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BABERGH DISTRICT COUNCIL
OVERVIEW AND SCRUTINY (STEWARDSHIP) COMMITTEE
MINUTES OF A MEETING OF THE OVERVIEW AND SCRUTINY (STEWARDSHIP) COMMITTEE HELD IN THE COUNCIL CHAMBER, COUNCIL OFFICES, CORKS LANE, HADLEIGH ON TUESDAY 17 MAY 2005
PRESENT: Ms J A Jenkins – Chairman
1 ELECTION OF VICE-CHAIRMAN
RESOLVED
That Mr D M Busby be elected Vice-Chairman for the ensuing year.
2 DECLARATION OF INTERESTS
There were no Declarations of Interest.
3 MINUTES
RESOLVED
That the Minutes of the meeting held on 22 March 2005 be confirmed and signed as a correct record.
4 PETITIONS
None received.
5 QUESTIONS FROM MEMBERS
None received.
6 ANNUAL AUDIT AND INSPECTION WORK PROGRAMME 2005/06
The Committee considered the Audit and Inspection Plan for 2005/06 (Paper E23).
In attendance at the meeting to introduce the report were Mr Paul King (District Auditor) and Mr Kevin Sharman (Audit Manager) from the Audit Commission. Members asked a number of questions relating to the Programme and during the course of discussion of this item, the following were among the points noted:
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It was not proposed that Babergh should carry out any of the voluntary improvement work outlined on page 6 of Paper E23. -
The sum of £4,000 to be charged in 2005/06 for inspection related to the production of a ‘direction of travel’ statement.
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The District Auditors set their fees working within guidelines published by the Audit Commission. If the Council and the District Auditor could not agree on a fee, there was provision for the Audit Commission to determine a fee.
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The figures set out in Appendix 2 to Paper E23 were estimates of the likely fees to be charged for 2005/06. -
Members were extremely concerned about the 17% increase in the Audit part of the fee and the overall increase of 7%.
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Members were not in favour of the fee being paid in 12 equal instalments from April 2005 to March 2006, as that involved payment being made for work which had not yet been carried out.
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In due course the Council would have the opportunity to comment on whether or not it wished its audit to be undertaken by District Audit or by a private firm of auditors.
RESOLVED
(1) That Mr Kistner be instructed to renegotiate with the District Auditor with a view to:
(a) moving towards a reduction of the fee to an overall 3% increase on the previous year.
(b) ensuring that the payment arrangements reflect the actual work completed.
(2) That Mr Kistner be instructed to consider alternative suppliers for the 2006/07 audit with a view to obtaining a substantially reduced fee and improved payment profile.
7 WORK PLAN
The Head of Legal and Administrative Services submitted a report (Paper E24) which provided details of the Committee’s anticipated work for the remainder of 2005/06 including items which may be the subject of call-in procedures.
It was noted that further progress on the proposed new performance update was expected once the Overview and Scrutiny (Community Services) Committee had had an opportunity to comment on it at its meeting on 24 May 2005. Members requested that an item on this topic be included on the agenda for the meeting of the Overview and Scrutiny (Stewardship) Committee scheduled to be held on 5 July 2005.
RESOLVED
That the Work Plan submitted as Paper E24 be noted.
8 SERVICE AND FINANCIAL PLANNING
Mr Geoff Kistner (Corporate Director) presented a report (Paper E25) concerning arrangements for service and financial planning for 2005/06. The Committee was also requested to consider nominating Members to serve on the Service and Financial Planning Group.
It was noted that the Political Leaders’ Group had agreed that the recommendations of the Service and Financial Planning Group at the end of December 2005 should be submitted directly to the Strategy Committee on 12 January 2006. However, Members believed there would be benefit in calling a joint meeting of the Overview and Scrutiny (Stewardship) and Overview and Scrutiny (Community Services) Committees in December 2005, solely for the purpose of considering the recommendations of the Service and Financial Planning Group.
RESOLVED
(1) That Mr J C Brand, Ms J A Jenkins and Dr M R Miller be nominated to serve on the Service and Financial Planning Group for the year 2005/06.
