29 Overview and Scrutiny PDF 64 KB
(a) Report of the Chairman of the Overview and Scrutiny Committee - attached;
(b) Reports of the Overview and Scrutiny Committee (if any);
(c) Reports of Overview and Scrutiny Panels as follows:
(i) Constitution & Members Standing Scrutiny Panel – Report on Revised
Employment Procedure Rules (attached)
(ii) Constitution & Member Services Standing Scrutiny Panel – Report on Revised Conventions on Officer/Member Working Relationships (attached).
(d) Overview and Scrutiny Annual Report 2012/13 – attached.
Additional documents:
Minutes:
(a) Report of the Chairman of the Overview and Scrutiny Committee
The Council received a written report of the Chairman of the Overview and Scrutiny Committee, Councillor Morgan.
(b) Annual Report of the Overview and Scrutiny Committee to Council
The Chairman of the Overview and Scrutiny Committee, Councillor Morgan presented the Annual Report of the Committee to Council.
RESOLVED:
That the Annual Report of the Overview and Scrutiny Committee be noted.
(c) Reports of Overview and Scrutiny Panels
(i) Report of the Constitution and Member Services Scrutiny Standing Panel – Employment Procedure Rules
Mover: Councillor Philip, Chairman of the Panel
Councillor Philip presented a report following a review by a Task and Finish Scrutiny Panel which had explored concerns about contractual arrangements for previous Chief Executives.
Report as first moved ADOPTED
RESOLVED:
(1) That, in accordance with the advice of Counsel, the attached Staff Employment Procedure Rules be adopted;
(2) That the following seven deputies be appointed to the Restructuring Review Panel so as to ensure that the Council is able to comply with the requirements of the revised Employment Procedure Rules when adopted;
(a) Councillor Breare-Hall – Conservative Group;
(b) Councillor Philip – Conservative Group;
(c) Councillor Rolfe – Conservative Group;
(d) Councillor Watts – Conservative Group;
(e) Councillor Wyatt – Conservative Group;
(f) Councillor Pond – Loughton Resident’s Association; and
(g) Councillor J H Whitehouse – Liberal Democrats Group;
(3) That, when required, a second Panel be formed from among the seven members and deputies appointed to the Restructuring Panel to deal with any appeals under the Employment Procedure Rules against redundancy subject to the seven members concerned not having been involved in the original redundancy decision;
(4) That all members and deputies serving on the Restructuring Review Panel be trained in the requirements of these rules and related legal requirements before the Directorate Restructuring process commences;
(5) That the Finance and Technology Portfolio Holder be asked to review whether there is sufficient budgetary provision for training for Panel members in the current year;
(6) That a similar pool of 14 Panel members and deputies be appointed at future Annual Council meetings so that the Council is able to respond promptly when the Employment Procedure Rules are engaged and that all appointed members and deputies be trained in the relevant procedures when required; and
(7) That the Chairman and Vice Chairman of any Panel convened in future years for the purposes of the Employment Procedure Rules be appointed by Panel members at the meeting concerned.
(ii) Report of the Constitution and Member Services Scrutiny Standing Panel – Convention on the Relationships between Political Groups and Councillors with Officers
Mover: Councillor Philip, Chairman of the Panel
Councillor Philip presented a report which updated these conventions.
Report as first moved ADOPTED
RESOLVED:
(1) That the attached revised conventions be approved; and
(2) That the issues raised in consultation with Councillors concerning new members and email correspondence be referred to officers for appropriate advice to be given.
24 Review of Elections - 2 May 2013 PDF 94 KB
(Chairman of the Constitution and Member Services Scrutiny Panel – Councillor J Philip) To consider the attached report arising from their meeting on 25 June 2013.
Additional documents:
Minutes:
Councillor Philips the Chairman of the Constitution and Member Services Scrutiny Standing Panel introduced their report on the review of the recent elections. These elections were for the seven County Council Divisions in our district and for one casual district by-election.
They noted that the level of turnout was disappointing. The Panel was informed that in the days before the election and throughout polling day, officers received numerous complaints by telephone, social media and face to face at polling stations about the lack of available information about candidates. Neither the Council nor the Returning Officer was able to publish candidates’ manifestos and those complaining were referred to where they could find information, e.g. searching the Internet. A common response from electors was that they expected to receive leaflets through their letterboxes and they did not have the time or inclination to search for information.
It was noted that officers had prepared a Project Plan and a Risk Register for the elections which was updated on a regular basis from the beginning of the year.
The Electoral Commission issued a direction to Returning Officers to report their performance against set standards regarding planning and organisation, administering the poll, absent voting, verifying and counting the votes and action after the poll. In order to comply with the direction it was necessary to submit monitoring returns by specified dates. The monitoring returns required answers to set questions but in addition, the Commission specified that a sample of Returning Officers, including Epping Forest, should submit data/evidence to support the responses. All of the returns and documents requested were submitted in accordance with the specified times. The Panel were pleased to report that the Commission did not raise any significant queries in relation to the submitted material and has subsequently confirmed that based on their analysis of the information submitted, officers met all of the necessary requirements.
It was noted that 80 established Polling Stations were provided in 72 different buildings on 2 May 2013. This required the appointment of 72 Presiding Officers and around 120 Poll Clerks.
On Election Day, representations were made about some of the buildings. At the Allnutts Institute in Allnutts Road, Epping there is a farm-type gate (wide enough for a tractor) which leads to a former allotments site. Whilst the gate appeared solid it would not act as a handrail if someone grabbed it after tripping. The gate would swing away from the path and take a person with it. Officers will hold discussions with the owners of the building about possible remedial works. The Panel were informed that an elector in a wheelchair found it difficult to enter the polling station at the Hastingwood Village Hall. The Whitebridge Junior School in Loughton had two entrances. It was desirable to have both entrances open as the distance between the two for a pedestrian was significant. However, representations were received on polling day that there was inadequate signage from the Southern Drive entrance which resulted in some electors ... view the full minutes text for item 24