To receive apologies for absence.

Apologies were received from Councillors CA Gandy, EPJ Harvey, and EL Holton.  Apologies were also received from the statutory co-optees: Mr Burbidge, Mrs Fisher and Mr Sell.

To receive details of members nominated to attend the meeting in place of a member of the committee.

Councillor M McEvilly substituted for Councillor CA Gandy and Councillor LC Tawn for Councillor EPJ Harvey.

To receive any declarations of interest by members.

There were no declarations of interest.

To receive the minutes of the meeting held on 4 May 2016.

RESOLVED:       That the minutes of the meeting held on 4 May 2016 be approved as a correct record and signed by the Chairman.

To consider suggestions from the public on issues the committee could scrutinise in the future.

(There will be no discussion of the issue at the time when the matter is raised.  Consideration will be given to whether it should form part of the committee’s work programme when compared with other competing priorities.)

It was reported that two suggestions for scrutiny had been received, both relating to highways maintenance.

To note questions received from the public and the items to which they relate.

(Questions are welcomed for consideration at a scrutiny committee meeting subject to the question being directly relevant to an item listed on the agenda below.  If you have a question you would like to ask then please submit it no later than 5.00 pm on Thursday 21 July 2016 to tbrown@herefordshire.gov.uk)

No questions had been received.

To comment on the proposed framework for engaging with communities.

The committee was invited to comment on the proposed framework for engaging with communities on the development of an economic masterplan to secure improvement in the development of, and engagement with, the plan.

The cabinet member – economy and corporate services introduced the report commenting that the plan was being presented at a very early stage to enable the committee to engage fully with it.  He considered it important that the plan was not seen as party political and believed that the plan’s 7 themes should be acceptable to all councillors.  It was intended to ask GOSC to be involved in putting forward project suggestions on an ongoing basis.

In summary the plan was intended to pull together the many strands of activity that make Herefordshire great and shout about them on a bigger stage to make the county stand out and so exert a greater influence on regional and national bodies in pursuit of the county’s interests.

The economic development manager delivered a presentation, a copy of which had been included with the agenda papers.

In the ensuing discussion the following principal points were made:

·        Communication was of key importance to generate engagement.

·        Guidance for Councillors as to what was expected of them and how best they could help community groups bring forward and develop proposals would be helpful.

The economic development manager commented that engagement events to date had generated some ideas but these had been quite small scale.  The aim through the Plan was to identify more strategic projects.  It might be the case that once documentation was produced including criteria for projects people would see the scale of opportunity and respond accordingly.

·        Mindful of the pressure on public finances the plan was intended to draw in resources from both investors and local communities.  The Council could not be aware of all the ideas in local communities and the aim was to capture those ideas through engagement.

·        It was suggested that the retired population in the County might be viewed as a resource and consideration given to how to draw on their experience and encourage their involvement in projects.

·        Consideration might usefully be given to ways of pooling ideas for economic development through less structured approaches such as a think tank.

·        An inventory of strengths would be helpful.  Once those were clearly understood it would seem sensible to identify ideas for economic development that would consolidate those strengths.

·        It was noted that use of locations for film and tv productions could generate a great deal of tourism interest if promoted effectively.  A number of examples were given in this sphere and others, for example producers of quality products in the County, where it was considered opportunities to promote the County had not been capitalised upon and where there was far greater opportunity to do so.  It was suggested that there was the potential for far greater promotion for Herefordshire.

·        A doubt was expressed more generally as to whether the County was making the most of the potential  ...  view the full minutes text for item 7.

To seek the committee’s views on the communication strategy with associated communication protocol for the period 2016-2019 and consider whether to make any recommendations to inform cabinet’s consideration of the strategy.

The committee was asked to consider the communication strategy with associated communication protocols for the period 2016-2019 and whether to make any recommendations to inform cabinet’s consideration of the strategy.

