AGENDA ITEM 7
CSC/13/15
Committee:
Corporate Scrutiny Committee
Date:
31 March 2015
Enquiries to:
Name: Robert Fox
Designation: Scrutiny Officer
Contact details: 01245 430526
robert.fox@essex.gov.uk
CORPORATE SCRUTINY COMMITTEE WORK PROGRAMMING 2015/16
Purpose of report
In Essex there is a need for the Scrutiny Committees to plan and manage their
activities more effectively in order to ensure that there is ongoing development of the
overview and scrutiny function. A key tenet of making improvements is to focus
upon topic selection and produce more robust work programmes to underpin
improved ways of working taking a realistic account of the resources available.
Ultimately Scrutiny Members want to be in the position of exerting a proactive and
positive influence upon what the Council does in practice.
Background
There is general consensus among scrutiny practitioners that topics should be
carefully selected taking into account common criteria to enable objective choices to
be made, and work programmes devised that reflect a committee’s capacity to
deliver that programme as well as officers’ capacity to support it in that task. The
role of topic selection and work programmes has featured in Members’ Scrutiny
training, and good practice is reflected in the Council’s Overview and Scrutiny
handbook that is published on its website.
Analysis
It is intended that at this meeting the Committee will consider the potential work
programme items moving forward for the next 18 months. At the last meeting of the
Committee some initial thoughts were considered and Members had the opportunity
to suggest potential items following the meeting. An important part of gathering the
information to assist in informing the potential work programme has been to focus
upon identifying how a committee might influence and add value to Council activity,
related work, and the timescales for any known activity and decision making in order
that any scrutiny work occurs at the most appropriate point.
While it is suggested that resources necessitate that a limited number of in depth
reviews be undertaken, i.e. less than four per annum, there is scope for briefings,
fact finding visits, and limited round table discussions to ensure that Members are
well informed about what is happening across the services covered by the
Committee’s remit. Such activity will also be planned to inform Members’ on
subjects that will be the focus of more in depth investigation in the future. Members
will also be involved in planning any activity.
A list of topics has been drawn up on the basis of ideas raised by the Committee
itself. Further, items may be suggested following this meeting by the Committee, as
well as others identified by Cabinet Members and Officers. The topics suggested to
date are:
1. The Capital Programme
2. Interim Staff
3. Petitions Policy
4. Ethical Investments
5. The Reserves Policy and Rates of Return
6. Essex County Council Engagement Strategy
7. Council Tax
8. Paying the Living Wage
9. Member Enquiries System
10. Budget Setting and Planning 2016/17
11. Council Proposals for Selling Land and Building Assets
Please note the above list of topics is not intended to be in any particular order of
preference.
To provide a framework for the consideration of topics, the scoping document
template is being utilised to collate information. These are iterative documents and
the critical assessment of Members is crucial in ensuring the correct focus for any
potential review.
While an agreed work programme will assist in managing committee activity, it is
recognised that unforeseen matters will arise from time to time that will affect
Members’ ability to achieve the gaols published in the programme.
Action required by the Committee at this meeting:
Members are invited to comment on the topics being investigated for
prioritisation for the Committee’s work programme going forward, and
agree the issues to take forward as in-depth reviews in the next 18
months. A report setting out a draft work programme for the
Committee’s consideration will be submitted to the next meeting, as a
result of discussions at the meeting and following any other items
suggested.
NB: It is a matter for the Committee to agree on the full scope of any of
the items taken forward onto the agreed work programme; and the
issues highlighted in the draft scoping documents below, may, or may
not, form part of any future scrutiny review/inquiry.
___________________________________
Essex County Council
Overview and Scrutiny Committee
Review Scoping Document
This form is a tool that should be compiled at the start of each inquiry to set out clearly the
aims and objectives of the committee’s involvement in a particular matter, and will be
completed at the end of the inquiry to confirm what has been achieved. The form also
provides an audit trail for a review.
