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Executive Meeting - 24 April 2008 Review of the West Berkshire Title of Report: Item 6 Overview & Scrutiny Commission Report to be Executive considered by: Forward Plan EX1538 Ref: Purpose of Report: To assess the degree to which the working arrangements of the Overview and Scrutiny Commission have been successful and to examine best practice and how far the existing arrangements at WBC meet such practice. Recommended Action: That the Executive consider the recommendations of this report. Reason for decision to be To consider the findings of the review in order to taken: improve Overview and Scrutiny within West Berkshire Council. Key background None documentation: The proposals contained in this report will help to achieve the following Council Plan Theme(s): CPT1 - Safer Communities – reducing crime and anti-social behaviour CPT2 - A Cleaner and Greener West Berkshire – a better place to live CPT3 - Successful Schools – improving primary school performance levels The proposals will also help achieve the following Council Plan Outcome(s): CPO1 - Better Roads and Transport CPO2 - Thriving Town Centres CPO3 - Affordable Housing CPO4 - High Quality Planning CPO5 - Cleaner and Greener CPO6 - Vibrant Villages CPO7 - Safer and Stronger Communities CPO8 - A Healthier Life CPO9 - Successful Schools and Learning CPO10 - Promoting Independence CPO11 - Protecting Vulnerable People CPO12 - Including Everyone CPO13 - Value for Money CPO14 - Effective People CPO15 - Putting Customers First CPO16 - Excellent Performance Management The proposals contained in this report will help to achieve the above Council Plan Themes and Outcomes by: ensuring that the business of the Council is effectively managed through effective Scrutiny West Berkshire Council Executive 24 April 2008 Executive Meeting - 24 April 2008 Portfolio Councillor Anthony Stansfeld Member: Tel. No.: 01488 658238 E-mail [email protected] Address: Contact Officer Details Name: Sean Anderson Job Title: Head of Customer Services Tel. No.: 01635 519149 E-mail [email protected] Address: Implications Policy: There are no implications for the Council other than any issues raised in the recommendations which are integral to the report. Financial: There are no implications for the Council other than any issues raised in the recommendations which are integral to the report. Personnel: There are no implications for the Council other than any issues raised in the recommendations which are integral to the report. Legal: There are no implications for the Council other than any issues raised in the recommendations which are integral to the report. Property: There are no implications for the Council other than any issues raised in the recommendations which are integral to the report. Risk Management: There are no implications for the Council other than any issues raised in the recommendations which are integral to the report. Is this item subject to call-in? Yes: No: If not subject to call-in please put a cross in the appropriate box (double-click on the box & click next to ‘checked’): The item is due to be referred to Council for final approval Delays in implementation could have serious financial implications for the Council Delays in implementation could compromise the Council’s position Considered or reviewed by OSC or associated Task Groups within preceding 6 months Item is Urgent Key Decision West Berkshire Council Executive 24 April 2008 Executive Meeting - 24 April 2008 Executive Summary 1. Introduction 1.1 Holding the Executive to account is a key role of Overview and Scrutiny. Overview and Scrutiny involves examining, or reviewing the decisions, policies and services of West Berkshire Council and where appropriate those of other organisations and partners to improve the lives of local people. 1.2 The aims of this report are to examine good and innovative practice in terms of process, outcomes and conditions and how far West Berkshire’s current arrangements reflect those practices. This report reflects on existing arrangements and makes recommendations to further improve Overview and Scrutiny. 