Agenda item

Review of Work Practices, Reflecting on Scrutiny Committee Members Training, and Statutory Guidance on Overview and Scrutiny in Local & Combined Authorities

Minutes:

The Chairman introduced the report which asked members to agree the working practices of the Scrutiny Committee and the date and timing of future meetings of the Committee.

 

During a discussion about meeting arrangements, it was agreed to keep to the same days but to trial holding the meetings in the early afternoon starting at 1.30pm, with a confidential briefing for Scrutiny members beforehand at 1.00pm.

 

The Scrutiny Specialist explained that members needed to consider the Work Programme, and the methods to identify and select items to be included in the future. It was also noted that members should consider the standing items they wished to see on the agenda. For clarity, the Scrutiny Specialist explained her role and responsibility, and reminded members of the statutory responsibilities of the committee.

 

 

The Chairman noted that the District Executive items would always be important but there was a need for Scrutiny to also come up with its own suggestions for the Work Programme. He suggested leaving the Work Programme for a few weeks and asked members to send through any ideas to the Scrutiny Specialist.

 

During discussion some ideas put forward for inclusion in the Work Programme included:

·         Just set up a trading company – feel its performance should be reviewed later in the year.

·         Clarification of role with commercialisation and trading companies

·         Need to monitor how Transformation is performing.

·         Following the climate change motion at Council in May – the developing strategy will cover a large subject - Scrutiny could support and provide input, but need to be clear about Scrutiny role.

·         Overview of customer service – may need to look at elements separately. In particular telephone response times, customers not understanding what to request, empathy, speed, and detail of response.

·         Need to do more identifying of areas to be explored.

·         Could wider use of local by-laws be investigated.

·         Need to be mindful not to duplicate work of the Audit Committee. Scrutiny should focus on processes not detailed figures.

·         Some subjects would be better suited to Task and Finish groups, but could this new committee start with a ‘clean slate’.

 

It was suggested, and agreed during discussion, that the following items be standing items on future agendas for the Scrutiny Committee:

·         District Executive items and Forward Plan

·         Budget reports

·         Performance reports.

 

In response to some of the comments and suggestions made, the Scrutiny Specialist explained that:

·         there were two distinct elements to Scrutiny and provided a brief overview with examples.

·         how over the years the Committee had moved to pre-decision scrutiny.

·         over the last year several concerns had been raised about timeframes available to the Scrutiny Committee to review the District Executive agenda reports due to agenda publication timeframes.

·         regarding Task and Finish groups, the new committee could start afresh if wished, and reiterated the different approaches Scrutiny work could take.

·         A revised Council Tax Support scheme for the coming year would be coming forward. The previous Scrutiny Committee had recommended  Scrutiny support the development of this with a Task and Finish Group, and this would commence in the near future.

 

The Lead Specialist (Strategic Planning) noted there had been discussions about involving Scrutiny more in the shaping process rather than decisions, for example with the climate change item and also open spaces. The team also wanted to share knowledge about the Communities of Practice and how they would work at SSDC. She also briefly explained how the climate strategy was being developed, the teams and officers involved, and also joint Scrutiny work with Somerset County Council and the members appointed to that group.

 

In summary, the Chairman noted a number of ideas and comments had been raised. He suggested that the Vice Chairman and he meet with the Scrutiny Specialist to discuss the items raised, and to formulate a suggested way forward.

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