Agenda and minutes

To receive any apologies for absence.

The Chair welcomed all Members and gave thanks to Councillor Baker for Chairing the Committee through the last municipal year.

Apologies for absence were received from Councillors Birtwistle and Whitaker. 

To approve as a correct record the minutes of the previous meeting.

The minutes of the meeting held on 8^th March 2023 were approved as a correct record and signed by the Chair.

Arising from the minutes, clarification was sought with regards the signage in the Standish Street area.  Paul Gatrell would follow up, along with the query on how many veterans had been assisted by the Ex-Offenders Government Support Grant.

Councillor Barton reported back to the Committee that in respect of how many referrals came from doctors/GPs in relation to Cosy Homes in Lancashire (CHiL), that information could not be provided, as they were not tracked to that level of detail.   

To determine whether there are any additional items of business which, by reason of special circumstances, the Chair decides should be considered at the meeting as a matter of urgency.

There were no additional items of business to be considered. 

To receive any declarations of interest from Members relating to any item on the agenda, in accordance with the provisions of the Code of Conduct and/or indicate if S106 of the Local Government Finance Act 1992 applies to them.

No declarations of interest were received. 

To determine during which items, if any, the public are to be excluded from the meeting.

Exclusion of press and public was as set out in the agenda.  There were no private items to be considered. 

To consider questions, statements or petitions from Members of the Public.

One member of the public had submitted a request to speak but was not in attendance.  No other questions, statements or petitions had been received from members of the public. 

To note the Scrutiny Procedure Rules (Part 4e of the Constitution) which outlines how the Scrutiny Committee operates and fits into the Council’s decision making process.

The Committee was asked to note the Scrutiny Procedure Rules, as per the Council’s Constitution, which outlined how the Committee operates and fits into the Council’s decision-making process. 

The Chair drew particular attention to rules pertaining to Members subject to a party whip and Members’ involvement with the work programme and agenda items.     

RESOLVED – That the Scrutiny Procedure Rules be noted. 

To consider the list of future Key Decisions.

Members were asked to note the Notice of Key Decisions and Private Meetings (NKDPM) published on 12^th May 2023, subject to the date change of the Allotment Review 2023 and the Acquisition of temporary accommodation to July 2023. 

A concern was raised in relation to homeless people outside shops.  Reassurance was given that the Homeless Service does engage with people in the Town Centre and offers services. 

Members were reminded that should they wish the Committee to consider any items on the NKDPM, they should inform the Chair. 

RESOLVED – That the NKDPM of 12^th May 2023 be noted. 

To receive an update on the Scrutiny Review Groups 2022/23.

To consider the Committee’s work priorities for 2023/24 and how best they can be addressed by the Committee, including any Scrutiny Review Groups to carry out work based on objectives agreed by the Committee.  (Please see attached proforma for Members to consider/outline any issues best suited to be looked at by a Scrutiny Review Group, such as evidence-based task and finish work).

Councillor Hurt and Wild declared a personal interest in the Calico Review Group update, as Calico tenants. 

Paul Gatrell gave a verbal update on the Review Groups for 2022/23.  The Calico review had been concluded.  It was reported that previously there had been a 6 monthly invite to Calico.  A meeting had taken place with the new Managing Director, and it was reported that they were happy to continue to attend and update the Committee.  It was felt that it was important to maintain a Member/Calico relationship and continue the dialogue with Calico.  It was felt that once the MD had settled into post an invite should be issued. 

It was queried whether the Council could be included on the membership of the Board, as it had been previously.  It was advised that the transfer agreement would outline if there was any entitlement to Board membership, and if so, that would need to be determined by Council. 

Paul Gatrell would circulate the Calico Annual Report to the Committee for information. 

A further update was given on the Queensgate Review Group.  Meetings had taken place between Councillors Birtwistle and Royle, and community representatives.  Actions had been followed up and the Review concluded.

It was suggested that the Review continue, but with the possibility of Ward Councillors taking up instead.  Councillor Birtwistle could provide a further update at the next meeting. 

Members were referred to the Scrutiny Work Programme Proposal form which was intended to assist Members in developing their scrutiny review ideas for the coming year.  Each review needed to be properly project managed, should have a set of objectives and an initial view on the outcomes that the review would seek to achieve.  Wherever possible review groups should be guided by SMART objectives (specific, measurable, achievable, realistic and time-bound).

Members of the Committee were encouraged to complete and return the proposal form with ideas to enable an informed discussion at the next meeting.  Members would also be asked to commit to participating in reviews in which they were interested, relevant officers would be identified, and realistic objectives and timeframes considered.

The Head of Policy and Engagement outlined a proposal for a Review Group that would look at the use of Chatbots in the Liberata Contact Centre.  One of the contract objectives was increased performance in answering calls, and therefore Liberata wanted to change how calls are handled.  Chatbots would signpost callers to how they can complete certain business online, which would free up customer advisors to answer/deal with more technical calls.  The Committee could look at how the Chatbot may work, the impact, and make recommendations for implementation/improvement.  Whilst it would increase performance against the key performance indicator, the usefulness needed to be determined,     

It was felt that wider customer service also needed to be looked at in terms of being equipped to deal with volume and complexity of calls.

It was also reported that it was year 7 of a 10-year contract with Liberata, with the possibility of a  ...  view the full minutes text for item 126.

To identify any items for the Work Programme for 2023/24, taking into account previous year items carried forward, annual items based on the Policy Framework, annual items and others of interest to the Scrutiny Committee, any Scrutiny Review Groups, and any Executive reports during the year to be scrutinised before those meetings. 

The Committee considered the draft work programme for 2023/24.  The Chair highlighted the importance of the finance reports and also the inclusion of the Planning Authority Monitoring Report 2021/22 for the next meeting.

The Licensing Policy item scheduled for September was to be removed as it was a stand-alone item in the previous municipal year.    

RESOLVED – That the work programme for 2023/24 be noted.