Agenda and minutes

To receive apologies for absence.

Apologies for absence were received from Councillor R Galloway.

To confirm the minutes of the Scrutiny Board held on 3 June 2014.

RESOLVED that the minutes of the meeting of the Scrutiny Board held on 3 June 2014 be approved as a correct record.

To consider any matters arising from the minutes of the previous meeting.

There were no matters arising from the minutes of the last meeting.

To consider any matters arising from the minutes of the previous meeting.

There were no declarations of interest from any of the members present.

The Chairman thanked those that attended the Overview and Scrutiny training held on 15 July 2014. The Chairman advised the board that the presentation from the training session was available for viewing online.

The Board received a report from the Service Manager (Community) providing an update on progress with regard to the recommendations arising from the Leisure  Panel’s Review of Leisure, carried out in 2012.

The Service Manager was invited to join the meeting for the debate on this item and answered members’ questions in connection with the report.

An update was provided on what progress had been achieved over the last two years and the Board was pleased to note that the majority of recommendations had been actioned. It was recognised that some had not yet been implemented due to cost issues. Special attention was drawn to the recommendation regarding outsourcing of sport development, updating the Board on changes to the role of the Community Officer (Sport and Leisure Infrastructure) which has led to a refocus of the officers time onto infrastructure rather than sports development activity.

Members raised questions regarding proper use of sport facilities and if certain sites were getting reasonable and fair use from teams within the borough. The Service Manager assured questions would be investigated.

Members also raised concerns over the effectiveness of self-managed sites and pitches. The Service Manager advised more work needed to be completed in regard to self-managed sites. The Board was also advised that officers were looking into providing information and training on the self management of sites to assist members of the public. The Chairman thanked Claire Hughes for the report.

RESOLVED that the report be noted and that the Scrutiny Panel be requested to build upon work to date focusing on Self-Management of pitches.

The Board considered a report from the Governance and Logistics Policy and Development panel setting out the Panel’s findings in connection with its review of Electoral Arrangements.

Members of the Scrutiny Panel presented their report to the Board and answered members’ questions in connection with the Panel’s proposals.

The Board discussed the importance of investigating the different options available to the Council for providing and maintaining excellent standards for local, general and European elections. Concerns were raised over the viability and practicability of using the Public Service Plaza as a venue for counting and announcing election results. It was agreed that members would attend a full rehearsal of an election to ensure the feasibility of its use.

Members also raised issues regarding catering, number of scrutineers, number of guests per candidate and availability of results post announcement. It was advised by the scrutiny lead that these issues were not in the remit of the report so were not investigated. The Chairman advised these question had been passed to Democratic Services who would forward to appropriate officers.

During the course of the discussion the board agreed the following amendments:

• Recommendation 2.1 and paragraph 4.1 to replace the word ‘counting’ with ‘checking’.

• Paragraph 4.11 to be removed from the report..

• Recommendation 2.5 to read ‘A timetable be available at the count detailing the running order of the evening.
  
  

RECOMMENDED to the Cabinet that

(1)  A central desk for the checking of spoilt ballot papers be introduced;

(2)  Candidates be informed of the election results prior to them being announced on the stage;

(3)  Havant Borough Council’s PA system be used for future counts;

(4)  Improved publication of the agents briefing to ensure attendance by all agents;

(5)  A timetable be available at the count detailing the running order of the evening;

(6)  A breakout area for staff be introduced during the count to help alleviate staff tiredness;

(7)  Vehicle access to the area allocated for the delivery of ballot boxes be restricted on health and safety grounds; and

(8)  The Public Service Plaza be the preferred venue to hold the count and this be investigated before any other alternative venue options be considered.

The Board was given an opportunity to review progress to date with regard to

the various scrutiny and policy reviews currently being undertaken by the

Panels and to identify potential new matters for scrutiny.

RESOLVED that:

(1)  A scrutiny o the Review Outside Bodies by the Governance and Logistics Panel be included on the Work Programme;