Agenda item

To determine how Overview and Scrutiny will function the ongoing Covid-19 situation, including scrutiny of the Covid-19 response itself, scrutiny of other essential activity, and committee and task group operation.

To endorse the terms of reference and membership of the Wiltshire Covid-19 Response Task Group, as noted in Briefing Note 20-17.

A report was presented by the Chairman on the operation of Overview and Scrutiny during the ongoing Covid-19 pandemic, which had and was continuing to have a significant effect on council operations including democratic decision-making and scrutiny.

It was explained that officers had been working at pace to maintain delivery of critical services and protect residents. In this context, normal democratic engagement on decisions had not always been feasible or in the best interests of Wiltshire residents. Visibility on the Covid-19 situation and response had however been maintained for non-executive councillors through a dedicated council Covid-19 webpage, briefing notes on the council’s decision-making arrangements, regular email updates to all councillors, and briefings from senior officers, including opportunities for questions and answers.

In May 2020 relevant lead councillors and senior officers determined Overview and Scrutiny was now appropriate to recommence activity in light of the seriousness of the situation and decisions being taken, the changes to the council’s operational context and immediate priorities, guidance from the Centre for Public Scrutiny, and the council’s commitment to open, transparent and inclusive decision-making and more. However, with the emergency situation being ongoing, it was agreed the form Overview and Scrutiny could appropriately take would be different than business as usual.

It had been agreed that a dedicated Covid-19 Response Task Group be formed, comprising the Chairman or Vice-Chairman of each Select Committee, the Chairman of the Audit Committee, and Chairman of the Financial Planning Task Group. The remit of the Task Group would allow consideration of any matter, providing flexibility to review upcoming Cabinet items as well as specifically elements of the response to Covid-19. The meetings of the Select Committees would, as a result, be cancelled through to July 2020 2020.

The Committee was asked to endorse the streamlined approach to delivery of the Overview and Scrutiny function as set out in the report, and retroactively endorse the terms of reference and membership of the Covid-19 Response Task Group.

The Committee then received an update from the Leader of the Council, Councillor Philip Whitehead, who noted the large number of significant decisions which ordinarily would have been considered by Cabinet and Overview and Scrutiny, but owing to the urgency of those decisions this had not been viable. He emphasised that elected members through the Cabinet had remained directing the council’s response, and the Executive had met with the Chairman to discuss resuming Overview and Scrutiny functions as soon as was practical.

The Committee discussed the report and update, noting the efforts to ensure accountability even as urgent decisions needed to be taken, and recognising that at the present time full operation was not practical. In particular the regular briefings with elected members was noted. The importance of resuming Overview and Scrutiny functions for monitoring important day to day activities was raised, and requests that briefings for select committee chairs and vice-chairs be progressed as soon as suitable. The membership of the Covid-19 Response Task Group was discussed, along with the importance of the council’s financial position and financial response to Covid-19 would be, and whether the Financial Planning Task Group might need to resume operations for looking at that specific issue at some point.

At the conclusion of discussion, it was,

Resolved:

1)    To endorse the streamlined approach to delivering the council’s Overview and Scrutiny function during the Covid-19 pandemic set out in this report.

2)    To endorse the establishment of the Wiltshire Covid-19 Response Task Group, its membership and terms of reference as set out in paragraphs 10 and 11.

3)    To note that the Wiltshire Covid-19 Response Task Group will focus on scrutiny of the COVID-19 response but can also consider other significant matters prior to Cabinet decision where appropriate.

4)    To note the cancellation of meetings of the Children’s, Environment and Health Select Committees from May to July 2020.

5)    To note that these temporary arrangements for delivering the council’s Overview and Scrutiny function will be reviewed after July 2020 with further proposals brought back to this Committee in September 2020 as required, with the position regarding the Financial Planning Task Group to be reviewed before July 2020.