Agenda and minutes

To identify items which have been admitted to the agenda by the Chair for consideration.

(The special circumstances shall be specified in the minutes.)

There were no late items.

To disclose or draw attention to any disclosable pecuniary interests for the purposes of Section 31 of the Localism Act 2011 and paragraphs 13-16 of the Members’ Code of Conduct.

There were no disclosable pecuniary interests declared to the meeting.

To receive any apologies for absence and notifications of substitutes.

An apology for absence was submitted on behalf of Councillor JL Carter.

To confirm as a correct record, the minutes of the meeting held on 18 November 2013.

RESOLVED – That the minutes of the meeting held on 18 November 2013 be confirmed as a correct record.

To receive for information, the minutes of the Executive Board held on 6 November 2013.

RESOLVED – That the minutes of the Executive Board held on 6 November 2013 be noted.

To consider a report from the Head of Scrutiny and Member Development providing an update on the proposed ICT support arrangements for Members.

The Head of Scrutiny and Member Development provided an update on the proposed ICT support arrangements for Members.  Members also received a report on this matter previously discussed by Member Management Committee on 12 November 2013.

The following were in attendance and responded to Board Members questions and comments:

-  Councillor Peter Gruen, Executive Member, Neighbourhoods, Planning and Support Services

-  Dylan Roberts, Chief Officer ICT

-  Andy Keightley, Business Relationship Manager.

In brief summary, the main areas of discussion were:

·  Council Tablet usage abroad

·  Review of support arrangements.

Member Management Committee had resolved at its meeting on 12 November 2013 to recommend that Members be recharged the full cost of using tablet devices abroad.  This was not supported by the Scrutiny Board or the Executive Member.  It was therefore recommended that data roaming abroad be allowed and that Members not be charged for costs incurred if related solely to their work as an Elected Member of the City Council.

In relation to support arrangements, the Scrutiny Board recommended that the opening hours of the Drop-In Centre in the Civic Hall be extended to a minimum of 8am to 8pm and that the out of hours services provided by the ICT Service Centre be reviewed with the intention that out of hours support is increased.

RESOLVED –

(i)  To recommend that data roaming abroad be allowed and that Members not be charged for costs incurred if related solely to their work as an Elected Member of the City Council.

(ii)  To recommend that the opening hours of the Drop-In Centre in the Civic Hall be extended to a minimum of 8am to 8pm and that the out of hours services provided by the ICT Service Centre be reviewed with the intention that out of hours support is increased.

(iii)  That officers report back to this Scrutiny Board in February 2014 progress on the above.

To consider a report from the Head of Scrutiny and Member Development providing an update on grant expenditure with third sector bodies.

The Head of Scrutiny and Member Development submitted a report providing an update on grant expenditure with third sector bodies.  Attached to the report was detailed information provided by finance including a summary of total expenditure for 2012/13, detail of specific expenditure over £10,000, and a schedule of all grants paid in that financial year.

The following officers were in attendance and responded to Board Members questions and comments:

-  Maureen Taylor, Chief Officer, Financial Management

-   Anne McMaster, Executive Officer, (Citizens and Communities). 

In brief summary, the main areas of discussion were:

·  The criteria used to support individual grant giving.

·  The existence of different approaches to grant giving in Directorates.

·  The difference between grants and commissioned services.

·  Whether rigorous financial checks are undertaken on organisations receiving grants to assess their solvency.

·  The work currently being undertaken corporately by the Corporate Commissioning Group.

It was agreed that the Board’s initial thoughts around the current arrangements for grant giving would be incorporated into any comments provided to the Executive as part of scrutiny of the budget.

The Scrutiny Board also agreed to invite representatives from City Development, Environment & Housing and Adult Social Care (as high grant givers) to its February meeting to discuss the issues raised.

A representative from the Corporate Commissioning Group would also be invited.

RESOLVED –

(i)  To flag up the Scrutiny Boards initial thoughts when responding to the Executive’s initial budget proposals.

(ii)  To undertake further Scrutiny in February inviting representatives from City Development, Environment & Housing and Adult Social Care and the Corporate Commissioning Group.

To consider the Scrutiny Board’s work schedule for the 2013/14 municipal year.

The report of the Head of Scrutiny and Member Development presented the draft work schedule for the forthcoming municipal year. 

RESOLVED – That the Board’s work schedule be updated to reflect the work areas identified during today’s meeting.

Monday, 20 January 2014 at 10.00am (Pre-meeting for all Board Members at 9.30am)

Monday, 20th January 2014 10.45am (Pre-meeting for all Board Members at 10.30am)

(The meeting concluded at 11.00am).