SOR 12 Busiess Committee Respose to the Review of Stadig Orders Welsh Local Govermet Associatio - Caerphilly Guidace A itroductio to... Decisio-makig ad Scrutiy
Cotets Page Itroductio 1 The Coucil s Decisio Makers 2 Full Coucil 2 Cabiet 2 Officers 2 Plaig & Licesig ad Appeals Committees 2 Opeess ad Trasparecy 2 Publicatio of Decisios 2 Challegig Decisios 2 The Decisio Makig Process for Cabiet ad Full Coucil 3 Scrutiy Committees Role ad Resposibilities 4 Scrutiy Defied 4 Priciples of Effective Scrutiy 4 Shared Ideals 4 The Statutory Framework 6 Scrutiy Committee Resposibilities 6 Actios of Successful Scrutieers 7 Operatio of Scrutiy Committees 8 Scrutiy Committee Structure 8 Relatioship betwee Scrutiy Committees ad Decisio Makers 8 Size ad Membership of Scrutiy Committees 9 Co-opted Members 9 The Party Whip 9 Public Access to Meetigs 9 a itroductio to decisio-makig ad scrutiy
Cotets Page Operatio of Scrutiy Committees cotiued Quorum 9 Format of Agedas 10 Call-i Procedure 11 Questioig Skills for Scrutieers 13 Positive Questioig Strategies 13 Negative Questioig Strategies 14 Idetifyig Questios 15 Performace Maagemet Skills for Scrutieers 16 What is Performace Maagemet? 16 Why Performace Maagemet is Importat 16 The Coucil s Performace Maagemet Framework 17 Members Performace Maagemet Role 18 Performace Maagemet Scrutiy Committee Meetigs 19 Challegig Performace Maagemet Data 19 Appedix 1 Scrutiy Committees Terms of Referece 21 a itroductio to decisio-makig ad scrutiy
Itroductio It outlies: This is a itroductory guide to decisio-makig ad scrutiy withi Caerphilly Couty Borough Coucil. It hopes to give ewly elected coucillors, recetly appoited officers or those with a iterest i local govermet, a isight ito the Coucil s iteral decisio-makig ad accoutability fuctios ad processes. The differet bodies resposible for makig decisios o behalf of the Coucil. How decisios are made ad commuicated. The scrutiy fuctio. Scrutiy committees mai roles ad resposibilities, icludig the liks betwee decisio-makers ad scrutiy committees. Key questioig ad performace maagemet skills for scrutieers. Coucillors ad officers make hudreds of decisios o behalf of the Coucil everyday. The various decisio-makig bodies withi the Coucil are prescribed by law ad are explaied i this guidace ote. As well as havig robust ad trasparet mechaisms for decisio-makig there are also effective accoutability arragemets i place. The Coucil has 5 scrutiy committees which oversee the work of the Cabiet ad officers by holdig them to accout as well has havig a wider role i reviewig coucil policies, moitorig budget expediture ad challegig progress made i, improvig our services. 1 a itroductio to decisio-makig ad scrutiy
The Coucil s Decisio Makers The Coucil has a umber of differet decisio-makig bodies which are explaied below: Full Coucil Is the term used for the meetig of the Coucil s 73 elected coucillors ad has resposibility for settig the Coucil s budget, coucil tax ad policy framework. Full Coucil meets at 5.00pm every 6 weeks i the Coucil Chamber, Peallta House. Cabiet Agai this is made up of elected coucillors; the Coucil Leader ad 8 Cabiet Members appoited by the Leader. Withi the policies ad budget set by full Coucil, the Cabiet make most of the Coucil s importat decisios. The Cabiet meets at 2.00pm every other Tuesday i the Sirhowy Room, Peallta House. Officers Are the Coucil s employees who make most of the day to day decisios withi a agreed scheme of delegatios. Plaig & Licesig ad Appeals Committees are quasi-judicial committees made up of coucillors that determie idividual plaig ad licesig applicatios. The committees work withi a highly regulated eviromet ad must make decisios withi complex statutory frameworks. The Plaig Committee is made up from oe member from each of the Coucil s 33 electoral wards ad meets every 3 weeks i the Coucil Chamber, Peallta House. The Licesig ad Appeals Committee also has a 3 weekly meetig cycle but additioal sub committee meetigs are ofte arraged as ad whe required. The Licesig ad Appeals Committee meets i Potllafraith House. Opeess ad Trasparecy Meetigs of Full Coucil, Cabiet ad the Plaig & Licesig ad Appeals Committees are ope to the public to observe, except where exempt (such as persoal or commercially sesitive) iformatio is beig discussed. I additio, copies of agedas, miutes ad reports beig cosidered are set to all coucillors ad are available o the Coucil s website ad iteral itraet at least 3 workig days prior to meetigs. Publicatio of Decisios Certai decisios take by the above groups are published to esure proper audit cotrol ad trasparecy. Decisios take by Full Coucil ad committees are recorded i the miutes of the meetig which are icluded as part of the papers for the ext meetig. Decisios take by the Cabiet are set to all coucillors ad published o the Coucil s website ad itraet. Certai delegated executive decisios take by the Coucil s most seior staff, icludig Heads of Service, Directors ad the Chief Executive, must be published o the Register of Decisios ad Iformatio Items applicatio available o the itraet. Challegig Decisios The Coucil s decisio-makig processes are trasparet ad iclude various mechaisms for challegig decisios made. Decisios that have bee take but ot yet implemeted ca be, subject to certai limitatios, challeged by members of a scrutiy committee uder a process kow as call-i. Uless members of a scrutiy committee object ad successfully ivoke the call-i procedure, a cabiet decisio will come ito force at 5.00pm o the Moday followig the date of the decisio beig made. Likewise a officer decisio published o the Register of Decisios ad Iformatio Items foud o the itraet will come ito force after 3 workig days. The call-i procedure is described later i this guidace ote. Decisios made by the Plaig & Licesig ad Appeals Committees are subject to exteral appeals processes. a itroductio to decisio-makig ad scrutiy 2
