Agenda and minutes

Scrutiny Management Board
Monday, 16th September, 2019 2.00 pm

Venue: Council Chamber - County Offices, Kendal, LA9 4RQ. View directions

Contact: Lorraine Davis  Email: lorraine.davis@cumbria.gov.uk

Items
No. Item

13.

APOLOGIES FOR ABSENCE

To receive any apologies for absence.

 

Minutes:

Apologies for absence were received from Mr S Collins, Mrs S Evans, Mr K Hamilton, Dr S Haraldsen, Mr C Hogg, Mr M Hawkins, Mr W McEwan and Mr B Shirley.

 

14.

MEMBERSHIP

To report any changes to the membership of the Board.

 

Minutes:

There were no changes to membership to note.

 

15.

DISCLOSURES OF INTEREST

Members are invited to disclose any disclosable pecuniary interest they have in any item on the agenda which comprises

 

1          Details of any employment, office, trade, profession or vocation carried on for profit or gain.

 

2          Details of any payment or provision of any other financial benefit (other than from the authority) made or provided within the relevant period in respect of any expenses incurred by you in carrying out duties as a member, or towards your election expenses.  (This includes any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992.

 

3          Details of any contract which is made between you (or a body in which you have a beneficial interest) and the authority

 

(a)     Under which goods or services are to be provided or works are to be executed; and

 

(b)     Which has not been fully discharged.

 

4          Details of any beneficial interest in land which is within the area of the authority. 

 

5          Details of any licence (alone or jointly with others) to occupy land in the area of the authority for a month or longer. 

 

6          Details of any tenancy where (to your knowledge)

 

(a)     The landlord is the authority; and

 

(b)     The tenant is a body in which you have a beneficial interest.

 

7          Details of any beneficial interest in securities of a body where

 

(a)     That body (to your knowledge) has a place of business or land in the area of the authority; and

 

(b)     Either –

 

(i)        The total nominal value of the securities exceeds £25,000 or one hundredth of the total issued share capital of that body; or

 

(ii)          If that share capital of that body is of more than one class, the total nominal value of the shares of any one class in which the relevant person has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

 

In addition, you must also disclose other non-pecuniary interests set out in the Code of Conduct where these have not already been registered.

 

Note

 

A “disclosable pecuniary interest” is an interest of a councillor or their partner (which means spouse or civil partner, a person with whom they are living as husband or wife, or a person with whom they are living as if they are civil partners).

 

Minutes:

There were no disclosures of interest on this occasion.

 

16.

EXCLUSION OF PRESS AND PUBLIC

To consider whether the press and public should be excluded from the meeting during consideration of any item on the agenda.

 

Minutes:

RESOLVED,that the press and public be not excluded from the meeting during any item of business.

17.

MINUTES pdf icon PDF 102 KB

To confirm as a correct record the Minutes of the meeting of the Board held on 28 June 2019 (copy enclosed).

 

Minutes:

RESOLVED,that the minutes of the meeting held on 28 June 2019 be agreed as a correct record and signed by the Chair.

 

18.

CALL-IN ITEMS

For members to be informed of any call-in items received by the County Council and to consider whether any further action needs to be taken by the Board.

 

Minutes:

The Chair advised that there were no call-in items for the Board to consider.

 

19.

Customer Programme Update pdf icon PDF 67 KB

To consider a report by the Executive Director – Corporate, Customer and Community Services (copy enclosed – Appendix 2 to follow).

 

Additional documents:

Minutes:

Members received a presentation from the Executive Director – Corporate, Customer and Community Services that provided an update on delivery of the Customer Programme.

 

The Assistant Director - Customer & Community Services informed members that the Customer Programme was one of the key transformation programmes across the organisation and the deliberate focus over the past year had been to deliver improvements to the customer experience in key service areas through use of digital technology and the service centre.  The presentation focussed on the seven elements of the customer and digital programme, future delivery, intelligent automation, savings generated and governance and reporting.  The two year delivery plan was appended to the report for members’ information.

 

In discussion, a member suggested a revisit to North Yorkshire County Council to benchmark progression of the service centre.  Officers suggested, in order to draw comparisons, a visit by the Board’s members to the service centre at Parkhouse be arranged, followed by a revisit to North Yorkshire for the original Task and Finish Group members. 

 

A discussion took place around reporting processes and “end to end” systems.   The Chair raised concerns about twice reporting a highways problem and it not being communicated to the local area team.  Officers acknowledged that a cultural change was needed and assured members work was being done within service areas to resolve communication issues.  Members were informed that the HIMs contract was up for renewal next year and options were being investigated.  The Digital and Innovation Manager informed members that adaption of tailor made systems could be difficult, costly and a problem experienced nationally.   

 

The discussion led on to engagement of front line staff in the development of the programme and encouraging use of the automated services available.  The Digital and Innovation Manager assured members of staff involvement and engagement in the transition of services and systems.  In answer to a question on the use of the machines in the reception area of Cumbria House, the Assistant Director – Customer and Community Services acknowledged little use but this may be rectified by staff training.

 

The Assistant Director - Customer & Community Services outlined the next steps which included the automation of services such as Purchase to Pay, using electronic signatures in place of paper processes ensuring systems were as fraud proof as possible.  The inclusion of part of the registration service, the development of an 18 month 2 year plan and development of a delivery plan for MTFP savings were the next priority projects.

 

In answer to a question on staffing, the Executive Director – Corporate, Customer and Community Services explained that the service centre was not centralised in Carlisle, IT systems made it possible to work in different locations around the county and existing staff had been transferred to the service in order to retain expertise.

