CABINET POLICY ADVISORY COMMITTEE

Transcription

1 CABINET POLICY ADVISORY COMMITTEE Record of a meeting of the Cabinet Policy Advisory Committee held in the Luttrell Room, County Hall, Taunton on Friday 11 January 2013 at 10.00am. PRESENT Mr W Wallace (Chairman) Mrs A Groskop Mrs D Hill Mr P John Mr D Loveridge Other Members present: Mrs C Lawrence Mr D Huxtable Mrs F Nicholson Mr D Yeomans Mr H Siggs 70 APOLOGIES FOR ABSENCE - agenda item 1 Mr J Parham Mr P Maxwell 71 DECLARATIONS OF INTEREST - agenda item 2 Members of the Cabinet Policy Advisory Committee declared the following personal interests in their capacity as a Member of a District, City/Town or Parish Council via a written notification displayed in the meeting room: Mrs A Groskop Mrs D Hill Mr D Loveridge Mr W Wallace South Somerset District Council Sedgemoor District Council Cheddar Parish Council Sedgemoor District Council Bridgwater Town Council South Somerset District Council 72 MINUTES OF THE MEETING HELD ON 16 NOVEMBER agenda item 3 The minutes of the meeting held on the 21 December 2012 were taken as read and signed as correct. 73 PUBLIC QUESTION TIME - agenda item 4 No members of the public were present. 1

2 74 DEMOCRATIC GOVERNANCE ARRANGEMENTS REVIEW UPDATE agenda item 5 The Committee received a presentation from Julian Gale, Group Manager Community Governance detailing the possible Democratic Governance models available to the Council. The presentation considered the key messages from councils operating the various models available and those who have changed models or are in the process of change. Julian Gale reminded the Committee that he will be taking a report to full Council in April The Committee were reminded how organisational culture and the attitude of Members would impact on the success of any governance model, but that there is no one model that would be ideally suited to all situations. Julian Gale highlighted the cost implications of any change, and noted that as the Council currently has a slim line Cabinet model in place, any move to a committee system or an expanded Cabinet system would inevitably incur extra costs. Mr Derek Yeomans queried the governance models available to the Council. It was confirmed that a models available include a leader and cabinet model, a committee system or any other model which both fits with the Localism Bill and is approved by the Secretary of State. Mr Yeomans further queried officer capacity to produce reports and administer meetings if a committee or hybrid model were introduced. It was confirmed that smarter forward planning would be required, and that Member engagement would be key to success regardless of the model chosen. Mr Sam Crabb queried the number of full Council meetings which would be required under a committee system. It was confirmed that additional full Council meetings would be required under a committee system, as full Council is the sovereign body. Mrs Christine Lawrence noted the importance of not duplicating the work of other public sector bodies. It was confirmed that many partnerships are statutory; making any streamlining difficult, although in a number of cases the functions of these partnerships and other operational arrangements remain within the gift (whole or part) of the Council. Mr David Huxtable noted that if a committee structure were adopted, a separate scrutiny structure would still in all likelihood also be needed. Mr Crabb noted that a small scrutiny committee which only considers statutory matters could be run along side a committee system. He further noted the importance of including non-council members on 2

3 scrutiny committees. Mr Yeomans noted the risk of holding too many committees without any central control. Julian Gale highlighted the potential attractiveness of a Cabinet-hybrid model, as this would allow further changes to be made to the democratic structure at any time. If the decision was taken to move to a full committee system, no further changes could be made for five years. Mr William Wallace queried the timescales for change if the decision was taken to move to a different style of democratic governance. It was confirmed that if the decision to change to a committee system was taken in May 2013, this could not be implemented until the 2014 Annual General Meeting of Council. Mr Dave Loveridge noted that a full committee system could prove to be unwieldy, and that a hybrid system would appear to be the best option. Mrs Dawn Hill noted the importance of including Members in any decisions which affect their division, and that under any new structure consideration should be given to delegated decision making powers. Mr Peter John noted that there are three key drivers to which consideration should be given when making any changes to the democratic governance process; these are: member buy-in, transparency and public engagement. Mr Crabb noted that if a committee system were implemented, a large number of committees would be required due to the Council s statutory responsibilities. Mr Yeomans noted that the Somerset Waste Partnership is scrutinised by District colleagues, and that this model could be used elsewhere. Mrs Lawrence noted the importance of ensuring that if the cost of the democratic governance arrangements increases, any new system needs to deliver greater engagement and trust in the decision making process. Mr Wallace queried why a committee system of governance would incur increased costs. It was confirmed that the major additional cost would be officer time; particularly as the Council currently has no dedicated scrutiny or policy officers. Mrs Hill noted the importance of Member training following the May 2013 election. Mr David Huxtable noted the importance of ensuring that any additional cost results in greater engagement and greater confidence in the way 3

4 decisions are made. 75 CHANGE PROGRAMME UPDATE agenda item 6 The Committee received a verbal update from Richard Williams Business Development Director detailing the progress of existing Service Reviews, the new operating model and new ways of working. Richard Williams highlighted to the Committee that the change programme had been given a renewed focus; addressing the financial challenge, and modernising service delivery. Richard Williams further informed the Committee that: The management restructure was almost complete, and that the few remaining posts would now be offered to the wider Council. Staff would soon be moving into Phase 1 of SMART office, and that the Council was actively engaging with the chosen supplier regarding future phases. Mr Crabb requested details of the grades 5 8 appointments, including roles and responsibilities be circulated to all members. It was confirmed that as soon as the new structure was complete details would be circulated. Julian Gale informed the Committee that a members information sheet would be circulated today detailing the management restructure process to date. Mr Crabb queried the progress of the SMART office gateway review, and requested its findings be brought to a future meeting of this Committee. It was confirmed that the review had been completed, and that the resulting actions included communications, technology issues and the supply chain. Mr Huxtable highlighted that space for a SMART office hub had now been secured in South Somerset, and noted that the Council has applied to be part of a government pilot mapping the public sector estate. Mrs Lawrence noted the importance of communication in relation to SMART office. Mrs Anna Groskop queried if all tasks which are currently undertaken by the Council can be completed in the SMART office environment. It was confirmed that SMART office allowed staff to complete their work in a more modernised way, and offered better office space utilisation. Mr Harvey Siggs informed the Committee of the advantages of the SMART office telephony system, including the ability to make 4

5 conference calls and divert calls to a mobile device. Mr Huxtable noted that developments in IT are so fast paced that flexibility of the SMART environment is essential. Richard Williams highlighted that the SMART office solution offers scope for future IT collaboration with partners. 76 FORWARD WORK PROGRAMMES agenda item 7 The Committee noted the contents of the Forward Work Programmes. Mrs Ann Groskop queried the progress of the recommendations regarding Hestercombe House following this Committees review of the Community Asset Transfer policy. It was confirmed that work to complete the transfer was continuing. 77 CABINET POLICY ADVISORY COMMITTEE FORWARD WORK PROGRAMME agenda item 8 The Committee noted the contents of the Cabinet Policy Advisory Committee Forward Work Programme. Julian Gale informed the Committee that the Police and Crime Plan would be an agenda item at the 8 February 2013 CPAC meeting, and that the future use of the County Hall premises would be considered during a private member workshop. Mr Crabb queried if the Somerset Police and Crime Panel representatives would be invited to the meeting. It was confirmed that the item would be considered in public session; that relevant people can be alerted, and would be allowed to participate in any debate. 78 ANY OTHER BUSINESS agenda item 9 None (The meeting ended at 11.25pm) CHAIRMAN 5