Please Contact: Mary Howard
Please email: mary.howard@north-norfolk.gov.uk Please Direct Dial on: 01263 516047
Committee Administrator: Alison Argent: alison.argent@north-norfolk.gov.uk
15 October 2012
A meeting of the Overview and Scrutiny Committee of North Norfolk District Council will be held
in the Council Chamber at the Council Offices, Holt Road, Cromer on Tuesday 23 October 2012
at 9.30a.m.
At the discretion of the Chairman, a short break will be taken after the meeting has been running
for approximately one and a half hours. Coffee will be available in the staff restaurant at 9.30 a.m.
and at the break.
Members of the public who wish to ask a question or speak on an agenda item are requested to
arrive at least 15 minutes before the start of the meeting. It will not always be possible to
accommodate requests after that time. This is to allow time for the Committee Chair to rearrange
the order of items on the agenda for the convenience of members of the public. Further information
on the procedure for public speaking can be obtained from Democratic Services, Tel: 01263
516047, Email: democraticservices@north-norfolk.gov.uk
Sheila Oxtoby
Chief Executive
To: Mrs A Claussen-Reynolds, Ms V R Gay, Mrs A Green, Mr B Jarvis, Mr P Moore, Mr J H PerryWarnes, Mr R Reynolds, Mr E Seward, Mr B Smith, Mr N Smith, Mr R Smith and Mr P Terrington.
All other Members of the Council for information.
Members of the Management Team, appropriate Officers, Press and Public.
If you have any special requirements in order to attend this
meeting, please let us know in advance
If you would like any document in large print, audio, Braille, alternative
format or in a different language please contact us.
Chief Executive: Sheila Oxtoby Corporate Directors: Nick Baker & Steve Blatch
Tel 01263 513811 Fax 01263 515042 Minicom 01263 516005
Email districtcouncil@north-norfolk.gov.uk Web site northnorfolk.org
AGENDA
1.
TO RECEIVE APOLOGIES FOR ABSENCE
2.
SUBSTITUTES
3.
PUBLIC QUESTIONS
To receive questions from the public, if any
4.
MINUTES
(Page 1)
(9.30 – 9.45)
To approve as correct records, the minutes of the meeting of the Overview and Scrutiny
Committee held on 25 September 2012.
5.
ITEMS OF URGENT BUSINESS
To determine any other items of business which the Chairman decides should be
considered as a matter of urgency pursuant to Section 100B(4)(b) of the Local Government
Act 1972.
6.
DECLARATIONS OF INTEREST
Members are asked at this stage to declare any interests that they may have in any of the
following items on the agenda. The Code of Conduct for Members requires that
declarations include the nature of the interest and whether it is a disclosable pecuniary
interest.
7.
PETITIONS FROM MEMBERS OF THE PUBLIC
To consider any petitions received from members of the public.
8.
CONSIDERATION OF ANY MATTER REFERRED TO THE COMMITTEE BY A MEMBER
To consider any requests made by non-executive Members of the Council, and notified to
the Monitoring Officer with seven clear working days notice, to include an item on the
agenda of the Overview and Scrutiny Committee.
9.
RESPONSES OF THE COUNCIL OR THE CABINET TO THE COMMITTEE’S REPORTS
OR RECOMMENDATIONS
To consider any responses of the Council or the Cabinet to the Committee’s reports or
recommendations.
10.
THE FORWARD PLAN AND DEMOCRATIC SERVICES WORK PROGRAMME
(Page 8)
To discuss the Forward Plan and to consider the programme of business for Cabinet,
Overview and Scrutiny, Audit and Full Council.
11.
SCRUTINY TASK AND FINISH GROUP - SCRUTINY COMMITTEE WORK
PROGRAMME AND RELATED ISSUES
(Page 21)
(Figure 1 page 32, figure 2 page 33, appendix A page 34, appendix B page 37)
(9.45 – 10.30)
Summary:
The issues examined by the Scrutiny Work Programme Task and
Finish Group are interrelated. Bringing about improvements in
agreeing what issues the Scrutiny Committee should be focussing
on and how the Committee works with Cabinet and Council can only
be fully achieved if changes are also made to such things as the
council report format, use of the Forward Plan and the Witness
Protocol.
These changes if implemented provide the opportunity to help
improve overall decision making through access to better quality
information and processes that engage all Members in important
issues. How we involve outside bodies in the work of the council can
also be improved though new witness protocols
The changes proposed have only minor resource implications, but
do rely on corporate buy in and consistent use to achieve the full
beneficial impact of improved outcomes for the North Norfolk
Community. The Corporate Leadership Team will need to consider
implementation of some of the recommendations and agreement of
Cabinet to cooperate with the changes will also be required.
Collectively these actions will help ensure that Scrutiny can add
value to the overall process of local government and how it involves
partners and residents in the process.
Recommendations: The Scrutiny Committee is recommended to:. Agree use of the work template outlined in Fig 1. for all new
areas of work to be considered by Scrutiny Committee.
. Support the sequencing of meetings as outlined in Fig 1.
. Recommend the updated report format in Appendix 1.
. Adopt the updated Witness protocol outlined in appendix 2
. Hold meetings off site where appropriate in 2013/14 as a pilot
scheme.
. Consider more use of Task and Finish Groups to deliver the
work programme of the Committee.
. Request the Corporate leadership Team and the Democratic
Services Team to manage the implementation of these
recommendations including any necessary training to assist
with new or revised procedures.
. Propose that any financial implications of these revisions be
considered as part of the 2013/14 budget round.
. That the annual review of the Scrutiny Committee should
include an assessment of these issues to ensure progress is
being achieved.
0.
That these recommendations be considered by the
Corporate leadership Team and Full Council as appropriate.
1.
That the Council Constitution be reviewed to
accommodate any agreed changes from these proposals.
Cabinet Member(s)
Ward(s) affected
Mr K E Johnson
All
Contact Officer, telephone number and email: Overview and Scrutiny Work Plan Task and
Finish Group: Chair Mr P W Moore. Report Author Mr G Williams
Consultation Undertaken:
The draft proposals were provided to the chief Executive and Group Leaders and any
feed back received was considered in drafting this report to committee.
Background Papers used in writing this report:
The Council Constitution provides much of the background to these issues together
with the original legislation to establish the new executive arrangement for councils (Local Government Act 2000)
Existing documents have been reviewed including the scrutiny work programme
template, witness protocol and report template. All documents are available from the
Democratic Services Team Leader (Mary Howard).
12.
FINAL REPORT OF THE JOINT PUBLIC TRANSPORT TIME AND TASK PANEL
(Page 43)
(Appendix C page 46, appendix D page 48)
(10.30 – 11.00)
Summary:
The Cabinet of Broadland District Council approved the
recommendations of the Joint Public Transport Time
and Task Panel on 11 September 2012. The Overview
and Scrutiny Committee of North Norfolk District Council
needs to consider how best to implement them.
Recommendations:
1. To consider how the recommendations can be
implemented in North Norfolk.
2. To make recommendations to Cabinet, if
appropriate.
3. To request that the Leader endorses the letter to
Norfolk County Council attached at Appendix C
Cabinet Member(s)
Ward(s) affected
Mr T FitzPatrick
All
Mr K E Johnson
Contact Officer, telephone number and email: Mary Howard, 01263 51607,
mary.howard@north-norfolk.gov.uk
13.
NORTH NORFOLK HOUSING STRATEGY 2012-2015 (SUPPORTING VULNERABLE
PEOPLE TO LIVE INDEPENDENTLY WITHIN THE COMMUNITY)
(Cabinet agenda, 15 October, 2012 page 22, Strategy page 26)
(11.15 – 11.35)
Summary:
The North Norfolk Housing Strategy 2012-15 consists of
3 separate documents reflecting the key areas of
supporting the delivery of new housing and
infrastructure, making the most effective use of the
existing housing stock and supporting independence.
The first two documents have been completed and
considered by Cabinet. The final document considers
how vulnerable people can be supported to live
independently within the community and contains a
detailed action plan for the period 2012-15.
Options considered:
1: Do nothing. This option was discounted as the
Housing Strategy is to consist of 3 separate documents
of which 2 have been considered by Cabinet. The
Housing Strategy will be incomplete if the third
document is not produced.
2: Complete the third document. This option was
adopted as ensures that the Housing Strategy is
completed and the needs of vulnerable households are
considered and can be addressed.
Conclusions:
The North Norfolk Housing Strategy 2012-15 is a suite
of 3 documents which address the following specific
areas:
• Supporting the delivery of new homes and
infrastructure
• Making the best use of the existing housing
stock
• Supporting Vulnerable People to Live
Independently within the Community.
Each document sets the context for the area it relates to
and includes a dedicated action plan. The third
document has now been completed and is presented to
Cabinet prior to adoption by the Council.
Recommendations:
Cabinet recommend the adoption of the North
Norfolk Housing Strategy (Supporting Vulnerable
People to live independently within the Community)
to Full Council.
Reasons for
Recommendations:
To adopt the final document in the suite of 3 which
together form the North Norfolk Housing Strategy 201215. Each document concentrates on a specific area and
has an action plan.
LIST OF BACKGROUND PAPERS AS REQUIRED BY LAW
(Papers relied on the write the report and which do not contain exempt information)
North Norfolk Housing Strategy 2012-2015 (Supporting Vulnerable People to Live
Independently within the Community)
Cabinet Member(s)
Ward(s) affected All
Contact Officer, telephone number and email: Karen Hill, 01263 516183, Karen.hill@northnorfolk.gov.uk
14.
HEALTH STRATEGY PROGRESS UPDATE
(Briefing paper attached page 57)
(11.35 – 11.55)
Contact Officer, telephone number and email: Sonia Shuter, 01263 516173,
sonia.shuter@north-norfolk.gov.uk
15.
REVIEW OF OUTSIDE BODIES
(Page 61)
(11.55 – 12.10)
Summary:
This report provides the Committee with information on
five Outside Bodies referred for review from Full Council
on 30 May 2012. It was due for discussion at the
meeting of Overview and Scrutiny of 24 July 2012 but
was deferred because of other items on the agenda.
This version of the report includes additional information
requested by Members.
Conclusions:
Norfolk Tourism and the North Norfolk Community
Transport Partnership should be removed from the
Council’s schedule of approved Outside Bodies.
Representation on the Norfolk Playing Fields
Association, Norfolk Rural Community Council and the
North Norfolk Skills Partnership requires further
consideration.
Recommendations:
1. To recommend to Full Council that the North
Norfolk Community Transport Partnership and
Norfolk Tourism should be removed from the
Official List.
2. To further consider the value to the Council of
continued representation on the Norfolk Playing
Fields Association, Norfolk Rural Community
Council and the North Norfolk Skills Partnership.
Cabinet Member(s)
Ward(s) affected
Mr K Johnson
All
Contact Officer, telephone number and email:
Mary Howard, 01263 516047, mary.howard@north-norfolk.gov.uk
16.
OVERVIEW AND SCRUTINY UPDATE
(Page 67)
(appendix E page 70, appendix F page 74, appendix G page 75)
(12.10 – 12.30)
Summary:
This report updates the Committee on progress with topics in
its agreed work programme (attached at Appendix E) and
invites Members to identify any arising items for future
meetings. The Scrutiny Committee’s working style and role is
attached at Appendix F.
Conclusions:
That progress is being made in some areas, others
need to be monitored and opportunities for scrutiny
should be discussed.
Recommendations:
That Members should consider any follow-up
actions required on these topics.
Cabinet Member(s)
Mr K Johnson
Ward(s) affected
All
Contact Officer, telephone number and email: Mary Howard, Democratic Services Team
Leader, Tel.01263 516047, mary.howard@north-norfolk.gov.uk
17.
EXCLUSION OF THE PRESS AND PUBLIC
To pass the following resolution, if necessary:
“That under Section 100A(4) of the Local Government Act 1972 the press and public be
excluded from the meeting for the following items of business on the grounds that they
involve the likely disclosure of exempt information as defined in paragraph _ of Part I of
Schedule 12A (as amended) to the Act.”
18.
TO CONSIDER ANY EXEMPT MATTERS ARISING FROM CONSIDERATION OF THE
PUBLIC BUSINESS OF THE AGENDA
Agenda item no._______4_______
OVERVIEW AND SCRUTINY
Minutes of a meeting of the Overview and Scrutiny Committee held on 25 September
2012 in the Council Chamber, Council Offices, Holt Road, Cromer at 9.30 am.
Members Present:
Committee:
Mr E Seward (Chairman)
Mrs A Claussen-Reynolds
Mr B Jarvis
Mr P W Moore
Mr R Reynolds
Officers in
Attendance:
Members in
Attendance:
Mr E Seward
Mr B Smith
Mr P Terrington
The Chief Executive, the Corporate Director, the Head of Financial
Services, the Coast and Community Partnerships Manager, the Strategy
Team Leader, the Policy Performance and Management Officer and the
Scrutiny Officer.
Mrs A Fitch-Tillett, Mr P W High, Mr K Johnson, Mrs B McGoun, Mrs A
Moore, Mr W Northam, Ms B Palmer, Mr R Shepherd and Mrs V Uprichard.
Democratic Services Officer (AA)
54 APOLOGIES FOR ABSENCE
Ms V Gay, Mrs A Green, Mr J Perry-Warnes, Mr N Smith and Mr R Smith.
The Chief Executive informed Members that Mr J Perry-Warnes was still in hospital and
a card for him from Members would be passed round at tomorrow’s Full Council meeting
for them to sign.
55 SUBSTITUTES
Mrs B McGoun for Mrs A Green, Mr R Shepherd for Mr N Smith and Mrs V Uprichard for
Mr R Smith.
56 PUBLIC QUESTIONS
Mr G Berry, Chairman of Happisburgh Parish Council and Mr M Kerby wished to speak
on a petition which had been submitted concerning the steps to the beach at
Happisburgh. This would be taken under agenda item 7 – Petitions from Members of
the public (minute 60).
57 MINUTES
The minutes of the meeting of the Overview and Scrutiny Committee held on 24 July
2012 were approved as a correct record and signed by the Chairman.
Overview and Scrutiny Committee
1
1
25 September 2012
58 ITEMS OF URGENT BUSINESS
None received.
59 DECLARATIONS OF INTEREST
Member(s)
Minute
Item
Interest
No.
Mrs A ClaussenReynolds
68
North Norfolk Housing Strategy
2012-15 (Making the Best Use
of the Existing Housing Stock)
Personal – is selling
an empty property.
Mrs A ClaussenReynolds
69
Overview and Scrutiny Update
Personal – has
recently used the East
of England
Ambulance Service.
60 PETITIONS FROM MEMBERS OF THE PUBLIC
a) Mr G Berry, Chairman of Happisburgh Parish Council said his Council had a good
working relationship with the District Council. He stood by the District Council’s
decision to reinstate the steps at Happisburgh when conditions would allow. It was
not possible to reinstate them at the present time. There had been a loss of 4 metres
of beach in the last 6 months.
b) Mr M Kerby of Happisburgh said he was present to support the decision by the
District Council. Happisburgh Parish Council and the District Council working
together had achieved so much. He supported the decision and hoped it would be
ratified by Full Council.
c) The Scrutiny Officer said the petition had been received in paper form. The petitioner
had not specified where the petition was to go and considered that it had triggered a
debate at Full Council. The Council’s Constitution stated that individuals who signed
the petition must either live, work or study in Happisburgh Ward and the number of
names required must be 10% of the Ward electorate. There were 161 signatures,
many from individuals with caravans and holiday homes. At the meeting of Cabinet,
the Chairman of the Overview and Scrutiny Committee had said the Committee
would monitor progress regarding cliff erosion and the possibility of reinstating the
steps at a later date.
d) The Chairman pointed out that a decision made by Cabinet could be called in by 10
members of the public but this had not happened. He had recently visited the beach
and the work which had taken place there was very impressive. A monitoring report
would be added to the Work Programme for October 2013.
e) The Scrutiny Officer said this matter did not need to go to Full Council as it was a
decision of the Cabinet.
f) The Chairman thanked Mr Berry and Mr Kerby for attending the meeting.
