Archived decisions

Hampshire County Council

Policy and Resources Scrutiny and Select Committee Item 7

4 November 2004

Scrutiny Update

Report of the Chief Executive

Contact: Share D'All, Chief Executive's Department.

e-mail: [email protected] Tel: 01962 846634

EXECUTIVE SUMMARY:

The Purpose of this report is threefold:

1. to update you on progress with the Select Committee Inquiry Panels

2. to introduce suggested improvements to the working of the main P&R SSC to decide upon

3. to inform and consult you about a review which you will be part of

The Issues:

The report outlines the following:

1. Update on the current Inquiries which is for information only but you may wish to clarify points

2. Proposed changes to the way the P&R SSC operates with three subjects to discuss and prioritise for proactive inquiry

3. There will be a presentation and discussion about a review which has been agreed to consider improvements to the role of Non-Executive Member and the way we provide information and use time.

The Recommendations:

1. That the Inquiry Panels continue as planned and report progress to the main P&R SSC

2. That the P&R SSC chooses a minimum of two topics that it will take a proactive approach to in seeking evidence based recommendations over the course of the programmed meetings up until April 2005

3. That members recommend how the review into planning for the future can best gather views and ideas from all Members.

1. Update on the Inquiry Panels

    1.1. Changes To Roles

    Following some difficulties arising from Members being very busy and a the sad illness and death of Councillor Wheeler we have had to make some changes to the arrangements for Chairing the Inquiry Panels. The outcomes of these changes are:

    · The Party group responsible for Chairing will be identified beforehand by the Scrutiny Leaders Group but the actual Chair of each panel will be selected by members of the Panel.

    · The Scrutiny Leaders group will oversee the programme and work with the Scrutiny Manager to resolve overall issues and plan for the future

    · Role Descriptions for the Inquiry Panel Chairs and Scrutiny Leaders are attached in Appendix 1

    1.2. Progress on Current Inquiries:

    1.2.1. Inquiry 1: `Services provided for Children & Young People'

    This group will now be chaired by the Liberal Democrats group and meets for the first time on the afternoon of the 1st November to elect it's Chair and plan the programme. The first meeting following that is likely to be the one at which the subject will be further scoped.

    1.2.2. Inquiry 2: `Crime & Disorder'

    We are awaiting confirmation of the Conservative and Labour members of this panel and will then convene the first meetings. The proposed sub topic for this is `Anti-Social Behaviour'. The Panel will be Chaired by the Conservative Group.

2. Improving Overview & Scrutiny in the main Policy & Resources Scrutiny & Select Committee

    2.1. A New Approach:

    At our last Scrutiny Leaders meeting we discussed the opportunity that we have to try new approaches for improving the effectiveness of the overall P&R SSC in it's role of Overview & Scrutiny.

    The approach will be twofold:

    · Not to agenda discretionary items for time at the P&R SSC unless there is a clear practical purpose and benefit to time being spent on them.

    · To use the time that this frees up to undertake some proactive overview & scrutiny work which can have meaningful impact. The possible types of activity this could include are attached in Appendix 2 and the suggested process will be described at this meeting

    2.2. Suggested Subjects for Review

    The Scrutiny Leaders meeting have selected three possible topics for review and will clarify these at the meeting. The topics are:

    · Public Health - improving our approach

    · Dealing with Consultation Papers which the Cabinet has to respond to

    · Information Management regarding Local Issues

    The meeting will be asked to choose two of these three topics to focus on in the next few months. (Three may be possible before the elections but it will be important to prioritise)

3. Planning for the Future:

    The meeting will be told about a review of the current arrangements which is to be undertaken in order to inform proposals for improvements to ensuring:

    · Non-executive Members have a clear and purposeful role

    · We are making good use of our time and resources (both Councillor and Officer time)

    · We use the most efficient and effective methods of providing Members with the information they need to carry out their roles

    There will be opportunity to contribute to how the review will be carried out so that all Members have a chance to input and discuss what we need to achieve and what the key issues are.

4. Recommendations:

    4.1. That the Inquiry Panels continue as planned and report progress to the main P&R SSC

    4.2. That the P&R SSC chooses a minimum of two topics that it will take a proactive approach to in seeking evidence based recommendations over the course of the programmed meetings up until April 2005

    4.3. The members recommend how the review into planning for the future can best gather views and ideas from all Members.

Background Papers: (Section 100 D - Local Government Act 1972)

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.