(2) That, subject to the approval of the O&S (CS) Committee, a joint meeting of the Overview and Scrutiny (Stewardship) and the Overview and Scrutiny (Community Services) Committees be held in December 2005 solely for the purpose of considering the recommendations of the Service and Financial Planning Group, and that the timetable set out in the Appendix to Paper E25 be adjusted accordingly.
9 REVIEW OF THE OVERVIEW AND SCRUTINY ROLE AND APPROACH
The Head of Legal and Administrative Services submitted a report (Paper E26) concerning a proposed review of the Overview and Scrutiny role and approach including the appointment of Members to serve on a Working Group.
It was noted that a Members’ Seminar would be held on Thursday 19 May 2005 when the review of the Constitution would be discussed. As a result of this, changes to the current Committee structure might be proposed. The review of the Overview and Scrutiny role and approach would take place concurrently with the discussions on the Committee structure.
RESOLVED
(1) That, subject to the concurrence of the Overview and Scrutiny (Community Services) Committee, a Working Group be established to undertake a review of the Overview and Scrutiny role and approach and that the basis on which the review is to be carried out, as set out in Section 4 of Paper E26, be approved.
(2) That Mrs S Carpendale and Mr J M Owen be appointed to serve on the above Group.
10 PUBLIC CONSULTATION STRATEGY
The Corporate Support Manager submitted a report (Paper E27) concerning a Public Consultation Strategy. In the ensuing discussion the following were among the points raised:-
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The use of electronic media needed to be developed, despite the fact that a large proportion of elderly residents did not currently use the internet.
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Any consultation exercise should be driven by the Council’s Action Plan and priorities.
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Residents should be encouraged to focus their attention on Babergh Matters and the website.
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The public should be encouraged to raise issues with their local councillor.
RECOMMENDED TO STRATEGY COMMITTEE
That the Public Consultation Strategy set out in Paper E27 and the associated Action Plan attached as Appendices to that paper be approved.
RESOLVED
That Officers be asked to investigate the possibility of including a directory of Members with each issue of Babergh Matters.
11 LAND CHARGES
The Electoral and Administrative Services Manager made a verbal presentation to the Committee concerning Land Charges. The Council was currently performing poorly on Best Value Performance Indicator 179 relating to the percentage of standard searches carried out in 10 working days. He outlined the problems which had arisen in the Land Charges Section since Autumn 2003.
Currently the Council was awaiting a report from a company called MacDonald Dettweiler who had been engaged by the National Land and Information Service (NLIS) to assist Local Authorities to progress to NLIS Level 3 working whereby searches received through the NLIS channels could be processed automatically. Their final report was expected shortly and might contain recommendations as to whether or not the Council should retain its current Geographical Information System.
RESOLVED
That a written report be submitted to the meeting of the Overview and Scrutiny (Stewardship) Committee scheduled to be held on 5 July 2005, setting out the extent of the problems in Land Charges, what might be achieved through collaboration with other Councils and what options are available to resolve the difficulties.
12 BENEFITS SERVICE: 2004/05 OUTCOMES AND IMPROVEMENT PLAN FOR 2005/06 ONWARDS
The Head of Revenues presented a report (Paper E28) concerning progress in the Benefits Service in 2004/05 and plans for 2005/06. Members expressed concern that the introduction of an e-form for benefit claimants had been delayed whilst the Council considered whether to purchase a software package used by Chiltern District Council, or whether to opt for a form which was part of a package bought by all Suffolk authorities.
RESOLVED
(1) That the performance of the Benefits Service in 2004/05 as outlined in Appendix 1 to Paper E28 be noted.
(2) That the draft Outline Business Plan for 2005/06 to 2007/08 attached as Appendix 2 to Paper E28 be approved for development into a full service plan for consideration at the meeting of the Committee scheduled to be held on 16 August 2005.
(3) That the E-Government Steering Group be asked to investigate the circumstances surrounding the use of an e-forms package to redevelop a functionality already available from an e-form used by Chiltern District Council.
NOTE: The Committee adjourned for refreshments between 11.05 a.m. and 11.25 a.m.
The business of the meeting was concluded at 1.05 p.m.
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Chairman
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