MINUTES OF A MEETING OF THE CO-ORDINATING COMMITTEE HELD AT COUNTY HALL, NEWPORT, ISLE OF WIGHT ON THURSDAY, 13 NOVEMBER 2003 COMMENCING AT 10.00 AM
Present :
Mrs M J Lloyd (Chairman), Mr M J Cunningham, Mrs D Gardiner, Mr C R Hancock, Mr J F Howe, Mr V J Morey, Mr G P Price, Mr I R Stephens, Mr R A Sutton (deputising for Mr P D Joyce)
Apologies :
Mr P D Joyce
Also present (non-voting) :
Mr A C Bartlett, Mrs B D Clough, Mr R C Richards
6. MINUTES
RESOLVED :
THAT the minutes of the meeting held on 23 July 2003.
7. DECLARATIONS OF INTEREST
There were no declarations made at this stage.
8. SIZE OF SELECT COMMITTEES AND MEETING TIMES
The Head of Select Committee and Best Value Support reported on the results of a survey undertaken on the size of Select Committees and the commencement time of meetings. This was in response to the last meeting of the Committee when it was decided to seek the views of members on these two issues.
Out of a total of 33 questionnaires sent out to those members on Select Committees a total of 20 were returned. These indicated a level of support for the retention of the existing commencement times. Members discussed the need to have a cross section of the community represented on the Council. There was a view that it was extremely difficult for those with full time employment to attend meetings if these were held during the day. If meetings were held in the evening this would not only assist such members but possibly encourage better public attendance.
The response to the size of Select Committees was not as conclusive. Whilst there was support for retaining the size of 12 members, there was also equal support for decreasing the size but no firm indication as to the appropriate number.
The Head of Select Committee and Best Value Support highlighted the difficulties that were being encountered in ensuring that meetings were quorate. It was apparent from research that the quorum for the Council’s Select Committees was higher than that adopted by other local authorities.
RESOLVED :
THAT information on the size and commencement time of Select Committees in other unitary authorities be obtained and reported back to the Committee.
9. PROTOCOL FOR JOINT MEETINGS OF SELECT COMMITTEES
The Head of Select Committee and Best Value Support submitted a draft protocol for joint meetings of Select Committees as requested at the last meeting.
Members were reminded that the Constitution already provided for the Co-ordinating Committee to determine which Select Committee should assume responsibility for a topic which fell within the remit of more than one Select Committee.
The Committee discussed the titles of Select Committees and also those of Portfolio Holders. It was noted that in a number of authorities these reflected the core themes rather than being service based.
RESOLVED :
(a) THAT the protocol for Joint meetings of Select Committees be adopted.
(b) THAT in undertaking the research with regard minute 8 above details of the titles of Select Committees and Portfolios also be obtained.
10. BUDGET SCRUTINY
The Committee debated the involvement of Select Committees in the budget process. It was generally believed that the annual budget was the domain of the political groups. Select Committees had however been successful in monitoring expenditure and this process needed building upon.
The Committee considered that budget monitoring should be on an exception and variance basis and this be quarterly rather than monthly as at present. Members should also be encouraged to ask officers for further details on expenditure outside of the meeting. The ability of members to utilise the information contained on FIDO was raised.
RESOLVED :
(a) THAT budgets should be aligned to corporate priorities.
(b) THAT Select Committees move to exception reporting on a quarterly basis for budget monitoring.
(c) THAT an IT solution be developed to enable members to have a “Read Only” access to FIDO and appropriate training be provided.
(d) THAT a system be developed enabling members to monitor outputs instead of budget increases.
11. REVIEW OF SERVICE PLANS
The Head of Select Committee and Best Value Support referred to the consideration of Service Plans by Select Committees. Rather than the full Service Plan being submitted an abridged version was made available to members. This focussed on the key service objectives, budget and manpower figures, relevant performance indicators and mandatory targets and resource bids.
The role of Service Plans in the Council’s performance management framework was highlighted. Members indicated that the format provided no ability for Heads of Service to identify any savings or cost efficiences. There was the view that the Service Plans did not encourage cross cutting issues to be fully addressed. This made it difficult to emphasise the Council’s corporate objectives. Whilst the Committee noted that Service Plans were just one part of the overall performance management structure there appeared no direct link to the other levels thereby clarifying an audit trail for activities and outcomes.
Members debated the role of Select Committees in the quarterly Performance Management Reports. The Resources Select Committee was due to consider a report on this matter and this may indicate a way forward.
RESOLVED :
THAT the Head of Corporate Policy and Communications be made aware of the Committee’s comments relating to Service Plans.
12. IDeA PEER REVIEW
The Committee was reminded of the review undertaken in September 2003 by the Improvement and Development Agency (IDeA) on the management and operation of the Council. The full findings had now been made available and although many strengths had been identified there were some areas where improvements were required.
RESOLVED :
THAT a workshop be arranged for the Co-ordinating Committee to examine details of the Peer Review upon the scrutiny process.
CHAIRMAN