Agenda item

Reporting Person: Ray Morgan

Mr Morgan introduced the papers and noted the background to the Peer Challenges which were introduced when the regime of Corporate Assessments ceased, the Peer Challenge then occurred every three to four years independently reviewing the Councils arrangement and proposals.  The report detailed a positive outlook on the Council and also includes areas to improve on which would be expected from the review.

Members welcomed the report and discussed the recommendations.

The length of time it had taken for members to be able to view the Corporate Peer Review Feedback was raised, it was explained that the recommendations were reviewed by Corporate Management Group in January, however due to the COVID-19 pandemic, it unfortunately was not a priority during the reaction phase.  Mr Morgan apologised for the delay in distribution.  The report had recently been shared with Group Leaders but was not circulated more widely. 

Councillor Chrystie added that he felt there should be an ongoing review of the Councils arrangements and proposals rather than every three to four years, and also suggested that papers should always begin in Part I and only use the Part II function when most necessary, for a short period of time, to provide as much transparency as possible.  Mr Morgan explained the importance of Part II and that Woking Borough Council comply with the law and only put items in Part II when needed, and requested for Councillor Chrystie to continue the discussion outside the meeting and detail the items he was referring to. 

Concern was expressed over the future succession plans for three members of the Corporate Management Group, noting that due to their age they would likely retire within the next three years, the possible effects of this on the Council was discussed.  Mr Morgan advised that the planning process had been put on hold due to COVID, but there would be a series of member engagement sessions to determine members ambitions for the future, and would be picked up again in the Autumn.

The Chairman and Councillor Bond felt that political leadership was not mentioned and would like to see it addressed with a recommendation. 

Recommendation IV

Members encouraged the citizens panel to consult on developments and budget processes.  Following questions raised around the details of the panel, Mr Morgan advised how the panel would work and that it would be made up of approximately 1000 Woking residents to represent the borough.

Recommendation V

Members suggested that recommendation V needs to be strengthened, possibly by adding a summary to the Green Book.  Mr Morgan advised that the survey would take place to ensure needs were met and were able to understand the Councils financial position.  The Chairman felt that the survey should be circulated wider than members.

Recommendation VI

Members suggested more openness with Council subsidiary companies.

Recommendation VII

Following discussion Mr Morgan explained that the Director of Finance regularly reviews the budget setting and accounting, and that the debts are based on fixed long term assets.  Councillor Sanderson would like to be a part of how the recommendation, if taken forward, and would discuss further with the Director of Finance.

Recommendation IX

Some members felt that the recommendation of conducting an internal audit review would not address the point raised in the LGA report.  Members felt the training on Overview and Scrutiny function and responsibilities that was  provided by SE Employers was excellent. This had been provided at the outset of this Committee commencing and therefore very timely.  Mr Morgan added that Internal Audit would be the most suitable way to review the resources available to enable Overview and Scrutiny to work effectively.

To clarify Mr Morgan explained that the recommendation was to review the resources not the function of the Committee, which was set out in the Constitution, the wording of the recommendation would be amended and explained at the Executive meeting on 16 July.

The Committee also discussed the budget that was previously set for the Overview and Scrutiny Committee.  The Chairman suggested inviting representatives from the Corporate Review team to the Overview and Scrutiny Committee meeting in November to provide a follow up discussion and a review of recommendations, a year on from the original review.  Mr Morgan advised that the request may be difficult due to the current situation and short timeframe, and that the Peer Review team would usually come back in 12 to 18 months to review the progress made with the recommendations. However Mr Morgan suggested he could look into liaising with the LGA on the matter if the Chairman felt it was appropriate given the difficulties previously discussed.

Recommendation XI

Some members felt that the new technology that had been put into place was not a long term tool that should be used, Mr Morgan explained that the technology had been necessary to protect members and employees during the COVID-19 outbreak and if possible would be utilised moving forward, this was not to suggest it was the most appropriate method for all meetings.  The new software had many benefits such as providing increased communication in crucial departments, and flexible remote working for employees had increased work activity. 

The Chairman advised that further comments on the report should be fed back to herself, and Mr Morgan also requested the comments from the Overview & Scrutiny Committee were fed back to him as soon as possible in order to assist with the running of business due to the short time frame between this Committee and the Executive on Thursday 16 July. The Chair offered to collate the feedback.

RESOLVED

That the comments of the Members of the Overview and Scrutiny Committee be reported to the Executive.