Leading scrutiny and peer observation exercises, drawing conclusions on the performance of the function. In particular, the Scrutiny Chairs Group were instrumental in driving the following improvements through 2016-17: Forward work programmes are publicly accessible on website. Reduced agenda size Special meetings to manage workload Pre-meetings established Improved the quality, timeliness, relevance of information being brought to scrutiny Focussed scrutiny approach Produced a Scrutiny Handbook Implemented a Scrutiny and Executive Protocol Developed a scrutiny website The Self-Evaluation of 2017 reflects that the function is progressing well against the ‘characteristics of good scrutiny’ is the benchmark for scrutiny practice. The scrutiny chairs concluded that significant progress had been made during the 5 year period. The group has also played a fundamental role in agreeing the direction and focus of scrutiny development for using their own experiences to develop improvement actions. critical in driving scrutiny improvement with newly elected members, the key premise being to ensure that the necessary support is in place to support future elected members. The Self Evaluation also entailed a survey of members and officers, in order to provide a more holistic evidence base. The Scrutiny Self-Evaluation Findings Report 2017 concluded that the council has fit for purpose scrutiny processes in place and that the environment in which scrutiny operates is culturally conducive to effective scrutiny, with protocols underpinning the executive and scrutiny relationship. The report provides a series of key findings and improvement actions which fall within the following broad categories: Member Development Officer Training Improving scrutiny practice Developing effective public engagement mechanisms A Self-Evaluation Action Plan 2018 has been developed for implementation during 2018-19 in conjunction with the new Scrutiny Chairs Group. relation to the scrutiny function”. “This contributes to better processes underpinning the scrutiny function”. “The Council is proactive at working collaboratively with a range of stakeholders and partners and is improving accountability and scrutiny arrangements”. The self-evaluation and peer observation reports are available as separate reports to the service plan, however, key positives / for improvement evidenced by the peer review team (external observers) have been identified for further focus in 2018: Positives Sense that value is placed on the role of scrutiny by the council. Pre-meetings establish individual questions / areas of challenge. Clear work programmes in place, agenda owned by scrutiny members. Well briefed members, asking useful and challenging questions. Fairly effective chairing, respectful behaviour between members, positive relationship with officers. Opportunities for the public to take part, members taking their views into account. Meeting webcast ~ positive for public engagement.
The Scrutiny function has no allocated resource other than the Scrutiny Manager salary. Training is provided in-house via the scrutiny Manager and other colleagues and where required, external training costs are paid within the Members budget that sits within the Democratic Services Team. All efforts are made to provide maximum support to scrutiny members at minimum expenditure.
Consider ways in the council can afford real democratic engagement on major proposals in advance of decision-making. Sub-group of Democratic Services Committee to pursue. Ensuring the public has a clearer understanding of the decision-making process and awareness of the opportunities for the public to participate by improving the Scrutiny Website. Proactively engage with the public / bring the public’s perspective to its work by engaging the right people on the right topics to deliver outcomes. Scrutiny members could engage more proactively with the public through roadshows or holding specific meetings with residents and communities on particular topics. The scrutiny function could raise awareness of its role and proactively engage with the public on scrutiny topics via social media websites, such as Twitter. Whilst the public may attend meetings if the subject matter is of relevance to them, they may be unaware of the scrutiny role. Democratic Services Committee Hazel Ilett and Scrutiny Chairs Hazel Ilett and Scrutiny Chairs Hazel Ilett May 2018 Summer 2018 Ongoing ~ no timescale September 2017 Service Action Plan 2018-2021 Action Expected Impact of the Action Officer Responsible & Timescale MCC Objective & Strategic plan contributed to Funding SD principles (from list below) Q1 Progress Update Q2 Progress Update Q3 Progress Update Q4 Progress Update To support Members in scrutinising the Strategic Risk Register and holding Cabinet Members and officers to account for actions taken to mitigate risks wherever possible by; Working with the committees to identify follow-up actions arising from scrutiny of key risk areas and to schedule annual risk management into the work programmes Ensuring scrutiny activity is clearly organised, Cabinet Members and officers are clear as to what is expected of them by clarifying roles and responsibilities Those responsible for risk management are held to account and key risks relating to the committees’ remit are managed. Scrutiny Manager December 2018 All Objectives, all strategic plans, but in particular the Strategic Risk Assessment Process N/A Long-term
