Agenda and minutes

To confirm as a correct record the Minutes of the previous meeting.

RESOLVED that the Minutes of the meeting held on 15 March 2018 be approved as a correct record, subject to the following revisions:

•   That the minute of the discussion regarding potential conflicts of interest be revised to include specific reference to a suggestion that the Leader of the Council, Chief Executive and Finance Officer should not be directors of any companies.

•   That the minute of the discussion regarding previously expressed Member concerns should have its wording revised to the following: ‘A number of Members stated that they had previously expressed concerns regarding the Council’s involvement with and management of Pathway for Care and were dissatisfied with the outcome obtained.’

•   That the minute of the discussion regarding the motions circulated to the Committee should be revised to clarify that one of the suggestions was that a Member task force be created to consider lessons learned from the Council’s experiences with Pathway for Care.

To receive any apologies for absence and notification of any substitute Members in accordance with the Constitution.

Committee Members: Mr R. Mantle, Mr D. Powell, and Mrs D. Ross-Tomlin (substituted by Cllr Mr D. Allcard)

Others: None

To receive any Declarations of Interest (including the existence and nature of any Party Whip).

No declarations of interest were made.

To receive a briefing from Councillor Mrs R. Mill on the Leisure & Wellbeing and Health Portfolios, and to consider any issues that arise.

To consider any Advance Questions submitted.

The Committee received a presentation from Councillor Mrs R. Mill, Executive Member for Leisure and Wellbeing, regarding the Council’s work and associated matters around Leisure, Wellbeing and Health. This included an overview of the Council’s current key activity areas and future plans, including information regarding the following areas:

·         The Wellbeing Prescription Service and other prevention work.

·         Ageing Well support, including taxi vouchers and the Get Active 50+ scheme.

·         Leisure centres in the borough.

·         Activities and sports programmes for children and young people.

·         The Harlequin Theatre and Cinema, including the Star for the Night event and accessibility provision.

·         The Council’s work with the voluntary sector.

·         Wellbeing and skills development support for Council employees.

·         Key local challenges, the way forward and the 5 Year Plan.

The Committee was advised that the Council would particularly be looking to act in a leadership and coordination role to help optimise and enhance services provided by the wide range of local organisations, including the NHS, voluntary groups and other agencies. The importance of preventative action and promoting positive social determinants of health was noted to be an important element of supporting residents and ensuring that services were able to meet future demand.

The Committee considered and discussed the report. There were a number of questions and comments on the report, relating to the following topics:

·         The Wellbeing Prescription Service. It was identified that the Wellbeing Prescription Service currently only covered the sections of the borough within the area of operations of the East Surrey Clinical Commissioning Group (CCG), due to the requirement for supporting funding from the relevant CCG. It was noted that the northern areas of the borough within the area of operations for the Surrey Downs CCG were not currently covered as the Surrey Downs CCG was not currently providing funding for the service. The Committee was advised that the Council was continuing to work to expand the service to the entirety of the borough, and was seeking to encourage Surrey Downs CCG to support the service. Members supported the principle that the Council should continue to aim to provide equivalent support across all areas of the borough.

·         Apprentices. It was confirmed that apprentices employed by the Council were paid in line with the relevant national minimum wage requirements.

·         Transport options in the borough. It was identified that transport provision in the borough continued to be an important consideration, and that a range of options were under consideration at a borough and county level. There was an indication of Member support for cycling provision in the borough. It was identified that the current taxi voucher scheme generated more positive feedback from residents than the previous bus-based support, and was also more cost-effective.

·         Dementia support. The establishment of a Dementia working group was supported as a positive step. It was confirmed that the dance activities delivered at the Anchor care homes in Banstead were also open to the public.

·         Leisure Centres. A query was raised regarding visitor statistics for the Leisure Centres in the borough  ...  view the full minutes text for item 57.

To consider the Internal Audit Strategy and Audit Plan for the period 2018/19.

To consider any Advance Questions submitted.

The Committee considered a report on the Council’s Internal Audit Strategy and Internal Audit Plan for 2018/19. The Chairman reminded Members that the Overview and Scrutiny Committee was the audit committee for the Council.

The Committee considered and discussed the report, the Internal Audit Strategy and the Internal Audit Plan for 2018/19. There were a number of questions and comments on the report, relating to the following topics:

·        Strategic Risk SR1 – Financial sustainability and commercial service development. It was confirmed that the review of this risk initially scheduled for 2017/18 had been deferred to 2018/19.

·        Strategic Risk SR7 – Cyber security. It was queried if an additional audit of cyber security processes would be advisable, given recent media reports of related concerns. The Committee was advised that the Council maintained an ongoing cyber security programme, but that an additional audit of these processes was not judged to be required at this time due to the assurance provided by the thorough review in 2016/17. It was noted that an element of the Council’s IT arrangements was subject to review on a rotating annual basis.

·        Strategic Risk SR8 – The UK’s exit from the European Union. Members were advised that no audit was proposed in relation to this risk as the uncertain impact of the event and lack of directly associated advance actions meant that there were no clear processes to audit. It was noted that the uncertainty in this area was reflected in the Council’s planning, where possible.

·        Strategic Risk SR10 – Recycling credits. Members were advised that no audit was proposed in relation to this risk as negotiations regarding recycling credits were currently ongoing and the Council was aware of the risk.

·        Strategic Risk SR11 – Data protection. A query was raised regarding the relevance of the new General Data Protection Regulations (GDPR) to the Council and the proportionality of the Council’s response to the regulation. It was confirmed that the regulations were relevant to Council, due to both their legislative requirements and the Council’s duty to protect its residents and vulnerable individuals within the borough, whose data was protected by the regulations. The Committee was advised that the Council’s response to the regulations was considered to be proportionate.

·        Actions in the event of issues being identified by internal audits. The Committee was advised that in the event of issues being identified by an internal audit a remediation plan would be implemented. It was noted that completed internal audit reports were available on the e-Members room, and that any areas identified to have significant concerns would be brought to the attention of the Committee.

·         The audit service providers. It was confirmed that the current audit service providers were an established provider of audit services with sufficient expertise to address the wide range of matters handled by the Council.

·         Fees for the internal audit service, and associated deed of variation. It was identified that a contractual deed of variation has been signed due to an extension of the contracted period.  ...  view the full minutes text for item 58.

To consider the draft Annual Report of the Committee’s work for the year 2017/18 for recommendation to the Council.

To consider any Advance Questions submitted.

The Committee considered the draft Annual Report of the Committee’s work for the municipal year 2017/18.

It noted that whilst there remained provision for joint scrutiny work in Surrey, there had been none undertaken as no agreement had been reached on a single county wide topic.

RECOMMENDED that the Overview and Scrutiny Committee: Annual Report 2017/18 be noted.

To consider any items arising from the Executive which might be subject to the ‘call-in’ procedure in accordance with the provisions of the Overview and Scrutiny Procedure Rules set out in the Constitution.

It was reported that there were no items arising from the Executive that might be subject to the ‘call-in’ procedure in accordance with the provisions of the Overview and Scrutiny Procedure Rules.

To consider any item(s) which, in the opinion of the Chairman, should be considered as a matter of urgency - Local Government Act 1972, Section 100B(4)(b).

(NOTE: Under the Committee and Sub-Committee Procedure Rules set out in the Constitution, items of urgent business must be submitted in writing but may be supplemented by an oral report.)

There was no other urgent business.