To receive apologies for absence.

Apologies were received from Cllrs James Bevan (substitute Gethyn Davies) and Brian Jones, and Marie Rosenthal, Solicitor to the Council.

To confirm the minutes of the meeting held on 12 April 2012.

The minutes of the meeting held on 12 April 2012 were confirmed and signed as an accurate record.

The chairman to identify any items of urgent business.

The chairman identified no items of urgent business on this occasion.

To receive any declarations of interest in any matter to be discussed at the meeting.  Members and officers are requested to identify the nature of the interest and indicate whether it is personal or prejudicial.

No declarations of interest were made.

To consider questions from members of the public in accordance with the published protocol. To submit a question contact Democratic Services on 01594 812625 or email democratic.services@fdean.gov.uk. All questions must be submitted in writing at least two working days prior to the meeting.

There were no public questions.

To consider items for discussion at future meetings, including relevant issues on the Cabinet forward plan.

Scrutiny plan

The committee chairman, Cllr Burford, informed members that item 6 from the scrutiny plan would be ready early and he moved it to the meeting to be held on 31 May, which was confirmed.

Answering Cllr Winship, Cllr Burford said that updates would probably be oral, whereas items that the Cabinet would be making decisions on would be likely to have written reports. The Head of Paid Service added that some of the items were for the Cabinet meeting in June and gave scrutiny the opportunity to feed in to them before decisions were taken.

Cabinet forward plan

Cllr Hale clarified for Cllr Martin that the item regarding the tenancy strategy would be presented to the Cabinet in June and confirmed that there would be a further meeting of the cabinet support group, of which Cllr Martin was a member, on 4 July to discuss the implications.

Cllr Robinson informed the committee that the council's printing strategy would most likely be presented to the June Cabinet meeting.

The committee agreed to add the printing strategy to its agenda for 31 May 2012.

The Group Manager for Finance and Property agreed to circulate postage cost figures to members, since they would not form part of the printing strategy.

Scrutiny panel plan

Cllr Burford informed the committee that the Bus Links Inquiry meeting would take place on Wednesday 13 June 2012 at 4.30pm because of a clash with another panel. He confirmed that the first meeting of the GO Shared Services Inquiry would take place on Monday 2 July 2012 at 4pm. He emphasised that the Private Sector Housing Renewal Inquiry must be ready to report in July 2012.

To establish any inquiry and confirm its scope and terms of reference.

Cllr Burford reminded members that at their last meeting members had asked for more detail on procurement to help in its consideration. The committee would consider that report and scoping document 2011-12.08 later on the agenda. He pointed out that inquiries into GO and procurement would need to be staggered, because they entailed support from the same officers.

The committee considered scoping document 2011-12.09 regarding voluntary sector funding and Cllr Burford noted that there was a cabinet support group currently considering aspects of the issue.

Cllr Martin stated that the group was Cabinet-driven and believed that there was a need for a wider view on the issue.

Cllr Winship cautioned against duplicating work and suggested that the cabinet support group produce a short report outlining its work to date, which could inform any scrutiny inquiry.

The committee agreed the request for a short report from Cllr Diana Edwards, Cabinet Member for Strategic Partnerships and Projects.

Cllr Burford ended the item by confirming a short Voluntary Sector Funding Inquiry to begin at the end of July 2012.

To note report SD.88 from the Head of Paid Services relating to procurement.

Cllr Robinson introduced report SD.88 and asked the Head of Paid Service to present the detail, since it was a factual report relating to operational matters.

The Head of Paid Service said that the report attempted to give background detail to inform any subsequent scrutiny inquiry. It outlined how the council supported and guided officers and businesses in relation to procurement. She highlighted the following:

• The procurement strategy had been agreed in October 2010.
• Contract procedure rules had been adjusted to fit with the requirements of the GO shared service.
• The Corporate Governance Group, which included the three Statutory Officers of the Council and a representative from the internal audit team, monitored procurement training, because it was aware that the matter had been an issue within the council.
• The Corporate Leadership Team was kept informed of major procurement and sufficiently large items were identified as separate projects on the corporate project register.
• The council drew on the internal expertise of the legal team. The Risk, Insurance and Procurement Officer regularly gave one-to-one advice to officers. The council was also now able to draw on the higher-level advice available within the GO shared service.
• The introduction of the procurement software part of Agresso had strengthened the purchasing end of procurement. The GO partnership was already identifying areas of joint procurement such as banking and insurance. More would follow once all partners were using the Agresso system.
• The council had decided for reasons of transparency to publicise all spending on its website, rather than just spending items over £500 required in legislation.
• The council website provided details of upcoming contracts and guidance for contractors on how to tender.

Cllr Smart asked if all authorised officers had completed the required training in procurement.

The Group Manager for Finance and Property replied that almost all had undergone the training and the remaining few officers would be 'mopped up' in the sessions planned to reinforce the new contract procedure rules.

