Agenda and minutes

Minutes of the Meeting held on 8th February, 2017 (previously circulated). 

The Minutes of the meeting held on 8^th February 2017 were signed by the Chairman as a correct record.

There were no items of urgent business.

To receive declarations by Members of interests in respect of items on this Agenda. 

Members are reminded that, in accordance with the Localism Act 2011, they are required to declare any disclosable pecuniary interests which have not already been declared in the Council’s Register of Interests. (It is a criminal offence not to declare a disclosable pecuniary interest either in the Register or at the meeting). 

Whilst not a legal requirement, in accordance with Council Procedure Rule 9 and in the interests of clarity and transparency, Members should declare any disclosable pecuniary interests which they have already declared in the Register, at this point in the meeting. 

In accordance with Part B Section 2 of the Code Of Conduct, Members are required to declare the existence and nature of any other interests as defined in paragraphs 8(1) or 9(2) of the Code of Conduct. 

There were no declarations of interest.

The Chairman requested nominations for the position on Vice-Chairman.

It was proposed by Councillor Caroline Jackson and seconded by Councillor Alan Biddulph:-

“That Councillor Phillippa Williamson be appointed Vice-Chairman of the Overview and Scrutiny Committee for the remainder of the Municipal Year 2016/17.”

There being no further nominations, the Chairman declared the proposal to be carried.

Resolved:

That Councillor Phillippa Williamson be appointed Vice-Chairman of the Overview and Scrutiny Committee for the remainder of the Municipal Year 2016/17.

Officers from Lancashire County Council have been invited to attend the meeting.

The Chairman welcomed Phil Durnell, Christine Entwistle, Dan Chalmers and  Harvey Danson, from Lancashire County Council’s Highways Department, to the meeting.

Members were advised that Lancashire County Council, as Highways Authority had a legal duty to ensure, where it was reasonably practical, to maintain and keep the County’s roads safe. The County Council were not legally bound to improve the roads in Lancashire.

It was reported that roads were ranked and received monthly/quarterly/bi-annually or annual routine inspections depending upon their classification.

With regard to the maintenance of pot holes. It was reported that the Highways Authority implemented intervention levels:

·         40mm on a carriageway.

·         25 mm on a footway.

·         20mm on a high amenity footway or shared space.

The Committee was given an overview of the other work undertaken by the Highways Authority which included drainage and the emptying of gullies, bridge works, highway surfacing, winter maintenance, street lighting, traffic lights, flood risks and water course flood alleviation.

Members asked a number of questions relating to pot holes, areas of multiple pot holes, flooded fields, the need for new gullies to prevent possible flooding, the types or repairs and compensation claims.

Resolved:-

(1)  That Phil Durnell, Christine Entwistle, Dan Chalmers and Harvey Danson be thanked for their attendance.

(2)          That the presentation provided be circulated to Members of the Committee.

Report of the Chief Executive.

The Chairman welcomed the Chief Executive to the meeting. 

Members were provided with an update on the outcomes of the Local Government Association (LGA) Peer Review that had been undertaken in 2015.  Activity had been ongoing against each of the items in the Action Plan submitted as an Appendix to the report. 

It was noted that, in a report submitted to Cabinet regarding Senior Leadership, there were a number of areas that had been highlighted that required movement forward.  Some of these areas would help to deliver actions that had arisen out of the LGA Peer Review, these included:

·         Commercialisation Strategy by April 2018;

·         Customer Services Strategy by April 2018;

·         Corporate Plan by September 2018 (to align with the budget decision-making process);

·         Narrative for the Place by April 2018;

·         Performance Management Framework (Organisational and Individual);

·         Review service processes to reduce inefficiencies and increase value for money;

·         Deliver Organisational Behavioural Change Programme: developing a clearly defined set of shared values and behaviours to create a more effective organisation, e.g. ‘excellent public service outcomes’, ‘teamwork and collaboration’;

·         Agree and implement ‘One Council’ approach;

·         Succession Planning: making the organisation more resilient for the future, knowing a number of key post-holders that will be retiring in the short- to medium-term;

·         Organisational alignment with priorities;

·         Budget Challenge: introduce priority-led and outcome-focused budgeting;

·         Property and Accommodation Review: maximising the City Council’s assets to generate income and assist in maintaining service provision;

The Committee considered the Action Plan and discussed each item in turn in depth. 

