Venue: Virtual, online meeting.
Contact: Candida Mckelvey, Democratic Services Officer
Note: To watch the broadcast live, or the recording later, please copy and paste this link into your browser: https://www.youtube.com/c/SouthandValeCommitteeMeetings
Apologies for absence
record apologies for absence
and the attendance of substitute
Apologies were received from Councillor Ron
Declarations of interest
receive any declarations of disclosable pecuniary interests in
respect of items on the agenda for this meeting.
Urgent business and chairman's announcements
receive notification of any matters which the chair determines
should be considered as urgent business and the special
circumstances which have made the matters urgent, and to receive
any announcements from the chair.
Chair had no urgent business, but chair did
remind the committee of the virtual meeting housekeeping rules.
Minutes PDF 240 KB
review and note the Scrutiny Committee draft minutes of the meeting
held on 1 February 2022.
Committee reviewed the minutes of the meeting
on 1 February 2022 and there were no comments raised.
Work schedule and dates for all South and Vale scrutiny meetings PDF 131 KB
To review the attached scrutiny work schedule.
Please note, although some dates are confirmed, the items under
consideration are subject to being withdrawn, added to or
rearranged without further notice.
The A34 diversion routing will be added to the
work programme for follow up. Chair asked that if anybody had any
scope or requests for the public consultations item, please email
receive any questions or statements from members of the public that
have registered to speak.
Quarter 3 corporate plan performance monitoring report PDF 2 MB
To review the quarter 3 report of the Head of
Policy and Programmes, and to provide any comments to the Cabinet
member for corporate services.
committee to contact Cabinet Member and relevant officers regarding
specific questions, and members were invited to request a more
specific item of interest to the work programme for a more
granular, high detail review. Officers were thanked for the work in
producing these reports.
Cabinet Member for
corporate services presented this item.
comments as follows:
- A member asked whether Community
Infrastructure Levy (CIL) spend could be included by spend type,
amount and area. Cabinet Member responded that the team were
replacing the standard board reports, which will be presented as a
landing page on the website, that can signpost people to the
various reports, including CIL spending. Cabinet Member will make a
note to add this. She felt that CIL spend would not be detailed in
the quarterly corporate plan reporting. Head of Policy and
Programmes added that there was more detail under PHPN 2.3 on page
- Typo on page 38 noted – the
wording was meant to be ‘contained outbreak management
- Typo – should read
‘healthy communities’ on the contents.
- Praise given on the information,
accountability and simple to read introducing paragraphs. It was
queried whether there was press release for this –
accessibility of the report. Can we have links to relevant reports?
Head of Policy and Programmes explained that this would link to the
board report landing page – this should meet all of those
needs. Hoping to add interesting graphics to the corporate plan
reporting page. Cabinet member for Engagement added that social
media may be helpful for promoting this reporting.
- What happens to completed line
items? Head of Policy and Programmes explained that those line
items would remain, in case other items of work developed from the
- BSF1.2: Recruiting of an external
funding lead – it was explained that the post had just been
offered to an applicant.
- Leisure decarbonisation project
being a model for future bids – it was responded that work
with Concept Energy was occurring to produce a ready-to-go bid
framework to help save time and improve excellence where there was
not much time to put a bid forward (as in recent bids).
- Data from analytics (Google) –
analytics options were being explored currently.
The team of
officers and Cabinet Member were thanked for their work.
Joint communications and engagement strategy PDF 233 KB
To consider the draft Joint Communications and
Engagement Strategy attached in Appendix 1 and provide feedback for
consideration to the Cabinet Member for Community Engagement.
Cabinet Member for Community Engagement
presented this item. She explained that the communications team was
important to engagement, and this strategy was important for
guiding the team, which was central to the council’s
The councils needed a communications strategy
to govern their communications and ensure consistent and tailored
messaging reach its diverse audiences.
The strategy also covers engagement as the councils’ Public
Engagement Charter needed reviewing and given the natural synergy
between communications and engagement it was an opportunity to
bring the work streams together and reflect the service’s
Cabinet Member welcomed councillor feedback,
as councillors were key to the success of the strategy.
Comments and suggestions to Cabinet Member
were as follows:
- Page 85 of the pack – list of
member responsibilities. The last bullet point was viewed as
important, “Actively fulfill
their role as critical links in the chain of communication with
stakeholders through sharing the views of the public to the council
and keeping their wards briefed on service information and
issues”. It was requested that communications team should
inform ward members ahead of any local press release. Cabinet
Member explained it was a council-wide responsibility, with
different teams needing to feed into the communications team.
Communication and Engagement Manager drew attention to the InFocus
newsletter and Town and Parish council newsletters, as current
effective tools for ward members.
- Asked for clarification over the
previous point “Seek professional advice from the
communications and engagement team before agreeing to any corporate
communications and engagement approaches/activities including
specific messages, how to deliver those messages, campaigns,
literature etc”. It was responded by Communications and
Engagement Manager that this was regarding corporate communications
– the advice was to speak to communications first for advice
on the best methods.
- Will there been training on best
practice for councillor communications with wards?
- Cabinet Member explained that more
detailed action plans would follow as the strategy was the
overview. This was a strategic document to help the cultural change
that was required.
- Exhibition events
- Residents newsletter
- Reaching more people in communities
– groups we had historically failed to reach – who were
these groups? What was the council doing to reach who don’t
or can’t access the usual communication channels? Cabinet
member explained that Covid was a learning experience in regard to
reaching isolated people. Engagement Manager added that these
groups would be identified in the diversity and inclusion strategy
work. The perspective of these groups may be that they were not
hard to reach, but as a council we would need to find out how they
prefer to engage. Example – visuals for those who do not read
- Will this strengthen role of the
communications team? Cabinet Member suggested that team leaders can
filter information to communications team, for them to distribute.
The communications team had oversight of most communications that
go out, the strategy could strengthen this.
- Standards on page 80 were good
– can we add “know who your audience is”? It was
responded that mapping out of ...
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