OVERVIEW AND SCRUTINY COMMITTEE

TUESDAY 22^nd JUNE 2004

AGENDA CONTENTS

Item Page

1 MEMBERSHIP AND TERMS OF REFERENCE 1

• The Membership of Overview and Scrutiny Committee for 2004/05 was ratified at the Annual Meeting of Council held on 13^th May 2004. 1

• 1

2 ELECTION OF CHAIRMAN 4

• To elect a Committee Chairman for the ensuing year. 4

3 ELECTION OF A VICE-CHAIRMAN 4

• To elect a Committee Vice-Chairman for the ensuing year. 4

4 DECLARATION OF INTEREST 4

Members are invited to declare any interest they may have in any of the items included on the agenda for this Meeting. 4

5 MINUTES OF THE MEETING OF OVERVIEW AND SCRUTINY COMMITTEE HELD ON 20^TH APRIL 2004 4

Previously circulated; Chairman to sign. 4

6 PROGRESS REPORTS ON MATTERS IDENTIFIED THROUGH THE WORK PROGRAMME 4

• Progress reports included in the body of the report 4

• Verbal updates can be given at the meeting 4

7 ANNUAL WORK PROGRAMME 2004/5 5

• Reiterates three main focuses for the work of the committee 6

• Invites members to consider the content and structure of the annual work plan 6

8 BUSINESS FOR NEXT MEETING 7

This item is a standing item on all Overview and Scrutiny agendas. 7

COMMITTEE: OVERVIEW AND SCRUTINY

DATE TUESDAY 22^ND JUNE 2004

TIME: 6PM

PLACE: COMMITTEE ROOM 1

COUNCIL OFFICES, WALLACE GREEN,

BERWICK-UPON-TWEED

AGENDA

PART 1

The Meeting will be open to the Press and Public during consideration of

the items set out in Part 1 of this Agenda.

1 MEMBERSHIP AND TERMS OF REFERENCE

The Membership of Overview and Scrutiny Committee for 2004/05 was ratified at the Annual Meeting of Council held on 13^th May 2004.

Composition of the Overview and Scrutiny Committee in the forthcoming year will be as follows:-

Councillor S J Anderson (Liberal Democrat)

Councillor A E Breckons (Liberal Democrat)

Councillor A B Douglas (New Labour Independent)

Councillor W N Ferguson (Liberal Democrat)

Councillor C G Hallam-Baker (Conservative)

Councillor J G Hutchinson (Conservative)

Councillor D McClymont (Tweed Alliance)

Councillor R J Patterson (Conservative)

Councillor F I Simpson (Conservative)

Councillor J E Smith (Liberal Democrat)

Councillor W G R Weeks (Independent)

Terms of Reference

The Council will have one Overview and Scrutiny Committee which will perform both overview and scrutiny functions on behalf of the Council.

The Committee will consist of 11 Members of the Council and its Terms of Reference are:-

• The performance of all overview and scrutiny functions on behalf of the Council

• The appointment of such Sub-Committees as it considers appropriate to fulfil those overview and scrutiny functions

• To receive reports from the Leader at its first meeting after the Annual Meeting of the Council on the ‘State of the Area’, the Leader’s priorities for the coming year and its performance in the previous year

• To approve an annual Overview and Scrutiny Work Programme - including the programme of any Sub-Committees it appoints so as to ensure that the Committees and Sub-Committees’ time is effectively and efficiently utilised

• Where matters fall within the remit of more than one Overview and Scrutiny Committee, to determine which of those Sub-Committees will assume responsibility for any particular issue

• To put in place a system to ensure that referrals from Overview and Scrutiny and Policy Committees either by way of report or for reconsideration are managed efficiently and do not exceed the limits set out in the Constitution

• In the event of reports to Policy Committees exceeding limits set out in the Constitution, or if the volume of such reports creates difficulty for the management of Policy Committee business or jeopardises the efficient running of Council business, at the request of the Policy Committee to make decisions about the priority of referrals made; and

• to be responsible for the conduct of all Best Value Reviews carried out by the Council.