61 CONSIDERATION OF ANY MATTER REFERRED TO THE COMMITTEE BY A
MEMBER
None received.
Overview and Scrutiny Committee
2
2
25 September 2012
62 RESPONSES OF THE COUNCIL OR THE CABINET TO THE COMMITTEE’S
REPORTS OR RECOMMENDATIONS
The Scrutiny Officer referred to the appointment of temporary extra resources in
Planning Enforcement and said that her report showed that this was being addressed.
63 THE FORWARD PLAN AND MANAGEMENT OF COUNCIL BUSINESS
a) The Scrutiny Officer said that new changes in legislation meant that key decisions
must be on the Forward Plan 28 calendar days before they were reported to Cabinet.
If a report was late, it must be reported as an item of urgent business. Officers
reports must refer to any background papers and would need to state clearly why the
decision needed to be taken and the minutes should show the options discussed.
Officers were currently looking into how other councils dealt with this.
b) In response to a question from the Chairman, the Scrutiny Officer said she would find
out whether the new legislation applied to parish and town councils.
64 BUDGET MONITORING 2012/13 PERIOD 4
a) Mr W Northam presented the report which summarised the budget monitoring
position for the revenue account and capital programme to the end of July (Period 4).
The overall position at the end of period 4 showed a forecast overspend of £69,074
for the current financial year on the revenue account. The forward financial
projections for the period 2013/14 to 2016/17 were currently being worked upon for
the financial strategy that covered the same period and would be presented to
Members in October.
b) Mr P Moore commented that this was only a factual report and considered that there
was no need for a full debate.
c) The Chief Executive responded to the Chairman that there did tend to be slippage in
the capital programme for one reason or another.
RESOLVED
1) To note the contents of the report and the current forecast for the current financial
year;
2) To note the current position on the approved capital programme and approve the
recommended amendments.
65 PERFORMANCE MANAGEMENT – DELIVERY OF ANNUAL ACTION PLAN
QUARTER 1
a) Mr K Johnson said this report was similar to the previous report as it was factual.
b) Mr P Moore referred to recommendation (b) in the report concerning additional
support for planning enforcement being progressed with the Borough Council of
King’s Lynn and West Norfolk. He queried why money was being given to another
council for planning enforcement support which could instead be used to fund two
planning assistants. Mr Johnson explained that the backlog in Planning Enforcement
was being addressed and in addition a peer review of the department was taking
place in order to identify where resources should be focussed. The Council was also
keen to explore any mutual benefits of shared services. The Chief Executive added
that King’s Lynn and West Norfolk’s planning and enforcement team was more robust
and their director had been asked for temporary support at this Council. The peer
review was to take place in the autumn and would look at planning resources in its
entirety. It was hoped to be able clear the backlog in Planning Enforcement. The
Overview and Scrutiny Committee
3
3
25 September 2012
c)
d)
e)
f)
g)
h)
i)
Planning Enforcement Manager welcomed the offer of peer support from another
authority.
Mrs B McGoun asked how much Officer time had been used on resources when it
could have been used to clear the backlog. The Chief Executive replied that it was
important to put the right people in the right roles.
The Chief Executive responded to Mrs McGoun that an Officer in the Housing
Department was dealing with empty homes. Work could be carried out with the
Council Tax Department on this.
Ms B McGoun queried 1.12 being the figure for sickness absence as this did not tie
up with figures reported to the Joint Staff Consultative Committee. The Chief
Executive clarified that 1.12 sickness absence was 4.5 days per person per year.
Two years ago this figure had been 11 days. Significant improvements had been
made on sickness levels. The different figure could be a revised one.
The Chairman hoped that the defaults on cleansing could be resolved. The Director
said there had been some improvements although not as fast as hoped. Overall the
trend for defaults was down. The Council had received a 5 gold star award for its
cleansing services this year.
The Chief Executive confirmed to Mrs A Claussen-Reynolds that 124 unemployed
people had been in touch with the Learning for Everyone programme over 4 months.
She would confirm to Members whether demand for the programme outstripped
resources.
In response to the Chairman, the Chief Executive confirmed that she would find out
more information about rolling out Broadband across North Norfolk and let Members
know. The new contract for superfast Broadband should take coverage in North
Norfolk to 87%. Mr R Reynolds asked that black spots also be looked into.
Mr P Terrington asked whether a meeting concerning offshore renewable energy
sector had taken place with Warwick Energy yet. The Chief Executive confirmed that
an informal meeting had taken place at which she had taken notes which she would
email to Members.
To support the RECOMMENDATION to Full Council that two additional planning
assistants be recruited on a temporary basis for a 12 month period pending the outcome
of the peer challenge, to be funded from a combination of the HPDG earmarked reserve
and the additional revenue from the proposed national fee increase from October 2012.
That additional support for planning enforcement is progressed with Kings Lynn and
West Norfolk Borough Council
66 COMMUNITY ASSET TRANSFER POLICY
a) Mr W Northam presented the report and said 8 responses had been received in
response to the consultation on the Community Asset Transfer Policy. The
recommendations of the Overview and Scrutiny Committee would be included when
it was reported to Cabinet and Full Council. He thanked Mr M Green, Estates and
Valuation Manager for his hard work in creating the Policy.
b) Mrs B McGoun asked what would be the cost to the Council of transferring assets.
The Chief Executive explained that there would have to be a business case for
transferring assets. The Council had not previously had a policy for dealing with
community asset transfer but had dealt with it on an ad hoc basis. The Localism Act,
however, stated how this should be dealt with.
c) Mr P Moore wondered whether parish councils were aware of the running costs of
some assets and it may be better if the District Council retained control of strategic
issues such as public conveniences and car parks.
d) The Chairman wondered whether parish and town councils had fully understood the
powers which had been devolved down to them under the Localism Act.
Overview and Scrutiny Committee
4
4
25 September 2012
RESOLVED
For the Overview and Scrutiny Committee to approve the return of the amended draft
Policy to Cabinet following the consultation responses received.
67 DEVELOPMENT OF THE NORTH NORFOLK INTEGRATED APPROACH TO
COASTAL MANAGEMENT
a) Mrs A Fitch-Tillett presented the report and said that a meeting of the Coastal Issues
Forum had been held on 10 September, followed by a workshop for the community
including parish councils and representatives from Natural England, the Environment
Agency, National Trust and National Farmers’ Union. Coastal issues had included
offshore wind farms, energy generation, tourism and coast protection. It was aimed
to integrate all these aspects. Engagement with the community was key. The newlylaunched CIF would aid this.
b) Mr P Terrington congratulated Mrs Fitch-Tillett, the Coast and Community
Partnerships Manager and team on the report. He expressed concern that terrestrial
and marine planning weren’t better integrated. Mrs Fitch-Tillett said that the Marine
Management Organisation (MMO) was a new initiative which had responsibility for
planning up to the mean high water mark. She referred to Mrs L Brettle’s motion
(Marine Conservation Zones) going to Full Council on 26 September 2012 which
considered the impact of human beings on the marine environment.
c) Mr Terrington asked if the Council’s protocols could include integration of terrestrial
and marine planning. The Coast and Community Partnerships Manager explained
that the MMO was working on an East of England Marine Plan to address this
because it had been missed by the Marine and Coastal Access Act.
d) Representatives from the MMO and Environment Agency had attended the meeting
of the Coastal Issues Form and were likely to continue attendance.
e) Mr P Moore said that the Council needed to re-think its planning policies to integrate
marine and terrestrial considerations. Suitably qualified Officers would be needed to
do this. The Coastal Community Projects Manager said that it would be necessary to
work with the MMO as well as the planning department. Resources for this were
being investigated.
f) Mrs Fitch-Tillett said that the Council was known as a trailblazer in coastal issues. It
was hoped that DEFRA would hold us up as an example of good practice.
g) In response to a question from Mrs B McGoun concerning tidal energy, the Coastal
Community Projects Manager said that there was a project in the Wash area looking
at tidal energy. The Coastal Issues Forum was also considering renewable energy.
To support the RECOMMENDATION to Full Council:
a) That the integrated approach to coastal management, in particular the work schemes
set out in Table 1 of the report be endorsed
b) That the remaining unallocated coastal pathfinder budget (approximately £65,000
revenue) and receipts including the Coastal Erosion Assistance Grant (£60,000 capital)
and any income from successful Pathfinder replacement housing are incorporated into
a new integrated coastal budget for the purpose of funding specific coastal projects
and resources in line with the integrated approach.
c) That the allocation of the integrated coastal budget is delegated to the Chief Executive
in consultation with the Coastal Portfolio Holder.
The meeting was adjourned at 11.00am and reconvened at 11.15am.
Overview and Scrutiny Committee
5
5
25 September 2012
68 NORTH NORFOLK HOUSING STRATEGY 2012-15 (MAKING BEST USE OF THE
EXISTING HOUSING STOCK)
a) Mr K Johnson presented the report and thanked Officers for the way in which they
had produced the documents.
b) Members were urged to attend the workshop on 4 October 2012. This was part of the
process of formulating the Allocations Policy which was going to Cabinet and Full
Council in December.
c) The second part of the Strategy focussed on existing homes. The action plan set out
new actions, although the team would also be doing other actions.
d) The Allocations Policy was on target for review in January and implementation in
April.
e) There was a difference between the Allocations Policy and the Local Lettings
agreement. This would be dealt with at the workshop.
f) Strong links: the Local Lettings Agreement specified connection with the Parish or
adjoining parishes (residence, employment, family members, previous residence).
Adjoining parishes were included because there were some parishes where
affordable housing was not possible.
g) A concern regarding the renewal of the provision of care contract for residents of
Victory sheltered housing schemes should be raised at the workshop.
h) Empty homes: an increase in council tax on empty properties would be the subject of
a report to Cabinet and would then come to Council in December. If this was agreed
it would give a financial incentive to owners to bring their properties back into use.
i) The Empty Homes Policy was going to Cabinet in October. This set out a range of
advice and assistance which would be provided to owners of empty homes, to
include a loan. If necessary enforcement action would be taken which could include,
where the Council had taken action to improve the condition of the property, enforced
sale.
j) The Strategy Team Leader would find out if it was possible to list the name of the
owner in the Empty Homes Register.
k) Mr P Terrington asked how the properties which were subject to NNDR could be
separated from those liable for Council Tax. The Chief Executive would take this
query to Council Tax and copy the reply to the Committee.
l) Mr P Moore raised a concern about planning permissions that had been commenced
but not completed. The Strategy Team Leader said that this was an action in the
Housing Strategy and the team was aware there were a number of such planning
permissions. Part of their work was to understand the reasons why sites were not
being developed. It was aimed to complete this action by the end of the year.
m) In response to a question from the Chairman regarding the turnover of 467 social
housing properties in 2011/12, the Strategy Team Leader said that most rehoused
applicants were in Band 1, with some in Band 2.
n) As part of the Allocations Policy the waiting list was being reviewed and a new
approach with 3 registers was being proposed of which the Housing Register would
represent those with the strongest needs (Emergency Card, Bands 1 and 2)
o) Victory Housing was required to charge affordable rent for new properties as part of
tendering arrangements for new homes. Tenants could claim housing benefit if they
couldn’t afford the rent.
p) The Chairman asked for the number of empty houses liable for council tax to be
notified to the Committee.
RECOMMENDED
That the Overview and Scrutiny Committee supports Cabinet’s recommendation to
adopt the North Norfolk Housing Strategy (Making Best Use of the Existing Housing
Stock) document to Full Council, and in addition the Overview and Scrutiny Committee
Overview and Scrutiny Committee
6
6
25 September 2012
looks forward to Cabinet’s recommendation, at its November meeting, on financial
incentives to bring empty homes back into occupation.
69 OVERVIEW AND SCRUTINY UPDATE
a) Ambulances: the Chief Executive had invited a representative of the East of England
Ambulance Trust to Full Council but had not received a response to date. The District
Council could only invite. Only the County Council had the power to oblige
attendance. Health Scrutiny powers rested with the Norfolk Health Overview and
Scrutiny Committee. The situation would be monitored.
b) A meeting between the Leader, Chief Executive and Chair of Scrutiny had been held.
Assurance had been given that a dedicated Scrutiny Officer would be appointed. A
business manager had been appointed, subject to references being received.
c) Next year’s programme of meetings had allowed for longer intervals between
Scrutiny and Full Council.
d) Fly tipping: the Scrutiny Officer would ask the Head of Environmental Health why
larger loads had been recorded in May.
e) The Chief Executive advised that November would be the best time to receive an
update on the Big Society Fund.
f) The Task and Finish Group was meeting on 9 October.
g) An update on Happisburgh Beach Access Steps would be added to the Work
Programme for October 2013.
h) RESOLVED to adopt the Overview and Scrutiny Committee Annual Review 2011 –
2012 and forward it to Full Council on 24 October 2012.
The meeting concluded at 12.15pm.
____________________
Chairman
Overview and Scrutiny Committee
7
7
25 September 2012
North Norfolk District Council
Cabinet Work Programme
For the Period 01 October to 31 January 2012
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Background
documents
Comments can be
sent to
Cabinet
15 Oct 2012
4 Market Street &
Butchery Public
Conveniences,
North Walsham
Rhodri Oliver
Robert Young
Coast & Community
Partnerships Manager
01263 516162
Cabinet
15 Oct 2012
Housing Strategy
Part 3
Trevor Ivory
Overview & Scrutiny
23 Oct 2012
Karen Hill
Housing Services
Manager
01263 516183
Cabinet
15 Oct 2012
Enforcement Policy
Trevor Ivory
Cabinet
15 Oct 2012
Empty Homes
Policy
Trevor Ivory
Cabinet
15 Oct 2012
Big Society Fund –
grants over £10,000
Trevor Ivory
Cabinet
15 Oct 2012
Treasury
Management –
investing in pooled
property funds
Wyndham
Northam
Karen Hill
Housing Services
Manager
01263 516183
Karen Hill
Housing Services
Manager
01263 516183
Robert Young
Coast & Community
Partnerships Manager
01263 516162
Tony Brown
Technical Accountant
01263 516126
Status
Key Decision
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information)
(England) Order 2006)
8
North Norfolk District Council
Cabinet Work Programme
For the Period 01 October to 31 January 2012
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Cabinet
15 Oct 2012
Trevor Ivory
Cabinet
5 Nov 2012
North Walsham
Town Centre
Enhancement
Scheme - Funding
Financial Strategy
2013/14
Cabinet
5 Nov 2012
Wyndham
Northam
Full Council
19 Dec 2012
Council Tax
Discounts
Determinations
Cabinet
5 Nov 2012
Budget Monitoring
Period 6
Wyndham
Northam
Cabinet
5 Nov 2012
Wyndham
Northam
Overview & Scrutiny
21 Nov 2012
Treasury
Management Half
Yearly Report
2012/13
Full Council
19 Dec 2012
Cabinet
12 Nov 2012
Reception
Refurbishment
Project
Tom
FitzPatrick
Wyndham
Northam
Background
documents
Comments can be
sent to
Status
John Mullen
Community Projects
Manager
01263 516104
Karen Sly
Financial Services
Manager
01263 516243
Karen Sly
Financial Services
Manager
01263 516243
Karen Sly
Financial Services
Manager
01263 516243
Tony Brown
Technical Accountant
01263 516126
Cyclical
Estelle Packham
Head of Customer
Services
01263 516079
Key Decision
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information)
(England) Order 2006)
9
North Norfolk District Council
Cabinet Work Programme
For the Period 01 October to 31 January 2012
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Background
documents
Comments can be
sent to
Cabinet
12 Nov 2012
Gypsy & Traveller
protocol
John Lee
Mark Whitmore
Environmental
Protection Team Leader
01263 516206
Cabinet
12 Nov 2012
North Walsham
Dual Use Sports
Centre
John Lee
Nick Baker
Corporate Director
01263 516221
Cabinet
12 Nov 2012
Performance
Management
Keith Johnson
Helen Thomas
Policy & Performance
Management Officer
01263 516214
Cabinet
12 Nov 2012
Housing Renewal
Policy
Trevor Ivory
Karen Hill
Housing Services
Manager
01263 516183
Cabinet
12 Nov 2012
Community Asset
Transfer Policy
Rhodri Oliver
Full Council
19 Dec 2012
Martin Green
Estates & Valuation
Manager
01263 516049
Status
Cyclical
Key Decision
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information)
(England) Order 2006)
10
North Norfolk District Council
Cabinet Work Programme
For the Period 01 October to 31 January 2012
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Cabinet
12 Nov 2012
Local Development
Orders
Rhodri Oliver
Steve Oxenham
Head of Development
Management
01263 516135
Cabinet
12 Nov 2012
Destination
Management
Organisation
Tom
FitzPatrick /
John Lee
Cabinet
12 Nov 2012
Compulsory
Purchase Order
(Fakenham)
*Exempt item under
Paragraph 1 information relating
to any individual
2012/13 Revised
Budget
Tom
Fitzpatrick
Robin Smith
Economic & Tourism
Development Manager
01263 516236
Steve Blatch
Corporate Director
01263 516232
Wyndham
Northam
Karen Sly
Financial Services
Manager
01263 516243
Allocations Policy
and Local Lettings
Agreement
Rhodri Oliver
Karen Hill
Housing Services
Manager
01263 516183
Cabinet
3 Dec 2012
Overview & Scrutiny
18 Dec 2012
Full Council
19 Dec 2012
Cabinet
3 Dec 2012
Background
documents
Comments can be
sent to
Status
Exempt item
Key Decision
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information)
(England) Order 2006)
11
North Norfolk District Council
Cabinet Work Programme
For the Period 01 October to 31 January 2012
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Cabinet
3 Dec 2012
Council Tax
Support Scheme
(Final)
Wyndham
Northam
Cabinet
3 Dec 2012
Options for future
of Building Control
Service
Rhodri Oliver
Cabinet
7 Jan 2013
Big Society Fund –
grants over £10,000
Trevor Ivory
Background
documents
Comments can be
sent to
Status
Louise Wolsey
Revenues & Benefits
Services Manager
01263 516081
Steve Blatch
Corporate Director
01263 516232
Robert Young
Coast & Community
Partnerships Manager
01263 516162
Signed
Keith Johnson, Leader of North Norfolk District Council 1st October 2012
Key Decision
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information)
(England) Order 2006)
12
DEMOCRATIC SERVICES WORK PROGRAMME 2012/2013
The items below have been notified for consideration by at the meetings indicated.
