Agenda item

To consider the report of the Overview and Scrutiny Committee Working Group (copy enclosed).

The Committee received the report of the Overview and Scrutiny Committee Working Group (the Working Group) that brought to the attention of the Committee a reference from the Corporate Leadership Team (CLT) on an apparent failure by Officers to interpret correctly the wishes of Members in relation to the opening of this facility earlier in the year.

The Chairperson introduced the report and the Corporate Governance Project Officer explained the background and highlighted that since the issue arose robust steps had been taken to ensure this issue didn’t happen again.

Councillor P L Spenceley proposed that the Committee is reassured by the matter and brings it to an end. She added that the Committee ought to be appreciative of the work that had been undertaken by Officers to bring this item forward.

Following questions raised by Members the Assistant Director - Programmes, Performance and Governance provided the following information:

•    The draft Minutes prepared by Committee Clerks are signed off by Officers that were involved in the meeting to ensure that those Officers have had their chance to input their recollections and points they wanted to insure where included. The updated set of minutes would then be sent to the Chairperson of the Committee for sign off also and then taken back to the Committee for confirmation.

•    Private and Confidential minutes taken are recorded at a high level with sufficient detail to inform the decision made.  Any particular and relevant points of information or clarity given to the meeting would be included and Officers reviewing the draft Minutes were give particular attention to this.

•    The Officer delivering the report is often responsible for ensuring that the decision is implemented and any resultant actions taken. The Performance Governance and Audit Committee also have a “Matters Arising” report that tracks actions that come out of the discussion during the meeting.

•    There wasn’t any plan at this time to record the meetings of the Council’s Working Groups. It was made important to note that Working Group meetings are recorded by notes rather than formal Minutes.

Councillor E L Stephens felt that recording Working Group meetings would be highly beneficial and would ensure that if anyone missed the meeting, they could catch up later.

The Chairperson asked the Assistant Director - Programmes, Performance and Governance if the Chair of a Working Group wanted to have the meeting recorded would it be technically possible. She responded saying it would be technically possible due to the meetings being held on Microsoft Teams.  A move to undertake this for all Working Group meetings would however be a matter for separate discussion.,

The Chairperson then proposed that the Committee receives the referral from CLT and that in the light of the information provided to the Working Group is reassured by the outcome, which was duly seconded. The Chairperson then put the proposal to the Committee and it was agreed.

RESOLVED That the Committee receives the referral from CLT and that in the light of the information provided to the Working Group is reassured by the outcome.