Agenda and minutes

To approve as a correct record and sign the Minutes of the meeting held on 31 October 2017.

The Minutes (copies of which had been circualted) of the meeting held on 31 October 2017 were approved as a correct record and signed by the Chair.

Councillors and officers to declare any interests which they have in any of the items on the agenda for the meeting.

Councillors and officers were invited to declare any interests they had in any of the items on the agenda for the meeting.

No declarations of interest were made.

To consider call-in items (if any)

There were no call-ins to consider.

To consider a report of the Deputy Chief Executive.

The purpose of this report is to seek views on proposed priority areas for the SSP to focus on in a new SSP Plan. Given the cross-cutting nature of the Partnership’s work, this report is being considered by all Scrutiny Committees.

Scrutiny Committee is asked to:

·           Note the developing Stockport and GM Community Safety Plans, underpinned by completed strategic assessments, and timetables for further engagement and consultation going forward;

·           Consider the proposed priority areas for action in the new SSP Plan set out at paragraph 4.3 of the report.

Officer contact: Peter Owston, 0161 474 3274, peter.owston@stockport.gov.uk

The Deputy Chief Executive submitted a report (copies of which had been circulated) seeking the views of the Scrutiny Committee on proposed priority areas for the Safer Stockport Partnership to focus on in a new Safer Stockport Partnership Plan.

The Cabinet Member for Reform & Governance (Councillor David Sedgwick) supported by Superintendent Emma Taylor (Greater Manchester Police) attended the meeting to present the report and respond to councillors’ questions.

It was commented that the Scrutiny Committee had previously received a number of updates on the development of the Plan.

The following comments were made/ issues raised:-

·         Efforts by GMP to improve the 101 contact number were recognised and welcomed, but there remained scope to improve communication with the public and with councillors, such as attendance at area committees and using the Council website to disseminate information. Other councillors echoed these comments in relation to attendance at area committees. In response the benefits of attendance were acknowledged but the realities of the demands on police resources prevented a commitment being given to attend every meeting although period attendance would be encouraged. Councillors were also encouraged to follow the Police on social media as work was ongoing to improve communication through these channels.  

·         The regeneration of the Town Centre and the opening of Redrock was likely to increase the demand on partnership resources in this area.

·         Recent partnership operations to tackle illegal workers and counterfeit tobacco were welcomed.

·         Clarification was sought on whether the increase in recorded crime in 2017 represented a genuine increase in crime or a reporting increase. In response it was the number of incidents had actually decreased slightly on previous years but because GMP had been criticised by HM Inspectorate of Constabulary for underreporting crimes there had been a Force wide effort to improve and that this would account for much of the increase in the figures.

RESOLVED – That the report be noted and Supt. Taylor be thanked for her attendance.

To consider a report of the Deputy Chief Executive.

This item covers two reports as follows:

·         Mid-Year Corporate Performance and Resources Report (CPRR) 2017/18

·         Mid-Year Leader’s Report 2017/18

The Mid-Year Corporate Performance and Resource Report (CPRR) provides a summary of progress in delivering the Council’s priority outcomes, revenue budget and capital programme during the first half of 2017/18, with a particular focus on the second quarter (July to September).

Updates are included on delivery of policy priorities, alongside Reform Projects. The report also includes mid-year forecasts of budget and performance data, along with an update on the Corporate Risk Register. It is supported by seven Portfolio Performance and Resource Reports which were considered by the most recent Scrutiny cycle.

The Leader’s Mid-Year Report reflects on progress in delivering local priorities and how next year’s budget proposals aim to address the future challenges faced by the Council. It also includes an update on key issues at a Greater Manchester level.

These reports were considered and approved by Cabinet on 14 November.  

Scrutiny Committee is asked to:

•        Consider the Mid-Year Reports;  

•        Review the progress against delivering corporate objectives, key projects, priority outcomes, targets and budgets for 2017/18;

•        Highlight key areas of and responsibility for taking forward corrective action to address any performance or resource issues;

•        Identify how areas of strong performance and good practice can be shared in other services.

