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- Attendance Details \n\t\t\t
- Agenda Frontsheet\n\t\t\t
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PDF 53 KB \n\t\t \n\t\t\t \n\n\t\t\t\t - Agenda reports pack\n PDF 428 KB \n\n\t\t\t\t
- Printed minutes\n PDF 68 KB \n\t\t \n\n
Venue: The Council House, Burcot Lane, Bromsgrove. View directions
\n\t\tContact: Amanda Scarce\u00a0 \n\t\t\n\t\t
\n\t\t\nItems\n\t\t\nNo.\n\t\t\tItem\n\t\t\n\n\n\t\t\t\t\n\t\t\t\t\t\n\t\t\t\t\tElection of Chairman
\n\n\nMinutes:
\nRESOLVED that Councillor S. R.\nColella be elected as Chairman of the Board for the remainder of\nthe municipal year.
\nElection of Vice Chairman
\n\n\nMinutes:
\nRESOLVED that Councillor D. A.\nPardoe be elected as Vice Chairman of the Board for the remainder\nof the municipal year.
\nApologies
\n\n\nMinutes:
\nAn apology for absence was received from\nCouncillor J. A. Ruck.
\nDeclarations of Interest and Whipping Arrangements
\n\n\nMinutes:
\nThere were no declarations of interest or\nwhipping arrangements.
\nMinutes of the meeting of the Scrutiny Board held on 26th October 2010 PDF 76 KB
\n\n\nMinutes:
\nThe minutes of the Scrutiny Board meeting held\non 26th October 2010 were submitted.\u00a0
\n\u00a0
\nMembers noted that the meeting of the Scrutiny\nBoard scheduled for 25th January 2011 had been cancelled.
\n\u00a0
\nRESOLVED that the minutes be\napproved as a correct record.
\nMinutes of the meeting of the Overview Board held on 4th January 2011 PDF 62 KB
\n\n\nMinutes:
\nThe minutes of the Overview Board meeting held\non 4th January 2011 were submitted.
\n\u00a0
\nRESOLVED that the minutes be\napproved as a correct record.
\n\u00a0
\nMinutes of the meeting of the Joint Overview and Scrutiny Board held on 4th January 2011 PDF 45 KB
\n\n\nMinutes:
\nThe minutes of the Joint Overview and Scrutiny\nBoard meeting held on 4th January 2011 were submitted.
\n\u00a0
\nRESOLVED that the minutes be\napproved as a correct record.
\n\u00a0
\nMinutes of the meeting of the Performance Management Board held on 17th January 2011 PDF 50 KB
\n\n\nMinutes:
\nThe minutes of the Performance Management\nBoard meeting held on 17th January 2011 were submitted.
\n\u00a0
\nRESOLVED that the minutes be\napproved as a correct record.
\n\u00a0
\nThe Draft Medium Term Financial Plan 2011/12 - 2013/14 PDF 20 KB
\n\n\nAdditional documents:
\n\t\t\t\t\t\nMinutes:
\nThe Board received a presentation on the Draft\nMedium Term Financial Plan 2011/12-2013/14 from the Executive\nDirector, Finance and Resources who explained that, due to the\ndelay in receiving this year\u2019s grant settlement, she had not\nbeen able to provide the Board with as much detail as had been the\ncase in previous years.\u00a0\nThe final Grant Settlement figure had been received on 31st January\n2011 and was different again to that which she had been given in\nDecember 2010.\u00a0
\n\u00a0
\nThe Medium Term Financial Plan for 2011/12\n\u2013 2013/14 would be received by Cabinet and full Council on\n23rd February 2011.\u00a0 The\nmain purpose of the Board meeting was to give Members the\nopportunity to discuss the new Revenue and Capital bids and to\nconsider any recommendations they wished to make before the final\nbudget was approved.\u00a0\nThe Executive Director, Finance and Resources informed Members that\nonly the bids classed as \u201chigh\u201d priority on the list\nbefore them would be funded and this was the final list and no\nfurther bids would be put forward.
\n\u00a0
\nThe\nExecutive Director, Finance and Resources confirmed that the Grant\nSettlement for 2011/12 was \u00a33.83m and for 2012/13\n\u00a33.27m.\u00a0 The\ncumulative overall shortfall was \u00a3260,000 for 2011/12,\n\u00a3641,000 for 2012/13 and \u00a3974,000 for\n2013/14.\u00a0 It was also\nconfirmed that the shortfall for 2011/12 would be met from\nbalances.
