Committee Report NSC

6.1
 
 


North Somerset Council

 

REPORT TO THE Organisational Effectiveness Policy & Scrutiny Panel

 

Date of Meeting: 8th September 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.  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 the Panels regular opportunity to update and review the items on the 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 Panel’s investigations. The Panel’s 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 May 2005

 

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

Corporate aim

Timescale

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.

 

Issues around this topic have also recently (Aug 2005) been raised by Members of the Public therefore discussion on how the Panel might take this forward will be beneficial.

 

Corporate Aim 6 - Ensuring Continuous Improvement

Timescale to be decided.

Risk Management

 

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

Corporate Aim 6 - Ensuring Continuous Improvement

Initial report to Nov 2004 Panel outlining Councils proposed policy / strategy on risk management.

 

Risk management strategy is due at September 2005 Panel with regular updates from then on.

 

Electoral Process

Review our approach to Electoral process in light of Electoral Commission consultation. The Panel also requested a report on the outcome of the recent election process and any issues arising from that, in particular postal votes, disabled access and the role of tellers.

 

Corporate Aim 6 - Ensuring Continuous Improvement

A report is to be submitted to the November 2005 Panel.

Office Accommodation Review

The Panel Received a reference from the Executive in June 2005 setting out how the review of office accommodation was to take place. A proposed detailed business case would be available in November 2005.

 

Corporate Aim 6 - Ensuring Continuous Improvement

The Panel to receive regular update reports

2005/06 Budget and Medium term Financial Plan

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

 

Corporate Aim 6 - Ensuring Continuous Improvement

 

Jan/Feb 2005

 

Topics for Future Investigation

Details/Notes

Corporate aim

Timescale

To consider how contracts for Leisure Services may be better procured.   To examine the reason for the failure of the procurement process for the

Lake Grounds Portishead.

 

To receive and consider a Report on the failure of the previous contract. To receive and consider a Report on the preparation tendering and appraisal of the present contract; interviewing Officers and others as

Necessary.

 

 

 

Corporate Aim 6 - Ensuring Continuous Improvement

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.

 

Corporate Aim 6 - Ensuring Continuous Improvement

To be discussed with F&R chairman and discussed. No progress on this issue to date (September 2005 Panel).

 

Political Structures

Following a reference from the Executive on 7th 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.

 

A follow up audit is currently (summer 2005) being carried out. The finding of which will be submitted to panel in due course.

 

Corporate Aim 6 - Ensuring Continuous Improvement

Autumn / winter 2005

Single Status negotiations

Following the completion of negotiations the Panel will consider the way in which negotiations have been conducted with the trade unions, to identify good practice and any areas for improvement.

 

Ensuring Continuous Improvement

February 2006.

Emergency Planning

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

 

 

Corporate Aim 6 - Ensuring Continuous Improvement

To be decided.

Ongoing Topics

Detail/Notes

Corporate aim

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.

Corporate Aim 6 - Ensuring Continuous Improvement

KCPI’s Quarterly incl.

Quarter 3 Performance analysis – 17th March 2005

 

Q4 (O4/05) report August 2005

 

Q1 (05/06) report Nov 2005

 

 

Topics for Monitoring following Investigation

Details/Notes

Corporate aim

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.

 

Corporate Aim 6 - Ensuring Continuous Improvement

The Strategy has now been formally adopted by the Executive (spring 2005).

 

An update / monitoring report to be submitted to the panel early in 2006

 

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.

 

Corporate Aim 6 - Ensuring Continuous Improvement

 

A monitoring report reviewing the effect of changes will be submitted to the Panel late 2005 / early 2006

 

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.

Corporate Aim 6 - Ensuring Continuous Improvement

Update of Best Value Review and proposed course of Action report to was considered in June 2005.

 

The Panel will then review implementation in six months time.

 

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

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

Corporate Aim 6 - Ensuring Continuous Improvement

Initial presentation Nov 2004 Panel.

 

Further quarterly updates to be provided including access audit on town hall

 

Procurement

Following the initial investigation of:

§         Presentation of baseline report to July (2004) Panel, and

§         Presentation and discussion on draft Procurement Strategy at September (2004) 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

 

Corporate Aim 6 - Ensuring Continuous Improvement

Regular updates on the implementation of the strategy are submitted to the Panel

June 2005

September 2005.

Disposal of Surplus Land and Property

Following a reference from the Executive (July 2005) the Panel considered the Council’s policy for the disposal of surplus land and property and agreed to receive six-monthly update reports.

Ensuring Continuous Improvement

1st report due January 2006.

 

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

 

Terms of Reference for

 

 

Purpose of this work / anticipated value of its work:

 

 

 

 

 

 

Key objectives:

 

  1.

 

 

     2.

 

 

  3.

 

 

 

Scope of the work:

 

  1.

 

 

     2.

 

 

  3.

 

 

 

Not included in the scope:

 

  1.

 

 

     2.

 

 

 

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