Agenda item number: 5 FINANCE AND PERFORMANCE MANAGEMENT OVERVIEW AND SCRUTINY COMMITTEE FUTURE WORK PROGRAMME

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1 Agenda item number: 5 COMMITTEE FINANCE AND PERFORMANCE MANAGEMENT OVERVIEW AND SCRUTINY COMMITTEE DATE TUESDAY 17 JUNE 2003 TITLE OF REPORT RESPONSIBLE OFFICER FUTURE WORK PROGRAMME Ann Joyce, Head of Overview and Scrutiny and Committees 1 PURPOSE OF THE REPORT 1.1 This report requests members to determine their work programme for 2003/04. It outlines items that were identified by the former Support Services Overview and Scrutiny Committee, existing task groups under their remit and guidance on areas for possible review, noting that there are no existing task groups under the remit of the Co-ordinating Committee. 2 RECOMMENDATIONS 2.1 That the committee determines its work programme for 2003/04, taking into account the outstanding work from the former Support Services Overview and Scrutiny Committee and the desirability of focussing on in-depth topic reviews. 3 BACKGROUND 3.1 The number of Overview and Scrutiny Committees was reduced from six to four at the Council meeting on 21 May This committee s terms of reference are derived from the former Support Services Overview and Scrutiny Committee and elements of the former Overview and Scrutiny Coordinating Committee, and are attached as appendix Set out below are work programme items that were identified by the previous committee, existing task groups that were established, guidance on conducting future in-depth scrutiny reviews and the comments of Director of Finance and Corporate Services about future work. 4 OUTSTANDING WORK Policy Framework Documents 4.1 Members will be aware that there is a constitutional requirement for policy framework documents to be referred to the relevant overview and scrutiny committee for consideration prior to a decision being taken by full council.

2 4.2 The Capital Strategy and Asset Management Plan has been referred in this way and will be examined at this meeting. A number of other policy framework documents will be brought to this committee throughout the municipal year. Critical Success Factors 4.3 There is a commitment for Medway s overview and scrutiny committees to perform a performance management function by examining quarterly reports on service performance. The next set of quarterly performance figures will be available for this committee to consider on 4 September Value for money best value review 4.4 A task group of three members met to inform the progress of the review and its work has now been completed. Work is currently underway to finish the review and to present an options report to this committee on 4 September. Corporate catering 4.5 The Support Services Overview and Scrutiny Committee considered a report on corporate catering at its meeting on 13 March. Members of that committee were keen to undertake a complete analysis of this issue and asked for further work to be undertaken. The Director of Finance and Corporate Services is commending this as a potential area of investigation for an in-depth topic review (paragraph 6.2 refers). In undertaking such an in-depth review a number of other concerns that the former committee raised in connection with the catering contract could be addressed. Corporate recharges 4.6 At its meeting on 13 March the Support Services Overview and Scrutiny Committee agreed to form a joint task group with members of the Health Overview and Scrutiny Committee to scrutinise corporate recharges to the housing revenue account and that the outcome of this investigation informs the somewhere to live best value review. Members are asked to consider whether to incorporate this into the work programme and if so, whether to establish a task group. Given that it shall be discussed during the best value review it is suggested that it is not necessary to undertake any further work in this area. Medway Community Legal Service Partnership 4.7 During consideration of the Partnerships strategic plan the Support Services Committee asked for a meeting to be organised with the credit unions in Medway to discuss the plan and to ensure that feedback from the credit unions is included in the plan. Members are advised that the Voluntary Sector Compact Action Plan is currently being developed. Within this, action will be included to support the target in the Medway Community Plan to

