To receive any apologies for absence

Apologies for absence were received from Mr Thornton.

To report any changes to the membership of the Board

Following the annual Council meeting Mr Clare was no longer a member of the Board. Members asked that their thanks to him for his contribution to the Board over the years be placed on record.

To disclose any personal and prejudicial interests relating to any item on the agenda.

NB   The following is a summary of what constitutes a personal interest and a personal and prejudicial interest.  Please seek advice or refer to the Code of Conduct (paragraph 8) for full definitions.

Personal Interests

You have a personal interest if the issue being discussed in the meeting affects the well-being or finances of you, your family or your close associates more than most other people who live in the Electoral Division affected by the issue.

Personal interests are also things that relate to an interest you must register.

N.B. If the personal interest arises because of your membership of another public body, you only need to declare it if you intend to speak.

A personal interest should be declared as follows:

I have a personal interest in agenda item […] regarding the report on […] because I am […].

Personal and Prejudicial Interests

If you have a personal interest in a matter you will also have a prejudicial interest in that matter if the interest is one which a member of the public, with knowledge of the relevant facts, would reasonably regard as so significant that it is likely to prejudice your judgement of the public interest.  If you have a personal and prejudicial interest you must withdraw from the meeting room for that item, unless you are there to make representations and the public have the same opportunity to do so

NB You only have a prejudicial interest if the matter

·        affects your financial position or that of your family, close associate, employer etc or it

·        relates to a regulatory matter

A personal and prejudicial interest should be declared as follows:

I have a personal and prejudicial interest in agenda item […] regarding the report on […] because I am […].

Advice on this can be sought from staff in Legal and Democratic Services.  Members are requested to seek advice, wherever possible, before the meeting starts.

There were no disclosures of interest.

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

There were no items for which the press and public should be excluded

To confirm as a correct record the Minutes of the meeting of the Board held on  13 March 2012 (copy enclosed)

RESOLVED, that the minutes of the meeting of the Board held on 13 March

2012 be confirmed as a correct record and signed by the Chair

There were no call in items for this meeting.

For members to be informed of any CCfA received by the County Council and consider whether any further action needs to be taken by the Board

There had been no Councillor Calls for Action.

To consider the work programme (copy enclosed).

The Board considered the latest work programme. The following updates were given:-

The Environment Scrutiny Advisory Board would be looking at flood management and would revisit the Carbon reduction in schools review. In addition the procurement review was on hold.

The Children and Young People’s Scrutiny Advisory Board was likely to revisit the looked after children review following the current Ofsted inspection on Children’s Services.

At the scrutiny member away day on 22 May all suggested reviews would be looked at and those considered to be the highest priority would be selected.

RESOLVED,  that the report be received.

To consider a report from the Chair of the Third Sector Task & Finish Group (copy enclosed).

The Board considered a paper which updated members of the work of the Third Sector Task and Finish Group, and outlined their findings and recommendations.

The report had been updated to reflect feedback on the first report given by the Board (see minute no 167).

Members welcomed the report and there was a general acceptance that the third sector needed to work together better as well as rationalise structures etc. to achieve efficiencies and make better use of resources.

A co-ordinating group representing the third sector was keen to engage with the Council earlier in the latter’s strategic planning process. The prospect of a scrutiny member engaging with this group would be investigated.

RESOLVED,  that the Task and Finish Group’s final report be approved and submitted to Cabinet for consideration.

To consider a report from the Chair of the Procurement Task and Finish Group (copy enclosed).

The Board considered a paper which updated members of the work of the Procurement Task and Finish Group, and outlined their findings and recommendations for consideration.

.

RESOLVED,  the findings of the Procurement Task and Finish Group in relation to the timeliness of a Scrutiny review into the Council’s procurement processes be noted and the review be rescheduled in the work programme to a more appropriate time in late 2012

To consider a report from the Chair of the Access to Archives Task and Finish Group (copy to follow).

The Board considered a paper which updated members of the work of the Archives Task and Finish Group, and outlined their findings and recommendations.

Whilst some of the recommendations were welcomed the first two recommendations from the Group asked Cabinet to protect the Archives service from future cuts and that any extra income created should be directed back into the service itself, without revenue funding being cut as a result. Given that it was extremely unlikely Cabinet would agree these recommendations in the current financial climate it was agreed that the Group should be asked to re-consider their report and those two recommendations in particular.

RESOLVED,  that the Task and Finish Group’s final report be referred back for re-consideration.

To consider a report by the Corporate Director – Resources (copy enclosed).

The Board considered a report which sought members’ views on how Scrutiny would be involved in the Strategic Planning Process for 2012/13. In addition, the Corporate Director - Resources gave a presentation on the financial position of the County Council and potential savings that would need to be delivered in the medium to long term.

Members considered the most appropriate way for Scrutiny to begin to engage in the 2012/13 strategic planning process and the timescales for this work. Members agreed to begin the process at the cycle of Panel meetings from July onwards (after the completion of final accounts). Each Scrutiny Board would hold an informal workshop, open to all non-executive members, with the relevant Corporate Director and directorate officers, either directly before or directly after the formal meeting, to begin to review the specific financial and policy context for the Directorate. This would involve looking at specific options, details of which should be circulated in advance, as well as any proposals members might come forward with.  Further work may then be agreed arising from this process.

RESOLVED,  that engagement in the 2012/13 Strategic Planning Process and the timescales for this engagement be agreed as set out above.

To consider the performance scorecards in relation to the Chief Executive’s office, the Resources Directorate and the Organisational Development Directorate.

The Board considered the performance scorecards in relation to the Chief

Executive’s office, the Resources Directorate and the Organisational Development Directorate.

RESOLVED, that the reports be received.

To consider a report by the Chief Executive (copy to follow).

The Board considered a briefing paper which provided a summary of how the Council was responding to the requirements of the Freedom of Information Act 2000.

Members queried whether, when the Council evoked the charging policy and the requester said they would pay, the authority secured the payment before releasing the information. A response to this query would be sent to members after the meeting.

RESOLVED, that the report be received.

To consider a report by the Senior Scrutiny Manager (copy enclosed).

The Board considered a paper which updated Members on a number of issues and developments regarding Scrutiny that had taken place since the last meeting of the Board.

Following a suggestion from a member, the possibility of involving representatives from Directorates affected by scrutiny reviews at the 22 May member Away Day would be looked at. If not feasible on this occasion the idea would be taken forward for the next event.

RESOLVED, that the report be received.

Date: Tuesday 12 June 2012

Time: 10am

Venue: County Offices, Kendal

12 June at 10am in Kendal