to the Council and the community and make the system more robust.

·         Councillor Mrs Davis said that she also welcomes the report, she supports it whole heartedly and added that a policy is needed. 

·         Councillor Wicks asked if there will be a mechanism whereby members can highlight their areas of concern to aid the ongoing survey. Phil Hughes replied that members can always report concerns to the email address: parks&greenspaces@fenland.gov.uk which will be passed onto the officer undertaking the inspections. He added that the survey will be a formal assessment with a particular piece of software which will record each individual assessment so the background data will be there along with evidence that the work has been undertaken.

·         Councillor Mrs Davis asked if the arborist working with the Planning Team would be on call as she knew of occasions when people have chopped down trees with preservation orders on them as it was too late to prevent it by the time the relevant contact at the Council had been found. Phil Hughes said he could not confirm that they would be on call but if the Council has a full-time officer and they are working on that day, they would be able to get to the location to assess the situation. Nick Harding added that there will be a greater opportunity for the Council to be able to react if someone is available rather  ...  view the full minutes text for item ARSC3/22

To approve and sign the confidential minutes of the meeting held 4 February 2022.

The confidential minutes of the meeting held 4 February 2022 were agreed and signed.

(Members resolved to exclude the public from the meeting for this item of business on the grounds that it involved the disclosure of exempt information as defined in Paragraph 1 of Part 1 of Schedule 12A of the Local Government Act 1972)

To consider additional resources to be placed within the Development Management function of the Council

Members considered the Planning Development Management Team Staffing Proposal report presented by Nick Harding.

Members made comments, asked questions and received responses.

Proposed by Councillor Mrs French, seconded by Councillor Mockett and AGREED to approve the recommendations within the report.

(Members resolved to exclude the public from the meeting for this item of business on the grounds that it involved the disclosure of exempt information as defined in Paragraph 1 of Part 1 of Schedule 12A of the Local Government Act 1972)