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23 09 2003

A MEETING OF THE POLICY OVERVIEW AND SCRUTINY COMMITTEE
 
WAS HELD ON 23 SEPTEMBER 2003
  
Councillors Mrs Angus (P), Mrs Batterbury, Edgar (P), Edwards (P), Mrs Elshaw (P), Mrs Gravell (P), Hayward (P), Kimber (P) Redrup (P) and vacancy
 
Also present:  Councillor Carter
 
 
1.
APOLOGIES
 
An apology for inability to attend the meeting was received from Councillor Mrs Batterbury.
 
2.
OPENING REMARKS
 
(i)  The Chief Executive referred to the new format of the agenda for the Overview and Scrutiny Committee explaining that generally items would be for discussion rather than recommendations proposed by officers.  It was hoped that this different approach would encourage debate on items being considered for scrutiny and develop the way in which the Committee wished to carry out the scrutiny function.
 
(ii)   It was noted that 'Declarations of Interest' was included as a standing item on the agenda and the Borough Solicitor clarified the need for Members to identify and declare any interests as soon as it was apparent.
 
A Member questioned the continuation of 'Whipping', as referred to in Part 5 – Schedule 23 of the Council's Constitution.  The Borough Solicitor suggested that the Committee could review the continued inclusion of this section when considering the scope of the Overview and Scrutiny Handbook (item no. 10 on the agenda).
 
3.
DECLARATIONS OF INTEREST
 
 
There were no declarations of interest.
 
 
4.
ELECTION OF CHAIRMAN
 
RESOLVED: That Councillor Kimber be appointed as Chairman of the Committee.
 
5.
ELECTION OF VICE-CHAIRMAN
 
RESOLVED:  That Councillor Hayward be appointed as Vice-Chairman of the Committee.
 
 
6.
TERMS OF REFERENCE FOR THE COMMITTEE
 
The Borough Solicitor outlined briefly the main elements of the Committee's terms of reference and emphasised that the major part of the Committee's work would be to assist the Council in the development of its budget and policy framework, as defined in the Council's Constitution
 (Part 2 – Chapter 4).
 
The Borough Solicitor informed the Committee that they could consider, if they so wished, other strategies and plans that related to, or would have an impact, on budgetary matters or the policy framework.
 
It was confirmed that the Committee could report any findings and make any recommendations directly to Council for an alteration of the Constitution and also recommend to Council any necessary changes on the workings of the Overview and Scrutiny Committees and the relationship between the Overview and Scrutiny Committees and the Service Boards.
 
RESOLVED:  That the Terms of Reference of this Committee, as attached to these Minutes, be received and noted.
 
7.
POLICY FRAMEWORK
 
The Chief Executive presented a paper outlining the Council's processes for the development of policies, strategies and plans and performance management to enable the Committee to consider the systems being developed at Gosport and to discuss ways in which they might be involved in policy making and monitoring.
 
The key areas of Gosport's approach were highlighted which would ensure that everyone in the organisation was working in the same direction.  The systems used should take account of the 'golden thread', linking the Council's mission to the work of individual members of staff.
 
In addition to the components of the current policy framework, as referred to Minute 6 above, managers had reviewed and identified a complete list of strategies and plans, some of which could be linked to the policy framework documents, others could standalone and were longstanding.
 
The Peer Review Team had recommended that the Council should be developing longer-term strategies, including priorities, i.e. 5-10 years, as this would allow for appropriate allocation of resources.
 
There was a major key role for the Committee in reviewing and monitoring strategies and policies that supported the Corporate Plan and to evaluate their effectiveness.
 
 
The Chief Executive outlined some suggested ways in which this Committee could operate in relation to the policy framework by
  • helping to develop important strategies by talking to partners, customers and brainstorming ideas;
  • commenting on draft plans and strategies prior to Board/Council approval;
  • monitoring progress and performance indicators in relation to key parts of the policy framework;
  • reviewing policy where necessary and appropriate and considering implications of new legislation or other requirements placed on the local authority; and
  • helping to develop a 5-10 year strategy for approval by full Council.
 
Guidance from the Committee at an early stage, in relation to their involvement with developing the policy framework, strategies and plans, would enable a work programme to be produced, taking into account priority areas of work, targets dates and processes and action plans for improvement.
 
RESOLVED: That a Policy Framework Working Group be established, comprising Councillors Mrs Gravell, Kimber and Redrup, to consider the role of the Committee in relation to the policy framework with a view to reporting back to the Committee with a suggested work programme for the Committee.
 
8.
CULTURAL STRATEGY
 
The Leisure and Amenities Manager informed the Committee that work on the preparation of cultural strategy had culminated in the preparation of a draft document that would be considered during the November 2003 Board cycle.
 
It was a Government requirement that all local authorities produced a cultural strategy for their respective areas.  The Council's Strategy was scheduled for adoption by the end of December 2003.  The proposed strategy would be more encompassing than the existing strategies and would replace the current documents covering Sport, Recreation and Play, Parks and Open Spaces and the Arts.  Consultation had already taken place with some providers in the area and their comments had been incorporated into the draft cultural strategy.
 
