Agenda and minutes

The Chair welcomed Chief Inspector Richard Robertshaw – Lancashire Constabulary to the meeting.

Apologies for absence were received from Councillors Marie Gray and Rosemary Russell.

To consider the minutes of the meeting of the Overview and Scrutiny Committee held on 1 June 2010 (enclosed).

RESOLVED – That the minutes of the Overview and Scrutiny Committee meeting held on 1 June be held as a correct record for signing by the Chair, following a revision to the wording of minute 10.OS.18 point 3, – that following the Member Learning Session on Chorley Community Housing, the Executive Cabinet be requested to obtain evidence that the transfer promises have, or are on course, to be achieved.

Members are reminded of their responsibility to declare any personal interest in respect of matters contained in this agenda. If the interest arises only as result of your membership of another public body or one to which you have been appointed by the Council then you only need to declare it if you intend to speak.

If the personal interest is a prejudicial interest, you must withdraw from the meeting. Normally you should leave the room before the business starts to be discussed. You do, however, have the same right to speak as a member of the public and may remain in the room to enable you to exercise that right and then leave immediately. In either case you must not seek to improperly influence a decision on the matter.

No declarations or interest were received.

Members of the public who have requested the opportunity to ask a question(s) on an item on the agenda will be asked to put their question(s) to the Committee.  Each member of the public will be allowed to ask one supplementary question within his/her allocated 3 minutes. 

No questions were received by members of the public.

To consider any reports on the agenda for the Executive Cabinet meeting to be held on Thursday 12 August 2010.

Members of the Committee are requested to notify Democratic Services as soon as possible, to try and ensure the attendance of the appropriate Executive Member.

Please bring your copy of the Executive Cabinet agenda previously circulated.

The Chair reported that there had been no requests from Committee Members to consider reports on the Executive Cabinet agenda for the meeting on 12 August 2010.

To consider a report of the Chair and Vice Chair of the Overview and Scrutiny Committee (enclosed)

The Chair and Vice Chair of Committee presented a report to the  Committee asking them to consider a range of changes to the current overview and scrutiny arrangements in Chorley.

In the past the Committee has been very focussed on the Council’s performance and as such received quarterly monitoring reports. These monitoring reports would still continue to be produced quarterly for the Cabinet agenda but it was considered whether the Overview and Scrutiny Committee should receive the information six monthly instead. This would enable the agendas to be freed up and allow the Committee to focus on the scrutiny of Executive decisions.

Members acknowledged that Chorley’ operated a very open style of Executive Cabinet whereby any Councillor can go along to any Executive Cabinet meeting, speak on any decision and try to influence the decision. It was felt that Overview and Scrutiny Committee would benefit more from scrutinising the decisions of the previous Executive Cabinet instead of the forthcoming reports.

The Committee would in future formally request that the Executive consulted the Overview and Scrutiny Committee at an early stage on the budget principles to be applied and share information available on the Council’s financial position at the appropriate time. It was also felt that the relevant portfolio holder could be invited to attend this meeting to explain the reasons for their decisions.

In debating the two issues of frequency of performance information and scrutiny of Executive decisions, amendments were moved by Members who felt strongly that the Committee should retain the current arrangements.

RESOLVED

1.         That all performance information be provided twice yearly rather than quarterly for the Overview and Scrutiny Committee.

2.         That the minutes of the previous Executive Cabinet be reported on the Overview and Scrutiny Committee agenda.

3.         That timely requests be made to the Executive Cabinet at an early stage on the budget principles to be applied and the Executive be asked to share information available on the Council’s financial position at the appropriate time, and that the appropriate portfolio member be requested to attend that meeting of the Overview and Scrutiny to explain the reasons for their decisions.

To consider a report of the Director of People and Places (enclosed)

The Head of Environment, Joint Crime and Disorder Manager and Chief Inspector Richard Robertshaw presented a report that gave an overview of the Police and Communities Together meetings, the MATAC and Mini MATAC process and Member communication.

It was explained to Members that although the PACT meetings link with the Community Safety Partnership and the wider neighbourhood agenda, they were solely a constabulary function, so it was difficult for the Council to influence the ways these meetings were administered.

Members asked if consideration could be given to returning back to the old Chorley Police Forums in view of the fact that it was highly likely that we would have Elected Police Commissioners in the future. This meeting provided a wider forum for all types of issues to be reported, not just those that were police related.