Officer contact: Steve Skelton/ Michael Cullen, 0161 474 3174 / 4631 steve.skelton@stockport.gov.uk, michael.cullen@stockport.gov.uk

The Deputy Chief Executive submitted the mid-year update Corporate Performance and Resources Report (CPRR) 2017/18 and the mid-year update Leader’s Report 2017/18 (copies of which had been circulated).

The Mid-Year Update Corporate Performance and Resource Report (CPRR) provided an update on progress in delivering the Council’s Priority Outcomes and budget during the first half of 2017/18 with particular focus on activity in the second quarter.

Updates were included on delivery of policy priorities, alongside Reform Projects. The report also included early forecasts of budget and performance data where this was available, along with an update on the refreshed Corporate Risk Register. It was supported by seven Portfolio Performance and Resource Reports which were being considered by scrutiny committees in the current Scrutiny cycle.

The Leader’s Annual Report reflected on recent national and local events, along with key areas of progress in delivering the vision for Inclusive Growth during the second quarter.

It was reported that the reports had been considered and approved by Cabinet on 14 November 2017.

The Leader of the Council (Councillor Alex Ganotis) and the Cabinet Member for Reform & Governance (Councillor David Sedgwick) attended the meeting to present the report and answer councillors’ questions.

The following comments were made/ issues raised:

·         Comment was made about the challenge of fly-tipping. In response the scale of the challenge was acknowledged and it was stated that the Cabinet would be bringing forward measures to address this in the future.

·         The proposals to support the redevelopment of mills were welcomed.

·         Further information was sought on the impact and operation of the pooling Business Rates with neighbouring local authorities. In response it was commented that that model was evolving, but that approximately half of business rates growth will be retained by individual councils, and the other half would be used to compensate councils that may have lost funding. A portion would also be retained by the Combined Authority to avoid the need to have a Levy. It was anticipated that Stockport would benefit from this scheme and the level of growth was projected to be greater than the loss to the Revenue Support Grant. Nevertheless the complexity of the scheme and the volatility of business rates was emphasised, particular when seeking to calculate the collection base.

·         Clarification was sought on what options the Cabinet had considered before proposing a Council Tax increase of 4.99% given the report acknowledges that this was not the fairest approach. In response it was stated that this was a reference to the fact that Council Tax was not based on the ability to pay, but that in reality the Council had no other option without cuts to services. The proposed increase would mean a reduction of £7m in the Council’s budget saving requirements. The Cabinet was exploring option to increase income and making increased use of business rates, but there were not without challenge and risk.

RESOLVED – (1) That the reports be noted.

(2) That the Borough Treasurer be requested to submit a report to the next meeting on the operation of the Business Rates Pooling scheme.

To consider a report of the Borough Treasurer.

The Council is required to annually review the local scheme of Discounts and Exemptions which are available in respect of Business Rates and Council Tax. The attached report sets out the latest review and recommended changes to the Scheme.

The Scrutiny Committee is invited to give its view on the following recommendations:

·         That the CASC Top-up scheme be continued for the year 2018/19, enabling CASCs to achieve 100% relief from Non-Domestic Rates, provided they meet the qualifying criteria at Appendix 2.

·         That Charity Relief remains limited to the 80% Mandatory Relief for the year 2018/19.

·         That Rural Rate Relief continues to be limited to 50% Mandatory Relief for the year 2018/19 and should any village shops be established in the future then additional discretionary relief should be awarded up to 100%.

·         That Stockport’s scheme for Discretionary Business Rate Relief post revaluation be maintained for year two and calculated as 35% of the increase in rates payable.

·         That the 50% discount and qualifying criteria for Not for Profit organisations be maintained for the year 2018/19.

·         That the local improvement scheme for the Town and District Centres be discontinued for 2018/19. 

·         That the local scheme for large businesses which are new to the Borough or those undergoing significant expansion in the Borough be continued for 2018/19.

·         That the continuation of a case by case approach for Business Rates discounts where exceptional circumstances exist be continued for 2018/19. It is unlikely that Exceptional Circumstances Relief would be awarded to an organisation which was in receipt of support from the Council, either grant funded or commissioned.

·         That the current scheme for Council Tax empty property discounts is maintained for 2018/19 as detailed at para 4.3.2 above and a review of Class D entitlement be carried out during 2018/19.

