SCRUTINY COMMITTEE (LIFELONG LEARNING)

 

 

MINUTES of a meeting held at Bryn Hafren Comprehensive School on 23rd April, 2007.

 

Present: Councillor A.D. Hampton (Chairman); Councillor E. Hacker (Vice-Chairman); Councillors J. Clifford, Miss J. Cole, A.M. Ernest, F.T. Johnson, G.C. Kemp, Mrs. A.J. Moore, A.G. Powell and A.C. Williams.

 

Co-opted Member: Ms. C. Baggett.

 

Non-Voting Observers: Mr. G. Beaudette, Mr. G. Roberts and Mr. D. Griffiths.

 

Also Present: Councillors N.J. Gibbs, N. Moore and Mrs. S. Bagstaff.

 

 

1038               APOLOGIES FOR ABSENCE -

 

These were received from Councillors Mrs. V.M. Hartrey, Mrs. S.I. Sharpe and E.T. Williams, and Mr. T. Cox.

 

 

1039               MINUTES -

 

RECOMMENDED - T H A T the minutes of the meeting held on 19th March, 2007 be approved as a correct record.

 

 

1040               DECLARATIONS OF INTEREST -

 

Councillors J. Clifford, Miss J. Cole, F.T. Johnson and A.G. Powell declared an interest in Agenda Item No. 9, in that they were Members of the Trust Committee.

 

The following Councillors also declared the nature of their interest, being governors of schools within the Vale of Glamorgan, it being noted that the Standards Committee on 9th September and 21st October, 2004, 13th January 2005 and 5th February, 2007 had granted them a general dispensation to vote upon any matters to be considered by the Scrutiny Committee (Lifelong Learning) in relation to matters of a general educational nature in terms of policy, plans, policy framework and budgets etc.

 

Councillors A.D. Hampton, E. Hacker, J. Clifford, Miss J. Cole, A.M. Ernest, F.T. Johnson, G.C. Kemp, Mrs. A.J. Moore, A.G. Powell and A.C. Williams, together with Councillor N.J. Gibbs.

 

 

1041               WELCOME -

 

Mr. P. Whitcombe, Headteacher of Bryn Hafren Comprehensive School welcomed all present to the school.

 

Mr. Whitcombe advised those present of the successes achieved by the staff and pupils of the school, including:

 

-   increased involvement of girls in sport, especially aerobics;

-        the school is no longer “top of the table” for school exclusions.  No pupil had been excluded for some time;

-        school attendance had increased by 4%;

-        pupils’ academic performance had increased by 10% in Grades A-C.

 

Whilst the school buildings were being refurbished, for which Mr. Whitcombe was grateful, Mr. Whitcombe asserted that, overall, the budget of the school was inadequate.

 

Mr. Whitcombe thanked Members for their interest in the school’s activities, and extended an invitation to any Member to visit the school should they wish to do so.

 

 

1042               REVIEW OF SCRUTINY ARRANGEMENTS (CX) -

 

Members received a report which:

 

(i)      Advised of the findings of a recent review of Scrutiny arrangements in the Vale.

 

(ii)   Provided a series of improvement options to ensure the future development and sustainability of Scrutiny.

 

The scope of the review had been to evaluate the effectiveness of Scrutiny arrangements and to provide a snapshot of its effectiveness.  The review had been conducted in the Summer of 2006 prior to the recent changes to the roles and responsibilities of Members.  The report highlighted the key strengths and weaknesses of the current Scrutiny arrangements, proposed areas of improvement and identified good / notable practice across the UK.

 

The study highlighted the key strengths / achievements since 2003 and also identified some key issues and areas of development as follows:

 

·                  revise and restructure members of committees;

·                  the length of agendas remained an issue, which had a direct impact on the ability to scrutinise decisions;

·                  Scrutiny’s role in relation to external review and policy development continued to be under-developed;

·                  the perception that Scrutiny was unable to influence decision-making at the Executive level;

·                  the need for Scrutiny to carefully review and evaluate the choice of topics for their annual work programme;

·                  Scrutiny Members needed to be encouraged to lead the Scrutiny process through appropriate support and development;

·                  the need to reinforce good Scrutiny - Executive relations through the development of mechanisms to promote co-operation and participation;

·                  Scrutiny should better engage the views of the public so that it can have a greater impact on local communities.

 

The improvement areas indicated above feature as 15 recommendations throughout the body of the full review designed to address some of the issues identified in the report thus enabling Scrutiny to become more effective. 

