Agenda and minutes

Venue: Virtual meeting with restricted public access

Contact: Lisa Sampson on 033 022 28193  Email:  lisa.sampson@westsussex.gov.uk

Media

Items
No. Item

88.

Declarations of Interest

Members and officers must declare any pecuniary or personalinterest in any business on the agenda.  They should also make declarations at any stage such an interest becomes apparent during the meeting.  Consideration should be given to leaving the meeting if the nature of the interest warrants it.  If in doubt please contact Democratic Services before the meeting.

Additional documents:

Minutes:

88.1  Cllr Smytherman declared a personal interest regarding the Total Performance Monitor [Care Commissioning Groups] as a member of Worthing Dementia Action Alliance.

 

88.2  The following Members declared a personal interest regarding the West Sussex: Reset Plan and Budget Update items:

-      Cllr Boram as Cabinet Member for Health and Wellbeing at Adur District Council

-      Cllr Hillier as Cabinet Member for Economic Growth at Mid Sussex District Council

-      Cllr Lea as a member of Mid Sussex District Council

-      Cllr Jones as a member of Crawley Borough Council

-      Cllr Lanzer as a member of Crawley Borough Council

-      Cllr Smytherman as a member of Worthing Borough Council

-      Cllr Waight as a member of Worthing Borough Council

-      Cllr Walsh as Leader of Arun District Council

89.

Minutes of the last meeting of the Committee pdf icon PDF 208 KB

The Committee is asked to agree the minutes of the meeting held on 10 September 2020 (cream paper).

 

Additional documents:

Minutes:

89.1  Cllr Boram noted that the Committee had received a short report on the Children's Services recovery programme and had asked for a programme for the delivery of improvements so it could monitor timeliness and costs, and asked that officers check this is included.

 

89.2  Cllr Hillier updated the Committee that it had been decided it was not necessary at present to have a task & finish group on home to school transport as the service was aware of the issues and is working to resolve them.

 

89.3  Resolved – That, subject to clarification at 89.1 above, the Minutes of the meeting held on 10 September 2020 be approved as a correct record and that they be signed by the Chairman.

90.

Responses to Recommendations pdf icon PDF 85 KB

a)   The Committee is asked to note the response from the Chairman of RAAC regarding concerns raised at the September meeting of this Committee in relation to audit planning and internal control testing, specifically in relation to Adult Mental Health Services.

 

b)   The Committee is asked to note the response from the Cabinet Member for Economy and Corporate Resources to the recommendations made by the Recommissioning of the Contract for Support Services TFG in relation to the IT Outsourcing contract.

Additional documents:

Minutes:

90.1  The Committee received a response from the Chairman of RAAC regarding the Committee’s recommendations concerning audit planning and internal control testing.  The Chairman will request further clarity from the Chairman of RAAC.

 

90.2  The Committee received a response from the Cabinet Member for Economy and Corporate Resources regarding the recommendations on the IT Outsourcing contract from the Recommissioning of the Contract for Support Services TFG.

 

90.3  Resolved – That the Committee notes the responses and the Chairman will follow up the Committee’s concerns with the Chairman of RAAC.

91.

Quarter 2 Total Performance Monitor (TPM) pdf icon PDF 100 KB

A report by the Director of Finance and Support Services setting out the quarter 2 performance and finance position as at the end of September 2020.

 

The Committee is asked to examine the data and supporting commentary for the Quarter 2 TPM and make any relevant recommendations for action to the Cabinet Member or relevant scrutiny committee.

Additional documents:

Minutes:

91.1  The Committee considered the quarter 2 Total Performance Monitor (TPM) report to end of September 2020 from the Director of Finance and Support Services (copy appended to the signed minutes).

 

91.2  The Cabinet Member for Finance introduced the report and highlighted key information for the Committee.  The report addresses concerns around the financial aspects of service delivery and the challenges faced.  The projected in-year overspend is considerably less than predicted last quarter, particularly in Children’s Services.  The overspend is down from £16m to £5.5m and can be covered by use of the contingency budget without the need to use reserves.  Covid costs have risen slightly but there has been an increase in the Covid grant to cover this.

 

91.3  The Director of Finance and Support Services introduced the finance aspect of the report and highlighted key information.  The Covid-19 grant received up to October is outlined in an appendix, however as the pandemic continues demand on the council services will continue to change.  The impact of the pandemic on children’s services was reviewed as the impact of Covid-19 on placement activity and costs became clearer.  An underspend in the Children’s Services Improvement Programme and additional grants received have helped offset the increased costs.  There has been a significant change in the numbers of older people’s residential (reduced) and non-residential services (increased) and future budget setting will kept under review.