General Role of Overview and Scrutiny Committee

Overview and Scrutiny Committee will:

• Review and/or scrutinise decisions made or actions taken, or to be taken, in connection with the discharge of any of the council’s functions

• Make reports and/or recommendations to the Council and/or any policy, joint or area Committee in connection with the discharge of any of the Council’s functions

• Make reports or recommendations to the Council or any joint committee on which the local authority is represented or any Sub-Committee of such a joint committee in respect of matters which affect the Council’s area or its inhabitants

To exercise the right to call-in, for reconsideration, decisions made but not yet implemented by the policy or area Committees.

Specific Functions

(a) Policy Development and Review

The Overview and Scrutiny Committee may:-

• Assist the Council in the development of its budget and policy framework by in-depth analysis of policy issues

• Conduct research and undertake consultation in the analysis of policy issues and possible options

• Consider and implement mechanisms to encourage and enhance community participation in the development of policy options

• Question members of Committees and Chief Officers about their views on issues and proposals affecting the area; and

• Liaise with other external organisations operating in the area, whether national, regional or local to ensure that the interests of local people are enhanced by collaborative working

(b) Scrutiny

The Overview and Scrutiny Committee may:-

• Review and scrutinise the decisions made by and performance of the Committees and Council Officers both in relation to individual decisions and overtime

• Review and scrutinise the performance of the Council in relation to its policy objectives, performance targets and/or particular services

• Question members of the Committees and Chief Officers about their decisions and performance, whether generally in comparison with service plans and targets over a period of time, or in relation to particular decisions, initiatives or projects

• Make recommendations to the appropriate committee and/or Council arising from the outcome of the scrutiny process

• Review and scrutinise the performance of other public bodies in the area and invite reports from them by arranging for them to address the Overview and Scrutiny Committee and local people about their activities and performance; and

• Question and gather evidence from any person (with their consent)

(c) Finance

The Overview and Scrutiny Committee may:-

• Exercise overall responsibility for the finances made available to them

(d) Annual Report

The Overview and Scrutiny Committee may:

• Report annually to the Council on their workings

• Make recommendations for future work programmes; and

• Amend working methods if appropriate.

(e) Officers

The Overview and Scrutiny Committee may:

• Exercise joint overall responsibility with the Chief Executive for the Work Programme of the Officers employed to support their work

Recommendation: To note the report.

2 ELECTION OF CHAIRMAN

• To elect a Committee Chairman for the ensuing year.

3 ELECTION OF A VICE-CHAIRMAN

• To elect a Committee Vice-Chairman for the ensuing year.

4 DECLARATION OF INTEREST

Members are invited to declare any interest they may have in any of the items included on the agenda for this Meeting.

[Note: Any Member wishing to seek clarification as to whether it may be appropriate to declare an interest in respect of any item on this agenda should seek the advice from the Chief Executive or Borough Solicitor at least one working day before the Meeting].

5 MINUTES OF THE MEETING OF OVERVIEW AND SCRUTINY COMMITTEE HELD ON 20^TH APRIL 2004

Previously circulated; Chairman to sign.

6 PROGRESS REPORTS ON MATTERS IDENTIFIED THROUGH THE WORK PROGRAMME

Report Author: John McLuckie, Senior Democratic Services Officer, tel no (01289) 301 721 email jm@berwick-upon-tweed.gov.uk

Summary:

• Progress reports included in the body of the report

• Verbal updates can be given at the meeting

Purpose:

To receive progress reports from officers and Members on items carried over from the Committee’s Work Programme for 2003/04, and to determine what action is to be taken, if any.

Report:

i) NHS Sub-group

*** Cllrs Breckons, Douglas and John McLuckie to report on meeting of Tuesday 18^th May. Minutes appended to this agenda.

It is proposed to include in the sub group Alderman Peter Herdman, Chair of the Friends of Berwick Infirmary.

