Agenda and minutes

Overview and Scrutiny Commission - Monday, 30th September, 2019 5.30 pm

Venue: Room 10

Contact: Mrs KM Howard  01744 676106

Media

Items
No. Item

17.

Apologies for Absence

Additional documents:

Minutes:

Apologies for absence were reiceved from Councillors Haw, Howard and T Long and Mr D Thorpe.

18.

Minutes of the meeting held on 15 July 2019 pdf icon PDF 78 KB

Additional documents:

Minutes:

*           Resolved that the minutes of the meeting held on 15 July 2019, be approved and signed.

19.

Declaration of Interest from Members

Additional documents:

Minutes:

No Declarations of Interest from Members were made.

20.

Public Notice of Key Decisions pdf icon PDF 57 KB

Additional documents:

Minutes:

A report was submitted which updated the Overview and Scrutiny Commission on Key Decisions that the Cabinet expected to make. Members were informed that there were a number of Key Decisions expected to be made within areas which would be subject to each Scrutiny Panel’s key policies and strategy reviews.

A brief description of each Key Decision had been included in the report for Members to consider and identify any issues of particular relevance to be taken into account in the key policy/strategy reviews.

A Public Notice of Key Decisions published on 10 September 2019 was attached at Appendix 1 to the report.

 

*           Resolved that the report be noted.

 

Councillor D Long here entered the meeting.

21.

Appointment of Chairmen pdf icon PDF 55 KB

Additional documents:

Minutes:

At the meeting of the Overview and Scrutiny Commission held on 3 June 2019, the

Commission considered the allocation of seats on the various Panels of the Overview

and Scrutiny Commission in order to comply with Section 15 of the Local

Government and Housing Act 1989 and to make appointments to those seats in

accordance with Section 16.

 

At this meeting, it was resolved that Councillor Charlton be appointed as Chairman of

the Children and Young People’s Overview and Scrutiny Panel, Councillor Fulham as

Chairman of Environment, Housing, Culture and Leisure Overview and Scrutiny

Panel and Councillor Neal as Chairman of Health and Adult Social Care Overview

and Scrutiny Panel.

Subsequently in August 2019, Councillor Charlton was appointed as Cabinet

Member for Protecting Young People, the result of which required her to step down

as a Panel Member for the Children and Young People’s Overview and Scrutiny

Panel; thus, leaving the Chairman vacancy on this Panel.

In addition, since 22 August 2019, there had been a vacancy for Chairman on the

Environment, Housing, Culture and Leisure Overview and Scrutiny Panel and since

30 August 2019 a vacancy for Chairman on the Health and Adult Social Care

Overview and Scrutiny Panel.

 

The report requested that Overview and Scrutiny Commission consider the nominations and appoint a Chairman to the Children and Young People’s Overview and Scrutiny Panel, Environment, Housing, Culture and Leisure Overview and Scrutiny Panel and Health and Adult Social Care Overview and Scrutiny Panel.

 

*           Resolved that the Overview and Scrutiny Commission appoint Chairmen to the specified Panels as follows:

 

Panel

Chairman

Children and Young People’s Overview and Scrutiny Panel


Councillor T Long

Environment Housing Culture and Leisure Overview and Scrutiny Panel


Councillor Osundeko

Health and Adult Social Care Overview and Scrutiny Panel


Councillor McDonnell

 

The Chair took the opportunity to thank the previous Chairs of these Panels on behalf of the Commission for their work as Scrutiny Panel Chairs.

 

Councillor Groucutt entered the meeting during discussion on the following item.

 

22.

Performance Reporting Presentation pdf icon PDF 60 KB

·         Councillor Bond, Cabinet Member Finance and Chris Collinge, Performance, Strategy & Information Manager have been invited to attend the meeting.

Additional documents:

Minutes:

A report was submitted which informed the Overview and Scrutiny Commission on Performance Reporting.

Previously, performance data had been presented in a combined monthly Budget and Performance report which was presented to Cabinet and Audit and Financial Monitoring Overview and Scrutiny Panel.

During 2018, there had been a growing recognition from within the Council of the requirement to revisit the combined Budget and Performance Monitoring Report a view which been echoed within the findings of a Local Government Association (LGA) Peer Review, which took place in early 2019.

