SCRUTINY COMMITTEE (CORPORATE RESOURCES)

 

 

MINUTES of an extraordinary meeting held on 6th March, 2007.

 

Present: Councillor H.J.W. James (Chairman); Councillor Mrs. C.V.L. Clay (Vice-Chairman); Councillors A.D. Dobbinson, T.H. Jarvie, Mrs. M. Kelly Owen, C.L. Osborne, A.G. Powell and B.I. Shaw.

 

 

880            APOLOGIES FOR ABSENCE -

 

These were received from Councillors Mrs. J.E. Charles, Miss J. Cole, M.R. Harvey, Mrs. A.J. Moore and M.R. Wilson.

 

 

881            DECLARATIONS OF INTEREST (INCLUDING WHIPPING DECLARATIONS) -

 

No declarations were received.

 

 

882            QUARTERLY PERFORMANCE MONITORING - 1ST OCTOBER - 31ST DECEMBER, 2006 - LEGAL SERVICES (THIRD QUARTER) (DLRS) -

 

Consideration was given to the information relating to Action Plan monitoring and Performance Indicators contained in the report.  The Head of Service referred to specific issues within the monitoring report, in particular to progress in relation to actions for the above period which were currently on target.  With regard to Performance Indicators, there was only one that was unlikely to reach its target by the end of the fourth quarter.  This Indicator related to L258 Cost of Legal function (both externally and internally procured legal services) in comparison to the Council’s net revenue budget.  The Head of Service indicated that given the budgetary constraints placed on the Council and the fact that the service had limited control over the budget allocated, it was likely that the Indicator would be deleted from future service planning arrangements.

 

In addition to the above matters, the Head of Service also referred to Local Indicator L447.  The related satisfaction survey had been undertaken during December 2006 and January 2007 with the associated findings being reported in the fourth quarter to the Committee.  Feedback to date of client officers via quarterly meetings and the Wales Audit Office had been positive.

 

RECOMMENDED -

 

(1)       T H A T the position be noted.

 

(2)       T H A T the Committee’s appreciation of the very good performance in relation to the service be formally recorded and it be recognised that the monitoring report was one of the best monitoring reports received by the Committee to date.

 

 

883            QUARTERLY PERFORMANCE MONITORING - 1ST OCTOBER - 31ST DECEMBER, 2006 - DEMOCRATIC SERVICES (THIRD QUARTER) (DLRS) -

 

Consideration was given to the information relation to Action Plan monitoring and Performance Indicators contained in the above report.  The Operational Manager referred to specific issues within his monitoring report.  He advised the Committee that of 16 actions, 2 had slipped.  In respect of Action SR4, the Cabinet at its meeting held on 20th September, 2006 resolved that the Corporate Management Team submit a further report to Cabinet in relation to recommendations on the follow-up review of Democratic Renewal within the Council.  However, he indicated that in light of a recent reply to a question at Council, a report was to be submitted to the Cabinet shortly recommending the re-establishment of the Democratic Renewal Working Group to consider such matters.  And to consider any specific concerns raised by Members regarding the current wording/ interpretation of the Council’s Constitution.

 

With regard to Action SR6, the Scrutiny Chairmen and Vice-Chairmen Group, he informed the Committee that this would be held on 21st March, 2007 and at that meeting it was proposed to discuss a number of matters, in particular, Performance Indicators and the associated issues relating to data capture.  Also, it was proposed to seek the views of the Members given that some performance indicators provided little tangible value in terms of scrutinising the service’s performance.

 

In response to a question from Councillor Dobbinson, the Operational Manager confirmed that any recommendations of the Democratic Renewal Working Group with regard to constitutional matters would need to be considered by the Cabinet and this Scrutiny Committee prior to Full Council determination.

 

Of other matters, the Operational Manager referred to Indicator L525 in that he had been given an assurance that the relevant information would be available for the fourth quarter reporting arrangements.

 

On a final point, Councillor Dobbinson referred to Indicator L520(a) and highlighted that this Indicator might be too narrow a measure given the limited categories of officers who attended the Scrutiny Committee.  It was acknowledged that on occasions when assessing service performance, that it may be necessary for appropriate officers not necessarily linked to the management structure to attend meetings of the Scrutiny Committees to provide valuable ‘grass root’ information so that Members got a more rounded perspective of service performance / delivery.

 

RECOMMENDED - T H A T the position be noted.

 

 

884            QUARTERLY PERFORMANCE MONITORING - 1ST OCTOBER - 31ST DECEMBER, 2006 - REGULATORY SERVICES (THIRD QUARTER) (DLRS) -

 

Consideration was given to the information relating to Action Plan monitoring and Performance Indicators contained in the above report.  The Operational Manager referred to specific issues namely, the total number of actions that were on target and those which had slipped.  With regard to those Indicators which had slipped, he indicated that Actions SR1 and CP1 had been revised for completion by 31st March, 2007.  He also referred to resourcing issues within the service which had resulted in officers being diverted to other activities, i.e., OneVale, raising awareness of the national legislation in relation to No Smoking in Public Places and to the promotion of ‘Scores on the Doors’ initiative which had required working with the Food Standards Wales in respect of food premises within the Vale of Glamorgan.  With regard to Action CP1, it was indicated that this had also slipped for completion by 31st March, 2007, similarly for the above reasons.

 

The Chairman referred to Action SP9 and expressed concern with regard to the potential for the Council to be legally challenged in relation to licensing matters and expressed the view that the pending review of Licensing Fees for 2007/08 be undertaken and implemented so as to ensure that the service was appropriately resourced.

 

RECOMMENDED -

 

(1)       T H A T the position be noted with concern in that the Scrutiny Committee expressed the view that the review of Licensing Fees for 2007/08 be reviewed as a matter of urgency so as not to leave a shortfall in resources.

 

(2)       T H A T the Director of Legal and Regulatory Services be requested to submit a further report in respect of Action SR1 to the next meeting of the Scrutiny Committee in respect of gaps in service provision in relation to the Authority’s responsibilities as a Port Health Authority.