Agenda, decisions and minutes

The Chair welcomed everyone to the meeting and did a round of introductions.

There were no apologies for absence.

To note any declarations of interest from councillors. They are asked to

indicate the relevant agenda item, the nature of the interest and in particular

whether it is a disclosable pecuniary interest.

Any declaration of interest made at the meeting which is not on the register of

interests should be notified to the Monitoring Officer for inclusion.

Cllr Malik declared a non-pecuniary interest in relation to item 8 (Bristol Cemetery Capacity and Options for Future Provision).

On the motion of the Chair, seconded by Cllr Fraser, the Committee RESOLVED;

That the minutes of the previous meeting on 23^rd August be approved as a correct record.

To receive any announcements from the Chair.

The Chair outlined the items of business on the agenda noting that there would be a comfort break halfway through.

Up to 30 minutes is allowed for this item.

Any member of the public or councillor may participate in Public Forum. Public Forum items must relate to the remit of the committee and should be addressed to the Chair of the committee.

Members of the public who plan to attend a public meeting at City Hall are advised that you will be required to sign in when you arrive. Please note that you will be issued with a visitor pass which you will need to display at all times.

Please also note:

Questions

1.      Written public questions must be received by 5.00 pm, at least 3 clear working days prior to the meeting. For this meeting, this means that questions must be received at the latest by 5.00 pm on Monday 7^th October 2024. Please email questions to policycommittees@bristol.gov.uk

2.      Any individual can submit up to 3 written questions.

3.      Written replies to questions will be available on the Council’s website at least one hour before the meeting.

4.      At the meeting, questioners will be permitted to ask up to 2 oral supplementary questions.

Statements

1.      Written statements must be received at latest by 12.00 noon, at least 2 working days prior to the meeting. For this meeting, this means that statements must be received at the latest by 12.00 noon on Wednesday 9^th October 2024. Please email statements to policycommittees@bristol.gov.uk

2.      Statements, provided they are no more than 1,000 words in length, will be circulated to all committee members and will be published on the Council’s website at least one hour before the meeting.

Petitions

1.      Details of the wording of any petitions, and the number of signatories to petitions must be received at latest by 12.00 noon, at least 2 working days prior to the meeting. For this meeting, this means that petition details must be received at the latest by 12.00 noon on Wednesday 9^th October 2024. Please email petition details to policycommittees@bristol.gov.uk

2.      At the meeting, individuals presenting petitions may be required to read out the objectives of the petition.

When submitting a question or statement please indicate whether you are planning to attend the meeting to present your statement ask your question

It was noted that the Committee had received 30 Public Forum questions and 142 Public Forum statements for this meeting as follows:

Questions:

Questioners in attendance were invited to ask supplementary questions and responses were as follows:

·       In response to supplementary question from Sally Wyatt, officers confirmed that there was a temporary ban on water usage for allotment tenants due to health and safety concerns.

·       In response to supplementary question from Derek Patterson, the chair advised that current catering contracts were approved by the previous administration and were due to be renewed, and discussions around plant based food this would be reviewed as appropriate.

·       In response to supplementary question from Tim Beasley, the Chair advised that it would be difficult to confirm a rate increase for allotments for 2026/27 but this would be reviewed in line with inflation and the council’s budget position in due course.

·       In response to supplementary questions from Catherine Withers, officers confirmed that they had worked closely with ecologists when reviewing options for a cemetery expansion along with recent discussions with Natural England to which an update would be provided to the Committee in due course.

·       In response to supplementary question from Sarah Freeman, the Chair confirmed that savings targets had been identified council-wide and did not only effect the allotments budget.

·       In response to supplementary questions from Danica Priest, officers confirmed that the scrub clearance enhanced the ecological benefits of the site and that officers would continue to engage with community groups going forwards.

·       In response to supplementary question from Joshua Roberts, officers noted that whilst MG5 grassland was found in within the SNCI, the proposed location for the attenuation pond and drainage pipe was in an area that did not contain MG5 grassland. The ecological surveys had been shared with the Committee and consultees but in accordance with planning process, surveys were not publicly available, which was in line with other local authorities.

·       In response to supplementary questions from Cllr Guy Poultney, officers advised that the report contained detail on availability of non-denominational burials. In response to concerns around transparency, the Chair advised that the additional briefings and site visits had been organised to ensure Members had access to the information and allow opportunity for questions in order to make an informed decision.

