Agenda and minutes

To approve the minutes of the previous meeting.

The minutes of the meeting of the previous meeting were approved.

For information, disclosable pecuniary interests and registrable interests relate to entries that are included, or should be included, on a councillor’s register of interests. Non-registrable interests relate to any other matters.

No disclosures were made.

No declarations were made.

No questions were submitted.

No questions were submitted.

There are no items of this nature on the Cabinet agenda for the Commission to consider.

There were no items of this nature on the Cabinet agenda for the Commission to consider.

The following items have been identified for pre-decision scrutiny from the Cabinet agenda for 14th September 2023:

A Cabinet report of the Head of Finance to consider and approve changes to the 2023-2026 Capital Plan and its financing.

Councillor Lennie arrived at the meeting at 6:05pm.

A Cabinet report of the Head of Finance to consider and approve changes to the 2023-2026 Capital Plan and its financing, was submitted (item 7a on the agenda filed with these minutes).

The Lead Member for Finance, Customer and Support Services and Revenues and Benefits and the Head of Finance assisted with the consideration of this item. The following summarises the discussion:

1. The Capital Plan Amendment report included an audit trail, highlighting the initiation of each of the capital projects requesting funds.

2. There had been a £50k allocation for ‘Garages’ as part of ‘Stock Maximisation’. The Head of Finance provide more detail on how the £50k was spent, following the meeting.

Post meeting note: The Director of Housing and Wellbeing confirmed that the £50k would be used for major repairs and improvements to garages and garage sites.

3. The Replacement Hardware Programme had been increased from £45k to £90k in 2023/24, for the purchase of laptops and headsets for the new councillors and replacing existing equipment for returning councillors. Members felt that £90k was a large amount to cover this request. The Head of Finance and the Democratic Services Manager agreed to provide a breakdown of this expenditure, following the meeting.

Post meeting note: Of the additional £45k funding, £19k was allocated for new laptops for the 29 new councillors, and £16k was allocated for the replacement of laptops for returning councillors (scheduled for November 2023). This amounts to £35k. The remaining £10k would be used to support the replacement of laptops for staff.

4. It was recommended that a virement of £60.2k in 2023/24 from the Sheltered Housing Improvements budget to the Delivery of Stock Condition Survey and Associated Costs budget be made. This was surplus budget that would be used to find HRA (Housing Revenue Account) schemes. Members highlighted that there had recently been a housing stock survey conducted and questioned the need for a further survey. The Head of Finance agreed to provide more information on this following the meeting.

Post meeting note: The Director of Housing and Wellbeing stated that the stock condition survey and the associated works was complete. It was substantively completed last year (although not 100% which was why there was an accrual). It included an energy study, an asset performance evaluation, and an updated HRA business plan. These items were fed into the Asset Management Strategy considered last financial year. The updated HRA Business Plan was considered earlier this year by the Housing Management Advisory Board and would be brought forward to Cabinet.  The sheltered housing improvement budget was typically used for one off large capital items at sheltered housing (eg heating system).

5. Members felt that the report was well presented and easy to understand.

RESOLVED

1.    That the Cabinet be informed that the Commission supports the recommendations as set out in the report of the Head of Finance.

2.    That the Head of Finance provide more detail on how the £50k allocation to ‘Garages’, as  ...  view the full minutes text for item 34.

An exempt Cabinet report of the Director of Customer Experience, circulated to members.

THIS IS AN EXEMPT REPORT AND WILL BE CONSIDERED UNDER ITEM 13.

An exempt Cabinet report of the Director of Customer Experience was considered under item 13 of the agenda.

A report of the Cabinet setting out its responses to recommendations of the Committee on pre-decision scrutiny items.

A report of the Cabinet was considered setting out its responses to the recommendations of the Commission on pre-decision scrutiny items, was submitted (item 8 on the agenda filed with these minutes).

 The Democratic Services Manager assisted with the consideration of this item.

RESOLVED that the Cabinet’s responses to the Commission’s recommendations be noted.

Reason

The Commission was satisfied that it added value where appropriate and welcomed the Cabinet’s consideration of the Commission’s views and recommendations as part of its decision making process.

A report of the Head of the Governance and Human Resources to consider updates on the work of scrutiny panels.

A report of the Head of Governance and Human Resources to consider updates on the work of scrutiny panels, was submitted (item 9 on the agenda filed with these minutes).

The Director of Customer Experience, the Democratic Services Manager and the Democratic Services Officer assisted with the consideration of this item. The Scrutiny Commission considered each scrutiny panel suggested at the Scrutiny Panel workshop. The following summarises the discussion on each suggestion:

1.    Utilising Council Assets (Garages) – There was an item relating to this topic on the agenda for the Finance and Performance Scrutiny Committee for their meeting on 12th September 2023. It was agreed that this topic would remain on the list of suggested panels, and that following the meeting of the Finance and Performance Scrutiny Committee, the Scrutiny Commission would reassess this.

2.    Housing Needs – It was agreed to progress this topic as a formal panel. Councillor Maynard would be approached to Chair the panel.

