Agenda and minutes

Overview and Scrutiny Committee
Friday 23rd June, 2017 10.00 am

Venue: Council Chamber, Allerdale House. View directions

Contact: Jess Hall  01900 878705

Items
No. Item

37.

Minutes pdf icon PDF 62 KB

To sign as correct record the minutes of the meetings of the Community Overview and Scrutiny Committee held on 24 March and 7 April 2017 and the Corporate Overview and Scrutiny Committee held on 24 February and 21 April 2017.

Additional documents:

Minutes:

The minutes of the Community Overview and Scrutiny Committee meetings held on 24 March and 7 April 2017 and the Corporate Overview and Scrutiny Committee meetings held on 24 February and 21 April 2017 were agreed as a correct record.

38.

Declaration of Interests

Councillors/Staff to give notice of any disclosable pecuniary interest, other registrable interest or any other interest and the nature of that interest relating to any item on the agenda, in accordance with the adopted Code of Conduct.

Minutes:

None declared.

39.

Questions

To answer questions from members of the public – submitted in writing or by electronic mail no later than 5.00pm, 2 working days before the meeting.

Minutes:

None received.

40.

Public Participation

To hear representations from members of the public on items which appear on the agenda – submitted in writing or by electronic mail no later than 5.00pm, 2 working days before the meeting.

Minutes:

None received.

41.

LGA Overview and Scrutiny Peer Review Feedback Report and Summary of the Stronger Scrutiny Workshop pdf icon PDF 51 KB

To formally report the LGA’s recommendations following the peer review of the Overview and Scrutiny function on 29 and 30 March 2017 and the summary of the Stronger Scrutiny Workshop for Members held on 12 May 2017.

 

Additional documents:

Minutes:

The Scrutiny and Policy Officer submitted a report which sought to formally report to the committee the LGA’s recommendations to the Council following the peer review of the Overview and Scrutiny function on 29 and 30 March 2017.

 

The key recommendations of the report were to:

 

1.  Continue to develop a more focused work plan more closely aligned to council priorities, key decisions and topics of public interest/importance. This would help prioritise issues where scrutiny could add value including more pre-decision scrutiny.

 

2.  Develop a single committee structure supported by task and finish groups aligned to council priorities. This would help build capacity for more detailed pieces of work linked to Council priorities outside of formal committee meetings. The task and finish groups were to provide opportunities for any scrutiny member to chair and any member to join (regardless of political party).

 

3.  Re-invigorate community engagement and communication in relation to the work of scrutiny. Task and finish groups focused upon key priorities/topics were to provide more space to do this, including opportunities to appoint co-optees to the task and finish groups.

 

4.  Develop a renewed focus on the leadership of scrutiny across the council. This was to include the role of all members including co-optees and would send an important message to all stakeholders about the role and profile of overview and scrutiny.

 

5.  Develop stronger links between the Executive and overview and scrutiny – strengthening communication and ways of working would allow scrutiny to better inform and shape policy and decisions.

 

6.  Develop a rolling programme of overview and scrutiny training for both councillors and officers. The Council should support the development of skills important for good scrutiny including a mandatory intensive training programme for scrutiny members.

 

7.  Review decision making templates, forward plan template and project planning processes to incorporate prompts in relation to the scrutiny function – this was to encourage all in the council to consider the role scrutiny could play in both pre-decision and post decision scrutiny.

 

Councillor C Tibble commented that the work of the Overview and Scrutiny Committee and of other committees was not reported at meetings of Council, other than through annual reports from chairmen. Members agreed with the comments and considered that there should be a report on overview and scrutiny at each meeting of Council. The Acting Scrutiny Officer agreed to seek advice from the Head of Governance and Monitoring Officer on this.

 

Members noted that Council resolved at its meeting on 17 May 2017 that it would receive a bi-annual report updating it on progress in relation to the recommendations of the LGA Overview and Scrutiny Peer Review Feedback Report.

 

Agreed

 

That Appendix 1 and Appendix 2 be noted.

42.

Work Programme 2017-18 pdf icon PDF 96 KB

To consider and approve the Overview and Scrutiny Committee’s Work Programme for 2017-2018.

 

Additional documents:

Minutes:

The Scrutiny and Policy Officer submitted a report which sought the Overview and Scrutiny Committee to agree its work programme for 2017/18. The Council’s Constitution identified that the committee had a responsibility to set an annual programme at the beginning of each municipal year.

 

Members noted the recommendations for standard agenda items for the Overview and Scrutiny Committee set out in section 4 of the report:

 

·  The Council’s Forward Plan

·  Work Programme review and update

·  Task and Finish Group/Working Group updates

·  Outcomes/recommendations monitoring

·  Scrutiny of the West Cumbria Community Safety Partnership (annually)

 

Members noted section 5 of the report which recommended a small working group be established by the Overview and Scrutiny Committee to consider the following standard items:

 

·  Quarterly Performance Monitoring Reports

·  Financial Monitoring Reports

 

Members noted a longlist of topics proposed by Members and officers for the work programme, set out in Appendix 1.

 

Members noted the draft work programme for 2017/18 set out in Appendix 2.

 

Included as an appendix to the report was the Overview and Scrutiny Topic proposal form, which would need completed for an item to be considered by the committee.

