Agenda and draft minutes

Scrutiny Co-ordinating Board
Thursday, 19th September, 2019 6.45 pm

Venue: Council Chamber, Town Hall, Penrith

Contact: Members Services  01768 817 817

Items
No. Item

SCb/18/09/19

Apologies for Absence

Minutes:

Apologies for absence were received from Councillor Raine, Councillor Armstrong attended as substitute, Councillor Owen, Councillor Nicolson attended as substitute, and from Councillor Holden, Councillor Eyles attended as substitute.

SCb/19/09/19

Minutes

To confirm and approve the minutes SCb/10/07/19 to SCb/17/07/19 of the meeting of this Board held on 18 July 2019 as a correct record of those proceedings (copies previously circulated).

 

Minutes:

RESOLVED that the minutes SCb/10/07/19 to SCb/17/07/19 of the meeting of this Board held on 18 July 2019 were confirmed as a correct record of those proceedings.

 

SCb/20/09/19

Declarations of Interest

To receive declarations of the existence and nature of any private interests, both disclosable pecuniary and any other registrable interests, in any matter to be considered or being considered.

Minutes:

Councillor Eyles gave a personal explanation in that he intended to record the meeting for personal use.

 

Councillor Lawson gave a personal explanation in that he intended to record the meeting for personal use.

SCb/21/09/19

Update on Consultants

A verbal update provided by the Chief Executive regarding the use of consultants in Eden District Council.

Minutes:

The Chief Executive gave a verbal update to Members on the current situation with consultants that the Council are in over the recent weeks. She stated that given the Council was about to undergo a period of change as the One Eden project takes shape, in line with the change management policy, there was an increased requirement for temporary staff. Currently there were three consultants in place, covering the role of Strategic Adviser People and Place, Senior Adviser Transformation and Customers and locum Senior Solicitor.

 

A recent Human Resources and Appeals Committee had agreed to the appointment of the locum Solicitor as interim Assistant Director Governance whilst the substantive post holder was on maternity leave.  The same committee had agreed the appointment of interim Assistant Director Finance, in view of the resignation of the substantive post holder.

 

The Strategic Advisor People and Place would leave on 3 October 2019.  He had been responsible for undertaking projects such as options for accommodation review, plans for commercial opportunities, work regarding the Heart of Cumbria arrangements and a study in relation to Newton Rigg College.

 

The Senior Advisor Customer and Transformation was responsible for supporting the Chief Executive in developing the transformation programme, and undertaking the recent Local Government Association Communications Review, as well as helping with the Council Plan work. She would remain in place for another 2-3 months.

 

Councillor Smith arrived at 7.00pm.

 

The Chief Executive then answered questions from the Members of the Committee, including questions regarding the transparency of the use of consultants, as well as costs involved.

 

The Chairman thanked the Chief Executive for attending committee to give an update.

SCb/22/09/19

Corporate Performance Report: April to June 2019 pdf icon PDF 140 KB

To consider report CE13/19 from the Chief Executive which is attached and which seeks to provide a summary of progress against our targets for the period April to June 2019; and inform the Scrutiny Co-ordinating Board of any areas of concern or issues requiring attention and the remedial activity in place to deal with these.

 

RECOMMENDEDED that the Scrutiny Co-ordinating Board notes the progress to date, and the action being taken to address areas of concern.

Additional documents:

Minutes:

Members considered report CE13/19 from the Chief Executive which sought to provide a summary of progress against our targets for the period April to June 2019 and informed the Scrutiny Co-ordinating Board of any areas of concern or issues requirement attention and the remedial activity in place to deal with these.

 

Members expressed concern that there was a need for more detail in order for Scrutiny Co-ordinating Board to highlight areas of concern and requested that there be more narrative in future reports.

 

RESOLVED that progress to date and the action being taken to address areas of concern be noted.

 

The Chief Executive left the meeting at 7.40pm.

