Agenda and minutes

At this point, Members are asked to declare:

·        any personal interests not included on the Register of Interests

·        any prejudicial interests or

·        any disclosable pecuniary interests

which they may have in respect of business on this agenda.

Members were invited to declare at this point in the meeting any personal interests, not included on the Register of Interests, or any prejudicial or disclosable pecuniary interests they may have in respect of business on the agenda. No additional interests were declared.

To approve and sign the Minutes of the meeting held on 11^th March 2013.

RESOLVED:              That the minutes of the last meeting of the Committee held on 11 March 2013 be approved and signed by the Chair as a correct record.

It is at this point in the meeting that members of the public who have registered to speak can do so.  The deadline for registering is 5.00pm on Friday 5^th April 2013.  Members of the public can speak on agenda items or matters within the remit of the committee.

To register to speak please contact the Democracy Officer for the meeting, on the details at the foot of the agenda.

It was reported that there had been one registration to speak at the meeting under the Council’s Public Participation Scheme and that one member of Council had also requested to speak.

Gwen Swinburn put forward three possible scrutiny topics for future consideration by Members, providing details of each. The first relating to consultations undertaken by the authority and the procedures in place, the second relating to third sector organisation funding, to provide common standards and the final topic on the scrutiny process, to include the provision of Terms of Reference of reviews on the Council’s website.

Cllr Healey made reference to the remit of the topic being considered by the Loans and Grants Task Group, expressing concern that it appeared to be drifting away from the original remit which included an examination of the issues surrounding the demise of the North Yorkshire Credit Union. He pointed out that the Credit Union loan should be examined as part of the overview with the Group having a wider scope to include information on the loans made and resulting outcomes. 

The Cabinet Member for Corporate Services will give an update on the implementation of her priorities for this municipal year.

The Cabinet Member for Corporate Services gave Members an update on her work and the implementation of her priorities over the last year. Following a request, she also put forward her suggestions for possible areas for scrutiny during the next municipal year.

She pointed out that, if any Members required additional information in respect of any of the issues raised to let her know and she would forward on further details.

The Cabinet Member spoke about the core functions of the Council and in particular to the following areas:

Exit Strategy and West Office Move (WO)

She thanked all staff for their hard work and dedication in both the preparation for, and move to West Offices. Work was still ongoing at Hazel Court to incorporate the different teams and business continuity plan. Following handover of the WO building Shepherds would take over the facilities management. Yorkcraft had also been heavily involved in the move providing assistance to staff.

In answer to a question the Cabinet Member confirmed that she hoped that further work would be undertaken on procurement following the reduction in office accommodation and move to WO’s.

It was also questioned why a competition for a more imaginative name for the new building had not been considered.

Finance

Updates were given on the budget and quarterly monitoring reports. Details of changes in business rates and funding together with changes in Council Tax support , requiring additional work by staff were reported.

In relation to financial inclusion, Members questioned how CSMC would be able to judge tangible measures of success. The Cabinet Member confirmed that further information on outcomes would be provided in a future report to Cabinet.

Asset Management Report

The Cabinet Member acknowledged this important work which would provide a tangible outcome.

Members suggested that the commissioning of asset management could be considered as a future scrutiny topic. The Cabinet Member made reference to wider commissioning across the Council and to a government pilot scheme being undertaken by three cities on commissioning which could also provide income generation.

Customers and HR

It was noted that following staff occupation of WO’s new methods of working were being implemented including the use of new technology.

Overall there had been a good response to the authorities move to WO’s from customers and business colleagues. It was also hoped that further apprenticeships could be developed and continued in the future.

Legal

Following the restructure in Legal a high proportion of work was now being undertaken in house, however it would still be necessary, on occasions, to bring in specialist expertise. Close monitoring of this was ongoing.

ICT

Thanks were expressed to the IT team who were continuing with a number of large number of high profile projects. They continued to provide an excellent service in a number of areas including the recent move and exit strategy, the new Members portal, the draft Business Plan for 2013/14 and the Super Connected City bid.

North Yorkshire Pension Fund

The Cabinet Member confirmed her ongoing  ...  view the full minutes text for item 48.

Members will receive a copy of their draft work plan for the forthcoming municipal year and participate in a discussion around new scrutiny topics for the coming year, ahead of the scrutiny work planning event to be held in May 2013.

Consideration was given to the Committee’s draft work plan for the forthcoming municipal year, ahead of the proposed scrutiny work planning event.

It was confirmed that, with Members agreement ,the work planning event open to all Members and relevant Officers would take place at 5pm on Wednesday 15 May 2013.

Members expressed their support for the earlier speakers comments on funding and the requirement for common standards. In particular the need for clear outcomes and spending details of the allocated sums.

It was pointed out that originally, when consideration had been given to the loans and grants topic, it had been decided not to amalgamate the topic using the North Yorkshire Credit Union as an example. It had been suggested that this could be submitted as a separate topic, if felt necessary.

Members confirmed that consultation may be a suitable topic for future scrutiny however it was pointed out that one method would not suit all consultation exercises undertaken within the authority.

RESOLVED:        i)    That arrangements be made for the scrutiny work planning event on Wednesday 15 May 2013 at 5pm.     

 ii)   That the Committee’s draft work plan for the forthcoming municipal year be received and noted, subject to the following amendments and additions:

·   7 April 2014 – 3. Workplan 2013/14

·   12 May 2014 – 1. Workplan 2014/15

·      Possible future topics to be put forward to the Scrutiny Work Planning Event on 15 May 2013:

1.         Commissioning

2.        Asset Management including the asset transfer of community centres.

3.        Third Sector Funding

REASON:           To assist in the early formulation of the Committee’s  work plan for the 2013/14 municipal year.

Members to receive an update on the delayed introduction of the strategy,

Members considered a briefing paper in respect of ongoing work on the development of an Innovation Strategy for the city. This information had been provided following concerns expressed, at the last meeting, regarding slippage of this item on the Committee’s work plan.

The Head of Performance and Innovation attended the meeting and presented the paper. He reported on the development of the original concept of introducing an innovation strategy, since its conception in 2012. Following the setting up of a specific innovation partnership to develop the strategy work had progressed. This had also followed receipt of funding to deliver a two year innovation catalyst programme which would assist the council in delivering the Council Plan across all five key priorities.  He confirmed that the strategy was now in the process of being refined and would be finalised by late April.

Members questioned the content of the report and what it would mean to the Council in terms of delivery and measurable outcomes.

Following further discussion it was

RESOLVED:       That the paper be received and noted subject to receipt of further update report to a future meeting, following completion of the strategy.

REASON:           To keep the Committee updated on the content and proposals contained in the Innovation Strategy.

Members will receive verbal updates from the ongoing Task Group Scrutiny Reviews.

Cllr Barnes presented details of the ongoing work of the Loans and Grants Scrutiny Task Group, confirming that the Group had examined a full list of all loans and grants made by the authority in the last financial year. In order to gain an overall view six very different cases had been chosen for further detailed examination. It was hoped to be able to identify good practice and pitfalls with other issues coming to light during the review.

Cllr Runciman reported on the current work of the Community Engagement Task Group and to recent meetings with the Parish Council Liaison Group and the Residents Association Federation to inform their work. The Group had identified a number of simple points that it was hoped would assist in the future engagement of residents. Information was at still being compiled with a view to making some draft recommendations.

An invitation was to be extended to representatives of the Communications Team to provide further information at their next meeting.

RESOLVED:       That the Member updates on current reviews be received and noted.

REASON:           To update the Committee in respect of ongoing scrutiny reviews.