To consider a Protocol which sets out the practical and procedural expectations of Executive and Scrutiny Members.

The Committee considered a report, set out at Agenda pages 23 to 28, which gave details of a draft Executive-Overview and Scrutiny Protocol. The Protocol gave details of the practical expectations for Executive and Overview and Scrutiny Members which underpinned an effective Scrutiny process.

The report stated that the suggestion for a Protocol was included in the Government’s Statutory Guidance on Overview and Scrutiny, issued in May 2019. The guidance stated that effective Scrutiny involved looking at issues that could be politically contentious. As a result, a number of Councils had developed protocols which laid out ground rules and clarified the expectations of Members involved in the Scrutiny process.

The draft Protocol suggested that biannual discussions be held between the Chairman of the Overview and Scrutiny Management Committee, the leader of the Council and representatives of the Political Groups. This would help to ensure an ongoing dialogue which would smooth out any issues arising between Executive and Scrutiny Members. Discussions would also be held with the Council’s Chief Executive and Directors.

The draft Protocol stated that the Council’s Monitoring Officer and Scrutiny Officer would monitor compliance with the Protocol in liaison with Executive and Overview and Scrutiny Members and the Corporate Leadership Team. Any issues arising during the year would then be reported to Council via the annual Overview and Scrutiny Committee reports.

Members considered the draft Protocol and made the following amendments:

Paragraph 9 – Overview and Scrutiny Members will review the Council Plan priorities, the Executive Forward Programme and the Individual Executive Member Decision Forward Programme on a regular basis in order to identify potential items for review.

Paragraph 10 – Biannual discussions will be held between the Chairman of the Overview and Scrutiny Management Committee, the Leader of the Council and representatives of the Political Groups to ensure that there is clarity on the work programmes and that any matters arising are addressed. Similar discussions will be held with the Council’s Chief Executive.

Paragraph 14 – The relevant Overview and Scrutiny Committee Chairman will attend the meeting of the Executive to introduce the Scrutiny report. In the Chairman’s absence, another member of the Committee will attend the Executive meeting on his/her behalf. Similarly, the relevant Chairman, or substitute, will address Council to introduce a Scrutiny report.

Paragraph 15 – The Executive or Council will consider any Scrutiny review report within two months of receipt of the report. Details of decisions made by the Executive or Council in relation to the report’s recommendations will be circulated to all members of the Council.

Members emphasised the importance of communication and publicity about the work of Overview and Scrutiny in order to ensure that residents and community groups were able to engage with the process. Members felt that this should be the subject of discussion at a future meeting of the Committee and that the Council’s Communities and Engagement Manager should be invited to attend.

RESOLVED That:

1)     the draft Executive-Overview and Scrutiny Protocol, as amended, be approved for consultation;

2)     the draft Protocol be the subject of consultation with the Leader of the Council, the Chief Executive and the Corporate Leadership Team;

3)     the final draft of the Protocol be submitted to the next meeting of the Committee for final comment and approval;

4)     the Council’s Communities and Engagement Manager be invited to attend a future meeting to discuss ways of improving communication, engagement and publicity relating to the work of the Overview and Scrutiny Committees.