Review Topic
(Name of review)
The Capital Programme
Committee
Corporate Scrutiny Committee
Relevant Corporate
Links
All seven outcomes, plus all the associated indicators, in the ECC
Outcomes Framework.
A review of the Capital Programme is likely to be a long-term review
taking place at several Committee meetings throughout the year. The
Committee might wish to establish a Task and Finish Group to report
back to the Committee its findings and recommendations to the Cabinet
Member.
The Leader of the Council, in his presentation to the Scrutiny Board on
7 January 2014, suggested the Capital Programme as an issue
Scrutiny might wish to review.
The Committee confirmed this would be part of its work programme for
2014/15 and received an initial presentation at a Committee meeting on
24 June 2014. Cllr John Spence outlined the work he had undertaken
on the Capital Programme and the audit of the programme that was to
be undertaken.
At the 5 January 2015 special meeting of the Committee Cllr Spence
informed the Committee the work on the Capital Programme had not
moved as far forward as he would have liked. Therefore, it was agreed
to delay consideration of the Capital Programme by the Committee until
2015/16.
Timescales
Rationale for the
Review
Key Lines of
Enquiry
Other Work Being
Undertaken
What resources are
required for this
review?
Notes
How are decisions on the capital programme agreed?
What criteria are used for allocating money to capital projects?
Do such criteria link to corporate priorities?
How is the capital programme managed?
What documentation is available to show a clear and detailed audit trail
of all decisions related to the capital programme?
Is there a long-term view of the Council’s potential capital programme?
What slippage is there on the capital programme?
How does the Capital programme link up with commissioning
strategies?
Are there robust mechanisms in place to mitigate against risk?
How much political ownership of the capital programme is there?
How, and are local Members informed of capital projects in their
divisions?
What are the main sources of funding for the capital programme?
How much slippage is there on the capital programme?
The 2014/15 Internal Audit Plan indicates there are 20 days of Audit set
aside for the Capital Programme with the scope being: “There are
reported problems with the timely delivery of the capital programme and
associated slippage on schemes. There is activity to remedy this. This
review will focus on the effectiveness of revised arrangements”. Was
this audit undertaken?
In planning the review it is necessary to identify what resources are
required to undertake the review, and any costs associated with the
committee’s activity. Given that the resource available is finite, it will be
necessary to consider carefully the timing of the review within the
Committee’s overall work programme.
Essex County Council
Overview and Scrutiny Committee
Review Scoping Document
This form is a tool that should be compiled at the start of each inquiry to set out clearly the
aims and objectives of the committee’s involvement in a particular matter, and will be
completed at the end of the inquiry to confirm what has been achieved. The form also
provides an audit trail for a review.
Review Topic
(Name of review)
Interim Staff
Committee
Corporate Scrutiny Committee
Relevant Corporate
Links
Timescales
Rationale for the
Review
Key Lines of
Enquiry
Other Work Being
Undertaken
Interim staff are used across the Authority, therefore, all seven
outcomes and the associated indicators on the ECC Outcomes
Framework
The Committee to receive a briefing on the use of interm staff and its
impacts on the County Council. It is anticipated that the briefing would
be at a single Committee meeting prior to any agreement to look at the
issue further.
Scrutiny should be given a comprehensive report on the use of interim
staff at the County Council.
The impact on the County Council due to the use of interim staff needs
to be understood, both in terms of costs and of savings.
To establish whether value for money is provided to the County Council
through the appointment of interim staff rather than permanent
appointments.
Is there a corporate policy for the use of interim staff?
How much does the Authority spend on interim staff?
How many interim staff (fte) does the Authority employ at the moment?
What is the longest period a member of staff has been ‘interim’?
What benefits and improvements have there been at the Authority due
to the use of interim staff?
Is there a breakdown available, by grade, of the number of interim staff
the Authority has employed over the last 24 months?
How does the use of interim staff at ECC compare with other Local
Authorities?
Are there any alternatives to the engagement of interim staff?
