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Waverley Borough Council Committee System - Committee Document

Meeting of the Corporate Overview and Scrutiny Committee held on 23/01/2006
Agenda




Fax No: 01483-523475
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When calling please ask for: Emma McQuillan
Direct line: 01483 523351
E-mail: emcquillan@waverley.gov.uk
Date: 13th January 2006


To: All Members and Substitute
Members of the Corporate
Overview and Scrutiny Committee
(Other Members for Information)
Membership of the Corporate Overview and Scrutiny Committee
Mr R J Gates (Chairman) Dr M-G Lane
Mr M A Clark (Vice-Chairman) Mr J C S Mackie
Mr M H W Band Mrs A E Mansell
Dr J F A Blowers Mr W M Marshall
Capt P G Burden Mr P J Nicholson
Mrs C Cockburn Mr C C E Slyfield
Mr B A Ellis Mr R C Terry
Mrs M V M Hunt Mr K Webster
Mrs S R Jacobs
Substitutes
Mr J M Savage Mr L C Bate
Mr A Rayner Mrs P Ellis
Mr M A Edgington Mrs P M Frost
Mr B G Shelley Mr D C Inman
Vacancy
Dear Sir/Madam

A meeting of the CORPORATE OVERVIEW AND SCRUTINY COMMITTEE will be held as follows:-

DATE: MONDAY, 23RD JANUARY 2006

TIME: 7.00 P.M.*

The Agenda for the meeting is set out below.

Yours faithfully

CHRISTINE L POINTER

Chief Executive
Members are requested to bring with them the budget papers which were circulated with the Corporate O and S Agenda for the meeting on 21st November 2005.

NOTE FOR MEMBERS

Members are reminded that contact officers are shown at the end of each report and members are welcome to raise questions etc in advance of the meeting with the appropriate officer.
AGENDA

1. INFORMAL PUBLIC QUESTION TIME

The Chairman to receive any informal questions from members of the public.

2. MINUTES

To confirm the Minutes of the Special Meeting held on 19th December 2005 (to be laid on the table half an hour before the meeting).

3. APOLOGIES FOR ABSENCE AND SUBSTITUTES

To receive apologies for absence and to report any substitutions.

4. DISCLOSURE OF INTERESTS

To receive from members, declarations of personal and prejudicial interests in relation to any items included on the agenda for this meeting in accordance with the Waverley Code of Local Government Conduct.

5. QUESTIONS BY MEMBERS OF THE PUBLIC

The Chairman to respond to any questions received from members of the public of which notice has been duly given in accordance with Procedure Rule 10.

FORWARD WORK PROGRAMME

6. EXECUTIVE FOUR MONTH ROLLING PROGRAMME
[Wards Affected: N/A]
To receive the Four-Month Rolling Programme of key decisions, which was approved by the Executive at its meeting on 10th January, attached as Appendix A, and to identify any issues which the Committee may wish to have sight of before they are considered by the Executive.

7. COMMITTEE WORK PROGRAMME
[Wards Affected: N/A]
The current items are set out below:-

Item
Current Situation
Anticipated
Earliest Date
(where known)
Lead Officer
      (i) Outside Bodies Review
A report is being considered by all Overview and Scrutiny Committees in this cycle and appears on this agenda at Appendix G.
January 2006
Roger Standing
(ii) Review of Waverley’s customer servicesAgenda Item 13 sets out progress made on the review since the last meeting.
January 2006
Roger Standing
      (iii) Study of Waverley’s complaints procedures
A scoping report appears elsewhere on this agenda.
January 2006
Peter Driscoll

BUDGET ISSUES

8. FINANCIAL STRATEGY 2006/2007 - 2008/2009
[Wards Affected: All]

8.1 Recommendations from the Executive

Attached at Appendix B.1 are the recommendations agreed at the Executive meeting on 10th January 2006 relating to the budget which set out what the Overview and Scrutiny Committees are requested to consider when scrutinising the budget papers set out at Appendices B.2 and B.3 below.

8.2 Draft General Fund - Revenue Estimates 2006/07

Recommendation

8.3 Draft General Fund - Capital Programme 2006/07

It is recommended that the Committee informs the Executive of its views on the draft Capital Programme for 2006/2007.


9. SPONSORED ORGANISATION SCHEME – APPLICATIONS FOR REVENUE FUNDING 2006/2007
[Wards Affected: All]

The purpose of the report at Appendix C is to consider the applications from the Sponsored Organisations for revenue funding in 2006/2007.

The report details the assessment of applications against the approved Sponsored Organisation Scheme criteria and provides recommendations for funding.

Recommendation

It is recommended that the Committee considers

1. the Sponsored Organisation Scheme applications within its remit as detailed in Annexe 1 and makes grant recommendations to assist the Executive in its consideration of all applications on 7th February 2006; and

2. the proposal to contribute to the Waverley Voluntary Grants Panel in 2006/07 at the same level as 2005/06, 49,455.

