Agenda and minutes

Apologies for absence were received from Councillors D W Cole, J E C Harris and Mr D Anderson-Thomas.

In accordance with the Code of Conduct adopted by the City and County of Swansea, the following interests was declared:

Councillor M Thomas – Personal – Minute No. 52 (Scrutiny Work Programme 2014 – 15) and Minute No. 54 (Scrutiny Letters).  My wife works for the Authority in Adult Social Services.  My Mother uses Adult Social Services.  Councillor M Thomas stated that he had dispensation from the Standards Committee.

To approve and sign as a correct record the Minutes of the Scrutiny Programme Committee held on 4 August 2014.

RESOLVED that the minutes of the Scrutiny Programme Committee held on 4 August, 2014, be agreed as a correct record.

In accordance with the Local Government (Wales) Measure 2011, no declarations of Whipped Votes or Party Whips were declared.

( Councillor Christine Richards attending)

The Chair advised that the Cabinet Member for Citizen, Community Leadership and Democracy had conveyed apologies as she was unable to attend.

RESOLVED that the matter be deferred to the next meeting.

( Tim Buckle, Wales Audit Office , attending)

Tim Buckle and Helen Keatley from the Wales Audit Office presented the findings and recommendations of their audit report on scrutiny in Welsh local government and implications.

The report concluded that local government scrutiny in Wales was improving but councils need to do more to develop consistently rigorous scrutiny to increase public accountability in decision making.

Members’ asked questions of the representatives from the Wales Audit Office in relation to:

·       Maintaining the continuation of the Peer Planning Evaluation Team;

·       Linking scrutiny with internal/external audits;

·       The outcomes of the national review of public engagement; and

·       Difficulties associated with measuring the impact of scrutiny.

It was noted that representatives of the Wales Audit Office would be attending on the first two weeks of November to discuss areas of governance and the democratic process.  This would provide an opportunity to examine progress from the action plan which was adopted last year.

RESOLVED that the report be NOTED.

( convener: Councillor Mary Jones)

fCouncillor M H Jones, Convenor, Service Improvement & Finance Scrutiny Performance Panel, provided a progress update on the work of the Panel.

The Panel had held three meetings since the start of the municipal year and commenced a productive, on-going discussion with the Cabinet Member for Finance and Resources which had led to an increase in the Panel’s involvement in the budget process for 2015/16.

The Panel was continuing with its usual work or regularly scrutinising quarterly performance and budget monitoring reports, which also included the Policy Commitment Tracker and Budget Savings Tracker. 

The Panel had produced 3 Convener’s letters to various Cabinet Members providing its views and comments on a range of performance and finance issues.

The future work programme included:

·       Review of the Cabinet report and strategic programme – August 2014

·       Review of budget engagement strategy – September 2014

·       Consideration of the mid year budget statement – Oct/Nov 2014

·       Consideration of public engagement outcomes – December 2014

·       Review of budget proposals – February 2015

In addition to engaging with the Cabinet Member for Finance & Resources the Panel was also increasing its contact with other Cabinet Members. This is in line with the Scrutiny Programme Committee’s previous instruction to the Panel to hold question sessions with a range of Cabinet Members to monitor the implementation and impact of budget decisions within their portfolios. The first Cabinet Member to attend the Panel to discuss these issues will be the Cabinet Member for Learning & Skills at the September meeting. The Cabinet Member for Children & Young People has also been invited to attend due to the overlaps between their portfolios (confirmation awaited).

The Panel has also indentified the new ICT Contract as a key piece of work that would benefit from scrutiny involvement. Therefore this item will be added to the work plan. The Panel also feels that Flying Start performance would benefit from closer scrutiny and will work this into its timetable.

Finally, the Panel has also included some key service performance reports within its work plan, including Welsh Public Library Standards Annual Performance Report and the Recycling and Landfill Annual Performance Monitoring.

The Chair thanked the Panel for its work.

The Chair suggested that the Flying Start performance be referred to the Schools Performance Panel.

A discussion ensued regarding the timeliness of Cabinet Member responses.

RESOLVED that:

a.     The Schools Performance Panel be requested to look at Flying Start performance;

b.     The report be NOTED.

1) Committee Work Plan

2) Scrutiny Activity Timetable.

3) Progress of Panels / Working Groups

4) Lead Scrutiny Councillor/Officer Contacts.

5) Draft Terms of Reference – Child & Family Services Performance  

    Panel

6) Forward Look (Cabinet Business)

The Chair presented the Scrutiny Work Programme 2014/15.  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 were also provided.

RESOLVED that:

·       The Terms of Reference for the Child & Family Services Scrutiny Performance Panel be AGREED with an additional word under the section ‘What is the Purpose of the Panel’ – The Panel will receive and request relevant performance reports to monitor and challenge assessments on service performance and quality in respect of children’s social services.

·       The establishment of a Transforming Adult Social Services be AGREED.

·       The establishment of a pre-inquiry working group on Corporate Culture be AGREED.

·       The Overview and Scrutiny Co-ordinator contact the Convenor of the Service Improvement and Finance Scrutiny Performance Panel offering the services of S Joiner (Co-opted Member) for involvement in any future meetings examing the Library Service.

The Chair presented a report which advised of changes required to the membership of Scrutiny Panels and Working Groups.

RESOLVED that the following membership be AGREED:

·       Service Improvement & Finance Scrutiny Performance Panel

Remove Councillor M Thomas;

·       Transforming Adult Social Services Scrutiny Inquiry (membership agreed, Convenor to be confirmed);

·       Corporate Culture Scrutiny Inquiry (membership agreed, Convenor to be confirmed);

·       Child & Family Services Scrutiny Performance Panel (membership agreed, Convenor to be confirmed);

·       Corporate Building & Property Services Scrutiny Working Group (membership agreed, Convenor to be confirmed).

The Chair reported the updated Scrutiny Letters Log and referred to the recent correspondence between Scrutiny and Cabinet Members. 

RESOLVED that the letters and action log be NOTED.

The Chair reported the draft Scrutiny Dispatches for agreement.

RESOLVED that the contents of the report be agreed and submitted to Council on 9 September, 2014.

The dates and times of future meeting sfor 2014/15 Municipal Year were submitted for information.