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, 18 MARCH 2008
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PRESENT: Mr D M Busby – Chairman
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Mr J C Brand
Mr J R B Cave
Mr D G Grutchfield
Ms J A Jenkins |
Mr C A Roberts
Mr G S White
Mr L H Young |
Mr D M Walton was unable to be present.
There were no declarations of interest.
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RESOLVED
That the Minutes of the meeting held on 29 January 2008 be confirmed and signed as a correct record.
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None received.
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None received.
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The Head of Finance submitted a report (Paper G223) detailing the proposed Internal Audit Work Programme for 2008/09.
RESOLVED
That the 2008/09 Internal Audit Work Programme be approved as set out in Appendix A to Paper G223.
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The Head of Finance and the Head of Corporate Services submitted a joint report (Paper G224) providing an integrated picture of the significant issues relating to Finance and Performance Management in the current year to date.
It was noted that in Appendix 1a the fourth column should refer to the year 2006/07 not 2005/06.
In the ensuing discussion the following were among the points noted:-
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On capital expenditure, the total predicted spend for the year of £4.8m would be a substantial level of capital investment, but it would be £0.9m less than the total planned. A number of steps had been taken in relation to 2008/09 capital plans to improve the likelihood of outcomes matching spending plans.
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It was recognised that future capital plans would need careful thought in relation to the Local Government Review, and that decisions would need to be made on what the Council should or should not progress.
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On the Revenue Budget, consideration would be needed on the actual revenue saving or underspend in 2007/08. For 2006/07, the Strategy Committee had allocated some of the savings to corporate priority projects. Similar consideration would be required again in 2008.
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The current problems in world money markets were unlikely to expose Babergh to any significant risks. The Council’s investment portfolio was closely monitored and advice was received on a daily basis from Treasury Management consultants.
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Expenditure on the concessionary bus fares scheme this year could be as much as £225,000 more than the original budget. This has been allowed for in the revised budget although final costs may be lower than this. If that is the case, any “surplus” could be ringfenced for use in 2008/09. Notwithstanding this flexibility, an allowance has already been made for increased costs in the approved 2008/09 budget.
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Recycling rates were continuing to rise year on year. Members requested information about the amount saved on Landfill Taxes in 2007/08 as a result of this increased recycling.
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Performance relating to minor and “other” planning applications continued to cause concern. Officers were aware of this and a number of strategies had been put in place such as Business Process Re-engineering and additional resources.
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There were no significant variations that required reporting to the Strategy Committee.
RESOLVED
That the key points relating to variations against the 2007/08 budget, Best Value Performance Indicators and Local Performance Indicators as set out in Paper G224 be noted.
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The Head of Corporate Services submitted a report (Paper G225) updating Members on the transition to a new performance management framework.
Members were aware that the consideration of targets for 2008/09 would require a considerable amount of detailed scrutiny. It was therefore considered appropriate that the task be undertaken by a working group formed jointly with the Overview and Scrutiny (Community Services) Committee.
RESOLVED
(1) That the progress made in developing Babergh’s new performance framework and the next steps proposed in Paper G225 be noted.
(2) That, subject to the concurrence of the Overview & Scrutiny (Community Services) Committee, a working group be established jointly with the Overview and Scrutiny (Community Services) Committee, in order to consider in detail the proposed performance targets for 2008/09 and make recommendations direct to the Strategy Committee at its meeting on 1 May 2008.
(3) That the Overview and Scrutiny (Stewardship) Committee’s representatives on the Working Group referred to in (2) above be Mr D M Busby, Mr J R B Cave and Mr D G Grutchfield.
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The Head of Corporate Services submitted a report (Paper G226) concerning the deliberations of the Constitution Review Task Group which had been established to review the Council’s Constitution as regards the existing streamlined committee arrangements compared with Leader and Cabinet executive decision-making arrangements. The report also referred to other previously agreed amendments to the Council’s Constitution, implementation of which had been deferred pending the outcome of the review.
In view of the current Local Government Structure Review of Suffolk, Members were in favour of supporting the Task Group’s recommendation of deferring the Council’s review of its political management arrangements.
