Members will be asked to make any declarations of interest in respect of items on this agenda.

There were no declarations of interest made by councillors in accordance with the code of conduct.

The Management Board will be asked to agree the minutes of the meeting held on13 March 2013.

The Board agreed that the minutes of the meeting held on 13 March 2013 are confirmed as a correct record.

To receive reports on business which, in the opinion of the Chair, should be brought forward for urgent consideration.

There were no items of chair’s urgent business.

The Overview and Scrutiny Management Board will monitor progress on previous decisions.

The Board considered the schedule of decisions made and noted the latest position.

To consider and approve work programmes for each of the panels, to include a progress update from each of the Chairs.

The work programme of the Overview and Scrutiny Management Board and Customer and Communities Overview and Scrutiny Panel were submitted for consideration and approval.

The Board agreed –

Members will be advised of any executive decisions that have been called in.

The Chair advised that the Cabinet member decision relating to the revised household waste recycling centre opening hours and waste acceptance criteria had been called in.  The meeting to consider this call in would be held on 16 April 2013.

Members will be informed of any executive decisions that have been deemed urgent with the agreement of the Chair of the Overview and Scrutiny Management Board.

There were no urgent executive decisions to consider.

To receive new items from the Forward Plan of Key Decisions and Private Business with a view to identifying items for scrutiny.

The chair advised that the decision relating to the Community Infrastructure Levy Regulation 123 List had been approved by Cabinet at its meeting on 9 April 2013.

The Board agreed that the Community Infrastructure Levy Regulation 123 List should be monitored and as such included on the Growth and Prosperity OSP’s work programme.

The Board will receive the corporate monitoring report.

The Head of Finance and the Cabinet Member for Finance submitted the corporate monitoring report for February 2013, which highlighted the following main areas –

In response to questions raised, it was reported that –

The Chair thanked the Cabinet Member for Finance for attending the meeting.

The Board agreed that the findings from the Support Services OSP meeting would be reported to next Board meeting on 8 May 2013.

Cabinet Members will be attending the meeting to provide an update on their respective portfolios.

The Chair welcomed the Deputy Leader who provided a brief overview of his areas of responsibility, which included –

In response to questions raised, it was reported that –

The Chair thanked the Deputy Leader for attending the meeting.

The Chair welcomed the Cabinet Member for Cooperatives and Community Development and the Assistant Director for Homes and Communities who provided a brief overview of the current areas of work being undertaken, which included –

In response to a question raised, the community asset transfer policy would be submitted to Cabinet for approval in May 2013; each request could be taken on its own merits and transfers made on the basis of what was the best option for the community (however, transfers would not be made on income generating asset); ward councillors would be involved with this process and the policy would be reviewed after 12 months.

The Board will receive a report on the restructure of Overview and Scrutiny.

The Chair and Vice Chair together with the Head of Policy, Performance and Partnerships and the Team Leader (Democratic Support) presented the restructure of Overview and Scrutiny report, which highlighted the following key points -

During discussion, the following issues were raised –

The Board agreed to recommend the following to Council (subject to the appropriate amendments) –

To receive and consider recommendations from panels, Cabinet or Council.

There were no recommendations to consider.

To consider proposals for task and finish groups.

There were no project initiation documents (PIDS) to consider.

The Board will receive from the Customers and Communities Overview and Scrutiny Panel a task and finish group report on Library Modernisation.

Councillor Tuffin, Chair of the library modernisation task and finish group presented the report, which outlined the following –

Councillor Tuffin took the opportunity to thank councillors who had sat on the review (Councillors Casey, Jordan and Martin Leaves) and Darin Halifax(Community Cohesion Officer) and Katey Johns (Democratic Support Officer) for their support during the task and finish group.

The Board agreed to recommend the task and finish group report on Library Modernisation to Cabinet for its approval.

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 involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act, as amended by the Freedom of Information Act 2000.

Agreed that under section 100A(4) of the Local Government Act, 1972 to exclude the press and public from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 9 of Schedule 12A of the Act, as amended by the Freedom of Information act, 2000.

The Head of Finance, to provide background and explanation to the figures used on the NNDR1 form agreed at January Full Council as part of the budget setting process. This form will indicate the calculation of the rates being retained by Plymouth City Council under the new (April 2013) Rates Retention Scheme. The Chair of Overview and Scrutiny Management Board requested that the Board is given more information to allow on-going scrutiny of the assumptions (the NNDR1 for Plymouth is attached).

Following discussions relating to the Council’s arrangements for the business rates retention scheme, which had been introduced from 1 April 2013, the Board requested that further clarification was provided relating to the process adopted by the Council.