Agenda and minutes
Venue: Committee Room 1 - Civic Centre, Swansea. View directions
Contact: Democratic Services - Tel: (01792) 637292
No. | Item | |||||||||
---|---|---|---|---|---|---|---|---|---|---|
Apologies for Absence. Minutes: Apologies for absence were
received from Councillors J P Curtice, P Downing and R V Smith. |
||||||||||
Disclosures of Personal & Prejudicial Interest. PDF 31 KB Minutes: In accordance with the Code
of Conduct adopted by the City and County of Swansea no interests were
declared. |
||||||||||
Prohibition of Whipped Votes and Declaration of Party Whips. Minutes: In accordance with the Local
Government (Wales) Measure 2011, no declarations of Whipped Votes or Party
Whips were declared. |
||||||||||
To approve and sign as a
correct record the Minutes of the Scrutiny Programme Committee held on 1
September, 2014. Minutes: RESOLVED that the Minutes of the Scrutiny Programme
Committee held on 1 September, 2014, be agreed as a correct record, subject to
the following amendments: Minute No. 49 Remove the reference to ‘next’ in the resolution. Minute No. 50 Minutes to reflect that all Labour Members
left the meeting after the discussion. Further to minute no. 52 the Chair advised that the Centre for Public Scrutiny are happy to offer support in relation to scrutiny of the transformation of adult social services and would be attending the first meeting to discuss this. |
||||||||||
Scrutiny Performance Panel Progress Report - Schools Scrutiny Performance Panel. PDF 38 KB (Councillor Fiona Gordon, convener - attending). Additional documents: Minutes: The Convenor of the Schools Performance Panel provided a progress
update on the work of the Panel. The Panel has held four meetings since the start of the
Municipal year and has been involved in the following areas of work: · Progress
with the EOTAs Pathways external review; · The
advice and assistance given to schools and governing bodies around tackling the
performance of teachers and dealing with competence issues and recruitment of
senior staff in schools; · The issue of elective home education which included
safeguarding and measurement of performance; · The support for schools from challenge leaders in order to
ensure consistency of advice and guidance to schools; ·
Estyn
Inspections publications and any advisory/practice documents. The future work programme included: · Meetings
with Head teachers and Governing
Bodies as part of the outcomes identified in the Regional Support, Challenge
and Intervention Framework; · Examining
behaviour and restorative practice and the impact these have on children’s
performance; · Examination
of the Annual Education Performance Data and how schools are using their pupil
deprivation grants to improve performance of children who receive free school
meals. A discussion ensued regarding the timeliness of Cabinet
Member responses to Convenors’ letters and the Chair stated any issues should
be referred to him. Members’ discussed: · the impact of the Panel and how well its is working · Head teacher’s scope of
responsibility (ie responsibility for buildings); · Problems
with Science teaching in primary schools; · Concerns
regarding home tuition. The Chair referred to the work of the Education Inclusion
Scrutiny Inquiry Panel who will be looking at issues in relation to education
other than at school. The Panel had been temporarily suspended as a
result of a departmental review but would commence works shortly. In
response to an offer by the Chair, Councillor N J Davies confirmed that he
would like to participate in the work of the Panel. The Chair thanked the Panel for its work and reminded the
Convenor that the Panel should refer any issues, including any requests for
more detailed scrutiny to the Committee, or where appropriate to other
Performance Panels, if the Panel feels that further work is required following
consideration of performance data. This should help manage the work of
the Panel. RESOLVED that the work progress report be noted. |
||||||||||
Final Scrutiny Inquiry Report: PDF 30 KB Public Engagement (Councillor Joe Hale, convener - attending). Additional documents: Minutes: Councillor J A Hale, Convenor of the Public Engagement
Scrutiny Inquiry, presented the final report and sought approval for its
submission to Cabinet. Councillor J A Hale detailed the aims of the inquiry, the
evidence considered, and the conclusions and recommendations. He praised Panel
Members and the Scrutiny Officer for their work. The Committee debated the report and asked questions of
Councillor J A Hale who responded accordingly. The Chair summarised the discussions and requested that the
covering report which will accompany the report emphasise the following issues: ·
The
importance of detailed analysis – to ensure that the information gained from
data collected and messages give an accurate picture to inform service
