SCRUTINY MANAGEMENT BOARD 4TH DECEMBER 2013 Report … · 2013-11-25 · 5. See page 10, Appendix...

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SCRUTINY MANAGEMENT BOARD – 4TH DECEMBER 2013

Report of the Head of Strategic Support ITEM 7 SCRUTINY WORK PROGRAMME AND ISSUES ARISING

FROM SCRUTINY GROUPS AND PANELS Purpose of the Report To enable the Board to agree the Scrutiny Work Programme. This includes considering requests from other scrutiny bodies and updates on the delivery of items previously agreed, as well as details of upcoming Executive Decisions to enable any opportunities for scrutiny to be identified. Action Requested

1. Recommendation of Cabinet/Scrutiny Liaison Group that the Board resolve to receive a timetable detailing the dates of critical stages in the contracting process for the delivery of Revenues and Benefits services, outsourced to Capita;

2. Recommendation of Cabinet/Scrutiny Liaison Group that the Board

resolve to receive a rolling forward programme of Council policies and strategies starting at its meeting to be held on 29th January 2014;

3. Recommendation of Overview Scrutiny Group that a Scrutiny Panel “Is

the provision and management of facilities for cycling effective?” be established and that the terms of reference include:

(i) ensuring that there was effective and appropriate provision of cycle

routes; including identifying the right locations and ensuring that they were linked up; and

(ii) that effective enforcement measures were in place to ensure that

cycle routes were kept clear. 4. Recommendation of Policy Scrutiny Group that the Group receive an

officer briefing paper to provide information as follows: ‘What evidence is in place or being gathered to inform the on-going

policy of Discretionary Housing Payments (DHP) or the Council Tax discount fund, to support the vulnerable through welfare reform.’;

5. To consider if any forthcoming Executive Key Decisions or decisions to

be taken in private by the Executive that are not currently programmed for scrutiny should be added to the Scrutiny Work Programme.

6. To agree that the Scrutiny Work Programme be updated in accordance

with the decisions taken during consideration of this item and any further decisions taken during the course of the meeting.

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Reasons 1. To enable the timely scheduling of scrutiny by the appropriate scrutiny

body/bodies. Full minute extract included on pages 3-4. 2. To enable the scheduling of scrutiny input at the formulation stage of

Council policies and strategies. Full minute extract included on pages 3-4. 3. Both Charnwood Borough Council and Leicestershire County Council

invest resources in developing and improving infrastructure and facilities for cycling. It was important that such infrastructure and facilities provided for the needs of cycle users and remained accessible, while assisting with encouraging further cycling and sustainable transport.

Full minute extract included on page 5. 4. To inform future policy making on the matter and to ensure that the

needs of the vulnerable in Charnwood are being met. Full minute extract included on pages 6-7. 5. See page 10, Appendix 1. To ensure timely and effective scrutiny. 6. See page 19, Appendix 2. To ensure that the information contained

within the Work Programme is up to date. Policy Context The Corporate Plan commits us to review and improve our approach to the delivery of services to ensure we are constantly working to achieve a better service providing better value for money and enhancing the performance and commitment to service delivery. Updates on Scrutiny Bodies Budget Scrutiny Panel Budget Scrutiny Panel held its first meeting of 2013/14 on 7th October 2013. An informal Panel meeting, open to all Loughborough Ward Members to attend, will be held on 9th December 2013. The final meeting of the Panel will be held on 6th January 2014 with a view to its recommendations being reported to SMB on 29th January 2014 and Cabinet on 13th February 2013. Cabinet/Scrutiny Liaison Group Cabinet/Scrutiny Liaison Group provides a platform for discussions between the Executive and non-Executive arms of the Council’s committee structure.

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Since the last meeting of SMB, Cabinet/Scrutiny Liaison Group has met once, on 4th November 2013. The following recommendations were made to SMB: 11. SCRUTINY WORK PROGRAMME Considered a report of the Head of Strategic Support presenting the current Scrutiny Work Programme and Cabinet Forward Programme in order to identify appropriate items for scrutiny (item 4 on the agenda filed with these minutes). The Chief Executive assisted with consideration of the item. In considering the Scrutiny Work Programme the Group agreed that the workload for each scrutiny body had been scheduled appropriately and therefore no amendments were proposed. The Group discussed potential matters for scrutiny that were not currently on the Scrutiny Work Programme. The merits of a scrutinising the work being undertaken by the Central Nottinghamshire Clinical Services (CNCS) in relation to the Loughborough Urgent Care Centre were considered. The Group determined that whilst Overview Scrutiny Group (OSG) could undertake scrutiny of an external partner agency, the scope of the investigation would be too wide to enable focussed consideration of the prevalent issues. There was a consensus amongst the Group that scrutiny of specific issues that had a direct link to the work of the Council was more effective and was more likely to result in recommendations that could be adopted by the partner agency. An example of this was the work being undertaken by OSG with regard to the relationship between mental health issues and crime and disorder and community safety issues on the Borough. The 10 year Benefits and Revenues contract, outsourced to Capita in February 2010, contained a clause that provided the option to renegotiate the contract after 5 years. In anticipation of potential renegotiations commencing in February 2015, the Group considered if it would be timely to begin scrutiny of the contract in relation to the implementation of Universal Credit. The Chief Executive reported that the Council and Capita, through the Strategic Board, had already held initial discussions but it was recognised that if the Government proposal that responsibility for benefits be transferred to the Department for Work and Pensions were to be implemented discussions would be moot. The Group noted that Performance Scrutiny Panel already considered performance indicators relating to work undertaken by Capita. It was suggested that Scrutiny Management Board (SMB) be provided with a timetable detailing the dates of critical stages in the contractual process to allow for timely scrutiny by the appropriate scrutiny body. The Group considered the Cabinet Forward Programme with a view to identifying items to be considered by the Executive to which scrutiny could add value.

