A GUIDE TO OVERVIEW AND SCRUTINY OF COUNTY COUNCIL FUNCTIONS IN LEICESTERSHIRE

The work of Overview and Scrutiny and, in particular, Scrutiny Panels established to review certain activities of the Council is an important and integral part of the decision making process. This protocol is intended to set out guidance for members and officers and to ensure appropriate publicity for the work of Scrutiny

The Cabinet/Scrutiny model of governance implies, as a matter of internal organisation, that there are three distinct but interconnected areas of activity below the County Council itself: Executive; Overview and Scrutiny and Regulatory.  Members and Officers should acquaint themselves with the respective roles of each of these bodies in terms of the decision making hierarchy of the County Council.  Advice and guidance can be obtained from the Public Relations (PR) Unit.

The Chairman and Deputy Chairman of Scrutiny Committees and the Budget and Performance Monitoring Panel should identify, at the agenda planning meeting, any issues to be considered at the next meeting which may merit publicity.  The Scrutiny Commissioners will exercise this role in relation to meetings of the Scrutiny Commission.  The Committee Officer in consultation with the Public Relations Unit should prepare and issue a factual press release.  A copy of the press release will be sent to the relevant Chairman, Deputy Chairman and opposition Spokesmen and copies sent to the three Scrutiny Commissioners.

Any press releases or statements made on behalf of the Committee should be factual and/or reflect the decision of the Committee.  Media statements and interviews should normally be given by the Chairman and Deputy Chairman of the Committee.

Where a Group does not agree with a decision taken it will be a matter for that Group to issue a press release or statement.

Members and officers should have regard to the guidance issued on conducting scrutiny reviews. It should be noted that certain Review Panel meetings may not be open to the public and therefore information obtained during the course of such meetings and before the Panel has come to its conclusions should not be disclosed without the agreement of the Panel.

If the Panel wishes to publicise the review topic, it should collectively consider the timing and content of that publicity, including any consultation arrangements.  The Committee Officer, in consultation with the Public Relations Unit and Consultation Team, should prepare and issue a press release and/or post a questionnaire on the website.  The Chair of the relevant Scrutiny Committee and the three Scrutiny Commissioners should also be advised.

If an options paper is produced, the Committee Officer and the Consultation Team will advise on distribution, publicity, etc.

The Committee Officer and PR Officer should prepare a press release for consideration by the Panel. Such release should be factual and reflect the findings of the Panel.  Media statements and interviews should normally be given by the Chairman of the Panel in whose name the report is submitted to the relevant Scrutiny Committee after the Committee has considered the report of the Panel and in light of its views.

Where a Member does not agree with the findings of the Panel and has prepared a minority report, it will be a matter for that member to issue a press release or statement.

A light touch review is carried out by one or more Deputy Commissioners rather than a Scrutiny Review Panel.  The purpose of a light touch review is to undertake a preliminary investigation to ascertain whether a full review is warranted.  The findings of such reviews should therefore not be disclosed until they have been agreed collectively by the Scrutiny Commissioners who, in consultation with the appropriate Deputy Commissioner will also consider whether the findings merit publicity and agree, in broad terms, the contents of the press release.  If a press release is thought appropriate, the Committee Officer and PR Officer would be asked to prepare and issue a press release.