Cllr Winship asked about spot checks and a system for identifying tendering companies with a suspicious history.

The Group Manager for Finance and Property explained that the internal audit team picked up individual procurement issues during planned audits, and he discussed with the internal auditors any service areas needing inspection. He said that one benefit of being in the SWAP audit partnership was that members received regular updates on fraud identification techniques and quickly learned of individual companies. The Head of Paid Service added that the council's fraud register picked up suspected frauds and was regularly checked by the Audit Committee chairman.

Cllr Pugh stated that systems such as Agresso included information on suppliers. He asked if there had been any glitches in introducing the system and if there were a specific target for savings

The Head of Paid Service confirmed that as the first site to go live there had been issues around using the system and aspects of the system itself. There were still areas being worked on. The use of Agresso had  ...  view the full minutes text for item 7.

The committee to ask questions of the Cabinet Member for Community and the Group Manager for Customer Services. 

Cllr Burford explained that the Cabinet report had been published on Wednesday 2 May and many members had attended the leisure strategy presentation on 26 April.

Cllr Hale, Cabinet Member for Community, said that the Group Manager for Customer Services would answer any questions relating to the presentation and report.

Cllr Smart said that she had been pleased to see the positive article in the Forester newspaper regarding leisure centres and hoped that it would allay fears among residents. She thanked the group manager for the presentation.

Cllr Winship agreed that the presentation had been very helpful and had been a good example of inclusiveness that she would welcome more of. It showed that the Cabinet was listening and giving the opportunity to other members to contribute.

Cllr Burford commented that it was interesting to note that of the five centres only Newent Leisure Centre made a profit.

Cllr Hale replied that Newent Leisure Centre had benefited from a £600,000 investment, the staff were committed and the returns were clear.

Cllr Robinson, Cabinet Member for Finance and Planning Policy, said that it was important to have a shared view across the membership on leisure services. The council could commit finance and ensure a management approach that offered good value for that finance, but the key was working with partners, in particular those owning the land where the leisure centres were situated. It was vital to send the united message from the council that it wished to keep facilities on all sites.

Cllr Burford agreed, adding that the council should do all it could to maintain and enhance the service.

Cllr Pugh expressed delight that there was a council-wide positive attitude. He asked what the position was regarding the theatre at the Coleford college site.

The Group Manager for Customer Service replied that the council had had no direct input into the theatre for many years and the matter was outside the scope of the strategy. It represented a useful, but different debate.

Cllr Bill Evans asked what the cost would be of any proposed means testing for leisure service concessions.

The Group Manager for Customer Services replied that there had been no work done to date. The consultants, KKP, had simply put a marker down that work would need to be done properly to ensure that support was targeted where the council wanted it.

Cllr Burford said that the Leader had agreed with him that there was a clear need for a proper scrutiny inquiry to help inform the Cabinet decision. He emphasised that the report being presented to the Cabinet in June did not require a decision and that there would be a further report in October. He suggested that the committee hold a one-day scrutiny, similar in format to the car park inquiry, in early September to inform and feed into the report to the Cabinet. The committee agreed.

Cllr Horne asked how much such an inquiry would cost.

Cllr Burford said that the general wisdom was that  ...  view the full minutes text for item 8.

Cllr Burford introduced the item, reminding all members that scrutiny was still looking for new members to join the panels.

Cllr Winship, panel chairman, to give an oral report from the panel's question and answer session held on 26 March 2012 with the Cabinet Members for Community, and Strategic Partnerships and Projects.

Cllr Winship, panel chairman, highlighted points from the notes below from the panel's cabinet member question and answer session on 26 March 2012. She thought that it had been useful and informative, although the panel could probably ask some deeper questions in the future.

Notes

In presentation and discussion with Cllr Diana Edwards the following points were made.

• additional £5 million funding available allocated to the LAG’s throughout the country with the highest spend levels.  Our rate of spend described as exemplary, but total spend average and under continual review, and there may be additional opportunities to secure further funding in the future. 
• LAG was developing a portfolio of “back-up projects” which could be launched if further funds become available.  Team under pressure from Defra to spend the majority of the remaining funds in the 2012/2013 financial year, the year the project ends
• Criteria were not very flexible, however, St Briavels Village Hall accommodated many functions. Bids being made all the time, and that, bids were initially prioritised into high and low categories.
• LAG Executive has a minimum of six members; the Council was one such member and did not have the overall say.
• Forest of Dean Partnership meeting due to be held in Westbury on Severn in May.  This reflected a new approach in which meeting venues would rotate and the host would be the Chair.  Note taking would also rotate.  The Forest of Dean District Council was embracing the concept of Asset Basement Community Development (A,B,C,D).  The aim of this was to identify the strengths in a community and whether to build them or connect them with other elements of the community.  This differs from the current approach in Local Government which is to focus on what is missing. 
• The FODDC was working with the Barnwood Trust which was part of a growing group of organisations embracing the same approach (know as a Community Practice) and we were one of five learning sites within that group.
• the meaning of assets referred to individuals and groups rather than buildings.  The aim was to contact enthusiastic local people in the community who normally got things done, and offer to match fund projects that the community judge to be important in an effort to build stronger communities.   There was a long list of partners, which included, Two Rivers, Federation of Small Businesses, NHS, Police and Youth Services The Forest Volunteer Action Forum.