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Three items scheduled to be considered by Cabinet between 2015 and 2018 were highlighted – Flexible (Fixed Term) Tenancies, the Equality and Diversity Strategy and the Homelessness Strategy 2018-19 to 2011-23. In discussing how best to scrutinise such items, the Group considered the value to be gained from the on-going monitoring or from mid-term reviews of Council policies and strategies. The Chief Executive suggested that scrutiny could be provided with a rolling forward programme of Council policies and strategies. That would enable timely consideration by appropriate scrutiny bodies, ensuring that scrutiny had the opportunity to assist in policy and strategy formulation. AGREED 1. that it be recommended to Scrutiny Management Board that it

resolves to receive a timetable detailing the dates of critical stages in the contracting process for the delivery of Revenues and Benefits services, outsourced to Capita;

2. that it be recommended to Scrutiny Management Board that it

resolves to receive a rolling forward programme of Council policies and strategies starting at its meeting to be held on 29th January 2014; and

3. that the report be noted. Reasons 1. To enable the timely scheduling of scrutiny by the appropriate

scrutiny body/bodies. 2. To enable the scheduling of scrutiny input at the formulation stage

of Council policies and strategies. 3. To acknowledge upcoming items on the Scrutiny Work Programme and

Cabinet Forward Programme. The next meeting of the Group is scheduled to be held on 17th March 2014. Overview Scrutiny Group Overview Scrutiny Group (OSG) has met twice since the last meeting of SMB. Pre-decision scrutiny was undertaken on three Cabinet reports – Supporting People Contract for Housing Related Support for Older Persons, Localisation of Council Tax Support and Appointment of Contractor to Deliver Housing Capital Programme 2014-2019 – with recommendations being made to Cabinet. Part of the remit of Overview Scrutiny Group (OSG) is to scrutinise external public service providers and partners. At its meeting held on 21st October 2013 the Group considered three such issues - Loughborough Town Centre – Improving Signage, Mental Health Issues and Crime and Disorder and

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Community Safety – Multi-agency Structures and Provision of Cycle Racks and Making Loughborough Town Centre Cycle User Friendly. The following recommendation to SMB came out of consideration of the latter item: 96. PROVISION OF CYCLE RACKS AND MAKING LOUGHBOROUGH

TOWN CENTRE CYCLE USER FRIENDLY A report of the Head of Strategic Support, providing a briefing on the provision of cycle racks in the town centre and engagement with cycle groups on making Loughborough town centre cycle user friendly, was submitted (item 7 on the agenda filed with these minutes). The Chief Executive and the Team Leader – Democratic Services and Mayoralty attended the meeting to assist the Group with consideration of this item. RESOLVED 1. that the report be noted; 2. that the plans for the provision of cycle hubs be welcomed and that, if

necessary, the support of the Overview Scrutiny Group for this initiative be included in discussions with Leicestershire County Council concerning progressing the plans; and

3. that it be recommended to Scrutiny Management Board that a Scrutiny Panel “Is the provision and management of facilities for cycling effective?” be established and that the terms of reference include: (i) ensuring that there was effective and appropriate provision

of cycle routes; including identifying the right locations and ensuring that they were linked up; and

(ii) that effective enforcement measures were in place to ensure that cycle routes were kept clear.

Reasons 1. To acknowledge that significant engagement exists with cycling groups

and initiatives were in place to encourage cycling and develop facilities for cyclists.

2. To acknowledge the work and effort invested so far with developing

plans for improving cycle rack/hub facilities and to provide support to the initiative to assist the case for funding and implementation.

3. Both Charnwood Borough Council and Leicestershire County Council invest resources in developing and improving infrastructure and facilities for cycling. It was important that such infrastructure and facilities provided for the needs of cycle users and remained accessible, while assisting with encouraging further cycling and sustainable transport.

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The next meeting of the Group is scheduled to be held on 16th December 2013. Performance Scrutiny Panel Update The Performance Scrutiny Panel has the remit of reviewing or seeking improvement in Council performance. It will receive regular performance reports and suggest items for the scrutiny work programme. Since the last meeting of SMB, the Panel has met once, on 1st October 2013, and made one recommendation to SMB, regarding the feasibility of establishing two additional community hubs in Shelthorpe and Thorpe Acre. This is presented to the Board as agenda item 6. The next meeting of the Panel is scheduled to be held on 17th December 2013. Policy Scrutiny Group Update Policy Scrutiny Group (PSG) is responsible for monitoring the progress and methods of scrutiny panels against the work programme and the timetable agreed by SMB and may suggest changes to the scrutiny work programme. Since the last meeting of SMB, the Group have met once, on 20th November 2013, and made one recommendation to SMB: 35. WORK PROGRAMME A report of the Head of Strategic Support, presenting the Group’s Work Programme for consideration in order to identify items for future scrutiny was submitted (item 9 on the agenda filed with these minutes). The Team Leader - Democratic Services and Mayoralty made reference to the current items on the Group’s work programme and the issues raised by the Chair at the Chair’s briefing, held on 25th October 2013 in respect of Neighbourhood Plans and the Business Plan 2014/15. It was suggested that the Group consider recommending to the Scrutiny Management Board scrutiny of the Council’s procedures in respect of car parking, how the car parks were managed, the tariffs set, revenue and how they were incorporated into the Loughborough Business Plan. Following discussion of the matter, it was proposed that the member making the proposal meet with officers and produce a draft scope document to clarify the issues he wished to raise, together with desired outcomes. Reference was made to the Welfare Reform Act, the localisation of Council Tax and the discretionary funds available to the Council to support the vulnerable. It was reported that the Government was raising the funding available to Councils for discretionary payments but that Charnwood Borough Council had spent less than 10% of the current funds. It was proposed that an officer briefing paper be requested, to allow the Group to consider whether further scrutiny of the matter was required, by reviewing whether the