Please advise Democratic Services of any additions or alterations to the programme
as soon as possible. Please also specify if the report concerns a key decision.
Decisions which have been notified as key decisions are indicated on the
plan by a key symbol
Items on the Forward Plan are indicated by an organiser symbol
Month
October
2012
Item of Business
Lead
Officer
Committee(s)
Financial Strategy
2013/14
Karen Sly
Cabinet 15
October
Housing Strategy
(Supporting
Independence) and
Housing Enforcement
Policy Part 3
Karen Hill
Cabinet 15
October
Empty Homes Policy
Karen Hill
Cabinet 15
October
Tony
Brown
Cabinet 15
October
Treasury Management
– Investing in Pooled
Property Funds
Notes
Deferred from
September
Overview and
Scrutiny 23
October
Overview and
Scrutiny 23
October
Full Council
24 October
4 Market Street and
Butchery Public
Conveniences, North
Walsham
Rob Young
Cabinet 15
October
Gypsy and Traveller
Protocol
Mark
Whitmore
Cabinet 15
October
North Walsham Sports
Centre
Karl Read
Cabinet 15
October
The Big Society Fund:
Consideration of
Applications for
Grants above £10,000
Rob Young
Cabinet 15
October
28 September 2012
13
Deferred from
September
Month
October
2012
Item of Business
Lead
Officer
Committee(s)
North Walsham Town
Centre Enhancement
Scheme – Funding
Rob Young
Cabinet 15
October
Public Transport Joint
Scrutiny
Mary
Howard
Overview and
Scrutiny
23 October
Health Strategy
Update
Sonia
Shuter
Overview and
Scrutiny
23 October
6 monthly
update
Deferred from
July
Review of Outside
Bodies
Mary
Howard
Overview and
Scrutiny
23 October
Overview and Scrutiny
Committee Annual
Review
Mary
Howard
Full Council
24 October
Council Tax Discounts
Determinations
Tony
Brown
Cabinet 15
October
Full Council
24 October
November
2012
TBA
Mark
Ashwell/
Philip
Godwin
Planning Policy
and Built
Heritage
Working Party
8 October
Review of Progress on
Member Charter Work
Julie
Cooke/
Mary
Howard
Member
Training
Development
and Support
Group
16 October
Recommendations of
Task and Finish Group
Mary
Howard
Overview and
Scrutiny
Committee
23 October
Maxine
Collis
Cabinet 5
November
Reception
Refurbishment Project
Estelle
Packham
Cabinet 15
October
Planning Application
Performance
Steve
Oxenham
Overview and
Scrutiny
21 November
CCTV
28 September 2012
14
Notes
Approval by Full
Council will be
subject to the
appropriate
legislation
being passed.
Deferred from
May
Month
November
2012
Item of Business
Lead
Officer
Committee(s)
Shared Services
Update
Louise
Wolsey
Overview and
Scrutiny
21 November
Big Society Fund
Update
Sonia
Shuter
Overview and
Scrutiny
21 November
Performance
Management
Helen
Thomas
Cabinet 5
November
Notes
Requested by
Members
Overview and
Scrutiny
21 November
Housing Renewal
Policy
Karen Hill
Cabinet 5
November
North Walsham Retail
Demand and Capacity
Study
Rob Young
Cabinet 5
November
Karen Sly
Cabinet 5
November
Budget Monitoring
Period 6
Overview and
Scrutiny 21
November
Community Asset
Transfer Policy
Martin
Green
Cabinet 5
November
Full Council 19
December
TBA
Julie
Cooke
JSCC
12 November
TBA
Mark
Ashwell/
Philip
Godwin
Planning Policy
and Built
Heritage
Working Party
12 November
TBA
Julie
Cooke/
Business
Manager
(Corporate
and
Democratic
Services
Member
Training,
Development
and Support
Group
20 November
28 September 2012
15
Deferred from
September
Cyclical
Month
Item of Business
Lead
Officer
Committee(s)
November
2012
Treasury Management
Half Yearly Report
2012/13
Tony
Brown
Cabinet 5
November
Overview and
Scrutiny 21
November
Full Council
19 December
December
2012
2012/13 Revised
Budget
Karen Sly
Cabinet 3
December
Notes
Annual
Overview and
Scrutiny 18
December
Full Council 19
December
(1) Annual Audit Letter
(E)
(2)Progress report on
internal audit activity
(I)
(3) Report on followup work(I)
(4)Self-assessment (I)
(5) Risk (NNDC)
(6) Business
Continuity Plan review
(NNDC)
(7) Performance
Management
Framework Review
(NNDC)
Council Tax Support
Scheme (Final)
PWC,
External
Audit (E)
Audit
Committee
6 December
Sandra
King,
Internal
Audit (I)
Karen Sly,
Richard
Cook
Helen
Thomas
(NNDC)
Louise
Wolsey
Cabinet 3
December
Allocations Policy and
Local Lettings
Agreement
Karen Hill
Cabinet 3
December
Programme of
Meetings 2013 – 2014
Business Full Council 19
December
Manager
(Corporate
and
Democratic
Services)
Council Tax Base
Setting
28 September 2012
Items identified
by Members on
the Audit
Committee
Work
Programme
Tony
Brown
16
Full Council 19
December
Deferred from
September
Annual
Annual
Month
December
2012
January
2013
Item of Business
TBA
Mark
Ashwell/
Philip
Godwin
Committee(s)
Overview and
Scrutiny
23 January
Steve
Oxenham
Overview and
Scrutiny
23 January
Shared Services
Update
Louise
Wolsey
Overview and
Scrutiny
23 January
Waste Contract
Barry
Brandford
Overview and
Scrutiny
23 January
Big Society Fund –
consideration of
applications for grants
above £10,000
Sonia
Shuter
Notes
Planning Policy
and Built
Heritage
Working Party
10 December
Helen
Dixon
Environmental
Sustainability Update
Planning Fees
February
2013
Lead
Officer
Cabinet 7
January
TBA
Mark
Ashwell/
Philip
Godwin
Planning Policy
and Built
Heritage
Working Party
14 January
Treasury Strategy
2013/14
Tony
Brown
Cabinet 4
February
Performance
Management
Helen
Thomas
Cabinet 4
February
Overview and
Scrutiny 20
February
Budget and Council
Tax Setting 2013/14
2013/ 2014 Base
Budget and
Projections for 2014/
15 to 2016/17
28 September 2012
Karen Sly
Karen Sly
17
Full Council 27
February
Cabinet 4
February
Overview and
Scrutiny 20
February
Full Council 27
February
Annual
Month
February
2013
March
2013
Item of Business
Lead
Officer
TBA
Mark
Ashwell/
Philip
Godwin
TBA
Julie
Cooke
Big Society Fund –
consideration of
applications for grants
above £10,000
1)2011/12 Audit Plan
(E)
2) Annual Grant
Certification Report
2010/11 (E)
3)Progress on Internal
Audit Activity (I)
4)Internal Audit Terms
of Reference, Code of
Ethics, Strategy,
Strategic and Annual
Audit Plans and
Summary of Internal
Audit coverage for
2013/14 (I)
5) Self-Assessment
Action Plan
6)Business Continuity
Update (NNDC)
7) Risk
Budget Monitoring
Period 10 (12/13)
Sonia
Shuter
PWC,
External
Audit (E)
Committee(s)
Planning Policy
and Built
Heritage
Working Party
11 February
JSCC
11 February
Cabinet
4 March
Quarterly item
hereafter
Audit
Committee
19 March
Items identified
by Members on
the Audit
Committee
Work
Programme
Cabinet 4
March
Cyclical
Sandra
King,
Internal
Audit (I)
Karen Sly
Richard
Cook
(NNDC)
Karen Sly
Overview and
Scrutiny
20 March
Health Strategy
Update
Sonia
Shuter
Overview and
Scrutiny
20 March
TBA
Julie
Cooke/
Business
Manager
(Corporate
and
Democratic
Services)
Member
Training,
Development
and Support
Group
5 March
28 September 2012
Notes
18
Month
Item of Business
Lead
Officer
March
2013
TBA
Mark
Ashwell/
Philip
Godwin
April 2013
TBA
Mark
Ashwell/
Philip
Godwin
May 2013
Car Park Charges
June 2013
Committee(s)
Planning Policy
and Built
Heritage
Working Party
11 March
Planning Policy
and Built
Heritage
Working Party
22 April
Overview and
Scrutiny TBA
TBA
Mark
Ashwell/
Philip
Godwin
Planning Policy
and Built
Heritage
Working Party
TBA
1. Annual Review of
the Effectiveness
of Internal Audit (I)
2. Annual Report and
Opinion (I)
3. Status of Agreed
Actions (I)
4. Corporate Risk
Register (NNDC)
5. M O Report (NNDC)
6. Local Code of
Governance
update (NNDC)
7. Annual
Governance
Statement – update
(NNDC)
8. Business
Continuity(NNDC)
PWC,
External
Audit (E)
Audit
Committee
TBA
Performance
Management – Annual
Report
Helen
Thomas
RIPA and Surveillance
Steve
Hems
Big Society Fund –
consideration of
applications for grants
above £10,000
28 September 2012
Notes
Sandra
King,
Internal
Audit (I)
Review
requested by
Members
Items identified
by Members on
the Audit
Committee
Work
Programme
Karen Sly,
Monitoring
Officer
Richard
Cook
(NNDC)
Cabinet TBA
Overview and
Scrutiny TBA
Sonia
Shuter
19
Overview and
Scrutiny TBA
Annual report
Cabinet TBA
Quarterly Item
Month
July 2013
September
2013
Item of Business
TBA
Big Society Fund –
consideration of
applications for grants
above £10,000
Budget Monitoring
Period 4
(13/14)
Lead
Officer
Mark
Ashwell/
Philip
Godwin
Committee(s)
Notes
Planning Policy
and Built
Heritage
Working Party
TBA
Sonia
Shuter
Cabinet TBA
Karen Sly
Cabinet TBA
Quarterly Item
Cyclical
Overview and
Scrutiny TBA
Happisburgh Beach
Access Steps
Monitoring Report
Brian
Farrow
Overview and
Scrutiny TBA
TBA
Mark
Ashwell/
Philip
Godwin
Planning Policy
and Built
Heritage
Working Party
TBA
Reports
for future
meetings
CNC Building Control
Steve
Blatch
Cabinet
To be discussed
at a forthcoming
Cabinet preagenda meeting
after a period of
consultation
Introduction of fees
for the Street Naming
and Numbering
Service
Mark
Ashwell
Cabinet
Deferred by
Cabinet from
March meeting
Estelle
Packham
Overview and
Scrutiny
Customer Access
Strategy
28 September 2012
20
To be discussed
further
Agenda Item No_____11_______
SCRUTINY TASK AND FINISH GROUP – SCRUTINY COMMITTEE WORK
PROGRAMME AND RELATED ISSUES
Summary:
The issues examined by the Scrutiny Work Programme Task
and Finish Group are interrelated. Bringing about
improvements in agreeing what issues the Scrutiny Committee
should be focussing on and how the Committee works with
Cabinet and Council can only be fully achieved if changes are
also made to the such things as the council report format, use
of the Forward Plan and the Witness Protocol.
These changes if implemented provide the opportunity to help
improve overall decision making through access to better
quality information and processes that engage all Members in
important issues. How we involve outside bodies in the work of
the council can also be improved though new witness protocols
The changes proposed have only minor resource implications,
but do rely on corporate buy in and consistent use to achieve
the full beneficial impact of improved outcomes for the North
Norfolk Community. The Corporate Leadership Team will need
to consider implementation of some of the recommendations
and agreement of Cabinet to cooperate with the changes will
also be required.
Collectively these actions will help ensure that Scrutiny can add
value to the overall process of local government and how it
involves partners and residents in the process.
Recommendations: The Scrutiny Committee is recommended to:1. Agree use of the work template outlined in Fig 1. for all
new areas of work to be considered by Scrutiny
Committee.
2. Support the sequencing of meetings as outlined in Fig 1.
3. Recommend the updated report format in Appendix A.
4. Adopt the updated Witness protocol outlined in
appendix B
5. Hold meetings off site where appropriate in 2013/14 as a
pilot scheme.
6. Consider more use of Task and Finish Groups to deliver
the work programme of the Committee
21
7. Request the Corporate leadership Team and the
Democratic Services Team to manage the
implementation of these recommendations including
any necessary training to assist with new or revised
procedures.
8. Propose that any financial implications of these
revisions be considered as part of the 2013/14 budget
round
9. That the annual review of the Scrutiny Committee
should include an assessment of these issues to ensure
progress is being achieved.
10.
That these recommendations be considered by the
Corporate leadership Team and Full Council as
appropriate.
11.
That the Council Constitution be reviewed to
accommodate any agreed changes from these
proposals.
Cabinet Member(s)
Ward(s) affected
Mr K E Johnson
All
Contact Officer, telephone number and email: Overview and Scrutiny Work Plan
Task and Finish Group: Chair Mr P W Moore. Report Author Mr G Williams
Consultation Undertaken:
The draft proposals were provided to the chief Executive and Group Leaders and any
feed back received was considered in drafting this report to committee.
Background Papers used in writing this report:
The Council Constitution provides much of the background to these issues together
with the original legislation to establish the new executive arrangement for councils (Local Government Act 2000)
Existing documents have been reviewed including the scrutiny work programme
template, witness protocol and report template. All documents are available from the
Democratic Services Team Leader (Mary Howard).
1.
Introduction
1.1
The Scrutiny Committee established a Task and Finish Group to review the
arrangements for agreeing the range of topics and issues the Committee
should be considering within its annual work programme. The group was also
asked to consider how items could best be scheduled to fit well with the
overall decision making process of the council, particularly Cabinet. The
22
group also looked at introducing a formal witness protocol to guide both
Members and external witnesses asked to attend the Scrutiny meetings.