·         That any Council Tax liability for care leavers up to the age of 21 and up to the age of 25 for those in full time education be reduced to zero for 2018/19.

·         That Stockport’s Council Tax Support scheme is maintained for 2018/19 as detailed at Appendix 5.

·         That the time limits for Universal Credit recipients making a claim for Council Tax Support be extended from one month to 6 weeks

·         That Bereavement Support Allowance be disregarded in the calculation of Council Tax Support for 2018/19 in line with Housing Benefit and Universal Credit regulations.

·         To refresh the Council Tax Support discretionary fund to £100k for 2018/19, supporting customers facing financial difficulty, with no alternative means.

Officer contact: Alison Blount, 0161-474-5107, alison.blount@stockport.gov.uk

The Borough Treasurer submitted a report (copies of which had been circulated) setting out the annual review of the Council’s local scheme of Council Tax discounts and exemptions, and detailing recommended changes to the Scheme.

The Cabinet Member for Reform & Governance (Councillor David Sedgwick) attended the meeting to response to councillor’s questions.

Concerns were expressed that providing full relief to young people leaving care may create a ‘cliff edge’ when such relief ceased if there were no other support provided. In response it was stated that care leavers were provided with a package of support that included support to help them budget.

RESOLVED – That the report be noted and the Council Meeting be recommended to approve the revised Council Tax and Business Rates Discount and Exemption Scheme.

To consider a report of the Deputy Chief Executive.

Stockport Council and Stockport Homes welcome feedback from their customers and have accessible, well-publicised complaints processes in place. An intrinsic part of both organisation’s culture is to actively seek and learn from customer feedback to improve services. The purpose of this report is to provide an overview of complaints, as at the 2nd quarter (July – September) 2017/18.

The Cabinet had consider the report at its meeting on 14 November 2017.

The Scrutiny Committee is asked to:

·         Review performance information contained in this report, and

·         Comment on the performance measures reported and suggest any additional information that might be collected in future.

Officer contact: Anwar Majothi, 0161 474 3182, anwar.majothi@stockport.gov.uk

A representative of the Deputy Chief Executive submitted a report (copies of which had been circulated) providing an overview of complaints, at the 2nd quarter (July - September) 2017/18.

The Cabinet had received and noted this report at its meeting on 14 November 2017.

The Cabinet Member for Reform & Governance (Councillor David Sedgwick) attended the meeting to answer councillors’ questions.

The following comments were made/ issues raised:

·           Clarification was sought on the decrease in the number of responses being provided on time for stage 1 complaints. In response it was stated that the Council had a timescale of 20 working days within which to respond to both stage 1 and stage 2 complaints, as opposed to the 12 week period maximum stipulated by the government, and in most cases this target was met. Where this was not going to be met because of the complexity of the complaint every effort was made to notify this to the complainant. The Council had recently introduced new software to underpin the complaints handling process and this should reinforce the message to staff to ensure these deadlines were met.

·           The quality of the data provided in the report and the information about lessons learnt was commended.

RESOLVED – That the report be noted.

To consider a report of the Deputy Chief Executive.

This report highlights the Councils (excluding schools) sickness absence performance at the half year point, (1 April to 30 September 2017).

The Scrutiny Committee is invited to note and comment on the half year outturn of 4.59 days per FTE which indicates the year end out-turn figure is on track to be within the Council target of 9.5 to 10.5 days.

Officer contact: Greg McNair, 0161-218-1427, greg.mcnair@stockport.gov.uk

A representative of the Deputy Chief Executive submitted a report (copies of which had been circulated) updating the Scrutiny Committee on the mid-year position (April - September) in terms of sickness absence.

The Cabinet Member for Reform & Governance (Councillor David Sedgwick) attended the meeting to answer councillors’ questions.

Councillors welcomed improved levels of absence and efforts to ensure compliance with mandatory training for managers.

It was also commented that additional priority needed to be given to address mental health/ wellbeing, including ensuring the definition was sufficiently drawn to differentiate diagnosable mental ill-health from unhappiness. Ensuring there were quick referrals to support services were important to avoid prolonged absences that may exacerbate difficulties for the employee. In response, the points raised were acknowledged and assurance was given that steps had been taken to refine the stress management toolkit, to educate and encourage managers to respond promptly and to develop self-referral services to help employees with stress.

