The work of anOSC Topic Group

  1. Topic Groups in Hertfordshire either run for a number of months or complete their work in one/two days.
  1. All Topic Groups work to a scoping document. The scoping document sets out what the topic group is going to do i.e. questions to be answered any constraints on its work and who will be attending as witnesses.
  1. There should normally be no more than 5 questions to answer on the scoping document/for the scrutiny to address; the one/two day scrutinies may only seek to address and a couple of questions.
  1. For shorter scrutinies it is important that it is focused so areas may be excluded from the scrutiny. Should members feel an excluded area warrants further attention then it will be recommendation this will be drawn to the attention of OSC or HSC for a future scrutiny
  2. Witnesses can be internal or external to the county council. Papers may be submitted as evidence. It should be noted that members like to see external witnesses and short papers (2/3 sides max)
  1. The scoping document is drafted by the Departmental Lead Officer. It is then shared with the Chair and Vice Chair of the Overview Scrutiny Committee (OSC)for their comments.
  1. Topic Group members are appointed by the Scrutiny Committee or by the Chief Legal Officer after consultation with the Chairman and Vice-Chairman.
  1. A very detailed briefing is provided to the Topic Group Chairman at which he/she is taken through the scoping document, the evidence and the time table for the scrutiny. The timetable is particularly important on the shorter scrutinies. It is also vital that this is adhered to.
  1. All the paperwork is provided to Topic Group Members. Topic groups normally have 5 Members with the exception of Education related items where a school’s representative is included and the Topic Group will have 7 members.
  1. Topic group members are expected to have read all the papers in advance of the meeting.
  1. Topic group members are expected to attend all meetings for their full duration.
  1. The one/two day scutinies run to the timetable, if they do not the scrutiny will not finish in timeand this has an impact on the work programme.
  1. At the end of the scrutiny the Scrutiny Officer summarises the conclusions and recommendations in order to obtain broad agreement as to what they should be.
  1. For a one/two day scrutiny a draft report is produced within 5 working days. It is a short report, often only 3 – 4 pages concentrating on the conclusions and recommendations. The details of the discussion and papers received at the scrutiny are available on HertsDirect.
  1. Reports follow a set structure of
  2. Introduction
  3. Recommendations
  4. Background
  5. Conclusions
  6. Members & Witnesses
  7. Appendix 1: Scoping Document
  1. The draft is sent to the Lead Officer for factual checking before being sent to Topic Group Members and the Chair and Vice Chair of OSC for comment. Deadlines are set by the Scrutiny Officer for receipt of comments from the Lead Officer and Topic Group Members.
  1. For topic groups running for a number of months the process detailed earlier is relevant. Whilst there is much less pressure on a timetable it is vital that the scrutiny remains focused on the issues identified for examination. A number of areas mayhave been specifically excluded in the constraints identified in the scoping document and this needs to be acknowledged. The final report will usually be longer than one written for the one/two day scrutinies (around 12 pages).
  1. The final report is sent to the Executive Member and Chief Officer and copied to all participants in the scrutiny. A form for the Executive Member to complete explaining what has been done about each recommendation accompanies the final report (Executive Response form). It is a statutory requirement that the response is returned within two months.
  1. The form is returned to the Head of Scrutiny and then circulated to Members of the Topic Group and the Chair and Vice Chair of OSC for their information. It is also placed on the OSC agenda so all Members of the Committee are informed of the response.
  1. At the point at which the two month response form is returned(Recommendations Progress form), the Lead Officer and the Chair of the Topic Group are given a date, roughly four months afterwards to attend the Review of Recommendations Topic Group.
  1. The Executive Member has responsibility for ensuring a form is completed for the Review of Recommendations Topic Group explaining what has been done about each recommendation.
  1. The Executive Member and Lead Officer attend the Review of Recommendations Topic Group to explain to the Topic Group what progress has been made in implementing the recommendations.
  1. The Review of Recommendations Topic Group has the responsibility for signing off the recommendations as complete and/or agreeing further actions which could include asking the Chair and Lead Officer to attend a future meeting of the Topic Group.

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100621 OSC TOPIC GROUP INFORMATION