The Coucil s Decisio Makers The Decisio Makig Process for Cabiet ad Full Coucil The followig flow chart gives a summary the Coucil s iteral process for makig cabiet ad Full Coucil Decisios. Draft Report A draft report should be completed usig the stadard report format (available o the W drive) ad approved by the appropriate Head of Service ad/or Director. Time must be allowed for the report to follow the process set out below. Cosultatio Cosultees must be give sufficiet iformatio ad a reasoable deadlie to respod. All iteral ad exteral stakeholders should be cosulted. Scrutiy Committees must be cosulted o all key decisios cotaied i the Cabiet forward work programme. Key decisios iclude those of: A strategic or cotroversial ature. Are likely to have a sigificat effect o the delivery of coucil services across the couty borough. Have a sigificat elemet of risk or fiacial implicatios. Corporate Maagemet Team Corporate Maagemet Team ad the moitorig Officer must approve all draft reports for Cabiet, full Coucil, ad those beig set to a scrutiy committee for pre-decisio cosultatio. Cabiet Decisios ad Recommedatios to Coucil Followig approval of fial reports, the Committee Services Maager will schedule Cabiet reports to the ext available Cabiet ageda. Cabiet meetigs are held o alterative Tuesday s at 2.00pm i Sirhowy Room, Peallta House. Call-i Procedure All Cabiet decisios, other tha those determied by the Mayor as urget are subject to the call-i procedure. The call-i procedure is outlied i the Coucil s costitutio which ca be foud o the itraet by followig the Policy Documet Framework lik o the frot page of the itraet. Full Coucil Decisios Full Coucil is resposible for determiig the Coucil budget, coucil tax ad policy framework. Full Coucil meets o a 6 weekly cycle i the Coucil chamber, Peallta House. Implemetatio Cabiet decisios may ot be implemeted util after the deadlie for the call-i period which eds at 5.00pm o the Moday of the week followig the cabiet meetig (ed of the third workig day after publicatios i the case of delegated decisios). Coucil decisios are ot subject to the call-i procedure ad may be implemeted immediately. 3 a itroductio to decisio-makig ad scrutiy
Scrutiy Committees Role ad Resposibilities Scrutiy Defied Scrutiy ca be explaied as the democratic balace with the resposibility of holdig decisiomakers to accout ad assistig i reviewig ad improvig local public services. Priciples of Effective Scrutiy The Cetre for Public Scrutiy (CfPS) is a atioal orgaisatio created to promote the value of scrutiy across all tiers of govermet. The CfPS has defied four priciples of effective public scrutiy: Provides a critical fried challege to executive policy makers ad decisio makers. Eables the voice ad cocers of the public ad its commuities. Is carried out by idepedet mided goverors who lead ad ow the scrutiy process. Drives improvemet i public services. Shared Ideals Successful scrutiy requires commitmet ad support from officers ad members icludig Cabiet members ad o-executive members. The WLGA has idetified the 12 shared ideals which support a culture of successful scrutiy. The shared ideals ad a summary explaatio for each is outlied below: 1. The role ad status of scrutiy is uderstood ad recogised Officers ad members have a clear uderstadig of the role ad powers of scrutiy committees icludig performace maagemet, service improvemet, accoutability ad policy developmet. Scrutiy committee have the right to determie the iformatio it requires ad which officers ad other witesses should atted each meetig. 2. Idepedece - Scrutiy committees operate with idepedece from the executive ad arrive at their ow coclusios ad recommedatios. Whe required, scrutiy committees ca commissio their ow research. 3. Scrutiy members are cofidet, skilled ad challege decisio-makers Scrutiy members work as a team ad are equipped with the skills, kowledge ad cofidece to provide costructive challege to the appropriateess of decisios, policies ad performace. The Cabiet ad seior officers welcome scrutiy s role. 4. Scrutiy committees regularly udertake pre-decisio scrutiy ad policy developmet Scrutiy committees play a active role i the developmet of coucil policies ad their role i pre-decisio scrutiy is recogised ad ecouraged by the Executive. Key decisios ad policies are cosidered by scrutiy committees, prior to them beig fialised by the executive to allow scrutiy committees a meaigful role i the process. a itroductio to decisio-makig ad scrutiy 4
Scrutiy Committees Role ad Resposibilities 5. Work programmes are determied by scrutiy committees i cosultatio with scrutiy support officers, executive members ad seior officers Scrutiy Committees determie their ow work programmes i cosultatio with scrutiy support officers, executive members ad seior officers. Work programmes help to cotribute to the broader corporate ad commuity objectives, whilst also reflectig the cocers of the local commuity. 6. Iformatio is provided to scrutiy committees i a timely ad cosistet fashio Wherever possible scrutiy work programmes are maaged so that iformatio requiremets ca be met from withi the Coucil s existig reportig mechaisms. However, where this is ot possible the specific iformatio eeds of scrutiy committees are recogised. 7. Scrutiy has a appropriate role i the authority s performace maagemet framework Scrutiy committees play a visible role i the Authority s performace maagemet framework ad are itegral to the Authority s improvemet programme. The committees receive regular, meaigful ad comparable performace iformatio ad moitor the performace of idividual service areas ad the Authority as a whole. 8. Regular, relevat ad varied traiig ad developmet opportuities are provided The Coucil ivests i the provisio of ogoig ad varied traiig ad developmet opportuities for Chairs, committee members, the executive, seior officers ad scrutiy officers. Traiig ad developmet opportuities are regularly reviewed ad Elected Members take advatage of the opportuities provided. 9. Scrutiy is able to egage with members, officers, the public ad other exteral stakeholders ad its work is publicised Executive Members, Seior Officers, the public, service users ad parter orgaisatios are all egaged i the developmet of the forward work programme ad regularly participate i idividual scrutiy reviews. 10. Overview ad scrutiy committees have dedicated support from officers who ca research idepedetly of the maagemet structure Seior scrutiy officers are provided access to all parts of the Coucil ad are free to request iformatio without havig to seek permissio from lie maagemet. 11. Scrutiy evaluates itself ad adds value to the orgaisatio The scrutiy process regularly evaluates its operatio ad the extet to which its work adds value to the Coucil ad the local commuity. 12. It is accepted that scrutiy has a role i examiig the work of exteral public sector orgaisatios ad is ot just a iteral local authority fuctio The Coucil recogises the role of scrutiy i examiig ay issue of cocer. 5 a itroductio to decisio-makig ad scrutiy
