Agenda and minutes

RESOLVED

That Councillor Peter Mason be appointed Chairman for the meeting.

To note any apologies for absence.

Apologies, due to Council business, were received from Councillor J Macrae.

To provide an opportunity for Members and Officers to declare any personal and/or prejudicial interests in any item on the agenda

There were no declarations of interest.

In accordance with Procedure Rules Nos.11 and 35 a total period of 10 minutes is allocated for members of the public to address the Committee on any matter relevant to the work of the Committee.

Individual members of the public may speak for up to 5 minutes but the Chairman will decide how the period of time allocated for public speaking will be apportioned where there are a number of speakers.

In order for an informed answer to be given, where a member of the public wishes to ask a question of a Cabinet Member three clear working days notice must be given and the question must be submitted in writing.  It is not required to give notice of the intention to make use of public speaking provision, however, as a matter of courtesy, a period of 24 hours notice is encouraged.

There were no questions from members of the public.

To approve the minutes of the meeting held on 15 July 2010.

The minutes of the meeting held on 15 July 2010 were approved as a correct record.

The decision made by the Sub Committee at its meeting on 15 July (minute 5 refers) was called in and considered by the Corporate Scrutiny Committee on 26 August.  A copy of the report considered by that Committee is attached, along with its Appendices 1 and 3. 

The recommendations of the Corporate Scrutiny Committee will be circulated as soon as they are available. 

The Sub Committee is now requested to consider these recommendations.  In accordance with Scrutiny Procedure Rule 12.8 the Sub Committee is not bound to accept any advice offered to it and has sole discretion on any further action to be taken, including:

1. Confirming with or without amendment the original decision; or
2. Deferring the matter pending further consideration; or
3. Make a different decision.

The decision made by the Sub Committee at its meeting on 15 July (minute 5 refers) had been called in and considered by the Corporate Scrutiny Committee on 26 August 2010.  The reasons for the call in of the decision, the report considered by the Corporate Scrutiny Committee, and its recommendations had all been circulated to the Sub Committee. 

The Sub Committee was advised that whilst it could consider and comment upon the recommendations made by the Scrutiny Committee it was not its role to make recommendations on them; it was advised that this was for Cabinet to do and that the Sub Committee should therefore refer its comments on the Corporate Scrutiny recommendations to Cabinet. 

In considering the recommendations of the Corporate Scrutiny Committee Members were informed that Officers were in the process of drawing up a schedule of decisions that would need to be made over the coming months so as to accommodate, wherever possible, meetings and time for dialogue with the relevant Scrutiny Committees.  In addition it was reported that it was proposed to invite Scrutiny Committee Members to be part of the competitive dialogue process although it was noted that the timetable for the procurement would be very demanding.    

In the light of the advice received the Sub Committee considered the specific recommendations of the Corporate Scrutiny Committee, and commented as follows: -

Reason for call in Ground 1‘That because of the value of this Contract, it should be subject to Scrutiny’

Recommendation of the Corporate Scrutiny Committee

The Transformation of Highways Sub-Committee be informed that the Committee offers no advice in respect of this matter, on the grounds that the criteria used to determine whether a matter should be subject to Overview and Scrutiny does not specify a monetary value.

Comment of the Sub Committee

That this be noted

Reason for call in Ground 2 ‘That Members have not been given the opportunity to scrutinise other options for the delivery of highway services, for example alliances with other authorities.’

Recommendation of the Corporate Scrutiny Committee

(1)  The Portfolio Holders serving on the Transformation of Highways Sub-Committee be requested to open dialogue with immediate effect with this Committee and the Environment and Prosperity Committee, with a view to consulting fully with both committees in relation to their respective interests in this matter, and the sub-committee be advised that the two Overview and Scrutiny committees may wish to be given an opportunity to scrutinise other options for the delivery of highway services, including alliances with other authorities.

(2)  Additionally, Cabinet be informed that this Committee believes there are lessons to be learned from inadequacies identified in the consultation arrangements in respect of the transformation of Highway Services and would therefore urge Cabinet to put in place measures to ensure that in future, Overview and Scrutiny committees are given an opportunity to be consulted on all matters that appear within the Forward plan in a timely fashion.

Comment of the Sub Committee

That in respect of  ...  view the full minutes text for item 11.

To receive a report on progress to date in respect of the highways procurement project.

Consideration was given to a report on progress to date on the procurement project for a new highway maintenance contract.  The report included information on the appointment of Bevan Brittan as external legal advisors, and of Happold Consulting, to provide additional support and advice throughout the transition process.  

The next steps in the process were outlined including the assessment of pre qualification questionnaires in order to prepare a shortlist for the next stage.  An estimate of the timescales involved were given and it was reported that this was currently on schedule.  Members were informed that a series of communications with stakeholders and staff was due to be rolled out in the near future.

RESOLVED

That the report be noted.