The Commission was informed that since this period the Council had engaged further with the LGA in the review of financial and performance reporting to develop and present revised reporting formats. The first quarterly performance report of 2019/20 had been presented to Cabinet on 18 September 2019 was the initial step on the journey of moving towards where the Council wants to be. As such the content and format of future performance reports would develop further as the year progresses. 

Councillor Bond, Cabinet Member Finance and the Performance, Strategy and Information Manager attended the meeting to present the report and answer questions from the Members.

 

The Performance, Strategy and Information Manager gave a presentation informing Members about the new performance management arrangements.

The presentation on Performance Reporting 2019/20 detailed the following:

·         Principals Driving Future Reporting;

·         Progressing the Process of Future Reporting;

·         Revised Reporting Format;

·         Performance Overview Table;

·         Portfolio Priorities;

·         Performance Indicator Tracker Table;

·         Performance Indicator Tracker Table: Commentary;

·         Performance in Focus; and

·         Recap – New Reporting Requirements.

 

The Commission undertook a discussion about how and when reports should be presented to Scrutiny in the future. Comments from Members were made regarding the importance of ensuring reporting information was in an accessible format for all Members, the need for training for Members, the value in highlighting significant Key Performance Indictors (KPIs) and identifying clearly within the reporting systems if the Council had full or partial responsibility for the KPI outcomes and targets.

 

Councillor Bond highlighted the value in Members undertaking training on the performance reporting system in order to be able to generate their own reports which could then be taken to their respective Panels for scrutiny.

 

*           Resolved that:

 

(1)             the report and presentation be noted;

(2)          relevant performance outcomes and indicators be reported to the Overview and Scrutiny Panels on a twice-yearly basis.

</AI6>

Councillor Bond here left the meeting.

 

23.

One Council - to Deliver a Modernisation Programme pdf icon PDF 130 KB

·         Keith Ireland, Assistant Chief Executive has been invited to attend the meeting.

Additional documents:

Minutes:

A report was submitted which outlined and updated the Commission on the One Council modernisation programme.

 

Councillor Baines, Council Leader was present at the meeting to present the report and answer questions from Members. The Commission was advised, following the interim Assistant Chief Executive’s term of employment ending, the Deputy Director, Corporate Services Finance & HR would be undertaking the role of Interim Programme Director.

 

At a meeting of the Cabinet held on 17 July 2019, the One Council Modernisation programme was considered and approved by Cabinet.

The One Council programme had been broken down into eight work streams:

·         One Resident – One Customer;

·         One Message;

·         One Budget;

·         One Digital;

·         One Space;

·         One Practice;

·         One People; and

·         One Outcome.


The report detailed the
Characteristics of a One Council modernisation programme, identified the One Council Work Streams and Governance of the One Council modernisation programme.

The report also outlined some of the work undertaken to date, which included; development of
community consultation specifically around the uses of the Gamble building and Earlestown Town Hall, internal logo and ident refresh, development of a new financial monitoring report format and performance monitoring report format and endorsement of an IT device refresh programme.

Questions were raised by Members and answered in the meeting in relation to communication with staff, residents and Members on the One Council implementation, how change would be demonstrated, resourcing of the programme particularly in relation the digital workstream requirements and the role of the Commission and its Panels in the programme.

 

It was noted that communication was a key aspect of the One Council agenda and that this had been addressed within the report. It was reported that aspects of the modernisation programme were challenging whereas other elements would be focusing on improving what was already in place; with regards to the IT requirements, work was being undertaken regarding timetabling, costing and prioritising this aspect.

 

Following discussion, it was agreed that the Commission would be the most suitable forum to receive overarching updates on progress on the implementation of the One Council Modernisation Programme; with the view to aspects of the programme being submitted to the relevant Panels as and when applicable.

 

*           Resolved that:

            (1)        the report be noted;

(2)        the One Council programme as approved by Cabinet on 17 July 2019 be endorsed;

 

(3)        the One Council Modernisation Programme be set as a standard item on the agenda; and

 

(4)        any significant elements of the programme to be considered by the Commission as and when necessary.

 

Councillors C Preston and L Preston here left the meeting.

 

24.

Brexit Preparations pdf icon PDF 136 KB

(Reported at the Meeting of Cabinet held on 18 September 2019)

 

·                Councillor Groucutt, Cabinet Member Corporate Services, Estates and Communicaton and Caroline barlow, Deputy director Finance and HR have been invited to attend the meeting.