Statements:

To seek approval for new allotment rents and water service charges to be implemented from October 2025 and to approve that a stakeholder engagement process is progressed to review the way in which allotments rents and charges are structured, review and where necessary update the allotment tenancy agreement and tenancy rules to reflect current Allotment legislation and practice.

That the Committee for Public Health and Communities RESOLVED (unanimously):

1.      To note the outcome of the call-in committee decision on 27th March 2024 including the issues raised and the public forum questions and statements.

2.      To note the outcome of the consultation as set out in this report and in Appendix F and which have been taken into account in the recommendations before the Committee.

3.      Approved the revised allotment rent and charges set out in the report and Appendix A2 and the expansion of the discount scheme to enable more people on low incomes to benefit from a 50% reduced rent as outlined in this report.

4.      To note the introduction of direct debit payments to allow for quarterly or monthly payments.

5.      Authorised the Executive Director Growth and Regeneration in consultation with the Chair of the Public Health and Communities Committee to take all steps required to implement the revised allotments rent and charges and undertake the stakeholder engagement as set out in paragraph 9 of this report.

6.      Further approved a stakeholder engagement process to update the allotment tenancy agreement and update the tenancy rules, which will be the subject of a future report to the Public Health and Communities Committee.

The Committee considered a report which sought approval for a new allotment rents and water service charges to be implemented from October 2025.

The Chair noted that this item had been deferred at the previous meeting of the Public Health & Communities Policy Committee on 23^rd August 2024 and that following further engagement with Members and allotment tenants, the report had been updated to include a revised fees structure.

Summary of main points raised/noted in discussion of this item:

·       It was confirmed that the proposed rent increase applied a 52% rise, with the most common plot rent increasing from £50 to £76 annually.

·       The low-income discount eligibility would be extended to tenants receiving Universal Credit, pension credit, and council tax reductions along with reductions for those delivering social value.

·       There would be in introduction of flexible payment options through monthly and quarterly direct debits to ease payment.

·       Officers estimated an additional income of £116k per annum from rent increases which would fund one additional allotment officer, an upgrade of the allotment management software and maintenance allotment sites.

·       The Allotment Act requires 12 months’ notice so any changes would be effective October 2025, however officers advised they may be able to appointment of an allotments officer sooner in April 2025.

·       A Member raised concerns around financial hardship of some tenants, and it was confirmed that officers would use discretion in waiving fees for tenants facing financial difficulties and detail of these cases would be brought to the Chair and Vice-Chair for information.

·       Officers clarified details on plot accessibility and noted that six sites currently lack water facilities.

·       Members highlighted the need to review water usage and promote sustainable practices.

·       It was noted that allotment holders would be involved in the development of updated tenancy rules and in setting future pricing structures.

The Chair then moved the recommendations as set out in the report. Cllr Clarke seconded the motion.

The Committee RESOLVED (unanimously);

1.      To note the outcome of the call-in committee decision on 27th March 2024 including the issues raised and the public forum questions and statements.

2.      To note the outcome of the consultation as set out in this report and in Appendix F and which have been taken into account in the recommendations before the Committee.

3.      Approved the revised allotment rent and charges set out in the report and Appendix A2 and the expansion of the discount scheme to enable more people on low incomes to benefit from a 50% reduced rent as outlined in this report. 4. To note the introduction of direct debit payments to allow for quarterly or monthly payments.

4.      Authorised the Executive Director Growth and Regeneration in consultation with the Chair of the Public Health and Communities Committee to take all steps required to implement the revised allotments rent and charges and undertake the stakeholder engagement as set out in paragraph 9 of this report.

5.      Further approved a stakeholder engagement process to update the allotment tenancy agreement and update the tenancy rules,  ...  view the full minutes text for item 7.

To brief the Public Health and Communities Policy Committee of the remaining provision of Bristol’s burial and cremated remains plots. To invite the Public Health and Communities Policy Committee to consider options for future provision of burials and cremated remains plots.

That the Committee for Public Health and Communities RESOLVED (unanimously):

1.      To note the contents of the report and details provided within the appendices.

2.      To provide Officers with a preferred option to progress - option 2 as amended:

                                i.            Continue with the project but on a reduced scale – Remove Area 3 from the project – no burials within the SNCI area. Only proceed with Area 1 expansion.

