Agenda and minutes

To receive any apologies for absence from Councillors.

Apologies were received from Councillor Julie Bagwell and Councillor Dr Felicity Rice.

To receive information on any changes in the membership of the Committee.

Note – When a member of a Committee is unable to attend a meeting of a Committee or Sub-Committee, the relevant Political Group Leader (or their nominated representative) may, by notice to the Monitoring Officer (or their nominated representative) prior to the meeting, appoint a substitute member from within the same Political Group. The contact details on the front of this agenda should be used for notifications.

There were no substitute members on this occasion.

To elect a Chairman for the Place Overview and Scrutiny Committee for the 2023/24 municipal year.

(Note: If more than one nomination is received a vote will be taken by secret ballot.)

In accordance with the Constitution Meeting Procedure Rules the Chairman of the Council presided over the meeting for this item.

Nominations were received and seconded for Councillor David d’Orton-Gibson and Councillor Chris Rigby. The proposers and seconders of the nominees addressed the Committee to give reasons as to why the nominees should be elected as Chair. Following a secret ballot it was:

RESOLVED that Councillor Chris Rigby be elected Chair of the Place Overview and Scrutiny Committee for the 2023/24 municipal year.

Voting: 7 in favour of Councillor Chris Rigby and 2 in favour of Councillor David d’Orton-Gibson

To elect a Vice-Chair for the Place Overview and Scrutiny Committee for the 2023/24 municipal year.

(Note: if more than one nomination is received a vote will be taken by secret ballot.)

The Chair of the Place Overview and Scrutiny Committee presided over this item and sought nominations for Vice-Chair. A nomination was received and seconded for Councillor Richard Herrett. No further nominations were received.

RESOLVED that Councillor Richard Herrett be elected Vice-Chair of the Place Overview and Scrutiny Committee for the 2023/24 municipal year.

Voting: Unanimous

Councillors are requested to declare any interests on items included in this agenda. Please refer to the workflow on the preceding page for guidance.

Declarations received will be reported at the meeting.

There were no declarations of interest made on this occasion.

To confirm and sign as a correct record the minutes of the meeting held on 1 March 2023.

The minutes of the meeting held on 1 March 2023 were approved as a correct record and signed by the Chair.

This item was omitted in error from the published agenda. However it was confirmed that public issues could be received for this meeting.

There were no public questions or petitions.

One public statement, in relation to agenda item 7, was received from and read out at the meeting by Mr McKinstry, local resident:

Tonight's report understates the adverse reaction to this Council's scrutiny reset, when it was voted through in May 2022. 'Private Eye' said it left this Council with one of the weakest scrutiny regimes in the country, and by November this particular committee was already seeking extra meetings, for compelling reasons:

·       The sheer size of this committee's remit;

·       Burgeoning issues, such as how the Council does its procurement / contracting (following Templeman House, and the Sterte Court cladding controversy);

·       The Local Plan, which will doubtless require a working group and the additional resource described in Paragraph 53.

More meetings are unavoidable, frankly, if the present framework of scrutiny committees is to be retained. Costs would be offset via shorter meetings of full Council, where much of the scrutiny is being done now; and by development of the overview function, which would help prevent costly misadventures, such as another beach hut budget.

Overview and Scrutiny (O&S) is a statutory function of all councils operating an executive model of decision making.  In BCP Council, O&S activity is carried out by four O&S committees formed of councillors and co-opted members.  There is a requirement to report on the work of O&S to Council, to ensure good visibility of the function and Council ownership of any improvements required.

The annual report contains a summary of O&S activity undertaken over 2019-23, reflections on working practices and an action plan identifying strategic improvements to the O&S function.

All O&S Committees will receive the annual report for consideration, providing opportunity for comment prior to the supply of the final report to Council.

The Scrutiny Specialist presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'A' to these Minutes in the Minute Book, in addition when presenting the Scrutiny Specialist referred to a power point presentation a copy of which is published on the Councils website.

The Committee was advised that Overview and Scrutiny is a statutory function of all councils operating an executive model of decision making. 

In relation to this the Committee was advised that in BCP Council, O&S activity is carried out by four O&S committees formed of councillors and co-opted members. 

In addition, the Committee was informed that there is a requirement to report on the work of O&S to Council, to ensure good visibility of the function and Council ownership of any improvements required.

The Committee was advised that the annual report contains a summary of O&S activity undertaken over 2019-23, reflections on working practices and an action plan identifying strategic improvements to the O&S function.

In relation to this the Committee was informed that all O&S Committees will receive the annual report for consideration, providing opportunity for comment prior to the supply of the final report to Council.

In discussion Members commented on:

·        Welcoming the opportunity to reboot O&S in this new council term;

·        Recognising the importance of culture to effective O&S;

·        A desire to work more collaboratively and influence policy for the benefit of residents;

·       Anticipated structural changes to O&S that would see the Place O&S Committee give greater focus to climate, environment and sustainability matters.  In relation to this, the Chairman asked the committee to provide him with any comments that they may have on the future remit of the Place O&S Committee.

RESOLVED that: -

The Overview and Scrutiny Committee considered and commented on the annual report and associated action plan.

Voting: Unanimous

The Place Overview and Scrutiny (O&S) Committee is asked to consider and identify work priorities for its next meeting pending a wider review of its Forward Plan in dedicated workshop.

The Scrutiny Specialist presented a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'B' to these Minutes in the Minute Book.

The Committee was asked to consider and identify work priorities for its next meeting pending a wider review of its Forward Plan in dedicated workshop.

The Committee discussed items for the next meeting in July and highlighted the Planning Reform and the use of B&Bs for families as priority areas for the next meeting.

In relation to this the Chair highlighted that there were still seven items on the future forward plan which had been identified in the previous municipal year, and that these items would need to be considered at the forward planning workshop in terms of whether they were to remain on the forward plan.

In addition the Committee were requested to consider appointments to the Tree Strategy Working Group to re-establish the membership for the new municipal year.

RESOLVED that: -

(a)             the O&S Committee considered and agreed the following priorities for its next meeting, for subsequent publication in a Forward Plan:

·                 Planning Reforms

·                 The use of B&Bs for families

(b)            Appointments be made to the Tree Strategy Working group to re-establish the membership for the new municipal year.

Voting: Unanimous

The Committee is asked to note the current schedule of Place O&S Committee Meetings for the 2023/34 Municipal Year as follows:

6.00pm Wednesday 19 July 2023

6.00pm Wednesday 7 October 2023

6.00pm Wednesday 6 December 2023

6.00pm Wednesday 28 February 2023

The Committee noted the current schedule of Place O & S Committee Meetings for the 2023/24 Municipal Year as follows:

6.00pm Wednesday 19 July 2023

6.00pm Wednesday 11 October 2023

6.00pm Wednesday 6 December 2023

6.00pm Wednesday 28 February 2023