PERFORMANCE MANAGEMENT

10. SERVICE REVIEW OF ACCOUNTANCY AND EXCHEQUER SERVICES – PROGRESS REPORT
[Wards Affected: N/A]

In May 2005, the Corporate Overview and Scrutiny Committee considered the service review of Waverley's Accountancy and Exchequer Services. The report at Appendix D shows the progress made on the agreed Improvement Plan during 2005.

Recommendation

It is recommended that the Corporate Overview and Scrutiny Committee notes the progress made on the Improvement Plan for Accountancy and Exchequer Services and forwards any observations to the Executive.

11. BEST VALUE AND LOCAL PERFORMANCE INDICATORS: REVIEW OF WAVERLEY'S PERFORMANCE FOR THE SECOND QUARTER OF 2005/2006

The report at Appendix E gives details of Waverley's performance during the second quarter of 2005/2006 in respect of the best value and local performance indicators that the Committee resolved to monitor during the year.

Recommendation

It is recommended that the Committee considers the information presented in the report and draws the Executive's attention to any specific issues it sees fit.


OVERVIEW/POLICY ITEMS

12. STUDY OF WAVERLEY COMPLAINTS PROCEDURE – SCOPING REPORT
[Wards Affected: All]

At the meeting of the Committee in May 2005 it was agreed that an in-depth review should be carried out to examine the effectiveness of Waverley's complaints handling procedures. The purpose of the report at Appendix F is to establish the parameters for the review and proposes that it be conducted along the lines of a parliamentary select committee.

Recommendation

It is recommended that

1. the Committee considers the scope of the review into complaints handling procedures and agrees the key questions to be addressed by the review; and

2. the review be conducted in accordance with the process and outline timetable, as set out in paragraph 8 of the report.

13. PROGRESS ON THE REVIEW OF WAVERLEY'S CUSTOMER SERVICES
[Wards Affected: All]

The visit to Chorley Borough Council has been arranged for Monday 13th February 2006 and, to date, five members of the Committee have indicated that they will be attending.

Following approval from the Executive to the funding of a customer satisfaction survey, officers have appointed a market research company to undertake the study during February. It is intended that the results of the survey will be reported to the next meeting of the Committee on 21st March 2006.

Recommendation

It is recommended that the report be noted.

14. REVIEW OF REPRESENTATION ON OUTSIDE BODIES
[Wards Affected: All]

The Community Overview and Scrutiny Committee initiated a review of the representation the Council has on outside bodies where Council nominees are appointed. The purpose of the review was to examine current practice and to recommend ways to improve it where appropriate. The report at Appendix G advises of the findings of a survey undertaken amongst Waverley representatives and outside bodies. It suggests that the Council could consider adopting a more strategic approach to representation on outside bodies, whilst encouraging ward councillors in their community partnership and leadership role to make local arrangements with organisations in their wards. It is proposed that the activities of formally appointed Council representatives should provide an annual report and that a ‘role description’ for Waverley representatives be devised.

Recommendation

1. the survey of Outside Bodies be noted; 2. a system of classification against which the Council can select and prioritise organisations to receive formal representation from a Waverley appointed Councillor or representative be established (Annexe 3); 3. ward members maintain links with local Outside Bodies and also encourage representation amongst Town and Parish Councils; 4. a clear role description be developed that could assist both outside bodies and Waverley representatives to understand their respective roles and to manage expectations; 5. a system of annual reporting by Representatives be initiated. Firstly a brief pro-forma confirming key information about the Outside Body to be completed and returned to ensure the council holds up to date information, see Annexe 4, and secondly a short annual report on the activity of the representatives activities regarding the outside to be introduced for publication on the Waverley website. The process to be overseen by Committee Services; 6. appointments to outside bodies to be made on a bi-annual rather than an annual basis in order to ensure a level of consistency of representation and reduce the work associated with appointments, such a system to begin in 2007, (and all of the appointments made in 2005 should run to 2007), except for where a member wishes to resign as a Waverley nominee; and 7. the current list of ninety outside bodies be rationalised to meet the new criteria/classification, an example list to work from is included at Annexe 5.

15. UPDATE ON EQUALITY LEGISLATION AND THE COUNCIL’S RACE EQUALITY SCHEME
[Wards Affected: All]

The purpose of the report at Appendix H is to advise members of new and pending equality legislation and to consider progress on the Council’s Race Equality Scheme.

Recommendation

16. EXCLUSION OF PRESS AND PUBLIC

To consider the following recommendation on the motion of the Chairman:


Recommendation

That pursuant to Procedure Rule 20 and in accordance with Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting during consideration of the following item(s) on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during the item(s), there would be disclosure to them of exempt information (as defined by Section 1001 of the Act) of the description specified in the appropriate paragraph(s) of Part 1 of Schedule 12A to the Local Government Act 1972 (to be identified at the meeting).

17. ANY OTHER ISSUES TO BE CONSIDERED IN EXEMPT SESSION

To consider any matters relating to aspects of any reports on this agenda which, it is felt, may need to be considered in exempt session.

For further information or assistance, please telephone Emma McQuillan, Principal Committee Secretary, on extension 3351 or 01483 523351.

comms/o&s1/2005-06/038