 

The Assistant Director – Customer and Community Services informed members that joint working was taking place with the ICT team to ensure best practice and the Communication team for the promotion of priority projects.  The Executive  ...  view the full minutes text for item 19.

20.

Update from Chairs of Boards pdf icon PDF 63 KB

To receive updates from the Chair of each of the following:-

 

            Scrutiny Panel - Adults                                                 Mr M Wilson

            Cumbria Health Scrutiny Committee                          Ms C Driver

            Scrutiny Panel - Children and Young People           Mrs V Tarbitt

            Cumbria Police and Crime Panel                               Mr W McEwan

            Cumbria LEP Scrutiny                                                  Mr W Wearing

            Scrutiny Panel - Communities and Place                  Mr S Collins

 

Additional documents:

Minutes:

The Board received an update on the work of the Scrutiny Advisory Boards, Panels and Committees from each of the Chairs.

 

(1)  Scrutiny Advisory Board – Adults

 

The Board received a written update from Mr M Wilson.  At the last meeting of the Board members had considered the Promoting Independence Programme and Safeguarding Adults at risk from abuse and neglect.

 

The next meeting would consider Shared Lives, Learning Disabilities and Autism Board Action Plan and Safeguarding Adults.

 

A number of additional activities undertaken and planned by the Board was noted.

 

(2)  Cumbria Health Scrutiny Committee

 

Members noted that since the last meeting of the Board, the Health Scrutiny Committee had met and considered the following:-

 

·         HealthCare for the Future in West North and East Cumbria

·         Future Mental Health Service Provision in North and South Cumbria

·         Orthodontics in South Cumbria

·         University Hospitals of Morecambe Bay NHS Foundation Trust Improvement Plan following the Care Quality Commission inspection report

 

A number of items would be considered at their meeting in October.

 

(3)  Scrutiny Advisory Board – Children and Young People

 

Members noted the work of the Advisory Board – Children and Young People.  At their last meeting in May, the Board had carried out a “deep dive” on the SEND local area inspection report.

 

The following items would be considered at their September meeting:-

 

·         OFSTED – Hub Focused Visit

·         SEND Written Statement of Action

·         New Children’s Safeguarding Arrangements

 

(4)  Cumbria Police and Crime Panel

 

The Board received a written update on the work of the Police and Crime Panel.  The Panel had received the first Chairman’s Annual report setting out the achievements over the past year and in July, the Police and Crime Commissioner’s Annual report.  The next meeting of the Panel will focus on budgetary updates as well as updates on key objectives of the police and crime plan.

 

(5)  Cumbria LEP Scrutiny

 

Mr W Wearing advised members on the LEP Scrutiny Board.  The Board had met for a development session consisting of an update from Lord Inglewood, Chair of Cumbria LEP and an update from Jo Lappin, Chief Executive of Cumbria LEP. 

 

A meeting of the Cumbria LEP Scrutiny met on 16 September and the following areas had been discussed:-

 

·         LEP Delivery Plan;

·         Process for identifying future schemes;

·         Consideration of Strategic Objective 1 of the LIS: Skills and Workforce;

·         Update on mid-year review

 

(6)  Scrutiny Advisory Board – Communities and Place

 

Members noted that the Advisory Board – Communities and Place had met in September and considered progress on implementation of the recommendations made by the Waste and Third Sector Task and Finish Group, the digital redesign of highways services and improvements to the customer experience, an update report on the development and implementation of the Highways Permit Scheme and Highways Condition and Inspection Team arrangements and the Council’s contribution to the Local Industrial Strategy.

 

21.

Scrutiny Performance Working Group Update pdf icon PDF 73 KB

To consider a report by the Executive Director – Corporate, Customer and Community Services (copy enclosed).

 

Additional documents:

Minutes:

Members received a report from the Executive Director – Corporate, Customer and Community Services providing an update from the Scrutiny Performance Working Group.  The draft minutes from the Working Group’s meeting in July were appended to the report.

 

RESOLVED, that the report be noted.

 

22.

SCRUTINY MANAGEMENT BOARD BRIEFING pdf icon PDF 87 KB

To receive a report from the Senior Manager – Policy and Scrutiny (copy enclosed).

 

Additional documents:

Minutes:

The Board considered a report which provided an update on any issues and developments that had occurred since the meeting of the Board in June 2019.

 

The Senior Manager Customer, Policy and Scrutiny advised members that a date for the Absence Task and Finish Group had been circulated and asked members to confirm attendance before extending the invitation to the groups/independent members.  A member advised the potential date for the strategic planning session date clashed with the Eden Local Committee meeting.  The officer agreed to investigate this.

 

RESOLVED, that

 

(1)  the range of activity be noted;

 

(2)  the draft Management of Absence Task and Finish Group scope, attached at Appendix 1 to the report, be agreed;

 

(3)  the Chair and Vice Chair of SMB agree the final report to Cabinet from the Management of Absence Task and Finish Group;

 

(4)  the Joint Advisory Group for Adults and Health Scrutiny continue to meet for a further period of 12 months be agreed;

 

(5)  the work programme presented in Appendix 2 of the report be noted;

 

(6)  the draft Scrutiny Development Plan presented in Appendix 3 of the report be agreed.

 

23.

DATE OF NEXT MEETING

To note that the next meeting of the Board will take place on 27 November 2019.

 

Minutes:

It was noted that the next meeting of the Board was scheduled for 27 November at 10.00 am at County Offices, Kendal.