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Bolsover District Council Claire Millington Charnwood Borough East Midlands Scrutiny Network Meeting 9 December 2016 Attendees Bassetlaw District Council Joanne Wilson Blaby District Council Cllr David Jennings Blaby District Council Cllr Marion Broomhead Blaby District Council Linda McBean Bolsover District Council Cll Hilary Gilmour Bolsover District Council Cll Jen Wilson Chesterfield Borough Council Anita Cunningham Derbyshire County Council Jackie Wardle Derbyshire County Council Cllr Clive Moesby East Midlands Councils Kirsty Lowe Gedling Borough Council Helen Lee Gedling Borough Council Cllr Meredith Lawrence Gedling Borough Council Cllr Marje Paling Leicester City Council Jerry Connolly North East Derbyshire District Council Cllr Tracy Reader North East Derbyshire District Council Cllr Jayne Barry North East Derbyshire District Council Sarah Cottam North East Derbyshire District Council Cllr Christine Smith North East Derbyshire District Council Cllr Catherine Tite North East Derbyshire District Council Cllr Derrick Skinner North East Derbyshire District Council Sue Veerman Northamptonshire County Council Cllr Allen Walker Northamptonshire County Council James Edmunds Apologies Bassetlaw District Council Cllr John Shephard Bassetlaw District Council Cllr Madelaine Richardson Bolsover District Council Claire Millington Charnwood Borough Council Michael Hopkins Charnwood Borough Council Cllr Richard Shepherd Chesterfield Borough Council Cllr Tricia Gilby Daventry District Council Cllr Dr Colin Morgan Erewash Borough Council Angela Taylor Erewash Borough Council Angelika Kaufhold Harborough District Council George Keeping Lincolnshire County Council Tracy Johnson Lincolnshire County Council Nigel West Nottingham City Council Rav Kalsi Notes Welcome and introductions Anita Cunningham, Chesterfield Borough Council and Vice Chair of the East Midlands Scrutiny Network welcomed network members to Wingerworth and thanked them for attending. She informed the network members that she would be chairing the meeting until Cllr Allen Walker, Chair of the network arrived, who was held up in traffic. Dan Swaine, Chief Executive of North East Derbyshire District Council and Bolsover District Council welcomed network members and shared details of his experience of scrutiny to hold the executive to account and value that can be added to policy development. Notes Kirsty informed the network that there is an error on the notes, that Cllr Les Phillimore is a Councillor from Blaby District Council and not Bolsover District Council as is recorded on the notes. The notes of the last meeting were agreed. Task and Finish Group on Compliments, Comments and Complaints procedure Linda McBean, Blaby District Council provided background context to a recent review of their annual complaints report, which was undertaken through a task and finish working group meeting, using a dip test methodology. Linda shared details of a blog post by Ed Hammond at the Centre for Public Scrutiny on ‘dip test’ methodology. Action: http://www.cfps.org.uk/collaring-complaints-can-dip-testing-help-us-learn-individual- failures/ Linda shared details of the review, which covered; Procedure and the stages to the complaints process Objectives - to make sure procedures followed correctly How are elected members kept informed of complaint - where ward member had been approached Explore the specific stages and identify lessons from them Had a look at it from the staff point of view Where complaints had gone to the Ombudsman and where the complaint was upheld Linda asked the network members for comments and thoughts from the network members, along with questions on the review. The network discussed; o Feedback on other complaints processes and how members are kept informed of progress and outcomes of complaints where engaged with a ward member o Cllr Tracey Reeder from North East Derbyshire District Council provided feedback on complaints procedure within North East Derbyshire Council o A discussion followed on Standards Boards and Complaints and how different authorities respond to complaints o A further discussion took place on the processes within Blaby District Council and the role of the annual report and statistics on the complaints o Bassetlaw - have central contact officer for complaints o How complaints are linked o Member view on complaints and being kept informed o Training for members on handling complaints o Data protection o Useful resource to steering scrutiny committees work o Case work and complaint - difference and role of the members o Discussion over how valuable the dip process was as a scrutiny exercise. o Clarity of the process that using the dip test provided and how valuable that was to councillors o Terms of reference - objective - see process was being undertaken correctly. o Value of small task and finish working groups to achieve o Discussion around pro-active approach to scrutiny. Cllr Walker arrived at 1100am and conducted the second half of the meeting. Scrutiny achievements in the East Midlands 2016, support from East Midlands Scrutiny Network Kirsty Lowe provided a presentation on the East Midlands Scrutiny Network over the last 10 years. The presentation covered; o Background to the scrutiny network o Purpose and focus of the Network o 2002 original Work programme o Issues that have been covered by the network o Authorities that have hosted network meetings over the last few years Kirsty then invited network members to reflect on their activities over 2016. 1. Scrutiny achievement for 2016 o More joined up approach (systems) for service users o Work on recruitment and leavers process (exit interviews) o Checks and balances (audit and finance) Councils services/policies are achievable as well as acceptable to local people. (budget cuts) o Policy development to adding value (as a resource for the council) o Work programming - more collaborative approach with Executive o Credit Union review “Community Banks” o Identifying need/gaps o Policy shape o Interesting/useful - make a difference o Trying to make links with other organisations o New ways of working / looking at issues o Voice o Queried the use of consultants i.e. budgets o Keeping an eye on planning issues, i.e. 106 monies o Youth council took part in two task and finish groups - outreach - others have engaged with them - transport and theatre o Youth Leaders group set up by Education Scrutiny Sounding Board - stress in classroom and drug abuse. Also invited in to talk to Councillors o Junior council - meet prior to main council o Review of safeguarding and child protection o Safeguarding up and down Councillor should be on board o Community transport - wider publicity o Fleet maintenance - to use council facilities o Aging well forum - to support community transport - district provides money for ages to get out o Publicity for volunteer drives o Anti-Social Behaviour – Public Space Protection Order - engaging young people (3,000 responded) - added value 2. Scrutiny lesson learnt in 2016 o Steep learning curve for new members (what is scrutiny for / about?) o Working with Executive / Senior officers - needs strong approach o Have to be critical of Executive to make improvements/challenge (training for members o Let other committee members chair review working groups o Priorities / difficult decisions o Use of additional / Special meetings / Make time for extra meetings if issue important o Workload / work programme o Timings of meetings - evening work well o Dedicated officer really helps o Keeping relevant - heart of decision making, adding value - growth, devolution o Approaches to scrutiny - how people make it work and make an impact o Sustainable Transformation Plans (STP) o External focus, don’t let resource lead to internal focus only 3. Examples of how scrutiny adding value to the work of councils? o Credit Union review to support Councils Anti-poverty Policy / stops people using pay day loans o Thinking outside the box o Looking at budgets o MOT/healthcheck for issues, services. etc o Contributes o Making change, for value for money o Engaging with public o Bench marking 4. How can the regional scrutiny network support scrutiny work in 2017? o Public Engagement - Young people, involvement of Youth Councils o Safeguarding o Working Approaches o Recruitment and Leavers review o Credit Unions o Community Safety o Reviewing Scrutiny Recommendation o Approaches to Scrutiny - resources, what are authorities doing o STP o Glenfield Regional Heart Centre for Children - wider regional issue o Scrutiny development for Cabinet Members o Protocol for working with Cabinet members o Growth agenda - adding value - examples 2017 dates Kirsty informed network members that she is looking for volunteers to host future network meetings in 2017. Action: Network members to let Kirsty know if they are able to host a network meeting in 2017. 17 March 2017 - South Northamptonshire District Council 30 June 2017 29 September 2017 1 December 2017 - Gedling Borough Council .
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