MINUTES OF A MEETING OF THE CO-ORDINATING COMMITTEE HELD AT COUNTY HALL, NEWPORT, ISLE OF WIGHT ON THURSDAY, 8 JULY 2004 COMMENCING AT 10.00 AM

 

Present :

 

Mr M J Cunningham (deputising for Mr R A Sutton), Mr J F Howe, Mrs M J Lloyd, Mr V J Morey, Mr G P Price, Mr I R Stephens

 

Apologies :

 

                        Mrs D Gardiner, Mr C R Hancock, Mr R A Sutton

 

Also present (non-voting) :

 

                        Mr B Buckle, Mr A C Bartlett, Mr R G Mazillius

 

                       

 

1.                  ELECTION OF CHAIRMAN

 

Mrs M J Lloyd was elected Chairman.

 

2.                  MINUTES

 

The Minutes of the meeting held on 11 March 2004 were confirmed.

 

3.                  DECLARATIONS OF INTEREST

 

There were no declarations at this stage.

 

4.                  URGENT BUSINESS – MEMBERSHIP OF THE CO-ORDINATING COMMITTEE

 

The Chairman agreed to accept as urgent business an item raised by members of the Committee in relation to its membership. The Head of Select Committee and Best Value Support indicated that the Constitution allowed for the Chairman of each Select Committee, or in their absence the Vice Chairman, together with three other members to ensure political proportionality. Members however expressed the view that the membership of the Co-ordinating Committee should be extended so to include appropriate representation from Independent members. This would help to ensure the balance of opinion from all non-Executive members. This could be on the basis of a co-opted member.

 

It was noted that the Corporate Governance Working Party had been established to discuss a range of issues connected with the Constitution.

 

ACTION TO BE TAKEN BY THE CORPORATE GOVERNANCE WORKING GROUP

 

Consideration be given to the ability of the Co-ordinating Committee to co-opt non-Executive members to its membership.

 

5.                  WORKPLANS

 

The Committee received a copy of the workplans which had been compiled following the Select Committees awaydays. These now included a blend of formal meetings together with briefings and workshops.

 

6.                  BUDGET PROCESS 2005-06

 

Consideration was given to the report of the Head of Select Committee and Best Value Support on the involvement of Select Committees and the Co-ordinating Committee, in the 2005-06 budget process. It was noted that to achieve a 5% increase in Council Tax savings of £3m would need to be achieved. This could either be by way of expenditure reductions or increase in income.

 

The Chief Financial Officer circulated a draft budget timetable which outlined the involvement of the Executive, Portfolio Holders, Directors, Select Committees and Senior Management Team in the process. The Co-ordinating Committee considered that Select Committees should not formulate budget proposals as this was not part of their function. It was the responsibility of the Portfolio Holders and Strategic Directors to undertake this role and present the relevant information to Select Committees for scrutiny. Members referred to the need for them to have a clear understanding of the strategy behind the 2005-06 budget if the Select Committee was to take an overview of how this would affect service delivery.

 

In debating the savings required Members referred to the impact that the Great Access to Great Services (GAGS) project should have on achieving the targets set. A review should also be undertaken of other projects, where a business case had to be submitted, to ensure that the predicted savings had been attained. It was noted that the Resources Select Committee would be considering aspects of the GAGS project at its August meeting.

 

The Committee discussed the importance of budget planning over a 3 year period. One third of the Council’s income came from the Council Tax. A one percent increase equated to £0.5m and therefore the budget strategy could easily be affected through the impact of new legislation or an unexpected event placing a demand on a particular service area.

 

The ability of the Council raising additional income should be explored further. The income generated from the Music Festival and marketing of merchandise connected with the Rowlandson Prints should be taken into account together with the increased powers to trade as contained in the Local Government Act 2003.

 

ACTION TO BE TAKEN BY PORTFOLIO HOLDERS

 

(a)               Portfolio Holders be requested to examine business cases made within their respective portfolios to see if the potential savings and service improvements have actually been realised and report back to the September meeting of the Co-ordinating Committee.

 

(b)               Portfolio Holders should submit proposals concerning budget savings to the appropriate Select Committee for comment.

 

ACTION TO BE TAKEN BY THE LEADER AND THE CHIEF FINANCIAL OFFICER

 

(a)               The level of savings required should be increased in those service areas that have received significant investment where savings and service improvements have actually been realised as part of the original business case.

 

(b)               The Co-ordinating Committee be briefed within the budget timetable to enable a collective response to be made on behalf of all Select Committees.

 

(c)        The budget timetable be extended to form a 3 year cycle with the aim of achieving a consistent low tax for consecutive years.

7.                  CALL-IN PROCESS

 

The Co-ordinating Committee was reminded that in recommending, to the full Council, a reduction in the size of Select Committees it was also of the belief that the number of Members required to activate a call-in should be reviewed. This was to take into account proportionality issues arising from the revised size of 9.

 

Consideration was given to a range of options and the guidance contained in the New Council Constitution Guidance Pack issued by the Department of Environment, Transport and the Regions in respect of the Local Government Act 2000. It was believed that, based on the concept behind the existing number for a call-in, this should be amended to 3 Members of the Select Committee.

 

The Head of Select Committee and Best Value Support reminded Members that at the last meeting they had requested that written guidance on the call-in process be drafted.  In consultation with the Head of Legal and Democratic Services this had been produced together with other supporting information. Members debated the content of this in the light of recent experience.

 

The Committee expressed concern about the process attached to Portfolio Holders taking delegated decisions. It was believed that where such a decision had been the subject of a call-in and the relevant Select Committee still had reservations about its nature the Portfolio Holder should be obliged to bring the item to the attention of the Executive.

 

ACTION BY THE FULL COUNCIL

 

To amend the number of members of a Select Committee required to activate a Call-In to 3.

 

            ACTION BY THE HEAD OF SELECT COMMITTEE AND BEST VALUE SUPPORT

 

The Call-in Toolkit be adopted subject to an amendment to the following bullet points contained in the Members Guidance Notes for Call In :-

 

Bullet point 7 - add “from the date of the receipt of the call-in.”

Bullet point 9 - delete.

Bullet point 10 - add “that member being either a signatory to the call-in or a substitute member of the Select Committee considering the call-in.”

 

ACTION BY THE HEAD OF SELECT COMMITTEE SUPPORT AND HEAD OF LEGAL AND DEMOCRATIC SERVICES

 

To look at the procedures connected with recommendations made by a Select Committee following a call-in, particularly in respect of a delegated decision, and report back.

 

 

 

 

 

 

 

 

CHAIRMAN