The current plans require the attenuation pond to be formed within the SNCI. However, officers will prioritise investigating alternative drainage solutions that do not rely on systems running through the SNCI. They will consider all mitigation options, and no final decisions regarding drainage infrastructure will be made without thorough assessment of the environmental impact and the feasibility of alternatives.

Deliver approximately 870 standard coffin burial plots, 800 Cremated Remains Plots and 260 Baby Burial Plots in 2025. Provides forecasted provision for up to 10 years.

Additionally, set up a member task and finish group to determine the mid- and long[1]term future of Bristol’s burial provision.

3.      Authorised the Executive Director Growth and Regeneration in consultation with the Chair of the Public Health and Communities Policy Committee to take all steps required to progress the preferred option including procuring and awarding contracts over the key decision threshold.

The Committee considered an options report for future provision of burials and cremated remains plots at South Bristol Crematorium.

The Chair briefly introduced the item noting that all Committee Members had visited the South Bristol Crematorium site, and acknowledged the controversial nature of the decision and the large number of Public Forum submissions received on the matter.

Officers introduced the report highlighting key points as follows:

·       The committee was briefed on the three options for expanding the cemetery provision, emphasising public interest on the ecological considerations.

·       It was noted that the cemetery’s burial space was expected to reach capacity by mid-2026.

·       It was noted that planning permission was originally granted on the site in 1962, and was most recently reviewed at Development Control Committee B in September 2023 followed by reporting to Cabinet in January 2024.

·       Officers read out a letter from Natural England who had reviewed the ecological impact on the Site of Nature Conservation Interest (SNCI).

·       It was noted that option 2 would remove Area 3 from the project meaning no burials within the SNCI although, there would still be a need to carry out drainage works to install a pipe to the attenuation pond, which would measure 15cm in width.

·       Officers highlighted the financial implications if additional provision was not provided at South Bristol Cemetery, with projected costs up to £876,000 from the date the site reaches capacity.

Summary of main points raised/noted in discussion of this item:

·       It was noted that there were some areas of unsuitable land where the ground was too hilly or at risk of flooding, along with a section of land that could not be used.

·       Members asked about alternative sites that had been explored and were advised of the past efforts to secure additional burial sites in North Bristol which presented challenges around flooding and rocky soil which hindered suitability.

·       Officers clarified that South Bristol had the necessary infrastructure, while new sites would need extensive development which would cost upwards of £2.4m.

·       Officers advised of the impact on land that was currently being leased to Yew Tree Farm which would be minimal.

·       It was confirmed that the drainage works for option 2 would be a closed pipe to redirect surface water, helping prevent further erosion to the SNCI.

·       A Member sought clarification on whether the attenuation pond would still be necessary in Option 2 and how it would benefit the SNCI, and officers explained that it would be required to redirect surface water, but the pond would improve the SNCI by creating a wetland habitat, as detailed in the ecological management plan.

• A Member asked about potential implications on other SNCIs, noting that approving this proposal might set a precedent for future developments but officers confirm that each case was unique and that each case would be considered individually.
• A Member asked about the presence of dormice in the area and how drainage construction might affect their habitat and officers confirmed that ecologists had been monitoring the area through the installation  ...  view the full minutes text for item 8.

To seek approval to commence re-procurement of the Bristol Public Health Nursing Service and the Young People’s Specialist Substance Misuse Treatment Service, with delegated authority for subsequent steps. The report also advises on the indicative timescales for the re-procurement, including consultation and engagement with key stakeholders, including Committee members.

That the Committee for Public Health and Communities RESOLVED (unanimously):

1.      To approve the commencement of a re-procurement process for the Bristol Public Health Nursing Service and Young People’s Specialist Substance Misuse Treatment Service.

2.      To delegate authority to the Director of Public Health, in consultation with the Public Health and Communities Committee Chair, to take all steps required to procure and award contracts for the services, in line with the Council’s Procurement Rules (which could include NHS Provider Selection Regime Regulations) and within the maximum budget available (the exact amount will be confirmed but will be in the region of £11 million).

