Archived decisions

Agenda Item 7

HAMPSHIRE COUNTY COUNCIL

Report


Committee:			Policy & Resources Select Committee
Date of meeting:			23 July 2009
Report Title:			Review of Scrutiny Implementation Update
Report From:			The Chief Executive's Department
Contact name:		Marie Mannveille, Scrutiny Officer
Tel:	01962 845018			Email:	[email protected]

1. Executive Summary

1.1. The Policy & Resources Select Committee undertook a review of existing arrangements to support the scrutiny function in 2007/08. The recommendations resulting from this review were accepted by Cabinet in 2008. Implementation of the recommendations is well underway. This committee has been monitoring progress with implementation and received an update report at its meeting in March 2009. This report provides a further update.

2. Implementation of Recommendations Progress Update

2.1. This update groups recommendations under the following categories:

· those that require protocols (A, A1, B, C, E, O)

· those that have been adopted into ways of working (D, F, F1, I, J, L, N, Q, S, T)

· those that will be implemented in future (G, G1, H, K, M, P, R, U)

The attached table lists the recommendations in this order, along with an indication of the progress made to date.

3. Conclusions

3.1. The Committee is asked to note the report and the progress achieved. It is recommended that unless Members wish to follow up particular aspects of this work, this completes the monitoring of these recommendations. Recommendations that are in the process of being implemented will be reported to the Committee on an exception basis at the March/April 2010 meeting.

CORPORATE OR LEGAL INFORMATION:


Section 100 D - Local Government Act 1972 - background documents

The following documents discuss facts or matters on which this report, or an important part of it, is based and have been relied upon to a material extent in the preparation of this report. (NB: the list excludes published works and any documents which disclose exempt or confidential information as defined in the Act.)

Document	Location
Review of Scrutiny Report Cabinet Response to the Review of Scrutiny Recommendations Review of Scrutiny Recommendations Implementation Update Report March 2009	/decisions/decisions-docs/080506-parprc-R0428105621 /decisions/decisions-docs/081014-parprc-R1008105728 /decisions/decisions-docs/090304-parprc-R0226112755