RESOLVED – That the half year outturn of 4.59 days per FTE, anticipating a year end out-turn within the Council target of 9.5 to 10.5 days, be noted.

To consider a report of the Head of Legal & Democratic Governance.

The Council’s Code of Practice for carrying out surveillance under the Regulation of Investigatory Powers Act 2000 (RIPA) specifies that quarterly reports will be taken to the CRMG Scrutiny Committee to demonstrate to elected members that the Council is complying with its own Code of Practice when using RIPA. 

This report provides an update in relation to the second quarter of the 2017-2018 financial year.

The Scrutiny Committee is invited to note the report.

Officer contact: Rosalind Thorpe, 0161 474 3080, rosalind.thorpe@stockport.gov.uk

A representative of the Deputy Chief Executive submitted a report (copies of which had been circulated) providing an update in relation to the second quarter of the 2017-2018 financial year.

The Council’s Code of Practice for carrying out surveillance under the Regulation of Investigatory Powers Act 2000 (RIPA) required that quarterly reports be submitted to this Scrutiny Committee to demonstrate to councillors that the Council was complying with its own Code of Practice when using RIPA.

There had been no authorisations during the second quarter to use directed surveillance and covert human intelligence sources.

RESOLVED – That the report be noted.

To consider a report of the Cabinet Member for Reform & Governance.

In recent months the Cabinet has presented a series of updates detailing its approach to becoming self-financing by 2020/21 and addressing the significant funding challenges facing the Council. Within its latest update on 14 November, the Cabinet outlined the challenging position facing Adult Social Care and Public Health services and introduced a series of options for addressing these.

This report builds on the updates shared with Scrutiny in September and October/ November on proposals relating to the non-pooled budget and this latest update is now being presented to CRMG Scrutiny Committee for comment.

The Scrutiny Committee is invited to discuss the report and on the Integrated Commissioning, Transformation and Community Capacity proposal (appended) which relates to its remit.

The Scrutiny Committee is invited to comment on the reports and proposals presented within them.

Officer contact: Andrew Webb, 0161 474 3808, Andrew.webb@stockport.gov.uk

A joint report of the Leader of the Council and the Cabinet Member for Reform & Governance was submitted (copies of which had been circulated) inviting the Scrutiny Committee to consider further proposals from the Cabinet to address budget pressures for 2018/19 onwards, including proposals relating to adult social care and public health.

The Director of Public Health and a representative of the Corporate Director for People attended the meeting to respond to questions.

A concern was expressed that budget reprofilling should no longer be needed in the context of pressures on budgets. In response assurance was given that this had arisen from a particular set of circumstances and now that this particular element of the budget had been reprofilled there would be no similar exercise in the future.

RESOLVED – That the report be noted.

To consider a report of the Deputy Chief Executive.

The proposals contained in this report form part of the Growth and Reform Programme and have been subject to the consultation and engagement after agreement from the Cabinet in in July 2017. This business case proposes a course of action to realise £200K savings from the Information Advice and Guidance budget. The changes proposed involve a partial restructure of the service and a targeted offer of voluntary redundancy. 

The Scrutiny Committee is invited to comment on this iteration of the proposals prior to their consideration by the Cabinet.

Officer contact: Alison Blount, 0161-474-5107, alison.blount@stockport.gov.uk

The Cabinet Member for Reform & Governance submitted a report (copies of which had been circulated) providing the Scrutiny Committee with an updated Business Case for the reconfiguration of Information, Advice and Guidance services following a consultation with stakeholders.

The Cabinet Member highlighted the following:

•   Successful relocation of the advice services into Reddish Library, and it was proposed to move ahead with similar mergers elsewhere in the borough to provide greater flexibility in the deployment of staff resources.

•   The existing Citizen’s Advice Bureau contract had been extended by 1 year to allow for consideration of Greater Manchester opportunities.

•   The proposals continued to provide a commitment to the Contact Centre for vulnerable residents.

•   The public consultation had elicited a largely supportive response.

The Scrutiny Committee made the following comments/raised the following issues:-

•     A number of councillors welcomed the commitment given to maintaining telephone contact provision and home visits for those vulnerable residents, as well as continuing to provide face-to-face contact through libraries.