NB the list excludes

    1. Published works

    2. Documents which disclose exempt or confidential information as defined in the Act.

Title: File:

None

ROLE DESCRIPTIONS:

1. SCRUTINY LEADERS:

Who would these be?

One from each main party group:

    · Majority Group - the Chair of the Policy & Resources Committee

    · 2 Minority Group Leaders.

Responsibilities of the Role:

· Develops and recommends effective scrutiny structures and processes. Including:

    _ the definition and types of scrutiny

    _ the structure for overview and scrutiny arrangements

    _ principles and protocols of Select Committee process

· Ensures a comprehensive work programme for overview & scrutiny (using the Select Committee approach) - could be overall eventually. To include:

    _ Gate keeping and prioritising suggested topics

    _ agreeing which party chairs which review (according to political proportionality)

    _ acting as conduit for receiving request for scrutiny

    _ co-ordinating with other Committee Chairs

· Evaluates the overview & scrutiny function (with the support of the Scrutiny Manager)

· Follows up responses / actions through full council (and / or other agencies to whom recommendations made)

· Develops a constructive ` critical friend' relationship with the Executive

· Provides Leadership and direction in:

    _ Valuing the importance of overview and scrutiny

    _ Demonstrating ability to challenge constructively

    _ Ensuring a balanced programme of scrutiny

    _ Protecting the integrity of the overview & scrutiny process

    _ Communicating and sharing learning

2. INQUIRY CHAIR:

Who would this be?

The person from the pre-assigned party who is then selected from the Inquiry Group

Responsibilities of the Role:

· Controls Inquiry meetings

    _ Calls meetings (they meet once or twice a week)

    _ Controls agenda

    _ Enables participation in the meetings & ensures all members are engaged

    _ Ensures the Inquiry Panel remains focused and on track

    _ Controls inquiry budget

· Acts as outward face of the Inquiry Panel:

    _ Deals with public

    _ Acts as spokesperson with media and public

    _ Presents report to P&R Committee and Full Council

· Has primary contact with staff

· Develops a constructive `critical friend' approach to witnesses (including key officers)

· Provides leadership and direction in the Inquiry Panel:

    _ Models a flexible approach

    _ Demonstrates open minded and constructive challenge

    _ Models a willingness to learn and develop

    _ Demonstrates an evidence focus

    _ Values and enables community involvement

    _ Values diversity and responds appropriately for diverse needs

TYPES OF OVERVIEW & SCRUTINY

Pre-Scrutiny:

Examining issues for decision which are laid out in the Executive's `Forward Plan' in order to influence decision-making before it happens. Can include `Call-in' which is when the Council requires the Executive to review their decision immediately after the decision is made and before it is implemented. Some Councils occasionally operate `Call-in' in a planned way to involve the whole Council in certain decisions.

Policy Development:

Proactively exploring as issue which the Executive has no plans, or no firm plans, to set policy about but which the Scrutiny Committee believes is an area which warrants review. The purpose is to suggest / recommend policy that should be developed.

Post Decision Review:

Reviewing a decision after it has been implemented and the impact can be measured. The outcomes for this type of review may include:

    · Recommendations following evidenced negative impact of the decision and proposals about remedial measures

    · Improvements to future decision making processes which will avoid negative effects recurring.

Policy Review
As with Post Decision review but applying to a current policy or strategy of the Council. This may include reviewing:

    · The effectiveness of a policy in achieving what it set out to achieve

    · The effectiveness of the implementation of the policy

Performance Review
Reviewing the effectiveness or efficiency of any function of the Council. This may include any of the following (at present these should be overall / cross cutting issues):

    · Exploring the effectiveness of corporate function or overall service area (i.e. budget) to see if or how efficiency or effectiveness could be improved

    · Exploring an area of evidenced / or perceived poor performance or inefficiency

    · Reviewing an area of `failure' or negative impact to explore what lessons should be learned

    · Reviewing the effectiveness of partnerships

    · Reviewing the performance of contracted out work and use of contractors

External Review:

Scrutinising the work and impact of external agencies on the council's community. This may include the work of public agencies such as health service organisations, quangos, voluntary and private sector organisations.