Review of Scrutiny Recommendations Monitoring: July 2009

Recommendation	Progress	Comment
*The following Recommendations require protocols*
A) There is a clearly defined mechanism, stating the outcomes looked for, through which Select Committees can bring issues, reports and recommendations to the attention of the relevant Executive Member, or where appropriate the Cabinet. Any written report or recommendations will normally be responded to within two months of receipt by the Executive Member or Cabinet.	An operational protocol is being drafted to cover this.
A1) When a response is made, if recommendations are not accepted an explanation is provided.	An operational protocol is being drafted to cover this.
B) Where recommendations are accepted there will be an agreed process for following up progress with implementation and reporting this to the relevant Select Committee and full Council.	An operational protocol is being drafted to cover this.
C) Executive Members are able to highlight issues of concern (e.g. any partnership working including that supporting the delivery of the Local Area Agreements or National Indicators and which supports the County Council's role as Community Leader) to Select Committees for consideration for inclusion in work programmes. There will be scope on Select Committee agendas for Executive Members, with suitable notice, to raise questions for consideration by the Committee.	An operational protocol is being drafted to cover this.
E) The Cabinet Working Group agrees that Select Committees should be able to access expertise within Departments for technical and other professional advice (e.g. the legal and scientific advice provided to the Fluoridation Review Group) when this can be made available. Equally the Select Committees need to work with partner organisations and other external agencies to build arrangements for accessing advice and support as required to inform the delivery of their thematic work programmes.	An operational protocol is being drafted to cover this.
O) The `Call in' process is reviewed, taking account of national best practice. Additionally the Policy and Resources Select Committee needs to consider mechanisms to call to account the decisions of other partner organisations that impact on the residents of Hampshire	An operational protocol is being drafted for the call in process.	Regarding the second point, the work of partner organisations that impacts on the residents of Hampshire will increasingly come within the remit of Scrutiny. National guidance is awaited regarding the extent of powers with which these organisations can be held to account through the scrutiny process. However, the government response to the `communities in control' consultation suggests scrutiny will not have the power to `call in' decisions made by partner authorities.
*The following recommendations have been implemented*
D) At the point of selecting a topic for inclusion in the work programme, including taking into account issues raised by Executive Members, Select Committee Chairmen ensure that the prioritisation and scheduling of work allows for maximum opportunities to inform or improve the service/topic under consideration.	Implemented	The topic selection criteria have been agreed by the Policy & Resources Select Committee at the October 2008 meeting, and use of these criteria will help ensure that topics selected for scrutiny offer opportunities to inform or improve.
F) The point of contact between lead scrutiny officers and each Department is formally agreed to ensure that information is properly routed both through Departments and to Select Committee Members.	Implemented
F1) Briefings and reports for Members can be easily identified and accessed through the County Council's website. County Council Part I and II reports also include a link to the original Executive Member/Cabinet report for ease of reference.	Implemented	The members portal has been improved to provide easier access for Members to relevant information, see: http://intranet.hants.gov.uk/members.htm
I) Mechanisms should be put in place to enable Select Committee Chairmen, taking account of the agreed priorities of that Committee, to initiate a response or action on behalf of the Committee to referrals from external sources that occur between meetings. These will be shared with all Committee members at the earliest opportunity with the chance for feedback where possible.	Implemented
J) That the Policy & Resources Select Committee takes a stronger role in identifying priorities for scrutiny and adjusting work programmes as appropriate.	Implemented
L) Briefing programmes, organised visits and facilities for members should be improved. This should include better information to be made available in the Members Room, consideration of the accessibility of information on Hantsweb and exploration of the feasibility of siting IT support for members in the Members Room.	Implemented	A new induction programme has been developed building on the feedback from the member focus groups held in January / February 2009. This includes: · a new Members Reference Guide incorporating key contacts & organisational structures for each department · dedicated senior management support · a Members charter including a dedicated 0800 number for Members · one to one IT training is being provided for new Members · a personal website for all Members. The newly created Business Advice and Member Support Team will be continuing to develop the support provided to Members to reflect their different roles and needs.
N) Work programmes are sufficiently flexible to accommodate unplanned work without compromising the timeliness of planned work undertaken by Select Committees.	Implemented
Q) A `plain English' handbook is developed setting out the role and function of the Select Committees and the procedures that support their work. This will be clearly accessible on the website and widely circulated in the County Council.	Implemented	The first half of the handbook has been provided to all Select Committee members as `An introduction to Overview & Scrutiny at Hampshire County Council' at the first meeting of the committee under the new administration. This will be supplemented in due course with the protocols developed as a result of other recommendations, and information relevant to new legislation when appropriate.
S) A clear set of criteria for prioritising topics for inclusion in Select Committee work programmes is agreed and published. This is also used, adjusted as appropriate, to support the Select Committees in coming to a view about any referral from partner organisations.	Implemented	This was published in October 08 as part of the protocol for working with Hampshire Local Involvement Network (LINK). The criteria have been incorporated into the Scrutiny handbook. A protocol has been drafted for supporting Select Committees when assessing a Councillor call for action (CCFA) referral.
T) Work on the website for Hampshire County Council Select Committees continues and includes work programmes and other support activities as well as the handbook (see recommendation R above) A plain English website which is easy to navigate is required to support members in the delivery of their work programmes and other supporting activities.	Implemented	Updating of the scrutiny website is ongoing. In relation to the wider website, the members portal has been improved to provide easier access for Members to relevant information, including personalised information.
*The following recommendations will be implemented over the next six months*
G) Informal meetings are set up between the relevant Select Committee Chairmen, Vice-Chairmen, Opposition Spokespeople, Executive Members and key officers to provide advance information on emerging issues.	Following the formation of the new administration, this will be progressed over the coming months.	BAMS Officers to arrange meetings in discussion with Select Committee Chairmen.
G1) Select Committee Chairmen have lead responsibility for regularly briefing their Select Committee Members on the issues raised in these meetings.	This will take place once the meetings are occurring.
H) The timing and frequency of Select Committee meetings and supporting activities are reviewed to improve alignment with the Executive Member decision making process.	The planning of the 2010 meetings calendar will take place over the next few months.	It is expected work will begin on the calendar of meetings for 2010 in the summer of 2009. The BAMs team will ensure the views of Select Committee Members are taken into account when meetings are scheduled for 2010.
K) Select Committees actively build working relationships with relevant partner organisations and consider the way in which Hampshire County Council engages with and involves partners as a routine part of any thematic scrutiny activity, including building an understanding of the way in which other agencies impact on Hampshire residents.	Ongoing.	The Policy & Resources Select Committee will be carrying this forward as part of its ongoing work programme (see item on the agenda regarding the scrutiny conference). It is anticipated that national regulations relating to joint and partnership scrutiny will be published in coming months.
M) The feasibility of providing the opportunity for Hampshire based students to act as research assistants/project support to members is explored with Universities and Colleges and also the County Council's Hampshire Own Grown (HOG) programme.	Under consideration.	This option is under consideration, alongside ongoing development of member support. Following the corporate reviews, the Business Advice and Member Support Team has been created. Members are encouraged to contact this team in the first instance, for advice regarding support to their roles.
P) The way in which reports and other information is presented to Members be reviewed to ensure that relevant evidence and supporting information is included, previous work can be easily tracked and links with corporate policies are clear.	Ongoing.	New report templates have been developed to ensure links to corporate policies and links to previous work are clear, and work is ongoing to ensure decision reports provide relevant supporting information.
R) The scope to build Select Committee Member understanding of the key issues with regard to performance and finances, and better alignment with the annual cycle of both disciplines, is explored with the appropriate key leads in the County Council. The way in which the plans and programmes of other agencies, such as the Highways Agency and partnerships such as the Partnership for Urban South Hampshire (PUSH) and other 'Diamonds for Growth', impact on Hampshire residents also needs to be taken into account by the Select Committees	It is planned to continue to refine the budget and performance briefings.	Budget scrutiny briefings have continued to be held for Select Committee Members and the information provided to members refined. This process will continue to operate and develop. The Head Of Improvement has also been approached to lead on developing the way corporate performance information is presented to Members, to ensure this is more user friendly and to clarify the relationship between performance and finance (e.g. value for money). The plans and programmes of other agencies which impact on Hampshire residents will be taken into account as they relate to particular topics under scrutiny. The Policy & Resources Select Committee will also be developing the approach to partnership scrutiny as part of its ongoing work programme.
U) The Hampshire County Council media protocols are revised to ensure they properly reflect the role of the Select Committees.	Approval of the new protocol should take place over the coming months.	The Head of Corporate Communications has re-drafted the media protocols to reflect the role of the select committees. The new draft needs to be approved by the Leader in order to be implemented as a new protocol. Once approved this will be sent to Select Committee Chairmen for information.

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Review of Scrutiny Recommendations Monitoring: July 2009