Agenda and draft minutes

Scrutiny Management Board
Thursday, 10th September, 2020 10.00 am

Venue: Via Teams

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

Items
No. Item

64.

Roll Call and APOLOGIES FOR ABSENCE

To receive any apologies for absence.

 

Minutes:

Members and officers confirmed their attendance at the meeting.  There were no apologies for absence received for this meeting.

 

65.

MEMBERSHIP

To report any changes to the membership of the Board.

 

Minutes:

There were no changes in membership of the Board.

 

66.

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 for this meeting.

 

67.

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 consideration of any item on the agenda.

 

68.

MINUTES pdf icon PDF 86 KB

To confirm as a correct record the Minutes of the meeting of the Board held on 22 May 2020 (copy enclosed).

 

Minutes:

An amendment to Minute 60 – page 10 – second last paragraph – line 10 to delete the words “areas in” was suggested and agreed at the meeting.

 

RESOLVED,that, subject to the amendment above,  the minutes of the meeting held on 22 May be agreed as a true record.

 

69.

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.

 

70.

ORGANISATIONAL DEVELOPMENT AND ABSENCE MANAGEMENT PERFORMANCE UPDATE pdf icon PDF 69 KB

To consider a report by the Chief Fire Officer (copy enclosed).

 

Additional documents:

Minutes:

Members received a report that provided an update to Organisational Development and cultural change, following previous discussions at Scrutiny Management Board meetings where the importance of organisational culture to performance and employee well-being were highlighted. The report also provided the opportunity to consider the latest position with regards to absence management performance, taking into account the task and finish work completed by Scrutiny Members last year.  Appendix 1 to the report was an update on delivery of the recommendations of the Scrutiny Task and Finish work on absence management which were approved by Cabinet on 30 Jan 2020.

 

The Chief Fire Officer and Manager - Operational Delivery gave a presentation providing an update on delivery of some of the work-streams within the Organisational Development Programme and consideration of the impacts of Covid 19 and how this may influence future ways of working. The presentation also provided a high level update on absence management and delivery of the Scrutiny Management Board’s recommendations.           

In discussion, Members highlighted the advantages and disadvantages of home and virtual working raising some concerns on the isolation and management aspects of it. The Chief Fire Officer highlighted some of the measures put in place as tools and support for staff wellbeing.  These included dedicated wellbeing webpages, the publication of Covid guidance, good communication and the introduction of “wobble” rooms (safe places to reduce stress and anxiety).  

 

Members recognised that remote working would have a negative impact on some staff and were informed on work being undertaken at Assistant Director level, to categorise staff based on their individual and personal needs.  Part of this work included the introduction of 3 half day bookable sessions for staff to safely return to the workplace, a refresh of the Workforce Plan and the introduction of different performance measures.

 

In answer to a member’s question, the Executive Director – Corporate, Customer and Community Services advised members that the Council was not currently giving consideration to hybrid meetings.  The advantages and disadvantages of holding remote meetings were discussed.  The establishment of a Task and Finish Group for Remote Meetings was on the agenda for later discussion.

 

The Manager – Operational Delivery updated the sickness absence figures at the meeting.  These showed a positive increase in attendance.  The Chief Fire Officer informed members that remote working enabled increased attendance through flexibility. The Council were aware of the potential for emerging sickness absence, whilst staff were working remotely, such as musculoskeletal and mental health.   Members asked for comparable monthly and yearly figures and suggested benchmarking against other organisations.  The Manager – Operational Delivery outlined benchmarking measures already in place and agreed to provide comparable figures in future reports.  

 

Members questioned the upskilling of managers to assist with the new ways of management of staff.   The Chief Fire Officer advised that upskilling formed part of the agenda for management work programmes. 

 

In answer to a question on the staffing structure of human resources and the lack of a top officer position, members were informed that the  ...  view the full minutes text for item 70.

71.

UPDATE ON TASK AND FINISH GROUP RECOMMENDATIONS pdf icon PDF 63 KB

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

 

Additional documents:

Minutes:

Members received a report, the purpose of which provided an update on some of the key recommendations made by the Scrutiny Advisory Boards since the last update in June 2019.

 

The Strategic Policy and Scrutiny Advisor advised members that a collation of some of the key recommendations made by the Scrutiny Advisory Boards through Task and Finish Groups and within Board meetings was attached at Appendix 1 to the report.  Members noted that these had been based on updates provided to Boards to date. Members were informed that some updates had been delayed due to the cancellation of meetings since March 2020 and the review of Board Work Programmes to prioritise issues within the current context. Members noted that further updates would be provided to Boards over the autumn and winter and it was the intention to provide Scrutiny Board Members with a comprehensive update in early 2021.

 

Members also noted that the Scrutiny Annual Report 2019/20 included further information and case studies on the impact of pieces of scrutiny work.

 

In discussion of Adverse Childhood Experiences (ACE), a member welcomed the establishment of a new Police Trauma Team in the south of the county. 

 

RESOLVED,that the report be noted.

 

72.

