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Meeting Details

Business & Transformation Scrutiny Panel - up to 15 May 2022
31 Mar 2022 - 16:00 to 17:30
Scheduled
  • Documents
  • Attendance
  • Visitors
  • Declarations of Interests

Documents

Agenda

Standard Items

**A pre meeting for Members to prepare for the Panel will take place 45 minutes before the meeting**


The Press and Public are welcome to attend for the
consideration of any items which are public.


Members of the Business & Transformation Scrutiny Panel

Councillor Bainbridge (Chair), Councillors Alcroft (Vice Chair), Allison, Ms Ellis-Williams, Mrs McKerrell, Mrs Mitchell, Mitchelson, Dr Tickner

Substitutes:
Councillors Mrs Atkinson, Mrs Birks, Brown, Bomford, Collier, Mrs Finlayson, Mrs Glendinning, Glover, Lishman, Meller, Morton, Patrick, Robson, Shepherd, Miss Sherriff, Southward, Sunter, Miss Whalen and Wills.


Public Items
APOLOGIES FOR ABSENCE
To receive apologies for absence and notification of substitutions
BTSP.27/22
Apologies for absence were submitted on behalf of Councillor Michael Mitchelson and Councillor Dr Les Tickner.
DECLARATIONS OF INTEREST
Members are invited to declare any disclosable pecuniary interests, other registrable interests and any interests, relating to any items on the agenda at this stage.
BTSP.28/22
No declarations of interest were submitted.
PUBLIC AND PRESS
To agree that the items of business within Part A of the agenda should be dealt with in public and that the items of business within Part B of the agenda should be dealt with in private.
BTSP.29/22
It was agreed that the items in Part A be dealt with in public and the items in private be dealt with in Part B.

To note that Council, at its meeting on 1 March 2022, received and adopted the minutes of the meetings held on 6 January 2022.  The Chair will sign the minutes
[Copy minutes in Minute Book Vol 48(5)].

The Chair will move the minutes of the meeting held on 24 February 2022 as a correct record.  The only part of the minutes that may be discussed is their accuracy.
(Copy minutes herewith)

BTSP.30/22
RESOLVED - 1) It was noted that Council, at its meeting on 1 March 2022, received and adopted the minutes of the meeting held on 6 January 2022/  The Chair signed the minutes.

2) That the minutes of the meeting held on 24 February 2022 were agreed as a correct record.
A.1 CALL-IN OF DECISIONS

To consider any matter which has been the subject of call-in.

 

BTSP.31/22
There were no items which had been subject of call-in. 

Portfolio:

Cross Cutting

Directorate:

Corporate Support

Officer:

Jason Gooding, Town Clerk and Chief Executive

Report:

CE.10/22 herewith

 

Background:

The Town Clerk and Chief Executive to submit an update on the Council’s corporate projects.

Why is this item on the agenda?
Monitoring report.

What is the Panel being asked to do?
The Panel is asked to note and comment on the most recent summary of projects and governance arrangements in place.

BTSP.32/22

The Deputy Chief Executive presented an update against corporate projects currently being undertaken in the Council (CE.01/22).


The Deputy Chief Executive reported that the One Public Estate project had recently received an additional £100,000 in funding across Cumbria through the Opportunity Development Fund.

In considering the report Members raised the following comments and questions:


- What were the implications of not delivering the e-purchasing / ledger update?

The Deputy Chief Executive explained that the Local Government Reorganisation (LGR) was in the design phase and options were being prepare for a blue print of services.  Discussions on how the project would be best advanced would then take place.  The system that was in place was usable until decisions were made after Vesting Day.

- What was the impact on the Council of potential delays arising from Covid in the redevelopment of the Sands Centre and the impact of the increase in inflation?

The Deputy Chief Executive advised that the risks to the Council had been mitigated due to the nature of the contract and any impact would be on the contractor.  In response to a further question the Deputy Chief Executive clarified that the issues regarding staff were contractor and sub contractor issues and not GLL.  Although this risk had been identified in the report it had not materialised, however, it had been left in due to the recent increase in Covid 19 cases.

RESOLVED - That the Panel noted and commented on the most recent summary of projects and governance arrangements in place as contained in appendix 1, and the actions being taken to support projects with issues (CE.01/22)

Portfolio:

Finance, Governance and Resources

Directorate:

Community Services

Officer:

Darren Crossley, Deputy Chief Executive

Report:

CS.15/22 herewith

Background:

The Deputy Chief Executive to submit an update on the management of the Council’s Corporate Risk Register.

Why is this item on the agenda?
Monitoring Report

What is the Panel being asked to do?
Scrutinise and comment on the current Corporate Risk Register as set out in appendix one.

BTSP.33/22
The Deputy Chief Executive provided an update on the management of the Council's Corporate Risk register (CS.15/22).

The Deputy Chief Executive highlighted the new addition to the register for the impact of the LGR Programme on Carlisle Plan delivery and associated corporate services.

In considering the report Members raised the following comments and questions:


- There was concern regarding the 'preparing for the future funding of local government from 2022' risk and its reliance on the outcome of the Fair Funding review.

The Deputy Chief Executive acknowledged concerns regarding the future funding especially of the new authority, the outcome of the Fair Funding review was an unknown and this was reflected in the high risk score.  He informed the Panel that the Corporate Director of Finance and Resources met very regularly with other Section 151 Officers to discuss the development of the new Council budgets and Medium Term Financial Plans from 2023.

In response a further question the Deputy Chief Executive commented that the officers within the Financial Services team had the strength and depth of knowledge to support the Corporate Director in the LGR work.  He acknowledged that there were challenges on resources due to ongoing key projects but in terms of operational functions, having sufficient resources was not a risk.

- A Member commented that the Council's budget had been agreed with some confidence, however the risks set out in the report caused concern.  Was there anything else that the Council should be undertaking to prepare?

The Deputy Chief Executive noted that the unknown nature of the LGR programme at this stage was a risk however there was nothing additional at this stage for the Council to plan for.  The lack of clarity at this stage was the unknown outcome of government settlements.

The Finance, Governance and Resources Portfolio Holder commented that the Council was in a fortunate financial position, he reminded the Panel that the finances of three district councils and part of Cumbria County Council would come together and this would reduce the risk.

- A Member highlighted the risk of financial impact on the Council's budget due to Covid and asked if it was related to inflation or a deficit in the collection fund.

The Deputy Chief Executive responded that the risk was high due to the loss of income, inflation rates and the impact of these which had not yet materialised such as a potential increase on debt management or recovery.

- Key officers were involved in the work of the LGR programme, who would monitor the impact on the delivery of essential services and resources?

The Deputy Chief Executive explained that there had been an intensive period of information gathering at the start of the year, this had eased and the programme was now in the design phase preparing blueprints for the configuration and structure of services.  The Senior Management Team monitored the situation closely and did not feel that there was an impact on services at this stage however there was a back fill capacity available to use should it be required.  The risk was in place to ensure that there were options in place to mitigate the risk should it materialise.

-What was the risk to the economic regeneration projects if the new authority did not place the same political importance on them?

The Deputy Chief Executive reminded the Panel that the Programme Management Board had staff dedicated to the projects, those staff were not involved in the LGR work. 

The Finance, Governance and Resources Portfolio Holder informed the Panel that all areas in the new authority had been successful in the Town Deal and Future High Streets Funding and would all want their projects to progress.  The merging of the authorities would potentially result in an increase of project resources.

RESOLVED – That the Panel scrutinised and commented on the current Corporate Risk Register (CS.15/22) 

A.4 Pdf SQUAD WORKING (420Kb)

Portfolio:

Finance, Governance and Resources

Directorate:

Community Services

Officer:

Darren Crossley, Deputy Chief Executive

Report:

CS.18/22 herewith

Background:
The Deputy Chief Executive to submit a report an update on the delivery and use of the Squad working principles and groups within the Council.

Why is this item on the agenda?
To provide the Panel with an update on new methods of working being adopted by the Council.




What is the Panel being asked to do?
Review the progress made on Squad working and seek any further clarification on the principles and practice.

BTSP.34/22

The Deputy Chief Executive submitted an update on the delivery and use of Squad Working principles and groups within the Council (CS.18/22).

The Deputy Chief Executive detailed some examples of how Squad Working had been used within the authority.

In discussing the report the Deputy Chief Executive clarified that the terminology used in the delivery of the principles had been purposefully different to previous principles to ensure that new practices were used and considered.  The Squad's were built on the skills of individuals and those that had the capacity to undertake the short but intensive work.

RESOLVED - That the Panel had reviewed the progress made on Squad Working (CS.18/22) and requested further information be circulated to the Panel detailing the projects that Squad Working had been used for and the outcomes.

Portfolio:

Cross Cutting

Directorate:

Cross Cutting

Officer:

Rowan Jones, Overview and Scrutiny Officer

Report:

OS.09/22 herewith

Background:
The Overview and Scrutiny Officer to submit the draft Business and Transformation Scrutiny Panel Section for the Scrutiny Annual Report 2021-22.