Scrutiy Committees Role ad Resposibilities The Statutory Framework The Local Govermet Act 2000 itroduced the cocept of scrutiy. Sectio 21 provides the followig statutory fuctios for scrutiy committees: (a) (b) (c) (d) To review or scrutiise decisios made, or other actios take, by the cabiet or officers, icludig makig reports or recommedatios to full Coucil or Cabiet. To review or scrutiise decisios made, or other actio take, by full Coucil or policies relatig to quasi-judicial fuctios, icludig makig reports or recommedatios to full Coucil or Cabiet. To make reports or recommedatios to full Coucil or Cabiet o ay matter which affects the couty borough or its residets. To call-i a executive decisio made by the Cabiet or certai officers. The call-i procedure is described i more detail later i this documet but provides for a procedure whereby a scrutiy committee ca susped the implemetatio of a decisio ad ask the decisio maker to recosider their actio. Scrutiy Committee Resposibilities Scrutiy is a importat ad ifluetial coucillor led role withi the Coucil resposible for: Esurig service delivery is i lie with expected performace stadards. Helpig shape ew coucil policies ad services. Moitorig the Coucil s budgets. Holdig decisio makers to accout. Udertakig reviews of coucil policies ad services. Represetig the views of local commuities. At the heart of all scrutiy work is fidig out how well coucil services ad policies are workig, how they could be improved ad, what impact ew proposals will have o our commuities. It is vital that there is a clear separatio of resposibilities betwee decisio makers ad those resposible for holdig them to accout, therefore, scrutiy committees ca ot make decisios o behalf of the coucil. a itroductio to decisio-makig ad scrutiy 6
Scrutiy Committees Role ad Resposibilities Actios of Successful Scrutieers It is importat that members ad officers have a clear ad shared commitmet to makig scrutiy discharge its accoutability ad improvemet roles successfully: The followig checklist outlies the actios of successful scrutieers: Successful Scrutieers Do 4 Uderstad their role. 4 Regard scrutiy as a costructive critical fried process. 4 Respect the Committee Chair ad Officers. 4 Prepare for meetigs by readig reports ad makig otes. 4 Cocetrate o ageda items. 4 Are ot political i their approach to subjects. 4 Regard scrutiy committees as a team. Do Not 8 Use scrutiy for airig persoal agedas. 8 Be parochial ad try to resolve ward issues. 8 Raise subjects that are ot icluded o the ageda. 8 Make statemets rather tha ask questios. 8 Score political poits. 8 Argue. 8 Uecessarily criticise officers or cabiet members. 8 Miss meetigs. 4 Ask positive ad challegig questios. 4 Cotribute to forward work programmes ad request reports. 4 Assist i Task ad Fiish Groups. 7 a itroductio to decisio-makig ad scrutiy
Operatio of Scrutiy Committees Scrutiy Committee Structure To esure propriety i the decisio makig process, the Coucil has established five scrutiy committees who have a statutory watchdog role i esurig that decisio-makers discharge their resposibilities properly ad, where ecessary, are held to accout for their actios. The Coucil has established 5 scrutiy committees which collectively oversee the 9 cabiet portfolios. The scrutiy committees are structured as follows:- Policy ad Resources The Livig Eviromet Educatio for Life Health Social Care ad Well Beig Regeeratio Each scrutiy committee meets every 6 weeks at 5.00pm i the Rhymey Room, Peallta House. I additio, special meetigs are arraged as ad whe required. A list of each scrutiy committee ad their terms of referece is attached at Appedix 1. Relatioship betwee Scrutiy Committees ad Decisio Makers Full Coucil Resposible for settig the Coucil s policies, Coucil Tax ad budget Cabiet Resposible for most importat decisios withi the Coucil s policy framework ad agreed Coucil budget Officers Resposible for most day to day decisios Statutory ad No Statutory Committees e.g. Plaig, Licesig & Tow Cetre Maagemet Groups Scrutiy Committees Resposible for holdig decisio-makers to accout Accoutability lies Delegatio of decisio-makig a itroductio to decisio-makig ad scrutiy 8
Operatio of Scrutiy Committees Size ad Membership of Scrutiy Committees Each scrutiy committee is made up of 20 coucillors. All members of the Coucil except members of the Cabiet are able to be members of a scrutiy committee. That said, eve though cabiet members caot be members of a scrutiy committee, they may atted meetigs but oly speak to aswer questios about their actios. Seats are allocated i accordace with the rules for political balace (i.e. membership is proportioate to the political groups represeted o the Coucil) ad membership omiatios received at the Coucil s Aual Geeral Meetig. Co-opted Members Scrutiy committees ca decide to co-opt members of the public or represetatives from exteral orgaisatios. Co-opted members are a importat asset for scrutiy committees as they ca feedback first had experiece about the way the Coucil delivers it services ad cotribute as a valuable source of advice whe ew policies or chages to service provisio are beig cosidered. Co-opted members may cotribute to the work of the committee by requestig reports for future cosideratio by the committee, takig part i discussios ad becomig members of task ad fiish groups. However, with the exceptio of Paret Goveror Represetatives ad Church Represetatives (which serve o the Educatio for Life Scrutiy Committee), co-opted members may ot vote ad caot take part i discussios whe exempt iformatio is beig cosidered. I additio, co-opted members are ot eligible to serve as Chair or Vice Chair of a scrutiy committee. The Party Whip The Natioal Assembly s statutory guidace o Executive Arragemets cosiders the party whip (meaig ay istructio give by or o behalf of a political group to a coucillor) icompatible with the role of scrutiy i holdig decisio makers to accout. However, the guidace also recogises that a party whip may be used ad where it is, members should declare the use of whippig. Public Access to Meetigs All meetigs of scrutiy committees are held i public. Exceptioally, members of the public ad press may be excluded whe a committee is cosiderig iformatio cosidered as exempt i accordace with Part 4, Schedule 12A of the Local Govermet Act 1972. I such cases it will be a matter for the committee to decide whether to cosider a report exempt ad exclude the public ad press. Reports that officers cosider should be treated as exempt will be prited o pik paper ad clearly marked as Not for Publicatio. Quorum At least a quarter of a scrutiy committee s membership must be preset before a meetig ca begi. Likewise, a meetig will be adjoured should the Chairma declare that the total umber of members preset durig the meetig falls below the quorum threshold. 9 a itroductio to decisio-makig ad scrutiy