1.2
At the first meeting of the Task Group, it was agreed that the council report
format should also be considered, with the objective of producing accessible,
easy to read documents that provide all the required information and
background to help improve decision making and increase involvement and
the understanding of both elected members and visitors to the Council's
various committees and working meetings.
1.3
Together these revised processes and formats should aim to :a) Ensure that Scrutiny Committee can fulfil its corporate role as laid down in
the Council constitution and add real value to the decision making
process.
b) Establish productive working relationship with Cabinet and other Council
committees.
c) Help establish a more co-ordinated process, linking the work of the
various committees, Cabinet and Full Council in a logical way that creates
a transparent, easy to understand way of conducting business.
d) Improve the efficiency of how issues are considered by Scrutiny.
e) Encourage more external interest and involvement in the Scrutiny process
from partner organisations and the wider community.
f) Have clear simple processes to guide referrals to Scrutiny and a
corporate report format that provides the right information to facilitate
good quality, transparent decision making.
g) Make it easier to assess whether the scrutiny process is effective and
what difference it is making in North Norfolk.
The Task and Finish Group has considered these overall objectives in making
the following observations and the recommendations above.
2.
2.1
Creating a Scrutiny Committee Work Programme – what should we be
looking at?
Scrutiny Committee has three main purposes/functions:
• Scrutinising and reviewing the decisions of Cabinet (which includes the Call
In procedure)
• Pre scrutiny/ overview where issues are referred to the Committee for
consideration and comment before any decision is taken by Cabinet or
Council.
• A third related role of examining issues that are impacting or have the
potential to impact on North Norfolk and /or its residents. These may be
generated by the committee or received as requests from others (including
a ‘Councillor Call for Action’ by an individual Member)
2.2
With such a spread of role and areas of potential interest it is easy to
fall into the trap of everything being referred to Scrutiny for question
or comment at some stage. This is particularly common when
Members consider a particular agenda item with discussion leading to
23
further related issues that the Committee then asks “for a further
report on the matter”. While this broadens the general understanding
and potentially the influence of the Committee and it’s members, it
lacks focus and the Committee runs the risk of being a ‘jack of all
trades’ and ultimately making little difference on the important issues.
2.3
Time is a precious commodity and the Committee only meets 12 times per
council year plus a few extra reserve dates for unplanned business. Unless
the Council were to establish additional ‘themed’ Scrutiny Committees (e.g
Economic Scrutiny; Community Scrutiny; Environmental Scrutiny) time is
short and it is essential that good use of time takes place and that the
important issues take priority over general ‘for information only’ issues.
2.4
Task and finish groups are available to the Committee, but this current group
is only the second such group since 2005. Managing a growing scrutiny work
load may only be achieved if, as well as improved processes, we also
consider more frequent use of task and finish groups. This would require
support from the Democratic Services Team which is currently only 2.5 FTE
staff, so there may well be resource pressure that will need to be resolved.
The appointment of a new team leader in October / November this year is an
opportunity to take this issue on board and the introduction of new committee
management software will help with these issues, but positive action by
Scrutiny Committee members will also be required.
2.5
Any increased use of task and finish groups will need to run alongside any
policy working parties established by Cabinet. They should not duplicate
work.
3.
Prioritising work – how do we agree what to look at?
3.1
The Committee is responsible for setting it’s own programme. Requests may
be made to the Committee to consider items, either from the Council,
Cabinet, other committees, officers or individual Members. It is for the
Committee to determine when and how it should deal with these requests.
The committee is in control of the work programme but we need an objective
way of agreeing what to look at and to determine any priority issues.
3.2
The current work programme template gives some guidance but is confusing
to complete and is ignored by most councillors and the committee itself.
When used, it is rarely completed in full. This is a missed opportunity.
3.3
To meet the objective of simplicity, clarity and appropriateness, a simple
template should prompt a description of:-
• What is being looked at - A description of exactly what is being
considered and who will be presenting it / responsible for the report(s)
• How it will be looked at - What process will be used - presentation, report,
external witness/participant, any consultation feedback, timetable for activity
(single or multiple meetings)
• Why are we looking at it - Why is the issue important? Is it urgent? Is it of
public concern? Is there a significant impact on the District? How the issue
24
links to the confirmed priorities and policies of the council and the Corporate
Plan / Annual action Plans.
• What outputs and outcomes can be expected - What is the target result
of the overall task.
• Resources required - Are there any resource requirements? - Officer time,
research, site visits, witness expenses.
3.4
Members have already commented on suggested improvements to the
existing template and using this as a starting point, new template headings
are proposed in Fig 1. (attached) This template should be used by the
Committee to structure the work programme and to inform anyone requesting
an agenda item, of the necessary information required before it can be
considered by the committee administrator and the Chair via the pre agenda
meeting. Consistent and strict adherence should be the norm. No completed
template - no agenda slot.
The template can also be used quickly during Scrutiny Committee meetings
as an ‘aide memoir’ / prompt to confirm whether a request from the meeting
for further work or new work is actually a priority. This would be a role for the
Chair quickly consulting with the Committee Administrator before any further
action is agreed.
Completing the template should help the proposer to shape their thoughts as
to why the issue may need to go to Scrutiny. In some cases it will become
clear that there is a better way of dealing with the issue. Making the template
practical and useful will help ensure its proper use and accompanying
guidance notes can assist with completion. There also needs to be clear links
to the new report template to avoid confusion over use of language / terms
etc. Much of the Scrutiny Committee agenda consists of cyclical reports which
have the ability to clog the system. Such reports should be time limited and
only reinstated if something changes. Six monthly or annual reports can
become excessive over time, leading ultimately, to limited space being
available in committee meetings for new issues. There is evidence that
cyclical reports and regular “update” reports have been choking the work
programme for some time. Unless the matter is very important, some update
reports could be incorporated into the Overview and Scrutiny Update item on
the agenda, which is primarily for information only. In addition, alternative
means of reviewing or informing on these subjects should be considered, for
example, via officer ‘briefing notes1’ issued outside the meeting agenda
process.
Where outside bodies request a presentation to Scrutiny the same rules
should apply and use of the work programming template will be required.
4.
Sequencing/scheduling of meetings
1
A standardized simple briefing note format could be used across the Council to share
information via the Intranet system. Linked to any new report format it could improve
consistency of approach and use of terminology and increase understanding and involvement
in key issues across all Members (and officers).
25
4.1
The various committees and decision making processes of the Council are
laid down in the Constitution. While responsibilities are clear, some areas of
process can be interpreted in several ways. One issue where this occurs is the
sequencing of meetings and the challenge to establish a workable efficient
programme of meetings in a crowded meeting calendar.
The ‘post decision’ role of Scrutiny obviously needs to follow a Cabinet
decision or recommendation and this is usually expected to take place before
the next full council meeting, often within a few weeks (and in some cases,
days). Comments / recommendations from Scrutiny are referred to Council to
be considered alongside the recommendation from Cabinet.
4.2
While the Council Chamber is theoretically the centre of the democratic
process at the local level, in reality it is often not the best place to have
detailed discussion and to receive essential contributions from officers or other
speakers. If Scrutiny has made detailed comments on an item referred from
Cabinet it would be better if they could be formally considered by Cabinet
before the issue is put to Council. This would mean missing a cycle to allow
the Cabinet agenda to consider feedback from Scrutiny. This is not essential
on all issues and in some cases urgency will require a swift route through
Cabinet and Scrutiny to Council. The new executive arrangements established
in the Local Government Act 2000 were partly to speed up the decision
making process, but they also expected full and proper engagement of the
scrutiny process. This expectation includes timely involvement.
What is proposed by the Task and Finish Group, is that, wherever possible,
when Cabinet wishes to receive Scrutiny views on a proposal/ decision it
should allow sufficient time in the process to receive comments back to the
following Cabinet meeting before referring recommendations to Council or
making the decision itself. Fig 2 (attached at page) shows the existing process
and the suggested new arrangement. This preferred action should be the
default situation for all major items/issues and wherever possible or practical,
in all other cases.
If Cabinet is unwilling or unable to refer matters in this way it will still be able to
take the decision and Scrutiny will need to consider what if any action it
wishes to take. Some items will not require further involvement while others
may need a response or, where appropriate, be called in, if it is a Cabinet
decision and sufficient grounds are evident.
Some of the positive and negative aspects of each way of managing decisions
is shown below.
Positive points of existing system
Negative points of existing system
Speedy decision making
Often little time for Cabinet to consider feed back
from Scrutiny
Achievable within existing approach to
committee timetable
Council receives last minute papers / updates
giving little time for Members to consider
Restricted debate at Council due to limited time
allocation to each Member.
Little time for partner or public input to the
process
26
Positive points of existing system
Negative points of existing system
NNDC possibly open to challenge over decision
making processes
Positive points of proposed system
Time for Cabinet to consider Scrutiny
feedback before decision is taken/finalised
Negative points of proposed system
Slower decision making (but urgent issues can
still be dealt with)
Better working relationship between Cabinet May be seen as Scrutiny ‘vetting’ Cabinet
and Scrutiny and less likelihood of call ins
proposals - a negative view rather than positive
enhancement
Council receives worked up
Potentially more complicated if badly introduced
recommendations and more informed debate
at meetings - reduced number of late papers
or amendments.
More realistic timescale to consult partners/ Requires buy in from officers to plan /deliver work
public where appropriate
well in advance of decision dates. Not always
possible if reliant on external factors.
For this re-scheduling proposal to work it will be necessary to improve forward
planning of Cabinet business. Some items will always be urgent and will have
to be dealt with in the most appropriate way and any proposals from the Task
and Finish Group are not intended to inhibit that. What could be expected is
better use of the Council’s Forward Plan process, giving earlier warning of key
and important decisions.2. Where the need for decisions are known well in
advance, officers and portfolio holders should aim to present papers to
Cabinet/committees early enough to allow a two cycle decision period as in
Fig 2. (attached at page). The pre agenda planning process will also need to
take this into account.
If we can build space into the programme, Scrutiny and Cabinet could work
better together and input from Scrutiny members could then be properly
considered before decisions are finalised. The overall aim is to help secure
better informed decision making and greater elected member involvement in
important decisions. This is not a political issue, rather one of ensuring that
Scrutiny and Members generally have a meaningful role in important
decisions, even if it is simply that they are consulted and informed properly
and in a timely fashion.
The whole issue of the number of scrutiny meetings and the ability to get
through business also needs to be considered. It appears difficult to slot in
any more meetings, but it may be worth considering longer meetings when
agendas are heavy. All day meetings with proper breaks can be productive.
2
The requirements for, and use of the Forward Plan are laid down in legislation and the
Council Constitution, but do not appear to currently feature strongly in the work planning of
the Council.
27
The Task and Finish Group recommendations to the Scrutiny Committee aim
to offer an integrated proposal that deals with all the related matters templates, meeting schedules, use of task and finish groups, report style, use
of witnesses and number of meetings. The following issues complete this
range of tasks.
5.
5.1
Report Format – Understanding what we are being told
Part of improving the efficiency and effectiveness of the scrutiny function (and
any committee) is access to good quality information provided in clear easy to
understand formats. This can be achieved in several ways, but the main way
should be through well written committee reports and background papers/
appendices.
The Council has used a report template for some time, but there is some
evidence that at best this appeared to be interpreted in different ways and at
worse, largely ignored. A new report template has been designed and has
being launched . This is a considerable improvement but will need fine tuning
to accommodate any agreed outcomes from these proposals. There are also
several additional items that could also be included in the main report
document including what consultation has taken place prior to, and informing
the recommendations and, for Executive decisions by Cabinet, what
alternative courses of action/recommendations have been considered during
the process. This second point has recently been introduced following
changes in legislation. A suggested updated template is attached as
Appendix A. This should be refined and implemented by the new Business
Manager (Democratic and Corporate Services) for use as soon as possible.
5.2
What will be essential for success, is absolute compliance with any agreed
template. Report authors will need to use the template properly if they expect
reports to get on the agenda. The template design includes a tick box
approach for some elements, but a tick box mentality cannot be tolerated for
the overall template. Training should help ensure the template is seen as an
aid to structuring any report and proper consideration of each of the elements
will be required.
5.3
The use of complex jargon and badly referenced information should not be
tolerated. A glossary of terms and use of footnotes should be encouraged for
technical issues. Listing background papers used to draft the report will help
the reader to understand the issues and context better and hence they can
contribute to the debate and any decision making on an informed basis.
The use of plain English in reports should be a basic requirement across the
council with any necessary training as required. The Corporate
Communications Team can also play a useful role in helping ensure a plain
English approach to report writing and involvement in the committee pre
agenda stage may be appropriate.
5.4
The introduction of the new template was the subject of a low priority external
council audit recommendation. There is currently limited evidence that it is
being used properly across the organisation. This issue needs to be reviewed
quickly as part of the introduction of any improvements agreed by the Scrutiny
Committee or as part of the programme of corporate changes being managed
28
by the Corporate Leadership Team and should be progressed by the Business
Manager - Democratic and Corporate Services when appointed shortly.
6.
Witness Protocol
6.1
Involving witnesses/visiting speakers, whether as individual officers, outside
organisations or the public, in the scrutiny process is vitally important. To aid
that process, there is a need for a witness protocol for both members of the
Committee and potential witnesses. While officers can be expected to be
relatively comfortable in meeting and working with Members, the same cannot
always be said of visitors. We need simple guidance to help Members get the
best out of witnesses and to help visitors understand what will happen and
how they play a role in the process.
6.2
The overall objective of the Task and Finish Group is to bring about
improvements to how the scrutiny process works and how it can contribute to
better services and outcomes for the communities in North Norfolk. The
witness protocol aims to reflect that objective and give easy to understand
guidance to councillors and to encourage attendance and worthwhile
contributions from visitors.
One issue is the use of the term ‘witness’ and the committee may wish to
consider if an alternative term may be more useful in explaining the role and
easing the concern or confusion of some attendees when asked to attend the
Committee. Suggestions have included - ‘Visiting participants’, ‘participants’,
‘visitors’ and ‘speakers’.
The draft protocols have been updated and are presented in Appendix B for
approval. It includes a separate section providing guidance for Scrutiny
councillors to help get the best input out of witnesses/participants/visitors.
This is for internal council use only.
7.
Committee meetings off site
7.1
In principle Members have always agreed to meeting off site, particularly in
community venues, although it has never happened. Using the Council
Chamber is more convenient for officers and most Members, but that is not a
good enough reason for it to always be the case. A few years ago the
Committee Room was used for Scrutiny, but it was made clear that the
Council Chamber was preferred, mainly due to acoustic issues.
7.2
There are occasions when meeting off site would be beneficial whether in a
community building or at a particular partner venue. These should be
considered when appropriate and used to help demonstrate that the Council
is doing all it can to understand and appreciate often very detailed issues and
to meet with key people in their locality or at their base to help that process.
This approach is worth exploring further and it is recommended to the
Committee should run a pilot project/meeting during the 2013/14 year should
a suitable subject and venue arise. There would be a resource implication
(room hire, sound system etc) but this should be relatively minor (estimate
£500).
29
8.
Annual Review
These changes to how Scrutiny operates will make it far easier to carry out an
annual review that should seek to confirm:-
• The Scrutiny Committee has examined and considered the important
issues.
• That the views of the Committee have been properly considered within the
decision making process of the council.
• That the council has a consistent and quality approach to providing
information to elected members in a timely manner that can help inform
decision making.
• That the council involves outside bodies in the scrutiny process in
productive and sensitive ways.
• But perhaps most important of all that the Scrutiny system is adding real
value to local government in North Norfolk and in the services provided for
residents.
The annual review process will consider any improvements required to ensure
the Committee continues to carry out its role both effectively and efficiently.
9.
Consultation on Task and Finish Group Proposals
The recommendations from the Task and Finish Group are likely to have
significant implications for the management of council decisions. An outline of
the draft proposals was provided to group leaders and the Chief Executive for
comment. Feed back from this exercise has been incorporated into the final
draft report.