Does the Authority conduct a skills audit of existing staff to ascertain
whether there is anybody ‘in-house’ to fill interim posts?
There is no particular work being undertaken which is anticipated to
have an impact upon the conduct, timescales and deadlines for this
item.
What resources are
required for this
review?
Notes
At present it is difficult to quantify the additional resources required to
undertake this review. Given that the resource available is finite, it will
be necessary to consider carefully the timing of the review within the
Committee’s overall work programme.
Essex County Council
Overview and Scrutiny Committee
Review Scoping Document
This form is a tool that should be compiled at the start of each inquiry to set out clearly the
aims and objectives of the committee’s involvement in a particular matter, and will be
completed at the end of the inquiry to confirm what has been achieved. The form also
provides an audit trail for a review.
Review Topic
(Name of review)
Petitions Policy
Committee
Corporate Scrutiny Committee
Relevant Corporate
Links
All seven outcomes and the associated indicators on the ECC
Outcomes Framework
Timescales
Rationale for the
Review
Key Lines of
Enquiry
Other Work Being
Undertaken
What resources are
required for this
review?
The Committee to receive a briefing on the ECC Petitions Policy. It is
anticipated that the briefing would be at a single Committee meeting.
The ECC Petitions Policy will have been in operation for five years in
July 2015 and the Committee should receive a briefing on the operation
and breakdown of numbers received during that time, with a
consideration to make recommendations on Policy revision.
What is the procedure for creating and submitting an eligible petition to
ECC?
Are the current threshholds for further action on a petition suitable?
Since the ECC Petitions Policy was agreed by Full Council in July 2010
how many petitions has the Authority received?
What is the geographical representation on petitions received?
How many e-petitions have been received by the Authority?
What is the breakdown by service area of petitions received?
How does the threshhold for further action on a petition at ECC
compare with other Local Authorities?
How many ECC petitions have been taken to a Scrutiny Committee for
further debate?
There is no particular work being undertaken which is anticipated to
have an impact upon the conduct, timescales and deadlines for this
item.
At present it is difficult to quantify the additional resources required to
undertake this review. Given that the resource available is finite, it will
be necessary to consider carefully the timing of the review within the
Committee’s overall work programme.
Notes
Essex County Council
Overview and Scrutiny Committee
Review Scoping Document
This form is a tool that should be compiled at the start of each inquiry to set out clearly the
aims and objectives of the committee’s involvement in a particular matter, and will be
completed at the end of the inquiry to confirm what has been achieved. The form also
provides an audit trail for a review.
Review Topic
(Name of review)
Ethical Investment
Committee
Corporate Scrutiny Committee
Relevant Corporate
Links
Essex Pensions Fund Board and Investments Steering Committee.
Timescales
Rationale for the
Review
Key Lines of
Enquiry
Other Work Being
Undertaken
What resources are
required for this
review?
Notes
The Committee to receive a briefing on Ethical Investments. It is
anticipated that the briefing would be at a single Committee meeting.
The Committee has, in the past, considered a request for an update in
ethical investments. The Committee would now wish to formally request
such an update.
What is the Essex Pensions Fund approach to ethical investments and
does it have a detailed ethical investment policy
What advice does the Essex Pensions Fund receive related to ethical
investments?
Does the Essex Pensions Fund prioritise ethics when considering
investments?
Are there any legal restrictions on what the Essex Pensions Fund is
able to invest in?
The work of the Investments Steering Committee and the Pensions
Fund Board will be outside the scope of this review.
At present it is difficult to quantify the additional resources required to
undertake this review. Given that the resource available is finite, it will
be necessary to consider carefully the timing of the review within the
Committee’s overall work programme.
Essex County Council
Overview and Scrutiny Committee
Review Scoping Document
This form is a tool that should be compiled at the start of each inquiry to set out clearly the
aims and objectives of the committee’s involvement in a particular matter, and will be
completed at the end of the inquiry to confirm what has been achieved. The form also
provides an audit trail for a review.