2. Recommendations 2.1 The recommendations of the review are; (1) continue with the current modus operandi and focus on improvement and value for money (2) develop cross-party working ensuring that no one party group applies the whip to scrutiny (3) ensure that the opposition have a key role to play in Overview and Scrutiny (4) develop and implement a system for continuously monitoring what is working well within Scrutiny and what needs improving (5) undertake a comprehensive evaluation every two years (6) promote the work of overview and scrutiny with partners, the public and local media 3. Conclusion The findings of the review determined that the Terms of Reference are comprehensive, succinct and give the Commission sufficient scope and authority to facilitate effective scrutiny. Scrutiny Members are experienced, effective and well trained. There area many elements of good practice in prevalence. In particular Scrutiny has a member-led work programme, timely completion of reviews, and a focus on work that supports improvement, together with active support from Officers and Members alike. The Commission is considered to be working well. West Berkshire Council Executive 24 April 2008 Executive Meeting - 24 April 2008 Executive Report 1. Introduction 1.1 Holding the Executive to account is a key role of Overview and Scrutiny. Overview and Scrutiny involves examining, or reviewing the decisions, policies and services of West Berkshire Council and where appropriate those of other organisations and partners to improve the lives of local people. To a degree this review has been triggered by the comments made in the IDEA Peer Review 2007, “need to demonstrate that overview and scrutiny is addressing the priority areas of strategic importance to the Council”, and in the Comprehensive Performance Assessment 2007 “there are a number of relative weaknesses including the lack of consistent challenge through overview and scrutiny” “there is no consistent monitoring of executive policy decisions to ensure effective implementation” 1.2 The aims of this review are to examine good and innovative practice in terms of process, outcomes and conditions and how far West Berkshire’s current arrangements reflect those practices. Best Practice has been gathered from a range of sources but predominately from the Centre for Public Scrutiny, DCLG, IDEA, Local Government Information Unit, and Public Net. 1.3 This review reflects on existing arrangements and makes recommendations to further improve Overview and Scrutiny. During the course of this review discussions were undertaken with key Members and Officers who have been involved with Overview and Scrutiny to ascertain where improvements could be made. 2. Overview and Scrutiny in West Berkshire 2.1 At West Berkshire Council Scrutiny is led by the Overview and Scrutiny Commission. The Commission consists of 12 Members reflecting the composition of the Authority. Overview and Scrutiny is Chaired by a member of the Ruling Group with the position of Deputy Chair being held by the opposition. Members of the Executive are not Members of the Overview and Scrutiny Commission. The Overview and Scrutiny Commission can either consider scrutiny topics during a full Commission hearing, or delegate topics to task groups which will then report back to the Commission on its findings. 2.2 The terms of reference of the Overview and Scrutiny Commission allow it to: (1) review or scrutinise decisions made, or actions taken, by the Leader, the Executive, Executive Members or an Officer in connection with the discharge of the Council’s functions (2) exercise the right set out in the Procedure Rules to call – in and recommend for reconsideration any decision which is subject to call-in made but not yet implemented by or on behalf of the Executive, Leader, Executive Member or Officer (3) monitor the Council’s overall performance particularly in relation to its Service Plans, performance indicators and other key performance information West Berkshire Council Executive 24 April 2008 Executive Meeting - 24 April 2008 (4) make reports and recommendations to the Council, the Executive or Policy Committee in connection with the discharge of any of the Council’s functions (5) monitor the West Berkshire Partnership’s performance in relation to the Local Area Agreement 2.3 Overview and Scrutiny functions through commissioning Task Groups which carry out detailed examinations, or by way of direct Scrutiny, or by Calling-In i.e. reviewing and commentating on decisions made by the Executive. Overview and Scrutiny meets on a six weekly cycle, typically two weeks after the Executive meets. During 2007 the Commission undertook a work programme that consisted of a range of Call-Ins, Task Groups and Scrutiny over a diverse range of matters as shown in Appendix 1. 2.4 As an example of how effective Scrutiny can be it is only necessary to look to the recent review of the Flooding that took place in 2007. With clear terms of reference, effectively Chaired and well supported by cross party co-operation this served as a demonstration of how harnessing the collective energy of Members and Officers delivered measured and intelligent outcomes for the benefit of the Community. The challenge for the Council is sustain this model through future work programmes. 3. Best Practice in Terms of Process 3.1 ‘Best Practice’ in terms of process involves: (1) Developing an inclusive approach, working to