Agenda and minutes

The minutes of the previous meeting held on 26^th February, 2009, were agreed as a correct record.

With regard to Minute No. 32 (Elected Member – Future Working Arrangements) it was reported that a report and presentation of proposals for discussion was being prepared and these would be presented to Elected Members in the near future.

Consideration was given to a report presented by the Head of Scrutiny and Member Support, relating to Charter Plus and explaining that this was an optional higher level of the Member Development Charter intended for Councils that had already been awarded the Charter and wanted an additional challenge to improve further their Member development and support.

It was pointed out that the cost of assessment was £500 plus expenses.

It was suggested that Charter Plus should be sought in the Autumn which would give time to prepare the portfolio of evidence/documents rather than being re-assessed for the current Member Development Charter. It was noted that part of the process would involve a self-assessment to identify gaps.

Areas where the Charter Plus differed from the Charter were detailed in the submitted report, together with examples of evidence requirements for Charter Plus.

It was suggested that based on the good working relationship with other South Yorkshire local authorities on member development this could be done across the Sub-region with Rotherham taking the lead.

Members present generally supported the suggestions made.

Agreed:-  That the Head of Scrutiny and Members Services arranges an exploratory meeting with the Sub-regional local authorities and submits a further report to the June meeting of this Panel.

The Head of Scrutiny and Member Services presented a report setting out the background to, and the aims of, the South Yorkshire Improvement Programme, and which detailed the following:-

-                      grant allocated to the 4 South Yorkshire Local Authorities to maximise the effectiveness of improvement activity

-                      learning outcomes

-                      impact of the Capacity Building Fund

-                      project Link with Regional Priorities, including the holding of a sub-regional conference and workshops

-                      a breakdown of funding activities

-                      a breakdown of funding per South Yorkshire Local Authority

Members present commented on:-

-                      the changing priorities for Councillors

-                      the scope of Councillors’ work

-                      the need for training in communication skills and media handling

-                      individual needs of Councillors

Agreed:-  That the contents of the report be noted.

The Head of Scrutiny and Member Services presented a report updating the Panel on the progress of a bid to RIEP following a meeting of the South Yorkshire Chief Executive’s on 6^th April, 2009.

It was explained that the outcome was positive, although there would be a need to revisit the funding allocation as the total currently exceeded £500k.  This work would need to be done before the Corporate Improvement and Value for Money Board met on 29^th April.

Actions which needed to be addressed included:-

-                      Social marketing bid

-                      CAA/use of resources

-                      Financial inclusion

-                      Reputation project

It was pointed out however that although there was no reference to Member development there was reference to Leadership.

It was explained that RIEP money would be used to access other funding for Member development through draw-down.

Members present noted:-

-                      the good progress to date

-                      the need to use plain English and explain acronyms

-                      the need to drive Member development and training higher up the agenda

Agreed:-  That the Panel notes the content of the report and awaits confirmation following the meeting of the CIVM Board on 29^th April.

Richard Copley, ICT Strategy and Client Co-ordinator, and Bronwen Moss, Scrutiny Officer, reported on the outcome of the e-casework pilot which had been carried out involving 11 Members.

It was explained that the trail involved using an alternative the Siebel Surgery reporting system developed for Lambeth Council by ESD Tookit.

It was reported that 40 cases had been put through the system, coving issues across all Directorates.  The feedback from the IT planning officer was that more cases needed to be reported in order to see how useful the system might be.

Members of the Panel were therefore asked to consider:-

(i)                 extending the trial to more Members to generate more cases through the system

(ii)               more training

(iii)             the need for a customer charter re: resolve by date

Members of the Panel discussed:-

-                      definition of a “case”

-                      getting more Members to use any surgery reporting system

-                      resistance to using IT and basic IT skills needed e.g. typing

-                      Councillors’ personal interface with the electorate

-                      cost and value for money

-                      the need for a glossary of services

-                      speed of, and ease of access to, the system

-                      how would the system help Councillors and how would it make their customers happier

-                      individual needs of Councillors and the differing geographical areas of the Borough

-                      choice to use, or not to use, e-systems

-                      impact on Councillor/officer relationship

-                      the need for Councillors to have a multi skilled approach

Agreed:-  (1)  That the trial be extended to other Members, and training be arranged jointly for Members and Officers.

(2)  That the E-casework system be purchased.

(3)  That Member support for councillor surgeries to be included in the Council's Customer Charter, as being revised by Councillor Wyatt, be confirmed.

The Head of Scrutiny and Member Services submitted a report relating to planned training for Members on Emergency Management being held by the Council’s Emergency Planning Team on 14^th May, 2009 at the Town Hall.

Members present discussed:-

-                      possible training via the Area Assemblies, with Police, Fire and Health Services re;  the flu pandemic

-                      more advice to Councillors in their advocacy role, noting the Councillors’ role in their communities

-                      format of the training; manner of delivery and the facilitators used

-                      previous poor attendance by Members

Agreed:-  (1)  That all Members be advised of the training planned for 14^th May and that they be encouraged to attend.

(2)  That the suggestion of possible training via the Area Assemblies, with Police, Fire and Health Services re;  the flu pandemic be discussed with the PCT and with the Emergency and Safety Manager.

The following items were raised:-

(i)                 Community Call for Action – re: anticipated training needs

(ii)               Use of Council Seminars and other effective ways of getting information to Members

Agreed:  That the Head of Scrutiny and Member Services brings a report to a future meeting of this Panel.

(iii)             Induction package for new Members of the Council

Agreed:  That the Head of Scrutiny and Member Services brings a report to the June meeting of the Panel.

(iv)              Qualifications for Elected Members

Reference was made to the post graduate training currently being undertaken by a couple of Members, and also to the full programme of development activities and initiatives offered by IDeA for Elected Members.

(v)                Appeals Panels – members

The Head of Scrutiny and Member Services reported that 6 responses for appeals panel training had been received.  A half day’s training had been organised for 3^rd June.

Agreed:-  That the next meeting of the Panel take place on Thursday, 25th June, 2009 at 2.00 p.m. at the Town Hall, Moorgate Street, Rotherham.