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, 23 JUNE 2009
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PRESENT: Mr D M Busby – Chairman
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Mrs J Antill
Mr J C Brand
Mr D G Grutchfield |
Mr C A Roberts
Mr H N Todd
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Mr B Riley, Mr D M Walton and Mr L H Young were unable to be present.
None declared.
RESOLVED
That the Minutes of the meeting held on 19 May 2009 be confirmed and signed as a correct record.
None received.
Question to Chairman of Overview and Scrutiny (Stewardship) Committee from Councillor D G Grutchfield:
Can the Chairman tell me, in respect of the support which Babergh gives to small businesses, the type of help and advice we offer, together with the numbers of such businesses which we have supported in this way?
Response:
Babergh continues to offer advice to small businesses who make contact with the Council and also sign posts them to other organisations e.g. IPSENTA, as appropriate. Additionally the Council is supporting the Babergh East LSP "Beat the Credit Crunch Roadshow" which is offering practical help and advice. Four roadshows are being held and as Mr Grutchfield will know one of these is in Hadleigh at the Town Hall on 30 June from 2pm to 7pm.
Babergh has also worked closely with Western Suffolk LSP’s recent realignment of funds in order to focus on an initiative to give advice to people facing redundancy who are considering setting up on their own and to extend support for small businesses facing the challenge of the recession. An extension of the Credit Union Scheme is also being funded to ensure better coverage across the County.
Many small businesses and other organisations operate in difficult circumstances, even before the current recession. Both Babergh and the Government recognise this, and have their own rate relief schemes in place. In 2009/10 a total of £1.8M in rate relief has been granted. In terms of what the Government considers to be a small business, 997 of the 2948 ratepayers are receiving a reduction in their annual bill via the Small Business Rate Relief Scheme. 1851 ratepayers are ineligible for assistance, and around 100 steadfastly disregard an invitation to apply for help. Officers continue to work to gain more information on those cases.
The Government has recently announced changes, with all ratepayers to defer payment of part of their 2009/10 rate liability until 2010/11.
In addition, Babergh aims to pay local businesses within 14 days to help as much as possible with cashflow and, as part of our Procurement Strategy, to use local suppliers and contractors.
Supplementary Question:
Given the current economic climate, what impact is this increased support having on staff time?
Response:
The impact of the economic climate on the nature and range of activities undertaken by staff is being managed by senior management in the same way as any other business priority. In some areas, such as benefits, additional Government funding is being received to help with the increased caseload. In this and other areas, the various actions being undertaken are reflected in the One Year Delivery Plan and Service Plans, with staff resources targeted accordingly. This ensures that any impact does not affect other aspects of service provision.
Officers will continue to monitor the situation and report to the Overview and Scrutiny Committees as part of the quarterly Performance Management arrangements on any issues that require Member attention.
The Director of Finance submitted a report (Paper J41) requesting the Committee to consider the External Auditors proposed Audit Fee for 2009/10, which was attached as an Appendix to the report.
Richard Bint from the External Auditor’s (PKF) was in attendance at the meeting to present the Audit Fee letter for 2009/10 and to answer questions from Members.
Members expressed their disappointment at the proposed fee increases particularly when compared to neighbouring authorities.
RESOLVED
That the Director of Finance, in consultation with the Chairman of Overview and Scrutiny (Stewardship) Committee, be authorised to agree a final fee.
The Director of Finance submitted a report (Paper J42) providing an overview of the likely financial outturn for 2008/09 compared to the approved budget and other key financial information. The Committee was requested to scrutinise the Statement of Accounts (including the additional papers circulated prior to the meeting relating to the Cashflow Statement and supporting notes), the expenditure variations compared to budget and treasury management performance for 2008/09.
It was noted that the Council would be requested to approve the Statement of Accounts at its meeting on 25 June 2009.
The Director of Finance asked Members to refer to the updated Paper J42 with revised Appendix 1, which was circulated with the Council agenda. He also referred to the replacement pages for revised Appendix 1, which had been circulated prior to the meeting.
Members then scrutinised the Appendices to Paper J42 in detail and the Statement of Accounts page by page. A number of questions were raised and answered by the Director of Finance. It was noted that any resulting amendments to the accounts would be made as necessary by the Director of Finance.
RESOLVED
That the outcomes of the review of expenditure variations and budget carry-forward requests be fed into the Strategic Financial Planning process to ensure that the appropriate reductions to 2009/10 base budgets are made to help towards the Council’s saving and efficiencies requirements.
RECOMMENDED TO COUNCIL
(1) That the Statement of Accounts for 2008/09, subject to audit and as set out in Appendix 1 to Paper J42, be approved.
(2) That the Director of Finance be authorised to make appropriate amendments to the accounts to reflect any changes that are necessary prior to publication.
(3) That the revenue budget and capital programme carry-forward requests referred to in Appendix 2 and 3 of Paper J42 be approved, subject to these being reduced or reallocated to other priorities following the further review referred to in the Paper.
(4) That Treasury Management Performance for 2008/09 be noted.
The Director of Finance submitted a report (Paper J43) providing an outline of how the Council’s annual budget and accounts could be summarised in a more simplified and helpful way to improve understanding by Members, the public and other stakeholders.
Members welcomed the proposed format for summarising the Council’s annual budget and accounts and the current work that was also taking place on producing a view of expenditure based on Strategic Plan Priorities and Outcomes. The proposed layout was agreed in principle, subject to the incorporation of a number of minor layout and grammatical amendments.
RESOLVED
(1) That the proposed summary showing where the Council spends its money attached as Appendix 1 to Paper J43 be approved and that this format be used for publishing information in relation to both the annual accounts and future presentations of the budget.
(2) That alternative views be developed by officers including spending on the Council’s strategic plan priorities and outcomes to further supplement this.
The Director of Finance submitted a report (Paper J44) reviewing the Council’s Corporate Governance arrangements as required by the Accounts and Audit (Amendment) (England) Regulations 2006.
It was noted that the Annual Governance Statement will be included in the Statement of Accounts to be approved by the Council on 25 June 2009 .
Mr D G Grutchfield and Mr C A Roberts, the two Members appointed to serve on the Member’s Governance Group, highlighted the importance of the Council’s governance arrangements.
RESOLVED
(1) That subject to the Director of Finance being authorised to make any minor amendments, the Annual Governance Statement attached as Appendix A to Paper J44 be approved based on the evidence contained in supporting Annex A.
(2) That Mr D G Grutchfield and Mr C A Roberts continue to serve on the Member’s Governance Group and receive reports and supporting evidence from officers to review the progress made on the 2008/09 Annual Governance Statement and the adequacy and effectiveness of Internal Audit.
(3) That the Chairman of the Strategy Committee be authorised to sign the 2008/09 Annual Governance Statement on behalf of the Council.
The Director of Corporate Services submitted a report (Paper J45) providing details of the progress made to date in implementing the Data Quality Action Plan for 2009/10.
Jonathan Seed, Senior Policy and Performance Officer introduced the report and advised Members of the progress made in the first two months of the Plan.
It was noted that the Data Quality Action Plan will be incorporated into the External Inspection Improvement Plan and that future progress will be managed and monitored through that.
During consideration of this item Members discussed possible alternatives to the current monitoring procedures.
RESOLVED
That the progress made on implementing the Data Quality Action Plan as at 1 June 2009 be noted.
The Director of Corporate Services submitted a report (Paper J46) 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 J46 be noted.
The Committee adjourned for refreshments between 11.20 a.m. and 11.40 a.m.
The business of the meeting was concluded at 1.25 p.m.
Chairman
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