Proposals and recommendations are now presented to the Scrutiny
Committee for consideration and, if necessary, recommendations referred on
to the Corporate leadership Team and Full Council.
10.
Resource Implication
The proposed changes have little if any resource implication other than a
commitment of officer time to establish new procedures and to find space in
the planned decision making programme to introduce earlier information and
recommendations to committees. Once implemented to new timetables, the
effort to operate the new procedures is no more onerous than existing. In fact
in several cases it is suggested it will be easier - e.g new report format. The
Council is also introducing a new electronic decision management system
(Modern Gov) that will make procedures easier. The only area where there
would be a potential resource issue is over increasing the number of meetings
whether of Scrutiny Committee meetings or task and finish groups. This will
need to be considered in the budget process for 2013/14.
30
11.
Financial implications and Risks
The recommendations in this report have no direct budget implications other
than a possible impact on staff time should the number of Scrutiny meetings
or use of task and finish groups increase significantly. If meetings off site were
also to become a regular feature of the Committee programme, some budget
provision should be made (£500 for 2013 – 14 pilot scheme). It is therefore
recommended that the operating budget for the Scrutiny Committee be
reviewed to accommodate these issues as part of the 2013/14 budget
process
12.
Sustainability
Scrutiny is an important part of the planning and decision making process of
the council which in turn is in place to help deliver the agreed priorities and
policies of the council. Collectively these policies help deliver a sustainable
approach to meeting community needs in North Norfolk. Economic,
environmental and social objectives can be achieved in effective and efficient
ways through clear transparent decision making and proper engagement of
partner organisations. An effective scrutiny process will assist in that process.
13.
Equality and Diversity
These proposals aim to improve the scrutiny process by making it more
accessible and transparent for, councillors, officers, partner organisations and
the public and will have a positive impact on equality and diversity issues.
14.
Section 17 Crime and disorder considerations
There are no direct consequences from these proposals or recommendations
31
Scrutiny Committee work schedule template headings - Fig 1.
Category heading
Required information
Comment
Subject / issue
•
•
•
•
Date to Committee
Topic under consideration
Responsible officer
Portfolio Holder
This is the basic information
required to describe the issue
and who is behind it / supporting
it.
Recommended process
•
•
•
•
Format of presentation/report
Witness involvement
Background evidence
Timescale (multiple meetings)
It is important the Committee
understands what might be
involved in considering an issue.
How many meetings? Use of
witnesses, site visits etc.
Justification and corporate
priority
• Impact on the district
• Request / referral from
Cabinet?
• Member request?
• Links to Corporate plan /
annual action plans
A key section. Why are we
looking at this issue? What
makes it important? Where has it
come from?
How does it relate to the
Corporate plan.
Target outcomes
• What do you expect to be the
output / outcome of the scrutiny
work?
• ʻOutcomes to dateʼ to be used
when work is over a period of
time and interim progress
needs to be recorded.
• Information needed to help
judge if the Committee should
be spending time on this issue
or how much time - i.e.
proportionate effort.
• Ongoing monitoring checks if
progress is being made.
Officer time, research costs, site
visits etc.
Any budget requirement must be
agreed with the Democratic
Services Team.
Outcomes to date
Resources required
Scrutiny Task and Finish Group.
Scrutiny Work Scheduling Consultation Paper.
June 2012
32
NNDC Report/Recommendation sequencing / scheduling Cabinet/Scrutiny and Council - Fig 2
Current sequencing.
ʻOne meetingʼ cycle.
Proposed sequencing.
ʻTwo meetingʼ cycle.
OR
Cabinet
decision
Council
Cabinet
Scrutiny
Recommendations /comments
33
Appendix A
Report Title
Which Committees is this report
intended for? (Please state dates)
Cabinet Date:
Overview and Scrutiny Date:
Full Council Date:
Is the report Exempt?
Yes
No
Does the report concern a Key
Decision?
Yes
No
If a Key Decision is it on the Forward
Plan?
Yes
No
Yes
No
Why is it exempt?
Ward(s) affected
Responsible Cabinet Member name
Contact Officer
Email address
Telephone number
Are there Non-electronic
appendices?
List of Background Papers, including
committee papers, used in drafting
this report.
File Location
Implications/Risks
Have you identified and explained within the
report the implications of the options
available to Members?
(Implications should include financial, legal
and links to the Council’s existing policies
and strategies)
Yes
None
Have you highlighted the risks to the
Council?
Financial Implications and Risks to the
Council should have their own separate
headings. It is not acceptable to simply
state that financial implications or risks have
been alluded to in the main body of the
report.
Yes
None
Have you considered Sustainability issues
in relation to this report? Sustainability
should have its own separate heading. It is
not acceptable to simply state that
Sustainability has been alluded to in the
Yes
None
34
Appendix A
main body of the report
Have you considered Equality and
Diversity issues in relation to this report?
Equality and Diversity should have its own
separate heading. It is not acceptable to
simply state that Equality and Diversity has
been alluded to in the main body of the
report
Yes
None
Have you considered S17 Crime and
Disorder issues in relation to this report?
Crime and Disorder should have its own
separate heading. It is not acceptable to
simply state that Crime and Disorder has
been alluded to in the main body of the
report
Yes
None
This report has been subject to the following processes:
Consultations with:
Cabinet Member
Yes
If not please state
reason below
Local Member
Yes
If not please state
reason below
S151 Officer
Yes
If not please state
reason below
Monitoring Officer
Yes
If not please state
reason below
Democratic Services Team Leader
Yes
If not please state
reason below
Communications Manager
Yes
If not please state
reason below
Other Head(s) of Service:
Others:
Please confirm this report has been signed off by:
Management Team
Yes
Relevant Strategic Director
Yes
Not apt
Not apt
The Chief Executive
Yes
Not apt
35
Appendix A
Agenda Item No____________
TITLE OF REPORT HERE
Summary:
This should summarise the main aims of your report.
Recommendations:
This should clearly state the recommendation you
are asking the Committee to agree and which will
go, subject to amendment, in the minutes.
Cabinet Member(s)
Ward(s) affected
Contact Officer, telephone number and email:
Alternative Courses of Action Considered (for Executive Decisions only):
Consultation Undertaken:
Background Papers used in writing this report:
1.
Introduction and Background
1.1
Themed Subheading as necessary.
1.2
Themed Subheading as necessary.
1.3
Themed Subheading as necessary
2.
Main body of report
2.1
Themed Subheading as necessary
2.2
Themed Subheading as necessary
2.3
Themed Subheading as necessary
4.
Implications and Risks
5.
Financial Implications and Risks
6.
Sustainability
7.
Equality and Diversity
8.
Section 17 Crime and Disorder considerations
36
Appendix B
VISITING PARTICIPANT (WITNESS) PROTOCOL
1. GUIDANCE FOR COUNCILLORS REGARDING
CONTRIBUTIONS FROM VISITING PARTICIPANTS.
Visiting participants are often an essential ingredient when undertaking an
Overview and Scrutiny review and their evidence is an invaluable source
of information. Attending an Overview and Scrutiny Committee may be a
new experience for people. It should be remembered that external
participants are present on a voluntary basis.
The following guidance is written with the aim of ensuring that experiences
for visiting participants when giving evidence are positive and stress-free.
The Overview and Scrutiny Committee will:
1. Give visiting participants as much notice as possible of the time, date
and place of the meeting at which their evidence is to be taken.
2. Inform the participant of the purpose of the review and the areas on
which the Committee will want to question them. Wherever possible
provide him/her with the line of questioning, in advance, explaining that
this will not be a restrictive list.
3. Provide visiting participants with copies of reports, papers and
background information where appropriate.
4. Indicate whether any written documents are required in support oral
evidence. Requests for presentations will be made a minimum of two
weeks prior to the meeting.
5. Invite visiting participants to submit written evidence, if appropriate, and
where this is provided it should be circulated to the Committee in
advance of the meeting at which the evidence will be taken.
6. Inform visiting participants that the Overview and Scrutiny meeting is
held in public, is open to the press and that all reports are public
documents unless they contain exempt or confidential information.
7. Respect the right of external participants to decline to attend the
meeting, but to submit written evidence instead.
1
37
Appendix B
8. Arrange for visiting participants to be introduced to the Chair of the
meeting prior to the start of the meeting.
9. Introduce visiting participants to the Committee.
10. Ensure all visiting participants are treated with courtesy and respect.
11. Ensure all questions are made in an orderly manner under the direction
of the Chair and that councillors ask questions relevant to the
objectives of the review.
12. Provide the review findings to all visiting participants who request them.
2
38
Appendix B
2. QUESTIONING TO GAIN THE MOST FROM VISITING
PARTICIPANTS (WITNESSES)
The evidence of visiting participants to a review may often be the most
valuable source of information. However, if the questions are not the right
ones they may not be effective in soliciting the best information. Asking
questions is not about profiling yourself, making a personal speech or
arguing with participants. This can put them off giving evidence.
Considering what questions to ask and the type of question to use to gain
focused information often means preparation beforehand. Below are
examples that can be considered.
Question types
Most people will be familiar with the two basic question types “open” and
“closed”. These can be described as follows:
Closed:
These are used when you require a brief factual answer. They close down
discussion. For example;
“What is your name?”
“Do you work in other organisations?”
Open:
These are used to gain more than a “yes” or “no” answer as they stimulate
further discussion on an issue. For example;
“Please give us an example of how your service has improved?”
“Tell us about how your service is organised”
But there are also some questioning styles which can elicit different types
of responses and different outcomes.
In preparing for questioning visiting participants, it might be helpful to think
about the way in which questions can be asked to get the outcome that
you are looking for.
Probing:
Seek verifiable data and usually start with the words who, what, why,
where, when or how. They are used to gather information about a
situation. For example;
“How much have we spent on this service this year?”
“Who was consulted before the changes were implemented?”
3
39
Appendix B
Opinion finding:
Ask for subjective information that gets at opinions, values or beliefs. They
will help you understand views. For example;
“Do you think people understand the services available?”
“How do you feel the consultation went?”
Getting the detail:
This can help find out more specific detail from the visiting participants. For
example;
“You mentioned costs a moment ago – can you be more specific?”
“Explain that in more detail for us please.”
Best/least questions:
They are similar to opinion finding questions as they help test the limits of
participant’s needs and wants. For example;
“What is the best thing about the service we offer?”
“What is the worst thing about the way we publicise our services?”
Third party questions:
These can help people express sensitive information and help uncover
thoughts in an indirect manner. But be careful that they do not become
leading questions. For example;
“Some people say it takes too long to get a response from our services.
How does that sound to you?”
Crystal ball or hypothetical questions:
These can help to explore questions. For example;
“If time and money was no object, what sort of computer system would you
design for the department?”
Dos and Don’ts
To make the best use of the time available for a visiting participant, it is
important to think about not only the type of question but also the way in
which it is asked. The following suggests some things to think about:
DO:
•
Ask clear concise questions covering a single issue
4
40
Appendix B
•
•
•
•
•
Ask challenging questions that will stimulate thought
Ask reasonable questions based on what visiting participants will
know about
Ask honest and relevant questions
Ask a question
Allow time for thoughtful responses
DON’T
• Ask rambling, ambiguous questions that cover a number of issues
• Ask questions that don’t provide opportunity for thought
• Ask questions about issues not in the visiting participant’s
knowledge
• Ask “trick” questions designed to confuse witnesses
• Make a personal statement or speech
• Let visiting participants cross examine each other
• Talk or leave the room when people are giving evidence
5
41
Appendix B
3. GUIDANCE FOR VISITING PARTICIPANTS
1. Contacts
Every review will be co-ordinated by the Overview and Scrutiny Officer,
Name (Tel.; email.). Please use him/her as your point of contact.
2. Topic
Make sure you are clear on the topic and areas that the Committee
would like you to address. If you are not sure ask (Name of Overview
and Scrutiny Officer).
3. Discussion
Discuss your review with (Name of Overview and Scrutiny Officer),
especially if this is the first time you have given evidence to an
overview and scrutiny committee.
4. Contribution
Be prepared to be asked for your opinions and views as well as to give
factual information. If you are asked to provide written evidence, make
this as simple and concise as possible – if you are a Council officer
remember that you are not presenting a committee report but providing
information to help the councillors conducting the review.
5. Presentations
If you have been asked, or have offered to give a presentation in
relation to your evidence let (Name of Overview and Scrutiny Officer)
know what equipment you will need. Please email your presentation to
him/her in advance to ensure that it is compatible with Council
equipment.
6. The Meeting
Members of the Committee want to make sure participants feel free
and able to attend so they will ensure that meetings are as informal as
possible and that you are able to contribute fully to the topic under
review.
6
42
Agenda Item No_____12_______
FINAL REPORT OF THE JOINT PUBLIC TRANSPORT TIME AND TASK PANEL
Summary:
The Cabinet of Broadland District Council approved the
recommendations of the Joint Public Transport Time
and Task Panel on 11 September 2012. The Overview
and Scrutiny Committee of North Norfolk District Council
needs to consider how best to implement them.
Recommendations:
1. To consider how the recommendations can be
implemented in North Norfolk.
2. To make recommendations to Cabinet, if
appropriate.
3. To request that the Leader endorses the letter to
Norfolk County Council attached at Appendix C
Cabinet Member(s)
Ward(s) affected
Mr T FitzPatrick
Mr K E Johnson
All
Contact Officer, telephone number and email: Mary Howard, 01263 51607,
mary.howard@north-norfolk.gov.uk
1.
Introduction and Background
1.1
In September 2011, the Overview and Scrutiny Committees of Broadland and
North Norfolk District Councils agreed to work jointly to review public transport
arrangements for the 2 Districts. The joint Time and Task Limited Panel met
for the first time on the 26 October 2011.
1.2
The Joint Panel consisted of 4 Members from Broadland and 4 Members from
NNDC – Ms V R Gay, Mrs B A McGoun, Mr R Reynolds and Mr T FitzPatrick.
The Panel met 6 times. During the review the Panel met with the Assistant
Director of Travel and Transport Services at Norfolk County Council as well
as the Portfolio Holder for Planning and Transportation. Panel Members also
questioned parish and town councils, community transport providers and bus
operators
43
2.
Progress of the Recommendations
2.1
The recommendations originally went to the Overview and Scrutiny
Committee at Broadland District Council on 29 May 2012. They covered
matters that were achievable for both District Councils and purposely avoided
the more strategic areas, where the County Council was the lead transport
authority. Cabinet had referred the report back to Broadland’s Overview and
Scrutiny Committee to fine-tune their recommendations.
2.2
NNDC’s Overview and Scrutiny Committee considered the original report at
their meeting on 26 June 2012 and conveyed their comments to the
Broadland Committee who were meeting again on 31 July and would be
considering some officer suggestions on how the recommendations could be
implemented. Mr B Smith and Mr P W Moore attended this meeting.
3.
Final Report
3.1
The final report which was presented to Cabinet at Broadland District Council
on 11 September 2012 is attached at Appendix D The report included further
information on how each recommendation could be fulfilled and by whom.
The recommendations were also themed to provide a clearer understanding
of the outcomes required.
3.2
The Chairman of the Time and Task Panel advised Members that much of the
County Council’s Public Transport Strategy was based on Community
Transport. However, there were not many of these schemes in either
Broadland or North Norfolk. The Councils should, therefore, lobby the County
Council to encourage them to support Community Transport Schemes in the
Districts.
The Portfolio Holder for Economic Development advised that the main issue
for improving the provision of public transport was funding, which was mainly
sourced from Norfolk County Council. He proposed to Cabinet that the Leader
should write to the Portfolio Holder for Planning and Transportation at the
County Council to lobby for better public transport provision in the District.
The letter should emphasise the areas where Broadland would take action to
encourage and support public transport, as well as those matters where the
County Council had a responsibility for improving provision.
The Chair of Overview and Scrutiny suggested that the letter should also be
signed by the Leader of North Norfolk District Council to maximise the impact
of the request.
4.
