Members to give notice of any interest and the nature of that interest relating to any item on the agenda in accordance with the adopted Code of Conduct.

No declarations were made.

To receive and, if so determined, to approve as a correct record the Minutes of the meeting held on 13 March 2023.

RESOLVED: That the minutes of the meeting held 13 March 2023 be agreed as an accurate record and signed by the Chair.

A maximum of 15 minutes will be allocated to public questions submitted in writing to Democratic Services (democratic.services@trafford.gov.uk) by 4 p.m. on the working day prior to the meeting. Questions must be relevant to items appearing on the agenda and will be submitted in the order in which they were received.

No questions were received.

To consider any matters referred by the Council or by the Overview and Scrutiny Committees.

Councillor Acton informed the Committee that the Scrutiny Committee were holding an extraordinary meeting on the 10^th of July 2023 to discuss the Fire Cover Review which proposed the replacement of night shift full-time firefighters with on-call firefighters at the Sale fire station. The GM Fire Chief and trade unions had been invited to discuss the proposals and all Councillors were invited to attend.

Councillor Acton added that the first ordinary scrutiny meeting of the Municipal year was to be held on the 12^th of July where the Committee would discuss and agree their work programme for the municipal. The Leader had confirmed that he would attend to inform the Committee of the executive’s priorities for the municipal year.

The Leader thanked Councillor Acton and noted the importance of the Fire Cover Review and stated that he looked forward to working with Scrutiny.

To consider a report from the Executive Member for Climate Change.

1)    That phase 2 of the EV of charge point rollout in Trafford which includes on street charging options and trials as contained in the report be approved.

2)    That the progress made to date on EV charge point rollout be noted.

3)    That the delegation of authority to the Corporate Director of Place to negotiate, approve and finalise any agreements or documents which may be required to implement this decision be approved.

4)    That the delegation of authority to Director of Legal and Governance to enter into any documents required to implement this decision be approved.

The Executive member for climate change introduced the report which sought to provide an update on the electric vehicle charging infrastructure in the borough. First two sections 1 and 2 of the report provided an overview of actions taken and delivered to date. Section 3 provide an assessment of the current offer and sections 4 and 5 gave information about work being explored to further enhance the offer across the borough, including the financial considerations. The committee was asked to note the progress made, approve phase 2 of the electric vehicle infrastructure rollout, and to delegate authority to offices as appropriate.

The Leader welcomed the reports’ proposals, stating that more EV charging points were needed across the borough. The Executive Member for Highways, Environmental, and Traded Services also welcomed the report and noted that it had a broader scope than the previous report that had focused upon parking. The Leader added that the recent increase in electric vehicles meant it was a good time for the Council to look at expanding its infrastructure. 

Councillor Jerrome asked when the five chargers listed on Regent Road would be accessible to the public and how long they would be useful for. He also asked about why more chargers were not being installed in Bowden where there was greater demand. The Executive Member for Climate Change responded to Councillor Jerrome that he would investigate the chargers on regent road and contact him by email with the details. The Executive Member agreed with Councillor Jerome’s concerns and the Council were aware of the rapid technological development in this area and the shift towards ultra-fast charging. The Corporate Director of Place added that the Council were in discussions with the developer of the car park about opening but there were some outstanding issues. With regards to the technology the Council decided to start roll out now to meet the demands of residents rather than waiting for more technological consensus to emerge. The roll out had been based on where the Council had capacity and land which was driven by the Council’s aims of delivering the roll out at pace. As part of the next phase when different solutions would be utilised it would enable the Council to cover a broader area including Clifford and Bowden.

Councillor Jerrome asked whether there were planned upgrades to the areas infrastructure to enable further Electrical Vehicle Charging, whether any chargers that had been listed in previous reports had been removed, and what progress was being made in Trafford towards having car clubs. The Executive Member for Climate Change responded to the question about car clubs and informed the Committee that the Council had expressed an interest in joining a Greater Manchester wide car club, which was being led by the Greater Manchester Combined Authority.

The Corporate Director of Place responded to the question about the infrastructure that part of the next stage of the roll out was to test the capacity of the network and the options available to the  ...  view the full minutes text for item 5.

