The work of anOverview and Scrutiny Committee

(OSC)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 recommended thatthis will be drawn to the attention of the Overview and Scrutiny Committee or Health Scrutiny Committee for a future scrutiny.
  1. 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 Chairman and Vice-Chairman of the Overview and Scrutiny Committeefor 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 timetable 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 schools 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 time,and 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. Final reports follow a set structure of
  • Introduction
  • Recommendations
  • Background
  • Conclusions
  • Members & Witnesses
  • 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 Chairman and Vice-Chairman of the Overview and Scrutiny Committee for comment. Deadlines for receipt of comments from the Lead Officer and Topic Group Members are set by the Scrutiny Officer.
  1. For topic groups running over 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 for one/two day scrutinies (around 12 pages).
  1. The final report is sent to the relevant 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 Member 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 Chairman and Vice-Chairman of theOverview and Scrutiny Committee for their information. It is also placed on the Overview and Scrutiny Committee 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 Chairman 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 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 Chairman and Lead Officer to attend a future meeting of the Review of Recommendations Topic Group.

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100608 Hertfordshire Safeguarding Children Board Topic Group

Item 2 – Generic Topic Group Information