Archived decisions
Hampshire County Council
Policy and Resources Policy Review Committee Item
26 June 2003
Outcome Report of the Democratic Services Best Value Review
Report of the Chief Executive
Contact: David Hinxman, Head of Democratic Services, ext. 7339
1. Summary
1.1 Attached to this report is the Improvement Plan which the Committee is asked to accept as the mechanism to implement the service improvements identified during the Democratic Services Best Value Review and agreed by this Committee on 29 May 2003.
2. Background
2.1 The Best Value Review of Democratic Services has been a cross-cutting
review analysing the support given by the Chief Executive and Chief Officers to the Council and its formal decision making and policy review structures, support arrangements for Members in their constituency and wider roles, and how the County Council can encourage and improve community awareness of and engagement in the County Council's affairs including increasing electoral participation.
2.2 It was anticipated in the project brief that at the end of the review it would be possible to demonstrate:-
(i) That democracy is well served in Hampshire by the processes which
the County Council has put in place given the need to comply with the
requirements of the Local Government Act 2000 and that the Council has developed and is enhancing systems which not only enable compliance with the statutory framework within which the Council and its members and officers are required to operate, but also seek to raise awareness of the work of the County Council in the Hampshire Community;
(ii) That, whilst democratic services are provided efficiently and cost effectively, corporately, support systems will continue to improve thereby enhancing the quality of the information upon which decisions are made by the Council, the Cabinet, Executive Members and Committees, which Policy Review Committees analyse and debate, and which is accessible to the community at large;
(iii) That direct support services for Members meet Members' needs efficiently and cost effectively in terms of assistance for the Leader, the Chairman, the Cabinet, Political Group Leaders and back bench Members and should anticipate capacity improvements through increased use of IT by all Members for communication directly within the Council, with other Members and with correspondents at large.
High quality services in all these areas were the Review Team's vision.
2.3 This report identifies actions which it is recommended should now be
undertaken given the view previously expressed by the Committee regarding options for service delivery that the current organisational arrangements for delivering democratic services should be maintained, fine tuned in Chief Executives to minimise non-core support; and be developed in departments in support of the Council's formal Constitutional procedures, of Members' constituency needs and of Members' wider representational needs as County Councillors and community leaders. In relation to elections, the current organisational arrangements were endorsed by the Committee so as to allow the long-term and effective partnership arrangements between the County Council and the Hampshire district councils to continue.
3. Key issues
3.1 The following key issues were addressed during the Review, many of which
overlap:-
· Options for service delivery;
· IT and procedural issues vis-à-vis operational activity under the
Constitution including the publication and despatch of agenda and reports etc;
· The deputation procedure;
· Quality accreditation for the Chief Executive's Democratic Services
Team;
· Local involvement/accessibility;
· Public awareness of partnership working and where responsibilities lie
in two-tier local government;
· Members' support services across the board and service standards;
· Local information for Members;
· Members accommodation;
· Members allowances;
· Member training including development of the scrutiny role;
· Elections expenditure;
· Increasing involvement in elections;
· Information for candidates;
· Involving and engaging young people;
· Sustainable development, e-government, equalities and crime &
disorder and their impact on democracy.
4. Outcomes
4.1 As detailed in the Appendix with the actions considered necessary to secure their achievement, the following outcomes have been identified by the Review Team. These very much reflect the initial targets identified in the project brief:
· Increased reliability, speed and consistency of processes;
· Increased access to reports and information relating to decisions and
business of the County Council;
· Improved support for Members in their local constituency role;
· Ensuring the efficient and effective deployment of resources;
· Increasing community engagement;
· Improving support and facilities for Members to develop competence
in their roles.
5. Implementation and Monitoring Arrangements
5.1 Progress with the improvements identified in the Improvement Plan and monitoring their impact will be reported to this Committee next year. At the end of Stage 2 the Review had required 100 man days and minimal direct costs. Officer time will be the most significant resource issue and, whilst no financial impacts can be given at this stage, the expectation is that expenditure on, for example, IT solutions should be kept within existing budgets.
5.2 Performance indicators as to formal meetings support within Chief Executive's have already been refined to enhance the information available as to the Chief Executive's performance with agenda despatches and that of Chief Officers as to the timely availability of their reports. The cross-cutting nature of the service, however, renders the measurement of wider service improvements less than straightforward, achievement being largely measurable in the light of Members' ongoing perceptions of the service they receive. Those areas which are readily measurable are shown at the head of each of the outcomes identified in the attached Improvement Plan together with other means of measurement which will need to be developed and refined as implementation progresses.
