Agenda and minutes

To approve as a correct record the minutes of the previous meeting held on Tuesday 1 March 2016.

The minutes of the meeting held on 1 March 2016 were approved as a correct record and signed by the Chairman.

Apologies for absence were received from Councillors Tony Lock and Martin Wale. Councillor Amanda Broom attended the meeting as substitute for Councillor Martin Wale.

In accordance with the Council's current Code of Conduct (adopted July 2012), which includes all the provisions relating to Disclosable Pecuniary Interests (DPI), personal and prejudicial interests, Members are asked to declare any DPI and also any personal interests (and whether or not such personal interests are also "prejudicial") in relation to any matter on the Agenda for this meeting. A DPI is defined in The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 (SI 2012 No. 1464) and Appendix 3 of the Council’s Code of Conduct.  A personal interest is defined in paragraph 2.8 of the Code and a prejudicial interest is defined in paragraph 2.9. In the interests of complete transparency, Members of the County Council, who are not also members of this committee, are encouraged to declare any interests they may have in any matters being discussed even though they may not be under any obligation to do so under any relevant code of conduct.

None received.

There were no members of public at the meeting.

This is an opportunity for Members to question the progress on issues arising from previous meetings.  However, this does not allow for the re-opening of a debate on any item not forming part of this agenda.

No matters were raised.

The Chairman sent the best wishes of the Committee to Jo Gale (Scrutiny Manager) who had been unable to attend the meeting.

Members noted the update given by the Chairman of Scrutiny Committee.

The Scrutiny Committee considered the reports contained in the District Executive Agenda for the 7 April 2016 and made the following comments:

Report from Taunton and Somerset (Musgrove Park Hospital) NHS Foundation Trust (Agenda item 6)

Members asked how effectively Somerset County Council are discharging their statutory Health Scrutiny role across the County?

SSDC Council Plan 2016 to 2021 (Agenda item 7)

Members noted that this is first iteration of the Council Plan and that as it passes through Scrutiny, District Executive and ultimately Full Council there will be some opportunity for wider member engagement in the Plan – although it was noted that this involvement is not as extensive as it has been in the past.

Whilst accepting that the plan is a realistic analysis of the Council’s aims and objectives over the coming years and that more service level detail would be available in the annual plan members felt that the  one page plan would benefit from more SMART targets where appropriate – allowing for more effective public monitoring of progress.

Members questioned if the information from some residents gained in the pre-election period in 2015 was an adequate assessment of the communities priorities – bearing in mind this is now 12 months old?

It was suggested that the appendices of the plan be amended to include a specific action to work in partnership with the appropriate agencies to reduce carbon emissions?

It was noted that Town and Parish councils no longer provide licensing services.

Members suggested that a document needs to be created of potential future plans – aspirational projects that will be brought forward as and when conditions are right. This will ensure the public can see the status of projects within their own communities and will be able to see that SSDC remains committed to such projects.

Scrutiny suggest that the ‘Economy’ element of the Plan should also make explicit reference to the importance of agriculture and the very rural nature of the district. Members felt that as it currently reads, the plan does not accurately reflect the rurality of South Somerset.

Members preferred the new format of the Plan stating that it is very accessible.

Members sought clarification as to the numbers of actions defined as ‘High’ priority – they noted that Management Board feel that whilst it will be a stretch, the priorities are spread fairly evenly across the authority. Are all ‘high’ priorities equally ‘high’ or are there degrees of importance?

Scrutiny welcomed the Leader’s commitment that Scrutiny will be actively involved in the reassessment of the Corporate Performance indicators that will flow from the adoption of this Council Plan.

Members recommended that 6 monthly updates on progress be submitted to the Scrutiny Committee.

Gypsy Site Management (Agenda item 8)

Members agreed with the recommendations in the report and thanked the officers for their work in bringing forward this option for the future management of this service. The Committee were reassured to note that the sinking fund created to cover the costs  ...  view the full minutes text for item 140.

The Scrutiny Manager updated the Committee on the work of the following Task and Finish Groups:

Homefinder Somerset – Local Connections element of allocations policy

Members were informed that the meeting of this group scheduled for later that day had been postponed as officers were still waiting to hear back from the majority of our Housing Association partners – the meeting would be rescheduled as soon as possible.

Consent to dispose Consent for disposal of housing stock

The first meeting of this group had been held to agree the review aims and objectives and the group was now looking to identify potential evidence sources.

Journey of exploration

Members were informed that following the adoption of the Solo Business case and the agreement of Full Council to pursue the Transformation Programme, this Task and Finish Group was currently on hold whilst governance arrangements of the various programme boards are finalised. Members agreed that a clearly defined role for Scrutiny should be a critical element of any new governance arrangements.

Direct Housing Payments Discretionary Housing Payment Policy (DHP)

Members were reminded that an email had been sent to all members by Jo Gale asking for members who wished to take part in this Task and Finish Group.

Members agreed to establish a Task and Finish group to look at the roles and responsibilities of the Community Council for Somerset. In line with agreed processes, an email would be sent to all members inviting them to take part in this piece of work. Members agreed that the main focus of the review should be to establish potential areas of duplication between the work of SSDC and the Community Council for Somerset.

The more detailed terms of reference would be agreed at the first meeting of the Task and Finish Group.

Members noted the current Scrutiny Work Programme with the addition of a report to come forward in June outlining the roles and responsibilities of the Scrutiny Manager position.

Members noted the next meeting of the Scrutiny Committee would be held on Tuesday 10^th May 2016 in the Main Committee Room, Brympton Way.