You can view meeting recording on council youtube channel here -

www.youtube.com/user/eastrenfrewshire/videos


Cabinet Committee Meeting - 2 November 2023
Agenda Item 3
3. Estimated Revenue Budget Out-Turn 2023/24 – Report by Head of Accountancy (Chief Financial Officer) (copy attached, pages 3 to 42).


Chair Cllr Owen O'Donnell says at approx. 4:24 into the Cabinet Meeting (2/11/2023) recording -

'Any questions from Cabinet...'

'Margaret, we've already had a lot of questions from me and we've gone through a lot of the detail thanks for your time on that...'

and goes on to say

'...Thank you for the very detailed response you gave to individual queries I had on that which we resolved separately...'

'...so if there's no other comment can members approve ....are we happy with these recommendations I agree thank you very much'


However no details of the questions asked and answers received are given at the meeting when Agenda Item 3 is presented.

Indeed none of the other Cabinet members ask any questions -

Cllr Andrew Anderson - No Questions
Cllr Katie Pragnell - No Questions
Cllr Danny Devlin - No Questions

The minutes say -

'Following a brief discussion, where the improved position in the Council’s finances was welcomed by Cabinet members, the Cabinet agreed....'

However as you can see in the recording, no discussion took place.

The only person who speaks is the Chair Cllr Owen O'Donnell.

You can view meeting recording on council youtube channel here -

www.youtube.com/user/eastrenfrewshire/videos

------ Original Message ------
To: This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Sent: Thursday, 9 Nov, 2023 At 10:33 AM
Subject: Questions/Answers? - Cabinet Committee Meeting - 2 November 2023 - Agenda Item 3

Dear Chair Cabinet - Owen O'Donnell

Openness, Transparency and Scrutiny

Cabinet Committee Meeting - 2 November 2023
3. Estimated Revenue Budget Out-Turn 2023/24 – Report by Head of Accountancy (Chief Financial Officer) (copy attached, pages 3 to 42).

Would appreciate if you would give the following information.

You say at approx 4:24 into the Cabinet Meeting recording -

'Margaret, we've already had a lot of questions from me and we've gone through a lot of the detail thanks for your time on that'

In the interests of Openness and Transparency and to ensure proper scrutiny of the Report/Cabinet/Council Officials, surely these questions should be asked at the meeting and the questions/answers recorded?

Your questions and the answers given by Council Officials should be open to scrutiny?

When/where were your questions asked and the answers given?

Were your questions put in writing? - If not, how were they put?

Were the answers given in writing? - If not, how were they given?

Why were your questions not asked and answers given at the Cabinet Meeting at Agenda Item 3?

Would appreciate if you can give a list of the questions asked by yourself and the answers given.

Would appreciate courtesy of acknowledgement/response.

Thanks

The Cabinet Chair Cllr O'Donnell did not bother to give a response.

------ Original Message ------
To: This e-mail address is being protected from spambots. You need JavaScript enabled to view it
Sent: Monday, 4 Dec, 2023 At 11:09
Subject: Freedom of Information(FOI) Request - Questions previously asked by Chair Cllr Owen O'Donnell and the answers given by Margaret McCrossan - Cabinet Committee Meeting - 2 November 2023 and Agenda Item 3

Dear Head of Accountancy

Freedom of Information(FOI) Request

This Freedom of Information(FOI) Request concerns Cabinet Committee Meeting - 2 November 2023 and Agenda Item 3

3. Estimated Revenue Budget Out-Turn 2023/24 – Report by Head of Accountancy (Chief Financial Officer) (copy attached, pages 3 to 42).

It specifically concerns the questions previously asked by Chair Cllr Owen O'Donnell and the answers given by Margaret McCrossan(Head of Accountancy).

Chair Cllr Owen O'Donnell says at approx 4:24 into the Cabinet Meeting(2/11/2023) recording -

'Margaret, we've already had a lot of questions from me and we've gone through a lot of the detail thanks for your time on that...'

and goes on to say

'...Thank you for the very detailed response you gave to individual queries I had on that which we resolved separately...'

Please provide all recorded information held regarding these Questions previously asked by Chair Cllr Owen O'Donnell and the answers given/provided by Margaret McCrossan(Head of Accountancy).

Please also provide correspondence(Emails/texts etc) to/from/between Chair Cllr Owen O'Donnell/Margaret McCrossan/Council Officials/Councillors regarding these questions/answers.

Please provide

- list of the questions asked by Chair Cllr Owen O'Donnell

- the answers given by Margaret McCrossan(Head of Accountancy)

- When/where/how were questions asked and the answers given?

- How long did it take to ask these questions and get the answers?

- Were questions put in writing? - If not, how were they put?

- Were answers given in writing? - If not, how were they given?

Your help will be apprecisted.

The Scottish Information Commissioner has written -
'The duty to advise and assist
Under FOI law authorities have a duty to advise and assist people who want to access their information. The duty to advise and assist makes sure that customer service and customer engagement are central to FOI practice.
Taking a positive and proactive approach to the duty to advise and assist will strengthen relations with service users and help build trust. Offering help, support and guidance to people looking for information will also reduce the likelihood of more FOI requests.
Legal requirement
The FOI Act requires authorities to provide reasonable advice and assistance to people who have made, or are planning to make, a request for information (section 15).
The EIRs contain a similar provision for requests for environmental information (regulation 9).
Both the FOI Act and the EIRs say that authorities which comply with the Scottish Minister's FOI Code of Practice when providing advice and assistance are complying with the duty under FOI law'

Thanks


------ Original Message ------
From: "Clark, Barbara" < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Cc: "CEO Business Unit" < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Sent: Tuesday, 19 Dec, 2023 At 13:29
Subject: FOI 2154-7231-0514-3793

I refer to your FOI request, dated 12 December 2023, and have noted your questions and our response below.