 

Members commented that the Council’s representatives on Outside Bodies did not report back to the Council. It was suggested that representatives on Outside Bodies report back to Council annually.

 

Agreed

 

That:

 

1.  the development of the Overview and Scrutiny Work Programme be noted

 

2.  it be noted that the Work Programme Prioritisation Protocol has been applied throughout the work programme’s development

 

3.  feedback from the LGA Peer Review of Overview and Scrutiny in relation to the work programme be noted

 

4.  standard items at section 4 of the report be noted and agreed

 

5.  a small separate working group be established by the Overview and Scrutiny Committee which meets quarterly to consider performance and budget scrutiny and reports to the main committee

 

6.  provision be made on the work programme for pre-scrutiny and/or urgent items

 

7.  the longlist of suggested work programme topics at Appendix 1 be noted

 

8.  the final draft work programme at Appendix 2 be agreed

 

9.  the work programme be reviewed and updated at each meeting of the Overview and Scrutiny Committee

43.

Forward Plan

To consider the Forward Plan of Executive Reports and Key Decisions.

 

Minutes:

The draft Forward Plan 1 July 2017 – 30 June 2018 was tabled at the meeting.

 

Councillor H Harrington requested further information on the item titled Nationally Significant Infrastructure Projects Delegated Powers. The Acting Scrutiny Officer agreed to provide this.

 

Agreed

 

That the draft Forward Plan 1 July 2017 – 30 June 2018 be noted.

44.

Allerdale Tackling Poverty Strategy & Action Plan – Appointment of a Task and Finish Group pdf icon PDF 67 KB

To agree the establishment and appointment of a Task and Finish Group to consider the draft Tackling Poverty Strategy and Action Plan. The Task and Finish Group will report to the Overview and Scrutiny Committee.

 

Additional documents:

Minutes:

The Senior Policy and Performance Officer submitted a report which sought the Overview and Scrutiny Committee to agree to establish a Task and Finish Group to carry out a piece of pre-scrutiny work on the Council’s Tackling Poverty Strategy and Action Plan, to appoint a Chair to the group and to set its terms of reference.

 

Volunteers for the group’s membership were identified in section 3 of the report. Councillor J Farebrother requested that she be removed from the list of volunteers due to other commitments.

 

Members agreed to establish a Task and Finish Group made up of the following members:

 

·  Councillor B Finlay

·  Councillor M Fitzgerald

·  Councillor M Grainger

·  Councillor H Harrington

·  Councillor B Miskelly

·  Councillor P Tibble

 

Members agreed that Councillor B Miskelly be made Chair of the Task and Finish Group.

 

Section 4 of the report set out proposed terms of reference for the Task and Finish Group, which were agreed:

 

·  Consider and scrutinise the draft Tackling Poverty Strategy and Action Plan

·  Identify what is currently being done by the Council and partners to tackle poverty in the Borough

·  Make recommendations for future actions by the Council and partners to tackle poverty in the Borough

 

Members noted an appendix to the report which provided a scoping exercise template. The Task and Finish Group would use the template to scope its review, based on its terms of reference.

 

Agreed

 

That:

 

1.  a Task and Finish Group be established by the Overview and Scrutiny Committee to consider the draft Tackling Poverty Strategy and Action Plan 2017-2020

 

2.  Councillor B Miskelly be appointed Chair of the Task and Finish Group and be responsible for managing the group and reporting its findings to the Overview and Scrutiny Committee

 

3.  the membership of the Task and Finish Group be agreed as follows:

 

·  Councillor B Finlay

·  Councillor M Fitzgerald

·  Councillor M Grainger

·  Councillor H Harrington

·  Councillor B Miskelly

·  Councillor P Tibble

 

4.  the Task and Finish Group identifies co-opted members at the scoping stage

 

5.  the Task and Finish Group’s terms of reference set out in section 4.1 of the report be agreed

 

6.  the Task and Finish Group follows the terms of reference and keeps the Overview and Scrutiny Committee updated

 

7.  the Task and Finish Group scopes the piece of work applying the scoping exercise template at Appendix 1

 

8.  the Task and Finish Group reports its findings, conclusions and recommendations to the Overview and Scrutiny Committee

45.

Task and Finish Group Update - Partnership Scrutiny of Local Housing Provider

The Overview and Scrutiny Committee will receive a verbal update from the Task and Finish Group and consider and agree any further action.

Minutes:

Councillor H Harrington provided an update on the Task and Finish Group – Partnership Scrutiny of Local Housing Provider.

 

The Community Overview and Scrutiny Committee established a Task and Finish Group to undertake a partnership scrutiny in relation to a local housing provider, Your Derwent and Solway at its meeting on 24 March 2017.

 

The Task and Finish Group had held a meeting to undertake the scrutiny. Representatives of the housing provider had been invited to attend the meeting but none were present. The Portfolio Holder for Housing, Health and Wellbeing was also not present.

 

Councillor H Harrington asked if another meeting could be held with all parties invited to attend. The Scrutiny and Policy Officer informed the councillor that the housing provider had stated it would not attend and members now needed to consider whether the scrutiny was worthwhile.

 

Members noted the update.