Operatio of Scrutiy Committees Format of Agedas The Coucil uses a stadard format for scrutiy committee agedas. The differet ageda headigs ad a explaatio of their meaig is give below: Declaratios of Iterest At the start of the meetig, members are ivited to declare ay persoal iterests i items cotaied o the committee s ageda. The Coucil s Code of Coduct for Members ad Co-opted Members lists those circumstaces that should be declared as a persoal iterest. Members must declare a iterest i a issue eve if they leave the meetig before the committee cosiders that specific item. Examples of a persoal iterest iclude members, their fried(s), family member(s), or a perso or orgaisatio that they are associated, which might reasoably be regarded as likely to beefit or be disadvataged to a greater extet tha others from a matter uder cosideratio by the committee. I additio, ay use of a party whip should also be declared. To sig ad approve the committee s previous miutes The Chair will sig the miutes of the last meetig after givig members of the committee the opportuity to discuss their accuracy. A wider discussio o the issues cotaied i the miutes may be allowed at the Chair s discretio. Cosideratio of ay matter referred to the committee i accordace with the calli procedure Members of a scrutiy committee may, uder certai circumstaces, call-i a executive decisio take by the Cabiet or seior officers. The call-i procedure is described later o i this guidace. Should a cabiet decisio be subject to a successful call-i, it is cosidered at this poit i the committee s ageda. To receive ad cosider the followig cabiet report(s) Ay cabiet decisio take sice the last meetig which fall withi the scrutiy committee s terms of referece are listed here. This is a opportuity for scrutiy members to review or seek clarificatio for the reaso a decisio was take. Ay member of a committee ca require ay of the reports listed uder this headig to be discussed by cotactig the Committee Services Officer amed o the ageda o later tha 10.00am o the day before meetig. To receive a verbal report by the Cabiet Member A appropriate cabiet member will make a short statemet updatig the committee o importat issues ad evets which have happeed sice the last meetig ad are plaed for the ear future. Scrutiy members may ask the cabiet member questios o ay subjects icluded i the statemet. To receive ad cosider the followig scrutiy reports This ageda item presets members of the scrutiy committee with reports for discussio. The reports are placed o the ageda followig requests from a umber of sources icludig committee members, ad directors. The reports allow members to debate ad challege actios of the cabiet or officers; moitor the performace of a directorate i terms of service delivery or fiacial maagemet, or act as a cosultee o importat chages to coucil services or policies. a itroductio to decisio-makig ad scrutiy 10
Operatio of Scrutiy Committees To record ay requests for a item to be icluded o the ext available ageda Sectio 21(8)(a) of the Local Govermet Act 2000 provides that a member of a scrutiy committee ca require ay issue withi the committee s terms of referece to be cosidered at a future meetig. This ageda item gives members the opportuity durig the meetig to exercise that right. To receive ad ote the followig iformatio items Reports for iformatio or miutes from other coucil or partership committees/forums that relate to the scrutiy committee are reported at each meetig. Ay member of a committee ca require ay of the reports or set of miutes listed uder this headig to be discussed by cotactig the Committee Services Officer amed o the ageda o later tha 10.00am o the day before meetig. Forward Work Programme The scrutiy committee s forward work programme is reported to each scrutiy committee. The Call-i Procedure Sectio 21(3) of the Local Govermet Act 2000 itroduced the power for scrutiy committees to call-i cabiet decisios take but ot implemeted. The power to call-i cabiet decisios ca be regarded as a democratic back stop to the cabiet s decisio-makig powers. The cabiet meets o a fortightly basis to make decisios. Followig a cabiet meetig o a Tuesday, a decisio otice is prepared ad distributed to members withi 2 days. A cabiet decisio will come ito force at 5.00pm o the followig Moday uless members of a scrutiy committee object ad successfully ivoke the call-i procedure. A cabiet decisio ca be called-i by the chair of the appropriate scrutiy committee or, at least 4 members from that scrutiy committee (from more tha 1 political group). I additio, ay group leader (other tha the Leader of Coucil) ca act a sigatory to a call-i request. Call-i requests should be set to the Moitorig Officer who, i cosultatio with the chair of the relevat scrutiy committee, will decide its validity. For a call-i request to be successful, it must satisfy oe of the followig criteria:- The decisio was outside the Coucil s policy framework. The decisio was outside the Coucil s budget. That the decisio was take without regard to a material fact or iformatio or, without proper cosultatio which, i the opiio of the members makig the call-i request, would lead to a decisio beig made. 11 a itroductio to decisio-makig ad scrutiy
Operatio of Scrutiy Committees A valid call-i request will be referred back to the relevat scrutiy committee. The committee may make oe of three decisios:- Not support the call-i request i which case the decisio is implemeted ad shall take effect o the date of the scrutiy committee meetig. Support the call-i request ad refer the decisio back to the Cabiet for recosideratio. Refer the call-i request to full coucil for cosideratio. Should a scrutiy committee refer a decisio back to the Cabiet for recosideratio, the cabiet ca either reaffirm their decisio or decide to make a differet decisio i light of the issues raised by the scrutiy committee. If the Cabiet choose the former optio, the their decisio takes immediate effect. There is a exceptio to the call-i procedure for issues cosidered as urget. A decisio is cosidered as urget if ay delay likely to be caused by the call-i process would seriously prejudice the Coucil s or the public s iterests. For a decisio to be cosidered urget the Mayor must agree that the decisio is reasoable ad use of the urgecy procedure is justified. All decisios cosidered as urget must be reported to the ext available meetig of full coucil with the reasos for usig the urgecy procedure. Officer decisios may also be cosidered urget i which case the Chief Executive or, i certai circumstaces, the relevat Director must certify the decisio as urget. Scrutiy s priciple role is to provide a critical fried challege to esure that decisios will result i the delivery of the best possible services withi available resources. Questioig skills are fudametal buildig blocks for successful scrutiy. If scrutiy is udertake well it ca be a positive experiece with decisio-makers ad scrutieers gaiig a better uderstadig of the others priorities ad challeges. Providig a critical fried challege requires members to ask costructive ad robust questios to officers or others givig evidece to a scrutiy committee. This is doe best by askig objective questios i a calm ad measured way; whether members are seekig clarificatio about actios already completed, or actig i a policy developmet role. That said, there is fie lie betwee a costructive critical fried challege ad egative questioig that results i uecessary ad uproductive coflict betwee decisio makers ad scrutieers. Effective scrutiy begis with scrutieers approachig subjects with a ope mid ad askig questios to fid out the facts rather tha jumpig to coclusios. The followig provides advice for scrutieers o best practice questioig techiques. a itroductio to decisio-makig ad scrutiy 12