SCb/23/09/19

Treasury Management Annual Transactions Report: 1 April 2019 to 31 July 2019 pdf icon PDF 215 KB

To consider report F42/19 from the Director of Corporate Services which is attached and which enables the Scrutiny Co-ordinating Board to monitor the treasury management activities of the Council.

 

RECOMMENDATION that the report is noted.

Minutes:

Members considered report F42/19 from the Director of Corporate Services which enabled the Scrutiny Co-ordinating Board to monitor the treasury management activities of the Council.

 

RESOLVED that the report be noted.

SCb/24/09/19

Budget Monitoring: 1 April 2019 to 30 June 2019 pdf icon PDF 509 KB

To consider report F44/19 from the Assistant Director Finance which is attached and which presents the quarterly budget monitoring report from 1 April 2019 to 30 June 2019.

 

RECOMMENDATION that the report is noted.

Minutes:

Members considered report F44/19 from the Assistant Director Finance which presented the quarterly budget monitoring report from 1 April 2019 to 30 June 2019.

 

RESOLVED that the report be noted.

SCb/25/09/19

Budget Scrutiny Terms of Reference pdf icon PDF 223 KB

To consider report G62/19 from the Director of Corporate Services which is attached and which seeks to agree the terms of reference for the Budget Scrutiny 2020-2021 review group prior to the budget setting process.

 

RECOMMENDATION that the terms of reference and first meeting date for the Budget Scrutiny 2020-2021 review group be agreed.

Additional documents:

Minutes:

The Chairman, using his discretion, moved this item up the agenda to item 8.

 

Members considered report G62/19 from the Director of Corporate Services which sought to agree the terms of reference for the Budget Scrutiny 2020-2021 review group prior to the budget setting process.

 

The Chairman repeated a request for volunteers for the budget scrutiny process. Councillor Nicolson volunteered to take part in the process. The first meeting of the Budget Scrutiny Review Group would take place during the last week of October.

 

RESOLVED that the terms of reference and the first meeting date for the Budget Scrutiny 2020-2021 review group was agreed.

 

The Chairman thanked the Assistant Director Finance for his attendance at the Committee, and wished him well in his future ventures.

 

The Assistant Director Finance left the meeting at 7.58pm.

SCb/26/09/19

Review of Polling Districts, Polling Places and Polling Stations pdf icon PDF 235 KB

To consider report G67/19 from the Director of Corporate Services which is attached and which seeks to advise Members of the review of polling districts, polling places and polling stations and to provide the opportunity for the Scrutiny Co-ordinating Board to submit any comments.

 

RECOMMENDATION that the Board provides its comments on the review of polling districts, polling places and polling stations and the Returning Officer’s proposals.

Additional documents:

Minutes:

Members considered report G67/19 from the Director of Corporate Services, in his capacity as Returning Officer, which sought to advise Members of the review of polling districts, polling places and polling stations and to provide the opportunity for the Scrutiny Co-ordinating Board to submit any comments.

 

The Chairman indicated that Hunsonby Polling Station was not likely to be available due to building works.

 

RESOLVED that the Director of Corporate Services be requested to take note of the Board’s comments on the review of polling districts, polling places and polling stations.

SCb/27/09/19

Work Plans

To verbally update and decide on the work plans for the next meetings of the three Scrutiny Committees.

Minutes:

RESOLVED that

 

1.               the Chairman of Scrutiny Co-ordinating Board, the Vice-Chairman of Scrutiny Co-ordinating Board, the Chairman of the Housing and Communities Scrutiny Committee and the Chairman of the Environment and Economy Scrutiny Committee should arrange to meet in order to discuss work plans for the meetings for the rest of the municipal year.

 

2.               Heart of Cumbria Ltd. should be included on the work plan as a topic for the Scrutiny Co-ordinating Board in January.

SCb/28/09/19

Any Other Items which the Chairman decides are urgent

Minutes:

There were no items which the Chairman decided were urgent.

SCb/29/09/19

Date of Next Scheduled Meeting

The date of the next scheduled meeting be confirmed as 14 November 2019.

Minutes:

The date of the next meeting was confirmed as 14 November 2019.