Issue - meetings

The Committee considered a report on a possible work programme for the remainder of the 2016/17.

The Chairman reported that he and the Vice-Chairman had met with officers and had proposed that in future:

(i)           Executive Summary - Reports should start with an Executive Summary;

(ii)         Presentations - Where possible, presentations should be limited to 10 minutes and copied to the Chairman in advance of the meeting;

(iii)        Portfolio Holders (PHs) –

§   Prior to meetings, PHs be asked to submit a short written brief for inclusion in the agenda.

§   PHs be asked to indicate how their portfolios impact on the community and if possible give an indication of their objectives and the strategies which will be used to achieve these;

§   Presentations to be kept to a minimum to maximise question opportunities.

§   Given that only 4 meetings were scheduled for each year and there were currently 6 portfolio holders, it had been suggested by the Leader that, rather than increase the number of meetings, the Committee should invite more than one portfolio holder to each meeting.

§   Members be asked to, where possible, submit questions in advance to allow PHs to provide more detailed responses at the meeting;

(iv)        Reports to Note – A number of matters which the Committee was required to consider each year showed little if any change year on year, examples being air quality monitoring or Regulation of Investigatory Powers Act 2000 (RIPA), where the regulations have changed but no interventions have been made. It was suggested that an update report be presented once a year incorporating all such issues.

(v)         Priorities – It was recognised that scrutiny of 2 Portfolio Holders would limit the time available for other scrutiny. It was suggested that in order of importance, the Committee should consider scrutiny of portfolio holders, issues that the Committee was required to consider and other matters, as they were raised.

The Chairman noted that he was having discussions on the timing of reports, to seek more timely availability of key reports such as the Annual Plan. The availability of the Transformation and Regulatory Portfolio Holders had already been confirmed and the Finance and Corporate Portfolio Holders would now be invited.

Resolved, that the Committee Work Programme for the remainder of 2016/17, as indicated below, be agreed.