Agenda item

The Committee considered a paper suggesting a number of mechanisms for ensuring the continued improvement and effectiveness of scrutiny particularly to the format of meetings to make the whole of scrutiny process going forward more focused and robust.  Members noted that the revised scrutiny structure streamlining arrangements for panels and their clerking had been approved by the Overview and Scrutiny Committee in January 2011.  Members considered the suggestions within the report and agreed as follows:-

(a)  That the main Overview and Scrutiny Committee and each Panel create their own clear structured work programme which ideally should be in the main stay of the relevant Committee Panel member for the ensuing year.

(b)  That the performance report and the associated data be provided only to the main OSC and not to each Panel (with exception of Education and Children’s Scrutiny Panel) unless scrutiny of a specific matter is considered necessary by OSC and referred to the relevant panel.

(c)  That the number of papers and subject matters considered at each meeting be reduced to 3 or 4 at the most to ensure focused consideration is given to each.

(d)  That a 5 minutes slot only be allocated for consideration of papers to be noted so that if scrutiny is considered necessary these are sent back for clear guidance and recommendations for consideration at a future meeting.

(e)  That the relevant Strategic Director(s) and/or Assistant Directors be  allocated a 10-minute slot at beginning of each meeting to answer specific queries or questions (which are likely to have been notified in advance) being raised by members of the Committee / Panel that relate to pertinent topical issues affecting their directorate, the Panel and the local area.  For OSC there should be two strategic directors including ideally the Chief Executive and the Director of Resources/Deputy Director of Resources. 

(f)  That each agenda is Member led and incorporate indicative time guides for each item.  The intention was to give each item a clearly defined amount of consideration time and if it is felt further scrutiny is necessary then the item may be considered further at a future meeting.

(g)  That a more varied and agreed format be implemented for the  scrutiny of subject matter as supposed to the now routine Power-point presentation format and that when the guests are invited to attend the relevant committee/panels requirements are made known to them in advance so that there is no confusion as to what is expected of them. 

(h)  That the standard question response form already created is used more frequently allowing the faster flow of meetings and follow up responses to be issued accordingly.

(i)  That the location of scrutiny be varied with more meetings held locally in the community as supposed to be at the town hall or SBC offices.  Although the meeting format will be formal and follow agreed protocol this would embellish on the scrutiny surgery format introduced two years ago and would encourage greater engagement by local residents.

(j)  That a clear dedicated listing at scrutiny meetings and the headline subject matter to be considered at these meetings be included within the Council’s website and publicise widely elsewhere.

Resolved –   That the above decisions be implemented in the new municipal year.