Agenda and minutes

Overview and Scrutiny Board
Tuesday, 5th September, 2017 6.00 pm

Venue: Crompton Suite, Civic Centre, Oldham, West Street, Oldham, OL1 1NL. View directions

Contact: Lori Hughes 

Items
No. Item

1.

Apologies For Absence

Minutes:

Apologies for absence were received from Councillor Larkin and Councillor Toor.

2.

Declarations of Interest

To Receive Declarations of Interest in any Contract or matter to be discussed at the meeting.

Minutes:

There were no declarations of interest received.

3.

Urgent Business

Urgent business, if any, introduced by the Chair

Minutes:

There were no items of urgent business received.

4.

Public Question Time

To receive Questions from the Public, in accordance with the Council’s Constitution.

Minutes:

There were no public questions received.

5.

Minutes of Previous Meeting pdf icon PDF 157 KB

The Minutes of the Overview and Scrutiny Board held on 18th July 2017 are attached for approval.

Minutes:

RESOLVED that the minutes of the Overview and Scrutiny Board held on 18th July 2017 be approved as a correct record.

 

6.

Resident First Programme - Update pdf icon PDF 361 KB

Minutes:

The Board gave consideration to a report which provided an update on the implementation of the Resident First Programme which had been developed as part of the Council’s co-operative approach.  The programme was to make access to services easy and efficient and enabled residents to self-serve and stay informed.

 

The design principles included:

 

·       Co-operative Customer Culture;

·       Enabling Self-Help;

·       Thinking like a Resident;

·       Access Channels; and

·       Data to Intelligence.

 

The Board were informed of progress since the programme commencement in Autumn 2016, an outline of each project and how it benefited residents and the Council.   In addition to six service projects, Phase 1 included three cross-cutting projects designed to drive improvements. 

 

The Board were informed that the programme was focussed on digitising and improving the customer journey.  A number of services were available on-line and included in-year school transfer, registrars, flytipping, licensing and highways.  Developments included on-line application process, ability to pay on-line, upload documents; introduction of text messages; self-serve and self-track and progress tracking.  Members were informed that 4 out of 9 modules had been implemented.   It was highlighted to the Board that food feedback had been received on the school meals checker which ensured that all those eligible for free school meals were notified.  The website platform was in the process of being upgraded to better manage demand.

 

A forum had been held with members in June where the original aims and objectives were shared.  Another forum was scheduled on 9th October.

 

Members asked if unique reference numbers would be supplied for tracking purposes which was confirmed.  Members asked if pictures could be uploaded with Global Positioning System (GPS) information and this was also confirmed.

 

Members asked if data would be captured for the identification of user groups.  Members were informed that could not be captured at this time. However, it was anticipated the authentication module would be available in the future.  Members sought clarification on how many text reminders would be sent and it was explained that this would depend on the situation.

 

Members sought and received clarification about the development of the system.  The system used was based on reusable technology which had wider benefits which included back office efficiency and provided the best outcome for Oldham.  Information would be provided at a future meeting on savings and efficiencies.

 

Members also sought clarification on the access via an app and website.  The website would be mobile friendly.  The website would be the primary access and the new web foundation would be available for new developments.  An app would be available when digital capability was available.  It was confirmed that the timelines for the first six applications were on time.

 

Members sought clarification on translation capability and it was confirmed that it was part of the website project.

 

Members sought and received clarification on service delivery when issues were reported.  Members were informed that discussions had taken place with the services as part of the changes before the transactions went live.  Members were informed that positive  ...  view the full minutes text for item 6.

7.

Overview and Scrutiny Board Work Programme pdf icon PDF 167 KB

The Board is requested to note the Overview and Scrutiny Board Work Programme for 2017/18.

Minutes:

The Board gave consideration to the Overview and Scrutiny Board Work Programme.  The Board were advised of the amendments which had arisen since the agenda had been published which included that DWP representatives would be presented at the meeting in October to discuss Universal Credit sanctions.

 

RESOLVED that:

 

1.               The Overview and Scrutiny Board Work Programme be noted.

2.               The Work Programme be kept under review whereby items were delayed.

3.               Elected Members be contacted for questions to be asked to the DWP at the next meeting.

4.               The MASH item now be a workshop and visit to the unit be included on a date to be confirmed.

5.               The Two Year Plan for Delivering the Offer to Two Year Olds (Early Years) and 3 and 4 Year olds referenced on the Work Programme be referred to the Performance and Value for Money Select Committee.

6.               Councillor McLaren be appointed to the Street Charter Task Group.

7.               The Community Shop update circulated at the meeting be noted.

8.

General Exceptions and Urgent Decisions pdf icon PDF 97 KB

The Board is requested to note the decisions that have been taken under Rule 16 or 17 of the Council’s Constitution since the last meeting of the Overview and Scrutiny Board held on 18th July 2017.

 

If a detailed explanation is required and officer is to attend the meeting to provide further information, please contact Constitutional Services by 12:00 noon on Thursday, 31st August 2017.

Minutes:

The Board gave consideration to a decision authorised under Rule 16 of the Council’s Constitution.

 

RESOLVED that the General Exception and Urgency Decision related to the Proposed Closure of the AGMA Section 48 Grants Programme be noted.

 

9.

Key Decision Document pdf icon PDF 156 KB

The Board is requested to note the Council’s Key Decision Document.

Minutes:

The Board gave consideration to the Council’s Key Decision Document.

 

RESOLVED that the Key Decision Document be noted.

 

10.

Date and Time of Next Meeting

The date and time of the next Overview and Scrutiny Board will be Tuesday, 17th October 2017 at 6.00 p.m.

 

Minutes:

RESOLVED that the date and time of the next Overview and Scrutiny Board to be held on Tuesday, 17th October 2017 at 6.00 p.m. be noted.