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processes were functioning in a satisfactory manner, comparing data within different wards and looking at details of rent arrears and whether those figures were rising. Consideration was given to the Supplementary Planning documents waiting to be programmed. It was proposed that now that the Core Strategy had been submitted to the Secretary of State for public examination, officers liaise with planning officers to ascertain dates when those documents would be available for scrutiny and those dates be submitted to the January meeting of the Group. RESOLVED 1. that it be recommended to the Scrutiny Management Board that an

officer briefing paper be requested to provide information as follows:

“What evidence is in place or being gathered to inform the on-going policy of Discretionary Housing Payments (DHP) or the Council Tax discount fund, to support the vulnerable through welfare reform.”;

2. that a draft scope document be prepared in respect of scrutiny of the Council’s car parking procedures;

3. that officers ascertain appropriate dates for the supplementary planning

documents currently detailed on the Group’s work programme to be submitted to the Group at its meeting to be held on 7th January 2014;

4. that the report in respect of Performance Scrutiny Panel Update to be

considered on 7th January 2014 include information in respect of how the comparative data be used in the development of the Council’s Business Plan.

5. that the current position with the work programme be noted. Reasons 1. To inform future policy making on the matter and to ensure that the

needs of the vulnerable in Charnwood are being met.

2. To consider whether further scrutiny of the matter was required.

3. To ensure scrutiny of the supplementary planning documents in a timely manner.

4. To understand how the comparative data could be used in the development of the Business Plan.

5. To make the Group aware of the current position with the Scrutiny Work

Programme.

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The next meeting of the Policy Scrutiny Group is scheduled to be held on 7th January 2014. Update on Scrutiny Panels The Scrutiny Management Board is responsible for establishing scrutiny panels and determining their scope, terms of reference and timing. It also considers reports from scrutiny panels with a view to progressing their recommendations. The Policy Scrutiny Group is responsible for monitoring the progress and methods of scrutiny panels against the work programme and timetable agreed by SMB. Due to officer capacity there is an agreement that no more than four Panels should be convened during any given period. Currently there are three Panels established: 1. Managing Student Occupancy Scrutiny Panel – The Panel have met eight

times and it is anticipated that one further meeting will be required to enable the Panel to complete its investigations and agree its recommendations. Panel membership is made up of Councillors Bradshaw, M. Hunt, Jukes (Chair), Pacey, Parton, Ranson, Smidowicz and M. Smith (Vice Chair).

2. Complaints Procedure Scrutiny Panel – The Panel have met six times and

considered its draft recommendations at its meeting on 14th November 2013. It is anticipated that one further meeting will be required to enable the Panel to complete its investigations and agree its recommendations. Panel membership is made up of Councillors K. Jones, Pacey, Radford, Seaton (Chair) Shepherd and S. Smith.

3. Flooding Scrutiny Panel – The Panel held an informal first meeting and will

have held a further four meetings by the time SMB meet. It is anticipated at least one further meeting will be required to enable the Panel to complete its Review. Panel membership is made up of Councillors Harper-Davies (Chair), Grimley, K. Jones, Ranson, Shepherd, Smidowicz and Sutherington.

It is likely that all three Panels will have completed their reviews and reported to SMB by its 19th March 2014 meeting at the latest. With this in mind, the Board may wish to consider further matters to be addressed by scrutiny panels. It is worth noting that at its last meeting, Policy Scrutiny Group agreed that a draft scope document be prepared in respect of scrutiny of the Council’s car parking procedures. It is likely that the Group will consider this at its meeting to be held on 7th January 2014. Forthcoming Key Decisions And Decisions To Be Taken In Private By Charnwood Borough Council’s Executive The latest list of forthcoming Executive Key Decisions and Decisions to be taken in Private by the Executive, published on 19th November 2013, is attached as Appendix 1.

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The purpose of considering forthcoming decisions is to allow the Board to ensure that they are programmed for consideration by scrutiny where necessary. For ease of reference, an additional, shaded, column has been added to the table detailing scrutiny that has already been scheduled. Scrutiny Work Programme The current Scrutiny Work Programme is attached as Appendix 2 to enable the Board to decide which scrutiny body should consider new items and currently unscheduled items and when they should be considered. For ease of reference, additions to the Programme agreed by scrutiny bodies since the last meeting of SMB are shaded. Any decisions taken by the Board during the meeting will be reflected in an updated Work Programme.

Background Papers: None Officer to Contact: Mike Hooper Democratic Services Officer 01509 634502 [email protected]

mailto:[email protected]

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FORTHCOMING KEY DECISIONS AND

DECISIONS TO BE TAKEN IN PRIVATE BY

CHARNWOOD BOROUGH COUNCIL’S EXECUTIVE

Published 19th November 2013

What is a Key Decision? A key decision is one which:

commits the Council to expenditure, savings or increases or reductions in income of £100,000 or more in any financial year;

makes proposals to the Council in relation to the budget or the policy framework under Budget and Policy Framework Rule 2(a); or

will result in the closure of any facility from which Borough Council services are provided or a reduction by more than 10% in the level of a discrete service provided.

In other cases the impact of the decision will be considered in terms of the strategic nature of the decision, the effect on the amenity of the community or quality of service provided by the Council to a significant number of people living or working in the locality affected, the size of the area affected and the likely public interest in the decision. What is a Private Meeting? Meetings of the Council’s Cabinet are open to the public to attend. All or part of a meeting may be held in private, where the item of business to be considered may result in confidential information being disclosed which would result in a breach of the Council’s obligation to maintain confidentiality. There are seven provisions under which a decision can be made in private, these are set out in paragraph 10.4 of the Access to Information Procedure Rules in the Council’s Constitution. Representations Members of the public are able to make representations about forthcoming key decisions to be taken by the Council’s Executive, these should be made in writing (including via e-mail) to the responsible officer (details are listed for each proposed key decision). Members of the public are also able to make representations concerning proposals to hold a meeting in private, these should be made in writing (including via e-mail) to Democratic Services (contact details below). In both cases, representations should be submitted by midday on the working day preceding the date on which the decision is due to be taken.

