Agenda and minutes
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APOLOGIES FOR ABSENCE AND SUBSTITUTIONS
Minutes: Apologies were received from Victoria Young. There were no substitutions. |
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MINUTES OF THE PREVIOUS MEETING: 2 April 2014
To agree the minutes as a true record of the meeting. Minutes: These were agreed as an accurate record of the meeting. |
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DECLARATIONS OF INTEREST
To receive any declarations of disclosable pecuniary interests from Members in respect of any item to be considered at the meeting.
Notes: · In line with the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012, declarations may relate to the interest of the member, or the member’s spouse or civil partner, or a person with whom the member is living as husband or wife, or a person with whom the member is living as if they were civil partners and the member is aware they have the interest. · Members need only disclose interests not currently listed on the Register of Disclosable Pecuniary Interests. · Members must notify the Monitoring Officer of any interests disclosed at the meeting so they may be added to the Register. · Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest. Minutes: There were no declarations of interest. |
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QUESTIONS AND PETITIONS
To receive any questions or petitions.
Notes: 1. The deadline for Member’s questions is 12.00pm four working days before the meeting (24 March 2014). 2. The deadline for public questions is seven days before the meeting (23 March 2014). 3. The deadline for petitions was 14 days before the meeting, and no petitions have been received. Minutes: There were no questions or petitions. |
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RESPONSES FROM THE CABINET TO ISSUES REFERRED BY THE SELECT COMMITTEE
On 2 April 2014 the Committee made a number of recommendations following consideration of a report from the Impacts of Welfare Reform Task Group. These were considered at the Cabinet meeting on 22 April 2014, and a response is attached.
Please note that annex A referred to in the enclosed report to Cabinet has not been included, as this was published in the agenda papers for the previous Council Overview & Scrutiny Committee meeting on 2 April 2014. Additional documents: Minutes: Declarations of interest: None.
Witnesses: None.
Key points raised during the discussion:
1. The Committee noted the Cabinet response to the recommendations made concerning the impact of welfare reform. Members commented that the Adult Social Care Select Committee would be reviewing the progress of the getWIS£ Service on 26 June 2014. The view was expressed by some Members that there was a need to ensure getWIS£ and CAB worked together to support residents who needed advice and assistance.
2. The Committee thanked the Impacts of Welfare Reform Task Group for their work. The Chairman commented that there was a vacancy in the Task Group, and suggested a Member of the Adult Social Care Select Committee might wish to join, it was agreed that this would be raised at the next Committee meeting.
Recommendations:
None.
Actions/further information to be provided:
None.
Committee Next Steps:
The Impacts of Welfare Reform Task Group will continue in a monitoring role, and make a further report to the Committee at its meeting on 11 September 2014.
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INTERNAL AUDIT: REVIEW OF APPRAISALS 2013/14
Purpose of the report: Performance Management
To outline the forward plan for recording and reporting on appraisals at Surrey County Council.
This is in response to the attached audit report and, in particular, the actions planned to address the recommendation for ‘significant improvement’ to monitoring appraisal completion. Additional documents: Minutes: Declarations of interest: None.
Witnesses: Pascal Barras, Compliance Auditor Sue Lewry-Jones, Chief Internal Auditor Carmel Millar, Head of Human Resources and Organisational Development Neil Bradley, HR Group Manager
David Hodge, Leader of the Council
Key points raised during the discussion:
1. The Chairman commented that appraisals had been an historic area of concern for the Committee, and noted that Members were disappointed that the audit had identified significant concerns. Officers offered an apology, and outlined that the audit had been based on a manual counting exercise. The Committee was informed that the SAP Portal had been upgraded from March 2014 to enable managers to electronically input whether an appraisal had been completed. The Committee was told that this information was then reported up through the management structure to ensure that there was appropriate oversight. Officers circulated information about a number of measures that were being undertaken to ensure the number of appraisals increased.
2. Members queried whether the updated system would lead to managers completing appraisals in a superficial manner, in order to show full completion. Officers clarified that a package of training and development supported the appraisal process in order to ensure they were of sufficient quality.
3. The Committee commented that there should be steps taken to ensure that a digital record was being made of the appraisal documents. Officers explained that the decision had been taken not to do so, as it was felt that it would require a significant IT resource. Members expressed the view that there should be further consideration about how a digital solution might support the appraisal process. It was highlighted that appraisal information needed to be retained to ensure continuity when managers changed.
4. Officers commented that one appraisal form for all staff might not be suitable, as different staff had different requirements. It was highlighted that the emphasis was on the quality of conversation around performance and support needs, rather than following a rigid process.
5. The Committee expressed concern about the lack of response to telephone messages left by the auditor during the course of the investigation. The Chief Internal Auditor welcomed the Committee’s support and commented that efforts were made to ensure that investigations were undertaken directly with staff when there was sufficient resource to do so.
6. Members questioned whether the low number of appraisals undertaken in some Directorates had an impact on retaining staff. Officers expressed the view that quality of management had an influence on how staff viewed their employment, and that it was recognised that it was important to have in place measures to support good management. It was commented that the relevant individual Select Committees should follow-up the appraisal figures for those Directorates that reported low completion rates.