MATAC is an operational process that is intelligence led and officers sought clarification from the Members as to the type of information they wished to receive to reassure their constituents.

Members requested if a sanitised version of the minutes of the MATAC and Mini MATAC meetings could be made available to the ward Councillors and requested that the membership of the MATAC could also include Elected Members for information purposes only.

Members also expressed some concerns around the actual amount of work that is carried out in Chorley in relation to drugs, as opposed to other areas in the southern division. Chief Inspector explained that the work undertaken was prioritised based on intelligence and he extended an invitation to all Councillors to take part/observe in the Drug Warrant Days that were presently being organised.

RESOLVED

1.         That the report be noted.

2.         That a sanitised version of the minutes of the MATAC and mini MATAC meetings be distributed to Elected Members.

3.         That officers continue to explore ways of involving Elected Members in the MATAC and mini MATAC process.

4.         That officers in the Neighbourhoods Directorate be instructed to cascade any relevant information to the Ward Councillors via the new Neighbourhood Area emails

5.         That all Elected Members be invited to take part/observe in future Drug Warrant Days

To consider the Executive’s response to the Overview and Scrutiny Inquiry into Affordable Housing. The report and minute of the meeting when the report was considered are enclosed.

The Committee considered the response of the Executive Cabinet to the findings and recommendations of the Overview and Scrutiny report on Affordable Housing.

RESOLVED – That the report be noted.

To consider the Executive’s response to the Overview and Scrutiny Inquiry into Town Centre Vitality. The report and minute of the meeting when the report was considered are enclosed.

The Committee considered the response of the Executive Cabinet to the findings and recommendations of the Overview and Scrutiny report on the Town Centre Vitality.

RESOLVED – That the report be noted.

Allotments Task and Finish Group

To receive a verbal update on the inquiry from the Chair, Councillor Julia Berry.

Asset Management Task and Finish Group

To receive a verbal update on the inquiry from the Chair, Councillor Alan Cullens and approval of the attached scoping document.

The Committee received from the Chair of each of the Task and Finish Groups an update on their respective inquiries.

(a)       Allotments

Councillor Berry reported that the Group had held its first meeting and that all the Members had attended a site visit of allotments in both the Chorley Borough and a neighbouring authority. The draft scoping document would be taken for approval at the next meeting of the Group on 11 August 2010.

(b)       Asset Management

Councillor Cullens infomed the Committee that the Group had held their first two meetings and asked for approval of the draft scoping document presented at the meeting.

circulated to all Members.

RESOLVED

1.         That the reports be noted.

2.         That the scoping document for the Asset Management Task and Finish Group be approved.

To consider the enclosed Overview and Scrutiny Work Plan for 2010/11

The Committee received a copy of the proposed Overview and Scrutiny Work Programme for 201/11, including the specific outcomes of the Task and Finish Groups. It was reported that the Work Programme would be updated as follows:

• the reporting of performance information to be received every six months
• That the joint Crime and Disorder Scrutiny be moved to the March meeting
• That a review of Chorley Community Housing be removed following the successful Member Learning Sessions and the Committee’s request to Executive Cabinet to seek further clarification in relation to the transfer promises.

RESOLVED – That the changes to the Work Programme be approved.

To consider the enclosed Forward Plan for the Council for the period August to November 2010.

The Committee received the Forward Plan for the period 1 August 2010 to 30 November 2010.

RESOLVED – That the Forward Plan be noted.

To consider the exclusion of the press and public for the following items of business on the ground that it involves the likely disclosure of exempt information as defined in Paragraph 4 of Part 1 of Schedule 12A to the Local Government Act 1972.

Resolved - That the press and public be excluded from the meeting for the following item of business on the grounds that it involves disclosure of exempt information as defined in paragraph.1 of Part 1 of Schedule 12A to the Local Government Act 1972.

Report of the Director of Transformation (enclosed)

The Overview and Scrutiny Committee considered a report of the Director of Transformation providing Members with a corporate update on the performance of the Council’s key partnership arrangements during 2009/10.

The report outlined information required by the Council’s framework for partnership working, including the performance of the Council’s key partnerships against targets set for the current year; an assessment of the partners’ financial strengths and stability; and any emerging issues that required to be addressed.

It was reported that in the current financial climate the financial position of partner organisations was being monitored and several restructures were taking place. The Council had been informed that morning that British Legion who administer our car parking scheme had been bought out by another company.

RESOLVED – That the report be noted