Other information This document supersedes all previous Forward Plans. If you have any general queries, please contact: Darren Tilley, Team Leader – Democratic Services and Mayoralty Charnwood Borough Council, Southfield Road, Loughborough, Leicestershire, LE11 2TX Tel: (01509) 634781 Fax : (01509) 262750 e-mail: [email protected]

APPENDIX 1

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FORTHCOMING EXECUTIVE KEY DECISIONS

Decision Item What is the nature of decision to be

taken?

Who will take the decision

?

When is the earliest a decision will be

taken?

Documents to be

considered?

Will the report be

considered in public?

Who can give me more information?

Will the matter be / has the matter been

considered by scrutiny?

o Medium Term Financial Strategy 2014/15-17/18

To present a revised MTFS to Cabinet and Council for approval.

Council 13th January 2014

Report Report

Yes Yes

John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]

Budget Scrutiny Panel – 7th October 2013 (draft version considered)

o Localisation of Council Tax Support

The report will cover any variations required to the Charnwood scheme of Local Council Tax Support. The report will set out proposals regarding the benefit cap in future years in response to the absence of transitional funding or other government support for local schemes.

Council 13th January 2014

Report Yes Simon Jackson Strategic Director of Corporate Services Tel: 01509 634699 [email protected]

Overview Scrutiny Group – 18th November 2013 (pre-decision scrutiny)

Disposal of Land at Cemetery Road Sileby

To seek Cabinet approval to the disposal of land at Cemetery Road, Sileby, as the disposal route now recommended differs from that previously agreed by Cabinet on 27 Sep 2012.

Cabinet 19th December 2013 Report No John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]

Loughborough University Science and Enterprise Park

This report seeks Cabinet approval to a contribution of £150,000 to a package of funding of £7.4m to secure the development of the LUSEP Innovation Centre and associated infrastructure

Cabinet 19th December 2013 Report Yes Geoff Parker Chief Executive Tel: 01509 634600 [email protected]

o Draft General Fund and HRA 2014-15 Budgets

To seek approval to the Draft Revenue Budget and Service Delivery Plans for 2015-15 as a basis for consultation.

Cabinet 19th December 2013

Report Yes John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]

Budget Scrutiny Panel – 6th January 2014 (prior to final submission to Cabinet)

Amendments to Annual Procurement Plan

To consider possible amendments to the Annual Procurement Plan.



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taken?


?


taken?

Documents to be

considered?

Will the report be





Capital Plan Amendment Report

To consider and approve amendments to the 2014-15 to 2016-17 Capital Plan.

Cabinet Council

19th December 2013 13th January 2014


Performance Scrutiny Panel – 17th December 2013

Statement of Community Involvement

Sets out the representations received to the Cabinet's draft proposals for the statement of consultation. Makes suggested changes to the SCI in light of representations.

Cabinet 19th December 2013 Report Yes Richard Bennett Head of Planning and Regeneration Tel: 01509 634763 [email protected]

Policy Scrutiny Group - 24th September 2013 (update on the development of the statement) Policy Scrutiny Group - 19th November 2013 (consideration of the consultation draft)

Introduction of Parking Charges at the Outwoods

To consider a request from the Outwoods Management Committee regarding the introduction of parking charges at the Outwoods. The Outwoods Management Committee favours the introduction of car parking charges and requests that the Council fund and implement this scheme.

Cabinet 19th December 2013 Report Yes Neil Greenhalgh Head of Cleansing and Open Spaces Tel: 01509 634695 [email protected]

Council Tax and NNDR Base Report

To set the Council tax base Cabinet Council

16th January 2014 24th February 2014

Report Yes David Platts Head of Revenues and Benefits and Customer Services Tel: 01509 634850 [email protected]

Green Spaces and Engineering Procurement Contract Award

To report the outcome of the procurement exercise and seek Cabinet approval to the award of the contract.

Cabinet 16th January 2014 Report Yes Neil Greenhalgh Head of Cleansing and Open Spaces Tel: 01509 634695 [email protected]

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taken?


?


taken?

Documents to be

considered?

Will the report be





New Capital Plan 2014-15 to 2016-17

To approve the Capital Plan. Cabinet Council

13th February 2014 24th February 2014


2014-15 General Fund and HRA Revenue Budgets and Council Tax

To seek approval to the Revenue Budget, Capital Plan, Financial Plan for 2014-15 and to propose the Council Tax for approval by Council

Cabinet Council



Budget Scrutiny Panel – 6th January 2014 (draft version considered

Treasury Management Strategy Statement, Minimum Revenue Provision Strategy and Annual Investment Strategy 2014-15

To seek approval to the Treasury and Investment Strategy for 2014-15 and to seek approval to the annual report on the Prudential Code for 2014-15

Cabinet Council



Housing Revenue Account Business Plan

To present the 30 year business plan for housing. The Plan will cover investment decisions in the Council’s stock over a 30 year period.

Cabinet Council


Report Yes Eileen Mallon Strategic Director of Housing, Planning and Regeneration and Regulatory Services Tel: 01509 634662 [email protected]

Overview Scrutiny Group – 10 February 2014 (pre-decision scrutiny)

Business Plan 2014/15

To set out the Council’s principal activities in delivering the Corporate Plan for the Council Year 2014/15

Cabinet 13th March 2014 Report Yes Adrian Ward Head of Strategic Support Tel: 01509 634573 [email protected]

Policy Scrutiny Group – 07 January 2014 (consideration of how comparative data be used in the development of the Council’s Business Plan)

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taken?


?


taken?

Documents to be

considered?

Will the report be






To consider and approve amendments to the 2013-14 to 2014-15 Capital Plan

Cabinet 13th March 2014 Report Yes John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]

Performance Scrutiny Panel – 18 March 2014 (following Cabinet consideration)

Annual Procurement Plan 2014/15

To seek approval to the annual Procurement Plan for 2014/15

Cabinet 13th March 2014 Report Yes John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]

Charnwood Local Development Framework – Local Development Scheme Review

To set out the Council’s programme of local development documents to be prepared over the next 3 years along with their key preparatory milestones.