Support Members in reviewing new and existing policy by; Working with the Senior Democratic Services Officer to ensure the Cabinet Forward Plan is updated and is accessible to Members Assisting the chairs in identifying topics for scrutiny and prioritising work effectively Working with senior officers to encourage them to consider early pre-decision scrutiny of issues to avoid and the subsequent delay in decision-making New and existing policies are fit for purpose and meet citizens’ need. The right policies are scrutinised at the right time to achieve maximum impact. Scrutiny Members have the appropriate information upon which to challenge policy. Scrutiny Manager Ongoing All Objectives, all strategic plans, but in particular the Council’s Constitution N/A Long-term planning, with short term flexibility Support Members in holding the Cabinet and officers to account for decisions and for their performance in delivering services, major initiatives and collaborative activity Gather information, organise key witnesses, assist with lines of inquiry and ensure a clear ‘way forward’ for the scrutiny Assisting Members at by setting the context for discussion and offering guidance on questioning technique Working with the Policy and Performance Officer to ensure that Departmental Management Teams nominate an appropriate officer to attend select committees and respond to any challenge The best use is made of resources and project aspirations are realised The longevity, performance and risks associated with the projects are managed ensuring value to the public purse Scrutiny Manager Ongoing All Objectives, all strategic plans, but in particular the Council’s Constitution N/A Long-term Collaborative
Liaising with the relevant Cabinet Member to ensure clarity of purpose, responsibility and rationale for their attendance at select committee meetings Working with the chairs of select committees to ensure they a clear “way forward” at scrutiny meetings to ensure there are clear outcomes of the scrutiny Support Members in analysing performance information to enable them to hold responsibility holders to account for performance and outcomes by; Ensuring the content of reports and presentations is clear and pitched correctly Ensuring further information requests are coordinated and acted upon Working with officers in education to strengthen the level of scrutiny of schools, the EAS and the Council through holding regular meetings to identify areas of underperformance and identify key issues for scrutiny Working with the Improvement Officers to establish a rolling programme of training on performance management in order to develop a more in-depth understanding of performance data and to Cabinet and officers achieve satisfactory performance and continuous improvement in line with targets and performance indicators set nationally Schools perform at a high level and deliver continuous and demonstrable improvement The EAS raises educational attainment in schools and delivers value for money ~ for the Council in terms of school improvement and for young people in terms of raising their attainment and chances of success Scrutiny Manager Ongoing All Objectives, all strategic plans N/A Long-term Collaborative Preventative Future Focussed
encourage robust questioning Enable effective scrutiny of the Medium Term Financial Plan by; Continuing to implement the redesigned “Budget Scrutiny Process 2014-15” which includes a Joint Select Committee in addition to individual scrutiny Scrutiny of the Council’s budget is transparent and democratic, the early consideration of proposals enabling the public to assist in seeking innovative financial solutions Scrutiny Manager Ongoing All Objectives, all strategic plans, in particular the Medium Term Financial Plan N/A Long-term Collaborative Preventative Future Focussed Ensure the scrutiny function effectively holds the Public Service Board to account for its performance in delivering shared objectives Ensure effective scrutiny of decision-making and policy in line with the expectations of the Future Generations Act Scrutiny Manager Ongoing All Objectives, all strategic plans, in particular, the PSB well-being plan and Corporate Plan. N/A Long-term Integrated Collaborative Involvement Prevention To perform the general functions of the Scrutiny Manager role: Drive the wider scrutiny agenda Manage the scrutiny workload Provide advice on scrutiny to Members and officers Manage the operational aspects of the scrutiny function Coordinate and deliver scrutiny training Including working with The Scrutiny Chairs Group to: Ensure proper implementation of the Scrutiny and Executive Protocol to support the interface between scrutiny and the Cabinet To review the ‘Terms of Reference’ of the Select Committees to ensure they are relevant and take account An efficient well organised scrutiny function that supports elected Members in ensuring openness, transparency and accountability in decision-making Scrutiny Manager Ongoing All Objectives, all strategic plans, in particular, the constitution and the Corporate Plan. N/A Long-term Integrated Collaborative Involvement Prevention