North Somerset Council

REPORT TO THE Organisational Effectiveness Policy & Scrutiny Panel

Date of Meeting: 12 May 2005

Subject of Report: The Panels Work Plan

Town or parish:

Officer/Member presenting: Councillor Steadman Panel Chairman

Key Decision: No

RECOMMENDATIONS

That the Panel discuss and review the current work plan items with a view to establishing an updated version for the coming year. In doing so, Members should also consider any new items (within the remit of the Panel), that may benefit from Panel involvement. This should also include forthcoming priorities based upon performance issues.

1. Summary of Report

This report provides a current version of the Panels work plan. In reviewing the items, Members should note that there are some topics that are still currently ongoing and some that may be coming to an end. This is an opportunity to completely review the items and set a new work plan for the coming year. The report also reminds Members of the key factors when deciding how and whether a topic should be investigated.

Attached at appendix 1 is a terms of reference template to be completed for any ‘in depth’ investigations that the panel may wish to carryout.[J1]

2. Policy

Potential policy implications may arise dependent upon the outcome of any future investigation.[J2]

3. Details

As the Panel is considering its work plan it is felt beneficial to remind Members of the key factors when discussing work planning.

Primarily, you will need to assess the relevance, interest and impact any investigation will have, for the Council and the Community. It is better to consider a few topics in detail than skate over the surface of a large number of issues.

Members are able to suggest items for their own Panel work plan at any time (in line with the Panel remit), these must be received at the Town Hall (Democratic Services) at least nine working days before the next Panel meeting. The Panel can then discuss at its meeting whether or not it wishes for that item to be included on the work plan.

Once the topics have been chosen, terms of reference should be set out as follows:

· Why - aims

· What - should be included/excluded

· How - appropriate methods of investigation

· Where - locations of meetings/any visits

· Who - use appropriate Members & Officers skills

· When - clear timescales for undertaking investigation and reporting back.

These criteria should assist the Panel in remaining focused. To aid this process a proforma is attached at appendix 1 which should be completed for any ‘in depth’ investigation that the panel wishes to carryout.

Members are reminded that a range of approaches can be considered, such as single issue agendas, Individual Panel Members being assigned specific responsibilities or small working groups investigating a specific topic over a short period (but not ongoing sub-committees).

It is important that flexibility is also left in the work plan to allow for any unexpected issues that may arise during the coming year.

[J3]

4. Consultation

Not applicable at this time [J4]

5. Financial Implications

Potential financial implications may arise dependent upon the outcome of any future investigation.[J5]

6. Equality Implications

Where appropriate equalities issues will be considered as part of any investigations undertaken by the panel [J6]

7. Corporate Implications

None specifically at this time however implications may arise as part of the panels investigations. The panels work contributes primarily to the corporate aim of Ensuring Continuous Improvement[J7]

8. Options considered

Options relate to those issues that are to be considered for inclusion on the work plan [J8]

Author

Shane Trevett

Scrutiny & Performance Team

shane.trevett@n-somerset.gov.uk

Tel: 01275 884009 [J9]

Background Papers

The Panels previous work plan and meeting minutes [J10]

Organisational Effectiveness

Policy & Scrutiny Panel

Work Plan

Panel remit

Best Value Reviews

Organisational Performance

Contract Overview

Human Resources

Equalities

The Work Plan outlined below will be constantly reviewed and may be subject to change.

Current Topics for Investigation

Detail/Notes

Timescale

Human Resources Strategy

To understand the development of & implementing of the Council’s HR strategy. To identify issues arising that the panel may wish to investigate and consider further. To monitor the implementation.

Initial presentation / report on the current position of the HR strategy at July Panel

Further timescale to be decided.

Effectiveness of Area Committees

Raised by Constitutional working group (2003)

Concern that Area Committees are not as effective as they could be in covering local issues.

Changes to the operation of Area Committees to be reviewed in May 2005

Guidance will be issued to Members informing them of the scope of issues considered by Area Committees in spring 2005

Effective communication with the public

Recommendation from Constitutional working group (2003) and recent External Audit report ‘Review of Political Structures’

Examine ways of improving communication and engagement, including public participation in O&S process

Initial presentation of Council’s new Communication Strategy to July Panel.

