Agenda and minutes

Apologies were received from Councillors Peter Hutton, Paul Oatway and John Walsh.

Councillor Phillip Whalley replaced Councillor Peter Hutton for this meeting only.

To elect a Chairman for the ensuing year.

Councillor Simon Killane was elected Chairman for the ensuing year.

Election of Vice-Chairman for the ensuing year.

Councillor Roy While was elected Vice-Chairman for the ensuing year.

To approve and sign the minutes of the meeting held on 11 April 2013.

The minutes of the previous meeting held on 11 April 2013 were approved and signed as a correct record.

To receive any declarations of disclosable interests or dispensations granted by the Standards Committee.

There were no declarations of interest received.

The Chairman welcomed everyone to the first meeting of the Management Committee since the Local Elections in May 2013.

The Council welcomes contributions from members of the public.

Statements

If you would like to make a statement at this meeting on any item on this agenda, please register to do so at least 10 minutes prior to the meeting. Up to 3 speakers are permitted to speak for up to 3 minutes each on any agenda item.  Please contact the officer named above for any further clarification.

Questions

To receive any questions from members of the public or members of the Council received in accordance with the constitution. Those wishing to ask questions are required to give notice of any such questions in writing to the officer named above no later than 5pm on Wednesday 15 May 2013.  Please contact the officer named on the first page of this agenda for further advice.  Questions may be asked without notice if the Chairman decides that the matter is urgent.

Details of any questions received will be circulated to Committee members prior to the meeting and made available at the meeting and on the Council’s website.

There was no public participation.

To report to the new Overview and Scrutiny Management Committee on ongoing work recommended by the former Management Committee as part of the development of a work programme for the function in the new Council.

A report by the Scrutiny Manager is attached and the Management Committee is asked to approve the recommendations including considering the legacy topics.

The Management Committee considered the report of the Scrutiny Manager about the ongoing work recommended by the former Management Committee as part of the development of a work programme for the current Committee. 

In addition the Committee were asked to reappoint councillors to Task Groups established for those topics listed in the report that were the direct responsibility of the Management Committee.  

Members felt that it was essential for Chairman and Vice-Chairman of the Management Committee and Select Committees, along with support from the relevant Scrutiny Officer to undertake informal discussion meetings with Cabinet members, portfolio holders and Service Directors in order to gain common understanding and support over priorities in the work programme. 

Resolved:

1)    That the legacy topics listed in Appendix A to these minutes be agreed for inclusion in the Committee’s work programme and the Select Committees be advised accordingly.

2)    That those councillors who previously served on Budget Scrutiny, Campus and Operational Delivery, and Members in the Locality Task Groups continue to serve subject to their agreement;

3)    That the chairman and vice-chairman of the Management Committee be authorised to name councillors to fill vacancies on the task groups detailed in the supplement to the report as appropriate;

4)    That as a general exercise, to ask the Scrutiny Team to canvass all non-executive councillors over their desire to be involved in the Overview and Scrutiny function and to establish their specific interests;

5)    That the select committees be advised of the Management Committee’s endorsement to the inclusion of the ongoing work in the work programme and its approach to filling vacancies

6)    That all Select Committees be directed to support early discussion with Cabinet members, portfolio-holders and service directors to gain a more informed understanding about Executive priorities and report back on findings.

7)    That the intention of the Council to review its Business Plan and the potential implications for Overview and Scrutiny’s work programme be noted.

8)    That any topics that may arise from the induction event on 16 May be considered under minute number 98 below. 

Members will receive a report summarising the induction day in general, the turn-out, key messages from speakers, key approaches for going forward and the results of the exercise where attendees were asked what topics they think Overview & Scrutiny should be focusing on for this council.  A report will be circulated.

The Committee received the report of the Scrutiny Manager about the recent Councillor Induction Event.  The report summarised (i) those topics discussed; and (ii) those suggested for discussion and inclusion in the future Overview and Scrutiny work programme.

The Scrutiny Manager explained that the list of topics suggested at the Induction Event and detailed in the report would, if agreed by the Committee, be directed to the appropriate Select Committee/Management Committee for further investigation with a report back to the Management Committee recommending topics for review and inclusion in the O & S work programme.

Members noted that with the large number of topics suggested, it was very important for the Select Committees to consider a small number of topics to undertake in depth reviews on so that objectives could be achieved, value added and further involvement of backbench members.  

The Committee heard from Dr Carlton Brand, Corporate Director, who encouraged members to consider including ‘Increasing the public’s trust in politicians and public engagement with local democracy’ in the Management Committee’s list of topics in the work programme. Generally the members were receptive to this suggestion however, it was noted that any review undertaken should be carried out at fairly promptly, not stray into the political environment, and carefully scoped.