 

91.4  The scrutiny committee chairmen were asked to outline any financial risk or performance issues highlighted by the scrutiny committees, as follows:

·       The Children and Young People’s Services Scrutiny Committee (CYPSSC) will consider proposals for Early Help at their January meeting, and will look at current and future service demand expectations for intentionally homeless persons and the effect of Covid.

·       The Health and Adult Social Care Scrutiny Committee (HASC) highlighted the effect of Covid on social care provision, residential care beds required, and future care place planning.  The Shaw contract is being monitored, in addition to some quality of care issues.  The committee is also monitoring Government proposals to abolish Clinical Commissioning Groups.

·       The Environment and Communities Scrutiny Committee (ECSC) noted in the budget the funds to tackle the necessary Ash Dieback works in 2021/22.

·       The Fire & Rescue Service Scrutiny Committee (F&RSSC) noted the service response to the Covid pandemic.

 

91.5  The Committee made comments in relation to the TPM finance report including those that follow. It:

·       Welcomed the work by council services to identify savings.

·       Expressed concern that plans for Children Looked After (CLA) to exit care have been delayed due to Covid, highlighted the importance that children exit care at the appropriate time, and asks CYPSSC to look into this matter.

·       Noted the delay in children’s cases going to Court due to Covid and the extra financial burden this causes, this is outside the council’s control, and queried whether any children’s services tribunal costs have been funded by the Government.  The Director of Finance and Support Services will clarify the tribunal cost details for the Committee.

·       Highlighted  ...  view the full minutes text for item 91.

92.

Quarter 2 Capital Programme Performance Monitor Report pdf icon PDF 92 KB

A report by the Executive Director of Place Services setting out the performance of the Capital Programme in Quarter 2 2020/21.

 

The Committee is asked to review, comment on and make any relevant recommendations for action to the Cabinet Member for Finance.

Additional documents:

Minutes:

92.1  The Committee considered a report by the Executive Director of Place Services (copy appended to the signed minutes).

 

92.2  The Capital Programme Manager introduced the report and summarised key aspects of the report including the pipeline.  The number of pipeline projects rated amber is currently high due to delayed school and a children’s residential projects, all expected to be approved in December.  It was suggested that the second national Covid lockdown had not disrupted project delivery to the same extent as the first. 

 

92.3  The Committee made comments in relation to the Capital Programme performance report including those that follow. It:

·       Noted the benefit for the electric vehicle chargers project was not achieved and queried the calculation on which the benefit was based.  The Capital Programme Manager will check and provide this information to the Committee.

·       Queried whether the council will need to repay the funding for the six tranche 1 emergency active travel fund (EATF) schemes, and whether the fund is capital or revenue funding.  The Capital Programme Manager will request this information for the Committee.

·       Commented that the tranche 2 funding should not prevent future capital programme schemes coming forward from the council.  The Cabinet Member for Finance commented that the council’s projects have to be fitted around the tranche 2 funding as it is ring-fenced for such improvements. 

·       Queried the nature of the compliance issues highlighted for the White House Farm project and whether this will increase costs to the council.  The Capital Programme Manager confirmed it is a developer-led project and there is a discrepancy between the council’s expectation and what has been provided by the developer, and that the issues are being addressed.

·       Thanked officers for a good, informative report and their ongoing work.

 

92.4  Resolved - That the Committee notes the Quarter 2 Capital Programme Performance Monitor report.

93.

West Sussex: Reset Plan pdf icon PDF 105 KB

Chief Executive to provide an update on the West Sussex Reset Plan.  The Committee is to focus on the expectations and principles for how scrutiny of the corporate plan outcomes should work.

 

The Committee is asked to consider the draft plan attached as Appendix A and focus on the following areas for discussion:

·       What does good monitoring of the Reset Plan look like?

·       Are there any principles or expectations which should guide scrutiny of the outcomes of the Reset Plan?

·       What support do you as scrutiny members need to assist you in scrutinising the outcomes of the Reset Plan?

Additional documents:

Minutes:

93.1  The Committee considered the West Sussex Reset plan report from the Chief Executive (copy appended to the signed minutes).

 

93.2   The Leader introduced the report and highlighted that the challenges presented by Covid will continue to be seen in the coming year.  It is appropriate to reset the council’s priorities post-Covid and include stakeholders in developing this.  Appropriate indicators will be developed to measure the council’s performance against the priorities and the Committee’s feedback is welcome.