 

Attached as an appendix to the report were the recommendations that had been considered by the Scrutiny Chairmen and Vice-Chairmen Group on 21st March, 2007.  Following discussion, the Group had agreed that all 15 recommendations be implemented over a 2 year period and that a copy of the Scrutiny Review recommendations be also circulated to all Scrutiny Committees for their comments prior to an Action Plan being finalised.

 

The proposed action plan was generally welcomed by Members, including the priority order of the recommendations, although different views were expressed by individual Members with regard to Action Plan Ref 10 “Explore the feasibility of reducing the size of Committee membership”, i.e.:

 

-        with 37 non-Executive Members, and smaller Scrutiny Committees, the possibility may arise that some individual Members would not sit on any of the Scrutiny Committees;

-        there may be a case for a larger number of smaller Committees;

-        it may be argued that smaller Scrutiny Committees would be more effective in conducting their business.

 

Additionally, Members expressed the wish to maintain a broad cross-section of representatives on the Scrutiny Committee (Lifelong Learning) and considered that this would be achieved by inviting the relevant Cabinet Member to attend each meeting of the Committee and by continuing with the appointment of co-opted members.

 

RECOMMENDED -

 

(1)       T H A T the contents of the review be noted.

 

(2)       T H A T the following 15 recommendations as contained in the Scrutiny Review be endorsed:

 

R1       Organise a Scrutiny event for non-Executive Members to explore and further develop the effectiveness of Scrutiny.

 

R2       Develop a pre-work programme evaluation and checklist when scoping reviews to assess the suitability of potential work programme items, paying particular regard to the Council’s risk register, corporate priorities and Cabinet Forward Work Programme.

 

R3       Review the Scrutiny Handbook to ensure roles and responsibilities are clear and transparent.

 

R4       When managing committee business, that Scrutiny Chairmen and Vice-Chairmen consider inviting Executive Members.

 

R5       Develop and implement a post-review analysis to evaluate review outcomes against review objectives.

 

R6       Further develop website content to enable the public to engage with the Scrutiny process.

 

R7       Produce an executive public summary of the Scrutiny Annual Report that is accessible to the public.

 

R8       Investigate the feasibility of further developing task and finish groups for appropriate Scrutiny work programme items.

 

R9       Organise a workshop enabling Members to discuss and review any changes required to the process for developing Corporate Plan priorities.

 

R10     Explore the feasibility of reducing the size of committee membership.

 

R11     Investigate the feasibility of Member Development of specialist functions within Scrutiny, enabling Members to increase their expertise in certain Scrutiny areas.

 

R12     Develop a proposal to facilitate in increasing public participation in the Scrutiny process and meetings.

 

R13     Revise the format of Scrutiny meetings by restructuring the content of meetings and the development of themed agendas.

 

R14     Annually produce a summary of consultation activities from the previous year to feed in consultation outcomes to assist in the development of a yearly work programme.

 

R15     Implement a series of triangulation meetings on a quarterly basis for each Scrutiny Committee involving relevant Scrutiny Chairmen / Vice-Chairmen, officers and Executive Members to discuss work programme items and any matters of concern.

 

(3)       T H A T, in addition to the 15 recommendations above, the Chairmen and Vice-Chairmen Group be advised that it was the wish of this Committee that

 

(a)       the co-opted members continue to be permitted to take an active part in the deliberations of the Scrutiny Committee (Lifelong Learning);

 

(b)       the Cabinet Member for Education and Training be invited to attend future meetings of the Scrutiny Committee (Lifelong Learning).

 

Reasons for recommendations

 

(1)       To apprise Members of the findings of the Review.

 

(2)       To enable the recommendations to be progressed.

 

(3)       To ensure that a broad range of views continue to be introduced into the Committee’s deliberations.

 

 

1043               REVENUE AND CAPITAL MONITORING FOR THE PERIOD 1ST APRIL 2006 TO 28TH FEBRUARY 2007 (DLD) -

 

The projected revenue outturn for 2006/2007 was shown in comparison with the amended Revenue Budget at Appendix 1 to the report.  The current forecast was for a balanced budget for the Directorate.

 

Schools - A grant of £12,120 from the Basic Skills Agency named “Read a Million Words” had been received and delegated to primary schools.  The delegated budget relating to schools was expected to balance as any under / over-spend was carried forward into the new year by schools.

 

Education Service expenditure - As previously reported, the Education Budget was projected to be £120,000 under-spent overall.  This was after absorbing school maternity costs of £80,000 over the revised budget.  Maternity costs for school staff were a statutory responsibility of the Authority.

 

Libraries - This service was projected to outturn on target.

 

Lifelong Learning - As previously reported, it was anticipated that there would be a deficit of £120,000 at the year end due to income generation problems in the Employment Training Section and running costs of the Heritage Skills Centre.  The deficit would be offset by identified savings from within the Education Department.

