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Agenda item
Scrutiny Work Programme 17-18
Report to follow
Minutes:
The agenda item was introduced by the Service Manager – Scrutiny, and the Chair. During this item and throughout the meeting the following key points were made by members.
• The headlines generated by the earlier workshop have now been scoped. Further ideas have been developed.
• OSM lead members for each work area will be discussed and confirmed in the future. Once agreed, they will be shared to all Councillors, to give Councillors the opportunity to contribute where they have a particular interest or expertise in a specific work area.
• There will be monthly OSM meetings. For each work area there might be a formal report or just a verbal report. The list of work areas will continue to be reviewed. The work areas may change in response to legislation or a local requirement. At each OSM and OSM Planning meeting the work list will be reviewed.
• All Scrutiny meetings are captured on webcast. It is proposed that a dedicated webpage for Scrutiny will be developed which will give links to appropriate detailed reports, webcasts and webpages.
• Items for Scrutiny will be brought forward by Members through OSM; OSM will determine whether to use a Task and Finish Group or a Commission. The Group or Commission will always report back via OSM. OSM will co-ordinate the whole Scrutiny programme.
• If there was an urgent Scrutiny matter then OSM would be able pull a working group together quickly if necessary.
• Scrutiny Commissions will remain as an option for the present as they are included in the Constitution.
• A view was expressed that the new ways of working will not work as there will always be items which need to be reviewed as well as new subject areas and that there should be provision for both and that work of Scrutiny is too big to be covered by the members of OSMB without further involvement of many other councillors.
• There was concern from some members that those on Scrutiny committees have lost their roles. The new way of working may be interesting and more effective, but there’s a danger that we have created a group of people who decide what everyone else does.
• The Majority of OSMB members endorsed the view that Task and Finish Groups will be the process for the future (subject to how they work in reality). It was argued that OSMB cannot go back over the agreement made in the past and must commit to making the new method of working successful. It is not sensible to keep defending a change, which evolved out of a lengthy process. The new working groups will help OSM get away from long agendas with short updates from Scrutiny Commissions. There should enable be more detailed Scrutiny and debate.
• The vision is to avoid the conscription of Members and instead have the benefit of willing volunteers with interest in the work area.
• There will be regular communications with members to reflect work and to raise new issues.
• There is recognition that Scrutiny has not always worked very well in the past.
• It would be preferred that all working groups are cross party to make them more representative. Scrutiny should not be used for political end; this will make the outcomes more powerful.
• Places on the work groups will not be rationed. If 20 people want to be on one group then priorities may need to be reappraised. Councillors have a diverse range of interests and expertise which can deliver Scrutiny in a range of groups.
• It is important that the tagging of the subjects on the Scrutiny web page help councillors spot overlapping areas.
• It will be necessary to consider the overall workload of Scrutiny officers. It may be possible to consider matters and make progress without officers always being present. Scrutiny officers should be used as a resource for powerful pieces of work. There are 2.6 FTE Scrutiny officers as previously, however in the future there will be no Democratic Services Officer clerking at the same time. Democratic Services Officers need to focus on regulatory meetings. The intention will be to capture action notes. In addition, OSMB is webcast so that’s always there as a record. Scrutiny officers are experienced so know when to expand record keeping. Scrutiny officers will be doing more support in future. The organisation is getting smaller although that’s not the driver for the Scrutiny changes.
• There will be a limit on the number of viable work-streams which can be conducted at one time.
• Recognition that it is a changed system and councillors must prove it can work.
• All reports will be made to OSMB, and anything that requires a significant decision would come to OSMB, or a special public meeting could be held as necessary. Working groups are not always minuted at present, so there is no significant change.
• Scrutiny cannot be driven by the executive, it should be ensuring the Mayor is delivering his objectives and whether they are effective; their inclusion in the manifesto is irrelevant. OSMB should raise concerns if actions are being taken way outside the council’s pledges. OSMB must scrutinise cabinet leads of all sides.
• If a particular work-stream draws attention from a great many councillors then it may be necessary to reconsider the working methods of the group e.g. breaking the work up into different elements or through breakout groups rather than a single committee.
• If a particular work-stream is populated disproportionately with councillors from one party then other parties will be informed in case they wish to ensure they are represented.
• Members presented the scoping approach they had developed working in small groups for the subjects defined previously as being of fundamental significance and relevance to the Executive and Senior Management of the Council. A discussion of each subject followed the introduction.
a) Air Quality and Pollution
• It has been decided to approach this broad topic, which touches on a range of issues (such as public health, planning, transport, and congestion) via two working groups: Congestion Taskforce and a Clean Air Zone working group.