 

93.3  The Chief Executive confirmed that engagement is underway and the next phase is delivery planning.  The Committee’s advice on the priorities is welcome and the Committee’s feedback on the draft key performance indicators (KPIs) will be sought at a future meeting.

 

93.4  The Committee made comments including those that follow.  It:

·       Highlighted the disconnect between the Reset Plan and the council’s budget proposals for 2021/22, and achieving the council’s climate change aims.  The Chief Executive commented that the Reset Plan enables Members to make choices in the budget process.

·       Commented that it is a good high-level document.  More substance is needed in order to consider how to monitor performance.

·       Commented that visual representations of trends would be helpful.

·       Commented that the KPIs should be SMART [specific, measurable, achievable, realistic and timely] as well as measuring performance in a holistic way.  Operational KPIs are needed as well as those to ensure adherence to council policies and should also be related to financial management.

·       Suggested that the KPIs should be flexible to the council’s need and that some measures could benefit from a formula approach, i.e. by a percentage.

·       Suggested that individual scrutiny committees should consider the more detailed plans and this Committee look at the high-level overview.

·       Commented that the principles of the Fire & Rescue Service Performance and Assurance Framework be considered to ensure effective progress on the Reset Plan.

·       Queried how resilient the Reset Plan is to future events.

·       Highlighted that the timeliness, accuracy and reliability of performance data are key to the Plan’s success. 

·       Requested that the proposed KPIs be shared with the committees at the earliest opportunity.

·       Agreed that an informal meeting of scrutiny chairmen and minority leaders be arranged to ensure the measures are appropriate for each committee, are SMART, holistic and integrated, and are consistent across the committees.

 

93.5  Resolved – That the Committee:

 

1)   Recommends the key performance indicators (KPIs) be considered by the appropriate scrutiny committee for them to identify and take ownership of their priorities for scrutiny;

 

2)   Recommend the KPIs should be SMART, include value for money, link with financial management, and also provide benchmarking information;

 

3)   Recommend that a co-ordinated approach to performance management is needed to link together both our corporate plan and financial management;

 

4)   Recognise that there is a need to understand the Council practice and performance measures and whether target outcomes are being met;

 

5)   Recognise it is important to ensure the right things are measured and that information on progress is being shared with scrutiny members in  ...  view the full minutes text for item 93.

94.

Budget Update pdf icon PDF 107 KB

Director of Finance and Support Services to provide an update on work towards setting the Budget and savings proposals for 2021/22, and a verbal update on the comprehensive spending review.  The attached Medium-Term Financial Strategy report was presented to Cabinet on 24 November.

 

The Committee is asked to scrutinise the content of the report setting out the budget position of the County Council and make any recommendations for action to the Cabinet, relevant Cabinet Member, or Director of Finance and Support Services. Key areas for scrutiny include:

·       The updated budget position, including the financial implications of COVID-19 and recognition of the service areas impacted;

·       The actions being considered to address the budget pressures in order to set a balanced budget for 2021/22 and beyond, i.e.

a)   the savings as presented in the report and

b)   how to resolve the remaining £23.4m gap;

·       Consider how the budget will meet the priorities to be agreed in the West Sussex Reset Plan.

Additional documents:

Minutes:

94.1  The Committee considered the budget update report by the Director of Finance and Support Services (copy appended to the signed minutes).

 

94.2  The Cabinet Member for Finance introduced the report, and highlighted for Members that the council’s comprehensive spending review was published recently which provided more detail and confirmed the Local Government finance settlement awarded to the council.  The spending gap for 2019/20 was over £40m; £20m in potential savings have been identified but this leaves a funding deficit of £23m.  Concerns expressed about the savings identified do not take into account the £600m invested in supporting the council’s aims, and focus should instead be on what the council can do with its budget.

 

94.3  The Director of Finance and Support Services introduced the report, highlighting the aim to create a sustainable budget over the next four years.  Achieving value for money remains important.  The Comprehensive Spending Review, fair funding review and Busines Rates Review which is expected next year will provide some certainty for future years, however it is likely not be favourable to the council due to our council tax raising powers.  There is great uncertainty on whether costs will decrease or remain high post-Covid. Initial information on the council’s Local Government finance settlement is expected mid-December with final confirmation in January.

