Agenda, decisions and minutes

To receive disclosures of personal interest from Members in accordance with

the Code of Conduct

Note:

1. Members are requested to identify the item number and subject matter

that their interest relates to and signify the nature of the personal

interest: and

2. Where Members withdraw from a meeting as a consequence of the

disclosure of a prejudicial interest they must notify the Chairman when

they leave.

In accordance with the code of conduct there were no declarations made pertaining to the agenda.

To receive for approval the minutes of the Overview and Scrutiny Committee held on the 31 October 2023 and 13 November 2023

RESOLVED: That the minutes of the meetings of the 31 October 2023 and 13 November 2023 were approved as true and accurate reflections of the meetings.

Councillor Sera Evans requested that full names are used in the minutes for Councillor Sera Evans and also Councillor Sheryl Evans to avoid confusion over attendance.

To provide the opportunity for Members to formally respond to the first phase of the Council’s 2024-25 Budget Consultation, as the responsible scrutiny committee. 

The Service Director Democratic Services and Communications presented the report for Members of the Overview and Scrutiny Committee to be consulted and to formally respond to the first phase of the Council’s 2024-25 Budget Consultation. Members were advised that the Committee’s feedback will be incorporated into a Budget Consultation report, alongside all other feedback received from stakeholders, for consideration by Cabinet as part of developing a draft Revenue Budget Strategy for 2024/25. The draft Revenue Budget Strategy will then be pre-scrutinised by the Overview and Scrutiny Committee as part of phase 2 of the Budget Consultation process in early 2024.

The Service Director Finance and Improvement Services then provided Members with a presentation on the phase 1 Budget Consultation.

A Member commented that the Council should better communicate to residents how the Council’s reserves are used as there is common misconception that the Council has surplus funds.  The Member also commented that whilst they understood that residents are all navigating a cost of living crisis, the Council still has a duty to set a balanced budget.

A Member commented that we need to continue to protect and prioritise the education budget and invest in our children and young people.

A Member asked how the Council engages with the public when consulting on the budget and was pleased to note that engagement has taken place with young people.

The Service Director Finance and Improvement Services advised that specific locations are selected to ensure we maximise the opportunity to engage, face-to-face, with the public and there are a team of officers at each consultation event to assist and answer questions. The Service Director continued that the engagement so far had been good with many young people also getting involved in the consultation via consultation events at specific secondary schools.

The Co-opted Member referred to the earmarked reserves for specific projects and asked if the Council can review the projects to ensure they are going ahead and if not, the funds be reallocated.  The Co-opted Member also questioned scrutiny’s role in identifying efficiency savings and how the Authority are working together with other Local Authorities to collaborate and effect savings.

The Service Director Finance and Improvement Services fed back that £105m, around 53%, of the Council’s reserves have been committed to deliver the current Capital Programme and on-going investment in infrastructure, with other reserves set aside for specific purposes such as managing on-going projects and key risks.  The Service Director confirmed that reserves are kept under on-going review and are reported to elected Members at least twice a year to provide options for specific reserves to be re-prioritised, where appropriate, to support additional investment in Corporate Plan priority areas. The Service Director went on to cover the process of identifying budget savings and fed back that the Council’s approach is organisation wide and led by the Senior Leadership Team. The Service Director added that the Council’s Section 151 Officer coordinates review and challenge sessions with senior officers to identify efficiency saving opportunities that  ...  view the full minutes text for item 41.

To provide Members with the opportunity to scrutinise and formally provide comment upon the public consultations initiated by the Council’s Cabinet:

A)   Continuation of Free Breakfast Club Provision in Primary and Special Schools with the Introduction of a Charge for the additional childcare element

B)   Review of the Council's Home to School Transport Policy

The Service Director Democratic Services and Communications presented the report to Members to seek their feedback to formally respond to the Council’s consultations on the Continuation of Free Breakfast Club Provision in Primary and Special Schools with the Introduction of a Charge for the additional childcare element and Review of the Council's Home to School Transport Policy

Following discussion, the following feedback, questions and comments were received from Members:

Continuation of Free Breakfast Club Provision in Primary and Special Schools with the Introduction of a Charge for the additional childcare element

A Member asked what the impact on staff will be who run the current Breakfast Club Service and will the staffing levels be able to accommodate any change to the service.

