The Chair welcomed everyone to the meeting.  Apologies were noted from Councillor L Stephenson, Councillor A Brown, Mr Andreas Menzies and Mr Peter French.  

To confirm the record of the meeting of the Strategic Overview and Scrutiny Committee held on the 15^th June 2023.

The minutes of the meeting of the Strategic Overview and Scrutiny Committee held on the 15^th June 2023 were approved as an accurate record.

To review and update the actions arising from the previous meeting.

SUMMARY OF ACTIONS

Action 1

Councillor Ross to speak with Councillors Begy and Lambert regarding their assistance in developing the scrutiny improvement plan due to their membership on last year’s scrutiny committee.

Councillor Ross informed the committee that he had spoken with Councillors Begy and Lambert and that they were happy with the proposed scrutiny improvement plan.

In accordance with the Regulations, Members are invited to declare any personal or prejudicial interests they may have and the nature of those interests in respect of items on this Agenda and/or indicate if Section 106 of the Local Government Finance Act 1992 applies to them.

There were no declarations of interest.

To receive any petitions, deputations and questions received from Members of the Public in accordance with the provisions of Procedure Rules 25 and 159.

The total time allowed for this item shall be 30 minutes.  Petitions, declarations and questions shall be dealt with in the order in which they are received.  Questions may also be submitted at short notice by giving a written copy to the Committee Administrator 15 minutes before the start of the meeting.

The total time allowed for questions at short notice is 15 minutes out of the total time of 30 minutes.  Any petitions, deputations and questions that have been submitted with prior formal notice will take precedence over questions submitted at short notice.  Any questions that are not considered within the time limit shall receive a written response after the meeting and be the subject of a report to the next meeting.

No petitions, deputations or questions were received.

To consider any questions with notice from Members received in accordance with the provisions of Procedure Rule No 161 and 162.

No questions with notice with notice were received from Members.

To consider any Notices of Motion from Members submitted in accordance with the provisions of Procedure Rule No 163.

No notices of motion were received from Members.

To consider any matter referred to the Committee for a decision in relation to call in of a decision in accordance with Procedure Rule 149.

No call-ins were received.

To receive an update on recommendations made by the Strategic Overview and Scrutiny Committee.

Members were informed that a new process had been established for the reporting of recommendations from the scrutiny committee and the resulting outcomes. 

The table included in the agenda pack detailed the recommendations made and the resulting outcome(s). 

This document would be updated and presented to the scrutiny committee as and when recommendations were made. 

The Committee to prioritise and agree items for inclusion on the Strategic Overview and Scrutiny Committee Annual Work Plan to ensure that scrutiny added value.

The Forward Plan is available on the website at: https://rutlandcounty.moderngov.co.uk/mgListPlans.aspx?RPId=133&RD=0

The draft work plan and the pending items list were discussed and updated accordingly – copies attached.

It was noted that the quarterly financial outturn reports would be added to the work plan once publication dates had been confirmed.

The Scrutiny Committee proposed holding an additional meeting before the Cabinet meeting being held on the 15^th August 2023 so that they could review Part 1 of the Leisure Procurement Process.  The Chief Executive informed the committee that dates/timings would need to be checked before a meeting was arranged to ensure that the information the committee required for its meeting would be available.

To confirm the substitute representative at the Leicester, Leicestershire & Rutland Joint Health Scrutiny Committee.

The Chair confirmed that the Scrutiny Committee required a substitute representative to attend meetings of the Leicester, Leicestershire and Rutland (LLR) Joint Health Scrutiny Committee held three times a year in Leicester.

The substitute member would only be required to attend if either the Chair (Councillor Ross) or the Vice Chair (Councillor Stephenson) were unable to attend.

The next meeting of the LLR Joint Health Scrutiny Committee would be held on Monday, 18th September, 2.00 – 5.00 p.m. at County Hall.

Councillor R Powell nominated Councillor T Carr as the substitute representative and this was seconded by Councillor K Payne.

RESOLVED

That the Committee:

a)    APPROVED Councillor T Carr as the substitute member to the Leicester, Leicestershire and Rutland Joint Health Scrutiny Committee for 2023-2024.

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Councillor A Johnson joined the meeting at 7.37 p.m.

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The Chair proposed to take Agenda Item 14 before Agenda Items 12 & 13 and this was agreed by the Scrutiny Committee.

To receive Report No. 106/2023 from Councillor A Johnson, Deputy Leader and Portfolio Holder for Resources.

Report No. 106/2023 was received from Councillor Andrew Johnson, Deputy Leader and Portfolio Holder for Resources.  During the discussion, the following points were noted:

Councillor Johnson confirmed that he had received questions/comments from the Scrutiny Committee prior to the meeting and details of these, along with the relevant responses, would be published with the minutes.

The report detailed the performance for the first year of the new Corporate Strategy but ‘trends’ would be shown in future reports.