Conclusion
Members are asked to consider the recommendations in the report attached
at Appendix D, to identify those that are applicable to North Norfolk and to
discuss how best to implement them, making recommendations to Cabinet if
appropriate. They are also asked to consider the letter attached at Appendix
C and the request from Broadland’s Chair of Overview and Scrutiny that it
should be endorsed by the Leader of NNDC to maximise impact.
44
5.
Implications and Risks
Inadequate public transport poses a risk to the delivery of the Corporate Plan,
especially Jobs and the Local Economy A, B and D.
6.
Financial Implications and Risks
Implementation of some of the recommendations would incur expenditure.
Conversely lack of implementation could impact on income from tourism and
local businesses.
7.
Sustainability
Improved public transport would contribute to sustainable provision for
community needs and would reduce the carbon footprint.
8.
Equality and Diversity
All residents of the District should be able to access work, leisure and health
facilities.
9.
Section 17 Crime and Disorder considerations
Lack of public transport and subsequent isolation, especially in the evenings,
could lead to vandalism and anti-social behaviour.
10.
List of Background Papers
Joint Public Transport Time and Task Group: Minutes of all meetings
Broadland District Council: Minutes, Overview and Scrutiny Committee 31
July 2012; Report and Minutes, Cabinet 11 September 2012
North Norfolk District Council: Public Transport Report and Minutes, Overview
and Scrutiny Committee 26 June 2012.
45
Appendix C
Ask for:
Direct Dial:
E-mail:
Our ref:
Your ref:
Date:
Andrew Proctor
01603 430450
cllr.andrew.proctor@broadland.gov.uk
OSC TTLP
XX October 2012
Councillor Graham Plant
Portfolio Holder for Planning and Transportation
Norfolk County Council
County Hall
Martineau Lane
Norwich
NR1 2SG
Dear Graham
RECOMMENDATIONS FROM OVERVIEW AND SCRUTINY REVIEW
Broadland District Council has been working jointly with colleagues from North Norfolk District
Council over the course of 4 months to identify and seek solutions on issues of public
transportation access for residents in our two districts. The Overview and Scrutiny Committee’s
convened a Joint Time and Task Limited Panel to conduct the review. I understand that you
participated in this review by attending one of their meetings, along with Tracey Jessop
(Assistant Director Travel and Transport Services), to answer some of their lines of enquiry.
The Panel of Members made a series of recommendations with the aim to improving access to
information about public transport services and to improve the provision of Community
Transport Providers in both districts. A copy of their final report is enclosed with this letter for
information.
As you will see the recommendations can largely be fulfilled by each of the district council’s
working with their officers and their parish/town councils. However there are four
recommendations which we hope the County Council will act upon:
1. Ensure that Parish/Town Councils are informed with the correct information about
services available e.g. up to date bus timetables; factsheets on SureStart services and
how to access them; community buses; particularly evening services and the Kickstart
moped scheme; and encourage them to disseminate the information proactively to
residents.
2. Persuade Bus Operators to provide double-decker buses on the most popular and logical
routes to maximise patronage. For example X29 Norwich to Kings Lynn/Fakenham
3. Respond to concerns about the information boards present at the key bus service stops
that are frequently not working. In addition consider linking up Public Authority websites
46
or media accounts to share up to date information about service delays e.g. Twitter
accounts and websites
4. Provide supported funding or sponsorship to community transport providers to obtain
new vehicles.
We understand that the County Council have a responsibility to improve the provision of Public
Transport by making it as accessible as possible, and acknowledge the hard work and
improvements already delivered by your Team which the Panel included within their final report.
However, we consider that should the County Council act upon these recommendations then
residents across Norfolk would benefit greatly.
We look forward to hearing from you in anticipation that our request will be met with a positive
response.
Yours sincerely
Councillor Andrew Proctor
Leader Broadland District Council
Councillor Keith Johnson
Leader North Norfolk District Council
47
Appendix D
OVERVIEW AND SCRUTINY PUBLIC TRANSPORT REVIEW
RECOMMENDATIONS (AMENDED)
Portfolio Holders:
Wards Affected:
All
All
1
SUMMARY
1.1
On the 29 May 2012 the Overview and Scrutiny Committee agreed a series of
recommendations identified by their Time and Task Limited Panel who
worked with colleagues from North Norfolk District Council. These
recommendations were presented to Cabinet for endorsement on the 18 June
2012. The Cabinet referred these recommendations back to the Overview
and Scrutiny Committee to further identify how those recommendations could
be achieved and prioritised.
1.2
This report presents those recommendations again with further information on
how each recommendation could be fulfilled and by who. The
recommendations have also been themed to provide a clearer understanding
of what the recommendations are trying to achieve.
2
KEY DECISION
2.1
This is not a key decision and has not been published in the Forward Plan.
3
INTRODUCTION
3.1
In September 2011, the Overview and Scrutiny Committee agreed that
Broadland Scrutiny Members would work jointly with Members from North
Norfolk District Council’s Scrutiny Committee to review public transport
arrangements for Broadland and North Norfolk. The joint Time and Task
Limited Panel met for the first time on the 26 October 2011.
3.2
During the course of the review, the Time and Task Limited Panel members
met with the Assistant Director Travel and Transport Services Environment,
Transport and Development, Tracey Jessop and County Council Portfolio
Holder for Planning & Transportation, Graham Plant. The Members also
engaged with Community Transport Providers, Parish Councils and Bus
Operators.
11 September 2012
48
Appendix D
4
THE ISSUES
4.1
The Overview and Scrutiny Committee identified during their work
programming exercise in early 2012 that there were concerns around access
to Public Transport across the district. Upon consultation with other Norfolk
Authorities, North Norfolk District Council identified similar concerns and
agreed to work with Broadland District Council as a Joint Time and Task
Limited Panel to review the effectiveness of Public Transport. The Joint TTLP
were tasked to undertake the following:
•
Identify gaps in the public transport services provided (Bus, Rail and
Water)
•
Identify services that are under threat to continue or to be reduced
•
Conduct a Rural Proofing assessment which can be presented to the
County Council as evidence to support continuing services in rural areas
and where applicable invest in them
•
Review the impacts on access to the SureStart centre being set up in
Cawston, accounting for the cuts proposed to the bus services
•
Investigate access to bus stops in terms of older people and disabled
people capabilities, identifying possible improvements to be made
•
To identify specific problems with public transport services for the elderly
and the disabled
•
To investigate how opportunities for employment were restricted by
access to public transport in rural areas
4.2
Over the course of four months the TTLP identified a number of
recommendations to be endorsed by each Council.
5
DISCUSSION
5.1
While the Overview and Scrutiny Committee reconsidered their initial
recommendations, they were made aware of the ongoing work being
undertaken by Norfolk County Council during their own service review. To
date the County Council has increased the investment in Community
Transport, and are building capacity with third sector organisations to increase
the volume of journeys that can be undertaken. They have established a new
11 September 2012
49
Appendix D
social enterprise called Norfolk Community Transport Association, which is
offering significant economies of scale for back office activity like recruitment,
insurance, health and safety, operational good practice, CRB checks, vehicle
and legislative compliance, vehicle and driver pooling.
5.2
Members from North Norfolk District Council attended the Overview and
Scrutiny Committee meeting on the 31 July 2012 to continue their involvement
with this review and agreed with our Committee that the recommendations
remained relevant and achievable should they be delivered how suggested.
5.3
Following consideration the Committee did agree to withdraw the
recommendation “District Councils to support Community Transport Providers
with their long-term running to enable the service to remain sustainable and
deliverable e.g. charitable trusts/cooperatives” as it is more relevant to North
Norfolk Council than to Broadland Council considering the number of
Community Transport Operations active within the North Norfolk district.
6
PROPOSED ACTION
6.1
The Cabinet are asked to endorse the following recommendations identified
by the Joint Time and Task Limited Panel and supported by the Overview and
Scrutiny Committee (as amended).
Recommendation
How it could be
achieved
Responsible for
delivery
a.
The Council could do more
to raise the profile of
Community Transport
Schemes available
including what the benefits
are to using community
transport
Coordinated
through community
grants to such
organisations.
b.
Ensure that transport
providers are aware of the
Bus Service Operators
Grant and help them to
meet the criteria to apply
Information could be
added to the Community
Engagement pages on
the Broadland Council
website, a feature could
be published in
Broadland News and
articles raising awareness
placed in Parish Pages.
CTP are local
businesses, information
could be advertised in
Business Focus
magazine to raise
awareness.
Theme
Awareness
Economic
Awareness
Development Team
11 September 2012
50
Appendix D
c.
d.
e.
f.
Recommendation
How it could be
achieved
Responsible for
delivery
Ensure that Parish/Town
Councils are informed with
the correct information
about services available
e.g. up to date bus
timetables, factsheets on
SureStart services and how
to access them, community
buses, particularly evening
services and the Kickstart
moped scheme; and
encourage them to
disseminate the information
proactively
District and County
Councils to provide more
positive advertising of the
uses of public transport
and how to access it. This
to also include basic
operator information and a
link to ‘Travel Line’ on the
Council’s website
County/District/Parish or
Town Councils to consult
with communities to fully
identify their needs and find
ways of providing
community bus sharing
schemes and supporting
voluntary drivers to provide
the service to begin with,
for example through
Neighbourhood Planning
exercises
Support and promote the
new river ferry service
being provided from the old
power station to Trowse
(Broadland/City area)
Encourage the County
Council to provide the
information of services
available to parish
Councils through their
existing communication
means. A letter from the
Council leader to County
Council should suffice
Norfolk County
Council
Awareness
District Council
Leaders writing a
letter to County
Council
Lobbying
Provide a positive article
on the Council website
‘Transport and Streets’
along with basic
information that can be
downloaded and link to
the Travel Line website.
Communications
Team
Awareness
Build these questions as
part of consultation
process for parish plan
and neighbourhood
plans. Also consider
using these points of
reference when
consulting on
infrastructure needs for a
community.
Spatial Planning
Awareness
Raise awareness of the
service on the Council
website and within
notices in Broadland
News and Parish Pages.
Communications
Team
Awareness
Theme
11 September 2012
51
Appendix D
Recommendation
g.
h.
i.
j.
k.
How it could be
achieved
Responsible for
delivery
Partnership and
Funding Officer
Theme
Encourage Community
Transport Providers to use
regular bus routes in
addition to providing
bespoke trips for
individuals
Consider ring-fencing
funding to support
community transport
schemes and encourage
new providers to come
forward. Schemes that
would assist local
businesses to pick up
employees would be
particularly supported
Provide supported funding
or sponsorship to
community transport
providers to obtain new
vehicles
Feed this information
back to providers when
they are applying for
funding.
Partnership and Funding
Officer working with
Norfolk County Council
grants officer to improve
access to funding
streams.
District Council/
Norfolk County
Council
Negotiate with Bus
Operators to be consistent
in how they provide
information and what they
include with it. A lot of
information is bundled
together which do not
relate and causes
confusion
The Council to support and
encourage Community
Transport Providers to
reach out to young people
who need a service in the
evenings in order to attend
groups or clubs.
Include these points of
reference within same
letter to Bus Operators
outlining the Council’s
feedback from this
review. Initially consult
parish councils to outline
which information from
operators is most useful.
Identify operating CTP’s
and make them aware of
groups/clubs for Young
People who would benefit
from their services,
engage through YAB.
Merge with existing
Leisure arrangements
and advertising methods.
Parish Liaison
Officer
Lobbying
Economic
Development,
Leisure Team
Lobbying
Would have to be agreed Economic
by the Grants Panel how Development
much funding is put aside Team.
and endorsed by Cabinet.
Raise awareness of
available funds through
community newsletters
and BroadlandDC Twitter
account.
Awareness
Funding
Funding
District Council
Leaders writing a
letter to County
Council
11 September 2012
52
Appendix D
Recommendation
How it could be
achieved
l.
Persuade Bus Operators to
provide double decker
buses on the most popular
and logical routes to
maximise patronage. For
example X29 Norwich to
Kings Lynn/Fakenham
Economic
Development
and
County Council.
Lobbying
m.
Provide bus timetables at
local shops/village
halls/central notice
boards/libraries/schools/do
ctors surgeries and Parish
Magazines not just parish
councils.
Providing the information
where people are most
likely to access transport.
Timetables for Bus
Operators and contact/time
information for Community
Transport Providers
displayed together. This
should include information
within the bus stops of
which buses stop there
Ask the Leader to write to
the Government outlining
the consultation
undertaken and request
them to consider an
alternative regulatory
framework and public
transport funding systems
that is accessible to both
voluntary sector and
private sector
District Council to compile
a joint letter with Norfolk
County Council appealing
to Bus Operators.
County Council should
have existing information
of which routes maximise
patronage
The Council writes to
Parish/Town Councils
informing them the
expectation that
information needs to be
provided in these areas
across the parish area. A
letter to Parish Councils
encouraging them to
obtain the information
and pass to their local
shops/libraries.
Parish/Town
Councils
Lobbying
Compile a joint letter from
each Norfolk Authority
countersigned by all
Leaders and MP’s and
sent to Government as
per recommendation
Democratic
Services
Lobbying
n.
Responsible for
delivery
Theme
11 September 2012
53
Appendix D
o.
p.
q.
r.
Recommendation
How it could be
achieved
Convey to County Council
Portfolio Holder for
Transport concerns about
the information boards
present at the key bus
service stops that are
frequently not working. In
addition consider linking up
Public Authority websites
or media accounts to share
up to date information
about service delays e.g.
Twitter accounts and
websites.
The Council to encourage
Bus Operators to provide
safer collection points in
areas where the main
roads are dangerous.
Compile a letter to the
Norfolk County Council
Portfolio Holder for
Transport (Graham Plant)
conveying this concern
and asking them to be
included within their
review of public transport
services. Implementation
would be at discretion of
County Council.
District Council
Leader
Consult with Parish
Councils where their
current collections points
are and if they are
hazardous. Outline this
feedback in a letter to
Bus Operators asking
them to revise collection
points.
Include within main letter
from Council Leader to
Bus Operators, and site
separately with Rail
Companies, Taxi Firms
and Ferry Services.
Collectively the
Parish Councils
working together to
compile one letter
Lobbying
Democratic
Services
Lobbying
Include as part of the
Grants Review conducted
on an annual basis.
Recommendation
reported to the
Partnership and Funding
Officer for information.
Partnership and
Funding Officer/
Democratic
Services
Lobbying
(internal)
Convey to any public
transport provider that it is
important for drivers to be
courteous, welcoming and
helpful. These simple
behaviours are extremely
valued by service users
and can influence their use
of the service
Relax criteria to achieve
funding for community
transport schemes,
providing bespoke support
to applicants to help them
to complete a successful
application form
Responsible for
delivery
District Council
Leaders writing a
letter to County
Council.
Theme
Lobbying the
County
Council
7
RESOURCE IMPLICATIONS
7.1
There are minimal resource implications within this report. The delivery of
recommendations to improve advertising and raising awareness will require
11 September 2012
54
Appendix D
officer time, any literature about available services or grants or volunteer
schemes can be included within existing Council publications like Broadland
News, Parish Pages and Broadland Business Focus. Leaflets from
community transport providers could be obtained from the providers directly
and supplied at community events across Broadland or relevant to those
operator areas at no cost to the Council. Recommendations have been
delegated to existing Council functions or to Parish Councils within their
community facilitator role.
8
LEGAL IMPLICATIONS
8.1
There are no legal implications associated with this report.
9
CONCLUSION
9.1
In conclusion the Overview and Scrutiny Committee have reconsidered their
initial recommendations, they have identified how each recommendation
could be fulfilled in consultation with officers and collectively agreed three
themes the recommendations apply to. The Cabinet are asked to deliberate
these recommendations and consider them for action.
