Agenda item

To consider a joint report by the Democratic Services Manager and Scrutiny Coordinator (copy attached) on the progress to date in developing and improving the Council’s scrutiny function.

A joint report by the Democratic Services Manager (DSM) and Scrutiny Coordinator (SC), which detailed the progress made in developing the Council’s scrutiny function to support the delivery of its corporate priorities and improving it in line with regulators’ vision for scrutiny across Wales, had been circulated with the papers for the meeting.

The DSM introduced the report and explained that the Committee had previously considered a report on how to develop scrutiny in Denbighshire to ensure that it worked more efficiently and effectively, focused on supporting the delivery of the Corporate Plan and addingvalue to the decision-making process.  A link to the report had been provided.  The proposals put forward also aimed to address recommendations made in the May, 2014 Wales Audit Office (WAO) national report on scrutiny in Wales, Good Scrutiny? Good Question!

In response to the WAO report an Action Plan, Appendix 1, had been developed to address the regulators’ recommendations, and to progress the implementation of best practices observed by scrutiny Members during peer visits and discussions which formed part of the WAO review process.

Recommendation 7 of the WAO report had stated that each Local Authority scrutiny function should “undertake a regular self-evaluation of scrutiny utilising the ‘outcomes and characteristics of effective local government overview and scrutiny’ developed by the Wales Scrutiny Officers’ Network.”  In November, 2014 Members endorsed the adoption of the ‘characteristics’.  As part of the preparation process for last year’s Annual Report of the Scrutiny Committees a self-evaluation had been undertaken based on the above characteristics.  However, due to the low response rate to the self-evaluation questionnaire the findings were not included in the Annual Report, as it was felt that the conclusions could be deemed as unqualitative.  Appendix 2 included the results of the self-evaluation exercise, and despite the low return rate some consistent themes for improvement had been identified in Appendix 2.

During the autumn of 2016 the Council was due to be the subject of a WAO Corporate Assessment.  As a consequence the Committee was being asked to consider the progress made to date in developing scrutiny in Denbighshire, identify areas for further improvement and recommend that all County Councillors, Committee Members and officers participate in the next scrutiny self-evaluation exercise in order that the function could be properly evaluated and consequently strengthened further.

The SC explained that an ineffective scrutiny function had the potential to result in the Council not delivering its Corporate Plan, or in Cabinet or officers not being challenged and held to account for decisions taken.  This could lead to adverse regulatory reports and even Welsh Government intervention.  Ensuring the Authority had an effective scrutiny function which developed to meet new demands and challenges could mitigate the risk of adverse reports or intervention.  A robust and effective scrutiny function should also result in better evidence-based decisions.

The DSM explained that he felt that the Authority was in a position to demonstrate that changes had been implemented following the introduction of the Action Plan, these included:-

-        Input and scrutinisation of Cabinet.

-        Lead Member attendance at Scrutiny Committees, when required.

-        Leader attendance at the Scrutiny Chairs and Vice Chairs Group meetings when required.

-        Review of selection procedures for items to be presented to scrutiny.

-        An outline of the work undertaken by Task and Finish Groups.

-        Assisting with the development of the arrangements for GwE

-        Consideration had been given to the level of resources available to scrutin.

-        Public engagement with regard to the scrutiny process, and the deployment of webcasting of Council meetings and utilisation of social media.  The DSM provided details of the legislation pertaining to the introduction of the provision of webcasting and the continuation and development of the provision.

Councillors B. Mellor and W.L. Cowie felt that Member attendance at meetings had been affected by some Councillors being in full time employment and the    withdrawal of travel allowance for Councillors who were not Committee Members, or who had not been invited to attend meetings.  The DSM confirmed that the withdrawal of specified travel allowance payments had been implemented by Members with a view to achieving savings.  He explained Group Leaders had been contacted in respect of the matter, and that the criteria for payment of travel allowances would be reviewed.

The DSM explained that a request had been received from the Lead Member for training, Councillor B.A. Smith, for the inclusion of a business item on the agenda for the next meeting of the Committee on the provision of training. The Chair expressed the view that the provision of Member training include public speaking and media training.

The WAO Representative noted the steps introduced and progress made to develop scrutiny in Denbighshire.  She explained that the areas of difficulty identified during the debate had been experienced by other Local Authorities.

Following further discussion, it was:-

RESOLVED –

(i)            that the report be received and the position noted; and

(ii)               that all County Councillors be encouraged to complete the self-evaluation questionnaire when issues.