Minutes:
The Democratic Services Manager
introduced the report and stated this update detailed the overview
and scrutiny project and the work that had been done since the
January Corporate Overview and Scrutiny meeting. He began by
discussing Part 3 of the briefing note and described how this would
be a desktop exercise to compare Thurrock with other councils based
on their geographical location and organisation. He outlined that
part 2 of the briefing note focussed on how the Committee and other
overview and scrutiny Members could engage with each other in the
form of a symposium; and described how part 1 outlined the work
that Members could undertake with Cabinet in the form of a
workshop. The Democratic Services Manager asked Members for their
input on the topics that could be discussed at the symposium and
workshop. He added that the briefing note proposed a structure, but
asked if Members would like to add or remove any items. He also
asked Members who they would like to lead the symposium, as this
could be done by either a member of the Democratic Services team or
an external representative for political neutrality. He summarised
and stated that this work would be ongoing, and the Democratic
Services team would update and make changes following comments from
Members.
The Chair opened the debate and asked if Democratic Services were
planning to undertake both a symposium and a workshop, or if it was
a case of ‘either/or’. The Democratic Services Manager
replied that both would be undertaken if agreed by Members. The
Chair stated that he felt it was a good idea to start informally
with a small workshop which could open the conversation, and then
discuss the formal elements such as what the Constitution would
allow. He drew the Committee’s attention to Part 1 of the
briefing note and stated that this could open discussion between
Portfolio Holder’s and overview and scrutiny Members, and
stated that Cabinet Members currently had a blanket invite to
attend overview and scrutiny meetings. He then asked if Cabinet
would like to receive written responses, as well as overview and
scrutiny Members attending Cabinet.
Councillor Fletcher stated that he felt Part 1 of the briefing note
was a good idea as it involved both Portfolio Holder’s and
overview and scrutiny Members which could open a dialogue. He then
raised a point regarding which decisions could become
recommendations taken to Cabinet. He finally highlighted Part 3 and
asked if Democratic Services could look East to boroughs such as
Havering and Dagenham, as well as to Southend. He also stated that
comparing with Essex County Council may be difficult, as their
structure and organisation were significantly different compared to
Thurrock.
Councillor Hague stated that as part of the democratic process,
overview and scrutiny committee’s reviewed and commented on
reports before they were taken to Cabinet, and stated that in the
past, Portfolio Holder’s had attended overview and scrutiny
meetings. He asked what had changed that meant Cabinet Members no
longer attended. The Democratic Services Manager replied that when
overview and scrutiny committee’s make recommendations to
Cabinet, they are not always in the written record due to timings
with agenda publishing. He commented that often Portfolio
Holder’s and officers give verbal updates regarding overview
and scrutiny recommendations, but there would be no evidence of
this in the written record. He stated that he would like a process
created where overview and scrutiny recommendations made to Cabinet
could be recorded.
Councillor Duffin stated that if Portfolio Holder’s attended
overview and scrutiny meetings, they would have more time to
discuss their report and focus on the detail. He felt that he would
like to see Portfolio Holder’s attending overview and
scrutiny meetings as they could begin discussions and consider the
minutiae of reports. He added that if overview and scrutiny
committees were disregarded by Cabinet, it could be an option to
limit the number of overview and scrutiny committees, or limit how
often they meet.
The Democratic Services Manager replied that there was a facility
in place for overview and scrutiny Chairs to attend Cabinet
meetings, but felt there could be a way to institutionalise this in
the democratic process. He also added that in the past there had
been fewer overview and scrutiny committees, but more Members sat
on them, but felt that with more committees, there was more time to
discuss reports. He added that the symposium would give Democratic
Services the sense from Members on which way they would like to
go.
The Chair asked how overview and scrutiny could become more active.
He then stated that a comparative exercise would be interesting as
Thurrock could learn from other Councils how they run their
overview and scrutiny system, for example how their call-in
procedure works or how overview and scrutiny could delay the
implementation of decisions. Councillor Fletcher asked if the
timing of overview and scrutiny meetings could be looked into, so
recommendations made at overview and scrutiny could be written into
Cabinet reports. Councillor Duffin stated he felt the project was a
good idea as it could give Members a say in how the Council was
run.
Councillor Hague added that although Cabinet Members did not have
to listen to recommendations made at overview and scrutiny, it
would give them a better democratic mandate if they did. He stated
that by listening to overview and scrutiny, the Leader and Cabinet
had more power and could make more informed decisions which would
be better for residents. The Chair echoed Councillor Hague’s
sentiments and added that by scrutinising decisions, you could find
problems before the decision was implemented. Councillor Fletcher
asked if Democratic Services could look into which overview and
scrutiny committees Members wanted, and if all key areas were
covered by the current overview and scrutiny committees.
The Chair summarised and stated that the Corporate Overview and
Scrutiny Committee gave their support to Democratic Services to
move forward with the process.
Supporting documents: