Issue - meetings

To approve an approach to future strategy / policy review and development in the lead up to Local Government Reorganisation (report of the Service Director – Corporate Services enclosed).

Consideration was given to the report of the Service Director – Corporate Services which sought approval of an approach to future strategy/policy review and development in the lead up to Local Government Reorganisation.

The Leader introduced the report, which set out revisions to the Council’s Strategies and associated policies as attached at Appendix A for the period leading up to local government reorganisation. The purpose had been to maintain effective governance while reducing pressure on policy-making capacity.

The report had proposed extending the relevant policies until 31 March 2028 and adopting a proportionate approach whereby minor or non-material legislative updates could be made under delegated authority by Service Directors, in consultation with the relevant Portfolio Holders and the Monitoring Officer. Any significant changes would continue to be subject to the appropriate scrutiny processes.

Service Directors had advised that no substantial amendments to the policies were anticipated during this period.

The Leader reported that the Policy Development Panel (PDP) had considered the proposals and had engaged in a constructive and thorough discussion. The Panel’s feedback had been reflected within the report, and the recommendations before Cabinet had taken account of those views.

The Leader then invited the Chair of PDP to comment.

The Chair of PDP explained that, at the outset of discussions, there had been some concern that scrutiny might be bypassed due to time and resource pressures associated with local government reorganisation. Members had expressed reservations about Portfolio Holders making decisions without scrutiny involvement. However, a compromise had been reached, reflected in paragraph 2.4 of the report, which ensured that members of the relevant scrutiny panel would have the opportunity to consider matters before delegated decisions were taken where appropriate.

This approach had preserved the scrutiny function while providing a more efficient process, and Members of the Panel had ultimately been content with the outcome.

Members emphasised that the discussion at Scrutiny had been thorough and considered. It was also noted that Cabinet Members would remain available to answer questions arising from the exercise of delegated powers.

In concluding the discussion, Members noted that Scrutiny retained the ability to call in matters for further examination if concerns arose. It was considered that the agreed arrangements struck an appropriate balance between effective governance, maintaining scrutiny oversight, and supporting the demands of local government reorganisation.

DECISION:

That Cabinet extend those policies/strategies listed at Appendix A to 31st March 2028 where their current expiry date is sooner.

That Cabinet delegates to Service Directors, in consultation with the relevant Portfolio Holder and Monitoring Officer, to update the policies at Appendix A as might be required to accommodate minor or non-material amendments, and consequential amendments where there has been a change in legislation requiring an amendment. This delegation is to be exercised only once Policy Development Panel members have been informally notified of the proposed amendment(s), providing the opportunity for Panel Members to request scrutiny in advance of implementation. This delegation will cease to have effect if Local Government Reorganisation does not proceed.

(Other  ...  view the full minutes text for item 12

To consider an approach to future strategy / policy review and development in the lead up to Local Government Reorganisation

Consideration was given to the report of the Service Director – Corporate Services which ask members to consider an approach to future strategy/policy review and development in the lead up to Local Government Reorganisation(LGR).

The Service Director – Corporate Services was in attendance virtually to introduce the report and explained that in light of LGR and increasing organisational pressures, a review had been undertaken of the current approach to policy review cycles. It was proposed that, where policies did not require material changes, the review dates could be extended to March 2028, with minor amendments being delegated to the relevant Service Director and Portfolio Holder.

Members considered the report and made the following comments:

• Members expressed concern that the proposed delegation arrangements could reduce the role of the Panel in scrutinising policy changes and  emphasised the importance of maintaining the Panel’s ability to review and challenge policies. Whilst members supported efficiency saving, scrutiny should not be diminished as a result.
  • The Service Director – Corporate Services clarified that members would retain the ability to call in any policy at any time and that substantive changes would still be brought to the Panel and Cabinet for consideration, ensuring that scrutiny powers were maintained.

• Members highlighted that by providing delegated authority solely to Service Directors and Portfolio Holders it could give the perception that policies were being agreed without appropriate scrutiny.
  • The Service Director – Corporate Services suggested that delegation could be exercised in consultation with the Chairman of the Panel, providing an additional safeguard and enabling members to request that any changes be brought forward for formal scrutiny.

• Members acknowledged that where no material changes were required, it was reasonable to avoid bringing policies back to the panel unnecessarily and this reflected the Panel’s existing approach.

• Members emphasised that the Panel should be notified of any policy changes, including minor or legislative amendments, and suggested that details of amendments could be circulated electronically to members in advance.
  • The Service Director – Corporate Services advised that whilst delegation of minor amendments formed part of the proposed efficiency measures, concerns regarding oversight and accountability were acknowledged, and therefore suggested that a system of notification could be implemented, whereby members would be informed of proposed amendments in advance. This approach would  give members the opportunity to request that a policy be called in for further consideration, ensuring both transparency and efficiency within the revised process.
• Members agreed that they should be given the opportunity to “call in” policies for scrutiny where concerns were identified and that this approach would allow efficiency savings whilst retaining appropriate oversight.

·        In conclusion, members supported the revised approach, provided the following safeguards were in place to ensure transparency and continued member oversight:

o   Policy review dates could be extended where only minor, non-material changes were required;

o   Delegation of minor amendments to the relevant Service Director and Portfolio Holder were supported in principle however, subject to members being notified in advance and provided with an opportunity to request further  ...  view the full minutes text for item 10