\n\u00a0
\nThe\nBoard discussed the following in more detail:
\n\u00a0
\n\u00a0
\nThe\nExecutive Director, Finance and Resources informed Members that\nthere would not be an increase in the Council\u2019s portion of\nthe Council Tax (this would be off set by a 2.5% Government\ngrant).\u00a0 However, that\nthis was not the case for the emergency services and an increase\nwas expected on this portion of the bill.\u00a0 Members asked for assurances that\nthis would be made clear in the information that was sent out to\nresidents with the Council Tax bills and asked if the Board could\nsee the draft documentation prior to distribution.
\n\u00a0
\nMembers\nnoted that from June 2011 Portfolio Holders would consult with\nofficers and discuss savings and efficiencies and any reduction in\nservices that would need to be made in order to cover the shortfall\nin future years. \u00a0It was\nconfirmed that the Board would be given the opportunity of\nscrutinising the outcomes of these discussions.
\n\u00a0
\n\u00a0
\nDuring\nthe discussions Members also referred to the following particular\nitems:
\n\u00a0
\nOverview and Scrutiny Board Work Programme PDF 64 KB
\n\n\nMinutes:
\nThe Board considered the Work Programme and\ndiscussed the format for future investigations.\u00a0 Officers explained that the Task\nGroup procedure notes had been taken out of the Constitution and\nwould be replaced by a more informal and flexible protocol, which\nwould be considered by the Board at a future meeting.\u00a0 Members felt that the format used\nfor short sharp reviews, such as the Inquiry into the Multi-use\nGames Area (MUGA) at Alvechurch, had\nbeen a success and should be used for future investigations, where\nappropriate.\u00a0 The Board\ndiscussed the line of questioning used and felt that a more robust\napproach should also be taken. \u00a0The Board discussed witnesses\ninvolved and asked Officers to invite the relevant Portfolio Holder\nto attend together with the lead Officer for each topic.
\n\u00a0
\nMembers discussed the re-instatement of the\nLocal Food Task Group and felt that, due to the limited time\navailable, this should be re-scheduled and be included for\nconsideration within the Board\u2019s Work Programme for\n2011/12.
\n\u00a0
\nAfter discussion, the Board also felt that, in\norder for a more detailed investigation to be carried out, the\nfollowing topics should be re-scheduled and included within the\nWork Programme for 2011/12:
\n\u00a0
\n\u00a0
\nOfficers agreed to ask the Head of Leisure and\nCultural Services for further information on the Play Strategy\ntopic in order for the Board to consider whether it was necessary\nfor an investigation to be carried out.
\n\u00a0
\nOfficers explained that there were a number of\nreports which would, in future, be received by the Board as\nstanding items, which had previously been included within the\nagenda for the Performance Management Board.\u00a0 After discussion, Members\nrequested that initially the Shared Services Highlight Report\nshould also be included within the standing items at quarterly\nintervals.
\n\u00a0
\nMembers asked for an update on the responses\nreceived (from external partners) to the recommendations from the\nMUGA Inquiry and agreed that an additional meeting of the Board\nshould be set up to discuss this.\u00a0 The meeting would also include an\nupdate on the Community Safety Partnership Plan and areas of\npossible scrutiny.\u00a0 An\ninvitation should also be extended to the Crime and Disorder\nAdvisor, Councillor Brandon Clayton, who was appointed at the Joint\nOverview and Scrutiny Board meeting, held on 5th October 2010, to\nattend.
\n\u00a0
\nAfter further discussion it was
\n\u00a0
\nRESOLVED that the Work Programme be\nnoted subject to the above amendments.
\nQuestions to Witnesses 1st March 2011 PDF 63 KB
\n\n\nMinutes:
\nMembers were informed that the following\ntopics would be discussed at the meeting to be held on 1st March\n2011:-
\n\u00a0
\n\u00a0
\nThe Council Plan and Performance Management\nStrategy, which were items that would previously have been\nconsidered by the Performance Management Board, would also be\nconsidered at the meeting on 1st March 2011.
\n\u00a0
\nThe Board asked that they be provided with a\nfull financial breakdown of the Annual Bonfire Event for this and\nprevious years and that the Head of Leisure and Cultural Services\nbe asked to provide information on any alternative formats for the\nevent which might be considered in future.