• The aim will be to ensure better public engagement and conduct a holistic examination of the issue.
• A consistent remit would be helpful for all the working groups.
• Various aspects need to be examined for air quality e.g. freight consolidation, wood burning stoves, diesel engines, etc.
• The working groups will have a role in co-ordinating all the work which is on-going in various areas of the council to ensure that Members all know what is happening.
• Working groups will be the key Scrutiny method, but there will be some enquiry days as and when appropriate to develop public awareness.
• It will not be possible to make big groups working elsewhere restructure to fit in with the Scrutiny task and finish groups. Timetables are crucial and will determine what Scrutiny can achieve and by when.
b) Council Assets
• This is a longer-term piece of work best suited to a Scrutiny Commission. It is expected that reports will be presented and the work will move forward over a period of time.
• With regard to council buildings, it’s important that their use is reconsidered at Ward level if the council decides that it no longer has a use for them.
• Some categories of asset will need more urgent attention than others, such as libraries.
c) Children’s Centres
• Headteachers who manage children’s centres have already met with Exec Councillors.
• There is a Family steering group.
• Work is needed on financial models.
• Headteachers will be available again in the autumn when further progress will be made on this work area.
• Breakfast clubs and holiday hunger should be added into the scope.
• Children’s centres may link to libraries and retaining resources. Many work areas overlap and link with each other.
d) Council Commissioning and Contracts
• This is a broad topic. Scrutiny will work to ensure that the best value and best social value is obtained from the Council’s commissioning.
• Areas of good practice and areas of development will be identified.
• Adult social care and Children’s social care are very significant areas of commissioning.
• The best format would be a working group meeting regularly with officers and appropriate Executive Members.
• Innovation Partnerships must be included. A change in EU contracting laws means that a case may be made for working with specific partners without having to go to the open market through tendering.
• Commissioning of services for people is different to the commissioning of service contracts for buildings. Different councillors may be interested, and this group may split in due course.
• The People Directorate in Bristol City Council is significantly bigger than many local authorities in its own right. A split of the workload can be determined which allows the involvement of members with special interests. Different work-streams will be inevitable.
e) Cribbs Patchway New Neighbourhood
• The new development in Cribbs / Patchway will have a significant impact on North Bristol Wards. It is effectively a new small town on the edge of Bristol.
• A working group is the practical way to develop this work-stream. The group should meet sporadically with bursts of activity when appropriate.
• Issues which will need to be considered include: schools building, doctor’s surgeries and traffic, the aim will be to ensure minimal negative impact on the Bristol wards.
• This will be an interesting and integrated piece of work which must involve South Gloucestershire councillors from the outset.
• It will be important to learn from the working group which previously existed between South Gloucestershire Councillors and Officers, and to work from there (to avoid duplication of previous work).
• Areas of concern will include traffic and congestion, although it is sometimes difficult to engage, it is important to work with the other authority to protect Bristol citizens and resolve issues.
• To establish and maintain a positive working relationship with South Gloucestershire Council and obtain positive outcomes, it is important to scope this work correctly. This is a sensitive area. Bristol City Council has no authority over South Gloucestershire Council, however it is hoped that by understanding more about the new development it will be possible to mitigate the impact for Bristol residents as much as possible. It is important to consider traffic flows, mitigation and plans for expenditure on traffic schemes.
• There has been little information forthcoming from Officers about the development that is the reason why this subject has been made a Scrutiny work area.
• It is important to consider bus routes at an early stage before travel plans of new residents are established.
• Proactive work to reduce congestion in this area is important; otherwise the knock-on effect will lead to congestion in other areas too.
• There was consideration of whether this was the best way to have oversight of the development. It is important to make progress, but the Scrutiny process should not impede action. It is not acceptable to wait a further six months for information.
• Cross-party working in those wards most directly impacted is essential. There has been very little progress so far and there is frustration among many local councillors.
ACTION: Alison Comley to approach Planning to ask for officer input re Transport issues in the north Bristol wards in relation to the new neighbourhood.
• There was a series of briefings by South Gloucestershire Council and their planners some years ago. A member of OSM was unaware of any subsequent meetings.