Questioig Skills for Scrutieers Positive Questioig Strategies Ope questios Are the best place to start a discussio as they ecourage the perso beig questioed to say as much as possible ad raise whatever they wat without beig costraied, prompted or iflueced by others. What do you thik about the Coucil s recyclig strategy? How does the Coucil s recyclig performace compare agaist other authorities? Probig questios ca be used followig a ope questio to gai further detailed iformatio about a specific poit raised by the respodet or highlight a issue cosidered by the scrutieers to be of particular importace. Probig questios ca be used i umber of differet ways: Challegig questios to gai further iformatio behid some of the facts or figures previously metioed: Thak you for your aswer, whe you say providig weekly recyclig will cost more, what are the fiacial cosequeces for ot itroducig weekly recyclig collectios? What is beig doe to ecourage households to use the recyclig service? Ecouragig questios Are those that use complimets as a meas of gaiig more iformatio. You really have doe well i meetig your recyclig target. What challeges are still i frot of you to be the best i Wales? I kow you have made great progress i improvig recyclig levels over recetly moths. What have you doe differetly? Repeatig questios Repeatig iformatio shows that the scrutieer is payig attetio to proceedigs ad ca be used to highlight issues, trigger further explaatio or clarify facts. Officer: The weekly recyclig service covers most of the couty borough Scruiteer: You said the weekly recyclig service covers most of the couty borough Reviewig questios These ca be used to check statemets ad iformatio give. Officer: The weekly recyclig service covers most of the couty borough Scrutieer: Ca you put the recyclig coverage i percetage terms? 13 a itroductio to decisio-makig ad scrutiy
Questioig Skills for Scrutieers Directig questios Usig direct ope questios is a effective way of fidig out more about a specific issue raised by the respodet. This type of questioig also allows respodets to raise aythig they feel is importat to the discussio. Simple questios startig with what, whe, where or how are typical. Whe will the whole couty borough receive weekly recyclig collectios? Negative Questioig Strategies Negative questioig should be avoided as it has a detrimetal affect o the legitimate critical fried challege. Far from beig a positive exchage of views, egative questioig leads to respodets feelig suspicious about the scrutiy process ad will result i a loss of trust betwee scrutieers ad respodets makig workig relatioships difficult to maitai. Negative questios ca be idetified as oes that could lead respodets to believe: They are beig trapped. They are beig pressed to say somethig they do ot believe to be true. Scrutieers have already made up their mid. Examples of types of egative questios are give below. Double Blid questios Are closed questios (which oly require a yes or o aswer) costructed i such a way that they are impossible to aswer without respodets icrimiatig themselves. They demostrate all three idetifiers of egative questios metioed above. Will the Coucil s recyclig performace declie uless you carry o cookig the books? Biased questios Are questios that have a iheret bias towards a particular belief ad demostrate the scrutieer already has a fixed midset. What are your views o the useless cotractor employed to collect the recyclig? Leadig questios Ivites the respodet to thik i a certai way ad agree with the scrutieer s questio. Do you agree that the Coucil s recyclig service is the best i coutry? How much will the cost of operatig the recyclig service icrease above the rate of iflatio ext year? a itroductio to decisio-makig ad scrutiy 14
Questioig Skills for Scrutieers Statemets Of course are t questios but merely aoucemets of somethig related to the issues uder discussio. Statemets should oly be made whe they are short ad used to put a followig questio i cotext. I accept recyclig rates have improved sigificatly over the last 3 years, however, they are still well behid the atioal average. Whe will our recyclig rates match the atioal average? Idetifyig Questios It is importat to prepare for scrutiy meetigs by readig reports ad preparig potetial questios. If this is doe a few days before the meetig it will give scrutieers time to cotact officers ad seek clarificatio o ay difficult issues. The followig grid is a simple tool to help scrutieers idetify issues, prepare questios ad prioritise their importace. Durig the meetig, a umber of questios may be aswered by officers respodig to other questios ad will ot be eeded. However, makig a prioritised list will act as a aide memoir ad help esure that scrutieers provide a critical fried challege by askig costructive ad robust questios. Issue Positive Questio Priority H high M medium L low Recyclig report ageda item 6.2 Para 4.3 Low recyclig rate withi the couty borough compared to atioal average. Para 4.9 Cost of lad fill. What do you thik eeds to be doe to brig the Coucil s recyclig rate up to the atioal average? How log to you thik it will take to brig the couty borough up to the atioal average? Does the price quoted i para 4.9 iclude ladfill tax? How much ladfill capacity does the Coucil have available? H M M H 15 a itroductio to decisio-makig ad scrutiy
Performace Maagemet Skills for Scrutieers What is Performace Maagemet? There are may differet defiitios, some of which are quite log ad complex but the oe below is favoured for its simplicity: Performace maagemet is takig actio to make outcomes better tha they would otherwise be It meas takig actio i respose to actual performace which maybe at a idividual, team, service, corporate or commuity level. There is a differece betwee performace measuremet ad performace maagemet ad people ofte mistake the two. Takig actio to make outcomes better tha they would otherwise be requires may thigs to happe such as good leadership, commuicatios, plaig, budget maagemet ad usig iformatio to make iformed decisios. It also requires accoutability ad challege ad this is where members come i. Performace measuremet (targets ad performace idicators) is oly a small, albeit importat, part of the overall performace maagemet arragemets of the Coucil ad is the part that is shared at a all Wales level. Why Performace Maagemet is Importat The first reaso is we have a legal obligatio. The Local