The Director of Education and Inclusion Services explained that whilst the impact on staff is difficult to predict at this stage, the impact is not anticipated to be significant and if the demand for the provision increases the service will need to ensure there are appropriate staffing levels in place.  The Director acknowledged that recruitment within Catering Services is challenging and having vacancies in this service is fairly typical, and provided reassurance that this will be monitored closely.

The Director of Education and Inclusion Services advised that so far, the Community Engagement events had not been well attended but significantly higher responses had been received online. The Director fed back that the emerging themes show that some respondents have asked for flexibility around the charging of 5 days per week as many do not use the service every day.  The Director commented however that flexible charging arrangements would come with added administration costs so a balanced view will need to be taken. Several other Members echoed this point as not all families will need to use the facility 5 days per week. Members asked that this element be reviewed and a more flexible option considered prior to a final decision being taken.

A Member was concerned that we are adding to the financial pressure of families who are already struggling with the cost of living crisis and asked if there were alternative options that can be explored.

The Director of Education and Inclusion Services replied that the Authority does already provide a range of support for families and provided reassurance that the proposal will maintain the current free school breakfasts that are typically available from 8.30am. The proposed charge is for the childcare provision from 8am. The Director added that the consultation feedback will be captured and will be reported to Cabinet for consideration as part of the decision making process.

In response to comments around the timing element where some schools start their provision later, the Director of Education and Inclusion Services advised that the start / finish times are determined by each individual school and in line with their school day. The Director continued that the service will work with the school leadership teams to ensure a consistent approach is taken and provided reassurance that each  ...  view the full minutes text for item 42.

To provide Overview and Scrutiny with an overview of the Council’s performance, both from a financial and operational perspective

The Service Director Democratic Services and Communications introduced the report to Members on the Quarter 2 Council Performance Report to 30 September 2023.  He advised of the importance this information provides to the scrutiny process, particularly in terms of service delivery, but also in terms of informing matters for further consideration based on the performance information provided. He added that under the terms of reference, it is the responsibility of this committee, to refer any exceptions identified to the relevant subject scrutiny committee for further consideration.

The Service Director Finance and Improvement Services presented the report to Members that detailed the quarter 2 positions for revenue and capital budget performance; Treasury Management prudential indicators; Organisational Health information including staff turnover, sickness and Council strategic risks; Corporate Plan priority action plans (including performance indicators and investment); and the Council’s on-going programme of work to tackle Climate Change.

Following conclusion of the presentation, the Chairperson invited Members to ask questions.

A Member noted the high level of staff sickness in specific service areas and asked if this is being monitored and how staff are being supported to be well at work.

The Service Director Finance and Improvement Services advised that the Council’s Human Resources Service provide targeted support to services to support staff returning to work as timely as possible and noted that Social Services continue to experience particular challenges in terms of sickness levels. The Service Director fed back that arrangements are informed by real time information provided to service managers on staff attendance to inform timely action, with the Council’s Occupational Health Service providing a wide range of support and treatments for staff.  

A Member asked why there had been delays on some capital programme projects.  The Director Highways, Streetcare and Transportation Services advised that this is in part due to delays with contractors which has been difficult to manage post pandemic as a result of supply and demand challenges. The Director added that the Council’s Capital Programme represents significant investment across a large number of projects, and overall, these are delivered on time and budget, and indicated that the Council will continue to apply its robust project management arrangements with contractors to ensure on-going delivery of projects.

A Member highlighted the red and green ratings for ‘progress to date’ within Corporate Plan action plan updates and whether a further rating should be incorporated where actions were on track to be delivered by a future target date. The Member also referred to the Risk Register and suggested more narrative was needed to set out progress against controls and actions.

The Service Director Finance and Improvement Services noted that the feedback provided will be considered and, where appropriate, reflected within future reports.

A Member asked what impact the budget pressures have had on staff performance and is there enough support in place for them. The Service Director Finance and Improvement Services acknowledged that there are challenges across the Council’s services and provided reassurance that priorities and workloads are closely monitored, and  ...  view the full minutes text for item 43.

To consider any items, which the Chairman, by reason of special circumstances, is of the opinion should be considered at the meeting as a matter of urgency.

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