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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, 23 MAY 2006
PRESENT: Ms J A Jenkins – Chairman
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Mr J C Brand
Mr D M Busby
Mrs S P Clarke
Mr N H J Irwin |
Mr R W Thake
Mrs W J Sadler
Mr G S White |
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Mrs S Carpendale and Mr J M Owen were unable to be present at the meeting.
1 SUBSTITUTE
It was noted that in accordance with Council Procedure Rule No. 5 a substitute was in attendance as follows:-
Mr R W Thake (substituting for Mrs S Carpendale)
2 ELECTION OF VICE-CHAIRMAN
RESOLVED
That Mr D M Busby be elected Vice-Chairman for the ensuing year.
3 DECLARATION OF INTERESTS
There were no declarations of interest.
4 MINUTES
That the Minutes of the meeting held on 21 March 2006 be confirmed and signed as a correct record.
5 PETITIONS
None received.
6 QUESTIONS FROM MEMBERS
None received.
7 ANNUAL AUDIT AND INSPECTION LETTER 2004/05 AND WORK PLAN FOR 2006/07
The Head of Finance presented a report (Paper F19) concerning the Audit Commission’s Audit and Inspection Letter for 2004/05 and Plan for 2006/07, which were attached as Appendices A and B to the report.
He explained that Officers had had rigorous discussions with the Audit Commission on the 2006/07 fee, and that the initially proposed fee had been reduced by £6,000. The proposed fee for audit and inspection work in 2006/07 was now £132,250, excluding work relating to the South Suffolk Leisure Trust, which had yet to be quantified. This figure exceeded the budget by £3,000, because of additional requirements in relation to grant claims and Whole of Government Accounts. He believed that there was very little, if any, scope to reduce the fee further.
Members’ attention was drawn to the fact that the District Audit had been the appointed Auditor for the Council since 1974, and that the current appointment period had been extended to the end of 2006/07. The Audit Commission would consult the Council about their proposals for an appointment beyond that date.
Representatives of the Audit Commission and the District Audit were in attendance at the meeting as follows:-
Ms Edwina Child, Relationship Manager
Mr Robert Davies, District Auditor; and
Mr Kevin Sharman, Audit Manager
Ms Child presented the Audit and Inspection Annual Letter for 2004/05 (Appendix A to Paper F19) and Mr Davies presented the Audit and Inspection Plan (Appendix B to Paper F19).
Members asked a number of questions relating to the Letter and Plan, and the following were among the points noted:-
RECOMMENDED TO STRATEGY COMMITTEE
- That the 2006/07 budget be increased by £3,000 to cover the proposed fee for audit and inspection work in 2006/07 of £132,250, excluding work relating to the South Suffolk Leisure Trust yet to be quantified.
- That the Head of Finance be authorised to agree the additional fee for the South Suffolk Leisure Trust work.
RESOLVED
That the Audit and Inspection Letter for 2004/05 and Plan for 2006/07 as contained in the Appendices to Paper F19 be noted.
8 STATEMENT ON INTERNAL CONTROL (SIC) 2005/06
The Head of Finance presented a report (Paper F23) explaining the need for a Member group to review the 2005/06 Statement on Internal Control (SIC) and supporting evidence, and inviting Members to comment on Sections 4 – 6 of the SIC attached as Appendix 1 to Paper F23.
It was noted that some progress had been made on business continuity plans. A new Emergency Planning Officer was now in post, and an Emergency Planning Action Plan was due to be considered by the Overview and Scrutiny (Community Services) Committee on 25 July 2006.
RESOLVED
- That a Member group be formed to review the 2005/06 Statement on Internal Control and supporting evidence, to determine whether the proposed actions were adequate to address the identified weaknesses.
- That for the year 2006/07 Mr J C Brand and Ms J A Jenkins be appointed to the Member group referred to in Resolution (1) above.
9 REVIEW OF OVERVIEW AND SCRUTINY ROLE AT BABERGH
The Committee Services Manager presented a report (Paper F21) by the Working Group established to review the Overview and Scrutiny role at Babergh. In the ensuing discussion, the following were among the points noted:-
RESOLVED
That the Action Plan of recommendations in the Appendix to Paper F21 be progressed by the appropriate Officers as identified by the Acting Head of Legal and Administrative Services.
10 WORK PLAN
The Acting Head of Legal and Administrative Services submitted a report (Paper F20) which provided details of the Committee’s anticipated work for the remainder of 2006/07, including items which may be the subject of call-in procedures.
RESOLVED
That the Work Plan submitted as Paper F20 be noted.
11 SERVICE AND FINANCIAL PLANNING
The Head of Finance presented a report (Paper F22) concerning arrangements for Service and Financial Planning for 2006/07. The Committee was requested to consider nominating Members to serve on the Service and Financial Planning Group.
Members confirmed that they saw value in holding a joint meeting with the Overview and Scrutiny (Community Services) Committee in December to consider the recommendations of the Service and Financial Planning Group.
RESOLVED
That Mr J C Brand, Mr D M Busby and Ms J A Jenkins be nominated to serve on the Service and Financial Planning Group for the year 2006/07.
12 MONITORING THE 2005/06 CPA IMPROVEMENT PLAN
The Corporate Support Manager presented a report (Paper F24) setting out the final status of the 2005/06 CPA Improvement Plan.
It was noted that 81% of the 34 actions had been completed. It was also noted that, following the publication of the Annual Audit and Inspection Letter, an Improvement Plan for 2006/07 was being compiled. Once the Strategy Committee had agreed this, the Overview and Scrutiny (Stewardship) Committee would be responsible for monitoring it.
RESOLVED
That the final position of the 2005/06 CPA Improvement Plan as set out in Paper F24 be noted.
13 PERFORMANCE MANAGEMENT – QUARTERLY REPORT
The Corporate Support Manager presented a report (Paper F25) setting out the 2005/06 end of year figures for the Best Value Performance Indicators (BVPIs) and Local Performance Indicators (LPIs) included in the 2005/07 Corporate Plan. The Head of Revenues was in attendance to give detailed explanations as to why certain targets relating to Revenues and Benefits had not been met.
Officers were asked to consider in more detail the following areas where targets had not been met:-
BV12 - the average number of days sick per member of staff
LPI27 - General Fund savings through implementation of the Procurement Strategy and Action Plan
and to submit a report to the Committee in due course, possibly after consideration of the matters by the Human Resources Panel and the Procurement Task Group.
RESOLVED
That the performance information contained in Paper F25 be noted.
14 LOCAL LAND CHARGES – PERFORMANCE INDICATORS
The Acting Head of Legal and Administrative Services submitted a report (Paper F26), setting out the latest performance trends for the Local Land Charges service. The Electoral and Administrative Services Manager answered Members’ questions on the report.
It was noted that after difficulties in the first half of 2005/06, performance had improved considerably. The target for the current year was to return 90% of standard searches within ten working days, and during April 2006 this target had been exceeded.
RESOLVED
That the information relating to performance by Local Land Changes, as set out in Paper F26, be noted.
Note: The Committee adjourned for refreshments between 10.55 a.m. and 11.10 a.m.
The business of the meeting was concluded at 12.15 p.m.
Chairman
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