Agenda, decisions and draft minutes

To provide an update on the drafting of the Annual Report

The Service Director Democratic Services & Communications sought review and feedback on the scrutiny annual report approaches from the previous municipal year.

The Chairs & Vice Chairs commented as follows:

• Members appreciated the emphasis on receiving feedback from Members to ensure satisfaction with last year's approaches;
• Seeking formal approval through the Overview and Scrutiny Committee while obtaining feedback on individual sections also works well;
• Discussion on the format used last year, including general information, pre-meetings, pre-scrutiny, and benefits of feedback to Cabinet best captures the work of the Scrutiny Committees;
• Introduction of new formats for pre-meetings and work programme formulation.

Following consideration, it was Agreed:

1.     To acknowledge the update on formulating the Scrutiny Annual Report 2024/25; and

      2. To adopt the approaches from the previous year in drafting the annual report.

Considerations:

·       Committee Remits

·       Performance Reporting

The Service Director Democratic Services & Communications updated Members on the pending peer review and outlined expectations. He explained that the peer review is a requirement under the Local Government Elections Act 2021. 

The process is to be led by WLGA with a panel comprising local officers and Elected Members from other authorities. Preparation involves presenting information and supporting material by the end of June for an October review. 

Identification of two focus areas for the panel:

1.              Delivery of the corporate plan ambitions.

2.              Support for communities in self-support initiatives.

Members discussed the nature of the panel and the non-inspection intent, though it resembles an inspection.  Action items include preparing required documentation and identifying areas where the panel can add value.

In conclusion, the Service Director Democratic Services & Communication advised that preparatory work will be completed by the end of June with a peer review panel for early October.  Findings will be reported back to Full Council for debate and questions.

With regards to performance reporting, the Service Director Democratic Services & Communications discussed how the use of performance information can be enhanced in scrutiny and increase the robustness in understanding detail and themes of performance information.

The proposal to report performance information directly to individual committees for better engagement and detailed scrutiny was considered with benefits that include more specific Director attendance, real-time issue addressing, and alignment with work programming.

Members emphasised the need for flexibility and reflection in report presentations, including executive summaries and better data visualisation.

Discussion ensued on aligning performance reports with directorate needs and ensuring comprehensive coverage of member requests. Emphasis on the importance of capturing both good practices and areas needing improvement in reports.

It was Agreed:

1. To acknowledge the arrangements and timeline for the forthcoming Peer Review process;

2. To report performance information directly to individual scrutiny committees.

To consider the format for work programme setting for the new Municipal Year, reflecting on the previous years workshop setting.

The Service Director Democratic Services & Communications discussed a plan for the upcoming Council AGM and Scrutiny work programming arrangements.

Members reflected on last year's work programming approach and the balance between Elected Members and senior leadership input. Members also discussed the importance of Member feedback to determine the effectiveness of the process.

The Chairs and Vice Chairs considered including or excluding senior officers in initial discussions to maintain objectivity. Members discussed capturing additional Member requests and ensuring comprehensive coverage in reports.

In conclusion, discussion ensued on aligning work programmes with UK and Welsh government initiatives, primarily budget setting.

Members agreed the format for work programme setting for the new Municipal Year 2025/26, reflecting on the previous year’s workshop setting

The Service Director Democratic Services & Communications raised the point of changing seating arrangements to make scrutiny meetings less formal and more interactive and where senior officers present to Scrutiny Committee they shall, from now on, present from the floor, rather than the top table. 

Members agreed and raised concerns about visibility and interaction when senior officers are present in the chamber and also discussed the importance of making external stakeholders and Members feel comfortable.

Suggestions included using the Committee room instead of the Council Chamber for a more informal environment.

The Service Director Democratic Services & Communications advised that Democratic Services will continue regular informal meetings to facilitate open discussions and feedback from Scrutiny Chairs and Vice Chairs. Members acknowledged the points raised.