• It is of concern if S106 money is diverted entirely to Highways Officers. A more holistic view of congestion should be taken; it would not be good if all funds were directed to speed traffic through congested A-roads where there are also business and retail areas, routes to school and pedestrian hubs. Other options such as improved public transport should be considered.
• This will be prioritised in a constructive way and there will be work to determine how to take it forward.
f) Fire Safety in High Rise Residential Buildings
• A helpful meeting has taken place, and there is evidence of a comprehensive approach to addressing people’s concerns. This has been reassuring.
• There will be further issues to address when the government review is published.
• Councillors are interested and now await a detailed report. They are ready to engage when it is useful to do so. Timing is important.
• It will be useful for Scrutiny to contribute a view from outside the main group and will help the main group understand how the communication is working.
• The topic will be deferred for the time being.
g) Libraries
• There is much raw data which needs preparation.
• It is important to monitor the information which comes back from the consultation and then develop the results of the exercise.
• A Scrutiny commission or a Select Committee would not be helpful given the urgent timescales involved. This work area should be progressed through a task and finish group who need to act quickly. It was raised that Neighbourhoods Scrutiny has conducted work on this previously.
• If recommendations are to be considered for cabinet in January, then members must press on to make constructive suggestions.
• A previous very thorough consultation took place in 2014/2015. Many people responded to a two stage consultation. That material is not included in current consultation. An early concern is that the Council should not lose sight of the good ideas developed two to three years ago which could inform cabinet decisions.
• It will be necessary to work around the current consultation, and to work with some urgency through a working group.
h) Medium Term Financial Plan
• This is an important work-stream and it is essential that there is cross-party involvement.
i) Parks and Green Spaces
• The scoping suggested is for i) Scrutiny of what’s under development ii) how can we help develop future plans. This will be executed by a working group.
• This topic is a fundamental issue.
• The Executive would welcome the engagement of councillors with the challenges that need to be resolved.
• There is a consultation on parks planned for the near future, and this group will have the opportunity to feed into the development of the consultation.
j) Tackling increasing demand for Social Services – Adults
• Social services is a huge part of the council budget. This is a good time to scrutinise how the three-tier model is working.
• It is also important to consider discharges from Southmead and the Bristol Royal Infirmary and how that process is working.
• Discharges involve both bed-blocking and rehabilitation services.
• Pressures on social care come from the market and from service demand.
• Adult and Children’s social services both have significant budgetary implications. Both Cabinet members were present at the scoping meetings.
• Involvement of the Executive Members is crucial.
• The working group should look at what is in place and determine whether it is effective.
• Much work has been completed in this area already, so it is important to build on that and avoid duplication
• The largest part of the council’s budget is spent in this area.
• There is an important role for lay people to prompt specialists to look at issues in a different way. Members greatly concerned with this.
• A small task and finish group might work best, using people from across all parties who have good knowledge and experience the council can learn more and make good progress.
• The Chair suggested that it would better to have half a dozen task and finish groups which start, work and then finish than one huge group.
• There was agreement that all the comments above also applied to item k).
k) Tackling Increasing Demand in Social Services – Children.
• Agreed to address children’s work in the same way as Adult demand for social services.
l) Children’s Council
• This will be discussed in more detail in the autumn as it is not the best time of year to contact the youth council.
• It is important to support the youth council’s work and pledges.
• It is hoped that the youth council will be involved in task and finish groups in some way.
Supporting documents:
- Scrutiny - new ways of working July 2017, item 8. PDF 168 KB
- Appendix 1 - Scrutiny Topics Short and Long List, item 8. PDF 78 KB
- Appendix 2 - Prioritisation of Scrutiny Activities v3, item 8. PDF 59 KB
- Appendix 3 - Cycle of Scrutiny, item 8. PDF 37 KB
- Air Quality and Pollution scoping document, item 8. PDF 95 KB
- Assets scoping document, item 8. PDF 97 KB
- Children Centres - Scoping document, item 8. PDF 90 KB
- Council Commissioning and Contracts Scoping document v2, item 8. PDF 115 KB
- CPNN scoping document, item 8. PDF 104 KB
- Fire Safety in High Rise scope doc, item 8. PDF 74 KB
- Libraries Scoping document, item 8. PDF 98 KB
- MTFP Scoping Doc, item 8. PDF 96 KB
- Parks scoping document, item 8. PDF 100 KB
- Tackling Increasing Demand in Social Services - Adults Scoping Document, item 8. PDF 112 KB
- Tackling Increasing Demand in Social Services - Children Scoping Document, item 8. PDF 99 KB