5.3 County Councillors who were members of the Review Team are requested to be involved in reviewing progress on the many different fronts identified. Whilst all the actions will enhance the democratic process to a greater or lesser degree, attention is especially drawn to Outcome 6 and in particular the proposal in relation to member development and training. This issue is also highlighted in the Corporate Performance Assessment Improvement Plan. There will need to be close consultation with Members to ensure that refinements required to the County Council's existing Policy Review Committee arrangements are developed and implemented to best suit the County Council's Constitutional framework and operational requirements.
Section 100D Local Government Act 1972 - Background Papers
The following documents disclose facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of this report.
N.B.: The list excludes:
1. Published works.
2. Documents which disclose exempt or confidential information as defined in the Act.
Review Team notes on Chief Executive's file.
Best Value Review of Democratic Services: Improvement Plan
Outcome 1: Increase reliability, speed and consistency of processes
Performance Indicators |
Current performance |
Target Performance |
Executive and Committee agenda published on Hantsweb at time of despatch |
Not measured |
Chief Executive's to publish 100% electronically generated text by 31.12.03 |
Executive and Committee agenda published in line with legal requirements |
100% Executive meetings 97.87% Committees and Advisory Panels |
100% ongoing 100% ongoing |
Reports to follow eliminated |
Not measured |
95% |
100% Member commitment to e-operations |
93% have personal access to IT at home |
100% after May 2005 County Council elections |
Best Value Review of Democratic Services
Outcome 2: Increase access to reports and information relating to decisions and business of
the County Council
Performance Indicators |
Current performance |
Target Performance |
Executive and Committee agenda published on Hantsweb at time of despatch |
Not measured |
Chief Executive's to publish 100% electronically generated text by 31.12.03 |
Executive and Committee agenda published in line with legal requirements |
100% Executive meetings 97.87% Committees and Advisory Panels |
100% ongoing 100% ongoing |
Reports to follow eliminated |
Not measured |
95% |
Number of web site hits |
To be measured |
Increase of 20% on current figures by 31.12.04 |
Best Value Review of Democratic Services
Outcome 3: Improve support to members in their local constituency role
Performance Indicators |
Current performance |
Target Performance |
Executive and Committee agenda published on Hantsweb at time of despatch |
Not measured |
Chief Executive's to publish 100% electronically generated text by 31.12.03 |
Executive and Committee agenda published in line with legal requirements |
100% Executive meetings 97.87% Committees and Advisory Panels |
100% ongoing 100% ongoing |
Reports to follow eliminated |
Not measured |
95% |
Common service standards for Members support in place |
Operating in Chief Executive's |
All Departments by 31 December 2003 |
Survey of Members re: how well they feel supported in their local constituency role |
Not measured |
Majority of respondents report an increase in support by 31.12.04 |
Best Value Review of Democratic Services
Outcome 4: To ensure the efficient and effective deployment of resources
Performance Indicators |
Current performance |
Target Performance |
Executive and Committee agenda published on Hantsweb at time of despatch |
Not measured |
Chief Executive's to publish 100% electronically generated text by 31.12.03 |
Executive and Committee agenda published in line with legal requirements |
100% Executive meetings 97.87% Committees and Advisory Panels |
100% ongoing 100% ongoing |
Reports to follow eliminated |
Not measured |
95% |
Chartermark or other external accreditation achieved |
Not held at present |
To be achieved by 31.03.04 |
Best Value Review of Democratic Services
Outcome 5: Increase community engagement
Performance Indicators |
Current performance |
Target Performance |
Executive and Committee agenda published on Hantsweb at time of despatch |
Not measured |
Chief Executive's to publish 100% electronically generated text by 31.12.03 |
Executive and Committee agenda published in line with legal requirements |
100% Executive meetings 97.87% Committees and Advisory Panels |
100% ongoing 100% ongoing |
Reports to follow eliminated |
Not measured |
95% |
% turnout at local elections |
62% (2001 election) |
To exceed the average turnout figure for county councils |
Best Value Review of Democratic Services
Outcome 6: Improve support and facilities for members to develop competence in their roles
Performance Indicators |
Current performance |
Target Performance |
Executive and Committee agenda published on Hantsweb at time of despatch |
Not measured |
Chief Executive's to publish 100% electronically generated text by 31.12.03 |
Executive and Committee agenda published in line with legal requirements |
100% Executive meetings 97.87% Committees and Advisory Panels |
100% ongoing 100% ongoing |
Reports to follow eliminated |
Not measured |
95% |
Common service standards for Members support in place |
Operating in Chief Executive's |
All Departments by 31 December 2003 |
Appropriate response to CPA Improvement Plan in relation to scrutiny role of Members |
Satisfactory but identified by Audit Commission for refinement |
Refined arrangements developed by Summer 2004 |
Survey of Members re: support and facilities |
Not measured |
Majority of respondents report improved support and facilities by 31.12.04 |
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