Agenda and draft minutes

Apologies for absence were received on behalf of Councillors Louise Fox, Anne Clarke (formerly of the Customer Services Scrutiny Committee) and Rowan Clarke (Junior Portfolio Holder for Growth).

To note any urgent items of business which the Chairman has consented to being considered under the provisions of Section 100(B) 4(b) of the Local Government Act 1972.

There were no urgent items of business to consider.

Members should declare the existence and nature of any Disclosable Pecuniary Interest and Non Statutory Interest as defined by the Members’ Code of Conduct in respect of:

a) any business on the agenda;

b) any urgent additional items to be considered;

c) any matters arising out of those items;

and if appropriate, withdraw from the meeting at the relevant time.

There were no declarations made at the meeting.

The Scrutiny Officer presented the report to the Joint Committee.

The Joint Committee (made up of the Committee and the Local Growth Scrutiny Committee) had agreed to undertake a Review of security arrangements at The Arc, Clowne, focussing on the policies, protocols and procedures in place and examine how security for staff, members of the public and Elected Members could be improved (as part of both Committees’ individual Work Programmes 2024/25).

For the Committee, the Review related to its remit of the following:

• Facilities Management; and,
• Legal Requirements.

For the Customer Services Scrutiny Committee, the Review related to its remit of the following:

• Emergency Planning;
• Managing Complaints;
• Customer Services; and,
• Legal Requirements.

By collaborating, the Committees were able to bring a broader range of ideas and perspectives to the Review, ensuring a more thorough and informed approach.  This effort had allowed for a more efficient use of resources and promoted a cohesive and integrated scrutiny process, which was particularly beneficial for such a large-scale and complex piece of work.

The Review had been initiated in response to growing concerns about the security of The Arc, Clowne, its vulnerability to incidents of Anti-social Behaviour (ASB), and the potential critical risks that could threaten the safety of staff, members of the public, and Elected Members.

With a focus on improving the safety, resilience and preparedness of The Arc, Clowne, the Review had aimed to identify existing weaknesses, explore legislative compliance, and make recommendations that would ensure the facility remained a safe environment for all users.

The Review’s original scope was attached at Appendix 1.

The key findings of the Review were all follows:

1. Clear accountability: there was currently no specific officer or Cabinet Member responsible for overseeing security responsibilities and inter-departmental coordination at The Arc, Clowne;
2. Lack of a comprehensive security policy: existing procedures were fragmented; a unified policy would consolidate security arrangements and improve overall effectiveness;
3. Unclear incident response roles: procedures would benefit from defined responsibilities and clear escalation pathways during emergencies to ensure swift and coordinated action;
4. Need for regular review / testing of procedures: security protocols should be regularly reviewed and tested to ensure they remained effective and up to date;
5. Training gaps for staff: frontline and operational staff needed consistent, ongoing training in conflict management and emergency response to enhance preparedness;
6. CCTV and perimeter security: consideration should be given to upgrading CCTV systems and perimeter security to improve monitoring and protection;
7. Security considerations for committee meetings: additional safeguards, such as barriers, codes of conduct and camera monitoring, were needed to ensure safe and orderly proceedings;
8. CTSA security audit: a Counter Terrorism Security Advisor (CTSA) had provided valuable feedback and Members had received a security briefing to enhance awareness and preparedness;
9. Emergency procedures under development: invacuation, evacuation and lockdown plans were currently being drafted but were not yet fully implemented; an accommodation review of the building is under development; and,
10. Proactive ongoing improvement: Security measures should be continuously updated  ...  view the full minutes text for item LOC4-25/26