 

Appendix 2 to the report detailed financial progress on the Capital Programme as at 28th February 2007.

 

Emergency Powers had been implemented in order that a 14 - 19 grant capital grant from the Welsh Assembly Government could be accepted.  The grant for £141,000 covered the development of a fitness suite at Bryn Hafren Comprehensive School and the development of teaching facilities at the Amelia Farm Trust for post-16 special needs pupils.

 

RECOMMENDED - T H A T the position with regard to the 2006/07 Revenue and Capital Monitoring be noted.

 

Reason for recommendation

 

That Members are aware of the position with regard to the 2006/07 Revenue and Capital Monitoring relevant to this Scrutiny Committee.

 

 

1044               SCRUTINY COMMITTEE - DRAFT ANNUAL REPORT MAY 2006 - APRIL 2007 AND FORWARD WORK PROGRAMME FOR 2007/08 (DLPPHS) -

 

Committee considered the Draft 2006/07 Annual Report and Forward Work Programme for the Scrutiny Committee for the municipal year 2007/08.

 

The report had been produced in accordance with Section 6.03(d) of Article 6 of the Vale of Glamorgan Council’s Constitution which stated that “Scrutiny Committees must report annually to Full Council on their workings and make recommendations for future work programmes and amended working methods if appropriate.”

 

Having considered the Draft Annual Report May 2006 - April 2007 and Forward Work Programme for 2007/08, it was

 

RECOMMENDED -

 

(1)       T H A T the Draft Annual Report for the period May 2006 - April 2007 be approved, subject to any further minor amendments being agreed in consultation with the Chairman, and that it be submitted to Full Council.

 

(2)       T H A T consideration of the following matters continue to form part of the Forward Work Programme:

 

§                Quarterly Service Performance Monitoring

§                Revenue and Capital Expenditure Monitoring

§                Annual Budget Process

§                Improvement Plan

§                Service Planning

§                Emerging Strategies from the Corporate Plan and Community Strategy

§                Task and Finish Projects where identified.

 

Reasons for recommendations

 

(1)       To approve the Annual Report.

 

(2)       To determine the Work Programme.

 

 

1045               EXCLUSION OF PRESS AND PUBLIC -

 

RESOLVED - T H A T under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Part 4 of Schedule 12A (as amended) of the Act, the relevant paragraphs of the Schedule being referred to in brackets after the minute heading.

 

 

1046               SCHOOL INVESTMENT STRATEGY (REF) (EXEMPT INFORMATION - PARAGRAPH 21) -

 

Cabinet, on 28th March 2007 had been updated on the analysis of potential capital receipts, the cash flow implications of the School Investment Strategy and had considered recommended proposals for progressing these strategies.

 

The outcome of MACE’s work had been reported to Cabinet on 20th September 2006, Scrutiny Committee (Lifelong Learning) on 9th October 2006 and Scrutiny Committee (Corporate Resources) on 10th October 2006.  The main recommendations of the MACE report included achieving cost reductions by bundling the three secondary schools and fast-tracking their delivery.  The report presented to Cabinet on 28th March 2007 had presented options around progressing 1,2 or 3 secondary schools with costs ranging between lower quartile and medium quartile in terms of the industry benchmarks.  The report also explored the use of innovative low cost school design as a means of keeping costs as low as possible.  In the earlier Cabinet report of 29th September 2005 that was also considered by Council on 12th October 2005, an estimated shortfall of around £20m., before taking into account a capital receipts target of £6.5m. was reported.  In their work, MACE also identified the potential for capital receipts which could be used to effectively close the funding gap.  A further key issue raised by MACE was the impact of inflationary and related increases to the cost of the project.

 

The purpose of the project execution plan was to provide appropriate timescales that would ensure that the Council retained maximum flexibility in terms of options to progress the Strategy by building 1,2 or 3 schools together with the option of fast tracking the completion of the 3 schools.  The options selected were dependent upon the availability of capital receipts and the subsequent cash flow implications.  The report presented to Cabinet had presented relevant financial appraisals relating to the affordability of the Investment Strategy.

 

Cabinet had,

 

“RESOLVED -

 

(1)       T H A T further reports be presented to Cabinet on sites for potential capital receipts on an individual basis.

 

(2)       T H A T a further report be made to Cabinet on MACE’s review of the prioritised order for the secondary schools and any other technical advice that was appropriate.

 

(3)       T H A T the report be referred to Scrutiny Committee (Lifelong Learning) for information.”

 

Scrutiny Committee (Lifelong Learning), having considered the recommendations of Cabinet,

 

RECOMMENDED - T H A T the resolutions of Cabinet be endorsed.