Why is this item on the agenda?
Annual report

What is the Panel being asked to do?
- Consider and comment on the attached section of the draft report.
- That Members identify items that may be a priority for Scrutiny in 2022-23.

BTSP.35/22
The draft Business and Transformation Scrutiny Panel section for the Scrutiny Annual Report 2021 - 22 had been circulated (OS.09/22).

The Panel had been asked to consider the final section of the report 'Potential items for Scrutiny 2022-23'.  The following suggestions were set out in the report:

- Sickness absence and staff wellbeing
- Local Government reorganisation
- Talkin Tarn Management Arrangements - site visit / potential for a Task and Finish Group.

The Panel asked that the paragraph on public engagement in scrutiny be changed to past tense as virtual meetings were no longer allowed to be used for formal meetings.

RESOLVED - That the Panel had considered and commented on the draft Business and Transformation Scrutiny Panel section for the Scrutiny Annual report 2021-22 (OS.09/22).
A.6 Pdf OVERVIEW REPORT (227Kb)

Portfolio:

Cross Cutting

Directorate:

Cross Cutting

Officer:

Rowan Jones, Overview and Scrutiny Officer

Report:

OS.08/22 herewith

Background:
To consider a report providing an overview of matters related to the work of the Business and Transformation Scrutiny Panel.

Why is this item on the agenda?
The Business and Transformation Scrutiny Panel operates within a work plan which has been set for the 2021/22 municipal year.  The Plan will be reviewed at every meeting so that it can be adjusted to reflect the wishes of the Panel and take into account items relevant to this Panel in the latest Notice of Executive Key Decisions.

What is the Panel being asked to do?

- Note the items within Panel remit on the most recent Notice of Executive Key Decisions
- Note the current work programme

BTSP.36/22
The Overview and Scrutiny Officer submitted the report OS.08/22 providing an overview of matters relating to the work of the Business and Transformation Scrutiny Panel and the Panel’s Work Programme.

The Chair informed the Panel that the resolutions regarding Talkin Tarn had been delayed until the next municipal year.

The Panel discussed the Local Government Reorganisation (LGR) and asked that the Overview and Scrutiny Officer provide the Panel with information regarding the role of scrutiny during the LGR process and the proposed scrutiny structure and role for the Shadow Authority.

RESOLVED - 1) That the Overview Report incorporating the Work Programme and Key Decision items relevant to the Business and Transformation Scrutiny Panel be noted (OS.08/22).

2) That the Overview and Scrutiny Officer provide the Panel with information regarding the role of scrutiny during the LGR process and the proposed scrutiny structure and role for the Shadow Authority.
Exempt Items
B.1 ICT SERVICES PROJECT STATUS REPORT

***This report is not for publication by virtue of Paragraph 1 of Part 3 of Schedule 12A to the Local Government Act 1972 as it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) .***

Portfolio:

Finance, Governance and Resources

Directorate:

Corporate Support

Officer:

Jason Gooding, Town Clerk and Chief Executive

David Strong, Service Desk Manager

Martine Kelly, Applications and Development Manager

Report:

CE.03/22 herewith

Background:

The Town Clerk and Chief Executive to submit an up-to-date snapshot of the current status of the ICT Services projects.  Recent project activity; RAG rating; issues and emerging risks; key activities for the next period and requests for change have all been updated.

Why is this item on the agenda?
The Panel requested a three monthly update at their meeting on 1 April 2021 (BTSP.29/21 refers)

What is the Panel being asked to do?
Scrutinise and comment on the most recent summary of these projects, and the actions being taken to support projects with issues.  Appendix One is a summary of the standalone IT projects and their current status.

Enquiries, requests for reports, background papers etc to: 
committeeservices@carlisle.gov.uk

Attendance

Name
No other member attendance information has been recorded for the meeting.
NameReason for Sending ApologySubstituted By
Councillor Michael Robert Mitchelson Councillor Mrs Christine Finlayson
Councillor Dr Les Tickner Councillor Colin William Glover
NameReason for AbsenceSubstituted By
No absentee information has been recorded for the meeting.

Declarations of Interests

Member NameItem Ref.DetailsNature of DeclarationAction
No declarations of interest have been entered for this meeting.

Visitors

Also Present: Councillor Ellis - Finance, Governance and Resources Portfolio Holder

Officers: Deputy Chief Executive