13.
MINUTES
RESOLVED :
THAT the Minutes of the meeting held on 13 November 2004 be confirmed.
14.
DECLARATIONS OF INTEREST
No interests were declared at this stage.
15.
TOWARDS
EXCELLENT OVERVIEW AND SCRUTINY – THE NEXT STEPS
The Committee considered the report of the Head of Select
Committee and Best Value Support in relation to a number of issues raised by
the IDeA Peer Review and the Ofsted Inspection of the LEA. An initial review of
some working arrangements and processes,
together with a web based survey of democratic arrangements in all other
English Unitary Authorities, had been undertaken.
One area that had been highlighted by the Peer Review was the way
that the Chairmanship of Select Committees were allocated. Arising from the
information obtained through research and reviews undertaken by a number of
organisations it appeared that there was no proven correlation between best
practice and opposition groups having Chairmanships. There was a link to the
quality and leadership of Select Committee Chairmen. It was believed that the
proposed training through South East Employers should assist in developing the
skills required. This would then enable the matter to be reviewed in 12 months
time.
Members were reminded that at the last meeting details of the size
and commencement time of Select Committees of other unitary authorities had
been requested. The Head of Select Committee and Best Value outlined the
results of this and a copy of this was circulated. The Committee agreed that
the current membership of 12 for each Select Committee was creating a large
burden for non-Executive members. Discussion took place on what was considered
to be a reasonable number. The Head of Select Committee and Best Value Support
indicated that the quorum and number for a call-in would also require amendment
if the membership was reduced below 10. Any change in the size of Select
Committees would have to be agreed by full Council.
In respect of the frequency of meetings there was an opportunity
for each Select Committee to utilise the diaried date to have an informal
briefing on a key topic, particularly if stakeholders were involved, or
undertake an information gathering site visit. On the matter of commencement
time of meetings reference was made to the Healthfit consultation exercise
carried out by the Social Services, Housing and Benefits Select Committee. This
involved a series of evening meetings to assist in stakeholder attendance.
Members considered that when Select Committees established their workplans the
style of meeting and timing could be taken into account to ensure a flexible
approach. The ability for members to attend local community meetings, Town and
Parish Council meetings or school governing bodies could be seriously affected
if all Select Committee meetings were moved to late afternoon or evenings.
The Head of Select Committee and Best Value Support then referred
to how the workplans for Select Committees were determined. All the advice on
best practice, especially through the Centre for Public Scrutiny, indicated
that to demonstrate independent and transparent overview and scrutiny the
present arrangements should continue to be developed. To assist in the process it was intended to introduce a pro-forma
and criteria for Select Committees to
use in establishing priorities and key issues requiring attention.
Members agreed with the proposed development and suggested that in addition the
Constitution should be amended to ensure adherence to this process. The
Committee noted that it was intended for each Select Committee to have its
Awayday on the date shown in the diary for the May meetings.
Consideration was then given to the call-in process and the need
to ensure a better understanding of its purpose. Although there had been only a
few occasions that this had been utilised it was clear that there was a
requirement for a more structured approach to the process. The Head of Select
Committee and Best Value Support suggested the adoption of a pro-forma. Members
debated the interpretation of the reason given for a call-in and believed that
this should be clarified by the Monitoring Officer and supplied as written
guidance with the call-in form.
RESOLVED TO RECOMMEND TO COUNCIL
(a) THAT the present
arrangements for the allocation of Chairmanship of Select Committees remain but
be reviewed in 12 months time.
(b) THAT the size of Select
Committees be reduced to 9, with the quorum being amended to 3 and the number
required to activate a call-in reviewed accordingly to take into account
proportionality.
RESOLVED :
(a) THAT a more flexible
approach be adopted to meetings of Select Committees to enable members to
receive informal briefings, consultations with stakeholder groups in the
absence of the public and press and information gathering site visits.
(b) THAT the current times
for meetings of Select Committees remain unchanged but a flexible approach be
taken to ensure a wider and more inclusive attendance to take account of the
topic being considered.
(c) THAT the members of
Select Committees continue to be responsible for determining their own work
programmes and priorities and that a pro-forma and criteria be adopted and that
the constitution be amended to reflect the process.
(d) THAT the Select
Committee Awaydays be held on the diaried meeting dates for May 2004.
(e) THAT the pro-forma to
assist in the call-in process be adopted but the Monitoring Officer be
requested to issue written guidance on the interpretation on each criteria.
CHAIRMAN