Minutes for Overview and Scrutiny Committee (Performance and Corporate Services) meeting, Oct 6 2009, 6.30PM official page

Apologies for absence were received from Councillors Bigley, Howe, Platt and Storey and also from Councillors Barber and Mahon (Merseyside Fire and Rescue Authority Representatives).

The Chair opened proceedings by thanking Mike Hagen, Deputy Chief Fire Officer, Steve Gadson, Watch Manager for the Search and Rescue Team and members of the Search and Rescue Team, for their impressive and thought provoking demonstration of a rescue from a car, prior to the meeting.

He continued by welcoming everyone to the meeting, in particular Councillor Parry (Cabinet Member – Corporate Services); Councillor Blackburn (Sefton Council Representative to the Merseyside Fire and Rescue Service) and Officers from the Merseyside Fire and Rescue Service, Mike Hagen, Alan Harris, District Manager, Louise Shute, Community Youth Co-ordinator and Vin Taylor, Road Traffic Collision Reduction Advocate for the ‘Drive 2 Arrive Scheme’.

Members and Officers are requested to give notice of any personal or prejudicial interest and the nature of that interest, relating to any item on the agenda in accordance with the relevant Code of Conduct.

No declarations of interest were received.

RESOLVED: That

(1)

the Minutes of the meeting held on 1 September 2009 be amended as follows:

Minute No. 4 (2) (b) Performance of Partners to state:

‘the relevant Service Directors be requested to submit reports / give presentations relating to the Performance of the Council as follows:

(i)                 the results of the Comprehensive Area Assessment (CAA);

(ii)               preparing effectively for CAA, including better communication of what the Council does;

(iii)             how effective are the Council’s budgetary control mechanisms? ;

(iv)             how well does the Single Capital Pot align to corporate priorities?;

(v)               managing risk in terms of performance;

(vi)             making the most of procurement; and

(vii)           evaluating the impact of the out-sourcing of services to Capita Symonds and Arvato and reports on the Council’s use of the Regulation and Investigatory Powers Act (RIPA); and

(2)

subject to the above amendment, the Minutes of the meeting held on 1 September 2009, be confirmed as a correct record.

Presentation by a RTC (Road Traffic Collision) Reduction Advocate

The Committee received a presentation on Merseyside Fire and Rescue Authority’s (FRA) approach for increasing youth engagement, to help reduce deliberate fires, anti-social behaviour and attacks on fire crews. He explained that the pilot Road Traffic Collision (RTC) Reduction Strategy’s Drive 2 Arrive Scheme played a key part in this initiative which had earned the Fire and Rescue Authority the award of ‘Beacon Status for Early Intervention’.

Louise Shute, Community Youth Co-ordinator on the RTC Reduction Scheme indicated that:

(i)                 from the baseline year of 2004, the Government had set a Public Service Agreement (PSA) target for Fire and Rescue Services across the United Kingdom for the reduction of numbers killed and seriously injured in RTCs by 40% by 2010, (and for children by 55%).

(ii)               Statistics had shown that the groups most at risk of being killed or seriously injured in road traffic collisions were those aged between 15 to 25, and motorcyclists.

(iii)             Merseyside Fire and Rescue Authority (FRA), aimed to reduce the number of people killed or seriously injured as a result of RTCs.

(iv)             In order to do this they had worked with partners to provide a safe highway network for all users, paying particular attention to the most vulnerable user.

(v)               Some of the partnerships formed had been with those working with target groups such as Youth Parliaments, ‘RoadPeace’, local authority road safety departments and the police.

(vi)             Examples of the partnership schemes included Drive 2 Arrive which had been developed by the FRA in partnership with Liverpool Highways Department, Liverpool Neighbourhood Renewal Fund and River Media.

Vin Taylor, Road Traffic Collision Advocate on the Drive 2 Arrive Scheme, indicated that he was responsible for delivering interactive presentations (supported by a resource pack) to 15-25 year olds which allowed them to explore issues and challenge attitudes in relation to the following five issues,:

·         drink/drug driving;

·         speeding;

·         not wearing seat belts;

·         inappropriate use of mobile ‘phones whilst driving; and

·         distraction/showing off whilst driving.

He emphasised that Drive 2 Arrive did not preach to young people, but rather gave them the opportunity to consider the issues and confront attitudes and that his role was not as a presenter, but also as a facilitator to stimulate discussion and debate by the young people.

He explained that this technique was regarded by educationalists as the most effective way of provoking change in the attitude and behaviour of young people; and that the effect of the programme had been evaluated by the Cognitive Behavioural Research Department of Liverpool University to determine the extent and nature of attitude change.

Mike Hagen indicated that as an ex fire fighter and  someone who had faced risk, Vin was respected by young people, and that by working closely with Vin they came to engage and identify with his values, taking on board the choices and consequences of driving attitudes and behaviour.