3 increase financial information and advice including debt counselling facilities/access banking groups/credit unions by Best value review of properties 4.8 The evaluation of individual properties has been completed and options are now being worked on. Members are also advised that the review of property management services is almost complete. It is however not possible to be specific regarding the timescale for the options report at this stage. Properties surplus to requirements 4.9 The Support Services Overview and Scrutiny Committee identified the development of a protocol for officers regarding properties surplus to requirements as a future work item. This committee is asked to consider whether it wishes to incorporate this into the work programme. Members are advised that at an operational level there is effective communication across the council to determine whether there are potential alternative uses for surplus land and buildings. On this basis it is not necessary to undertake further work in this area. Human Resources Strategy 4.10 Consideration of the council s human resources strategy was identified as a future item for inclusion on the committee s work programme. Responsibility for the strategy lies with the Employment Matters Committee, from which it is intended to establish a working group of members to consider the draft strategy. The committee is asked to consider whether it also wishes to incorporate this matter into the work programme noting that this is likely to result in a duplication of effort. Alternatively the committee may wish to await the outcome of discussion at Employment Matters. 5 GUIDANCE ON FUTURE WORK 5.1 It is widely recognised that where good pieces of in-depth scrutiny work have been conducted, it has been thorough a smaller group of members in a task group. Members are strongly urged to focus task group work on in depth topic reviews and it is suggested that no more than two large reviews are programmed for the forthcoming municipal year. It is important to ensure that the work of scrutiny is focused and allows sufficient space for in-depth work so that the work is prioritised throughout the year and the work of the committee is not overloaded. As it involves a greater commitment on the part of members in attending evidence sessions it is important that members only put themselves forward to be part of such task groups if they have the time available to attend additional meetings, some of which will need to be held during the day to accommodate those people giving evidence.

4 6 COMMENTS OF THE DIRECTOR OF FINANCE AND CORPORATE SERVICES 6.1 Members are commended to undertake a comprehensive review of catering across the council. 6.2 It is proposed that this committee commits to no more than one in-depth review at this time given the comments and recommendations in respect of the scrutiny function as a result of the corporate performance assessment of the council. Of particular relevance to this committee are those comments relating to performance management. Members will receive detailed financial and performance information throughout the year and it is anticipated that there will be a number of areas the committee wishes to focus on as meriting further in-depth investigation. It is therefore important to ensure that space is available in the work programme to respond to this requirement. 7 FINANCIAL AND LEGAL IMPLICATIONS 7.1 There are no direct financial or legal implications arising from this report. 8 BACKGROUND PAPERS None Contact for further details: Ann Joyce Head of Overview and Scrutiny and Committees

5 Appendix 1 Finance and Performance Management Overview and Scrutiny Committee Relevant policy framework documents: best value performance plan, capital strategy, comprehensive performance assessment, community plan, corporate asset management plan, corporate (strategic) plan, council s strategic plan, development of the council s budget, e-government strategy; equal opportunities statement and local public service agreement. Issue Work Type Objective(s) Timescale Asset Management Plan/Capital Strategy Critical Success Factors Value for Money Best Value Review Corporate Catering Best Value Review of Properties Policy Framework Performance management To review these plans following referral from Cabinet To review quarterly critical success factor information 17 June September 2003 Best Value Options report 4 September 2003 In-depth review Report on catering across the council To be determined Best Value Options report To be determined

6 Appendix 2 Finance and Performance Management Overview and Scrutiny Committee Terms of Reference To fulfil all the functions of an overview and scrutiny committee in relation to support services, and in particular (but not limited to): (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) (xi) (xii) (xiii) (xiv) (xv) matters concerning the employment of staff, terms and conditions of employment and staff development; initiatives to promote equalities in the workplace; monitoring and assessing access to Council services; the management of all matters in connection with the media and public relations and the consultation process; the management and provision of legal and contract services; corporate sponsorship and bidding; the provision of ICT; the planning and co-ordination of service delivery; the function and duties of the Council in relation to the conduct of elections; the provision of members support; to fulfil the overview and scrutiny role in relation to the council s best value performance plan, community plan, local public service agreement and comprehensive performance assessment; all matters pertaining to the governance of the council including the review of the constitution, executive arrangements, council rules and members allowances; to consider the effectiveness of partnership working, including the Local Strategic Partnership; to assist the Cabinet in the development of the Council s annual budget and to review and scrutinise the Council s performance in relation to budgetary management; to assist the Council in the development of a 3-year budget strategy;

7 (xvi) (xvii) (xviii) (xix) (xx) (xxi) to review the management of resources made available to the Council and to scrutinise its financial management, property and asset acquisition and disposal and capital programme; to assist the Cabinet in the development of a Council wide property and asset strategy; to promote procedures which ensure proper custodianship of Council finances, making recommendations to the Cabinet for best financial practice across the Council; to review the operation of the Council s financial regulations making proposals to the Cabinet and/or Council for their development; to receive reports from the district auditor and the Council s internal auditor making suggestions for improvement in practice to the Council and/or Cabinet as required, as a result of those reports; in particular to fulfil the overview and scrutiny role in relation to the development of the Council s budget, capital strategy, corporate (strategic) plan, corporate asset management plan, e-government strategy and equal opportunities statement

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