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, 19 MAY 2009
Quick Links
1 - Election of Vice-Chairman
2 - Declaration of Interests
3 - Minutes
4 - Petitions
5 - Questions from Members
6 - Annual Audit and Inspection Letter 2007/08
7 - Recommendations and Reports from Committees
8 - 2008/09 Annual Internal Audit Report
9 - Risk Management - Quarterly Monitoring Report
10 - Finance and Performance Management - Quarterly Monitoring Report
11 - Monitoring the 2008/09 CPA Improvement Plan
12 - Councillor Call for Action
13 - Work Plan
PRESENT:Mr D M Busby – Chairman
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Mrs J Antill
Mr J C Brand
Mr D G Grutchfield |
Mr B Riley
Mr H N Todd
Mr L H Young |
Mr C A Roberts and Mr D M Walton were unable to be present.
RESOLVED
That Mr H N Todd be elected Vice-Chairman of the Committee for the ensuing year.
None declared.
RESOLVED
That the Minutes of the meeting held on 24 March 2009 be confirmed and signed as a correct record.
None received.
None received.
The Director of Corporate Services and the Director of Finance submitted a joint report (Paper J20) providing additional information, explanation and context in connection with the Audit Commission’s Annual Audit and Inspection Letter which was attached as an Appendix to the report.
Mr Geoff Bemrose from the Audit Commission was in attendance at the meeting to present the Annual Audit and Inspection Letter and together with the Director of Finance answered detailed questions from Members.
It was noted that this would be the final Audit and Inspection Letter received by the Council as a new performance assessment framework has been developed, the Comprehensive Area Assessment (CAA).
There were a number of key messages for the Council and the action required to be taken by the Council was outlined in page 3 of the Audit and Inspection Letter.
During the course of the discussion, Members requested further information regarding the new performance assessment arrangements and the actions needed to address the issues identified in the Use of Resources assessment.
In this respect it was agreed that the Director of Finance would e-mail Members with a link to the Audit Commission’s website and that further thought would be given to an Overview and Scrutiny workshop to increase understanding on Use of Resources. Members noted that any actions required as a result of the Use of Resources assessment would be managed and monitored through the Council’s Improvement Plan.
RESOLVED
(1) That the Audit Commission’s Audit and Inspection Letter for 2007/08 attached as an Appendix to Paper J20 be noted.
(2) That progress of the actions required to be taken by the Council as outlined in page 3 of the Audit and Inspection Letter be monitored by the Committee.
Anti-Fraud and Corruption and Whistleblowing Policy (Standards Committee Minute No. 49)
Mr D M Busby introduced this item and asked Members to note the amendments proposed by the Standards Committee.
RESOLVED
That the revised Anti-Fraud and Corruption and Whistleblowing Policy appended to Paper H177 be amended in accordance with paragraph 5.4 of Paper H219 to ensure that the Policy promotes high ethical standards and is compatible with the Code of Conduct for Members.
The Director of Finance submitted a report (Paper J21) providing the Head of Audit’s opinion on the overall adequacy and effectiveness of the Council’s internal control environment and a summary of audit work undertaken to formulate that opinion.
John Snell, Acting Audit Manager, presented the report and together with Tim Ryder, SCC Head of Audit and the Director of Finance, answered Members’ questions on it.
During the course of the discussion it was requested that the satisfaction rating percentage figures included in the report be supported with actual numbers and, in this respect, the Acting Audit Manager agreed to include this information in future reports.
RESOLVED
That the position regarding internal audit and fraud work in 2008/09 and the conclusion that the Council’s overall internal control arrangements provide an acceptable level of assurance be noted.
The Director of Finance submitted a report (Paper J22) providing Members with an update on the management of the significant business risks facing the Council and updating Members on further risk management actions including those relating to partnerships.
John Snell, Acting Audit Manager, presented the report and together with the Director of Finance answered questions from Members.
During the course of the discussion it was requested that the Director of Finance ensures that the Management Action Plan in respect of Risks 8 and 10 be reviewed to address the increased risk.
RESOLVED
That the latest position on managing each of the Council’s significant business risks, including the reassessment of Risks 8 and 10, and as set out in the final column of Appendix A to Paper J22, be noted.
The Director of Corporate Services and the Director of Finance submitted a joint report (Paper J23) providing an integrated picture of financial and performance management information for the final quarter of the 2008/09 reporting year.
Homira Javadi, Corporate Finance Manager, outlined the financial implications and financial information contained in paragraphs 3 and 6 of Paper J23.
Peter Quirk, Policy and Communications Manager, outlined the key information, performance information and next steps detailed in paragraphs 5, 7 and 8 of Paper J23 and together with Jonathan Seed, Senior Policy and Performance Officer, the Director of Corporate Services and the Director of Finance answered various questions from Members.
During the course of the discussion the following were among the points raised:-
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In respect of Appendix D Item 20, it was requested that Members be involved in the selection of questions for the planned postal Customer Satisfaction survey
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In respect of Appendix E Item 4, it was requested that future reports include a statistic showing the number of people claiming Housing/Council Tax Benefit.
Looking ahead, Members expressed real concern over the Council’s ability to continue to find savings and efficiencies of over £1m in each of the next 2 years and that thinking must therefore become more wide ranging as part of the SFP process, which needs to start without delay.
RESOLVED
(1) That the key points relating to variations against the 2008/09 Budget National Indicators (NI’s), former Best Value Performance Indicators, and Local Performance Indicators be noted.
(2) That a report be submitted to the Overview and Scrutiny (Community Services) Committee on 30 June 2009 detailing how the collection of housing rent and non-domestic rates is being managed.
The Director of Corporate Services submitted a report (Paper J24) setting out the final status of the 2008/09 Comprehensive Performance Assessment (CPA) Improvement Plan.
It was noted that the four-year CPA Improvement Plan has now been completed and Members expressed their thanks for the significant work undertaken by Officers.
RESOLVED
That the final position of the 2008/09 CPA Improvement Plan be noted.
The Director of Corporate Services submitted a report (Paper J25) to enable the Council to adopt a process and protocol for dealing with a Councillor Call for Action (CCfA).
Steve Ellwood, Democratic Services Manager, presented the report and answered Members’ questions on it.
RECOMMENDED TO COUNCIL
(1) That the Overview and Scrutiny (Community Services) Committee be appointed the Council’s Crime and Disorder Committee for the purposes of the Police and Justice Act 2006 and that the Constitution be updated accordingly as detailed in paragraph 5.11 of Paper J25.
(2) That the implementation of the CCfA in the protocol attached as Appendix A to Paper J25 be adopted and that the Constitution be updated accordingly as detailed in paragraph 5.11 of Paper J25.
The Director of Corporate Services submitted a report (Paper J26) which provided details of the Committee’s anticipated work for 2009/10 including any items that may be the subject of call-in procedures.
RESOLVED
That the Work Plan submitted as Paper J26 be noted.
The business of the meeting was concluded at 12.50 p.m.
Chairman
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