3.      To authorise the Director of Public Health to accept and allocate any additional external funding that supports these services in accordance with the Council’s Procurement Rules and any national regulations or funding restrictions.

4.      To note the indicative timescales for the re-procurement process, including consultation and engagement with key stakeholders, including Committee members.

The Committee considered a report to seek approval to commence re-procurement of the Bristol Public Health Nursing Service and the Young People’s Specialist Substance Misuse Treatment Service.

Summary of main points raised/noted in discussion of this item:

·       It was noted that the current contract was held by Sirona as the lead provider which was due to end on 31^st March 2027.

·       It was estimated that the annual cost for both services was approximately £11m, and around 95% of this was used to fund the Public Health Nursing Service which was a statutory service.

·       It was noted that the team would carry out a public consultation as part of the procurement process in summer 2025. Members emphasised the importance of engaging with low income families in the most deprived areas of the city.

·       Members noted the need for social value contributions from the future provider, with ongoing conversations to determine specific social impact goals within the council’s procurement framework.

·       It was noted that the nursing service supports children and young people up to age 19 (or 25 for those with special educational needs and disabilities) and is accessible to all families unless they wish to opt out.

·       A Member suggested that the language be adjusted in relation to the substance misuse service to ensure that alcohol be included as a drug, along with other substances.

·       It was noted that Public Health colleagues would brief Committee Members at key stages in the procurement and engagement process and would provide regular updates to the Chair and Vice-Chair at their regular briefings.

The Chair then moved the recommendations as set out in the report. Cllr Clarke seconded the motion.

The Committee RESOLVED (unanimously) to;

1.      To approve the commencement of a re-procurement process for the Bristol Public Health Nursing Service and Young People’s Specialist Substance Misuse Treatment Service.

2.      To delegate authority to the Director of Public Health, in consultation with the Public Health and Communities Committee Chair, to take all steps required to procure and award contracts for the services, in line with the Council’s Procurement Rules (which could include NHS Provider Selection Regime Regulations) and within the maximum budget available (the exact amount will be confirmed but will be in the region of £11 million).

3.      To authorise the Director of Public Health to accept and allocate any additional external funding that supports these services in accordance with the Council’s Procurement Rules and any national regulations or funding restrictions.

4.      To note the indicative timescales for the re-procurement process, including consultation and engagement with key stakeholders, including Committee members.

To brief the Public Health and Communities Policy Committee on performance against the BCC Business Plan as relevant to the remit of this Committee, for Q1 2024/25, and for Members to note areas of specific interest or concern with relevant Directors. 

That Public Health and Communities Committee RESOLVED:

1.      To note performance against the Business Plan relevant to the Committee, including the issues raised and measures to address performance issues to be implemented by relevant services.

The Committee received an update on performance against the BCC Business Plan relevant to the Public Health & Communities Policy Committee for Quarter 1, 2024/25.

Summary of main points raised/noted in discussion of this item:

·       It was noted that 71% of items were on track, with two areas highlighted as needing additional attention around healthy weight programmes (HCW2.2) and risks related to ash dieback disease (ENV2.2), but officers were working to address these issues.

·       It was noted that the item around consultation response rates from the most and least deprived 20% of Bristol citizens (BPPM537) was worse than target.

·       Consultation responses were noted to be lower from certain demographic groups, notably in deprived areas. Officers continue to work on improving the response rate and would like to push targeted outreach although this was challenging due to resource limitations.

·       Members asked how this data compared to pervious years and officers advised that this information could be shared with the Committee after the meeting. ACTION.

·       There was a discussion around safehouses for victims of domestic abuse in relation item HC3.3 and officers advised that further information around security and waiting lists could be shared with the Committee after the meeting. ACTION.

·       There was a discussion around mental health impacts on citizens who were out of work in relation to item HCW2.1. A Member raised the need for support for the least advantaged citizens and officers noted there were some ongoing programmes to support this work and welcome further discussions with Members although, resource was limited.

·       There was a discussion around item BPOM251 which shared Quality of Life data on reducing the fear of crime. Officers confirmed that a Community Safety report would be brought to Committee in January 2025 which would provide more detail on indicators relating to crime and disorder including a comparison with other Core Cities.

The Committee RESOLVED;

1.      To note performance against the Business Plan relevant to the Committee, including the issues raised and measures to address performance issues to be implemented by relevant services.