Agenda item - Review of Scrutiny Committees

To receive a report on the review of the Scrutiny Committees (report to follow)

The committee the following recommendations:

(1) The current structure of 5 scrutiny committees to remain in place, with a further scrutiny review to be conduced by the scrutiny chairs in late 2024/early 2025 following any potential service restructure.

(2) The scrutiny manager is tasked with preparing a revised and improved scrutiny report template, which enables clearer and more concise presentation of reports, a standard consistency of reports across all 5 scrutiny committees, a clearer link between committee recommendations onto the Executive/Executive Member(s) and ensuring service areas clearly demonstrate where scrutiny is able to add value.

(3) That all 5 scrutiny committees adopt a consistent approach to dealing with information only items, in order that agendas are kept clear for items with specific recommendations and the opportunity for the committees to add value.

(4) To bolster the links between all 5 scrutiny committees and the Executive by ensuring clear communication between the parties and encourage increased opportunities for committee chairs to update the Executive on areas of focus and present any recommendations/proposals the committee have agreed. Also for the Democratic Services team to establish a central record of all formal scrutiny recommendations and the responses to them.

(5) The scrutiny manager to liaise with the 5 Group Leaders in advance of the AGM Council meeting (My 2024) in order to provide detailed attendance information on each of the Committee’s membership, to ensure committee membership reflects maximum engagement and consistency.

(6) The scrutiny manager to liaise with the 5 Group Leaders to ensure a consistent, timely and wherever possible consistent approach to scrutiny substitutes.

(7) To continue with the monthly meetings of the 5 Scrutiny Chairs, Vice Chairs and scrutiny manager.

(8) To support the continuation of a dedicated scrutiny resource from the Democratic Services team as per para 3.5, to allow for more effective and efficient scrutiny and increase scrutiny opportunities, whilst ensuring resilience within the officer cohort.

The committee also agreed an additional recommendation for the report to be put forward to the Executive for their views before a final report to Full Council.

The Scrutiny Manager presented his report to the committee explaining that this was the 12 month review of the scrutiny process, meetings had been held with the Scrutiny Chairs and Vice-Chairs and it was felt that there had been some good collaborative work completed. It was noted that this was a light touch review in view of the transformation project and financial emergency.

It had been agreed that there was no great desire to reduce the number of committees and that there were some issues with attendance for one or two of the committees. It was proposed that it may be better for there to be named or clearly identified substitutes for each committee as it was considered that there would be better engagement. It was also suggested that there needed to be a better relationship with the Executive and therefore it was proposed that an additional recommendation be added to this report for this report to go to Executive before Full Council for agreement.

During discussion Members made the following comments/asked questions:

· Members were in support of the proposals contained within the report and agreed that the Chairs and Vice-Chairs should also be supported.

· Staffing and support for Scrutiny programme? Jamie will remain as Scrutiny Manager and there were weekly meetings with the Scrutiny support team with officers allocated to the specific committees.

· Nothing had been heard on the reduction of the size of the committees at present

· It was agreed that the report templates for Scrutiny would be amended to reflect whether it was an information/educational report or for a proposed decision report to clarify for Members

· It was noted that Information reports that had been circulated to committees would be listed on agendas and Members would have the opportunity to ask questions or request that they be added to the Forward Plan for further scrutiny/discussions.

Members also commented that reporting back to Full Council on Scrutiny matters should be reviewed and that the scrutiny reports should be higher up the agenda. Members also requested that training should be given on the Members Portal so that they can look at the Forward Plans and Key Decisions.

Resolved:

The committee the following recommendations:

(1) The current structure of 5 scrutiny committees to remain in place, with a further scrutiny review to be conducted by the scrutiny chairs in late 2024/early 2025 following any potential service restructure.