To consider a report from the Executive Member for Highways, Environmental, and Traded Services.

1)    That the Mid Term Review of the HIAMP 2022-2027 as the guiding plan for highway infrastructure asset management for which Trafford Council is responsible be approved.

2)    That the indicative highway maintenance funding allocations that would be required for the remainder of the HIAMP term to maintain the condition of assets be noted.

The Executive Member for Highways, Environmental, and Traded Services presented the report to the Committee and informed Members the report represented an update on delivery of the 10-year plan that had been agreed by the Executive in 2017. The Executive Member drew the Committee’s attention to the additional funding made available to reduce the deterioration of the highways as an asset of the Council. The Executive Member stated that the additional funding was evidence that the Council was committed to investing above the government funding in this asset. However, the Committee were asked to note that despite the additional funding there was still a need for additional funding to be provided from the government to enable the asset to be maintained or improved in the long term.

Councillor Frass asked what support was being given to the tree maintenance team to ensure that the street tree asset was maintained. The Executive Member for Highways, Environmental, and Traded Services responded to Councillor Frass and informed the Committee that a report on highway trees was currently out for consultation which detailed the Councils approach for that asset in detail including the impact of climate change. The Executive Member asked all Councillors to take part in the consultation if they were able and to contact him or the service directly if they were aware of any local issues that needed addressing.

Councillor Welton noted that there was no mention of preventative actions such as reducing speed limits or restricting the use of heavy goods vehicles on roads and asked whether there were any plans to use those measures. In response to Councillor Welton the Executive Member for Highways, Environmental, and Traded Services informed the Committee that the work around the HIAMP was aligned closely with the strategies of TFGM and a large amount of the strategy looked at prevention and reduction through expanding active travel. The Corporate Director of Place added that work to introduce 20 MPH zones and increase active transport was ongoing and that Officers would look to highlight those activities more within future iterations of the HIAMP.

Cllr Holden commended the Executive Member for Highways, Environmental, and Traded Services and officers for the excellent report and asked how the Council was going to measure success and how they would know that they have achieved what they set out to do. Executive Member for Highways, Environmental, and Traded Services directed Councillor Holden to a table on page 81 within the report pack where the different rankings of the roads were listed. The table showed the planned maintenance and improvements planned for each rank of road and the quality they aimed to achieve.

Councillor Jerrome noted that there was a £10,000 reduction in funding for highways trees and questioned whether that was the right area to reduce funding. Executive Member for Highways, Environmental, and Traded Services responded to Councillor Jerrome that while the Council had reduced funding there, they were also doing a large amount of work with city of Trees, which  ...  view the full minutes text for item 6.

To consider a report from the Executive Member for Economy and Regeneration.

1)    That the the progress made since January 2022 be noted.

2)    That the proposed future Centre/ Asset Management Strategy be approved.

3)    That the future management strategy be approved.

The Executive Member for Economy and Regeneration gave a short introduction to the report. As part of the introduction the Committee were reminded that in January 2022 the Executive had set out several interventions to prevent further loss from the Grafton Centre. In March 2022 the Council had appointed a dedicated centre management provider which had led to a marked improvement in the management of the asset and an increase in income of 20%. The Committee were asked to note the work that had gone into looking at possible uses for the centre, the plans for the centre, and the aims of those plans detailed within the report.

Following the introduction Councillor Newgrosh noted that the Council had bought the asset with a view to redevelopment in the area and asked how things would change within the next year to deliver a greater return on the investment. The Executive Member for Economy and Regeneration responded to Councillor Newgrosh that the Council had faced a number of challenges since the asset was purchased including the covid 19 pandemic and an economic crisis as well as issues around returns from some of the main tenants of the centre. The Council had agreed a large amount of investment into the area around the centre and the Executive Member for Economy and Regeneration felt that there was a need to take stock of where the Council was up to in the regeneration of the area before progressing further.