At their meeting on 1 September 2003, the Community and Environment Board had received the draft cultural strategy and their comments would be also be taken into account.
 
The Committee were invited to consider how they wished to scrutinise the draft cultural strategy document, which would link with the Community Strategy and the Council's Corporate Plan.
 
The Committee welcomed the opportunity to begin their role in the development of policy. Members felt that, rather than setting up a working group, they would benefit from participating as a group to scrutinise this first strategy, as part of their learning curve.
 
Recommendations from this Committee would be forwarded to the Policy and Organisation Board for approval before being submitted to full Council for adoption.
 
Copies of the draft Cultural Strategy were distributed to all Members of the Committee.
 
The Chief Executive suggested that Members might wish to consider a debrief session, following their first scrutiny, to evaluate the process.
 
RESOLVED: That the draft Cultural Strategy be scrutinised by the Committee and that a meeting to discuss arrangements for the scrutiny be arranged towards the end of October for that purpose.
 
9.
FORMATION OF AN AUDIT SUB COMMITTEE
 
As part of the review of the Constitution, the Council at its meeting on 9 July 2003, agreed with the Policy and Organisation Overview and Scrutiny Committee recommendation that the Audit Panel should remain in existence and become a sub-committee of the newly formed Policy Overview and Scrutiny Committee. 
 
One of the terms of reference of this Committee referred to the role of monitoring, reviewing and scrutinising the Council's Internal Audit function.
 
The Committee were invited to confirm the formation of an Audit Sub Committee and consider the appointment of Members to support the continued development of the internal audit function and monitor progress against the Annual Audit Plan.
 
The Head of Internal Audit agreed to make arrangements for a schedule of meetings for a sub-committee, preceded by pre-agenda briefings for Members.
 
RESOLVED: That
 
(a)  an Audit Sub-Committee be established and submit regular progress reports to the Committee; and
 
(b)   membership of the Sub-Committee comprise Councillors Edwards, Hayward and Redrup.
 
10.
INTERNAL AUDIT – ANNUAL REPORT 2002/2003
 
The Head of Internal Audit advised the Committee that the report on the Internal Audit Annual Report 2002-2003 had been included on the pre-agenda list for consideration at the Policy and Organisation Board's meeting to be held on 17 September 2003.
 
However, the report was subsequently referred for scrutiny to this Committee and Members were invited to consider whether they wished the report to be scrutinised by the Audit Sub-Committee.
 
RESOLVED: That the Internal Audit Annual Report 2002-2003 be the subject of scrutiny by the Audit Sub-Committee, as referred to in Minute no. 8 above, and the findings be reported back to the Committee.
 
11.
OVERVIEW AND SCRUTINY HANDBOOK
 
As part of the review of the Constitution, which was approved by Council at its meeting on 9 July 2003, it was agreed that this Committee would be responsible for producing an Overview and Scrutiny Handbook to provide general guidance and best practice on the overview and scrutiny functions.
 
The Committee were requested to consider establishing a small working group to undertake the compilation of a Handbook for approval by this Committee and subsequently be recommended to Council for inclusion in the Constitution.
 
RESOLVED: That a Working Group, comprising Councillors Mrs Angus, Mrs Gravell and Edgar, be established to produce a draft Overview and Scrutiny Handbook for consideration by this Committee before being recommended to Council for adoption.
 
12.
DEVELOPMENT OF A WORK PROGRAMME
 
The Chief Executive submitted a paper proposing that a work programme for the Committee could be developed, based on the role and priorities as defined by the Policy Working Group and agreed by the Committee.
 
The work programme would enable workloads, meetings and reports to be planned in advance to match the needs of the Council and the policy making deadlines and requirements that had to be met.
 
RESOLVED: That the Policy Working Group, as referred to in Minute no.7, provide guidance on the desired content of work to enable the Committee to prepare a long term work programme.
 
13.
ELECTED MEMBER OVERVIEW AND SCRUTINY NETWORK
 
The Borough Solicitor informed the Committee of a request from South East Employers to join an Overview and Scrutiny Network for Elected Members.
 
The main aim and key objectives of the Network were to support the continued development of the overview and scrutiny function and to provide an opportunity for Members to exchange good practice and discuss priority issues around scrutiny.
 
Initially, there would be no membership fee for the Council to join the Network.
 
It was understood that South East Employers would prefer a maximum of two Members from eac, h local authority who were either the Chairman or Vice-Chairman of an Overview and Scrutiny Committee.  Nominations had been requested by 10 October 2003.
 
The Committee supported the opportunity for Gosport Members to participate in the network organisation.
 
RESOLVED: That Council be requested to approve the appointment of representatives, namely the Chairman or Vice-Chairman of both Overview and Scrutiny Committees, to join the South East Region – Elected Members Overview and Scrutiny Network.
 
The meeting commenced at 6.00pm and concluded at 7.35pm
 
 
 
 
CHAIRMAN