Agenda and minutes

The Chair welcomed all members to the meeting and explained the evacuation procedure in the event of an emergency.

None received

To note any declarations of interest from the Councillors.  They are asked to indicate the relevant agenda item, the nature of the interest and in particular whether it is a disclosable pecuniary interest.

Please note that the Register of Interests is available at https://www.bristol.gov.uk/councillors/members-interests-gifts-and-hospitality-register

Any declarations of interest made at the meeting which is not on the register of interests should be notified to the Monitoring Officer for inclusion.

There were no declarations of interest.

To note any announcements from the Chair

There were no announcements from the Chair

Up to 30 minutes is allowed for this item

Any member of the public or Councillor may participate in Public Forum.  The detailed arrangements for so doing are set out in the Public Information Sheet at the back of this agenda.  Public Forum items should be emailed to democratic.services@bristol.gov.uk and please note that the following deadlines will apply in relation to this meeting:-

Questions - Written questions must be received 3 clear working days prior to the meeting.  For this meeting, this means that your question(s) must be received in this office at the latest by 5 pm on *name deadline date*

Petitions and Statements - Petitions and statements must be received on the working day prior to the meeting.  For this meeting this means that your submission must be received in this office at the latest by 12.00 noon on *name deadline date*.

The Board received seven Public Forum statements in relation to item 8 –Hengrove Park and Hartcliffe Campus Community Engagement Strategy.  Copies of the statements are held on public record by the Democratic Services team and can be viewed by emailing democratic.services@bristol.gov.uk.

·       Overview and Scrutiny Management Board - 9^th Feb 17

·       Overview and Scrutiny Management Board - 13^th March 17

·       Call In Sub Committee - 27^th March

The minutes and action sheets from the meetings listed below were approved as a correct record;

• Overview and Scrutiny Management Board - 9th Feb 17
• Overview and Scrutiny Management Board - 13th March 17
• Call In Sub Committee - 27th March 17

Members welcomed Councillor Paul Smith, Cabinet Member for Housing and Councillor Tim Kent who had joined the meeting to participate in the discussion.

The Board noted that the request for a Community Engagement Strategy for Hengrove Park and Hartcliffe Campus had originated at a meeting of the Call-in Sub Committee on 27^th March 2017 (see here for additional information Call-in Meeting Papers).

Following an introduction from Councillor Smith, Members of OSMB and Councillor Kent went onto to comment on the information provided.  There was consensus that the approached outlined by Councillor Smith should be supported, with the following additional measures in place;

• That due to the importance of the development the consultation period be extended from six weeks to 12 weeks.
• That during the consultation process, some opportunities for residents to engage be scheduled for the evenings to accommodate those who worked.
• That the Bristol Walking Alliance be included in the consultation process.

Councillor Smith agreed to accept the suggestions listed above.  The Board thanked him for listening to their views.

Members received the report detailing outcomes from the Scrutiny Hothouse that had taken place on 5^th April 2017.  Following a brief introduction from officers, the Board went on to comment on the proposals and agree next steps.  The discussion was as follows;

• The need to review Scrutiny had originated from Members who were concerned that new ways of working should be explored in order to secure the best outcomes.  
• The hothouse format was a useful tool for exploring topics in a new way and would be a good model from some scrutiny work streams in the future.  Opportunities for better use of technology should also be explored.
• The financial context should be a key consideration in all future Scrutiny activity, both the economic pressures faced at local and national level, but also the need to ensure the work programme delivers the best outcomes for the residents of Bristol.
• OSM needed to take a firmer control of the work programme in the future to ensure resources were directed where they would be the most effective.
• A number of questions remained following the hothouse including how to fulfil the ‘overview’ role of Scrutiny and how to ensure there was an appropriate amount of scrutiny resources allocated to health related matters, many of which were statutory. 
• The need for Scrutiny to engage earlier if it were to play a meaningful part in policy development was widely acknowledged and supported by the Mayor.  Many of the proposals emerging from the hothouse would facilitate this.
• Separate to the Scrutiny review Members were reviewing the City Council’s Constitution and a report of proposed changes would be considered by Full Council in due course.

Whilst there was broad consensus that it was right to conduct the review, it was important not to rush the decision therefore interim measures should be implemented until a full report of recommendations can be prepared for consideration at Full Council, potentially in September 17.  Therefore formal meetings of the existing Commissions should be set up for July 2017, in line with usual practices.

RESOLVED;

• That a second hothouse event be scheduled for mid-May 2017
• That a report of recommendations in relation to the Scrutiny review should be scheduled for Full Council around September 17
• That, as an interim measure, formal meetings of the existing Scrutiny Commissions should be scheduled for July 2017

The Forward Plan was noted.  Members were advised that steps were being taken to populate the Forward Plan more fully and an update would be provided in due course.

To note the work programme.

Members noted the updated Work Programme

·        Meeting Resolutions

·        Inquiry Day Recommendations

·        Full Council Actions

The trackers detailing progress on meeting resolutions, Inquiry Day recommendations and Full Council actions were noted.

RESOLVED; That the update be noted

Members confirmed that the next (extraordinary) meeting of the Overview and Scrutiny Management Board would take at 4pm on 18^th May 2017.

The Meeting ended at 6.15pm