Overview and Scrutiny Committee - Thursday, 16th June, 2022 7.00 pm - Agenda and minutes

To appoint the Vice-Chairmen of the Committee for the 2022/23 Municipal Year.

RESOLVED: That Cllrs. Mrs D.B. Bedford and K. Dibble be appointed as Vice-Chairmen of the Committee for the 2022/23 Municipal Year.

To confirm the Minutes of the Meeting held on 7^th April, 2022 (copy attached).

The minutes of the meeting held on 7th April, 2022 were agreed as a correct record.

To consider the setting up of Task and Finish Groups for the 2022/23 Municipal Year and where appropriate appoint Members:

·         Overview and Scrutiny Progress Group – the proposed representation for the 2022/23 Municipal Year is the Chairman (Cllr. M.D. Smith), the two Vice-Chairman and a Standing Deputy from each group.

·         Council Tax Support - the representatives for the 2021/22 Municipal Year were:

·         Educational Improvement - the representatives for the 2020/21 Municipal Year were:

·         Review of Registered Providers – the representatives for the 2020/21 Municipal Year were:

A report on nominations will be made at the meeting.

RESOLVED: That the following Members be appointed to serve on the following Groups for the 2022/23 Municipal Year:

Overview and Scrutiny Progress Group

Council Tax Support Task and Finish Group

Educational Improvement Task and Finish Group

Review of Registered Providers Task and Finish Group

At the last meeting the Committee requested that for 2022/23 a report should be provided that the start of the Municipal Year that sets out the priorities for Cabinet Champions for the year. The appointments for 2022/23 are:

·         Armed Forces Champion – Cllr Nem Thapa

·         Climate Change Champion – Cllr Steve Masterson

·         Equalities Champion – Cllr Mara Makunura

The three Cabinet Champions have been invited to the meeting to explain the priorities for the 2022/23 Municipal Year.

The Committee welcomed Cllrs S.J Masterson and Nem Thapa, who had been appointed as Climate Action and Armed Forces Champions for the 2022/23 Municipal Year. Following a request at the last meeting of the Committee, the Champions were in attendance to provide an overview of their priorities for the year.

It was noted that as Cllr Mara Makunura, Cabinet Champion for Equalities was currently on leave the overview for her Champion role would be carried over to the next meeting on 21st July, 2022.

1)    Climate Action Champion

Cllr Masterson advised on the purpose and role of the Climate Action Champion. The Purpose had been to support the Council’s work to drive forward action to meet the aim to ensure the Council was carbon neutral by 2030 and that the Borough was more sustainable.

The role of the Champion would be to:

·         Support development of the Climate Change Action Plan and actively monitor the Council’s Carbon footprint

·         Understand the impacts of and exploit opportunities to tackle climate change

·         Support events aimed at addressing climate change

·         Chair the Climate Change Working Group and report back to the Cabinet on projects/activities

The Priorities areas for 2022/23 included:

·         Support development of EV infrastructure and promote use of electric vehicles

·         Raise awareness to reduce and support the development of a range of targets and performance indicators for the reduction of carbon emissions

·         Reduce car use to promote fuel efficient driving

·         Develop the re-provision of Rushmoor In Bloom to focus on more on planting suitable to a changing climate and gardening for wildlife

Cllr Masterson advises that he had liaised with the Shadow Climate Action Champion, Cllr Jules Crossley and that they had broadly been in agreement on the priorities identified. Cllr Masterson believed the issue to be of great importance and pledged to raise the profile through improved communications and engagement with residents. However, he considered it to be import to be realistic and not over promise and under deliver.

The Committee discussed the priorities and it was noted that the focus of the work carried out would primarily be internal, however, engagement with outside organisations, such as Hampshire County Council (HCC) and their 2050 Project would be important.

In response to a query on measuring the achievements made during the 2022/23 period, it was note that the Champions would attend the April 2023 meeting to report on their year and it was also advised that regular briefing notes could be provided throughout the year on progress.

2)    Armed Forces Champion

Cllr Thapa advised on the purpose and role of the Armed Forces Champion. The purpose had been to promote the objectives of the Armed Forces Covenant on behalf of the Council through local action and by building connections between military and civilian communities.

The role of the Champion would be to:

·         Ensure Council services reflect the principles of the Armed Forces and Military Covenants

·         Be a conduit for the military community seeking assistance from the Council and act as a signpost/interface to other  ...  view the full minutes text for item 4.

The Assistant Chief Executive will report on progress made in delivering the priorities contained in the Council’s Business Plan for the 4th quarter in 2022 and progress made during 2021/22 as a whole. Report No. ACE2203 submitted to the Cabinet on 7th June, 2022 can be found here.

The Committee welcomed Rachel Barker, Assistant Chief Executive, who was in attendance at the meeting to report on the Council’s Performance Management and Monitoring for 2021/22.

Ms Barker provided an overview of what performance management meant to the Council, why it was important and what made for successful performance management and monitoring. The Council’s Performance Monitoring incorporated the content of the Council Plan and the underpinning Service Business Plans. It was noted that Risk Management was increasingly becoming embedded in the Council’s performance monitoring process and it was advised that the framework also allowed for check and challenge processes and data quality checks before sign off.

The Committee reviewed how the quarterly reporting had been presented. There were two annexes, annex A provided data on the Council Plan’s priorities which had been rated with a Red Amber Green (RAG) rating and annex B provided more detailed monitoring on the underpinning Service Business Plans’ priorities. It was important to ensure that the monitoring was effective and linked closely with any financial monitoring. The Committee noted that the team would continue to work on the effectiveness of the performance monitoring and it was thought that the system used currently would continue to be used in 2022/23.

The Committee noted that the Council had approved the 2022-25 Council Business Plan in February, 2022. The Plan had been more focussed and had fewer priorities and key activities. It was advised that each quarter, a single report combining detail on progress, the process against key indicators and measures and a quarterly Risk Management update would be provided and at the end of the year an annual report would be produced.

Ms Barker advised on new developments for 2022/23, included had been the monitoring of key strategies and plans that were not included in the Council Plan that services worked towards delivering on a day to day basis, this would help to keep track of strategy development throughout the year.

The Committee discussed the presentation and raised a number of different issues, these included the Aldershot Town Centre regeneration project and its amber status, the impact of the global economy on the risk register, run rates and dashboard information for at a glance information and live data on projects. It was suggested that the issues around performance Monitoring could be picked up at the Progress Group meeting.

The Chairman thanked Ms Barker for her presentation.

To consider the Work Plan for the 2022/23 Municipal Year (copy attached).

The current Work Plan was NOTED.

Members were advised that any items they would like considered by the Committee should be fed into the Progress Group via the Committee’s Lead Officer or Administrator or through Groups Members.

It was requested that an item be brought forward on the Farnborough Airport and this would be considered further at the Progress Group.