Agenda and minutes
Venue: Warspite Room, Council House. View directions
Contact: Mrs Katey Johns, Democratic Support Officer Email: katey.johns@plymouth.gov.uk
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WELCOME Minutes: The Chair welcomed new and old Members to the first meeting of the Overview and Scrutiny Management Board and offered a vote of thanks to all those who had been involved previously for the achievements made during 2010/11. |
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CHAIR AND VICE-CHAIR To note the appointments made at the Annual Meeting on 20 May 2011 of Councillor James as Chair and Councillor Patrick Nicholson as Vice-Chair. Minutes: Members noted the appointment of Councillor James as Chair and Councillor Nicholson as Vice-Chair for the Municipal Year 2011/12. |
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DECLARATIONS OF INTEREST Members will be asked to make any declarations of interest in respect of items on this agenda. Minutes: The following declarations of interest were made in accordance with the Code of Conduct –
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APPOINTMENT OF CO-OPTED REPRESENTATIVES The Board will consider the appointment of co-opted representatives. Minutes: The Chair reported that this would be the last meeting attended by Jake Paget who would be leaving Plymouth in September to attend University in London. The Board thanked Jake for his contribution to scrutiny and wished him all the very best for the future. Doug Fletcher advised the Board that although he wished to continue his role as a co-opted representative, due to other pressures on his time, he would be unable to attend all of the meetings programmed for the year and, in particular, he would not be available for the budget scrutiny meetings in January 2012.
Agreed that –
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The Management Board will be asked to agree the minutes of the meetings held on 23 March and 6 April 2011. Additional documents: Minutes: Agreed the minutes of the meetings held on 23 March and 6 April 2011. |
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CHAIR'S URGENT BUSINESS To receive reports on business which, in the opinion of the Chair, should be brought forward for urgent consideration. Minutes: Proposed Changes to Scrutiny
Further to minute 128, the Chair informed the Board that, as a result of the consultation process, the proposals for changes to scrutiny had been withdrawn. |
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To note the terms of reference for the Overview and Scrutiny Management Board. Minutes: Discussion took place on the Board’s terms of reference with the following issues being highlighted as either being incorrect or no longer of relevance –
Agreed that the Board’s terms of reference, particularly its aims and objectives, would be revisited as part of the Constitutional review that was currently under way. |
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LEADER AND CHIEF EXECUTIVE To hear from the Leader and Chief Executive on council and city issues. Minutes: The Chair welcomed the Leader and, in the absence of the Chief Executive, the Director of Services for Children and Young People, who were in attendance to report on Council and City issues. Success highlights of the report included that –
In terms of challenges faced by the authority, the Board was informed that –
In response to questions raised, Members were advised that –
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JOINT FINANCE AND PERFORMANCE REPORT - POSITION AS AT 31 MARCH 2011 PDF 1 MB To receive the Joint Finance and Performance Report as submitted to Cabinet on 7 June 2011. Minutes: The Cabinet Member for Transformation, Performance and Governance, Corporate Finance and Accountancy Manager, and Policy Officer, were in attendance to respond to questions on the Joint Finance and Performance report as submitted to Cabinet on 7 June 2011.
Areas of focus in the discussion included –
Agreed that –
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MEDIUM TERM FINANCIAL STRATEGY 2011-2015 PDF 39 KB To consider the Medium Term Financial Strategy 2011-2015 as presented to Cabinet on 7 June 2011. Additional documents: Minutes: The Head of Finance was in attendance to respond to questions on the Medium Term Financial Strategy 2011-2015 submitted to Cabinet on 7 June 2011.
In response to questions raised, Members were advised that –
Agreed that areas of risk identified in the Risk Register and related to the Medium Term Financial Strategy are appended to future reports. |
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ANNUAL SCRUTINY REPORT PDF 426 KB To consider the Annual Scrutiny Report for the year 2010/2011. Minutes: The Lead Officer tabled for comment the first draft of the Annual Scrutiny Report. Members were advised that the main focus of the report had been to demonstrate how the work of scrutiny supported the City’s four priorities. Discussion took place on other potential issues for inclusion within the report and whether the timing of its presentation to Board should be revised to the second quarter. Agreed that the draft report is circulated to all of the scrutiny panels for comment with a view to submission to City Council in September. |
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The Overview and Scrutiny Management Board will monitor progress on previous decisions. Minutes: The Board noted the schedule of previous decisions made. |
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URGENT EXECUTIVE DECISIONS PDF 741 KB Members will receive executive decisions that have been deemed urgent with the agreement of the Chair of the Overview and Scrutiny Management Board. Additional documents: Minutes: The Board noted that two urgent decisions had been taken in consultation with the Chair since the last meeting, namely –
With regard to (a), concern was raised over a discrepancy between what was stated within the financial implications section of the urgent decision and what was stated within the Joint Finance and Performance Report. One estimated that costs would be met from within existing budgets and private sector contributions, the other was recommending an additional budget allocation of £100,000.
Agreed that clarification would be sought on the costs to the Council in staging the America’s Cup World Series event and the response circulated to Board Members via e-mail. |
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To receive and consider recommendations from panels, Cabinet or Council. Minutes: The Board considered recommendations received from the Growth and Prosperity and Children and Young People’s Overview and Scrutiny Panels. As these recommendations related to the Panels’ work programmes, details of the discussion were recorded under minute 15b. |
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WORK PROGRAMMES |
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Additional documents:
Minutes: The Board noted that there had been 12 new additions to the Forward Plan since its last meeting. With regard to Plymouth’s Local Carbon Framework, it was suggested that pre-decision scrutiny of the matter may be appropriate. Councillor James, in his capacity as Chair of the Support Services Overview and Scrutiny Panel, offered to raise it at the Panel’s next agenda setting meeting. |
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Additional documents:
Minutes: The work programmes of the Overview and Scrutiny Management Board and Panels were submitted for consideration and approval.
With regard to Growth and Prosperity –
With regard to Customers and Communities –
With regard to Health and Adult Social Care a query was raised about the use of Ritalin in the City, one of the highest in the Country. The Lead Officer advised that he believed this had been raised previously in the guise of a Member’s Question.
With regard to the Overview and Scrutiny Management Board, it was noted that there was duplication with Support Services on Procure to Pay.
With regard to Support Services, it was noted that dates for consideration of items still had to be identified.
With regard to Children and Young People, the Panel Chair raised concern over the lack of action taken in respect of one of the recommendations arising from the Young Carers Task and Finish Group, namely the showing of a DVD to all Members prior to a meeting of City Council.
Agreed the work programmes as submitted, subject to –
With regard to the concern raised by the Chair of the Children and Young People’s Overview and Scrutiny Panel, it was also agreed that –
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To consider and approve Project Initiation Documents Minutes: There were no Project Initiation Documents to consider on this occasion. |
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To receive Task and Finish Group Updates/Reports Minutes: There were no Task and Finish Group Updates or Reports to consider on this occasion. |
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EXEMPT BUSINESS To consider passing a resolution under Section 100A (4) of the Local Government Act 1972 to exclude the press and public from the meeting for the following item(s) of business on the grounds that it (they) involve(s) the likely disclosure of exempt information as defined in paragraph(s) … of Part 1 of Schedule 12A of the Act, as amended by the Freedom of Information Act 2000. Minutes: There were no items of exempt business. |