Review Topic
(Name of review)
Reserves Policy and the Rates of Return
Committee
Corporate Scrutiny Committee
Relevant Corporate
Links
All seven outcomes and the associated indicators on the ECC
Outcomes Framework
The Committee to receive a briefing on the Reserves Policy and the
Rate of Return on these Reserves. It is anticipated that the briefing
would be at a single Committee meeting prior to any agreement to look
at the issue further.
Essex County Council holds reserves as part of its approach to prudent
financial management. It is proposed that Members of the Corporate
Scrutiny Committee review the Council’s reserves as part of the
ongoing budget monitoring process to ensure the necessary reserves
are available to ensure business-as-normal. The Secretary of State for
Communities and Local Government stated in February 2015
“Reserves have rocketed up in the past few years and councils could
be making better use of assets to keep taxes down abd protect frontline
services, while at the same time doing more to stop billions they are
losing to fraud and collecting more Council Tax arrears”.
What are the Council’s Reserves used to fund?
What is the projected level of Reserves that Council will hold in the next
five years?
What is the minimum level of the general Reserve and how is that
figure arrived at?
What is the rate of return on ECCs Reserves?
What have the Reserves been used to fund in the last two years?
Timescales
Rationale for the
Review
Key Lines of
Enquiry
Other Work Being
Undertaken
There is no particular work being undertaken which is anticipated to
have an impact upon the conduct, timescales and deadlines for this
item.
What resources are
required for this
review?
Notes
At present it is difficult to quantify the additional resources required to
undertake this review. Given that the resource available is finite, it will
be necessary to consider carefully the timing of the review within the
Committee’s overall work programme.
Essex County Council
Overview and Scrutiny Committee
Review Scoping Document
This form is a tool that should be compiled at the start of each inquiry to set out clearly the
aims and objectives of the committee’s involvement in a particular matter, and will be
completed at the end of the inquiry to confirm what has been achieved. The form also
provides an audit trail for a review.
Review Topic
(Name of review)
Essex County Council Engagement Strategy
Committee
Corporate Scrutiny Committee
Relevant Corporate
Links
All seven outcomes, plus all the associated indicators, in the ECC
Outcomes Framework.
The Committee to receive a briefing on the Engagement Strategy with a
view to a wider Task and Finish Group review of the strategy given the
implications of reduced funding.
ECC needs to consult and involve the public when planning or
changing the way that all services are provided, whether that be for
planning the provision of services; the development and consideration
of proposals for changes in the way that services are provided; how
decisions to be made affect the operation of services; the manner in
which services are delivered to service-users and the range of services
available.
As funding is diminishing there will be a need to balance differing
demands and conflicting interests around public services. Resources
will need to be targeted appropriately with due regard to the impact
these decisions might have.
What are the rights and responsibilities that ECC has with regard to
public engagement?
How effective and consistent is public engagement at ECC?
How is public engagement undertaken currently?
What equality, diversity and inclusive dimensions are considered prior
to undertaking public engagement?
Does ECC hold a database of those who have previously given views
as a result of public engagement?
Are those who have given views following public engagement given
feedback on any final decisions?
Does ECC have an ongoing commitment to encouraging, developing
and supporting the empowerment of Essex people in the involvement,
planning, design and delivery of services it commissions?
Does ECC work with other partners on public engagement?
Timescales
Rationale for the
Review
Key Lines of
Enquiry
Other Work Being
Undertaken
What resources are
required for this
review?
Notes
There is currently no other work being undertaken which would impact
upon the conduct, timescales and deadlines for this review.
At present it is difficult to quantify the additional resources required to
undertake this review. Given that the resource available is finite, it will
be necessary to consider carefully the timing of the review within the
Committee’s overall work programme.
Essex County Council
Overview and Scrutiny Committee
Review Scoping Document
This form is a tool that should be compiled at the start of each inquiry to set out clearly the
aims and objectives of the committee’s involvement in a particular matter, and will be
completed at the end of the inquiry to confirm what has been achieved. The form also
provides an audit trail for a review.