Mike referred to other projects being undertaken as part of youth engagement in an effort to reduce deliberate fires, anti-social behaviour generally and attacks on fire crews:

• reducing school absenteeism and

• embedded fire fighter – their beacon project involving fire fighter working one day a week in a school in an ‘anti-social area as a mentor and advisor to the children; and that

• the youth engagement scheme also reflected national agendas such as Every Child Matters.

Mike concluded by referring to outcomes and indicated that evaluation undertaken by Liverpool University had shown a reduction in deliberate fires of 39% over the last three years; year on year the Merseyside Fire and Rescue Service had reduced the number of accidental fires in the home, culminating in a 22% reduction in the number of Accidental Dwelling Fires and in Comprehensive Performance Assessment (CPA), Merseyside Fire and Rescue was the highest rated fire service in the country and was the only fire service to have been awarded Beacon Status for Early Intervention.

Arising from discussion Members asked a variety questions on the following issues:

·         hoax calls;

·         responding to major incidents;

·         resource and sickness levels;

·         attacks on fire fighters / use of ‘Trojan’ fire engine;

·         partnership work with the Police; and

·         Savings made by insurance companies as a result of fire prevention measures.

RESOLVED: That

(1)

Mike Hagen, Deputy Chief Fire Officer and his team be thanked and commended for:

                 (i)      the welcome and hospitality extended to Sefton Councillors and Officers;

               (ii)      the impressive and thought provoking demonstration of a rescue from a car prior to the meeting; and

             (iii)      the excellent presentation on the Drive 2 Arrive Scheme and work undertaken in respect of youth engagement measures; and

(2)

It be agreed that the Chair approach the Council’s Safer, Stronger Communities section to investigate a way forward for engaging with insurance companies about the possibility of channelling savings made due tothe Fire and Rescue Authority’s successful implementation of fire prevention measures, into further fire prevention initiatives.

Joint report of the Chief Executive, Strategic Director Regeneration and Environmental Services, Finance & Information Services Director, Legal Services Director, Personnel Director, Environmental Protection Director and Head of Tourism.

The Committee considered the joint report of the Chief Executive, the Strategic Director Regeneration and Environmental Services, the Finance and Information Services Director, the Legal Director, the Personnel Director and the Environmental Protection Director, notifying Members of the final 2008/09 revenue position, the capital programme outturn for 2008/09, performance  indicators for 2008/09 and on-going issues for 2008/09 in respect of the following portfolios, which fell under the remit of this Committee:

                 (i)      Performance Portfolio;

               (ii)      Communities Portfolio;

             (iii)      Corporate Services Portfolio;

             (iv)      Licensing Portfolio; and

               (v)      Regulatory Portfolio.

The relevant Cabinet Members had considered the accounts but had not raised any specific issues for consideration by this Committee. Service Directors had also commented on financial issues specific to their Departments.

Members queried the benefit of this report coming before the Overview and Scrutiny (Performance and Corporate Services) Committee.  Paul Edwards, Director of Finance and Information Services, indicated that the report provided a year end summary of the final accounts over four portfolios and could therefore inform and influence scrutiny work programmes.

RESOLVED:

That the final 2008/09 revenue position and details of the capital programme outturn, performance indicators and on-going issues for 2008/09 be accepted.

Joint Report of the Chief Executive and the Finance and Information Services Director

Further to Minute No. 25 of the meeting of the Cabinet Member – Communities of 9 September 2009, the Committee considered the joint report of Chief Executive and the Finance and Information Services Director, providing details of the quarterly forecast position, based on information as at 31 July 2009, in relation to the Portfolio’s 2009/10 Revenue Budget and indicating that a decision on this matter was required to comply with the corporate performance management process.

The report also sought a view on whether any comments should be made to the Cabinet regarding the overall performance of the revenue budget and the schemes within the capital programme.

Arising from discussion, Members expressed concern about the format of the Revenue and Capital Expenditure quarterly monitoring reports and their efficacy for Overview and Scrutiny.  Mike Martin, the Strategic Finance Manager, explained that the monitoring reports provided ongoing information about portfolio budgets which could effect and inform scrutiny work programmes, but conceded that their format could perhaps be adapted for easier consumption at future meetings.

RESOLVED: That

(1)

the report be received and no comments be made at present to the Cabinet regarding the overall performance of the revenue budget and the schemes within the capital programme; and

(2)

the Finance and Information Services Director be requested to review the format of Revenue and Capital Expenditure quarterly monitoring reports for future Overview and Scrutiny (Performance and Corporate Services) meetings.

Joint report of the Chief Executive, Head of Technical Services, Finance & Information Services Director, Legal Services Director and the Personnel Director.

Further to Minute No. 39 of the meeting of the Cabinet Member – Coroporate Services of 9 September 2009, the Committee considered the joint report of Chief Executive, the Finance and Information Services Director, the Head of Technical Services, the Legal Director and Personnel Director providing details of the quarterly forecast position, based on information as at 24 July 2009, in relation to the Portfolio’s 2009/10 Revenue Budget and indicating that a decision on this matter was required to comply with the corporate performance management process.

