Agenda item

The DSGOS introduced the report and informed Members that the Committee had set-up a trial Panel prior to the election which focused on the Environment and Quality of Life theme of the Corporate Plan, during which time a review of the Public Convenience Strategy was undertaken which resulted in fifteen recommendations to Cabinet. He added that updated terms of reference would allow the Committee to undertake more detailed investigations and increase the capacity of the Committee, without being constrained by the themes of the Corporate Plan. It was noted that in the same way Cabinet Working Parties operate, the Scrutiny Panel would be able to undertake work and investigations at the request of the Overview & Scrutiny Committee. The DSGOS stated that having a single Scrutiny Panel able to review any matter as requested by the Committee would reduce the administrative burden for both Members and officers. He added that approving the terms of reference would not begin meetings, as the Scrutiny Panel would meet on an ad hoc basis, as required by the Committee. It was noted that the Panel would be comprised of five Members on a politically balanced basis, and whilst the Chair and Vice-Chair had to be Members of the Committee, the remaining appointments did not, so long as they were not Cabinet Members.

Questions and Discussion

       i.          Cllr G Bull suggested that the Panel appeared to be an additional layer of bureaucracy, and he did not see the benefit of using a smaller group to discuss matters of concern. The Chairman replied that the Panel may allow for non-Committee Members to contribute to Scrutiny and previous Panels, sub-committees, and working parties had been a successful use of resources, which he did not regard as another layer of bureaucracy. He added that the Committee would not reconsider or duplicate the work undertaken by the Panel, but would consider recommendations or concluding reports from the Panel, providing additional capacity. Cllr G Bull asked whether the Panel was necessary now, or should be deferred until required. The Chairman replied that agreeing the terms of reference and appointments would allow for additional resource to be available, as and when the need should arise.

      ii.          Cllr J Boyle raised concerns that establishing a Panel for non-specific investigations was not something she felt comfortable with, and suggested that a decision should be made only when required. The Chairman replied that a Panel would only be convened when required, with appointments made according to the terms of reference.

     iii.          It was confirmed following a question from Cllr G Bull that sub-committee or Panel meetings were not ordinarily held in public, which he suggested was not transparent.

    iv.          Cllr V Holliday stated that she had sat on the Environment and Quality of Life Scrutiny Panel and found it to be a very useful experience, with meetings recorded and minutes available. She added that Panel’s allowed for reviews and investigations in much greater detail, and having a terms of reference agreed and ready was a sensible approach.

      v.          Cllr C Cushing noted that Scrutiny Panels were a common practice that were used sparingly for specific investigations, and that the report was only intended to agree a terms of reference. He added that the last Panel that had looked at the Public Convenience Strategy had done useful work seeking solutions to camper van waste disposal. It was noted that detailed concluding reports and recommendations were brought back to the Committee, so he had no concerns regarding transparency.

    vi.          The CE stated that the report was only presenting a terms of reference that would allow for the formation of a Panel, should the need arise to undertake a detailed piece of work. He added that some topics were better suited to detailed sub-committee investigations, and the terms of reference would seek to delegate these tasks to increase the capacity of the Committee, work more closely with officers to generate service improvements, and add value. It was noted that the report did not require a Panel to be established, but approve the mechanism to do so, should it be required.

   vii.          The recommendation was proposed by Cllr V Holliday and second by Cllr C Cushing.

RESOLVED

1.     That the Overview & Scrutiny Committee adopts the updated Scrutiny Panel terms of reference and agrees to seek appointments to the Chair and Vice-Chair positions from the Committee and remaining appointments from Group Leaders.