Review Topic
(Name of review)
Council Tax
Committee
Corporate Scrutiny Committee
Relevant Corporate
Links
There are no specific corporate links associated with this review.
Timescales
The Committee to consider Council Tax alongside a review of the
Council’s 2016/17 Budget Planning proposals (below).
Rationale for the
Review
To enable the Committee to advise on the method for calculating the
County’s Council Tax for 2016/17
Key Lines of
Enquiry
What considerations are taken into account when setting the Council
Tax?
Other Work Being
Undertaken
What resources are
required for this
review?
Notes
There is no specific work being undertaken which would impact upon
the impact, timescales and deadlines for this review.
At present it is difficult to quantify the additional resources required to
undertake this review. Given that the resource available is finite, it will
be necessary to consider carefully the timing of the review within the
Committee’s overall work programme.
Essex County Council
Overview and Scrutiny Committee
Review Scoping Document
This form is a tool that should be compiled at the start of each inquiry to set out clearly the
aims and objectives of the committee’s involvement in a particular matter, and will be
completed at the end of the inquiry to confirm what has been achieved. The form also
provides an audit trail for a review.
Review Topic
(Name of review)
Paying the Living Wage
Committee
Corporate Scrutiny Committee
Relevant Corporate
Links
There are no specific corporate links associated with this review.
Timescales
Rationale for the
Review
Key Lines of
Enquiry
The committee would wish to receive and consider a variety of
evidence/information provided by a range of interested parties. The
Committee may adopt one or more of the following methods to collect
evidence/information, such as relevant documents such as poverty and
welfare strategies; relevant data such as payroll information, poverty
indicators, activity costs, employment trends etc.; and written
submissions from, or meetings with interested parties; undertake
relevant visits via Task and Finish Group review.
The Living Wage is distinct from the national minimum wage, however,
it is not designed to ensure that workers are able to achieve a decent
standard of living. The Committee would wish to understand why the
County Council does not, currently, have a policy to adopt a Living
Wage for all its workers? It would also wish to know what the
implications would be were the Authority to adopt such a policy?
How many employees does the Authority have who are paid below the
Living Wage?
What are the overall implications, (costs, levels of employment,
performance, industrial relations, pension/benefits, competitiveness and
taxation), for the Authority to adopt a Living Wage Policy?
What would be the implications for the Authority be if it were to adopt
such a policy, and insisted all providers of Council services provide a
Living Wage?
How do other public and private sector organisations move towards
implementing a Living Wage Policy
How many other Local Authorities have a Living Wage Policy?
Investigate the costs and staffing implications to the Authority if it were
to implement a Living Wage Policy.
Other Work Being
Undertaken
What resources are
required for this
review?
Notes
There is currently no other work being undertaken which would impact
upon the conduct, timescales and deadlines for this review.
At present it is difficult to quantify the additional resources required to
undertake this review. Given that the resource available is finite, it will
be necessary to consider carefully the timing of the review within the
Committee’s overall work programme.
Essex County Council
Overview and Scrutiny Committee
Review Scoping Document
This form is a tool that should be compiled at the start of each inquiry to set out clearly the
aims and objectives of the committee’s involvement in a particular matter, and will be
completed at the end of the inquiry to confirm what has been achieved. The form also
provides an audit trail for a review.
Review Topic
(Name of review)
The Members Enquiries System
Committee
Corporate Scrutiny Committee
Relevant Corporate
Links
All seven outcomes, plus all the associated indicators, in the ECC
Outcomes Framework.
Timescales
Rationale for the
Review
Key Lines of
Enquiry
Other Work Being
Undertaken
The Committee to receive a briefing on the Members Enquiries System
with a view to a wider Task and Finish Group review.
To establish a review of the administration and procedures in place on
Member Enquiries to establish that they are working effectively and to
see if there is any room for improvement. The Review could consider
the performance of the council in dealing with different types of enquiry
to try to understand where there may be delays in responding to
Members and how these might be overcome.
