Agenda and draft minutes

An apology of absence was received from Councillor M J Ford, JP.

To confirm as a correct record the minutes of the Scrutiny Board meeting held on 17 May 2018.

RESOLVED that the minutes of the Scrutiny Board meeting held on 17 May 2018 be confirmed and signed as a correct record.

There were no Chairman’s announcements.

To receive any declarations of interest from members in accordance with Standing Orders and the Council’s Code of Conduct and disclosures of advice or directions received from Group Leaders or Political Groups, in accordance with the Council’s Constitution.

There were no declarations of interest made at this meeting.

To receive any deputations of which notice has been lodged.

There were no deputations made at this meeting.

To receive a presentation by, and ask questions of, Hampshire Fire and Rescue Service.

The Board received a presentation from Assistant Chief Fire Officer Shantha Dickinson and Area Manager Rob Cole from Hampshire Fire and Rescue on an overview of the Service and how it has evolved over the years and the challenges the service faces. (a copy of the presentation is attached as Appendix A to these minutes)

Members were given the opportunity to ask questions they had regarding the work undertaken by Hampshire Fire and Rescue Service.

RESOLVED that the Assistant Chief Fire Officer Shantha Dickinson and Area Manager Rob Cole be thanked for their extremely informative presentation.

To consider a report by the Head of Democratic Services on a review of the Policy Development and Review Panels and Scrutiny Board meetings.

(Councillor Mrs P M Bryant left the meeting at the start of this item and was not present for the remainder of the meeting)

The Board considered a report by the Head of Democratic Services which set out the details of a Vanguard review of the effectiveness of the  current Policy Development and Review Panels and the Scrutiny Board meetings and proposed a new Committee structure as set out in Appendix B of the report.

At the invitation of the Chairman, Councillors S Cunningham and K D Evans, Executive Member for Planning and Development addressed the Board on this item.

RESOLVED that the Scrutiny Board supports the proposals contained within the report and endorses that the Executive recommends to Council that:-

(a)  the Policy Development and Review Panels be dissolved;

(b)  a Scrutiny Panel be created for each of the 6 Executive portfolios;

(c)  subject to (a) and (b) above, the current Scrutiny Board be dissolved;

(d)  each Scrutiny Panel be scheduled to meet 4 times per municipal year, with additional meetings created if necessary;

(e)  subject to (d) above, the revised schedule of meetings for the remainder of the municipal year 2018-19 be approved, as set out in Appendix A;

(f)   the Deputation scheme be amended to allow members of the public to apply to give a deputation on any subject to the relevant Scrutiny Panel;

(g)  subject to (a) (b) and (c) above, a revised allocation of seats be approved, as set out in Appendix C (with the nomination of councillors to seats being presented to Council in October);

(h)  subject to the agreement of the changes, an amendment to the current Members’ Allowances Scheme be presented to Council for approval, as set out in paragraph 58 of the report; and

(i)    subject to the agreement of the changes, delegated authority be given to the Council’s Monitoring Officer to review and amend the Constitution to:

i.              create the new functions of the Scrutiny Panels;

ii.            amend the Call-In procedures to reflect the changes to Portfolio Scrutiny Panels; and

iii.           to review and amend the Constitution with regard to the Deputation Scheme.

To consider a report by the Director of Finance and Resources which invites members to review the Board’s work programme for 2018/19.

The Board considered a report by the Director of Finance and Resources which reviewed the Board’s Work Programme for 2018/19.

RESOLVED that the Board agreed the work programme for 2018/19.

To receive the minutes of the Policy Development and Review Panels held since 1 May 2018.

The Board was asked to receive the minutes of the Policy Development and Review Panels held since 1 May 2018.

The Chairman of the Planning and Development Policy Development and Review Panel, Councillor P J Davies was invited to present the minutes of the meeting held on 15 May 2018.

It was AGREED that the minutes be received.

The Chairman of the Housing Policy Development and Review Panel, Councillor Mrs K Mandry was invited to present the minutes of the meeting held on 24 May 2018.

It was AGREED the minutes be received.

The Vice-Chairman of the Health and Public Protection Policy Development and Review Panel, Councillor Ms S Pankhurst was invited to present the minutes of the meeting held on 29 May 2018.

It was AGREED that the minutes be received.

If requested by a member, to consider any item of business dealt with by the Executive, since the last meeting of the Board. The relevant Executive meeting is 4 June 2018. (This will also include any decisions taken by individual Executive members during the same time period.)

The Chairman invited members to indicate if they wish to consider any other item of business dealt with by the Executive since the last meeting of the Board.

There were no other items of Executive Business considered.