Cabinet 13th March 2014 Report Yes Richard Bennett Head of Planning and Regeneration Tel: 01509 634763 [email protected]

Policy Scrutiny Group will consider Local Development Framework supporting documents. Scheduling will be agreed at its 07 January 2014 meeting.

Housing Capital Programme

To approve the annual investment programme for improvements to the Councils housing stock.

Cabinet 13th March 2014 Report Yes Eileen Mallon Strategic Director of Housing, Planning and Regeneration and Regulatory Services Tel: 01509 634662 [email protected]

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taken?


?


taken?

Documents to be

considered?

Will the report be





Climate Change Strategy

To consider a new Climate Change Strategy to address the commitments of “Climate Local”.

Cabinet 13th March 2014 Report Yes Richard Bennett Head of Planning and Regeneration Tel: 01509 634763 [email protected]

Policy Scrutiny Group – 24th September 2013 (preparation of the Strategy) Performance Scrutiny Panel – 01 October 2013 (update report)

Charnwood Grants To enable Cabinet to consider applications for revenue funding received in round one of the Community Facilities Capital Grants and Community Development Grants Schemes for 2013/14

Cabinet 8th May 2014 Report Yes Julie Robinson Head of Neighbourhood Services Tel: 01509 634590 [email protected]

Capital Plan Outturn Report (2013/14)

To report the Councils Capital Expenditure results for 2013/14 subject to audit

Cabinet June 2014 Report Yes John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]

Performance Scrutiny Panel – July 2014 (post-decision monitoring)

General Fund and HRA Revenue Outturn Report (2013/14) and Carry Forward of Budgets

To report the Councils Revenue Expenditure results for 2013/14 subject to audit

Cabinet June 2014 Report Yes John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]



To consider possible amendments to the Annual Procurement Plan

Cabinet July 2014 Report Yes John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]

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taken?


?


taken?

Documents to be

considered?

Will the report be






To consider and approve amendments to the Capital Plan

Cabinet July 2014 Report Yes John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]


Charnwood Grants To enable Cabinet to consider applications for revenue funding received in round two of the Community Facilities Capital Grants and Community Development Grants Schemes for 2014/15

Cabinet August 2014 Report Yes Julie Robinson Head of Neighbourhood Services Tel: 01509 634590 [email protected]

Draft Medium Term Financial Strategy 2013-14 to 15-16

To present a draft Medium Term Financial Strategy to Cabinet

Cabinet

September 2014 Report Yes John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]

Budget Scrutiny Panel – October 2014


To consider and approve amendments to the 2013-14 to 2014-15 Capital Plan.

Cabinet Council

September 2014 November 2014


Performance Scrutiny Panel – October 2014 (post-decision monitoring)


To consider possible amendments to the Annual Procurement Plan.

Cabinet September 2014 Report Yes John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]

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EXECUTIVE MEETINGS TO BE HELD IN PRIVATE

The following items are due to be considered by the Council’s Cabinet and the public could potentially be excluded since confidential information could be considered.

Decision Item What is the nature of decision to be taken? Who will

take the decision?

When is the earliest a decision will be taken?

Documents to be considered?

Will the report be considered in public?


Disposal of Land at Cemetery Road Sileby

To seek Cabinet approval to the disposal of land at Cemetery Road, Sileby, as the disposal route now recommended differs from that previously agreed by Cabinet on 27 Sep 2012.


Report No John Casey Head of Finance and Property Services Tel: 01509 634810 [email protected]

When items are considered in confidential session, the reasons for exemption would fall into one or more of the following categories: 1. Information relating to any individual. 2. Information which is likely to reveal the identity of an individual. 3. Information relating to the financial or business affairs of any particular person (including the authority holding that information). 4. Information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any

labour relations matter arising between the authority or a Minister of the Crown and employees of, or office holders under, the authority.

5. Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings. 6. Information which reveals that the authority proposes—

(a) to give under any enactment a notice under or by virtue of which requirements are imposed on a person; or (b) to make an order or direction under any enactment.

7. Information relating to any action taken or to be taken in connection with the prevention, investigation or prosecution of crime.

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CABINET MEMBERS Member’s of the Council’s Cabinet are as follows:

Name (Group) Lead Member Responsibility

Councillor Slater (Conservative)

Leader of the Council Economic Development

Councillor Hampson (Conservative)

Deputy Leader of the Council; Strategic Support & Retail Regeneration Human Resources, Improvement & Organisational Development, Legal & Democratic Services, Insurance, Communications, Audit, Performance Management and Emergency Planning & Retail Regeneration.

Councillor Barkley (Conservative)

Finance and Property Services Finance, Procurement and Property Services.

Councillor Bokor (Conservative)

Customer Services Revenues & Benefits, Information & Communication Services, Customer Services and Contact Centre.

Councillor Fryer (Conservative)

Waste Operations & Open Spaces Waste Operations, Grounds Maintenance, Engineering and Open Spaces.

Councillor Harley (Conservative)

Leisure, Art and Culture Leisure Centres, Markets & Fairs, Museums, Tourism, Town Centre Management, Town Hall, Public Conveniences and Arts & Culture, Equalities.

Councillor J. Hunt (Conservative)

Housing and Regulatory Services Strategic Housing, Environmental Health, Landlord Services, Licensing and Street Management, Older Persons.

Councillor Snartt (Conservative)

Communities & Health Community Safety & Neighbourhood Management, Community Grants, Sports & Recreation, Children & Young People, Waste Education & Closed Circuit Television.

Councillor Vardy (Conservative)

Planning & Sustainability Planning Policy, Development Control, Design, Heritage, Conservation, Climate Change & Landscape, Building Control and Sustainability.

