Issue - meetings

(Monitoring Officer) To inform the Committee of the outcome of the review of Scrutiny Panel arrangements undertaken during 2014/15. A structure chart of the new arrangements is attached.

The Monitoring Officer informed the Committee of the outcome of the Scrutiny Panel review undertaken earlier in the year; the attention of the Committee was drawn to the structure chart for the new arrangements that had been attached to the agenda.

The Monitoring Officer reported that the main area of interest for the Committee would be the new Governance Select Committee. The possible merger of the Standards Committee and the Audit & Governance Committee was not agreed. However, this arrangement does exist at other nearby Councils such as Harlow and Broxbourne, and could happen at this Council in the future. The report was a courtesy to the Committee as it had been consulted during the review.

Resolved:

(1)        That the outcome of the Review of the Council’s Scrutiny Panel arrangements be noted.

(Chairman of Overview and Scrutiny) To consider the attached report.

Mover: Councillor K Angold-Stephens, Chairman of the Overview & Scrutiny Review Task and Finish Panel

Councillor K Angold-Stephens presented a report on a review of the existing framework of the Council’s scrutiny panels.

Report as first moved ADOPTED

            RESOLVED:

(1)           That the establishment of a new overview and scrutiny framework, based on a structure of four ‘select committees’, be introduced with effect from the commencement of the 2015/16 municipal year;

(2)           That the number of members appointed to the select committees remain unchanged from the current scrutiny panel framework, and that eleven councillors be appointed to membership of each select committee by the Overview and Scrutiny, in accordance with pro-rata provisions;

(3)           That, as a result of the implementation of the new select committee framework, the existing Constitution and Member Services Scrutiny Panel be disbanded with immediate effect, and be re-established as a new ‘Constitution Working Group’ for 2015/16;

(4)           That the Appointments Panel be recommended that to ensure continuity during the on-going review of the Council’s constitution, existing members of the Constitution and Member Services Scrutiny Panel be appointed (where possible) to the Constitution Working Group for 2015/16 at the annual Council meeting on 28 May 2015, and that the total number of members appointed to the Working Group remain at eleven in accordance with pro-rata provisions;

(5)           That the proposed terms of reference of the Constitution Working Group be agreed, and the Working Group report directly to the Council in connection with the achievement of its work programme related to the review of the constitution;

(6)           That, on the recommendation of the independent Member Remuneration Panel, a Special Responsibility Allowance of £2,150 be applied to the position of the Chairman of the Constitution Working Group for 2015/16 in accordance with the Council’s Member Remuneration and Expenses Scheme; and

(7)           That the Director of Governance be authorised to undertake any consequential amendments to the Council’s constitution necessary for the implementation of the select committee framework and the Constitution Working Group, including the removal of provisions relating to the existing scrutiny panel structure as required.

(Councillor Mrs. M. Sartin) To consider the attached report of the Task and Finish Panel, setting out recommendations for the future structure of the Council’s overview and scrutiny framework.

In the absence of the Chairman of the Task and Finish Panel the Vice Chairman of the Overview and Scrutiny Panel Review Task and Finish Panel, Councillor Sartin introduced their final report and recommendations.

The Committee noted that they had been established in July 2014 to review the Council’s existing Scrutiny Panel framework. They had met on four occasions since then and had held a workshop to explore their alternatives.

With the revision of the Council management structure in December 2013, reducing the service directorates down to four, the Panel considered the creation of a four panel structure to align with the new directorates. This proposal arose in part, due to the existing arrangements, where not all service areas were subject to scrutiny by any particular Panel.

Part of the Panel’s research involved having a scrutiny workshop held on Saturday 22 November. All members were invited. They covered Panel structure issues and ongoing scrutiny training needs. At another session they invited Panel Chairmen and Vice Chairmen to discuss what they felt worked well and what did not.  They also carried out stakeholder interviews with senior officers to gain further insight.

The Panel also considered the possible combination of the Audit and Governance Committee with the Standards Committee as part of a new select committee framework. On consideration the Panel agreed that the possible combination of the Audit and Governance Committee and the Standards Committee should be omitted from its recommendations as to the future structure of the Overview and Scrutiny framework.

Councillor Surtees said that he was impressed with the workshop but asked if the new committees would have a flexible way of working and how could the workload of the proposed four committees be balanced fairly. Also, would the new structure be subject to a review period. Councillor Sartin replied that a review period had been discussed but did not find its way into the recommendations. Mr Hill added that it was thought inadvisable to do this too quickly after the start, it would need at least an 18 month period for the new system to bed down. In the end it was thought that a review would not be necessary in the short term. As for flexible working, officers are looking at this and considering various training courses. There was nothing in the rules to preclude different ways of working. ‘Flexibility in the system’ was part of the report.

Councillor Murray agreed with the report and all its recommendations. It was an excellent job. He thanked the Panel for inviting the Scrutiny Panel Chairmen to put their views forward at the start of the process.

Councillor Sartin said that the workshop had proved very successful and there were plans to hold workshops along similar lines in the future. She encouraged members to attend. She thanked all the officers and members who had participated in this review and for responding to the consultations.

RESOLVED:

(1)       That a new Overview and Scrutiny framework, based on a structure of four ‘select  ...  view the full minutes text for item 56