•     Support for residents to ensure they were able to claim those benefits they were entitled to was an invaluable service to some of the most vulnerable, and helped prevent more costly interventions while ensuring resources were available to spend in the local economy. The roll-out of Universal Credit was likely to put more demand on advice services.

It was reported that the increased use of ‘Better off Stockport’ website had reduced demand on services in relation to benefits advice, which had meant that the waiting times for support had reduced from 10 to 2 weeks. Councillors welcomed this improvement.

RESOLVED – That the report be noted.

To consider a report of the Borough Treasurer.

This report seeks the views of the Corporate, Resource Management and Governance Scrutiny Committee on the development of the Council’s Treasury Management Strategy Statement, Annual Investment Strategy and Minimum Revenue Provision Policy for 2018/19, to be considered for approval at the Cabinet Meeting on 6 February 2018 and the Council Meeting on 22 February 2018.

The Scrutiny Committee is asked to give due consideration to the questions set out in the report so that the views can be taken into account in the development of the Council’s 2018/19 Treasury Management Strategy Statement.

Officer contact: Lorna Soufian, 0161 474 4026, lorna.soufian@stockport.gov.uk

The Borough Treasurer submitted a report (copies of which had been circulated) seeking the views of the Scrutiny Committee on the development of the Council’s Treasury Management Strategy Statement, Annual Investment Strategy and Minimum Revenue Provision Policy for 2018/19, to be considered for approval at the Cabinet Meeting on 6 February 2018 and the Council Meeting on 22 February 2018.

The Leader of the Council (Councillor Alexander Ganotis) attended the meeting to answer councillor’s questions.

On behalf of the Scrutiny Committee the chair commended the Borough Treasurer and his team for their positive efforts in managing the Council’s Treasury Management functions.

The following comments were made/ issues raised:-

·         In light of recent and expected rises in interest rates, further information was sought on what triggers there were within the Strategy that might prompt in borrowing practices. In response it was confirmed that there were a series of triggers and examples of recent changes were give. Assurance was given that borrowing rates were kept under review to seek best value.

·         Concerns were expressed that recent consultations from government and accounting bodies may impact on the Council’s Strategy and were potentially in conflict. In response it was stated that the drivers for some of the changes being consulted on were not relevant to Stockport Council’s practices, but that officers were confident policies could be adapted to any new requirements.

RESOLVED – (1) That the Council Meeting be recommended to approve the Council’s Treasury Management Strategy Statement, Annual Investment Strategy and Minimum Revenue Provision Policy for 2018/19.

(2) That the Borough Treasurer and the Treasury Management Team be commended for their hard work in the stewardship of the Council’s Treasury Management functions.

(3) That the Borough Treasurer be requested to circulate a copy to members of the Scrutiny Committee of the Council’s response to the Department for Communities and Local Government consultation on regulations in relation to investments and Minimum Revenue Provision.

To consider a report of the Deputy Chief Executive.

The purpose of this report is to update members on the refresh of the Greater Manchester Strategy and the development of a new Greater Manchester Strategy Implementation Plan.

A refreshed draft of the Greater Manchester Strategy (GMS) was approved by the Greater Manchester Combined Authority (GMCA) at its meeting on 28 July 2017. This report provides an overview of the Greater Manchester Strategy, the priorities within it, and the detailed Implementation Plan that accompanies it.

The full GM Strategy is attached at Appendix 1, along with an Executive Summary (Appendix 2) and Delivery Plan (Appendix 3). A public version has also been published and is available at  http://www.greatermanchester-ca.gov.uk/download/downloads/id/404/greater_manchester_summary.pdf

This report will also be considered by Cabinet at its meeting of 19 December.

Scrutiny Committee is asked to:

•      note that the new Greater Manchester Strategy has now been launched;

•      note that a Greater Manchester Strategy Implementation Plan has been published and that this will be updated 6-monthly and progress monitored against a performance dashboard; and

•      agree to receive regular updates on the GMS Implementation Plan given the Council’s key role in delivering the actions set out in this document.