Councillor Evans asked who would look to invest in the units when there was a possibility that they would be removed in two years’ time. In response the Executive Member for Economy and Regeneration assured the Committee that no tenants would be removed from units and any who did need to move would be aided by Council through the transition of their business to new location. The Executive Member for Economy and Regeneration added that the Council provided support to all businesses in the area and had a team dedicated to support businesses with Grafton Centre and across town centres.

Councillor Butt asked whether the consultation would be paid for with the £400K mentioned within the report. The Executive Member for Economy and Regeneration responded to Councillor Butt informing him that the £400K covered the new management arrangements, works on the Grafton Centre, and it was also likely to cover the feasibility study. The other £122K mentioned in the report was a loss of rental income from the Grafton Centre.

Councillor Welton welcomed the report and understood the difficult challenge the site presented and recognised that to turn it around within two years would be a quick improvement. Councillor Welton highlighted the issue that there was a lack of accessible toilets in the town centre and asked whether any units in the Grafton Centre could be used towards those ends. The Executive Member for Economy and Regeneration thanked Councillor Welton for his positive comments and for recognising the long term aims of the Council in handling  ...  view the full minutes text for item 7.

To consider a report from the Executive Member for Economy and Regeneration.

NOTE: An associated report is to be considered in Part II of the agenda.

1)    That the disestablishment of the current STAR Joint Committee be approved.

2)    That the expansion of the current shared procurement service to include the Fifth Partner and Sixth Partner which will continue to be hosted by Trafford Borough Council in accordance with the provisions detailed in the main body of the report be approved.

3)    That the establishment of a new STAR Joint Committee for Stockport, Trafford, Rochdale, Tameside, the Fifth Partner and Sixth Partner that will support the delivery of the Shared Service and provide delegated authority to the Procurement Service to operate across the Stockport, Trafford, Rochdale, Tameside, Fifth Partner and Sixth Partner areas be approved.

4)    That the governance arrangements and Terms of Reference of the new STAR Joint Committee as set out in the report be approved.

5)    That the delegation of authority to the Director of Legal and Governance to agree the final terms and conditions of and to enter into an Inter Authority Agreement (“IAA”) in respect of the STAR Procurement shared service in similar terms to the existing IAA be approved.

6)    That the proposed approach to those circumstances whereby staff would transfer to the new procurement service, and therefore to Trafford Council under TUPE, as outlined in the report be noted and approved.

The Executive member for Economy and Regeneration introduced the report noting that since its inception STAR Procurement had expanded to include Tameside and the proposals within the report proposed a further evasion to add two more Local Authorities taking the total number to six. The report detailed how the current governance arrangements had to be dissolved and the new arrangements that would be brought in. Members were asked to note the benefits the expansion of the service would offer to the Council and its partners. The Executive member for Economy and Regeneration concluded the introduction by thanking the STAR Procurement Officers for all their work in bringing the piece of work together.

The Leader welcomed the report as there were many benefits to expanding STAR and thanked the Exec Member and STAR Officers for all their hard work.

Councillor Butt noted that STAR was originally designed to support local suppliers and asked whether this would continue given the increase in size in the organisation which would likely lead them to move to larger suppliers. The Exec Member for Economy and Regeneration answered Councillor Butt and assured him that his concerns had been considered by the partner Authorities when going through the expansion process and that work had been done to ensure that STAR would continue to support SME companies so they would be able to bid for contracts.

Councillor Butt asked whether there was any opportunity for members from other parties to sit on the STAR Joint Committee. The Executive member responded that the governance arrangements were laid out within the report and each authority had one Executive Member on the Committee. The Executive Member for Economy and Regeneration encouraged Councillors to engage with STAR staff if they had any questions and reminded Councillor Butt that the meetings and all papers were available online.

Councillor Jerrome asked why there was no detailed document on the Council’s approach to sustainability for STAR and why there was no carbon accounting on contracts. The Executive Member for Economy and

Regeneration answered that there were carbon reduction elements within the social value aspect of contracts and that she would speak with the Director of STAR Procurement to get more details.

RESOLVED:

1)    That the disestablishment of the current STAR Joint Committee be approved.

2)    That the expansion of the current shared procurement service to include the Fifth Partner and Sixth Partner which will continue to be hosted by Trafford Borough Council in accordance with the provisions detailed in the main body of the report be approved.