SCRUTINY CHAIRS UPDATE pdf icon PDF 79 KB

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

 

            Cumbria Police and Crime Panel                               Mr W McEwan

            Cumbria Health Scrutiny Committee                          Ms C Driver

            Scrutiny Panel - Adults                                                 Mr M Wilson

            Scrutiny Panel - Children and Young People           Mrs V Tarbitt

            Cumbria LEP Scrutiny                                                  Mr B 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)       Local Enterprise Partnership (LEP) Scrutiny Board

 

The Chair of the LEP Scrutiny Partnership Board updated members on meetings that had taken place with the LEP Chief Executive in which he had received assurances that the LEP was responding to the COVID-19 pandemic in terms of recovery planning relating to the economy and discussed an updated work programme to ensure that the LEP Scrutiny Board was effectively scrutinising the LEP in light of the current context. 

 

(2)       Cumbria Police and Crime Panel

 

Members were informed that an informal briefing had been convened and updates on the Covid 19 response and other policing matters had been provided.  The main points included in the the briefing were County Lines,  Police and Crime Plan, the Commissioners Annual Report, the Strategic Co-ordination Group and engagement with the Chief Constable and the financial position – Police and OPCC. 

 

Members noted that the next meeting of the Police and Crime Panel was due to take place on 16th October

 

(3)       Cumbria Health Scrutiny Committee

 

Members noted that an informal session of the Cumbria Health Scrutiny Committee had been held and various issues had been discussed such as Covid 19 Service Changes, Recovery Plans and the future work programme in the context of the pandemic and its impacts.  The next meeting of the Committee would take place on the 5th October 2020 and the Committee would be considering Urgent, Emergency and Elective Surgery Pathways in North Cumbria Integrated Care Trust, Winter Planning and the Impact of Integrated Care Communities on Acute Settings in South Cumbria.

 

The Chair informed the Board of additional scrutiny activity that was being planned for the Committee and, following a suggestion to have devolution as a future agenda item, encouraged members’ to submit further items for future Committee consideration.

 

(4)       Scrutiny Advisory Board – Adults

 

Members were informed that the Adult Scrutiny Advisory Board had held an informal session on the 20th July and received information on and considered the impact of COVID 19 on the Residential Care Sector in Cumbria, the secondary consequences of COVID 19, Adult Social Care impact of COVID-19 - with a specific focus on Safeguarding Adult and the future Work Programme for the Board in the context of the COVID-19 pandemic and its impacts. 

 

It was noted by members that the next meeting of the Adults Scrutiny Board would take place on the 16th October and addressing various issues. 

 

(5)       Scrutiny Advisory Board – Children and Young People

 

Members were informed that the next meeting of the Children and Young People’s Scrutiny Board will take place on the 11th September and would be looking at the COVID-19 response and recovery for children and young people in Cumbria, receiving a Youth Justice presentation and Cabinet Member updates. The Chair informed members that the Board would also be keen to understand the significance of this year’s GCSE and A-level  ...  view the full minutes text for item 72.

73.

Scrutiny Performance Working Group Update pdf icon PDF 78 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 Strategic Policy and Scrutiny Advisor providing an update from the Scrutiny Performance Working Group.  The draft minutes from the Working Group’s meeting in July 2020 were appended to the report.

 

RESOLVED, that the report be noted.

 

74.

SCRUTINY MANAGEMENT BOARD UPDATE REPORT AND WORK PROGRAMME pdf icon PDF 113 KB

To receive a report from the Strategic Policy & Scrutiny Advisor (copy enclosed) (please note that Appendix 4 is to follow).

 

Additional documents:

Minutes:

Members received a report that provided the Board with an update on issues and developments that had occurred since their meeting in May 2020.  The appendices to the report also provided Board Members with the Scrutiny Work Programme, a draft refreshed Scrutiny Development Plan, the current Forward Plan of Key Decisions and a draft Scope for Scrutiny Activity in relation to Local Government Reform. 

 

In discussion, it was agreed that the Chair and Vice Chair of the Scrutiny Management Board be the Chair and Vice Chair of the Task and Finish Group for Local Government Reform.

 

RESOLVED,   that

 

                          (1)          the range of activity report be noted;

 

                          (2)          the work programme presented in Appendix 1 be agreed;

 

                          (3)          the draft refreshed Scrutiny Development Plan, with the inclusion of Remote Working, be agreed;

 

                          (4)          the Forward Plan of Key Decisions be noted;

 

                          (5)          the draft scope for Scrutiny activity in relation to Local Government Reform presented in Appendix 4 be agreed and the Chair and Vice Chair of Scrutiny Management Board be the Chair and Vice Chair of the Local Government Reform Task and Finish Group.

 

75.

DATE OF NEXT MEETING

To note that the next meeting of the Board will take place on 13 November 2020 at 10.00 am.

 

Minutes:

It was noted that the next meeting of the Board will take place on 13 November 2020 at 10.00 am.

 

The Chair reminded members of the LEP Scrutiny Board which would be held that afternoon at 2.00 pm.