MINUTES OF A MEETING OF THE LIAISON COMMITTEE HELD AT COUNTY HALL, NEWPORT, ISLE OF WIGHT ON TUESDAY, 18 DECEMBER 2001 COMMENCING AT 3.00 PM

Present :

Mr G S Kendall (Chairman), Mrs T M Butchers, Mr D J Knowles, Mrs J L Wareham, Mr D T Yates

Also present :

Mr R R Barry, Mr J H Fleming



12. MINUTES

RESOLVED :
THAT the minutes of the meeting held on 27 September 2001 be confirmed.

13. BEST VALUE REVIEW PROGRAMME FOR YEAR 3 (2002-03)

The Director of Finance and Information advised members of the proposed Best Value Reviews during 2002-03. This was Year 3 of the 5 year programme. It was intended to undertake fewer reviews than originally anticipated due to the adoption of a broader approach to reviews. This would also assist in the resourcing involved in the reviews. The Government was undertaking a review of the Best Value process and it might be necessary for the Council to revise its programme in the light of any implications arising from this.
The reviews proposed for year 3 included Wight Leisure, ICT, Community Development, Youth Service, Mental Health, Fire Service Training and Corporate Functions. The full reviews which were to be delayed comprised Policy, Transport, Housing, Purchasing and Trading Standards. An outline of each of these was given. It was also intended to undertake internal study reviews on legal services; printing, word processing and post room; Fire Service - Office support and Fire Safety, legislation and technical. These would require only minimal support from the Best Value Review Unit.
Members discussed the role of the Best Value Review Unit and Select Committee Support in the work of Select Committees. It was believed that this should be investigated as part of the restructuring exercise being undertaken throughout the Council. The use of Best Value Reviews should also be directed at those areas where the maximum cost benefit could be achieved.
RESOLVED :
THAT the Best Value Review Programme for year 3 (2002-03) be accepted.

14. SELECT COMMITTEES AND THE COUNCIL BUDGET

The Head of Select Committee Support reminded members of the involvement of Select Committees in the 2001/02 budget process. Members discussed the approach that should be taken by Select Committees to the Council's budget for 2002/03.
The Liaison Committee believed that it would be beneficial if the relevant Strategic Director/ Head of Service and Portfolio Holders attended each Select Committee to outline any proposals that would have an impact on the budget and services in the forthcoming financial year. This would enable each Select Committee to comment on specific key areas.
The Director of Finance and Information indicated that due to consideration by the Executive of its budget strategy not taking place until mid January 2002 it might be necessary for some Select Committee meetings to be rearranged.
RESOLVED :
THAT the relevant Strategic Director/ Head of Service and Portfolio Holders be invited to attend each Select Committee to provide an overview of key issues requiring consideration in the Council's budget for 2002/03.

15. SELECT COMMITTEE WORKPLANS, TASK GROUPS, WORKING PARTIES AND THE FORWARD PLAN

The Head of Select Committee Support referred to the development of the workplans that arose from each Select Committee after their away days. This had provided a framework for Select Committee business. The Liaison Committee was provided with revised workplans for meetings up to April 2002. Members felt that the away days had proved to be of benefit in focussing on issues that required consideration. The Liaison Committee was of the opinion that further away days should be arranged for May 2002 to review progress made with workplans and formulate those for 2002/03.
A number of Task Groups and Working Parties had been established by Select Committees to assist in the scrutiny process and help review and develop policies. Members discussed the difficulties created with the workloads arising from these. There was a need to ensure that all members had the opportunity of being involved by opening up Task Groups to members other than those on the Select Committee. It was preferable for members involved in Task Groups to also be on the appropriate Best Value Appraisal Groups and vice versa.
The link between the Select Committees workplan and the Council's Forward Plan was noted. Both the Resources and Education, Community Development and Lifelong Learning Select Committees had requested that the Forward Plan be included on their agendas as a standing item. The Head of Select Committee Support believed that it would be useful for the Liaison Committee to have a view on how the Forward Plan should be dealt with across all Select Committees.
Members also discussed arrangements for regular meetings of the Liaison Committee during 2002.
RESOLVED :
(a) THAT details of Task Groups be publicised to all members of the Council and those members not on the relevant Select Committee, but with an interest in the area covered, be welcomed to participate in their discussions.
(b) THAT away days for all Select Committees be held in May 2002.
(c) THAT an item on the Forward Plan be included on the agenda of all future meetings of Select Committees.
(d) THAT meetings of the Liaison Committee be held at 3.30 pm on a six weekly basis prior to meetings of the Development Control Committee
(e) THAT the Select Committees workplans for January to April 2002 be noted.

16. URGENT BUSINESS

The Chairman agreed to two items of urgent business so that various arrangements could be made before the next meeting of the Liaison Committee.
(a) Development Involving Newport Fire Station
The Chairman referred to an item recently considered by the Executive which involved relocation of Newport Fire Station and development proposals on its existing site and adjacent land. He considered that a number of issues were involved in this scheme which required an input from the appropriate Select Committees.
As an initial step the Liaison Committee considered that it should facilitate a presentation to all members of the Council regarding the proposals. This would lead to a better understanding of what role Select Committees could play in successfully progressing the scheme.
RESOLVED :
THAT a presentation, chaired by the Chairman of the Liaison Committee, be arranged on the Newport Fire Station development proposals for all members of the Council.
(b) Select Committee Support
The Chairman referred to the restructuring exercise currently being undertaken and the need for consideration to be given to the provision of support to the Select Committee process.
RESOLVED :
THAT an informal meeting of the Select Committee Chairmen be arranged early in the New Year to enable discussions to take place on the level of support required for Select Committees in the future.

CHAIRMAN