The cabinet member – economy and corporate services introduced the report.  He commented on the importance of ensuring that the council’s priorities and values were clearly communicated and understood.  He observed that if the council was to move all offline transactions onto a website platform it could save up to £7m per year in transaction costs.

The Communications Manager gave a presentation, a copy of which had been circulated with the agenda papers.  In discussion the following principal points were made:

·        The Communications Manager acknowledged that not all residents had internet access and would wish to use that method of communication.  She also confirmed that the accessibility of the website would be tested to ensure that it complied with relevant standards.  Focus groups and user testing would be taking place.

·        The use of a chat facility was to be encouraged taking into account how an operator’s time can most effectively be used.  The Communications Manager commented that there were plans for a chat facility to be introduced after the initial phase of website development.

·        Clarification should be provided as to how it is intended to implement the “spend within our means” approach outlined in section 3 of the strategy at appendix 1 to the report at p41 of the agenda papers:  “making tough but necessary choices which will include ceasing to provide some services and working with communities to help them run services important to them”;

·        The opportunity for the community to interact on-line quickly and easily should be fully explored;

·        It was requested that clarification be provided on what was meant when the documentation referred to “the Council” as the term was currently sometimes applied to Members as a whole sometimes to officers and at other times to the administration or the executive.  It was important that it was clear on whose behalf communications were being issued.

·        Some dissatisfaction was expressed about the working protocols for elected members.  It was suggested that these were unduly restrictive and implied the exercise of a centralised control over all communications.  The assistant director communities replied that the various representational roles of members were recognised and the protocol was not intended to inhibit members in fulfilling those roles.  Members proposed that the communication protocols should be subject to further consideration and a further report on them made to the Committee;

·        The wording of paragraph 5.13 of appendix 2 to the report relating to the access of the press to premises be reviewed and clarified.

RESOLVED: 

That      (a)     the communication protocols be subject to further clarification and consideration and a further report on them made to the Committee; and

              (b)     that, subject to a above, the following recommendations be made to inform cabinet’s consideration of the strategy communication strategy with associated communication protocols for the period 2016-2019:

·        the use of a chat  ...  view the full minutes text for item 8.

To consider the committee’s work programme and related scrutiny activities.

The committee considered its work programme.

The chairman highlighted that Appendix 1 to the report set out the topics that had been identified as priorities at the work programme workshop in May and proposed a way of addressing each one.  He invited the committee to endorse the proposed approach.

He also drew attention to paragraph 13 of the report which identified two additional subjects that the Committee was invited to consider adding to the work programme:  the draft highways maintenance plan and a spotlight review of phosphates issues. 

In relation to phosphates issues he added that since the publication of the agenda it had transpired that the Nutrient Management Plan Board had previously agreed to hold a joint seminar for Herefordshire/Powys councillors.  All the relevant organisations had agreed to participate and provide presentations.  The aim was for the seminar to be held in September.  To avoid duplication it was proposed to await the outcome of this event before deciding if any scrutiny work was necessary.

Several members commented on the importance of considering phosphates issues promptly.  It was also questioned whether a spotlight review would be sufficient.  The chairman acknowledged these concerns and confirmed that it was intended that the approach to scrutiny of the issue would be discussed following the seminar.

He also drew attention to Appendix 3, prepared at members’ request to show progress in response to recommendations the committee had made. 

In relation to the proposed task and finish group on customer services/libraries it was reported that a report was due for cabinet in September.  This did not allow time for a full task and finish group.  It was proposed that further consideration be given to how best to take this matter forward.

Finally the chairman reported that it was also proposed to add a budget and policy framework item: Statement of community involvement consultation, to the agenda for 5 September.

RESOLVED:  That the actions proposed in appendix 1 to the report be endorsed and the work programme at appendix 2 to the report, as amended, be approved.

The next scheduled meeting is Monday 5 September 2016 - scrutiny committee members are advised to attend from 9.30 am for the presentation to the Health and social care overview and scrutiny committee.

The Committee noted the date of the next meeting was 5 September 2016.