\n\u00a0
\nMembers were asked to provide Officers with\nany questions they would like to put to the relevant Portfolio\nHolders/Heads of Services, as soon as possible.
\nTo consider any other business, details of which have been notified to the Head of Legal, Equalities and Democratic Services prior to the commencement of the meeting and which the Chairman, by reason of special circumstances, considers to be of so urgent a nature that it cannot wait until the next meeting.
\n\n\n\n\t\t\n\n PDF 53 KB \n\t\t \n\t\t\t PDF 428 KB PDF 68 KB \n\t\t Venue: The Council House, Burcot Lane, Bromsgrove. View directions
\n\t\tContact: Amanda Scarce \n\t\t\n\t\t
\n\t\t| No. | \n\t\t\tItem | \n\t\t
|---|---|
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\t\t\t Election of Chairman \n\n
Minutes: \n\n \nRESOLVED that Councillor S. R.\nColella be elected as Chairman of the Board for the remainder of\nthe municipal year. \n | \n\t\t
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\t\t\t Election of Vice Chairman \n\n
Minutes: \n\n \nRESOLVED that Councillor D. A.\nPardoe be elected as Vice Chairman of the Board for the remainder\nof the municipal year. \n | \n\t\t
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\t\t\t Apologies \n\n
Minutes: \n\n \nAn apology for absence was received from\nCouncillor J. A. Ruck. \n | \n\t\t
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\t\t\t Declarations of Interest and Whipping Arrangements \n\n
Minutes: \n\n \nThere were no declarations of interest or\nwhipping arrangements. \n | \n\t\t
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\n\t\t\t\t\t Minutes of the meeting of the Scrutiny Board held on 26th October 2010
Minutes: \n\n \nThe minutes of the Scrutiny Board meeting held\non 26th October 2010 were submitted. \n\n Members noted that the meeting of the Scrutiny\nBoard scheduled for 25th January 2011 had been cancelled. \n\n RESOLVED that the minutes be\napproved as a correct record. \n | \n\t\t
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\n\t\t\t\t\t Minutes of the meeting of the Overview Board held on 4th January 2011
Minutes: \n\n \nThe minutes of the Overview Board meeting held\non 4th January 2011 were submitted. \n\n RESOLVED that the minutes be\napproved as a correct record. \n\n | \n\t\t
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\n\t\t\t\t\t Minutes of the meeting of the Joint Overview and Scrutiny Board held on 4th January 2011
Minutes: \n\n \nThe minutes of the Joint Overview and Scrutiny\nBoard meeting held on 4th January 2011 were submitted. \n\n RESOLVED that the minutes be\napproved as a correct record. \n\n | \n\t\t
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\n\t\t\t\t\t Minutes of the meeting of the Performance Management Board held on 17th January 2011
Minutes: \n\n \nThe minutes of the Performance Management\nBoard meeting held on 17th January 2011 were submitted. \n\n RESOLVED that the minutes be\napproved as a correct record. \n\n | \n\t\t
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\n\t\t\t\t\t The Draft Medium Term Financial Plan 2011/12 - 2013/14
Additional documents: \n\t\t\t\t\t\n
Minutes: \n\n \nThe Board received a presentation on the Draft\nMedium Term Financial Plan 2011/12-2013/14 from the Executive\nDirector, Finance and Resources who explained that, due to the\ndelay in receiving this year’s grant settlement, she had not\nbeen able to provide the Board with as much detail as had been the\ncase in previous years. \nThe final Grant Settlement figure had been received on 31st January\n2011 and was different again to that which she had been given in\nDecember 2010. \n\n The Medium Term Financial Plan for 2011/12\n– 2013/14 would be received by Cabinet and full Council on\n23rd February 2011. The\nmain purpose of the Board meeting was to give Members the\nopportunity to discuss the new Revenue and Capital bids and to\nconsider any recommendations they wished to make before the final\nbudget was approved. \nThe Executive Director, Finance and Resources informed Members that\nonly the bids classed as “high” priority on the list\nbefore them would be funded and this was the final list and no\nfurther bids would be put forward. \n\n The\nExecutive Director, Finance and Resources confirmed that the Grant\nSettlement for 2011/12 was £3.83m and for 2012/13\n£3.27m. The\ncumulative overall shortfall was £260,000 for 2011/12,\n£641,000 for 2012/13 and £974,000 for\n2013/14. It was also\nconfirmed that the shortfall for 2011/12 would be met from\nbalances. \n\n The\nBoard discussed the following in more detail: \n\n
