27 07 2004

 

 

 

Councillors Bone, Chegwyn, Mrs Cully (P), Dickson (P), Edgar (P), Jacobs (P), Kimber (P), Redrup (P), Mrs Salter (P) and Train (P).

 

It was reported that, in accordance with Standing Orders, notice had been received that Councillors Carr and Smith would replace Councillors Bone and Chegwyn respectively for this meeting.

 

 

Apologies for inability to attend the meeting were received on behalf of Councillors Bone and Chegwyn.

 

 

Councillors Dickson and Edgar each declared a personal and prejudicial interest in agenda item no. 9(i) – “Concessionary Travel/Dial-a-Ride Working Group”.

 

 

RESOLVED: That the Minutes of the meetings of the Committee held on 17 March and 1 July 2004 be approved and signed as true and correct records.

 

 

RESOLVED: That

 

(a)       the Notes of the Audit Sub Committee meetings held on 19 April and 19 July 2004 be noted; and

 

(b)       the report on the ‘Internal Audit – Final Year Position Statement (2003/04)’ be forwarded to the Policy and Organisation Board in order for Members to note the achievements of the Internal Audit section in attaining 98% coverage of the Annual Audit Plan.

 

 

(i)            Introduction of Car Parking Charges

 

By reason of special circumstances, the Chairman determined that this item be considered at this meeting, notwithstanding the fact that the item had not been available for public inspection, in accordance with the provisions of Section 100B(4) of the Local Government Act (Access to Information) 1985.  The special circumstances were that the request related to item 9(ii) on the Committee’s agenda – ‘Car Parking Charging Policy Working Group’.

 

In accordance with Standing Order 5.4.2, three Members had submitted a request to the Borough Solicitor for scrutiny of the item that had been included on the agenda of the Policy and Organisation Board on 26 July and considered by the Board in respect of the ‘introduction of car parking charges’.

 

Councillor Mrs Wright addressed the Committee on behalf of the three Members, expressing the view that Standing Orders 3.2.2, 3.2.3 and 3.2.4 had not been complied with, as the item had not been considered at the pre-agenda meeting, had not appeared on the key decision list and therefore had not afforded the opportunity for the matter to be ‘called-in’.  The matter of the charging policy for car parking was already being considered by the Overview and Scrutiny Committee and Councillor Mrs Wright suggested that this scrutiny work should have continued before any decision had been taken.

 

The Chairman reminded Members that the decision taken by the Policy and Organisation Board to introduce car parking charges could not be overturned and the work of the scrutiny working group could continue to look at a wide range of issues in connection with car parking charges, such as decriminalisation of car parking enforcement and the introduction of residents parking zones and permits.

 

A full debate ensued as a result of the scrutiny request and Members expressed the view that there were two separate issues to be considered, ie

 

(i)            whether the car parking working group should continue with its scrutiny of related matters, following the decision of the Policy and Organisation to introduce car parking charges in the Borough; and

 

(ii)            whether it was timely for a review of the Council’s Constitution to strengthen procedures.

 

A vote was taken on both issues, the outcome of which was that –

 

(i)         the working group should continue; and

 

(ii)        a working group be set up to consider a review of all areas of the Constitution.

 

RESOLVED: That –

 

(a)       the Car Parking Working Group continues on a 1:1:1 basis and comprises Councillors Edgar, Mrs Cully and Chegwyn, with Councillors Kimber, Redrup and Mrs Salter respectively appointed as standing deputies; and

 

(b)       a Constitution Working Group be established on a 1:1:1 basis, comprising Councillor Jacobs, Redrup, and Mrs Salter, with Councillors Dickson, Train and Chegwyn respectively appointed as standing deputies.

 

 

The Chief Executive presented an update of progress on improvement planning since the receipt of the final CPA report.  The key areas that the Council needed to particularly focus on were prioritisation, capacity, and performance monitoring.

 

The Strategic Improvement Plan (STRIP) set out a raft of issues to be addressed, giving high priority to actions that would help the Council improve in specific areas, with other lower priority improvement actions to be delivered in 2005/2006 and 2006/2007.  The format, content and general approach to the STRIP had now been agreed with and approved by the Audit Commission and an action plan was being developed for each of the areas identified for improvement.

 

The Chief Executive further reported that CPA had highlighted the need for the Council to prepare a longer-term Corporate Plan and a longer-term ‘Vision’ to be shared with other organisations and partners.

 

The Committee were afforded the opportunity to identify areas with which they might wish to become involved in order to add value and facilitate the improvement process.

 

Members noted that the ‘Cleaner Gosport’ Best Value Review had identified the need for a review of public toilets and suggested that, as the Services Overview and Scrutiny Committee had deferred a decision on whether to scrutinise the provision public toilets in the Borough, this might be an area that this Committee could be involved with as part of the STRIP and required improvements highlighted by CPA.

 

RESOLVED: That a CPA Working Group be established on a 1:1:1 basis, comprising Councillors Chegwyn, Mrs Cully and Dickson.

 

 

The Risk Management Strategy had been ratified in November 2002 and the Head of Internal Audit and Risk Assurance reported on the progress made to date with embedding a risk management culture throughout the Council.

