Issue - meetings

That the progress achieved during Q4 of 2022/23 be noted and the contents of the report be endorsed.

Councillor Tod introduced the report and drew attention to the action notes of the Performance Panel that had convened on 22 May 2023 to consider the report in detail (as set out at Appendix 4) which had then been taken to the Scrutiny Committee.  The output of this process was then brought to Cabinet. 

At the invitation of the Leader, Councillors Horrill and Wallace addressed Cabinet as summarised briefly below.

Councillor Horrill

She expressed concern that the usual process of responses to the Panel’s questions being provided in good time for the following Scrutiny Committee had not taken place on this occasion. 

Councillor Wallace

Regarding a utility scale renewable energy generation scheme that was being undertaken by the Council and referred to the report, he requested further information to understand the project further.  He reiterated that all Members be kept informed and consulted upon on future projects and decisions.

Councillors Tod and Councillor Learney, together with the Strategic Director & Monitoring Officer responded to the points raised by councillors including confirming that the role of the Performance Panel would be reconsidered by the Monitoring Officer, in consultation with the Leader, the Chairperson of Scrutiny Committee and the leader of the principal opposition group.  Councillor Learney referred to the Carbon Neutrality Action Plan and projects to help deliver renewable energy outcomes.   

Cabinet agreed to the following for the reasons set out in the report and outlined above.

RESOLVED:

That the progress achieved during Q4 of 2022/23 be noted and the contents of the report be endorsed.

Recommendations:

That the Scrutiny Committee:

1.       Notes that the Performance Panel met on the 22 May 2023 to scrutinise the attached report, CAB3403 and its associated appendices. The minutes of the panel’s meeting are included as an appendix of the Cabinet report.

2.       Notes that a verbal update will be provided at the Scrutiny Committee.

3.       Raises with the Leader or relevant Cabinet member any issues arising from the information in this report, ref CAB3403, which is being presented to Cabinet on the 18 July 2023 and considers whether there are any items of significance to resolve or to be drawn to the attention of Cabinet.

Councillor Caroline Horrill, Chairperson of the Performance Panel introduced the report, reference CAB3403 which set out the Quarter 4 Performance Monitoring report, (available here).

Councillor Horrill gave an overview of the following matters:

1. That the panel met on May 22nd with Councillors Horrill, Laming, Pett, and Bolton. Also in attendance were Councillor Porter and Councillor Todd and several officers.

2. 22 questions were provided in advance to officers, the panel had reviewed the report and discussed several issues, including the climate agenda, major projects, and housing matters.

3. A few questions remained outstanding, and officers had, ahead of today's meeting provided an updated list of actions and the associated responses.

4. This document would be circulated to other panel members and any unanswered questions would be brought to the Cabinet meeting for further discussion on 18 July 2023.

5. It was requested that officers provide written clarification on the panel's future way of working, in particular, the Vice Chair requested a copy of the Performance Panels terms of reference, and a process map explaining how the panel should prepare for the Performance Panel meeting.

The committee discussed the report and the points raised by Councillor Horrill and the following additional points were made.

1.  That a discussion about the timing of reports and the need for investigation into the process was welcomed. There was a need for clarity on the process, including attendance at panel meetings.

2.  It was suggested that publishing the draft report earlier to allow additional reading time may be possible and that efforts to make the report simpler and focused on exceptions were underway.

3.  Regarding page 227 - Benches on High Street, these were installed on May 9th, the council had performed better than stated in the report.

4.  Regarding page 231 - Carbon statistics, it was queried regarding the accuracy of carbon intensity measures used, as it was important for accurate measurement and evaluation.

5.  Regarding page 251 - General invoices, the Council was still issuing paper invoices for certain services, progress needed to transition to digital methods.

6.  Regarding KPIs VLE9 and VLE10 - Tourism spending and Winchester's position as the home of English winemaking. Councillor Reach requested a meeting with Councillor Tod to discuss further promoting Winchester's role in English winemaking and showcasing local businesses.

RESOLVED:

The committee:

1. Noted that the performance panel had met on 22 May 2023 to scrutinise the report, CAB33403, and its associated appendices.

2. Noted the draft minutes of the panel's meeting and the verbal update provided by the Chairperson.

3. Requested that officers and the leader of the council review the points raised by the panel as detailed above.

4. That officers clarify the procedures and timescales that future meetings of the performance panel would operate to.