RECOMMENDED TO COUNCIL
(1) That the review of the Council’s political structure be deferred in the light of the Government’s announcement on the intended review of the Local Government structure in Suffolk, subject to the Council being prepared to recommence its review at short notice in the event that either the Local Government review is halted or the result of that review is that Babergh continues in existence but that the position be reviewed after one year, or earlier if the structural review is for any reason halted, or if the result of the review is known by then and, as a consequence, Babergh District Council will continue in existence, or if it becomes apparent that the outcome of the structural review will take longer to implement than originally anticipated.
(2) That the Constitution Review Task Group be stood down for the time being.
RESOLVED
(1) That it be noted that, following soundings taken by Group Leaders within their political groups, it has been established that there is not majority support for the election of a Council Leader at the Annual Council meeting on 15 April 2008.
(2) That no alterations relating to any of the other matters referred to in paragraphs 5.2 and 5.4 of Paper G226 be made to the Constitution at the present time.
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The Monitoring Officer presented a report (Paper G227) the purpose of which was to seek amendment to the Constitution to allow for the increase in size and composition of the Standards Committee.
It was noted that with effect from Spring 2008, all complaints under the Code of Conduct for Members would be made to the Standards Committee.
Reciprocal arrangements were being put into place with Mid Suffolk District Council for the Standards Sub-Committees to undertake reviews of each other’s decisions not to investigate a complaint.
The Standards Board for England had recommended that a Standards Committee should comprise at least three Town/Parish representatives and at least three independent members. For these reasons, it was proposed that amendments be made to the size and constitution of the Standards Committee as set out in Paper G227.
RECOMMENDED TO COUNCIL
(1) That the membership of the Standards Committee be increased from 8 to 10 Members to include 3 independent Members and 3 Parish/Town representative Members and that the Constitution be amended accordingly.
(2) That the Standards Committee be authorised to enter joint arrangements for the discharge of functions with the Standards Committee of another authority.
(3) That subject to recommendation (2) above the Head of Corporate Services be authorised to update the Council’s Scheme of Delegation in Part 3 of the Constitution including details of the joint arrangements together with any consequential amendments.
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The Head of Corporate Services submitted a report (Paper G228) concerning a review of the call-in procedure which had been carried out in accordance with a decision made by a joint meeting of the Overview and Scrutiny Committees held in December 2006.
There had been one call-in item during the period under review and it had generally been concluded that the call-in meeting had successfully followed the process laid down in the Constitution and that the process had been conducted fairly and diligently and operated satisfactorily.
Paper G228 set out a number of possible amendments to the call-in procedure for consideration by the Committee.
RESOLVED
(1) That digital signatures be not provided for Members’ use on call-in requests and that the current procedure for requesting a call-in be retained.
(2) That the call-in procedure rules be amended by the addition of a paragraph under the “order of appearance” specifying that the Committee will identify the issues that it wishes to focus on in considering the call-in request and the evidence it wishes to receive, either orally or in writing.
(3) That each stage of the process be set out on the Agenda for the meeting as indicated in the example attached as Appendix 1 to Paper G228.
(4) That the procedure rules should specify that a Member of the Committee should only be permitted to participate in a call-in if he or she is present for the whole item under consideration.
(5) That the term “accept” be added to the options available to the Committee in relation to a decision that has been considered under the call-in procedure.
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The Head of Corporate Services submitted a report (Paper G229) advising that in accordance with the Constitution, the Committee must report annually to Council on its work during the previous year and make recommendations for future work programmes and if appropriate amended working methods.
The draft Work Plan for 2008/09 was approved, subject to the inclusion of an item at the meeting scheduled for 12 August 2008, relating to the impact of the current Local Government review on the Council’s finances and expenditure.
RESOLVED
That the Head of Corporate Services, in consultation with the Committee Chairman, complete the Committee’s annual report for submission to the next meeting of the Council based upon Paper G229 and the views expressed at the meeting.
Note: The Committee adjourned for refreshments between 10.55 a.m. and 11.10 a.m.
The business of the meeting was concluded at 12.05 p.m.
Chairman
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