The Chair explained that this draft protocol had been brought to the Commission prior to Cabinet so that there would be an opportunity to make recommendations for change.

Howard Joy, Property Management and Review Manager, introduced the report. He said that the draft protocol had drawn on experience of dealing with Traveller encampments in Merton and in adjoining boroughs, an examination of available legislation and discussion with the police. It is expected that the processes set out in the draft protocol will speed up the process for removal whilst ensuring that the council’s responsibilities in respect of safeguarding theTravellers’ welfare are met.

Yvette Stanley, Director of Children Schools and Families, added that further changes would be made to the draft protocol once it had been checked against requirements under the Children’s Act. It also requires amendments in relation to staff training on safeguarding issues, the timeline in relation to inter-agency assessments and to embed safeguarding reassurances.

The Chair said that, due to concerns regarding the statement in paragraph 2.15 that “it has proved very difficult to engage with Sutton and Merton Community Services both in this review and in obtaining welfare assessments”, he had invited them to send a representative to attend this meeting. As no-one had been available at short notice, they undertook to provide a written statement. The Chair expressed disappointment that this had not been received.

Yvette Stanley informed the Commission that the health welfare assessment service had been re-commissioned and there would be a new provider from April 2016. The previous contract had been poorly specified and had been inherited by the council. The new contract would provide an opportunity for a fresh start to ensure that arrangements are as robust as possible.

Howard Joy provided additional information in response to questions:

·         his team provides advice to private landlords regarding the legislation and what action they could take. Private landlords are not required to undertake welfare assessments.

·         The number of unauthorised encampments, particularly large ones, has been increasing. He undertook to provide data by email.

·         There is a shortage of sites across London and no councils had offered to provide more when the Mayor reviewed the issue a few years ago

Members commented on the anxiety and disruption that Traveller encampments cause to local residents and welcomed the faster process set out in the draft protocol. They commented on the importance of communication to ward councillors, especially in relation to the council’s conflicting responsibilities, and thanked Howard Joy’s team for being proactive in regard to this in the past. They requested that the task of updating ward councillors be included in the protocol and set out in the flowchart.

Members suggested that a checklist containing bullet points would make it easier for officers to follow the process. Caroline Holland, Director of Corporate Services, added that the Corporate Management Team has asked for timelines to be added to the chart.

RESOLVED: To recommend to Cabinet that the following changes be made to the draft protocol:

·         To include, in the text and in the flowchart, the responsibility to provide regular updates to ward councillors about unauthorised encampments and progress being made towards removal, as well as explaining the council’s responsibilities in regard to safeguarding the welfare of Travellers.

·         To include a checklist in bullet-point form to make it easier for officers to follow the process.