The report also sought a view on whether any comments should be made to the Cabinet regarding the overall performance of the revenue budget and the schemes within the capital programme.

Arising from discussion the following were highlighted as risk areas, namely:

• Specialist transport;
• Legal employment costs and commercial contract fees;
• Fewer house sales during the recession resulting in loss of income from local searches by Land Charges section;
• Southport Market;
• Transitional issues in Technical Services arising from contract with Arvato and Capita Symonds; and
• High costs of running the Council’s administrative buildings.

RESOLVED:

That the report be received and no comments be made at present to the Cabinet regarding the overall performance of the revenue budget and the schemes within the capital programme.

Joint report of the Chief Executive and the Finance & Information Services Director.

Further to Minute No. 40 of the meeting of the Cabinet Member – Performance and Governance of 2 September 2009, the Committee considered the joint report of Chief Executive and the Finance and the Information Services Director, providing details of the quarterly forecast position, based on information as at 24 July 2009, in relation to the Portfolio’s 2009/10 Revenue Budget and indicating that a decision on this matter was required to comply with the corporate performance management process.

The report also sought a view on whether any comments should be made to the Cabinet regarding the overall performance of the revenue budget and the schemes within the capital programme.

Discussion took place and the following issues were raised:

• a potential increase in workload for the Performance Team in lieu of the Comprehensive Area Assessment and Governance Review; and

• a reduction in income for the Communications Unit from advertising, due to the Council’s recruitment and spending freeze.

Arising from the discussion, the Chair expressed concern at the Council’s introduction of the use of Wraptor encrypted USB data sticks for Councillors accessing the Members’ Portal, stressing that this could cause added confusion for some Councillors who were in the early stages of learning to use the Council’s computer software; and in that there was a danger that the Wraptor sticks would be lost by Members.  

The Finance and Information Services Director indicated that introduction of the Wraptor sticks was mandatory, to ensure compliance with the Government Connect Code of Connection for provision of extra security for Council data and that the matter had been considered by the Members ICT Steering Group held on 22 September 2009 (Minute No. 14).

The Chair suggested that as most Council data was accessible by the general public, for the most part Members would not need to access confidential information and therefore had no need for a Wraptor stick.

RESOLVED: That

(1)

the report be received and no comments be made at present to the Cabinet regarding the overall performance of the revenue budget and the schemes within the capital programme; and

(2)

the Finance and Information Services Director be requested to obtain clarification about the use of Wraptor encrypted USB sticks by Members accessing the Council’s portal.

Report of the Legal Director

Further to Minute No. 11 of the meeting of the Overview and Scrutiny Management Committee held on 25 August 2009, the Committee considered Cabinet Member Reports for Communities, Corporate Services and Performance and Governance.

The Chair queried the value of considering the Cabinet Member Reports in their current format and suggested that a report identifying key issues might prove more effective for use by the Overview and Scrutiny (Performance and Corporate Services) Committee. However, other Members felt that the reports were useful for assisting and informing overview and scrutiny, and for improving working links with Cabinet Members, although they conceded that a simpler format might be worth considering.

RESOLVED: That

(1)

the contents of the Cabinet Member Reports for the Communities, Corporate Services and Performance and Governance portfolios be accepted; and

(2)

consideration be given to a simpler format being adopted for Cabinet Member reports submitted to Overview and Scrutiny Committees.

Report of the Legal Director

The Committee considered the report of the Legal Director attaching the latest Key Decision Forward Plan which contained all the Key Decisions which the Executive was anticipated to take during the above period. The Committee was advised of its right to pre-scrutinise any Key Decision which fell under its remit.

The report also provided an update on the Working Groups indicating that the Equalities Working Group had a requirement for a representative from the Liberal Democrats now that Councillor Shaw was no longer a member of the Committee; and that nominations were required for three members (one from each political group) on the Perceptions of Crime Working Group.

RESOLVED: That

(1)       the contents of the Forward Plan for the period 1 October 2009 to 31 January 2010, be accepted;

(2)       the nomination of Councillor Byrne as the Liberal Democrat representative on the Equalities Working Group together with the existing representatives, Councillor Hardy (Labour) and Councillor Papworth (Conservative) be approved; and

(3)       the nominations of Councillors Hardy, Papworth and Councillor Howe as representatives on the Perceptions of Crime Working Group (subject to agreement by Councillor Howe to his nomination); be accepted.

The next meeting of the Overview and Scrutiny Committee (Performance and Corporate Services), will be held at 6.30 p.m. on Tuesday 10 November 2009, at Bootle Town Hall.

RESOLVED:

That the next meeting be held at 6.30 p.m. on Tuesday 10 November 2009.