Govermet Act 1999 puts a statutory resposibility o all local authorities, fire ad police services to demostrate they are cotiuously tryig to improve. The 2006 Wales Programme for Improvemet (WPI) statutory guidace adds the detail about how improvemet should be achieved ad some of the methods for demostratig this iclude: That staff are ivolved i the plaig improvemets for their services ad that services assess themselves at least oce a year The authority has robust systems of busiess plaig Havig regard to equalities & sustaiability by assessig ourselves i these areas ad idetifyig what we could do to improve. Idetifyig the Coucil s most sigificat risks ad agreeig those risks with the Wales Audit Office. This is called a Joit Risk Assessmet (JRA). Publishig our Improvemet Pla, clearly showig how we have improved ad if ot what we ited to do about this. Measurig our performace agaist a set of atioal performace idicators ad providig a aual retur to the Welsh Assembly Govermet. a itroductio to decisio-makig ad scrutiy 16
Performace Maagemet Skills for Scrutieers But the secod ad perhaps much more importat reaso is that we use these methods is to tell a story of where we are so we improve the service we give to our customers the public. We wat to reach stadards of excellece (ot just be a quite good sometimes) ad i order to do this we eed accurate performace iformatio to tell us what has worked, why it worked so we ca do more of it, what has t ad, why it has t so we ca do less of that ad that we prioritise what to do first. This is especially importat i a time of limited resource ad budgets. The Coucil s Performace Maagemet Framework The mai compoets of the performace maagemet framework are: Plas or Activities Purpose How they lik Commuity Strategy (CS) States our commuities log term aims The Coucil s shared mai overarchig documet Improvemet Pla States the Coucils mai priorities CCBC cotributio to the commuity strategy Service Improvemet Pla (SIP) Idetifies Risks, Actio Pla, Performace & Targets for each Coucil Service Forms part of the Joit Risk Assessmet. Sustaiability & equalities assessmet usig a tool called the itegratio tool Idetifies the gaps i sustaiability ad equalities ad helps services to actio pla Feeds ito the SIP C-driver or yearly self assessmet Method of askig staff their opiio Outcomes & actios should be built ito the SIP Performace iformatio measuremet system (PIMS). Idividual electroic score cards for all Coucil services To moitor the progress of service improvemet 17 a itroductio to decisio-makig ad scrutiy
Performace Maagemet Skills for Scrutieers Performace Iformatio Measuremet System (PIMS) Uderpis the Coucils performace measuremet system. Each service has a electroic score card which shows the performace agaist a set of idicators. Red shows that a measure is below target, amber is just about o target ad gree meas exceedig target. Members ca access the system via the itraet followig a simple traiig sessio. We would welcome the opportuity to trai more members, please cotact the Performace Maagemet Uit o 01443 864238. The Improvemet Pla is importat to members as this tells the public what the Coucil s performace for the year is agaist its objectives, what are the targets for the followig year ad if we have t improved what we are doig about this. Members have a say i formulatig this ad moitorig the progress of the pla. Service Improvemet Plas are very importat to members attedig performace maagemet scrutiy meetigs as this documet has a actio pla ad this is used by officers to explai the performace of their service. Members primary role at these meetigs is to challege services about their targets ad performace. Service Improvemet Plas are also used as the basis for idetifyig the mai risks to the Authority. Each service idetifies risks that may stop them reachig their objectives ad this is shared with the Wales Audit Office who may have their ow ideas about what risks affect Caerphilly ad eighbourig authorities. Together a list of risks are agreed ad from this the Wales Audit Office will decide what service to review or ispect. Members should be ivolved ad iformed of how services are tryig to mitigate their risks. SIPs are completed every April ad are put o the itraet ad placed i the member s library. C-driver This is a opportuity for staff to have a say i plaig improvemets. Each year a service should take the opportuity to assess itself ad ofte the c-driver is the method of choice to do this. Traied facilitators ru sessios ad the top 6 idetified priorities are built ito the Service Improvemet Pla. Services ca use other methods but it is madatory for all services to carry out some form of staff ivolvemet i improvemet plaig. Members Performace Maagemet Role Members right to challege ad questio is absolutely fudametal to esurig the coucil provides the right services, i the right way ad to the right stadard for the people that they serve. I challegig officers, members also play a key role i helpig the Coucil uderstad the chagig eeds ad aspiratios of their commuity. a itroductio to decisio-makig ad scrutiy 18
Performace Maagemet Skills for Scrutieers Performace Maagemet Scrutiy Committee Meetigs Each scrutiy committee holds 2 specific performace maagemet meetigs per aum. That said, the performace of a service, or specific aspects of it, will be part of maistream discussios of all scrutiy meetigs. The specific performace maagemet scrutiy meetigs allow members to have a complete ad thorough view of a sigle service area ad its future prospects. I a departure from the stadard ageda format, the committee meetig cetres aroud the followig 3 key areas take from the Service Improvemet Pla: 1. How they are performig o their key performace idicators (PIs). A PI is a measure of how somethig is performig agaist a objective. The service will report o their performace idicators, the targets they have set, dips i performace, successes ad why. 2. Progress agaist their actio pla, what has bee achieved ad where there is ay slippage. 3. The threats ad costraits that the service faces. This is a opportuity to give members a cotext ad better uderstadig aroud the issues the service faces i achievig its objectives. For each of the 3 stages members have the opportuity to be a critical fried ad to challege, support ad call for further iformatio o areas of cocer or iterest. Challegig Performace Maagemet Data The followig list provides examples of issues that members should cosider whe udertakig their critical fried challege of performace maagemet issues. Performace Idicators (PI s) Ask yourself what does a idicator really tell you? If i doubt you should seek clarificatio to esure that you uderstad what is beig measured, why it is beig measured ad if a high or a low score idicates best performace. Targets who sets them ad why? Who was ivolved i settig the target ad should be ivolved? Questio whether PIs are too difficult or easy to achieve. You should challege if a target is ot icreasig or is beig icreased sigificatly over a few years ad the reasos are ot clear. Questio performace outcomes. If performace outcomes exceed the set target figure, especially over a umber of years, challege why the targets are set so low. Is it wrog ot to achieve targets? The aswer will deped o the reasos resposible for missig the target. Circumstaces that may be acceptable iclude staff availability ad uforesee additioal work takig priority etc. However, each case will be differet ad members should satisfy themselves that there are good reasos for performace levels. Sometimes the best measure of improvemet is takig a view of performace over a umber of years ad lookig for a clear tred of improvemet or otherwise. 19 a itroductio to decisio-makig ad scrutiy