 

The report outlined the objectives of the strategy and highlighted specific areas identified to achieve the overall objectives, which included –

 

·        establishing clear roles, responsibilities and reporting lines;

·        providing opportunities for shared learning;

·        offering a framework to assist management in the identification of risk prioritisation of resources; and

·        embedding risk management into working practices.

 

The Risk Management Group had met regularly and part of their role was to monitor progress and ensure implementation of functions.  Risk Management had a key part to play in ensuring effective corporate governance and the Committee expressed a wish to be involved in progress of the strategy.

 

It was suggested that the Head of Internal Audit and Risk Assurance prepared a briefing note for the next meeting of the Audit Sub Committee with a view to the Members of the Sub Committee monitoring the objectives and progress of the Risk Management Strategy and its action plan.

 

RESOLVED: That –

 

(a)       the Risk Management Strategy for next year be approved and that the progress to date be noted; and

 

(b)       the Head of Internal Audit and Risk Management be requested to prepare a report on the objectives of the Strategy for consideration by the Audit Sub Committee at its meeting on 25 October 2004.

 

 

At the meeting on 9 February 2004, the Committee agreed that an officer working group be established to review  and update various aspects of the Capital Strategy and Asset Management Plan.  As a result of that decision, the Financial Services Manager, Corporate Services Manager and the Head of Property Services had met to discuss the various roles and responsibilities for dealing with all aspects of the review.

 

The Financial Services Manager reported that the work completed to date had primarily focused on the ‘Capital Scheme Proposal Form’, which was seen as one, if not the most important, aspect of the review.  The form provided a mechanism for capital schemes to be initially assessed and prioritised in line with the Council’s strategic and capital priorities.  The revised form was intended to be easier to complete and would ensure that a logical process was provided for detailing a proposed scheme so that Members were able to make informed decisions about the selection and prioritisation of projects.

 

The Financial Services Manager further reported that the Council Management Team had approved the use of the revised form for projects to be included for consideration within the 2005/06 Capital Programme.

 

The Officer Working Group would continue to update and review the Capital Strategy and Asset Management Plan prior to recommendations being submitted to this Committee for consideration on 8 December 2004.

 

RESOLVED: That the revised Capital Strategy Proposal Form be noted and approved and that the Financial  Services Manager be requested to report back on the effectiveness of the form and the review of the Capital Strategy and Asset Management Plan in December 2004.

 

 

The Committee received a report on the work undertaken to date on developing an overview and scrutiny handbook.

 

A first draft of the handbook was submitted for consideration, as there were specific areas of the scrutiny process where guidance for Members and officers was required at an early stage.  Two important areas for consideration were (i) the need for guidance on the criteria to be used when assessing whether or not a matter should be scrutinised following a request and (ii) determination for allocation of budget expenditure.

 

When completed, the handbook would need to be approved by Council for inclusion in the Constitution.

 

The Committee were requested to determine how they wished to proceed with the development of the overview and scrutiny handbook and Members were minded to include and progress further work on the guidance by way of the Constitution Working Group.

 

RESOLVED: That the development of the Overview and Scrutiny Handbook be included in the remit of the Constitution Working Group, as set up and referred to in Minute No. 10.

 

 

 

(NOTE: Councillors Dickson and Edgar each declared a personal and prejudicial interest in the above matter, left the meeting room and took no part in the discussion or voting thereon).

 

 

The Committee received the action plan and the progress that had been made by the Working Group.

 

Members were informed that further information and data had been provided by MCL Consultants on a further range of options for concessionary travel arrangements and these would need to be considered before recommendations  could be made and reported to the Committee.

 

The Chairman reported that at the last meeting of the Working Group, Members agreed that to include the issues relating to Dial-a-Ride with those of concessionary travel would be too wide a remit and therefore this element had now been withdrawn from consideration at this time. 

 

The Committee were requested to consider how they wished to progress the scrutiny and it was felt that a Working Group should finalise the investigation and submit a report with recommendations in October 2004.

 

RESOLVED: That a Working Group be set up, comprising Councillors Kimber, Redrup and Mrs Salter, to finalise the scrutiny investigation on concessionary travel and that a report on the findings be submitted to the Committee on 13 October 2004.

 

 

This item had been considered earlier in the meeting (Minute No. 10 refers).

 

 

Councillor Kimber reported on the meetings of the South East Employers Scrutiny Members’ Network that he and Councillor Burgess had attended as Chairmen of the Overview and Scrutiny Committees during the last Municipal Year.

 

The network was considered to be a worthwhile forum allowing the opportunity to share best practice and experiences in relation to scrutiny functions and processes.  Councillor Kimber emphasised that the scrutiny process belonged to Members and that items for scrutiny should be chosen by them.  The whole process should be Member-led.

 

The Chairman thanked Councillor Kimber for his report and confirmed that he and the Chairman of the Services Overview and Scrutiny Committee would be attending future meetings of the Network.

 

RESOLVED: That

(a) the report on the South East Employers Elected Members Scrutiny      Network  be noted; and

 

(b)   it be noted that the Chairmen of the Overview and Scrutiny Committees would be attending future meetings of the Network.

 

 

The Committee considered the Work Programme and suggested that the items and timescales be reviewed at the next meeting.

 

 

 

The meeting commenced at 6.40pm and concluded at 8.30pm.