delivery, for example use of simple percentages do not take into account
polarized views - certain groups of people having different opinions on a
particular issue. ·
The
importance of evaluation – there must be evaluation mechanisms in place so that
we can reflect on the value of engagement activities, what has worked, and what
lesson can be learnt, This will provide more clarity about the impact of and
outcomes from public engagement. ·
The
need to review Swansea Voices to ensure it is an effective consultation and
engagement tool e.g. panel recruitment, social demographic make-up to ensure
balanced representation, impact. The Chair requested that the report be forwarded to the
Local Service Board Scrutiny Panel for its information given linkages with the
work of that Panel. The Committee thanked the Panel for its work. RESOLVED that: a. the report along with a covering report
emphasising the Committee’s discussions proceed to Cabinet; and b. the report be forwarded to the Local Service Board Scrutiny Panel for information. |
||||||||||
Improving Communication and Public Engagement with Scrutiny. PDF 138 KB Minutes: The Scrutiny Manager presented the report which sought to
propose how scrutiny can improve its communication and public engagement. The Scrutiny Manager detailed the aim of proposals, for
discussion, which included: · Raising awareness of the work and impact of scrutiny (Appendix A); · Include
public contributions in the work of scrutiny; and · Ensure
that the voice of the public is heard within Council decision making. He detailed the advice from the Council’s Communications
Team which included three proposals: · Building
communications planning into the work of the Committee, Panels and Working
Groups; · Focusing
on and promoting a small number of ‘significant stories; through a number of
channels; and ·
Councillor acting as communication champions. The Scrutiny Manager referred to the communication checklist
in Appendix B; an assessment of
current practice using the national principles of public engagement detailed in
Appendix C; and an ‘'improving
communication and public engagement’ scrutiny action plan in Appendix D. The Chair referred to the recommendations. Members discussed the role of scrutiny; the meaningfulness
of the various recent Council consultations with the public and how the use of
the action plan would assist in this process. The chair stressed there was
a responsibility on individuals to act on the proposals and apply some
principles when deciding how to engage, feedback and evaluate at the end of the
scrutiny process. It was also suggested a briefing session for other
councillors would be helpful to help embed engagement principles into our
scrutiny process. The chair also referred
to and recognised an issue in respect of the need to raise awareness of the
work being undertaken by the various informal scrutiny panels / working groups
as these are not subject to the requirements of access to information. He
stated the consideration was being given to how information about this work can
be made available to the public and better publicised. RESOLVED that the action plan for improving communication and public engagement be approved. |
||||||||||
Future Cabinet Member Question Sessions. PDF 27 KB Minutes: The Chair presented a report which detailed Cabinet Member
changes and need to consider arrangements for future questioning sessions. Members discussed the portfolios and approach to questioning
sessions. The chair stated that he would be meeting with the Leader to
discuss scrutiny and cabinet member questions. It was suggested by the
committee that the attendance of the Leader and Deputy Leader ahead of other
cabinet members would be the best approach given the changes. RESOLVED that a new schedule of Cabinet Member question sessions be drafted for agreement. |
||||||||||
Scrutiny Work Programme 2014 - 15. PDF 56 KB includes: 1) Committee Work Plan 2) Progress of Panels
/ Working Groups 3) Forward Look (Cabinet Business) Additional documents:
Minutes: The Chair presented the Scrutiny Work Programme
2014-2015. The report explained the background and purpose of the
Scrutiny Work Programme and the current position of all scrutiny
activities. The Work Programme referred to the work currently active,
showing progress and the established Scrutiny Panels and Working Groups. The
Work Plan timetable for future Committee meetings was also provided. He referred to the recent publication of a report on issues
around child sex exploitation in Rotherham and the importance that assurances
are sought that nothing similar could happen in The Chair updated colleagues in respect of progress with
public/councillor requests for scrutiny. Members’ examined forward look which identified future
cabinet business. A request for pre-decision scrutiny was made by Councillor A
S C Colburn in respect of the proposed lease of RESOLVED that: a.