Further timescale to be decided.

Risk Management

The Panel consider how the Council are proposing to address the risk management

Initial report to Nov Panel outlining Councils proposed policy / strategy on risk management.

Further timescale to be decided.

Best Value Review of maximising staff attendance

In line with the Council’s policy on Best Value, Members of the appropriate Policy & Scrutiny Panel are to be involved in scrutinising the progress of reviews. This particular review is also linked to the Panels consideration of the HR strategy.

Update of Best Value Review and proposed course of Action report to be considered in February 2005

Council building and compliance with the Disability Discrimination Act (DDA)

To investigate the readiness of the Council’s building stock with regards to DDA.

Initial presentation Nov Panel.

Further updates to be provided including access audit on town hall

Timescale to be decided

Information and Communications Technology and Information Systems Strategy 2004-7

Possibility of setting up a joint working group with the Finance and Resources Policy and Scrutiny Panel to monitor the strategy

To be discussed with F&R chairman and discussed at the February / March meeting 2005

2005/06 Budget and Medium term Financial Plan

To understand pressures on Council spending and proposed amendments to the third MTFP.

Jan/Feb 2005

Topics for Future Investigation

Details/Notes

Timescale

Political Structures

Following a reference from the Executive on 7^th September 2004, an update on the progress of the action plan based on the findings and recommendations from the RSM Robson Rhodes report be provided to the Panel.

June / July 2005

Procurement

Following the initial investigation of:

§ Presentation of baseline report to July Panel, and

§ Presentation and discussion on draft Procurement Strategy at September Panel (Members of F&R PSP to be invited)

The strategy was recommended to the Executive. The Panel will revisit the strategy in the future to consider its revision and implementation

Spring / Summer

Electoral Process

Review our approach to Electoral process in light of Electoral Commission consultation.

To be decided.

Emergency Planning

What systems do we have in place and are they sufficiently robust?

To be decided.

Ongoing Topics

Detail/Notes

Timescale

General Performance Monitoring incl;

· Key Corporate Performance Indicators

· Comprehensive Performance Assessment

· External Audit Annual Letter

· Performance Plan

· Best Value Reviews

· Best Value Inspection of Partnerships

The first report was received at the September ’03 Panel meeting. Regular reporting should assist the Panel to identify any areas that you may wish to investigate further.

KCPI’s Quarterly incl.

Quarter 3 Performance analysis – 17^th March 2005

Other areas as appropriate (see Appendix 1 of last Performance Monitoring report)

Topics now concluded & taken off work plan

· S106 Agreements – update from Councillor Duck at November ’03 Panel meeting (?)

· New build contracts

APPENDIX 1

NORTH SOMERSET COUNCIL

POLICY AND SCRUTINY PANELS

WORK PLAN ITEMS 2004-2005

Terms of Reference for

Purpose of this work / anticipated value of its work:

Key objectives:

Scope of the work:

Not included in the scope:

Terms of Reference prepared by:
T of Ref agreed by O&S Panel:
Method of Investigation:
Panel Chair
Portfolio Holder

BACKGROUND:

1
2
3

SPECIFIC QUESTIONS FOR THE PANEL TO ADDRESS:

INFORMATION GATHERING:

Witnesses to be invited

Name	Organisation/Position	Reason for Inviting

Site Visits

Location	Purpose of visit

Key Documents / Background Data / Research

1
2
3

TIMESCALE

Starting:

Ending:

OUTPUTS TO BE PRODUCED

1
2

REPORTING ARRANGEMENTS

Body	Date

MONITORING/FEEDBACK ARRANGEMENTS

Body	Details	Date

Panel remit

Current Topics for Investigation

Detail/Notes

Timescale

Human Resources Strategy

Timescale

Topics now concluded & taken off work plan

WORK PLAN ITEMS 2004-2005

1

2

3

SPECIFIC QUESTIONS FOR THE PANEL TO ADDRESS:

Location

Purpose of visit

1

2

3

1

2