Request:

1. Request concerns Cabinet Committee Meeting - 2 November 2023 and Agenda Item 3 3. Estimated Revenue Budget Out-Turn 2023/24 – Report by Head of Accountancy (Chief Financial Officer) (copy attached, pages 3 to 42). It specifically concerns the questions previously asked by Chair Cllr Owen O'Donnell and the answers given by Margaret McCrossan (Head of Accountancy). Chair Cllr Owen O'Donnell says at approx. 4:24 into the Cabinet Meeting (2/11/2023) recording - 'Margaret, we've already had a lot of questions from me and we've gone through a lot of the detail thanks for your time on that...' and goes on to say '...Thank you for the very detailed response you gave to individual queries I had on that which we resolved separately...' Please provide all recorded information held regarding these Questions previously asked by Chair Cllr Owen O'Donnell and the answers given/provided by Margaret McCrossan (Head of Accountancy).

2. Please also provide correspondence (Emails/texts etc.) to/from/between Chair Cllr Owen O'Donnell/Margaret McCrossan/Council Officials/Councillors regarding these questions/answers. Please provide - list of the questions asked by Chair Cllr Owen O'Donnell - the answers given by Margaret McCrossan (Head of Accountancy) - When/where/how were questions asked and the answers given? - How long did it take to ask these questions and get the answers? - Were questions put in writing? - If not, how were they put? - Were answers given in writing? - If not, how were they given?


Answer:

The questions referred to by Cllr O'Donnell and answered by the Head of Accountancy were not recorded as they were part of a face to face briefing.

- No emails, texts or any other correspondence was exchanged between Cllr O'Donnell and the Head of Accountancy on these questions.

- As the questions were asked on an ad hoc basis at a face to face meeting, a definitive list of these cannot be provided.

The Head of Accountancy does however recall that these sought confirmation of the reasons for variances reported in the Revenue Monitoring report to Cabinet on 2 November, including those in relation to utility costs, school catering costs, and interest earned on the Council's short term investments.

- The questions were asked by Cllr O'Donnell and responded to by the Head of Accountancy at a face to face meeting in the Leader's office on 25 October 2023.

- The meeting lasted for one hour.

- The questions were asked during discussions at the meeting and were not put in writing.


East Renfrewshire Council offers the opportunity to apply to the Council for a review of how we have dealt with your enquiry. If you wish to proceed to review, please apply in writing within 40 working days to:

Chief Officer Legal & Procurement
Council Headquarters
Rouken Glen Road
Giffnock, G46 6UG
Or by email at This e-mail address is being protected from spambots. You need JavaScript enabled to view it
marking your letter or email “Freedom of Information, request for review”, and stating the exact nature of the matter you wish to be reviewed.

The review will be carried out within 20 working days of receipt. If you are dissatisfied with the outcome of the review, you have the right to then appeal to the Scottish Information Commissioner who has extensive powers to investigate such matters. His address is:

Scottish Information Commissioner
Kinburn Castle
St. Andrews
Fife, KY16 9DS

Yours sincerely
Barbara Clark
Chief Accountant
East Renfrewshire Council
Accountancy Services, Chief Executive’s Office



Sent: 19 December 2023 17:15
To: Clark, Barbara < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Cc: CEO Business Unit < This e-mail address is being protected from spambots. You need JavaScript enabled to view it >
Subject: Re: FOI 2154-7231-0514-3793

Hi

Would apprecate your help in giving some further clarification.

You say - '....were not recorded as they were part of a face to face briefing. '

Q - Who requested this briefing?

A - 'Cllr O’Donnell'

and

Q - Why?

A - 'To gain background information in advance of consideration at a Cabinet meeting'


Q -How was it requested?

A - 'Online diary meeting request issued from Cllr O'Donnell to Head of Accountancy'


Q - Who presented this briefing?

A - 'Cllr O'Donnell asked questions at the meeting and Head of Accountancy responded at the meeting.'


Q - Was anyone else present at this briefing ?

A - 'No'


Q - Can you confirm no notes were made/taken during this briefing?

A - 'Yes. No notes were required as all questions were responded to at the time.'


Q - In what capacity did Owen O'Donnell attend this briefing ?
Council Leader ?
Cabinet Committee Chair ?
Councillor?
Leader of East Renfrewshire Labour Group?
Other ?

A - 'Cabinet Chair'


Regarding

'..Thank you for the very detailed response you gave to individual queries I had on that which we resolved separately...'

Q - What individual queries were 'resolved separately' ?

A - 'As previously advised, questions on some of the variances in the report were asked, so that the Councillor had clearer understanding of the position.'


Q - What did this 'resolution' consist of?

A - 'Head of Accountancy explained the background to some of the variances.'


Q - How were they 'resolved'?

A - 'Head of Accountancy explained the background to some of the variances.'


Your help in giving the requested clarification will be appreciated.

Thanks