Officer contact: Steve Skelton, 0161 474 3174, steve.skelton@stockport.gov.uk

A representative of the Deputy Chief Executive submitted a report (copies of which had been circulated) updating the Scrutiny Committee on the refreshed Greater Manchester Strategy and Implementation Plan agreed by the Greater Manchester Combined Authority in July and officially launched in October 2017.

The Leader of the Council (Councillor Alexander Ganotis) attended the meeting to answer councillor’s questions.

Councillors welcomed the refreshed documents, though expressed disappointment that this Scrutiny Committee and the Combined Authority Overview and Scrutiny Committees had not been consulted on the Strategy in advance of its approval.

RESOLVED – (1) That the report and the launch of the new Greater Manchester Strategy be noted.

(2) That the publication of the Greater Manchester Strategy Implementation Plan, including the intention to update the Plan 6-monthly and monitor progress against the performance dashboard be noted.

(3) That support be given to the Scrutiny Committee receiving regular updates on the Implementation Plan in light of the Council’s role in delivering the actions set out in this document.

To consider a report of the Deputy Chief Executive.

In December 2016, the GMCA and AGMA agreed to undertake a consultation on the formal closure of the Section 48 AGMA Grants programme and the development of a new funding programme for culture under Greater Manchester Combined Authority (GMCA). Following this consultation, this report seeks the agreement of Cabinet to the closure of the AGMA Section 48 grants programme.  This will be replaced with a similar GMCA Culture and Social Impact Fund from April 2018.

The Scrutiny Committee is asked to:

i)     Note the outcome and mitigating actions of the completed consultation on the proposed closure of the AGMA-run Section 48 grants programme;

ii)    Note and comment on the recommendation that Greater Manchester local authority districts authorise the closure of the Section 48 Grants scheme, noting that it will be replaced by the GMCA Culture and Social Impact Programme.

Officer contact: Peter Ashworth, 0161 474 2392, peter.ashworth@stockport.gov.uk

A representative of the Deputy Chief Executive submitted a report (copies of which had been circulated) inviting the Scrutiny Committee to consider the outcome of a consultation on closing the AGMA Section 48 Grant scheme and its replacement with a new funding programme for culture to be managed by the Greater Manchester Combined Authority.

The Leader of the Council (Councillor Alexander Ganotis) attended the meeting to answer councillor’s questions.

Councillors welcomed the general principals, and expressed the hope that the new approach would complement Stockport’s own cultural strategic objectives and provide greater support for initiatives in the Borough.

RESOLVED – (1) That the outcome and mitigating actions of the completed consultation on the proposed closure of the AGMA-run Section 48 grants programme be noted;

(2) That the Cabinet be recommended to authorise the closure of the Section 48 Grants scheme, noting that it will be replaced by the GMCA Culture and Social Impact Programme.

To consider a report of the Deputy Chief Executive.

This report outlines the steps the Council takes to manage information risk, and updates the Scrutiny Committee on the findings of a Review commissioned earlier this year into information risk, and the steps taken to address areas for improvement through the establishment of an Information Risk Programme.

The Scrutiny Committee is asked to:

•     discuss and note the report

•     receive a detailed update on preparedness for General Data Protection Regulation implementation at its February 2018 meeting.

Officer contact: Steve Skelton, 0161 474 3174, steve.skelton@stockport.gov.uk

A representative of the Deputy Chief Executive submitted a report (copies of which had been circulated) updating the Scrutiny Committee on the steps taken by the Council to manage information risk, including providing details of the findings of a review into these risks. This report had been requested by the Scrutiny Committee.

The following comments were made/ issues raised:-

·         Further information was requested on what steps were taken to ensure staff were implementing security measures. In response it was clarified that instructions relating to security were part of the staff induction and the subject of regular reminders.

·         Concern was expressed about the increased number of data breaches. In response it was stated that this was in part attributable to efforts to encourage reporting of such incidents. Where there were repeated incidents or patterns then these were given greater focus to address underlying issues.

RESOLVED – That the report be noted.

To consider a report of the Deputy Chief Executive.

(Note: the Chair has agreed that this item, although not included on the agenda, should be considered as a matter of urgency in accordance with Section 100B(4)(b) in order to allow the Scrutiny Committee to consider the matter promptly.)