Resolved:

1)   That the outcomes of the Overview and Scrutiny Councillor Induction Event, detailed in the report, be noted.

2)   That the topics suggested for consideration by Overview and Scrutiny in the new Council be considered and directed as appropriate to the individual Select Committees for initial investigation.

3)   That the Select Committees be asked to report back to this Committee on any topics recommended for review and inclusion in the O&S work programme.

4)   That Area Boards be informed of the Overview and Scrutiny Work Programme once it has been agreed.

On 11 and 12 June 2013 the Centre for Public Scrutiny will hold its annual conference at Local Government House, Westminster. A place has been booked for a Wiltshire Council representative to attend and additional places are currently still available.  In the past Wiltshire Council has had both member and officer representation generally from those holding leading positions in the function.  

CfPS 2013 is the largest event dedicated to the latest developments in public policy, transparency, scrutiny and accountability, and this year is titled, ‘Decide, Design, Deliver: accountable policies, services and outcomes’. Further details including the programme and costs are attached.

The Management Committee is asked to agree one officer place and consider nominating two member representatives to attend the conference either for one or both days.

The Scrutiny Manager reported that the Centre for Public Scrutiny was holding its annual conference at Local Government House, Westminster on 11 and 12 June 2013. A place had been booked for a Wiltshire Council representative to attend and additional places were currently still available.  In the past Wiltshire Council had had both member and officer representation generally from those holding leading positions on the Management Committee. The Chairman explained that if he and the Vice-Chairman were nominated as representatives then they could attend on different days so that benefit of the conference could be maximised.

It was noted that the Centre for Public Scrutiny Conference 2013 would be the largest event dedicated to the latest developments in public policy, transparency, scrutiny and accountability, and this year was titled, ‘Decide, Design, Deliver: accountable policies, services and outcomes’.

The Management Committee was asked to agree one officer place and consider nominating two member representatives to attend the conference either for one or both days.

Resolved:

That the Chairman, Councillor Simon Killane and the Vice-Chairman, Councillor Roy While be asked to represent the Council at the Centre for Public Scrutiny annual conference on 11-12 June 2013, along with the Scrutiny Manager or his representative, with a report back to the next meeting of the Committee.

As a part of the Council’s commitment to sector-led improvement, arrangements are currently being made to host a peer challenge later this year. Peer challenge is an offer by the Local Government Association to bring a team of senior officers and members from around the country to Wiltshire Council and hear their views on how well prepared they consider the Council to be for the challenges ahead around an agreed theme. The theme is not currently finalised, however it is recognised that this is an ideal opportunity to learn from others and make improvements where they may be required.

The team will be invited to attend as many relevant meetings, committees and partnerships as possible as a part of the visit and the Overview and Scrutiny Management Committee is considered to be a key committee for inclusion in the timetable.

The committee is currently scheduled for 3 September 2013, three weeks before the visit.  It is therefore suggested that Members agree to moving the date to coincide with the challenge between 23 and 26 September 2013.

The Committee were informed that as a part of the Council’s commitment to sector-led improvement, arrangements were currently being made to host a peer challenge.  A familiarisation visit would take place over two days in July 2013 with the peer challenge taking place for a week in September 2013.   

It was noted that the Peer Challenge was an offer by the Local Government Association to bring a team of senior officers and members from around the country to Wiltshire Council and hear their views on how well prepared they consider the Council to be for the challenges ahead around an agreed theme.  It was recognised that this was an ideal opportunity to learn from others and make improvements where they may be required.

The team would be invited to attend as many relevant meetings, committees and partnerships as possible as a part of the visit and the Overview and Scrutiny Management Committee was considered to be a key committee for inclusion in the timetable.

Members were asked to re-schedule the Management Committee meeting from 3 September 2013 to the week beginning 23 September 2013 in order to coincide with the peer challenge week.

Resolved :

That the Overview and Scrutiny Management Committee meeting scheduled for 3 September 2013 be moved to Monday 23 September 2013 to coincide with the Peer Challenge Week.

Any other items of business which the Chairman agrees to consider as a matter of urgency.

The next meeting of the Overview & Scrutiny Management Committee will take place at 10:30am on Tuesday 25 June 2013 and will be held in Committee Rooms A-C, Monkton Park Offices, Chippenham.

The next meeting of the Overview and Scrutiny Management Committee would take place at 10:30am on Tuesday 25 June 2013 and would be held in the Council Chamber, Monkton Park Offices, Chippenham.