The issue of child sexual exploitation be
referred to the Child and Family Services Scrutiny Performance Panel; b.
The request at 6.1a of the
report (to look at the policy adopted by Council regarding transport to faith
schools and impact on budgets of schools facing possible increase in numbers)
be referred to the Schools Performance Panel; c.
The request at 6.1b of the report (relating to the handling of corporate
complaints and procedures) be placed on hold pending with a request for further
information; and d. The committee formally request that the upcoming Cabinet report on the Proposed Lease of Underhill Park to Mumbles Community Association be the subject of pre-decision scrutiny, and arrangements be made accordingly for the committee to meet to consider this. |
||||||||||
Membership of Scrutiny Panels and Working Groups. PDF 31 KB Additional documents: Minutes: The Chair presented a report which advised of changes
required to the membership of the various Scrutiny Panels and Working Groups. It was noted that as a result of changes to Cabinet the
following councillors are no longer able to participate in scrutiny: ·
Robert Francis-Davies ·
Jane Harris ·
David Hopkins ·
Clive Lloyd ·
Jennifer Raynor ·
Mark Thomas Members noted the implications arising from the changes to
Cabinet including the need to identify a new convener in place of Councillor J
E C Harris for the Social Care at Home Inquiry Panel which is nearing
completion. A new convener will also be required to be appointed in place of
Councillor M Thomas for the Planning Services Working Group. Replacement members for Councillors J E C Harris and M
Thomas are required on the Scrutiny Programme Committee which will likely to confirmed at Council. RESOLVED that: a.
Councillor N J Davies be added to the membership of the Education
Inclusion Scrutiny Inquiry Panel; b.
Councillor P Downing be added to the membership of the a.
The Social Care at Home Inquiry Panel identify a
new convener at its next meeting; b.
The Planning Services Working Group identify a
new convener at its next meeting c.
Further expressions of interest be sought for
the following: ·
Child & Family Services Performance Panel ·
Service Improvement & Finance Performance
Panel ·
Planning Services Working Group. |
||||||||||
Additional documents:
Minutes: The Chair reported the updated Scrutiny Letters Log and
referred to the recent correspondence between Scrutiny and Cabinet Members. Members’ discussed the timescales involved in providing
responses by Cabinet Members. RESOLVED that: a.
the letters and action
log be noted; and b.
a request be made
to amend the deadline for cabinet member responses to scrutiny letters to 20
days. |
||||||||||
Scrutiny Dispatches - October 2014. PDF 23 KB Additional documents: Minutes: The Chair reported the draft Scrutiny Dispatches for agreement. RESOLVED that the contents of the report be agreed and submitted to Council on 4 November, 2014. |
||||||||||
Annual Local Government Performance Bulletin 2013-14. (For Information). PDF 35 KB Additional documents: Minutes: The Chair presented the national performance report, which
was the ninth annual bulletin published by Local Government Data Unit – RESOLVED that the report NOTED. |
||||||||||
Future Trends for Swansea. (For Information). PDF 27 KB Additional documents: Minutes: The Chair presented a ‘for information’ report which offered
an insight into current understanding of future trends likely to impact the
planning and delivery of Council Services. The committee
understood the context, in terms of developing scrutiny and questioning around
sustainability and long term thinking, however there was much interest in the
data within the paper. Members also talked about the need to question
cabinet members on this. The committee requested a more detailed discussion on
the paper which had been produced by the Sustainable Development Unit. RESOLVED that: a.
relevant officers be requested
to attend the next meeting to assist the committee in understanding / using the
information and issues raised. b. The issue of
sustainability and long term thinking should be a recurring theme for future
Cabinet Member question sessions; and c. The Affordable Housing Scrutiny Inquiry Panel use the information on future housing demand within the document as part of the follow up of its work. |
||||||||||
Date and Time of Future Meetings for 2014/15 Municipal Year (all at 4.30p.m. except where noted):
Minutes: The dates and times of future meetings for 2014/15 Municipal Year were submitted for information. |