3.    Public Transport – Members were unsure about the level of influence they would have on this topic, as it would involve a number of external partner organisations. It was agreed that this topic be undertaken as an express panel, with a number of partners involved in order to highlight issues and fact-find.

4.    Climate Change and Emergency – This topic was due to be discussed at the Finance and Performance Scrutiny Committee, and a Cabinet report would be submitted to the meeting of the Cabinet in October and would be available for pre-decision scrutiny for the Scrutiny Commission. In addition, members were due to receive a briefing on this topic on 27th September 2023. It was agreed that this topic would not form a scrutiny panel at this time, but that it would be looked at in the future, once the Climate Change Strategy and Plan were implemented.

5& 6   Dementia Friendly Council and Loneliness – It was agreed that members receive an all member briefing on this topic to allow members to understand the current situation and learn about how dementia friendly the council was. This topic should remain on the list of suggested panels, and the Scrutiny Commission would reassess this topic following the member briefing.

7.    HMOs (Housing of Multiple Occupation) – It was highlighted that the Scrutiny Commission were due to receive a report to update on the Selective Licensing Scheme at their next meeting, and that this would provide more information about the need for HMOs. It was suggested that an all member briefing be scheduled to provide more information on HMOs. It was agreed that this topic would remain on the list of suggested panels, and the Scrutiny Commission could reassess the topic following their review of the Selective Licensing Scheme report.

8.    Brownfield Sites – It was agreed that the Scrutiny Commission should receive a briefing note on brownfield sites, to include information on how brownfield sites were recognised and to what extent the council can have control over whether they were built  ...  view the full minutes text for item 37.

A report of the Head of Governance and Human Resources enabling the Commission to review and agree the scrutiny work programme.

A report of the Head of Governance and Human Resources enabling the Commission to review and agree the scrutiny work programme, was submitted (item 10 on the agenda filed with these minutes).

The Democratic Services Manager assisted with the consideration of this item.

RESOLVED

1.    That the Scrutiny Commission review the Finance and Performance Scrutiny Work Programme and make any amendments the Commission feel necessary.

2.    That the Scrutiny Commission agree that the Finance and Performance Scrutiny Work Programme be updated in accordance with the decisions taken during consideration of this item and any further decisions taken during this meeting.

Reasons

1&2.   To ensure timely and effective scrutiny of the matter/subject.

2.    To ensure that the information contained within the Work Programme is up to date.

A report of the Head of Governance and Human Resources setting out the list of forthcoming Executive Key Decisions and the Group’s Work Programme for consideration, in order to identify items for future scrutiny.

A report of the Head of Governance and Human Resources to review its own work programme, including considering the list of forthcoming Executive Key Decisions in order to schedule items for pre-decision scrutiny, was submitted (item 11 on the agenda filed with these minutes).

The Democratic Services Manager assisted with the consideration of this item. The following summarises the discussion:

      i.        The Scrutiny Commission added the following items to their work programme:

·         (Pre-decision scrutiny) - Climate Change Strategy and Action Plan – October 2023

·         (Pre-decision scrutiny) - Review of the Planning Enforcement Plan – October 2023

·         (Pre-decision scrutiny) – Economic Development Strategy 2023-27 – December 2023

·         (Pre-decision scrutiny) – Charnwood Grants Strategic Partners (2024/25 – 2025/26) – January 2024

RESOLVED

1.    That forthcoming Executive Key Decisions or decisions to be taken in private by the Executive, set out in Appendix 2 to the report, and scheduled scrutiny of those matters, be noted.

2.    That the Commission’s current work programme be noted.

3.    That the following items be added to the Scrutiny Commission’s work programme for pre-decision scrutiny:

·         (Pre-decision scrutiny) - Climate Change Strategy and Action Plan – October 2023

·         (Pre-decision scrutiny) - Review of the Planning Enforcement Plan – October 2023

·         (Pre-decision scrutiny) – Economic Development Strategy 2023-27 – December 2023

·         (Pre-decision scrutiny) – Charnwood Grants Strategic Partners (2024/25 – 2025/26) – January 2024

Reasons

1&3    To ensure effective and timely scrutiny, either to provide Cabinet with advice prior to it taking a decision or to ensure that the Council and external public service providers and partners were operating effectively for the benefit of the Borough.

2. To ensure effective and timely scrutiny.

It is recommended that members of the public be excluded from the meeting during the consideration of this item on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972, and the public interest in maintaining the exemption outweighs the public interest of disclosing the information.

RESOLVED that members of the public be excluded from the meeting during the consideration of this item on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972, and the public interest in maintaining the exemption outweighed the public interest of disclosing the information.

An exempt Cabinet report of the Director of Customer Experience, circulated to members.

For information, further meetings of the Group are scheduled as follows:

9th October 2023

13th November 2023

11th December 2023

An exempt Cabinet report of the Director of Customer Experience was considered for pre-decision scrutiny (exempt item 7b on the agenda filed with these minutes).

The Lead Member for Finance, Customer and Support Services and Revenues and Benefits, the Director of Customer Experience and the Customer Experience Manager assisted with the consideration of this item. A summary of the Commission’s discussion on this matter is provided in the exempt minute (Scrutiny Commission Minute 41E. 2023/24).