Scrutiny Work Programme

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Responsible Body

Meeting Date

Issue Scope of Item / Terms

of Reference Reason for Scrutiny

Invitees / Officers

Progress / Notes / Action Requested

Budget Scrutiny Panel (Informal meeting)

09 December 2013

Discussion topics

Areas of focus for the scrutiny of the draft budget;

Invitees for January meeting;

Consultation on LSR with Loughborough Councillors.

To ensure appropriate planning for future meeting and to gain input from Loughborough Councillors.

J. Casey / S.

Jackson

Budget Scrutiny Panel

06 January 2014

Draft General Fund and HRA Budgets (2014/15)

To consider draft budgets, prior to submission of final budgets to Cabinet.

To ensure budgets are scrutinised in a timely manner prior to decision being taken by Cabinet.

J. Casey / S.

Jackson (plus

further officers as required)


October 2014

Draft Medium Term Financial Strategy

To consider the draft strategy, prior to its final submission to Cabinet.

To ensure the draft Strategy is scrutinised in a timely manner prior to a decision being taken by Cabinet.

J. Casey / S.

Jackson

APPENDIX 2


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Responsible

Body Meeting

Date Issue

Scope of Item / Terms of Reference

Reason for Scrutiny Invitees / Officers


Overview Scrutiny Group

16 December 2013 (standing item)

Cabinet items for pre-decision scrutiny

TBC

Items for Cabinet pre-decision scrutiny are determined by the Chair and Vice-chair of the Group in consultation with the Team Leader – Democratic Services and Mayoralty. Further items may be added following publication of the Cabinet agenda.



Work Programme

To agree and schedule items to be considered at future meetings

To allow the Group to identify items, including the scrutiny of forthcoming Key Decisions, pre-decision scrutiny and the scrutiny of external public service providers and partners.

D. Tilley



Consideration of OSG Recommendations – Cabinet Response

A report of Cabinet, setting out the response of Cabinet to recommendations by the Overview Scrutiny Group on pre-decision scrutiny items

D. Tilley


10 February 2014

Housing Revenue Account Business Plan

To present the 30 year business plan for housing; covering investment decisions in the Council’s stock over a 30 year period.

Cabinet item for pre-decision scrutiny. The proposed Government changes to the rent restructure system would impact upon the Housing Revenue Account Plan.

E. Mallon OSG selected this item for pre-decision scrutiny at its meeting held on 29 July 2013.


21

Responsible Body

Meeting Date



Invitees / Officers



To be scheduled

(scheduling

dependent upon the Group’s pre-decision scrutiny workload)

The Relationship Between Mental Health Issues and Crime and Disorder and Community Safety Issues in Charnwood

To investigate and gather evidence of the relationship between mental health issues and the key crime and disorder and community safety issues affecting the communities of the Borough, including details of the multi-agency structures in place to prevent gaps in service provisions, and that its findings be reported to SMB.

SMB identified mental health issues as a factor affecting crime and disorder and community safety issues. Under its scope of scrutinising external public service providers and partners and scrutinising services which are shared with other local authorities, Overview Scrutiny Group were deemed best placed to conduct initial investigations.

To be determined

Agreed by SMB on 19 June 2013 during consideration of agenda item 6, Crime and Disorder Reduction and Community Safety. OSG on 22 August 2013 agreed that delegated authority be given to the Team Leader – Democratic Services and Mayoralty, in consultation with the Chair and Vice-chair of the Group, to determine the purpose and scope of the scrutiny, scheduling of the items and witnesses to be invited. OSG on 21 October 2013 agreed that appropriate representatives responsible for mental health services and representatives commissioning services to support drug and alcohol misuse be invited to a future meeting of the Group to give evidence concerning their involvement multi-agency Community Safety forums


22

Responsible Body

Meeting Date



Invitees / Officers



To be scheduled (scheduling

dependent upon the Group’s pre-decision scrutiny workload)

Scrutiny of John Storer Charnwood (previously Voluntary Action Charnwood)

The Team Leader – Democratic Services and Mayoralty, has delegated authority, in consultation with the Chair and Vice-chair of the Group, to determine the purpose and scope of the scrutiny, scheduling of the items and witnesses to be invited to assist the Group

Part of the remit of the Group is to scrutinise external public service providers and partners.

To be determined

Scrutiny of External Public Service Providers and Partners agreed by SMB on 19 June 2013 following a request from 03 June 2013 OSG. OSG on 22 August 2013 agreed that delegated authority be given to the Team Leader – Democratic Services and Mayoralty, in consultation with the Chair and Vice-chair of the Group, to determine the purpose and scope of the scrutiny, scheduling of the items and witnesses to be invited.

Note: Over the next 12 months, meetings of Overview Scrutiny Group are scheduled to be held as follows: 16th December 2013 14th January 2014 10th February 2014 10th March 2014 7th April 2014 May 2014 June 2014 Early July 2014 Late July 2014 August 2014 September 2014 October 2014


23

Responsible

Body Meeting

Date Issue




Performance Scrutiny Panel

17 December 2013 (annual item)

Performance Information (Quarter 2 Report)

Monitoring of Performance Indicator information and Corporate Plan Objectives and Initiatives and monitoring of the number of Empty Homes.

To ensure targets and objectives are being met. To identify areas where performance might be improved.

A. Ward & R.

Beaumont

Quarterly Report considered at the same time annually. Written Report To include updates, as appropriate, on the additional performance indicators recommended to be adopted by the Housing Allocations Scrutiny Panel as agreed by SMB on 30th September 2013



Revenue Monitoring Report

Monitoring of Council’s revenue position.

To ensure the Council's revenue position is satisfactory

J. Casey

Three reports to be considered through the year. Reports to be considered at the same time annually. Written Report




To consider amendments to the Capital Plan agreed by Cabinet

The Capital Plan is an integral element of all policies.

