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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, 20 MARCH 2007
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PRESENT: Ms J A Jenkins – Chairman
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Mr D M Busby
Mrs S Carpendale
Mrs S P Clarke
Mr R E Kemp
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Mr N H J Irwin
Mr J M Owen
Mr G S White |
Mr J C Brand and Mrs W J Sadler were unable to be present at the meeting.
It was noted that in accordance with Council Procedure Rule No. 5 a substitute was in attendance as follows:-
Mr R E Kemp (substituting for Mr J C Brand)
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There were no declarations of interest.
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RESOLVED
That the Minutes of the meeting held on 30 January 2007 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 F204) detailing the proposed Internal Audit Work Programme for 2007/08. Doug Bacon, Audit Manager, presented the report and answered Members’ questions on it.
In relation to paragraph 5.2 it was noted that by error the wrong priorities had been assigned to two areas of work. The correct priorities were as follows:-
Benefit Fraud – priority 1.
Risk Based Reviews – priority 2.
In the ensuing discussion, the following were among the points noted:
· In recent years the Service and Financial Planning Group had been rigorous in seeking savings and ensuring that the Council was neither over- nor under- staffed.
· Members requested further information concerning housing repairs contract procedures, the two recommendations outstanding from 2003/04 referred to in paragraph 5.10, the document retention review and the IT Management Review Parts 1 and 2. Officers were asked to update Members by means of an e-mail, followed up if necessary by a further report to the meeting scheduled for 5 June 2007.
· It was agreed that the work programme for 2007/08 should be adjusted to allow time for internal audit work on CAST, and to take account of any issues raised in the Annual Audit Letter.
RESOLVED
That the 2007/08 Internal Audit Work Programme be approved as set out in Appendix 2 to Paper F204, subject to the amendments referred to above.
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The Head of Corporate Services submitted a report (Paper F205) 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 Democratic Services Manager presented the report and answered Members’ questions on it.
The following were among the points noted on the Annual Report:-
· It was agreed that at its meeting on 5 June 2007 the Committee would consider not only the actual spending on the Capital Programme, but also the way in which the Programme could be monitored in order to avoid “slippage”.
· The review on informing Members of issues arising in their wards and dealing with Member complaints had been deferred a number of times, but was considered to be very important. It was agreed that this item should be dealt with by no later than July 2007. In the meantime, staff would be reminded of the current protocol on keeping Members informed of issues arising in their wards.
· The Corporate Plan for 2007/08 stated that following the elections in May 2007, the new Council may review the constitution and model of governance. It was suggested that any such review should include an investigation of the additional cost of having two Overview and Scrutiny Committees, rather than one. It was noted that in the light of the recent White Paper on local government and the Pathfinder bid, there might be a need to review the number of Councillors.
· It was noted that the 2007/08 Work Plan for Overview and Scrutiny (Community Services) Committee included a progress report on the South Suffolk Leisure Trust. It was suggested that this should include information about any savings to the Council as a result of the new arrangements.
· Officers were asked to consider the possibility of combining the following reports to the meeting scheduled for 5 June 2007:-
Annual Audit and Inspection Letter 2005/06 and Workplan for 2007/08
Improving Use of Resources
Finance, Risk and Performance Management
Statement of Internal Control
Monitoring the CPA Improvement Plan 2006/07
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 Council based upon Paper F205 and the views expressed at the meeting.
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The Head of Customer Services presented a report (Paper F206) setting out the performance of the Benefit Service for the period 1 January 2007 to 31 March 2007.
Attention was drawn to anticipated outcomes at 31 March 2007 for the six key performance measures monitored by the Department of Work and Pensions. It appeared that five would be rated “excellent” and one “good”.
Members noted that the procedures for obtaining accurate information on new benefits claims were very good, but that it was more difficult to ensure that claimants informed the Council of any change of circumstances. This could lead to overpayments which were difficult to recover. In 2007/08 the Council would start using SMS texting software to remind claimants of the need to report any change of circumstances. The Head of Customer Services was asked to send Committee Members an e-mail informing them of the actual total of benefits overpayments in 2006/07.
RESOLVED
That the performance of the Benefit Service during the period 1 January 2007 to 31 March 2007 as set out in Paper F206 be noted.
The business of the meeting was concluded at 10.50 a.m.
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Chairman
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