Issue - meetings

To consider the attached report.

The Panel considered the scope of its review of the existing select committee framework, having regard to the terms of reference for the review that had been agreed by the Overview and Scrutiny Committee in October 2018. The Chairman reminded members that it was important to focus the effort of the Panel on the formulation of recommendations in respect of a future select committee framework, in order to achieve the timescale for the review.

Councillor J. H. Whitehouse suggested that the Council’s ongoing scrutiny activity should be more focussed on issues of concern to local residents and that complaint data should be utilised to inform the development of relevant work programme priorities for the select committees. Councillor Whitehouse also reinforced the need to ensure the appropriate use of task and finish panels and innovative methods of scrutiny in the delivery of scrutiny priorities, as recommended in overview and scrutiny training programmes previously provided for members. The Panel noted that very few meetings of the existing select committees were currently webcast.

Councillor R. Jennings drew attention to a report published by the Communities and Local Government (CLG) Committee in 2017, on the effectiveness of local authority overview and scrutiny, which had made a number of recommendations for revision to Government guidance on the operation of overview and scrutiny committees. The Panel noted that the report of the CLG Committee had been considered at a joint meeting of the overview and scrutiny chairmen and vice-chairmen in March 2018 and that the Government had undertaken to publish revised guidance by the end of 2018, although this was still awaited.

Councillor Jennings also suggested that the review of the select committee framework should encompass the role of the Audit and Governance Committee, although it was noted that this did not fall within the scope of the review agreed by the Overview and Scrutiny Committee. It was also reported that guidance issued by the Chartered Institute of Public Finance and Accountancy required that the Audit and Governance Committee be independent of both the Council’s executive and scrutiny functions and be directly accountable to the authority’s governing body. The Panel noted that changes to the role and responsibilities of the Audit and Governance Committee were not within the remit of the Overview and Scrutiny Committee and would need to be considered by the Council, on the recommendation of the Constitution Working Group.

Councillor G. Chambers suggested that the Council’s scrutiny activities should be focussed on issues where such activity could make a positive difference to its customers and achieve outcomes, and that it might be appropriate to review the terms of reference of each of the existing select committees to ensure that scrutiny activity remained meaningful. Councillor Chambers also highlighted that it was important that the role and responsibilities of the Standards Committee continue to be independent of the executive and scrutiny functions.

Councillor D. Dorrell highlighted a need for the Panel to be able to understand the roles and responsibilities within the Council’s new management  ...  view the full minutes text for item 3

To consider the attached report.

The Acting Chief Executive presented a report regarding proposals to establish a new Overview and Scrutiny Select Committee Framework that reflected the implementation of the Council’s People Strategy and reduced the number of Select Committees to two cross-service select committees.

Following the meeting on 29 October 2018, the Committee requested that members be consulted on the proposed new Select Committee Framework, which was undertaken through the Council Bulletin. This commenced on 2 November 2018 and ran for a four-week period, closing on 30 November 2018.The consultation was promoted within the Council Bulletin on two separate occasions during this period with 8 responses received. There were mixed responses and it was suggested that a task and finish panel should be set up to consider all the issues relating to the proposed establishment of a new Overview and Scrutiny Select Committee Framework and any other options that had not already been identified.

The Acting Chief Executive advised that the terms of reference, membership and work programme for the task and finish panel had to be approved by the Overview and Scrutiny Committee. The panels work would need to be completed quickly, in order for the Committee to consider the outcomes on 16 April 2019 and the appropriate select committee framework are in place for the commencement of 2019/20 municipal year. The formation of the task and finish panel was flexible in the number of members that could be appointed and it was thought that the best way forward, would to determine the Chairman and Vice-Chairman, agreed the terms of reference and work programme and invite other members to join the panel through the Members Bulletin.

The Committee was supportive of the recommendation in the report, although Councillor A. Patel commented that some of the information received by the select committees measuring the performance was not always clear, concise, relevant and included financial implications. He requested that a further point be added to the terms of reference, which was seconded by Councillor S. Neville.

Councillor D Wixley asked that the task and panel considered ways of encouraging pre-decision scrutiny. The Acting Chief Executive advised that this was incorporated into the regular standing item on the Committee’s agenda which reviewed the Forward Plan of Key Decisions. The Business Services Portfolio Holder advised that some of the larger contracts included Partnerships Boards and Portfolio Holder Advisory Groups also acted as pre-scrutiny of executive decisions.

Councillor A. Patel enquired who the lead officer would be of this task and finish panel. The Acting Chief Executive advised that the Strategic Director, G. Blakemore would be the lead officer and she would be supported by G. Nicholas and the Project Management Team.

Councillor G. Mohindra enquired whether executive members would be allowed to attend the panel. The Acting Chief Executive advised that this would be possible.

RESOLVED:

(1)       That the Committee had considered the results of consultation undertaken amongst all members of the Council, with regard to the proposed establishment of a new Overview and Scrutiny Select  ...  view the full minutes text for item 50

To consider the attached report.

The Democratic Services Manager, presented a report regarding a review of the overview & scrutiny select committee framework for 2019/20.

He advised that the Council’s People Strategy, had now progressed and the two Strategic Directors and eight Service Directors had been appointed with the intention from the Leader, to realign the responsibilities of the Cabinet with this new structure. Furthermore, it was assumed appropriate to review the overview and scrutiny framework as well. Following a joint meeting of the Overview and Scrutiny Chairmen and Vice-Chairmen held on 3 September 2018, the option favoured was for the establishment of two select committees as follows; 

Communities & Neighbourhoods Select Committee

Covering the following service areas:

·                 Housing and Property Services;

·                 Community and Partnership Services;

·                 Contract and Technical Services; and

·                 Planning Services.

Governance & Resources Select Committee

Covering the following service areas:

·                 Governance and Member Services;

·                 Business Support Services;

·                 Customer Services; and

·                 Commercial and Regulatory Services.

It was proposed that the lead officer for each of these select committees would be one of the Council’s new Strategic Directors and that a focused and achievable work programmes would be developed, drawing from the Portfolio Holder and service delivery aims and objectives. There would be no increase in meetings or membership to the select committees and it would continue to appoint in accordance with the pro-rata provisions.

Furthermore, the adoption of the new overview and scrutiny framework was not a matter reserved to the Council, although any changes would need to be considered by the Constitution Working Group. The Government was currently preparing new statutory guidance on overview and scrutiny, to reflect the changing role of scrutiny and this was expected to be published in December 2018.

Councillor J.H. Whitehouse enquired whether any consultation had been completed with members and possible training requirements for overview and scrutiny. Councillor M. Sartin advised that the committee had decided to reconsider the framework of the select committee last year and training was provided at the start of each year. The Democratic Services Manager advised that overview and scrutiny  training was provided each year following local elections.

Councillor S. Neville had concerns over the suggested framework leading to less scrutiny; that the changes to the national scrutiny framework could impact on this; and asked whether external scrutiny would still take place. The Democratic Services Manager advised that the national changes would be unlikely to prescribe how the Council established its internal arrangements, but that they would probably be around giving scrutiny a wider remit. He advised that external scrutiny would continue. Councillor M. Sartin advised that some items were cyclical and did not always require a presentation to the committee but a members briefing or an item placed in the Members Bulletin would be more beneficial.

Councillor D. Wixley advised that he could see some benefits that would enable the appointed members on those committees a larger overview of the council.  He asked whether this would be an opportunity for other members to take part in Task and Finish panels. Councillor M Sartin  ...  view the full minutes text for item 40