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, 22 MARCH 2011
Quick Links
60 - Declaration of Interests
61 - Minutes
62 - Petitions
63 - Questions from Members
64 - Grant Claim Certification for the year ended 31 March 2010
65 - Finance, Risk and Performance Management 2010/11 Quarterly Monitoring Report - Quarter Three
66 - Significant Business Risks - Quarterly Monitoring Report
67 - Performance Monitoring Arrangements and Target Setting for 2011/12
68 - Joint Internal Audit Plan 2011/12 with Mid Suffolk District Council
69 - International Financial reporting Standards (IFRS) and the Accounts and Audit Regulations
70 - Development of the Role and Purpose of the Joint Scrutiny Committee
71 - Annual Report of the Overview and Scrutiny (Stewardship) Committee
72 - Exclusion of Public (which term includes the press)
73 - RIPA - Quarterly Report - March 2011
PRESENT: Mr D M Busby – Chairman
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Mr J R B Cave
Mr D G Grutchfield
Mr P J Holbrook |
Mr B Riley
Mr D M Walton |
The following Members were unable to be present:- Mr J C Brand, Mr C A Roberts and
Mr H N Todd.
None declared.
RESOLVED
That the minutes of the joint meeting held on 7 December 2010 and the meeting held on 25 January 2011 be confirmed and signed as correct records.
None received.
None received.
The External Auditors (PKF) report (Paper K219) on Grant Claim Certification for the year ended March 2010 was submitted for consideration by the Committee. Ms Zoe Thompson from PKF was in attendance at the meeting to present the report and to answer questions from Members.
RESOLVED
That the external auditor’s report (Paper K219) on the Grant Claim Certification for the year end 31 March 2010 be noted.
The Director of Corporate Services and the Director of Finance submitted a joint report (Paper K215) providing the Committee with a comprehensive and strategic assessment of achievements from the Council for the third quarter of 2010/11 across a range of areas including finance, risk and a number of elements of performance.
During the consideration of this item a lengthy discussion ensued and a number of issues raised by Members including the following:-
· Problem of inefficiencies due to spending being out of line with the seasons – i.e. replacement central heating, pre-painting repairs.
· Layout of report to be clearer in future so that those Performance Indicators which are on a red status can be clearly identified.
· Replacement kitchens not meeting the end of year target.
It was noted that the information on the performance relating to trade waste would be submitted to the Overview and Scrutiny (Community Services) Committee in due course.
RESOLVED
(1) That the key points relating to performance variances against target for the 2010/11 Babergh Key Performance Indicator (KPI) basket (National Indicators, former Best Value Performance Indicators and Local Performance Indicators) as contained in Paper K215 be noted.
(2) That the key changes in income and expenditure reflected in the 2010/11 revised budget against the original budget and further potential variations referred to in Appendix B of Paper K215 be noted.
The Director of Finance submitted a report (Paper K216) providing Members with a progress update on the management of the significant business risks facing the Council.
During consideration of this matter it was agreed that in respect of Risk No. 3a – Shared Services – Integration and Merger with Mid Suffolk District Council, then the risks should be broken down between integration and a full merger.
RESOLVED
(1) That the revised Management Action Plans set out in Appendix A to Paper K216 be approved, subject to:-
Risk No. 3a – Shared Services – Integration and Merger with Mid Suffolk District Council – to be broken down between integration and a full merger.
(2) That the Council’s Significant Business Risk Register be updated accordingly.
(3) That the Overview and Scrutiny (Stewardship) Committee continues to monitor the management of these risks as part of the Performance Management Framework.
The Director of Corporate Services submitted a report (Paper K217) providing an update on the approach to be used for monitoring Council performance during 2011/12.
It was noted that the Chairmen of the two Overview and Scrutiny Committees had met appropriate Officers to consider the approach to be used for monitoring performance during 2011/12, had scrutinised the proposed Performance Indicator targets for those indicators where targets have not already been agreed by Strategy Committee through the annual delivery plan process.