Recommendation: to agree to invite Alderman Peter Herdman to become a member of the sub-group.

ii) Rail Services

The Planning Committee gave permission for the development of the station car park at its meeting earlier this month. This project should be seen in the context of wider issues relating to the place of the station as a transport interchange and as a gateway to the town, the Borough and the wider region. The project is part of the Market Town Gateway Station initiative and is regarded as a particularly good example of its approach. The issues for the Borough can be summarised as follows:

• The work to enhance the car park and the road access to it will improve traffic flow and make considerable improvements to the environment of the station entrance.

• There is a pressing need to identify further car parking spaces. These may be found by developing the site currently occupied by a maintenance yard, by adding a new car parking deck on top of the current car park or by some other means.

• The station is a vital part of any strategy to improve connectivity for the Borough. The economic regeneration of the Borough through tourism and business development is, in part, dependent on the ease of access to and from the town.

• The interpretation and physical enhancement of the castle walls is important in the presentation of the town and Borough as an attractive and historically significant destination.

There are significant policy implications for all of the above. Indeed, the development could be seen as a key component of one of the major considerations behind all three of our corporate priorities – transport. Support is being sought from as many partners as possible to give backing to the scheme.

Recommendation: to endorse the project as a significant contribution to all of our corporate priorities.

iii) Disability Discrimination Act, including Accommodation

Cllrs Simpson and Anderson to present the outline of the final report.

Recommendation: to agree the outline of the report and commission its final form to be submitted at the next meeting of the committee.

7 ANNUAL WORK PROGRAMME 2004/5

Report Author: John McLuckie, Senior Democratic Services Officer, tel no (01289) 301 721 email jm@berwick-upon-tweed.gov.uk

Summary:

• Reiterates three main focuses for the work of the committee

• Invites members to consider the content and structure of the annual work plan

Purpose:

To decide on a focussed and achievable work programme for the coming year, in line with the strategic priorities of the Council.

Report:

The modes of operation of the Committee are outlined in the terms of reference set out earlier in the agenda. These might be restated as:

• offering an overview of cross-cutting policy issues

• undertaking specific reviews of services (those provided by the Council, but also by other agencies such as health service providers)

• playing a part in the Council’s approach to performance management

The annual work programme is one of the main tools the committee has to ensure that each of these areas is covered in the course of the year. It should set achievable work targets and take account of the key dates within the Budget and Policy Framework. It should also set out areas of work that fit in with the broader strategic policy objectives of the Council and that add value to that context. In other words, the committee should not be taking on work that is being done elsewhere unless it is scrutinising a policy or service. To that end, the Budget and Policy Framework allows for studies into new policy areas to be given to this committee by Policy Committees. The timeline is as follows:

JULY

Policy CS&R proposes up to 6 policy or resource issues for study by O&S (proposals may also come from Policy Environment, but neither policy committee may propose more than 4 of the issues)

O&S receives proposals and sets up working groups for each.

SEPTEMBER

O&S working groups begin work by;

• agreeing a timeline

• identifying consultees and other sources of information

DECEMBER

O&S presents its findings to Policy CS&R (it may also present its own recommendations)

JANUARY

Policy CS&R finalises proposals for Council

Council makes recommendations available for public consultation, including a State of the Area debate

FEBRUARY

Final framework agreed

To ensure that the policy committees are working in harmony with the Overview and Scrutiny Committee in this process, it is proposed that a meeting be set up as soon as possible between the chairs of the Policy Committees, the chair of the Overview and Scrutiny Committee and the Chief Executive to identify areas of work to be undertaken in the course of the year.

The Work Programme should also allow enough space for urgent items of work, including call-ins, which may occur from time to time.

*** A copy of last year’s ongoing work programme is appended for information.

Recommendation: i) To set up a meeting between the chairs of the Policy Committees, the chair of the Overview and Scrutiny Committee and the Chief Executive to identify areas of work to be undertaken in the course of the year ii) To consider the process and content of the annual work programme, including any items to carry over from last year.

8 BUSINESS FOR NEXT MEETING

This item is a standing item on all Overview and Scrutiny agendas.

Members are invited to identify:

• the item for substantive debate

• any items in the work programme on which they would like a more detailed progress report

Members are reminded of their responsibility

to sign the Attendance Sheet in compliance with the Rules of Procedure.