Agenda, decisions and minutes

There were no declarations of interest.

That the report be received.

The Member Engagement Manager introduced a report to advise the Committee of its terms of reference.  He advised that the creation of the Organisational Change Overview & Scrutiny Committee had simplified reporting lines, however, there was still a small element of shared responsibility as the Corporate Resources Overview & Scrutiny Committee also had a role in the development of Alternative Delivery Models (ADM) and in the overview of the Organisational Design and Change programme.

The Member Engagement Manager took the opportunity to remind Members of the workshop which was to be held on 29 June 2015 on Alternative Delivery Models.

RESOLVED:

That the report be received.

That the Committee formally receives the report but that the comments of Members be commended to the Policy & Performance team where necessary.

The Chief Officer (Organisational Change (1) )  introduced a report to consider elements of the 2014/15 Year End Improvement Plan Monitoring Report relevant to the Committee.  He advised that the following Improvement Plan sub-priority reports were attached at Appendix 1 and Appendix 2:

·         Organisational Change

·         Asset Strategy

                        The Chief Officer advised there were currently no high (Red) risk areas identified within the elements of the Improvement Plan Monitoring Report relevant to the Committee.

The Chief Officer (Organisational Change (1) ) reported on the sub-priority report for Organisational Change and referred to structural reviews and alternative models of delivery.   He highlighted the areas which had progressed well and areas where the measure had not been achieved as expected.  He advised that a further detailed report on Alternative Delivery Models (ADM) would be submitted to the meeting of the Committee to be held on 28 September 2015.

                        The Chief Officer (Organisational Change (2) ) gave an overview of the sub-priority report for Asset Strategy.  He reported on work and achievements during 2014/15  and referred to intensive work around the development of Community Asset Transfers.  He also commented on the work undertaken to develop and integrate services to achieve a more community based approach and cited the Connects Centre in Connah’s Quay as an example.  The Chief Officer referred to implementation of the agile and mobile working policy in the Authority which enabled the workforce to work in different areas and referred to the change workspace initiative and the need for scanning and storage of appropriate documentation.

                        The Chairman invited questions from Members.

                        Councillor Carolyn Thomas raised questions around the ADM and acknowledging  the need to achieve value for money asked if all services areas were being considered by the Authority, citing local service areas such as streetlighting, grass cutting, and play areas as examples.  She asked further questions around the Independent Review and the workspace initiative and raised concerns around the retention and storage of records for future reference. 

                        The Chief Officer (Organisational Change (1) ) responded to the questions concerning ADM and explained that the aim was to explore the feasibility of providing alternative delivery models that retained as many services and jobs as possible.  He commented on the need to work with the Chief Officers and their teams responsible for service delivery to identify what would be possible in terms of protecting services and being more cost efficient; this may or may not require changes to be made.  He said a report would be brought back to the Committee to update on progress following the Workshop to be held on 29 June 2015.  The Chief Officer also responded to the queries and concerns raised by Councillor Thomas in relation to play areas and asset transfer.

Concerning retention and storage of documentation and records, the Chief Officer (organisational Change (2) ) gave an assurance that work would be undertaken sensitively in conjunction with the Council’s Archivist to determine what documentation and records needed to be retained by the Authority and for  ...  view the full minutes text for item 9.

That the Committee formally receives the report but that the  comments of Members be commended to the Policy & Performance team where necessary

The Chief Officer (Organisational Change (1) ) introduced a report on the 2014/15 Year end Service Performance Reports produced at Chief Officer level for their respective portfolios.   Copies of the detailed Year end Chief Officer Performance reports were attached at Appendix 1 for Organisational Change (1) and Appendix 2 for Organisational Change (2).

                        Members were invited to raise questions.

Councillor Clive Carver congratulated the Chief Officer (Organisational Change (1) and his team on the Flintshire Record Office achievement as the first archive repository in North Wales to gain accredited status by the National Panel 

Councillor Carver commented on the information that parish registers had been sent to DeepStore and expressed concerns that this may prohibit access to them by individuals undertaking research.  In his response the Chief Officer (Organisational Change (1) explained that prior to sending to DeepStore records were digitised/microfiched.  He advised that the primary records which were of most interest to the public and researchers were retained on site.  The Chief Officer said he would provide further information to Councillor Carver concerning which records had been sent to DeepStore. 

            RESOLVED:

That the Committee formally receives the report but that the  comments of Members be commended to the Policy & Performance team where necessary

(a)       That  the Forward Work Programme as submitted, with the verbal amendments be approved;

(b)       That the Member Engagement Manager, in consultation with the Chair and Vice-chair be authorised to alter the forward work programme between meetings.

The Member Engagement Manager introduced the Forward Work Programme.  He drew attention to the Alternative Delivery Model workshop to be held on 29 June 2015 to which all Members had been invited.

            In response to a request from Councillor Carolyn Thomas the . Chief Officer (Organisational Change (1) ) agreed to provide further  information on the subject of play areas during consideration of the item on Community Asset Transfers which was scheduled on the Programme for the next meeting of the Committee on 21 July 2015.

 RESOLVED:

(a)       That  the Forward Work Programme as submitted, with the verbal amendments be approved;

(b)       That the Member Engagement Manager, in consultation with the Chair and Vice-chair be authorised to alter the forward work programme between meetings.