J. Casey Quarterly Report considered at the same time annually.



Work Programme

To consider items for future meetings

To allow the Group to identify items for which scrutiny is required and make recommendations, as appropriate, to Scrutiny Management Board.

A. Ward


24

Responsible Body

Meeting Date



Invitees / Officers



18 March 2014 (annual item)




A. Ward & R.

Beaumont

Quarterly Report considered at the same time annually. Written Report












J. Casey



06 May 2014

No items scheduled


July 2014 (annual item)

Performance Information (Quarter 4 Report – Year End)



A. Ward & R.

Beaumont



25

Responsible Body

Meeting Date



Invitees / Officers




Capital Monitoring including Outturn (Quarterly Report)

Monitoring of position with the Council’s Capital Plan.

To ensure changes to the Council's Capital Plan and its financing are appropriate

Lead Member

Finance & Property Services

& J. Casey




Revenue Monitoring (General Fund and HRA) including Outturn



J. Casey Written Report


October 2014 (annual item)




A. Ward & R.

Beaumont




Climate Change Strategy Action Plan

Monitoring of the Climate Change Strategy Action Plan

Monitoring of progress on Action Plan. R.

Bennett

Yearly update on plan, last considered by Performance on 23 August 2011.








26

Responsible Body

Meeting Date



Invitees / Officers







J. Casey



October 2014 (standing item)

Work Programme



A. Ward


To be considered between August 2014 and February 2015

Neighbour-hood Plans

To review of the effectiveness of support for Neighbourhood Plans

To determine whether the support provided is meeting the objectives set out in the Cabinet report of 14th March 2013 and community aspirations

R. Bennett

Agreed by SMB 14 August 2013


To be agreed by the Chair and the Head of Revenues & Benefits and Customer Services

Localisation of Council Tax Support

To undertake further scrutiny of the Localisation of Council Tax Support

There is value in the Panel monitoring the development of the localisation of Council Tax support scheme following its implementation in April 2013 under its remit to review the performance of the Council

D. Platts

Agreed by SMB 14 August 2013 (originally reallocated from PSP to BSP by SMB on 18th July 2012 but was not included within BSP Terms of Reference.


27

Responsible Body

Meeting Date



Invitees / Officers



To be scheduled

Growth Support Fund and Economic Development Activities Supporting Local Businesses

To undertake further scrutiny following consideration by Policy Scrutiny Group

Concerns in respect of the lack of applications for funding and the need for greater publicity.

E. Mallon / R.

Bennett / D. Hankin

/ H. Tambini

Agreed by SMB 30 September 2013 following recommendation of PSG.


28

Responsible Body

Meeting Date



Invitees / Officers


Policy Scrutiny Group

07 January 2014 (standing item)

Progress With Panel Work

To consider updates on the work of scrutiny panels.

Article 6.03 of the Council’s Constitution states that Policy Scrutiny Group will monitor the progress and methods of scrutiny panels against the work programme and timetable agreed by Scrutiny Management Board.

M. Hopkins



Work Programme



M. Hopkins

Agreed by PSG on 19 November 2013 that a draft scope document be prepared in respect of scrutiny of the Council’s car parking procedures. Agreed by PSG on 19 November 2013 that the four Supplementary Planning Document items be scheduled at the 7 January 2014 meeting.


07 January 2014

Preparation of the Climate Change Strategy 2013

A report detailing the draft Action Plan for the Climate Change Strategy 2013, together with details of the consultation arrangements, a list of consultees, other objectives that were trying to be met, for example fuel poverty, and to address any outstanding gaps remaining from the previous strategy

To enable the Group to scrutinise the draft Action Plan and review the consultation plan and consultees.

R. Bennett

Agreed by PSG 24 September 2013 following consideration of the Preparation of the Climate Change Strategy 2013 item.


29

Responsible Body

Meeting Date



Invitees / Officers



07 January 2014 (six-monthly item)

Performance Scrutiny Panel Update / Bench-marking

The six monthly update report to include details of issues, changes and challenges faced by the Panel. A briefing note in respect of comparative data and bench marking in January 2013 rather than the usual update report.

As relevant BPIs are no longer available from all Councils, members are keen to see what comparative data and bench marking officers are able to use when considering performance figures.

A. Ward / R.

Beaumont

Agreed by PSG on 17 August 2010 that the Performance Scrutiny Panel reports the position with its work programme to PSG every six months. Last considered 23 April 2013 (report entitled Performance Scrutiny Panel – Benchmarking). Agreed by PSG on 24 September 2013 that consideration be deferred until 7 January 2014. Agreed by PSG on 19 November 2013 that the report include information in respect of how the comparative data be used in the development of the Council’s Business Plan.


11 March 2014 (standing item)




M. Hopkins


11 March 2014 (standing item)

Work Programme



M. Hopkins


June 2014

Housing Repair Service – Breakdown of Complaints

12 month update report following consideration on 4th June 2013.

To consider the effectiveness of plans to resolve matters and to consider any new areas of concern.

C. Ansell Agreed by SMB on 19 June 2013 following a request from 04 June 2013 PSG.


30

Responsible Body

Meeting Date



Invitees / Officers



June 2014

Performance Scrutiny Panel Update / Bench-marking

The six monthly update report to include details of issues, changes and challenges faced by the Panel. A briefing note in respect of comparative data and bench marking in January 2013 rather than the usual update report.

As relevant BPIs are no longer available from all Councils, members are keen to see what comparative data and bench marking officers are able to use when considering performance figures.

A. Ward / R.

Beaumont

Agreed by PSG on 17 August 2010 that the Performance Scrutiny Panel reports the position with its work programme to PSG every six months. Last considered 7 January 2014.


June 2014 (standing item)




M. Hopkins


June 2014 (standing item)

Work Programme



M. Hopkins


To be scheduled

Affordable Housing Supplement-ary Planning Document

To ensure timely scrutiny of the Local Development Framework supporting documents.