10
OPTIONS
10.1
The Cabinet has the following options
(1)
Endorse the updated recommendations
(2)
Agree alternative course of action to be taken by the Overview and
Scrutiny Committee
Councillor Peter Balcombe
Chairman of the Joint Public Transport Time and Task Limited Panel
Martin Thrower
Head of Democratic Services and Monitoring Officer
Background Papers
None
11 September 2012
55
Appendix D
For further information on this report call Stacy Cosham on (01603) 430567 or
e-mail stacy.cosham@broadland.gov.uk
11 September 2012
56
Social Wellbeing
North Norfolk District Council – Health Strategy Progress Report
Key strategic priorities
1. Localism of health delivery by all relevant stakeholders
2. Prevention of ill health and promotion of healthy lifestyles
3. Maintaining activity, independence and support for older people
Current work
Localism of health delivery by all relevant stakeholders
This strategic priority recognises within a rural area such as North Norfolk the need to
ensure that where ever possible organisations responsible for health, social care and well
being services work together to offer and deliver co ordinated, local services.
The North Norfolk Health Improvement Forum (NNHIF) which is led by the Council has been
recognised as a Forum which can not only deliver joint working to meet the Health Strategy
priorities but can also potentially provide the multiagency structure that some external
organisations require to fulfil service functions. Discussions have recently taken place with
the North Norfolk Clinical Commissioning Group (NNCCG) which will take on commissioning
responsibilities for North Norfolk from April 2013 to identify issues of mutual interest and how
the Forum structure can inform and support the delivery of NNCCG priorities.
The Norfolk Supporting People Commissioning Body are discussing the development of
Locality Commissioning Bodies. The next Forum meeting will receive a presentation on
whether the Forum could adapt to take on this function rather than set up a new
commissioning body.
An example of more integrated working is that within the next 6 months an Occupational
Therapist and Assistant Practitioner employed by Norfolk County Council will be based at
NNDC to improve the co ordination and customer experience in respect of Disabled
Facilities Grants.
Prevention of ill health and promotion of healthy lifestyles
North Norfolk Activity Referral Scheme – An activity referral scheme has been
established at the 3 main sports and leisure centres for some years. Unfortunately not all
surgeries participated in the scheme so many patients that could have benefitted were not
referred. The Council has proactively worked with NNCCG to their endorsement of a revised
scheme in which all surgeries have been asked to participate. Issues relating to the
electronic transfer and storage of patient data meant that surgeries in North Norfolk were not
officially invited to participate in the scheme until August. From September all eligible
patients regardless of which surgery in North Norfolk they are registered with will have the
opportunity to participate in the Activity Referral Scheme. These will be run by DC Leisure at
the three NNDC sports and leisure facilities. Despite the delay in the official launch of the
scheme participation numbers have been steadily increasing. The number of patients
57
participating in the scheme between August 2010 and August 2011 was 1,538. Between
August 2011 and August 2012 this rose to 2,216 and increase of 44%.
North Norfolk Work Out Project – This externally funded project will end on 30th
September. One of the grant criteria was for the project to be sustainable. This was achieved
by supporting some of the current volunteers to form a separate community group. This has
now secured some funding of its own. The Council was eligible to bid for some additional
funding from the Supporting Change and Supporting Impact funds. We had identified a
range of ways to use this money to improve the activities and conservation opportunities
offered by the Countryside Team. Unfortunately only the Supporting Change bid was
successful which means the Council will only receive an additional £10,000. We are
currently discussing how best to use this grant in line with the grant criteria and to enhance
our existing countryside offer.
North Norfolk Health Trainer Service This NHS Norfolk service is based at the Council. In
addition to the benefits of working in partnership the Council receives income from the NHS
for the office space and associated support services. The service was established in
November 2011 and started fully seeing clients in April/May 2012 when all Health Trainers
were qualified. The Service covers The North Norfolk Clinical Commissioning Group
(NNCCG) which therefore means the service encompasses North Norfolk, most of
Broadland and parts of Norwich.
To date we have processed over 150 referrals from all over North Norfolk. Our highest areas
of health deprivation are Cromer, Fakenham, North Walsham, Stalham and Areas of
Southern Holt. We receive most referrals from the following areas in Descending order
•
•
•
•
•
•
•
•
Fakenham (Most)
North Walsham
Cromer
Stalham
Hoveton & Wroxham
Holt
Aylsham
All Others
Approximately 80% of the clients we see wish to change their Eating habits and/or lose
weight. The other 20% is made from goals that include increasing physical activity, reducing
alcohol consumption and quitting smoking. The average age of people accessing the service
is 51 years.
Most referrals come directly from Health Professionals, although a high number of SelfReferrals and Non-professional referrals are also received.
The service has good links with both the Broadland and North Norfolk Activity Referral
Schemes, Council sports and leisure centres and the mobile gym. The Service has worked
extensively with the North Norfolk District Council who have helped facilitate the
conversations necessary to make a real improvement in people’s health, lifestyle and
wellbeing.
Warm and Well in Norfolk – Following a successful multi agency bid Norfolk received
approximately £320,000 to implement a range of county wide prevention, safety net and
legacy interventions to reduce the incidence in vulnerable people of preventable illness and
58
death in which cold housing was a contributing factor. In North Norfolk we worked with
external organisations to distribute our allocation of 1,000 warm packs and with Age UK
North Norfolk to offer free low level insulation. Procurement issues meant the delay in the
implementation of some of the initiatives such as the heater loan scheme. Evaluation
demonstrated the benefit of the project with over 83% of people finding the warm pack
beneficial. The Council is currently working with a range of organisations including Town and
Parish Councils to continue the delivery of some of the practical and awareness raising
interventions.
Maintaining activity, independence and support for older people
Ageing Well aims to reduce rural isolation predominantly by older people and the potential
associated impact on their physical and mental health. A multiagency workshop hosted by
NNHIF was held in June. This brought together Town and Parish Councils, statutory and
voluntary groups to look at rural isolation issues in North Norfolk, the impact of reduced
statutory funding and new opportunities such as the village agent scheme. A barrier to
providing facilities to reduce rural isolation was raised by one village at the workshop. This
has subsequently led to a funding application to the North Norfolk Big Society Fund.
Local Health Service Update
Health and Social Care Act 2012
From 1st April 2013 NHS Norfolk as a Primary Care Trust will be abolished. It will be
replaced by North Norfolk Clinical Commissioning Group (NNCCG) which is a formal
collaboration of 20 GP Practices.
NNCCG which has been a shadow CCG since April 2012 is currently undergoing the
required accreditation process to demonstrate competence in 6 key areas prior to
taking full responsibility for commissioning health care services for £166,500 patients
in North Norfolk and rural parts of Broadland.
The Council’s relationship with NNCCG is strong. We currently work with the CCG on
a number of projects and discussions have been held at all levels to consider further
mutually beneficial opportunities for joint working at an organisational level and for
the benefit of the resident population.
Health and Wellbeing Board are being established in each top tier or borough
authority. NNDC has Member representation on the Norfolk Board. The Boards main
functions are to:
1. Assess the needs of the local population through the Joint Strategic Needs
Assessment process.
2. Produce a local Health and Wellbeing Strategy,
3. Promote greater integration and partnership.
The Board has stated the importance it places on health and well being improvement
and reducing health inequalities. However there is a danger that it will be dominated
by the issues arising from the ongoing financial pressures on the NHS and social
care.
Clarity is still required around geographical and thematic sub structures which may
be of more relevance to District Councils.
•
Public Health England will be established to improve public health and reduce health
inequalities. Public Health will transfer from the NHS to Local Authorities.
59
•
Health Watch England and local Healthwatch will be established. Until then the
existing Local Involvement Networks (LINks) will continue. The aim of local
Healthwatch will be to give citizens and communities a stronger voice to influence and
challenge how health and social care services are provided within their locality
Cromer Hospital
The new £15 million hospital is now fully open. Facilities include an ophthalmic operating
theatre plus new diagnostic services including a permanent on-site mammography (breast
screening) service, and a DEXA scanner for osteoporosis diagnosis. A brand new MRI
scanner was also installed in late 2010.
The Minor Injuries Unit on the ground floor has been named after Mrs Bernstein and the
Procedure Unit on the first floor of the new hospital has been named after her sister Muriel
Thoms. The Audiology Unit on the first floor has been named after Phyllis Cox.
The old Davison and Barclay ward areas of the current hospital have been retained and
refurbished for use as a permanent renal dialysis unit with room for expansion.
North Walsham and District War Memorial Hospital
The new hospital was officially opened on 1st August. There are 24 in patient beds which is
an increase from the 16 at the old hospital. The refurbished outpatients provides a range of
clinical services including physiotherapy, speech and language therapy, neurological
support, continence care, podiatry and services which include rehabilitation care on the
ward.
The opening of both of these facilities is a significant achievement and will provide more
local outpatient services for residents and increased in patient beds. A few years ago both of
these facilities were at risk of closure which the Council and the local community proactively
opposed.
East of England Ambulance Service
Concern has been expressed about proposed changes to ambulance provision in North
Walsham, Cromer and Fakenham. If implemented North Walsham’s double staffed
ambulance would be cut and replaced by a Rapid Response Vehicle. Cromer would lose 138
hours of a double staffed ambulance to be replaced by 52 hours of a Rapid Response Vehicle.
Fakenham would lose 5 hours each day of their Rapid Response Vehicle. The Trust has said
that ambulance services are not being cut overall but reconfigured to match to demand.
60
Agenda Item No_____15_______
REVIEW OF OUTSIDE BODIES
Summary:
Conclusions:
This report provides the Committee with information on
five Outside Bodies referred for review from Full Council
on 30 May 2012. It was due for discussion at the
meeting of Overview and Scrutiny of 24 July 2012 but
was deferred because of other items on the agenda.
This version of the report includes additional information
requested by Members.
Norfolk Tourism and the North Norfolk Community
Transport Partnership should be removed from the
Council’s schedule of approved Outside Bodies.
Representation on the Norfolk Playing Fields
Association, Norfolk Rural Community Council and the
North Norfolk Skills Partnership requires further
consideration.
Recommendations:
1. To recommend to Full Council that the North
Norfolk Community Transport Partnership and
Norfolk Tourism should be removed from the
Official List.
2. To further consider the value to the Council of
continued representation on the Norfolk Playing
Fields Association, Norfolk Rural Community
Council and the North Norfolk Skills Partnership.
Cabinet Member(s)
Ward(s) affected
Mr K Johnson
All
Contact Officer, telephone number and email:
Mary Howard, 01263 516047, mary.howard@north-norfolk.gov.uk
1.
Introduction
1.1
At Full Council on 30 May 2012 a report on Outside Bodies was presented by
the Legal and Democratic Services Manager. She identified five Bodies
where responses from Members (or a lack of response from the Outside
Body) indicated that it would be useful for representation to be reviewed by
the Overview and Scrutiny Committee. The purpose of the review would be to
61
decide if continued representation was of value and in the best interests of
the Council. This was agreed by Members.
1.2
The five Bodies referred to the Overview and Scrutiny Committee were the
Norfolk Playing Fields Association, the Norfolk Rural Community Council,
Norfolk Tourism, the North Norfolk Community Transport Partnership and the
North Norfolk Skills Partnership.
1.3
In preparing this report, reference has been made to the information already
on file from a review undertaken annually by Democratic Services.
Information on funding has been obtained from the Accountancy Team and
lead officers have been interviewed, where applicable. Reference has also
been made to the Corporate Plan. Further information was requested by
Members in July 2012 and is included in this report.
2.
The process undertaken by Democratic Services before the Annual
Meeting of Full Council
2.1
Each year Outside Bodies are sent a questionnaire to confirm contact details,
terms of reference and aims, the number of Members appointed to each
body, the numbers of meetings and attendance. Confirmation is also sought
that the organisation is requesting appointment for the forthcoming municipal
year.
2.2
Members are sent a questionnaire requesting confirmation that they were
invited to meetings, the number of meetings convened and the number
attended. They are also asked to comment on the following
•
The value contributed by the organisation to the quality of life in North
Norfolk and to the Council’s priorities.
•
Whether representatives had received a briefing from an Officer or
outgoing Member before attending the first meeting.
•
The best method for reporting on the work of the organisation.
•
The reason for representing the Council on the organisation, that is,
specific interest/knowledge or relevance to Ward.
Democratic Services consults both the Outside Body and the Member
representative in order to gain a more complete picture of the work of the
Body and its value to the District.
3.
Information gathered in the 2012 review
3.1
Norfolk Playing Fields Association
The Organisation did not respond to the questionnaire or subsequent
reminder. The NNDC representative said that he had never been invited to a
meeting.
62
3.2
Norfolk Rural Community Council
The Organisation responded that the Council was entitled to appoint a
representative. Meetings were held quarterly and there was also an Annual
General Meeting. No information on the attendance of the NNDC
representative was provided. The NNDC representative said that he received
information about the organisation but had never been invited to a meeting.
3.3
Norfolk Tourism
The Organisation did not respond to the questionnaire or subsequent
reminder. The NNDC representative said that she had not yet been invited to
a meeting.
3.4
North Norfolk Community Transport Partnership and North Norfolk
Skills Partnership
No appointment had been made to these organisations in 2011 – 2012
because it had been understood that they were linked to the North Norfolk
Community Partnership, the future of which was under review. As part of the
2012 review there had been attempts to seek clarity, but these had been
unsuccessful.
4.
Links to the Corporate Plan
•
Norfolk Playing Fields Association: tenuous link to Coast, Countryside and
Built Heritage.
•
Norfolk Rural Community Council: Localism
•
Norfolk Tourism: Jobs and the Local Economy D
•
North Norfolk Community Transport Partnership: tenuous link to Jobs and
the Local Economy
•
North Norfolk Skills Partnership: Jobs and the Local Economy B
5.
Further Information gathered for the purpose of this report
5.1
Norfolk Playing Fields Association
The Norfolk Playing Fields Association receives no funding from the Council.
The aims of the Norfolk Playing Fields Association are “to support the saving
of threatened recreational facilities and to extend the benefits of playing fields,
playgrounds and open spaces to all members of the community. Grants are
for capital projects and priority is given to projects that involve children’s play.”
Applicants for grant funding must be members of the Norfolk Playing Fields
Association. North Norfolk District Council is a member. Grants are for small
amounts.
Meetings are essentially Member Forums and the Lead Officer believes that
NNDC should continue to be represented by an Elected Member. He has
recently had correspondence from the Norfolk Playing Fields Association
63
urging that a Member should attend meetings and has written to confirm that
NNDC has a representative, with contact details for that individual.
5.2
Norfolk Rural Community Council
The Norfolk Rural Community Council has not received funding from the
Council since January 2008. Its stated aims are:
•
Community Support - helping Communities all the way from identifying
needs to delivering solutions with friendly support and genuine
expertise.
•
Rural Advocacy - to provide a voice to rural communities to ensure
that decisions on services, policies and strategies do not discriminate
against them and adequately serve and reflect their needs.
•
Developing Solutions - to research, consult and develop initiatives to
solve the problems faced by our communities.
These aims are encapsulated in North Norfolk District Council’s Corporate
Plan 2012 – 2015, “To empower individuals and local communities to have a
greater say in their own futures” therefore the work of this organisation is
clearly in line with the aims of the Council. However Members are asked to
consider if the Council should continue to be represented on this body or
whether it would be sufficient to receive information by other methods, e.g.
the Members’ Bulletin.
5.3
Norfolk Tourism
Norfolk Tourism last received funding from the Council in 2003. The
Economic and Tourism Development Manager has explained that Norfolk
Tourism is the governing body for tourism in Norfolk and is under the
auspices of Norfolk County Council. It is a partnership of tourism businesses
and local authorities from across the county who also work closely with
regional and national bodies. Local authorities are represented by the
relevant portfolio holder.
Norfolk Tourism is, therefore, not a Council appointment and should be
removed from the Council’s schedule of approved Outside Bodies.
5.4
North Norfolk Community Transport Partnership
The North Norfolk Community Transport Partnership has been dissolved. It
should, therefore, be removed from the Council’s schedule of approved
Outside Bodies.
5.5
North Norfolk Skills Partnership
The North Norfolk Skills Partnership last received substantial funding in
September 2011. It is the skills and training arm of the North Norfolk Business
Forum. Partners include schools, colleges, Job Centre Plus and Learning for
Everyone. The lead officer at NNDC is the North Norfolk Learning & Skill
Project Manager who has provided the following description of the
Partnership:
64
“We at the District Council understanding the affects of market failure on the
economy of North Norfolk created two bodies which fulfilled the corporate
aspirations of this Council centred on business development and skills
support.