Performace Maagemet Skills for Scrutieers Does the service or coucil kow what level of service its customers wat? With limited resources there is a eed to prioritise ad esure that priorities reflect the views of members ad the public otherwise we could be puttig our efforts ito the wrog thigs. Are services measurig the right thigs? Performace Idicators could measure the speed of a activity but ot about quality or visa versa. Members eed to satisfy themselves what is importat; speed or quality or, whether a balace of measures eeded. Do the idicators measure key service objectives? If a service has key objectives, are there sufficiet performace idicators to measure improvemet ad qualitative ad quatitative performace. Actio Plas How does the service traslate the performace measuremet ito makig chage/ improvemet happe? Ca they give examples of where they have used the iformatio to make decisios or improve their service? Does the actio pla have a resposible officer? Does the actio pla have dates by whe a actio will be doe? Do the words of the actios make sese (they may mea somethig oly to those workig i that field of expertise)? If i doubt ask for specifics or to explai i plai laguage. Do the actios address what they say they wat to achieve? Do you wat to kow why we are where we are? or how we are goig to get to where we wat to be? Service Costraits ad Threats What threates a service from meetig their objectives? What has bee put i place to try ad mitigate the risk? New iitiatives What are the opportuities ad threats? Do you agree with the priority order give to the service threats? Ca you thik of ay others? If you eed ay help, support or traiig o performace maagemet please cotact Ros Roberts, Performace Maagemet Uit o 01443 864238. a itroductio to decisio-makig ad scrutiy 20
Scrutiy Committees Terms of Referece Appedix 1 Terms of Referece: Policy ad Resources Scrutiy Committee Commuity Strategy Resposibilities The commuity strategy is the shared 15 year strategic visio for the couty borough developed by the Coucil ad its parters. Policy ad Resources Scrutiy Committee is resposible for: Moitorig the actio take to implemet the followig overarchig priciples ad objectives of the Commuity Strategy; amely, Equalities. Sustaiability. Raise awareess ad use of the Welsh laguage. The overall progress made by the Coucil i implemetig the Commuity Strategy. Overview Role Corporate Services Chief Executive s Directorate Cabiet Members Reportig to Policy ad Resources Scrutiy Committee: Overview of all policy ad fiace issues cosidered by the Executive. Ay other matter or topic which is ot allocated specifically to ay other Scrutiy Committee. To act as geeral overview ad scrutiy committee for the Coucil. The proper fiacial plaig budgetig ad cotrol of the Authority s resources. The developmet ad implemetatio of the Coucil s corporate policies ad themes ad the developmet ad co-ordiatio of commuity plaig. Iformatio Techology, Customer Services ad Property Services. Persoel Services, icludig Health ad Safety. Fiace ad Audit Services. Procuremet Services. Legal Services. Caterig ad Cleaig Services. Performace ad Policy icludig the Commuity Strategy ad Wales Programme for Improvemet ageda icludig the productio of the Improvemet Pla ad Aual Joit Risk Assessmet. Democratic Services. Emergecy Plaig. Registrars of Births, Deaths & Marriages. Deputy Leader of Coucil ad Cabiet Member for Huma Resources ad Costitutioal Affairs. Deputy Leader of Coucil ad Cabiet Member for Fiace, Resources ad Sustaiability. Cabiet Member for Performace Maagemet. 21 a itroductio to decisio-makig ad scrutiy
Scrutiy Committees Terms of Referece Terms of Referece: The Livig Eviromet Scrutiy Committee Commuity Strategy Resposibilities The commuity strategy is the shared 15 year strategic visio for the couty borough developed by the Coucil ad its parters. The scrutiy committee is resposible for moitorig the actio take by the Coucil to implemet the followig beaco projects ad other objectives cotaied withi the Livig Eviromet theme: Beaco Projects Tow ad village cetre improvemets. Neighbourhood Wardes ad Ragers Substace misuse abuse amogst youg people Objectives Icrease awareess of opportuities for safe access to the coutryside ad ope spaces. Ecourage the developmet ad maiteace of high quality, well desiged ad efficiet, sustaiable homes ad eviromets which ca meet all eeds. Promote a culture of commuity self-help, cohesio ad citizeship ad ivolvemet i decisio makig. Ecourage the improvemet of tow ad village cetres as a focus for commuity pride, accessible facilities ad activities. Improve commuity safety ad quality of life by reducig crime, uisace behaviour ad the fear of crime. Esure the protectio ad ehacemet of the atural eviromet, icludig the quality of air ad river/watercourses, flood protectio, ladscape ad biodiversity, ad our built heritage. Develop ad promote local ad accessible commuity based services ad activities for all. a itroductio to decisio-makig ad scrutiy 22
Scrutiy Committees Terms of Referece Terms of Referece: The Livig Eviromet Scrutiy Committee Directorate of the Eviromet Resposibilities Housig Strategy, Private ad Public ad Techical Buildig Maiteace DLO Public Services icludig refuse collectio, disposal, street cleaig, public coveieces ad parks ad groud maiteace services. Pollutio Cotrol (icludig oise, litter ad illicit tippig, air ad water quality, cotamiated lad) Public Health (statutory uisace ad sewer/drais) Tradig Stadards Eforcemet Health ad Safety Eforcemet of commercial premises Commuity Safety Pest Cotrol, Dog Warde, Aimal Trespassig Services Aimal Health ad Welfare Eforcemet Licesig Burials, Cemeteries ad Bereavemet Services Plaig - Coutryside ad Ladscape Services Highways Maiteace, Egieerig Services ad Street Lightig Lad Draiage Cabiet Member Reportig to The Livig Eviromet Scrutiy Committee Cabiet Member for the Eviromet ad Housig Services 23 a itroductio to decisio-makig ad scrutiy