Additional documents:

Minutes:

(reported to Cabinet on 18 September 2019)

A report was submitted which outlined potential scenarios that may affect the delivery of Council services as a result of the UK exiting from the European Union with no deal in place; and the actions that were being taken to address them by the Council.

 

Councillor Groucutt, Cabinet Member for Corporate Services, Estates and Communication was present at the meeting to present the report and answer questions from Members.

 

It was reported that there was great uncertainty in what the outcome of a No Deal Brexit would be. 

           

The report made the assumptions that:

 

            a)      the UK will exit the EU with no deal on 31 October 2019; and

            b)      the issues listed in the report were the worst-case scenarios.

 

The potential effects of leaving the EU with no deal in place were wider than the

Council could reasonably be expected to be responsible for. Some of those scenarios were listed in Section 2 of the report.

 

The report was in relation to the preparations that the Council was making to ensure the continued delivery of Council services in event of any of those scenarios occurring.  The main areas of the supply chain where the Council could be affected were fuel and food supplies.

 

The areas of Council delivery where these potential scenarios may have the most significant impact were within:

 

      Adult Social Care (ASC);

      Children’s Services;

      Schools; and

      General workforce.

 

Members raised questions which were answered at the meeting regarding wider contingency planning and arrangements with Partners, such as Merseyside Police and the NHS, noting the importance of a joint response and if there was the additional capacity to stockpile further fuel supplies at Hardshaw Brook to help mitigate any potential impact on Council services.

The Commission was advised that the Council was working with Partners to ensure business continuity plans were well developed and that the CCG would be asked to publish their contingency plans. Assurance was given that additional facilities for the storage of fuel had been purchased using government grant monies which had been allocated to help Local Authorities with preparations and that this would be operational following the undertaking of necessary groundworks.

 

The Commission noted the potential impact that Brexit could have on the Council, its partners and residents and agreed the importance in being alerted to any interruption to service delivery and/or financial pressures as a result of exiting the EU.

 

*           Resolved that:

           

(1)          the report be noted; and

(2)          update reports and developments that impact on the Council and partners in exiting the EU be brought back to the Commission.

 

Councillor Baines here left the meeting.

Councillor Sweeney left the meeting during discussion of the following item.

 

25.

Update on Scrutiny Work Programme 2019/2020 pdf icon PDF 159 KB

Additional documents:

Minutes:

(reported to Cabinet on 18 September 2019)

A report was submitted which outlined potential scenarios that may affect the delivery of Council services as a result of the UK exiting from the European Union with no deal in place; and the actions that were being taken to address them by the Council.

Councillor Groucutt, Cabinet Member for Corporate Services, Estates and Communication was present at the meeting to present the report and answer questions from Members.

It was reported that there was great uncertainty in what the outcome of a No Deal Brexit would be. 

The report made the assumptions that:

            a)      the UK will exit the EU with no deal on 31 October 2019; and

            b)      the issues listed in the report were the worst-case scenarios.

The potential effects of leaving the EU with no deal in place were wider than the

Council could reasonably be expected to be responsible for. Some of those scenarios were listed in Section 2 of the report.

The report was in relation to the preparations that the Council was making to ensure the continued delivery of Council services in event of any of those scenarios occurring.  The main areas of the supply chain where the Council could be affected were fuel and food supplies.

The areas of Council delivery where these potential scenarios may have the most significant impact were within:

 

      Adult Social Care (ASC);

      Children’s Services;

      Schools; and

      General workforce.

Members raised questions which were answered at the meeting regarding wider contingency planning and arrangements with Partners, such as Merseyside Police and the NHS, noting the importance of a joint response and if there was the additional capacity to stockpile further fuel supplies at Hardshaw Brook to help mitigate any potential impact on Council services.

The Commission was advised that the Council was working with Partners to ensure business continuity plans were well developed and that the CCG would be asked to publish their contingency plans. Assurance was given that additional facilities for the storage of fuel had been purchased using government grant monies which had been allocated to help Local Authorities with preparations and that this would be operational following the undertaking of necessary groundworks.

The Commission noted the potential impact that Brexit could have on the Council, its partners and residents and agreed the importance in being alerted to any interruption to service delivery and/or financial pressures as a result of exiting the EU.

*           Resolved that:

(1)          the report be noted; and

(2)          update reports and developments that impact on the Council and partners in exiting the EU be brought back to the Commission.

Councillor Baines here left the meeting.

Councillor Sweeney left the meeting during discussion of the following item.