R. Bennett / D. Pendle

Agreed by SMB 30 September 2013. To be programmed for consideration when document publication dates are confirmed. Agreed by PSG on 19th November 2013 that this item be scheduled at the 7 January 2014 meeting.


31

Responsible Body

Meeting Date



Invitees / Officers



To be scheduled

Core Strategy Policy CS 25 Delivering Infrastructure in the use of planning agreements Supplement-ary Planning Document





To be scheduled

Houses in Multiple Occupation Supplement-ary Planning Document





To be scheduled

Site Allocations and Development Management policies Supplement-ary Planning Document





To be scheduled

Good Practice in Supporting Neighbour-hood Plans

To highlight support and best practice available to groups applying for Neighbourhood Plans.

To complement the item on the Performance Plan work programme to review of the effectiveness of support for Neighbourhood Plans.


Agreed by SMB 30 September 2013.


32

Responsible

Body Meeting

Date Issue




Scrutiny Management Board


Scrutiny Work Programme and Actions Following Cabinet Consideration of Scrutiny Reports

Various requests from scrutiny bodies. Monitoring of actions taken following Cabinet consideration of scrutiny recommendations.

To enable the Board to determine the Scrutiny Work Programme.

To be identified

SMB on 30 September 2013 agreed that, when appropriate, future reports should include the monitoring of actions following Cabinet adoption of scrutiny recommendations.


29 January 2014


To consider the findings and conclusions of the Panel.

To scrutinise the Council's budgets. BSP

Chair / S. Jackson


29 January 2014

Empowering Communities Scrutiny Panel – 6 Month Update Report

To provide updates on the actions taken following the decisions taken by Cabinet on 9 May 2013

G. Parker / D. Platts

/ J. Robinson

/ V. Graham /

M. Hopkins /

M. Hooper


29 January 2014

Localism and the Council’s Work in Neighbour-hoods

To provide the opportunity for the Board to reconsider whether the issues in relation to Localism and the Council’s work in neighbourhoods should be the subject of further scrutiny.

To avoid duplication of work, on 14 August 2013 SMB resolved to not progress with the establishment of the Localism in Charnwood – Neighbourhood Agreements Scrutiny Panel. This report is to identify any issues that might require further scrutiny following the receipt of reports by the Board and the Performance Scrutiny Panel.

C. Traill / J.

Robinson / V.

Graham / M

Hopkins



29 January 2014

Roles of Senior Management

To consider the questions that the Board wants to put to the Strategic Directors at its March meeting and the preferred structure of their responses.

It is timely for the Board to consider the roles of senior management following the Senior Management Restructures in late 2010/early 2011

G. Parker / M.

Hopkins Agreed by SMB 14 August 2013


33

Responsible Body

Meeting Date



Invitees / Officers



19 March 2014 (six-monthly item)

Community Safety Partnership

To review the work of the Community Safety Partnership on a six monthly basis, in the form of a briefing given by the Lead Member for Community Safety, in order to enable any issues to be identified for further scrutiny by the appropriate scrutiny body and to enable incidences of violent crime to be monitored

To ensure effective scrutiny of the work of the Community Safety Partnership.

J. Robinson

(See 12 September 2012 and 27 March 2013 minutes for requirements of report).


19 March 2014

Roles of Senior Management

The Council’s three Strategic Directors are invited to discuss their roles following their appointments in December 2010 and the implementation of Phase 2 of the Organisation Review in February 2011.

It is timely for the Board to consider the roles of senior management following the Senior Management Restructures in late 2010/early 2011

S. Jackson / E. Mallon / C. Traill



23 April 2014 (annual item)

Draft Annual Scrutiny Report 2013-14

To report on the activities of Scrutiny and look forward to the forthcoming year.

To agree on the content of a report to Council on the workings of scrutiny over the past year.

M. Hopkins


June 2014 (annual item)

Appointments to Cabinet / Scrutiny Liaison Group

To appoint three members of the Scrutiny Management Board to the Cabinet/Scrutiny Liaison Group.

N/A. D. Tilley


34

Responsible Body

Meeting Date



Invitees / Officers



June 2014 (annual item)

Scrutiny of the Council’s Budget

To propose the process for the scrutiny of the Council’s budget.

To facilitate effective scrutiny of the Council’s budget for 2015/16.

S. Jackson


August 2014 (annual item)

The Corporate Plan – Annual Report

To review delivery of the Corporate Plan.

To review how effectively the Council, both corporately and through individual services was delivering the themes set out in the Plan.

Relevant Cabinet

Lead Members & Heads

of Service

A. Ward & R.

Beaumont

Referred by the Cabinet/Scrutiny Liaison Group 28 February 2012. Rescheduled to August, following consultation with the Chair, to allow for a full year review and to afford Performance Scrutiny Panel the opportunity to comment on it prior to consideration by SMB. Note 14 August 2014 SMB recommendations when writing future reports.


To be scheduled

Partnership Arrangements

To review the current effectiveness of partnership working and how this impacts on the delivery of the Corporate Plan and Sustainable Community Strategy

1. To discover from partners (e.g. parish councils and the LSP) their satisfaction with the Council and partnership working arrangements. 2. To ensure that the infrastructure to support partnership working is in place.

Originally agreed at SMB 23 May 2012 to programme this item at its July 2012 meeting. Scheduling was then deferred to be considered following the Empowering Communities Panel report. 14 August 2013 SMB agreed to defer consideration again – revisit January 2014.

Scrutiny Management Board to allocate

To be scheduled

Scrutiny Protocol

To consider the principle of adopting a scrutiny protocol and how it could be used as part of scrutiny meetings and investigations.

To allow consideration of the development of a protocol to assist with undertaking scrutiny activity.

M. Hopkins

Agreed by SMB 14 August 2013. Proposed for consideration on 29 January 2014.

SCRUTINY MANAGEMENT BOARD 4TH DECEMBER 2013 Report … · 2013-11-25 · 5. See page 10, Appendix...

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