3)    That the establishment of a new STAR Joint Committee for Stockport, Trafford, Rochdale, Tameside, the Fifth Partner and Sixth Partner that will support the delivery of the Shared Service and provide delegated authority to the Procurement Service to operate across the Stockport, Trafford, Rochdale, Tameside, Fifth Partner and Sixth Partner areas be approved.

4)    That the governance arrangements and Terms of Reference of the new STAR Joint Committee as set out in the report be approved.

5)  ...  view the full minutes text for item 8.

To consider a report from the Executive Member for Housing and Advice.

1)    That the consultation draft Trafford Design Code (TDC) Supplementary Planning Document (SPD) be approved.

2)    That the content of the consultation draft Trafford Design Guide (TDG) SPD (June 2022) has been incorporated into the Trafford Design Code and supersedes it, cancelling this document with immediate effect be noted.

3)    That the next stage of publicity and consultation arrangements for the Trafford Design Code SPD be approved.

4)    That the approval of the draft Code represents the successful completion of a Design Code within the 12 month DLUHC Design Code Pathfinders Programme be noted.

5)    That, following the consultation process described in the report, a further report will seek approval for the content of the final Trafford Design Code SPD be noted.

6)    That an updated planning application Validation Checklist will be brought forward alongside the adopted TDC be noted.

7)    That a future report will seek approval for the consultation draft Trafford Wharfside Development Framework and Trafford Wharfside Masterplan be noted.

The Executive Member for Economy and Regeneration introduced the report and highlighted a few key points for the Committee. Members were asked to note the timeline of the work and how it was aligned with the government design code pathfinder’s programme. The report detailed the consultation undertaken with members of the public as part of the work. Members attention was drawn to the pdf version of the code which had been submitted alongside the report and the Executive Member for Economy and Regeneration expressed that it was better to use the online portal to access the guide. The report noted how, once in place, the guide would demonstrate to developers and residents Trafford’s aspiration to raise expectations for planning and design across the borough. The Executive Member for Economy and Regeneration ended the introduction by thanking the officers who had helped to create the design guide.

The Leader welcomed the guide and thanked officers for the excellent work in developing it.

The Executive Member for Climate Change also welcomed the report and the guide. The Executive Member for Climate Change noted that Trafford were still one of the 20 lowest funded Council’s in the Country and how much it had benefitted the Council to be part of the pathfinder programme.

The Executive Member for Finance, Change, and Governance recommended the digital version of the guide to Members and expressed how easy it was to use.

Councillor Welton spoke about the engagement exercises and how he had struggled to take part in the second phase. In responded the Executive Member for Economy and Regeneration explained that the second phase had been a focused engagement with key stakeholders in the area and assured Councillor Welton that there would be further opportunity to take part in the wider consultation.

Councillor Frass Asked whether the design guide could encourage additional off-street parking and what the likelihood was that developers would stick to the design code. The Executive Member for Economy and Regeneration responded to Councillor Frass’ second question first informing the Committee that the design code would align with the Councils planning application validation check list so if they did not follow the guide then their application would not be valid. The development of the design guide had involved extensive consultation with developers and they would continue to be involved in the next stage of consultation.  In response to the first question the Executive Member for Economy and Regeneration stated that the Council were looking to reduce car usage and the design guide encouraged landscaped frontages for new builds.

Following the discussions, the Leader moved the recommendations of the report and they were approved.

RESOLVED:

1)    That the consultation draft Trafford Design Code (TDC) Supplementary Planning Document (SPD) be approved.

2)    That the content of the consultation draft Trafford Design Guide (TDG) SPD (June 2022) has been incorporated into the Trafford Design Code and supersedes it, cancelling this document with immediate effect be noted.

3)    That the next stage of publicity and consultation arrangements  ...  view the full minutes text for item 9.

To consider a report from the Executive Member for Finance, Change, and Governance.