During the consideration of this item a lengthy discussion ensued and a number of issues raised by Members including the following:-
· Why other targets were set by Strategy Committee
· Discussions to be held with performance monitoring staff on the Shared Revenues Partnership as to how these are going to be set in the future.
· Abandoned car strategy to be investigated
· Sick leave
· Housing Benefit/Council Tax new claims
Officers agreed to provide further information to Members in relation to these and other specific queries raised at the meeting.
RESOLVED
(1) That during 2011/12 the Overview and Scrutiny (Stewardship) Committee monitors all strategic performance indicators, service standards and Delivery Plan actions on an exception basis each quarter and therefore that no Key Performance Indicator (KPI) basket is required.
(2) That the proposed targets in Appendix A and Appendix B of Paper K217 be agreed, excluding those set by other bodies, and be included in a report to be submitted to Strategy Committee for approval.
The Director of Finance submitted a report (Paper K218) outlining details for the proposed Internal Audit Plan for the next financial year which is the first joint plan under the new arrangement with Mid Suffolk District Council.
Mr T Ryder (Audit Manager for Suffolk County Council), was also present at the meeting to answer any questions from Members.
RESOLVED
(1) That Babergh District Council’s element of the joint Internal Audit Plan 2011/12 with Mid Suffolk District Council, as described in paragraph 8.8 and Appendix A of Paper K218, be approved.
(2) That approval be granted to procure up to an additional 50 audit days, and if required, to be used for essential audit work only.
The Director of Finance submitted a report (Paper K220) advising Members on the progress of the implementation of the International Financial Reporting Standards (IFRS) and to advise Members on the consultation document on the revision and consolidation of the Accounts and Audit Regulations 2003 (SI 2003 No. 522) as amended.
The Director of Finance was to liaise further with the external Auditors (PKF) on why they will not be able to meet the timeframe suggested.
It was agreed that the meeting scheduled to be held on 12 July should consider the draft accounts that have been certified by the Chief Financial Officer to identify any queries/questions to avoid this occurring in September.
RESOLVED
(1) That the progress with the implementation of IFRS be noted.
(2) That the Accounts and Audit Regulations consultation document and its contents in reference to the approval and publication of the annual accounts be noted.
(3) That, subject to the views of the external auditors and ensuring similar arrangements are in place at Mid Suffolk District Council, the proposed timetable and approach to approving the accounts for 2010/11 and future years set out in Appendix C to Paper K220 be approved.
The Director of Corporate Services submitted a report (Paper K221) advising that Mid Suffolk District Council and Babergh District Council agreed that a Joint Scrutiny Committee would be set up as part of the governance of the integration/merger process. Paper K221 outlined the arrangements that have been put in place.
RESOLVED
That the report be noted.
The Director of Corporate Services submitted a report (Paper K222) advising that in accordance with the Constitution, the Committee must report annually to Council on its work during the last year and make recommendations for future work programmes and if appropriate amended working methods.
During consideration of this matter Members felt that the report needed to be more active and less passive as a number of the information relating to outcomes were too understated.
It was agreed that the Statement of Accounts report was to be submitted to the July meeting.
RESOLVED
That the Director 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 K222 this report and the Committee’s views.
RESOLVED
That pursuant to Part 1 of Schedule 12A of the Local Government Act 1972 the public be excluded from the meeting for the business specified below on the grounds that if the public were present during this item it is likely that there would be the disclosure to them of exempt information as indicated against the item.
The Council was satisfied that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.
The Director of Corporate Services submitted a report (Paper K223) providing the Committee with information on applications for authorisation of surveillance activities under RIPA for the past financial year.
The Committee were requested to scrutinise such applications and monitor the Council’s activities under RIPA in accordance with the revised Codes of Practice provided by the Home Office. Future reports would be submitted on a quarterly basis.
Members then questioned the Officers concerned.
RESOLVED
That the report be noted.
The Committee adjourned for refreshments between 11.35 a.m. and 11.50 a.m.
The business of the meeting was concluded at 1.35 p.m.
Chairman
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