Agenda item

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 Overview and 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, 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 was 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 had received the annual report for consideration, providing opportunity for comment prior to the supply of the final report to Council.

In the subsequent discussion a number of points were raised including:

·       A reasonable notice of issues coming forward needed to be provided to the Overview and Scrutiny bodies.

·       There were also opportunities for the Committee to add value, plan and contribute to various issues.

·       There were only 4 meetings remaining for the remainder of the year and therefore there was a need to be really careful about how work was selected.

·       There would be a need to work outside of the Committee if the Committee was able to achieve meaningful scrutiny.

·       It was noted that any Councillor was able to request items to come forward to Overview and Scrutiny Committees.

·       There would be regular meetings between the Chairs and Vice-Chairs of the Overview and Scrutiny bodies.

·       Special meetings can be constituted if they are required for particular issues. However, the Committee would need to be mindful of resource across the Council and within Democratic Services. There were also opportunities for work outside the committee and this would need to be managed appropriately.

·       Use of Scrutiny’s powers to effectively look at policy document and build a picture around the issue by calling people to account and effectively investigating different issues.

·       The Committee would need to develop its own work programme and would need to find ways to address this effectively. The Chairman commented that the more robust overview and scrutiny is the better the democratic process is.

·       Ways of working. The Chairman advised that there may be a need to require sub-Committees and hoped that the Committee would be able to effectively utilise the use of rapporteurs.

·       That the work programme for the Committee can change and whilst there was a need to be agile there needed to be a flexible process in agreeing the agenda.

·       The importance of Overview and Scrutiny to the democratic process which should be done thoroughly and competently.