\n The\nExecutive Director, Finance and Resources informed Members that\nthere would not be an increase in the Council’s portion of\nthe Council Tax (this would be off set by a 2.5% Government\ngrant). However, that\nthis was not the case for the emergency services and an increase\nwas expected on this portion of the bill. Members asked for assurances that\nthis would be made clear in the information that was sent out to\nresidents with the Council Tax bills and asked if the Board could\nsee the draft documentation prior to distribution. \n\n Members\nnoted that from June 2011 Portfolio Holders would consult with\nofficers and discuss savings and efficiencies and any reduction in\nservices that would need to be made in order to cover the shortfall\nin future years. It was\nconfirmed that the Board would be given the opportunity of\nscrutinising the outcomes of these discussions. \n\n \n During\nthe discussions Members also referred to the following particular\nitems: \n\n
| \n\t\t
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\n\t\t\t\t\t Overview and Scrutiny Board Work Programme
Minutes: \n\n \nThe Board considered the Work Programme and\ndiscussed the format for future investigations. Officers explained that the Task\nGroup procedure notes had been taken out of the Constitution and\nwould be replaced by a more informal and flexible protocol, which\nwould be considered by the Board at a future meeting. Members felt that the format used\nfor short sharp reviews, such as the Inquiry into the Multi-use\nGames Area (MUGA) at Alvechurch, had\nbeen a success and should be used for future investigations, where\nappropriate. The Board\ndiscussed the line of questioning used and felt that a more robust\napproach should also be taken. The Board discussed witnesses\ninvolved and asked Officers to invite the relevant Portfolio Holder\nto attend together with the lead Officer for each topic. \n\n Members discussed the re-instatement of the\nLocal Food Task Group and felt that, due to the limited time\navailable, this should be re-scheduled and be included for\nconsideration within the Board’s Work Programme for\n2011/12. \n\n After discussion, the Board also felt that, in\norder for a more detailed investigation to be carried out, the\nfollowing topics should be re-scheduled and included within the\nWork Programme for 2011/12: \n\n
\n Officers agreed to ask the Head of Leisure and\nCultural Services for further information on the Play Strategy\ntopic in order for the Board to consider whether it was necessary\nfor an investigation to be carried out. \n\n Officers explained that there were a number of\nreports which would, in future, be received by the Board as\nstanding items, which had previously been included within the\nagenda for the Performance Management Board. After discussion, Members\nrequested that initially the Shared Services Highlight Report\nshould also be included within the standing items at quarterly\nintervals. \n\n Members asked for an update on the responses\nreceived (from external partners) to the recommendations from the\nMUGA Inquiry and agreed that an additional meeting of the Board\nshould be set up to discuss this. The meeting would also include an\nupdate on the Community Safety Partnership Plan and areas of\npossible scrutiny. An\ninvitation should also be extended to the Crime and Disorder\nAdvisor, Councillor Brandon Clayton, who was appointed at the Joint\nOverview and Scrutiny Board meeting, held on 5th October 2010, to\nattend. \n\n After further discussion it was \n\n RESOLVED that the Work Programme be\nnoted subject to the above amendments. \n | \n\t\t
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\n\t\t\t\t\t Questions to Witnesses 1st March 2011
Minutes: \n\n \nMembers were informed that the following\ntopics would be discussed at the meeting to be held on 1st March\n2011:- \n\n
\n The Council Plan and Performance Management\nStrategy, which were items that would previously have been\nconsidered by the Performance Management Board, would also be\nconsidered at the meeting on 1st March 2011. \n\n The Board asked that they be provided with a\nfull financial breakdown of the Annual Bonfire Event for this and\nprevious years and that the Head of Leisure and Cultural Services\nbe asked to provide information on any alternative formats for the\nevent which might be considered in future. \n\n Members were asked to provide Officers with\nany questions they would like to put to the relevant Portfolio\nHolders/Heads of Services, as soon as possible. \n | \n\t\t
| \n\t\t\t\t\n\t\t | \t\t\t\n\t\t\t\t\t To consider any other business, details of which have been notified to the Head of Legal, Equalities and Democratic Services prior to the commencement of the meeting and which the Chairman, by reason of special circumstances, considers to be of so urgent a nature that it cannot wait until the next meeting. \n\n
| \n\t\t