What are the perceived difficulties with Member's enquiries and what
are the underlying problems, if any?
What are the current standards laid down and the performance against
these?
Do different Member enquiries have different performance issues?
What is and what is not working effectively in responding to Members
enquiries?
Are delays caused by an excessive volume of enquiries logged?
Are complex problems (e.g. involving more than one service area) more
of a problem?
Are IT systems use to monitor Member enquiries fit for purpose?
What are the resources available to deal with Members enquiries and
how these are best allocated?
There is currently no other work being undertaken which would impact
upon the conduct, timescales and deadlines for this review.
What resources are
required for this
review?
Notes
At present it is difficult to quantify the additional resources required to
undertake this review. Given that the resource available is finite, it will
be necessary to consider carefully the timing of the review within the
Committee’s overall work programme.
Essex County Council
Overview and Scrutiny Committee
Review Scoping Document
This form is a tool that should be compiled at the start of each inquiry to set out clearly the
aims and objectives of the committee’s involvement in a particular matter, and will be
completed at the end of the inquiry to confirm what has been achieved. The form also
provides an audit trail for a review.
Review Topic
(Name of review)
Budget-Setting and Planning 2016/17
Committee
Corporate Scrutiny Committee
Relevant Corporate
Links
All seven outcomes, plus all the associated indicators, in the ECC
Outcomes Framework.
Timescales
Rationale for the
Review
Key Lines of
Enquiry
Other Work Being
Undertaken
What resources are
required for this
review?
It is intended that Budget-setting and planning become a standing item
on the Committees work programme
To develop a process where Members have the opportunity for timely
input into the budget-setting process.
To provide all Members with regular and understandable budget-setting
and planning information.
To raise general levels of understanding about the processes and their
implications.
To have clearly agreed timescales by which information is presented to
all Committees to enable sufficient time for a meaningful input into the
budget-setting process
The Cabinet Member has offered a meeting to the Chairman of
Corporate Scrutiny during the summer 2015 to discuss a way forward.
How inclusive is the budget-setting process, in theory and practice?
Who, currently, is consulted on the budget?
What is the timetable for setting the budget?
Does performance data inform budget-setting?
There is no other work being undertaken which would impact upon the
conduct, timescales and deadlines for this review.
Time early in 2016 for all Committees to receive details of the budgetsetting process to allow meaningful input.
At present it is difficult to quantify the additional resources required to
undertake this review. Given that the resource available is finite, it will
be necessary to consider carefully the timing of the review within the
Committee’s overall work programme.
Notes
Essex County Council
Overview and Scrutiny Committee
Review Scoping Document
This form is a tool that should be compiled at the start of each inquiry to set out clearly the
aims and objectives of the committee’s involvement in a particular matter, and will be
completed at the end of the inquiry to confirm what has been achieved. The form also
provides an audit trail for a review.
Review Topic
(Name of review)
Council Proposals for Selling Land and Building Assets
Committee
Corporate Scrutiny Committee
Relevant Corporate
Links
Timescales
Rationale for the
Review
Key Lines of
Enquiry
Other Work Being
Undertaken
What resources are
required for this
review?
Notes
The Committee to receive a briefing on Council Proposals for Selling
Land and Building Assets. It is anticipated that the briefing would be at
a single Committee meeting prior to any agreement to review the issue
further.
The Committee should request the forward plan of the Council’s
proposals for selling land and building assets. The Committee should
have the opportunity to consider the proposals and make
representation and recommendations to the Cabinet Member.
How are decisions made about selling land and building assets?
How are Members made aware of the sales?
What is the value of current proposals in the forward plan?
There is no other work being undertaken which would impact upon the
conduct, timescales and deadlines for this review.
At present it is difficult to quantify the additional resources required to
undertake this review. Given that the resource available is finite, it will
be necessary to consider carefully the timing of the review within the
Committee’s overall work programme.