The Executive Member for Finance, Change, and Governance presented the report and stated that she was delighted with the new format and spoke about how she felt it was of key importance for finance reports be easy to read so members were able to question the content. The Committee were asked to note the underspend of £56K which was being moved into the Council’s reserves. The Executive Member for Finance, Change, and Governance finished her introduction by highlighting the main financial risks to the Council which were inflation and interest rates along with the budgetary challenges around the pay award and high needs placements for children and young people.

The Leader spoke about the excellent work of the Director of Finance and Systems, the Head of Financial Management, and their team who, in the face of high levels of inflation, managed the Council’s finances and were able to deliver an underspend for 2022/23.

Councillor Butt noted that there was an underspend of just under a million within the highways budget and asked why this was not used to improve the state of the roads. The Leader responded that the Council were looking at the management of the capital funding and ensuring that the funds were utilised in a timely and effective manner. The Leader asked Members to note that the resurfacing work had started early in the new municipal year. The Executive Member for Finance, Change, and Governance spoke about the work that went into identifying the right areas improvements and encouraged all Councillors to submit any road condition issues through the correct channels. In addition, the Corporate Director of Place stated that large improvements had been made in the way the capital programme was managed and assured the Committee that the underspend was being used.

RESOLVED: That the report be noted.

Motion   (Which may be amended as Members think fit):

            That the public be excluded from this meeting during consideration of the remaining items on the agenda, because of the likelihood of disclosure of “exempt information” which falls within one or more descriptive category or categories of the Local Government Act 1972, Schedule 12A, as amended by The Local Government (Access to Information) (Variation) Order 2006, and specified on the agenda item or report relating to each such item respectively.

RESOLVED: That the public be excluded from this meeting during consideration of the remaining items on the agenda, because of the likelihood of disclosure of “exempt information” which falls within one or more descriptive category or categories of the Local Government Act 1972, Schedule 12A, as amended by The Local Government (Access to Information) (Variation) Order 2006 and specified on the agenda item or report relating to each such item respectively.

To consider a report of the Executive Member for Economy and Regeneration.

NOTE: An associated report is to be considered in Part I of the agenda.

1)    That the disestablishment of the current STAR Joint Committee be approved.

2)    That the expansion of the current shared procurement service to include additional partners, which will continue to be hosted by Trafford Borough Council in accordance with the provisions detailed in the main body of the report be approved.

3)    That the establishment of a new STAR Joint Committee that will support the delivery of the Shared Service and provide delegated authority to the Procurement Service to operate across all partner authority areas be approved.

4)    That the governance arrangements and Terms of Reference of the new STAR Joint Committee as set out in the report be approved.

5)    That the delegation of authority to the Director of Legal and Governance to agree the final terms and conditions of and to enter into an Inter Authority Agreement (“IAA”) in respect of the STAR Procurement shared service in similar terms to the existing IAA be approved.

6)    That the proposed approach to those circumstances whereby staff would transfer to the new procurement service, and therefore to Trafford Council under TUPE, as outlined in the report be noted and approved.

The Executive Member for Economy and Regeneration introduced the Part II report asking Members to note the elements that had been excluded from the Part I report.  The Executive Member for Economy and Regeneration explained that the Council was looking not to publicly name the additional authorities in case it impacted upon their financial positions.

Following the introduction Members were given the opportunity to ask questions but none were raised.

The Leader moved the recommendations of the report and they were approved.

RESOLVED:

1)    That the disestablishment of the current STAR Joint Committee be approved.

2)    That the expansion of the current shared procurement service to include additional partners, which will continue to be hosted by Trafford Borough Council in accordance with the provisions detailed in the main body of the report be approved.

3)    That the establishment of a new STAR Joint Committee that will support the delivery of the Shared Service and provide delegated authority to the Procurement Service to operate across all partner authority areas be approved.

4)    That the governance arrangements and Terms of Reference of the new STAR Joint Committee as set out in the report be approved.

5)    That the delegation of authority to the Director of Legal and Governance to agree the final terms and conditions of and to enter into an Inter Authority Agreement (“IAA”) in respect of the STAR Procurement shared service in similar terms to the existing IAA be approved.

6)    That the proposed approach to those circumstances whereby staff would transfer to the new procurement service, and therefore to Trafford Council under TUPE, as outlined in the report be noted and approved.