The North Norfolk Skills Partnership has operated since 2006 as a sister
organisation to the North Norfolk Business Forum, both set up by NNDC. It is
a collaboration brought together of organisations involved in skills
development in North Norfolk. The reason for its being is to provide a
collective voice for the identified needs of learners in the District in response
to lack of mainstream provision. It is largely a gathering of public, private and
third sector training providers. It has always strived to respond to the skills
needs of the local business sector as identified by the North Norfolk Business
Forum. Resulting from this collaboration is a better understanding of the
issues and lobbying for better penetration of service delivery and strategic
projects.
In the last twelve months we have carried out an organisation and business
review. This has concluded that we need ever greater co-working with the
Business Forum. The Forum is embracing this approach and an initial piece
of work to survey current local business skills needs by interviewing the
various chairs of the sector foras has been published.
The agenda for skills is complex, ranging as it does from the performance of
schools, through to lifelong learning as a personal development tool. The
range of interested parties, government programmes and funding bodies is
also complex.
Supporting skills in North Norfolk is a corporate priority. As such the Skills
Partnership is a vital body to assist the understanding of the local issues
related to employability and skills and to lobby for specific action in response
of market failure.
The Learning 4 Everyone initiative is recognised as the delivery arm of the
Skills Partnership. It has focussed on providing information, advice and
guidance on employment and learning needs as well as a rapid response to
redundancy service, including employability workshops and other short
training courses.”
Officers advise that, although there is no official representative, the meetings
are attended by a Member who has a specific interest and whose expertise is
valued. As a direct response to this report the North Norfolk Learning & Skill
Project Manager has sent a memo to Corporate Leadership Team advising of
the situation and suggesting that representation should be formalised.
6.
Conclusions
Norfolk Tourism is not a Council appointment and should be removed from
the Council’s schedule of approved Outside Bodies. North Norfolk Community
Transport Partnership no longer exists and should also be removed from the
schedule. Representation on the Norfolk Playing Fields Association, Norfolk
65
Rural Community Council and the North Norfolk Skills Partnership requires
further consideration.
7.
Implications and Risks
It is in the interests of the authority to ensure that the outside bodies that the
Council appoints Members to are relevant to the aims and objectives of the
Council.
8.
Financial Implications and Risks
Except for the North Norfolk Skills Partnership, the Outside Bodies under
review are not in receipt of funding from the Council.
9.
Sustainability
There are no sustainability issues in this report.
10.
Equality and Diversity
The Council’s schedule of approved Outside Bodies needs to reflect the
needs of all Residents of the District.
11.
Section 17 Crime and Disorder considerations
There are no Section 17 issues as a direct result of this report.
66
Overview and Scrutiny Committee
23 October 2012
Agenda Item No__16__
OVERVIEW AND SCRUTINY UPDATE
Summary:
This report updates the Committee on progress with
topics in its agreed work programme (attached at
Appendix E) and invites Members to identify any
arising items for future meetings. The Scrutiny
Committee’s working style and role is attached at
Appendix F.
Conclusions:
That progress is being made in some areas, others
need to be monitored and opportunities for scrutiny
should be discussed.
Recommendations:
That Members should consider any follow-up
actions required on these topics.
Cabinet Member(s)
Ward(s) affected
Mr K E Johnson
All
Contact Officer, telephone number and email: Mary Howard, Democratic Services
Team Leader, Tel.01263 516047, mary.howard@north-norfolk.gov.uk
1.
Introduction
The Scrutiny Update report is a standing item on all Overview and Scrutiny
Committee agendas. The report updates Members on progress made with
topics on its agreed work programme and provides additional information
which Members may have requested at a previous meeting.
2.
Progress on topics since the last meeting
2.1
Ambulances
At Full Council on 26 September the Chief Executive reported to Members
that she had been in contact with the East of England Ambulance Trust who
had given assurance that they would send a representative to Overview and
Scrutiny on 23 October, or to a special meeting of the Overview and Scrutiny
Committee. Unfortunately the Trust does not now have an appropriate
person available to attend but it is hoped that they will send a representative
to the November meeting. The Chair of Overview and Scrutiny is prepared to
convene a special meeting if necessary.
2.2
Fly-Tipping
At the meeting of the Committee on 25 September 2012, Mrs A ClaussenReynolds asked why there had been an increase in fly-tipping in May and if
67
Overview and Scrutiny Committee
23 October 2012
this was indicative of a trend. The following response has been received from
the Environmental Protection Team Leader:
“I do not believe there is a significant trend here, currently the fly capture
database (maintained by the Environment Agency) is not available and I
cannot access the exact number of fly tips in each category to undertake any
further analysis at this stage. The size of fly tip recorded is not an exact
science and is dependent on the opinion of the operative clearing the waste
at the time, I would be much more concerned if we were seeing significant
shifts to loads larger than a transit van as this may indicate a more serious
shift in position”.
2.3
New Regulations
Last month the Scrutiny Officer reported on the implications of the Local
Authorities (Executive Arrangements) (Meetings and Access to Information)
(England) Regulations 2012. A Member asked if this would impact on town
and parish councils. The answer is that it would not because the Regulations
only apply to Executive decisions.
2.4
Overview and Scrutiny Committee Annual Review 2011 - 2012
The Overview and Scrutiny Committee Annual Review 2011 – 2012 will be
presented to Full Council on 24 October 2012.
3.
Norfolk Health Overview and Scrutiny Committee
The Outcomes and Actions from the Norfolk Health Overview and Scrutiny
Committee held on 11 October 2012 are attached at Appendix G
4.
Training Opportunity - Norfolk Health Overview and Scrutiny Committee
Seminar on the Implementation of the Health and Social Care Act 2012
District Councillors are invited to a seminar hosted by Norfolk Health
Overview and Scrutiny Committee on the implementation of health and social
care reforms in the county. This event will be of particular interest to Members
of the Overview and Scrutiny Committee.
The speakers include Chief Executives from all the Clinical Commissioning
Groups in Norfolk, the Leader and Chief Executive of the County Council and
the Director of Public Health. There will also be an opportunity to learn more
about the transfer of public health from the NHS to the County Council, the
development of the new Health and Wellbeing Board and Healthwatch
Norfolk and the implications of new health scrutiny regulations.
The seminar is on Thursday 22 November 2012 from 1.00 pm to 4.15 pm in
the Edwards Room at County Hall. Coffee will be available in the Edwards
Room from 12.30pm. To book a place, please contact - Christine Byles,
Member Support Officer, 01603 223237, christine.byles@norfolk.gov.uk
5.
Changes to the Work Programme and Future Topics
5.1
A report on the first 6 months of the Big Society Fund has been added to the
Work Programme for November.
5.2
A monitoring report on Happisburgh Beach Access Steps has been added to
the Work Programme for October 2012.
68
Overview and Scrutiny Committee
23 October 2012
69
Appendix E
OVERVIEW AND SCRUTINY COMMITTEE WORK PROGRAMME
2012/2013
GUIDANCE FOR REVIEWING THE WORK PROGRAMME
In setting future Scrutiny topics, the Committee is asked to:
a) Demonstrate the value any investigation would have to the Council’s Community
Leadership Role.
b) Consider the relationship any future topic may have with the work of the Cabinet’s Work
Programme and the Council’s Corporate Plan
c) Be mindful of the public’s priorities.
d) Provide reasons for the investigation (so that Officers/Witnesses can assist Members to
reach an outcome).
e) Consider the outcomes required before commencing an investigation.
f) Balance the need for new topics with existing items on the Scrutiny Work Programme.
g) Consider whether it would be helpful to time limit investigations or break down some topics
into smaller areas.
h) Provide sufficient notice, where possible, in order that the Cabinet Member with
responsibility for the subject, Officers and outside witnesses/attendees can fully assist the
Committee.
Date of
Meeting
Topic
Organisation/
Officer/
Responsible
Portfolio Holder
Glyn
Williams/Mary
Howard/ Tom
FitzPatrick
Links with
Corporate Plan
October
23 2012
Report of Task
and Finish
Group
Housing
Strategy Part 3
Keith Johnson/
Karen Hill
Housing and
Infrastructure
Health Strategy
Angie FitchTillett/Sonia
Shuter
All
Deferred from
September
Review of
Outside Bodies
Mary
Howard/Tom
FitzPatrick
Delivering the
Vision A - E
Deferred from
September
Public Transport
Joint Scrutiny
Mary
Howard/Tom
FitzPatrick
Jobs and the
Local Economy
Treasury
Management –
Investing in
Pooled Property
Funds
Tony
Brown/Wyndham
Northam
Delivering the
Vision E
70
Notes
All
Appendix E
Date of
Meeting
Topic
Nov 21
2012
Budget
Monitoring
Period 6 (April –
September)
Performance
Management
Big Society
Fund Update
Organisation/
Officer/
Responsible
Portfolio Holder
Karen Sly/
Wyndham
Northam
Links with
Corporate Plan
Notes
Delivering the
Vision E
Cyclical
Helen
Thomas/Keith
Johnson
Trevor
Ivory/Sonia
Shuter
Delivering the
Vision A - E
Localism A, B, C
6-monthly update
Planning
Application
Performance
Steve
Oxenham/Keith
Johnson
Housing and
Infrastructure
A, B,D
Shared Services
including ICT
procurement for
Revenues and
Benefits
replacement
systems
Wyndham
Northam/Louise
Wolsey
Delivering the
Vision E
Update requested by
Members
Dec 18
2012
2012/13
Revised Budget
Karen
Sly/Wyndham
Northam
Delivering the
Vision E
Cyclical
January
23 2013
Planning Fees
Keith
Johnson/Steve
Oxenham
Housing and
Infrastructure A
Review after 9 months,
requested by Members
Coast,
Countryside and
Built Heritage A
February
20 2013
Waste Contract
John Lee/Barry
Brandford
Coast,
Countryside and
Built Heritage A
6 monthly update
Environmental
Sustainability
Update
John Lee/Helen
Dixon
Delivering the
Vision E
Annual update
Budget
Monitoring
(October –
December)
Karen
Sly/Wyndham
Northam
Delivering the
Vision E
Cyclical
Performance
Management
Helen
Thomas/Keith
Johnson
Delivering the
Vision A - E
71
Appendix E
Date of
Meeting
Topic
Organisation/
Officer/
Responsible
Portfolio Holder
Karen
Sly/Wyndham
Northam
Links with
Corporate Plan
Notes
February
20 2013
2013/2014 Base
Budget and
Projections for
2014/15 to
2016/17
Delivering the
Vision E
Cyclical
March 20
2013
Budget
Monitoring
Period 10
(January –
March)
Karen
Sly/Wyndham
Northam
Delivering the
Vision E
Cyclical
Health Strategy
Update
Angie FitchTillett/Sonia
Shuter
All
6 monthly update
April or
May 2013
Car Park
Charges
Wyndham
Northam/
Corporate Asset
Management
Delivering the
Vision E
Review requested by
Members
May 2013
Performance
Management
Helen
Thomas/Keith
Johnson
Delivering the
Vision A - E
June 2013
Complaints,
Compliments
and
Suggestions
Tom
FitzPatrick/Estelle
Packham
Delivering the
Vision B
(Outturn Report)
Final Accounts
2011/12
Karen Sly/
Wyndham
Northam
Delivering the
Vision A - E
Annual
RIPA/
Surveillance
Nick Baker/John
Lee
Coast,
Countryside and
Built Heritage A
Annual
Budget
Monitoring
Period 4 (April –
July)
Karen Sly/
Wyndham
Northam
Delivering the
Vision E
Cyclical
Happisburgh
Beach Access
Steps
Monitoring
Report
Angie FitchTillett/Brian
Farrow
Coast,
Countryside and
Built Heritage C
Undertaking to monitor
made to Cabinet on
10 September 2012
Planning
Performance
Steve
Oxenham/Keith
Johnson
Coast,
Countryside and
Built Heritage A
Further review
requested by Members
Sept 25
2012
TBA
72
Appendix E
Date of
Meeting
Topic
TBA
Customer
Access Strategy
Item on
All
Scrutiny
agendas
Scrutiny
Committee
Work
Programme
Organisation/
Officer/
Responsible
Portfolio Holder
Tom
FitzPatrick/Estelle
Packham
Links with
Corporate Plan
Tom FitzPatrick/
Scrutiny Officer
All
73
Notes
Delivering the
Vision B
At Committee
Appendix F
Working Style of the Scrutiny Committee
Independence
Members of the Scrutiny Committee will not be subject to whipping arrangements by party groups.
Member leadership
Members of the Committee will take the lead in selecting topics for scrutiny and in questioning
witnesses. The Committee will expect members of Cabinet, rather than officers, to take the main
responsibility for answering the Committee’s questions about topics, which relate mainly to the
Council’s activities.
A constructive atmosphere
Meetings of the Committee will be constructive, and not judgmental, accepting that effective
scrutiny is best achieved through challenging and constructive enquiry. People giving evidence at
the Committee should not feel under attack.
Respect and trust
Meetings will be conducted in a spirit of mutual respect and trust.
Openness and transparency
The Committee’s business will be open and transparent, except where there are sound reasons
for protecting confidentiality. In particular, the minutes of the Committee’s meetings will explain
the discussion and debate in a balanced style, so that they could be understood by those who
were not present.
Consensus
Members of the Committee will work together and, while recognizing political allegiances, will
attempt to achieve consensus and agreed recommendations.
Impartial and independent officer advice
Officers who advise and support the Committee will give impartial and independent advice,
recognizing the importance of the Scrutiny Committee in the Council’s arrangements for
governance, as set out in its Constitution.
Regular review
There will be regular reviews of how the scrutiny process is working, and a willingness to change
if it is not working well.
Programming and planning
The Committee will agree the topics to be included in its published work programme and the
extent of the investigation to be undertaken in relation to resources, and the witnesses to be
invited to give evidence.
Managing time
The Committee will attempt to conclude the business of each meeting in reasonable time. The
order of business will be arranged as far as possible to minimize the demands on the time of
witnesses.
74
26
[Type text]
Appendix G
Outcomes and Actions
Norfolk Health Overview and Scrutiny Committee
11 October 2012
Agenda Report Title
Item
Number
Outcomes and Actions
Action By Whom
6.
Same day admissions at
Norfolk’s acute hospitals
Agreed to ask the three hospitals to report back on progress in 9
months time (i.e. July 2013)
Karen Lough
Pauleen Pratt
Claire Rooney
Maureen Orr
7.
Children’s autism services
Noted that the new Autistic Spectrum Disorders pathway agreed
between Norfolk County Council and NHS Norfolk and Waveney is
due to be implemented by 1 November 2012, and that NICE guidance
is not yet available. Potentially, Great Yarmouth and Waveney Joint
Health Scrutiny could examine progress in HealthEast’s area early in
2013.
8.
Services for adults with
autism
Noted the reports and the issues raised by Autism Anglia. Noted that
a steering group services for adults with autism is being established
and the first meeting will be in three months time.
9.
Development of dementia
services in Norfolk
Endorsed LINk’s recommendations for Norfolk and Suffolk NHS
Foundation Trust (NSFT) to consider. The perspective provided by
LINk can be used by the Committee when NSFT presents its radical
redesign of mental health services on 22 November 2012.
10.
Forward work programme
Wheelchair provision by the NHS – the report to NHOSC on
17January 2012 should include details of the documents used to
assess people’s requirements and information on who will be
responsible for commissioning and delivering the service post April
75
Keith Cogdell
Maureen Orr
Maureen Orr
[Type text]
Appendix G
2013.
Liver re-section services – a joint committee will proceed in line with
the Specialised Commissioning Group’s consultation timescale.
Nominees to the joint committee will be kept informed. Dr Legg may
substitute for any of the Norfolk Members, not just Conservative
Members.
Copied to:Chairman of Norfolk Health Overview and Scrutiny Committee (NHOSC)
District Council Members of NHOSC
Member Support Officer - Christine Byles
NHS Norfolk and Waveney
Norfolk LINk
76