7. It was highlighted by officers that work was being undertaken to review the Council’s Pay and Reward Strategy. The Committee commented that the proposed changes should be supported by the appraisal process, and stressed the importance of ensuring staff were involved in a development ... view the full minutes text for item 35/14 |
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FLASH OUTTURN REPORT FOR 2013/14 AND PROPOSED CARRY FORWARD REQUESTS TO 2014/15
Purpose of the report:
This report presents the revenue and capital budget outturn for 2013/14 and proposed carry forward requests to 2014/15
Additional documents: Minutes: Declarations of interest: None.
Witnesses: Kevin Kilburn, Deputy Chief Finance Officer
David Hodge, Leader of the Council
Key points raised during the discussion:
1. The Committee was presented with a report from the Performance & Finance Sub-Group. A copy of this report is included as an attachment to these minutes. There were no further comments.
Recommendations:
That the Committee seeks assurance from the Cabinet Member for Assets & Regeneration Programmes and from Property Services that Commercial Services be given sufficient support to enable them to be able to provide free school meals in all infant schools by 1 September 2014.
Action by: Cabinet Member for Assets & Regeneration Programmes/ Property Services
Actions/further information to be provided:
None.
Committee Next Steps:
None.
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REVIEW OF CENTRAL AND DIRECTORATE COMMUNICATIONS FUNCTIONS
Purpose of the report: Scrutiny of Services and Budgets
To provide the committee with an outline of how the communications service supports the organisation through the communications and engagement strategy, and to demonstrate how the reduction in spending will be achieved in 2014/15. Additional documents: Minutes: Declarations of interest: None.
Witnesses: Louise Footner, Head of Communications Susie Kemp, Assistant Chief Executive Kerry Middleton, Communications Manager, Children, Schools & Families
David Hodge, Leader of the Council
Key points raised during the discussion:
1. Officers informed the Committee that the emphasis was on creating a single forward plan and pooled budget for communications activity across the Council. It was commented that a systematic approach to evaluating the effectiveness of communications activity had been developed, and that it gave a clear view of communications spend across the Council. The Committee was told that there was continuing work to identify areas of best practice for grant funded and income generating activity.
2. The Committee queried why there had been an increase in communications staff across the different directorates. Officers commented that while the central Communications Team had reduced staff, this had created resource implications where activities were still being required. It was commented that the numbers had changed since publication and that updated figures would circulated to the Committee.
3. It was highlighted that the changes outlined within the report would enable the Head of Communications to have a greater oversight and the ability to identify where resources were required for specific activities. The Committee was informed that the Environment & Infrastructure Directorate had developed a model of good practice where posts were funded within the Directorate but located with the central Communications team.
4. The Committee commented that it felt local Members could be utilised more effectively to help communicate information about the Council, as well as a number of local issues. It was also highlighted that libraries and printed material both had important roles in communicating key messages. Members commented that the “More than 50 Ways that Surrey adds Value” document had been praised by residents, and suggested that a condensed annual report could also be produced in order to help with communicating information. Officers commented that they recognised the value local Members could add in this instance, and that they would explore how this could be supported within the level of resources available.
5. There was a discussion concerning the role of the Communications & Engagement Strategy, and how the function of media and public affairs worked in relation to the Council. Some Members expressed concern that this function was not suitably recognised within the report. Officers commented that reputational considerations were embedded across all communications activity.
6. The Committee discussed the role of consultation documents, and commented that elements of this process could be clearer and widened to include a greater number of those affected. Officers highlighted that work was being undertaken with Directorates to develop an improved approach to consultations, this included the use of the “Surrey Says” website.
7.
The Committee had a general discussion about how public reports
could be made easier to read. A number of ways this could be
supported were highlighted, including the use of annexes for more
detailed information such as Equalities Impact
Assessments. 8. The Committee endorsed the approach and ... view the full minutes text for item 37/14 |
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RECOMMENDATION TRACKER AND FORWARD WORK PROGRAMME
The Committee is asked to monitor progress on the implementation of recommendations from previous meetings, and to review its Forward Work Programme. The Committee is also asked to review the scoping document for the Flooding Task Group (Environment & Transport Select Committee). Additional documents: Minutes: Declarations of interest: None.
Witnesses: None.
Key points raised during the discussion:
1. The Committee noted its Forward Work Programme and Recommendations Tracker, there were no further comments concerning these.
2. The Committee reviewed the Flooding Task Group scoping document. After a period of discussion, the Committee was informed that the scoping document did not reflect the issues highlighted at the first meeting of the Task Group. It was agreed that an updated scoping document would be circulated to the Committee for ratification
Resolved:
· That the scoping document for the Flooding Task Group be updated to reflect the issues identified at the Task Group’s first meeting, and then circulated to the Committee for approval.
Actions/further information to be provided:
None.
Committee Next Steps:
None.
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DATE OF NEXT MEETING
The next meeting of the Committee will be held at 10.30am on 4 June 2014. Minutes: The next meeting of the Committee will be held at 10.30am on 4 June 2014. |