Scrutiy Committees Terms of Referece Terms of Referece: Health, Social Care & Well-Beig Scrutiy Committee Commuity Strategy Resposibilities The commuity strategy is the shared 15 year strategic visio for the couty borough developed by the Coucil ad its parters. The scrutiy committee is resposible for moitorig the actio take by the Coucil to implemet the followig beaco projects ad other objectives cotaied withi the Health, Social Care ad Wellbeig theme: Beaco Projects Healthy Livig/Hospital ad Commuity Services Project. Cetre of Excellece/Empowermet (Based o Social Model ). Objectives Reduce health iequalities by tacklig deprivatio ad the wider determiates of health. Improve public health by promotig factors that cotribute to healthy lifestyle ad well-beig. Expad ad develop commuity based health ad social care services. Eable idepedet livig i local commuities, through appropriate support mechaisms for idividuals, families ad carers. Develop ad stregthe prevetative work ad service provisio for vulerable childre ad adults. Directorate of Social Services Resposibilities Directorate of the Eviromet Resposibilities Cabiet Member Reportig to Health Social Care ad Well Beig Scrutiy Committee The provisio of childre s ad adult social services ad metal health issues uder statute Commissioig for Social Services All cliet care services i residetial settigs (icludig accommodatio services) Meals o wheels All cliet care services i home settigs All cliet care services uder Boardig Out Schemes All cliet care providig i day care settigs Hospital resettlemet programme Promotio of the joit objectives shared with the Local Health Board Public Health (icludig ifectious diseases ad health promotio/ educatio) Food Safety Eforcemet Cabiet Member for Social Services. Cabiet Member for the Eviromet ad Housig Services a itroductio to decisio-makig ad scrutiy 24
Scrutiy Committees Terms of Referece Terms of Referece: Regeeratio Scrutiy Committee Commuity Strategy The commuity strategy is the shared 15 year strategic visio for the couty borough developed by the Coucil ad its parters. The scrutiy committee is resposible for moitorig the actio take by the Coucil to implemet the followig beaco projects ad other objectives cotaied withi the Regeeratio theme: Beaco Projects Public ad Commuity Trasport. Physical Trasport Ifrastructure. Local Tourism. Local Procuremet Tacklig Ecoomic Iactivity. Objectives Support tow ad village cetre ad other area based regeeratio ad develop sustaiable tourism opportuities. Geerate sustaiable, accessible ad varied, well paid employmet opportuities locally, to ecourage ecoomic prosperity whilst reducig the eed to travel. Ecourage, promote ad develop opportuities for voluteerig. Esure mechaisms that eable equal access to traiig ad employmet. Develop ad promote busiess advice ad support systems to ecourage iovative, sustaiable ad legitimate busiess practice icludig local purchasig iitiatives. Expad ad develop the use of ICT across all sectors. Develop itegrated, efficiet local ad regioal trasport systems, icludig public trasport, cyclig ad walkig. 25 a itroductio to decisio-makig ad scrutiy
Scrutiy Committees Terms of Referece Terms of Referece: Regeeratio Scrutiy Committee Chief Executive s Directorate Resposibilities Directorate of the Eviromet Resposibilities Ecoomic Developmet & Objective Oe Plaig Strategic Plaig ad Urba Reewal Plaig the proper operatio of Developmet Services ad Buildig Cotrol (excludig scrutiy of idividual applicatios to the Authority) Trasportatio Plaig ad Improvemets Public Trasport Lad Reclamatio Cabiet Member Reportig to Regeeratio Scrutiy Committee Cabiet Member for Regeeratio Cabiet Member for Trasportatio ad Plaig. a itroductio to decisio-makig ad scrutiy 26
Scrutiy Committees Terms of Referece Terms of Referece: Educatio for Life Scrutiy Committee Commuity Strategy Resposibilities The commuity strategy is the shared 15 year strategic visio for the couty borough developed by the Coucil ad its parters. The scrutiy committee is resposible for moitorig the actio take by the Coucil to implemet the followig beaco projects ad other objectives cotaied withi the Educatio for Life theme: Beaco Projects Educatio for sustaiable developmet. Learig Network. Summer scheme for youg people. Address pollutio ad ecourage waste miimizatio, reuse ad recyclig of resources. Objectives Develop learig opportuities for all ages ad abilities with a emphasis o commuity-based opportuities. Esure childre ad youg people have a foudatio that eables them to take advatage of all life opportuities. Ehace educatio ad traiig opportuities for 14-19 year olds ad improve stadards. Provide advice ad iformatio o all public ad volutary sector services. Icrease appreciatio of evirometal assets ad utilise their potetial for ehaced quality of life ad sustaiable tourism. Icrease opportuities for ad participatio i leisure, sport, cultural ad arts activities. 27 a itroductio to decisio-makig ad scrutiy
Scrutiy Committee Portfolios Terms of Referece: Educatio for Life Scrutiy Committee Directorate of Educatio ad Leisure Resposibilities Cabiet Members Reportig to Educatio for Life Scrutiy Committee: The discharge of the Coucil s obligatios as Local Educatio Authority uder statute ad regulatio. The preparatio ad scrutiy of statutory educatio, lifelog learig ad leisure strategic plas ad Wales Programme for Improvemet performace plas. Raisig stadards i schools, moitorig of schools performace, curriculum advice ad support ad other activities set out i the LEA- Schools Code of Coduct icludig itervetio where appropriate. Local Maagemet of Schools ad Fair Fudig. Forward plaig re. school places, home-school trasport, school admissios ad studet awards. Iclusio Services which ivolve Learig Support Services, educatioal psychology, educatio welfare, behavioural support ad maagig pupil exclusios. Goveror support ad traiig. Welsh Laguage Educatio. Agreed RE Syllabus. Joit Services icludig ESIS, the Learig Network (RISE) ad the Gwet VI Service. Partership workig through the Educatio for Life Strategic Partership ad the Childre & Youg Perso s Framework Partership, icorporatig Early Years & Childcare, Youg Persos Partership, Caerphilly CCET ad Caerphilly Learig Area Network. Natioal Grid for Learig. Lifelog learig, leisure ad commuity educatio. Public libraries ad Schools Library Service. Music ad Arts developmet ad support. Sports Developmet. Securig grats, icludig New Opportuities Fud, Better Schools Fud, Big Lottery, Class Size ad others as appropriate. School Meals. Cabiet Member for Educatio ad Leisure. Cabiet Member for Social Services. a itroductio to decisio-makig ad scrutiy 28
A itroductio to... Decisio-Makig ad Scrutiy (versio 1) Jue 2008 7749-26