The importance of trust between Members and Officers at all levels was discussed.  It was felt that day to day this already existed, but Members queried this with regard to important decisions.  Information sharing with the Overview and Scrutiny Members was felt to be essential as were briefings for all Members on hot topics. 

A query was raised over the management of risk.  It was suggested that this had originally included the City Council considering its overall future risk appetite, being less risk averse and allowing officers to make more decisions rather than just those regarding the financial risk to the City Council.  

The Committee also requested that the Plan be amended to provide all Elected Members with meaningful performance reporting. 

Members suggested a mechanism for monitoring and evaluation of the Peer Review Action Plan was required, as was prioritizing the actions contained in the Plan with RAG rating status. 

When considering the report Members also discussed public realm and engagement with members of the public and ensuring that the City Council obtained full income and value when leases were due to be renewed. 

Resolved:-

(1)          That the Chief Executive be thanked for her report and attendance at the meeting. 

(2)          That an update on the Peer Review Action Plan be provided to the Committee in 6 months’ time. 

Report of the Chief Executive.

The Civic and Ceremonial Democratic Support Officer updated Members on the informal meeting that had taken place to consider the recommendations of the Civic Task Group. 

Members were requested to consider 4 suggestions from the informal meeting.

The first suggestion was to introduce a Civic and Citizenship Panel comprising of the Mayor and Deputy Mayor along with honorary appointments and community representatives.  It was reported that the Panel would assist in civic life promoting the Mayor’s Charity work and establishing a citizenship awards scheme. 

Members were advised that Officers had met with the CVS who had an established community awards scheme.  It was reported that the CVS were keen to work with the City Council to create a joint awards scheme to avoid any duplication. 

The Informal Group had also suggested that a system be introduced where the Mayor did not choose their Deputy Mayor.  The Deputy Mayor would be the Councillor who was next in line to be the Mayor.  It was reported that many other local authorities used this process in Lancashire.  

The final suggestion from the informal group was the re-introduction of the Overseas Students Reception albeit on a smaller scale, inviting 2 representatives from each country, who are undertaking a full time degree course, to attend. 

The Committee discussed the suggestions in detail and unanimously agreed, as set out below. 

Resolved:-

(1)          That a Civic and Citizenship Panel to include the Mayor and Deputy Mayor, Honorary appointments, dignitaries and community representatives be established by the Council to support the Mayoralty in undertake the following:

•         Promote citizenship through organising visits to schools, clubs etc.

•         Assist with the organisation of Local Democracy Week.

•         Run the Citizenship awards with the CVS.

•         Promote the Mayor’s Charity and assist the Mayor with fund raising            events.

•         Assist in the organisation of Mayor Making and Civic events

•         Assist with the developing the Civic role.

(2)       That a Mayor’s Citizenship award scheme be established by the Civic and Citizenship Panel in conjunction with CVS and consider introducing the following categories:

·         Bravery Award.

·         Young Carer Award. 

·         Staff Award.

·         Young entrepreneur/business Award. 

(3)          That the Overseas Student’s Reception be re-introduced. 

It was noted that there had not been any requests for items to be considered in accordance with the Councillor Call for Action process.

It was noted that there had not been any requests for items to be considered in accordance with the Petition process.

It was noted that an update had been requested from Lancashire County Council on locality working. 

Resolved:-

That the update be noted. 

Report of the Chief Executive. 

Members were requested to consider the Committee’s Work Programme.  It was noted that there would be an update on “Better Care Together” at the meeting on 5^th April 2017 along with consideration of older people’s issues.  

It was agreed that the Cabinet Member with responsibility for older people should be invited to attend the meeting and be requested to submit information on this particular part of her portfolio before the meeting, with any questions from Committee Members being provided, where possible, prior to the meeting.  

With regard to the Work Programme item on the Customer Services Strategy and Future Complaints Policy, it was agreed that a scoping document for a potential Task Group would be prepared and considered at the meeting to be held on 7^th June 2017. 

Resolved:

(1)       That the Work Programme Report be noted. 

(2)       That the Cabinet Member with responsibility for older people be invited to attend the meeting of the Committee to be held on 5^th April 2017 and be requested to submit information on this particular part of her portfolio before the meeting. 

(3)       That Councillors Tracy Brown, Caroline Jackson, Phillippa Williamson and David Whitaker be invited to attend a scoping document meeting with relevant officers for a Task Group on Customer Services Strategy and Future Complaints Policy with the scoping document being considered at the Committee’s 7th June 2017 meeting.