In presentation and discussion with Cllr Hale the following points were made.

• The Cabinet role covered Health and Well-being Housing Advice, Private Sector Housing and Leisure.  The three Community Engagement Officers were Lena Maller, Kate Wyatt and Debbie Powell each had their area in the district to focus on, working together with partnership groups, organisations and parish councils and other groups to improve quality of life for local communities.  However, the main aim was to build a bridge between the council and the community. 
• Other areas of work that he covered were with the Housing Team, the Safe at  ...  view the full minutes text for item 9.1

Cllr Whitburn, panel vice chairman, to give an oral report from the panel's question and answer session held on Monday, 23 April 2012 with the Cabinet Member  for the Environment.

Cllr Whitburn, panel vice chairman, highlighted points from the notes below from the panel's cabinet member question and answer session on 23 April 2012. The panel had covered many topics during the session with the cabinet member and group manager.

Cllr Quaile, Cabinet Member for the Environment, said that the meeting had been very much a two-way event and he had taken comments away to consider. He mentioned Cllr Morgan's query about an advisory leaflet regarding bonfires, which Cllr Frankie Evans confirmed was now on the council website.

Cllr Burford was pleased with this example of the scrutiny panels adding value.

Cllr Winship asked about the progress of metal theft work.

The Head of Paid Service replied that unusually for a small authority the council had two finalists in the MJ Awards for 2012, namely the legal team and the Public Protection and Licensing team. After final judging both teams would find out if they were winners at the awards evening on 21June.

In presentation and discussion with Cllr Quaile the following points were made.

• Pest Control - not a cost neutral service but aspired to be so. There were two experienced Pest Control Officers, for domestic and commercial premises.  The service had been reduced because of rising costs. Volume of pest control requests varied with each season.

• Food Hygiene - There were a number of ongoing food hygiene cases, the team always tried to avoid prosecution by giving guidance to proprietors on improving their premises. Random inspections were conducted on food establishments. Service had introduced a popular 'Scores on the Doors' rating scheme on food establishments.

• Licensing - the Licensing Committee set licence fees in February 2012 and kept at a level that provided a cost neutral service. Licensing covered many areas such as gambling machines, lotteries, hackney carriage/private hire, dog breeding, animal boarding, dangerous wild animals.

• Metal Theft - the team was a finalist in the MJ Awards.  The Environmental Protection Team had been a major player in contributing to a Local Government Association Metal Theft Toolkit booklet, which was used nationally.   

• Garden Bonfire Nuisance - garden fires were seasonal and there were no more nor less than any previous year.  The council did not encourage people to have bonfires, but gave advice on composting. The Private Sector Housing Team dealt with nuisance garden fires in the district. There was no hard or fast rule in dealing with garden fires. A leaflet would clarify views.

• Street Wardens - had been launched to improve the quality of life for local people. The main objective of the service was to reduce the fear of crime and deter anti social behaviour. The team also removed fly tipping material and tried to find the offender.

• Sheep - Councillor Quaile and the Group Manager for Environment represented the council on the Sheep Liaison Group. Sheep issues had been an on-going problem for the council for many years and had cost thousands of pounds trying to resolve. However, partnerships with the Commoners Association and  ...  view the full minutes text for item 9.2

The panel will undertake a 12-month review of the Office Public Opening Hours inquiry on Monday 24 September 2012 at 4.30pm (to be confirmed)

The panel will undertake a 12-month review of the Office Public Opening Hours inquiry on Monday 24 September 2012 at 4.30pm.

The panel will meet on Monday 11 June 2012 at 4.30pm to consider the 2011/12 fourth quarter performance report.

The panel will meet on Monday 11 June 2012 at 4.30pm to consider the 2011/12 fourth quarter performance report.

All at 6.00pm with a chairman’s briefing for members at 5.30pm

Thursday 31 May 2012 at the council offices, Coleford (additional meeting if required)

Thursday 19 July 2012 at Lydney Town Hall

Thursday 13 September 2012 at the council offices, Coleford

Thursday 18 October 2012 at the council offices, Coleford

All at 6.00pm with a chairman’s briefing for members at 5.30pm

Thursday 31 May 2012 at the council offices, Coleford 

Thursday 19 July 2012 at Lydney Town Hall

Thursday 13 September 2012 at the council offices, Coleford

Thursday 18 October 2012 at the council offices, Coleford