 

94.4  The Committee made comments in relation to the budget update report including those that follow. It:

·       Queried whether initiatives whose Government funding had ceased will be maintained by the council funding them or if they will be closed.  The Cabinet Member for Finance explained that once central government funding for grants and initiatives is removed that funding cannot be sustained as this widens the budget gap. 

·       Queried whether the Cabinet and officers are confident the Government will meet the council’s Covid-related costs.  The Leader confirmed the council is lobbying the Government directly as well as via the County Council Network (CCN) and MPs network.  £1.5bn has been set aside by the Government so this council will continue to monitor and report its costs to central Government.  

·       Reiterated the links between the aims in the Reset Plan and the savings in the budget update, and how the budget will meet the Plan’s priorities.  The Cabinet Member for Finance welcomed any suggestions from Members during the budget process or directly.  The Leader highlighted that of the £600m revenue collected from council tax, the council spends £200m to support adult social care and £100m to support children’s social care, so it is important to deliver effective services.

·       Expressed concern regarding the proposed removal of the Community Infrastructure Fund (CIF).

·       Discussed the opportunities offered from increased home working to review county building assets, balanced with the need for services to retain a team dynamic.  The Cabinet Member for Finance confirmed that all county sites will be reviewed. 

·       Commented on the possible consequences for staff welfare of closing the Martlets canteen at County Hall. 

·       Suggested that it would be helpful for the business as usual savings [page 161] to  ...  view the full minutes text for item 94.

95.

Requests for Call-in pdf icon PDF 122 KB

There was one request for call-in to the Scrutiny Committee within its constitutional remit since the date of the last meeting – Award of contract: Enabling works contract, Horsham Enterprise Park OKD39 (20/21).  The Director of Law and Assurance concluded that no valid grounds for a call-in had been provided in accordance with Standing Orders.  The call-in request was therefore declined.

 

The Director of Law and Assurance will report any requests since the publication of the agenda papers.

Additional documents:

Minutes:

95.1  Resolved – That the Committee note the report from the Director of Law and Assurance in relation to the rejected call in of Award of contract: Enabling works contract, Horsham Enterprise Park OKD39 (20/21).

96.

Work Programme Planning and Possible Items for Future Scrutiny pdf icon PDF 231 KB

The Committee is asked to review its current draft work programme for the remainder of the County Council term.  The work programme attached reflects the outcome of discussions at the committee’s Business Planning Group meeting on 3 November 2020.

 

The Committee is asked to review the Forward Plan entries relevant to its remit (Appendix A), and mention any items which they believe to be of relevance to the business of the Scrutiny Committee.  If any member puts forward an item for scrutiny, the Committee’s role at this meeting is to assess, briefly, whether to refer the matter to its Business Planning Group (BPG) to consider in detail.

Additional documents:

Minutes:

96.1  The Committee made comments regarding the work programme planning including those that follow.  It:

·       Agreed to scrutinise the Broadbridge Heath Retail Scheme decision due to be taken in January 2021.   

·       Agreed to schedule an additional formal meeting on 22 February 2021 for scrutiny of the Horsham Enterprise Park development.

·       Commented that the information on the People Framework received so far has been very high level, that the Committee would like more information on how its aims will be achieved, and agreed that the People Framework be scheduled for further scrutiny at the March 2021 meeting.  The Chairman noted the previous suggestion to have a liaison member of this committee work closely with the Director of HR and Organisational Development on the Framework and report back to the committee, and asked that this request be chased up.  The Cabinet Member for Economy and Corporate Resources confirmed officers are working on performance indicators specific to the People Framework and these are due to be presented to public Cabinet on 27 January 2021.

·       Agreed to scrutinise the Review of Fees and Charges decision (January 2021) at the January committee meeting as part of the Budget item.  The report should cover exception reporting only (changes above inflation).  The Director of Finance and Support Services will clarify if the report will be sufficiently progressed for the January meeting.

 

96.2  Resolved – That amendments to the Committee’s work programme be made as agreed above.

97.

Date of Next Meeting

The next meeting of the Committee will be held on 20 January 2021 at 10.30 am by virtual meeting.  Probable agenda items include:

·       Final West Sussex Reset Plan

·       Draft Budget 2021/22, including draft capital strategy2021/22-2025/26, and Treasury Management Mid-Year Report 2020/21 and draft Strategy for 2021/22

 

Any member wishing to place an item on the agenda for the meeting must notify the Director of Law and Assurance by 8 January 2021.

Additional documents:

Minutes:

97.1  The Committee notes its next meeting will take place on 20 January 2021, commencing at 10.30am by virtual meeting.