Hampshire County Council

Cabinet

Item 13

28 July 2003

Outcome of Best Value Review of Democratic Services

Report of the Chief Executive

Name:

Democratic Services Best Value Review

Service purpose:

To support County Councillors in decision making and to encourage and facilitate community access and involvement in the work of the County Council. This was a cross cutting review in a very broad area of activity ranging from the statutory and constitutional framework within which the County Council must operate formally to the informal work done in departments to support local County Councillors and to engage with the Hampshire community.

Current performance

Earlier surveys of members and key departmental staff whose roles included significant contact with Democratic activities, had indicated satisfaction with the efficiency and effectiveness of the Corporate Democratic Services team in the Chief Executive's Department. Chief Officers contribute to democracy through their departments' activities in the community and through contact with elected members on constituency and broader issues. As to the effectiveness of these activities, no evidence has been found to suggest other than satisfaction generally with the support received by members or the County County's perception in the community. This was reinforced by the findings of the Corporate Performance Assessment which was completed during the course of the review.

Proposed improvements and how they will be achieved

The Review Team identified six key outcomes from the Review:

- increased reliability, speed and consistency of processes;

- increased access to reports and information relating to decisions and the business of the Council;

- improved support for members in the local constituency role;

- efficient and effective deployment of resources;

- increased community engagement;

- improved support and facilities for members to develop competence in their roles

The Review Team found no compelling evidence to make significant changes to the existing arrangements for service delivery which have a proven track record of effectiveness and efficiency. In this respect, however, the current arrangements supporting the County Council, the Hampshire Police Authority and the Hampshire Fire and Rescue Authority will be fine tuned in the Chief Executive's Department to minimise non-core meetings support. The Review Team also concluded that support for members could be enhanced if Chief Officers nominated a co-ordinating officer who is procedurally aware and able to influence the programming of business, and identified a primary contact in their departments for elected members when they need assistance and key service contacts are not available. In relation to elections, the existing liaison and partnership arrangements with the District Councils would continue but with work being done to see if there is scope for reducing County Council expenditure.

A wide range of service improvements has been identified across the many facets of Democratic Services, many of which will need to be considered by Chief Officers given that they fall outside the formal framework of the constitution and the support given to members by Democratic Services in the Chief Executive's Department. Particular attention is drawn to two areas..

In terms of equality, sustainability, inclusivity and accessibility, a significant change is planned in the way agenda, minutes and report are dealt with to ensure there publication on Hantsnet / Hantsweb more promptly and consistently than hitherto. There are significant training issues but by the end of December 2003 every effort will be made, with Chief Officers' co-operation and support in relation to report preparation, to ensure that agenda, minutes and reports for the County Council's formal business meetings appear on the website within 24 hours of their despatch so that wherever possible, information appears on the website at the same time as members receive their copies in the post. Precis agenda will be issued electronically and other opportunities to make the best use of IT will be pursued.

The review also identified a need for the County Council to consider its scrutiny function under the Local Government Act 2000. The Review Team found evidence of different styles in the other County Councils which it consulted and visited. The Corporate Performance Assessment came to a similar conclusion and the seminar on 23 July 2003 is a first step in that direction. Member training will be important to develop scrutiny and other roles.

Other areas which will receive attention in line with the Best Value Review Improvement Plan include :

· 100% member IT commitment

· Information services for members (local and county wide)

· Generating interest in County Council affairs

· Community leadership

· Involving and engaging young people

· The deputation procedure : customer friendliness

· Local County Council offices in the community

· Accreditation for the Chief Executive's Democratic Services team

· Accommodation for elected members

· Minimum standards of support services for members

· Community involvement in County Council elections

· Information for candidates

· Processing of members' allowances claims

· The Year Book / Calendar of meetings - format and style

· Staff directory / key contacts

Conclusion

The impact of some of these developments can be measured now. For others, monitoring arrangements will need to be developed. The impact of some of the areas of activity will only be known by further survey work and this will be undertaken at appropriate intervals to enable the review team and members to keep progress under review. No specific savings have been identified as a result of the review but, with Chief Officers' support, the demand for paper can be expected to diminish and standards of service for members can be expected to improve. For the time being, member meetings will continue to be paper based and key officers will require paper copies as do the press and media but elsewhere savings are already being made. For example, the Council White Book print run has been reduced by 50 copies (12½ %) following a review of internal requirements.

Whilst financial savings may not be significant, the improvements envisaged in terms of quality should be, not only in terms of community access and information, but also the support which members receive.

Formal delivery of legal and constitutional requirements will continue to preoccupy the central Democratic Services team in Chief Executive's. The changes proposed for the maintenance of Hantsnet agenda, minutes and reports are expected to be manageable within the team's existing resources when support and training arrangements have been put in place.