The report provides an overview of the work undertaken by the Information Governance team and in particular the steps taken to improve Freedom of Information (FOI) request handling.

The Scrutiny Committee is asked to discuss and note the report, and request any additional information as necessary.

Officer contact: Steve Skelton, 0161 474 3174, steve.skelton@stockport.gov.uk

(Note: the Chair was of the opinion that this item, although no included on the agenda, should be considered as a matter of urgency in accordance with Section 100B(4)(b) in order to allow the Scrutiny Committee to consider the matter promptly).

A representative of the Deputy Chief Executive submitted a report (copies of which had been circulated) providing the Scrutiny Committee with an overview of the work undertaken by the Information Governance Tram and steps taken to improve the Freedom of Information (FOI) request handling.

The following comments were made/ issues raised:-

·         Concerns were expressed that the Council was not meeting its obligation to provide a response to an FOI within 20 days, and clarification was sought on whether the figures quoted in the report were reflective of an exemptions to this requirement where the response required was particularly complex. In response it was accepted that the Council was not fully compliant with the requirements. It was further commented that the Information Commissioner had strengthened the target from 80% to 90% of responses within 20 days. Notwithstanding the performance data in the report the Council was aiming, and expecting to, achieve this target by year end. Assurance was given that a breakdown of compliance data would be included in Quarter 3.

·         Concerns were also expressed about compliance with Subject Access Requests deadlines and a further report on compliance was requested at year end. In response the issues with performance was again acknowledged and it was commented that while steps were being put in place to improve this, there was less confidence that full compliance with the target would be achieved.

RESOLVED – (1) That the report be noted.

(2) That the Deputy Chief Executive be requested to ensure that performance data in relation to Freedom of Information Request responses in future Portfolio Performance and Resources Reports include an indication of the number of requests that were exempt from the 20 day target by virtue of their complexity.

(3) That the Deputy Chief Executive be requested to report back to the Scrutiny Committee following year-end to provide a further update on compliance with Subject Access Requests response targets.

To consider a joint report of the Borough Treasurer and the Monitoring Officer.

(Note: the Chair has agreed that this item, although not included on the agenda, should be considered as a matter of urgency in accordance with Section 100B(4)(b) in order to allow the Scrutiny Committee to consider the matter promptly.)

The report sets out a proposal to temporarily amend the Council’s Contract Procedure Rules to allow for the piloting of a risk-based sourcing approach for procurement.

The Scrutiny Committee is invited to review and comment on the proposed changes and recommend to the Council Meeting that it approve the necessary changes to the Council Constitution.

Officer contact: Nichola Cooke (STAR), 07711 45455.

(Note: the Chair was of the opinion that this item, although no included on the agenda, should be considered as a matter of urgency in accordance with Section 100B(4)(b) in order to allow the Scrutiny Committee to consider the matter promptly).

The Borough Treasurer submitted a report (copies of which had been circulated) inviting the Scrutiny Committee to consider a proposal to amend temporarily the Council’s Contract Procedure Rules to allow the Council to take part in a pilot of risk-based sourcing for procurement in conjunction with STAR partners.

The Cabinet Member for Reform & Governance (Councillor David Sedgwick) attended the meeting to respond to any questions councillors may have had.

Councillors welcomed the potential cost savings this approach may realise.

RESOLVED – That the Council Meeting be recommended to approve the necessary changes to the Council’s Contract Procedure Rules as set out in the report, to allow it to take part in the risk-based sourcing procurement pilot being undertaken by STAR Procurement, and that the Borough Treasurer be requested to submit a report back to this Scrutiny Committee after 12 months of its operation detailing any savings or efficiencies this had realised.

To consider a report of the Democratic Services Manager.               

The report sets out planned agenda items for future meetings of the Committee and Forward Plan items that fall within its remit.

The Scrutiny Committee is invited to consider the information in the report and put forward any agenda items for future meetings.

Officer contact: Jonathan Vali, 0161 474 3201, jonathan.vali@stockport.gov.uk

A representative of the Democratic Services Manager submitted a report (copies of which had been circulated) setting out planned items for the Scrutiny Committee’s next meeting and Forward Plan items that fell within its remit.

RESOLVED – That the report be noted.