Members would also continue to receive the Quarterly Performance Reports which would identify trends on a quarterly position.

The Chief Executive informed members that a lot of positives were identified within the report and agreed with Members that recognition and better communication with the public was needed regarding the Council’s successes with equal emphasis on the service receivers as well as the service deliverers.

RESOLVED

That the Committee:

a)    NOTED the contents of the annual report and the performance of the Council over the last year as set out in Report No. 87/2023

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Kevin Quinn left the meeting at 8.24 p.m.

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To receive Report No. 107/2023 from Kirsty Nutton, Strategic Director for Resources.

Report No. 107/2023 was received from Councillor Andrew Johnson, Deputy Leader and Portfolio Holder for Resources and was presented by Kirsty Nutton, Strategic Director for Resources (s.151 Officer).  During the discussion, the following points were noted:

Members of the Scrutiny Committee had submitted comments and queries to Councillor A Johnson prior to the meeting and details of these, along with the relevant responses, would be published with the minutes.

Councillor K Payne queried how the Council would evidence that it was delivering against the Financial Sustainability Strategy. 

The Strategic Director of Resources informed members that the report detailed the impact on the medium term financial strategy (Section 3.11).

It was noted that there was still uncertainty regarding central governance funding but that the Quarterly Financial Outturn Reports would contain narrative information as well as data.

An enhanced budget setting process was in place to ensure the Council and its services remained sustainable.

RESOLVED

That the Committee:

a)    NOTED the contents of the 2022/2023 revenue and capital outturn report as set out in Report No. 104/2023.

To receive the notes from the meeting of the Economic Strategy Task and Finish Group held on the 26^th June 2023.

The notes from the meeting of the Economic Strategy Task and Finish Group held on the 26^th June 2023 were reviewed.  During the discussion, the following points were noted:

The ‘summary’ in the notes detailed the Task and Finish Group’s recommended amendments to the final Economic Development Strategy.

A further meeting of the Task and Finish Group had been proposed after the 24^th July to review further information.

It was stated that the Task and Finish Group had done a comprehensive job and that this had been an excellent example of partnership working between the Portfolio Holders, Officers and Members for the Scrutiny Committee to add value to Council services.

RESOLVED

That the Committee:

a)    APPROVED that the summary of the recommended amendments to the Economic Development Strategy, as detailed in the notes from the meeting of the Economic Strategy Task and Finish Group held on the 26th June 2023, be sent to Cabinet for their consideration

b)    APPROVED that any further comments from a future meeting of the Task and Finish Group should be sent directly to Cabinet for their consideration.

To review, finalise and approve the Terms of Reference for the Asset Review Task and Finish Group.

[DOCUMENT TO FOLLOW]

The draft Terms of Reference for the proposed Asset Review Task and Finish Group were reviewed.  During the discussion, the following points were noted:

The date for the Task and Finish Group to receive the relevant papers should be included in the proposed timescales.

The Chief Executive stated that an All Members’ Briefing would be held to present a background overview of the Asset Review and that the proposed timescales for the Task and Finish Group would be amended. 

Following the All Members’ Briefing, the Scrutiny Committee would then identify how it could add value to the asset review process and confirm the methodology and timelines.

The recommendations of the Scrutiny Committee could then be made to Cabinet before a final decision would be made by full Council.

Councillor K Payne nominated Councillor R Powell as the Chair of the Asset Review Task and Finish Group and this was seconded by Councillor S Lambert.

Councillor D Wilby nominated Councillor K Payne as the Vice Chair of the Asset Review Task and Finish Group and this was seconded by Councillor T Carr.

The Chair informed the committee that Councillor S Harvey had confirmed that she would like to be a member of the Task and Finish Group.

RESOLVED

That the Committee:

a)    APPROVED Councillor S Powell as the Chair of the Asset Review Task and Finish Group.

b)    APPROVED Councillor K Payne as the Vice Chair of the Asset Review Task and Finish Group.

c)    APPROVED Councillors S Harvey, N Begy and S Lambert as members of the Asset Review Task and Finish Group.

Members to discuss the development and implementation of an improvement plan for the Strategic Overview and Scrutiny Committee.

The Scrutiny Improvement Plan, drafted by the Scrutiny Officer, was received and reviewed by the Committee. 

There were no questions or comments from members of the Scrutiny Committee.

The Chair confirmed that he, with the support of the Scrutiny Officer, would produce a final version of the Scrutiny Improvement Plan for approval at a meeting of the Strategic Overview and Scrutiny Committee.

To receive any items of urgent business, which have been previously notified to the person presiding.

There was no urgent business.

Thursday, 21^st September 2023 at 7 pm in the Council Chamber, Catmose, Oakham, Rutland LE15 6HP.

Thursday, 21st September 2023 at 7.00 p.m. in the Council Chamber.