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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, 24 MARCH 2009
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 D M Walton
Mr L H Young |
Mr C A Roberts was unable to be present.
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63 Declaration of Interests,
64 Minutes,
65 Petitions,
66 Questions from Members,
67 Annual Report of the Overview and Scrutiny (Stewardship) Committee,
68 Internal Audit Follow-Up of 'Not-Acceptable' Reports,
69 Internal Audit Strategy and Audit Plan for 2009/10,
70 Budget Scrutiny - Staffing and Other Costs,
71 Finance and Performance Management - Quarterly Monitoring Report,
72 Performance Management - Target Setting and Key Performance Indicator Basket for 2009/10,
73 Data Quality,
74 Babergh's Progress on Equalities and Diversity,
75 Annual Report on the Council's Procurement Strategy Action Plan (2008/2011),
76 Councillor Call for Action,
None declared.
RESOLVED
That the Minutes of the meeting held on 27 January 2009 be confirmed and signed as a correct record.
None received.
None received.
The Director of Corporate Services submitted a report (Paper H207) 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 draft Work Plan for 2009/10 attached as Appendix 2 to Paper H207 was approved, subject to the following amendments:-
(a) 19 May 2009 – move External Inspection Improvement Plan topic to 23 June 2009.
(b) 23 June 2009 – add topic relating to Staffing and Salaries from the Human Resources Panel.
(c) 23 June 2009 – add topic relating to producing simplified versions of the Budget and Annual Accounts.
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 the Council based upon Paper H207 and the views expressed at the meeting.
The Director of Finance submitted a report (Paper H208) updating Members on the results of the follow-up work undertaken by Internal Audit with regard to the two ‘not-acceptable’ reports reported to the Committee at their meeting on 27 January 2009.
John Snell, Acting Audit Manager presented the report and together with Tim Ryder, Suffolk County Council Head of Audit and the Director of Finance answered various questions from Members.
It was noted that the Director of Finance would circulate to Members information on the grading system used by Internal Audit.
During the course of the discussion Members requested reassurance that the process for addressing any future weaknesses raised by Internal Audit will have appropriate regard to the Council’s performance management arrangements.
RESOLVED
(1) That the significant progress made on the two ‘Not Acceptable’ reports be noted.
(2) That the action taken to further reinforce the process for dealing with future Internal Audit reports be noted and that this has appropriate regard to the Council’s performance management arrangements.
The Director of Finance submitted a report (Paper H209) detailing the proposed Internal Audit Strategy and Audit Plan for the next financial year.
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.
It was noted that the Internal Audit Plan for 2009/10 detailed in Appendix B to Paper H209 shows an increase of proposed work days for Priority 1 assignments and that work could be done on CAST and Data Quality by using the contingency provision, should this be required.
RESOLVED
(1) That the Internal Audit Strategy attached as Appendix A to Paper H209 be approved.
(2) That the 2009/10 Internal Audit Plan attached as Appendix B to Paper H209 be approved.
The Director of Finance submitted a report (Paper H210) providing the Committee with key information on variations on salary and associated costs as requested by the Committee at their meeting on 27 January 2009.
Mr C W Arthey was present at the meeting for this item, and spoke on it with the consent of the Chairman.
During the course of the discussion it was agreed that further work was required to establish a baseline position on the Council’s staffing levels and changes in overall salary bill from year to year and that the Human Resources Panel should be asked to report back to the Committee on this. In doing so it should have regard to the following:-
- Achieving increased transparency to support future monitoring, forward planning and decision-making
- Efficiency savings, establishment variations and key cost drivers.
RESOLVED
(1) That the content of Paper H210 be noted, but that further work is required to explain the position on staffing levels and salary costs.
(2) That the Human Resources Panel be requested to investigate the matter referred to in (1) above and report back to the Committee with a detailed explanation at its meeting on 23 June 2009.
The Director of Corporate Services and the Director of Finance submitted a joint report (Paper H211) providing an integrated picture of Financial and Performance Management Information for the third quarter of 2008/09.
Jonathan Seed, Senior Policy and Performance Officer presented the report and together with the Director of Finance answered Members’ questions on it.
It was noted that in respect of the priority ‘A Safer and Healthier Babergh’, the Council is still awaiting data from the Audit Commission with regard to the Place Survey and that an update will be provided in the Quarter four monitoring report to be considered by the Committee at its meeting on 23 June 2009.
During the course of the discussion, it was noted that Non-Domestic Rate levels are set by Government and, in this respect Members requested that representations be made on behalf of the Council expressing concern at the level of increase to be applied given the current economic climate.
RESOLVED
(1) That the key points relating to variations against the 2008/09 Budget, National Indicators, 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 26 May 2009 detailing how the time taken to process benefit claims is being managed.
The Director of Corporate Services submitted a report (Paper H212) outlining the final recommended basket of Key Performance Indicators for 2009/10 as agreed by the joint Overview and Scrutiny Committee Working Group.
It was noted that Paper H212 would also be considered by the Overview and Scrutiny (Community Services) Committee at its meeting on 31 March 2009.
Jonathan Seed, Senior Policy and Performance Officer presented the report and answered Members’ questions on it.
In the ensuing discussion, the following were among the points raised:-
- In respect of Appendix B Item 38, it was requested that future reports include vacant property figures.
- The joint Overview and Scrutiny Committee Working Group Members commented that in future years it would be helpful to receive the papers prior to the meeting.
RESOLVED
That the recommended basket of Key Performance Indicators (KPIs) for the 2009/10 financial year listed in Appendix A to Paper H212 be approved.
RECOMMENDED TO STRATEGY COMMITTEE
That the targets outlined in Appendix B to Paper H212 be approved.
The Director of Corporate Services submitted a report (Paper H213) providing an overview of the current expectations for managing data quality and setting out an approach for addressing the issues identified by the recent PKF Data Quality Audit.
Jonathan Seed, Senior Policy and Performance Officer presented the report and answered Members’ questions on it.
During the course of the discussion it was requested that a further report be submitted to the June meeting of the Committee detailing the progress being made against the Action Plan.
It was also noted that any ‘Financial Implications’ associated with the Action Plan would be met from existing budgets.
RESOLVED
(1) That the conclusions of the PKF Data Quality Audit and Babergh’s management response to the recommendations as set out in Appendix A to Paper H213 be noted.
(2) That the proposed approach for addressing the Data Quality Audit recommendations set out in the Action Plan attached as Appendix B to Paper H213 be approved.
(3) That a further report on progress being made against the Action Plan referred to in (2) above, be submitted to the Committee at its meeting on 23 June 2009.
The Deputy Chief Executive submitted a report (Paper H214) providing an update on the progress the Council has made in maintaining and consolidating its Local Government Equality Standard (LGES) Level 2 position and advising that this is to be replaced by a new Equality Framework for Local Government. The report also outlined the actions being taken to prepare for the new Equality Framework.
Jonathan Seed, Senior Policy and Performance Officer presented the report and answered Members’ questions on it.
During the course of the discussion Members commented that they had not yet received the self-assessment questionnaire detailed in paragraph 5.10 of the report.
RESOLVED
That the progress made on equalities and diversity in 2008/09 as set out in Paper H214 be noted.
The Procurement Task Group submitted a report (Paper H215) providing the first indication of progress on the Action Plan included in the Council’s Procurement Strategy and Framework document (2008-2011), and advising that the 2008/09 target of £50,000 savings generated through procurement initiatives has been exceeded.
Mr H N Todd, Chairman of the Procurement Task Group and the Head of Contract and Asset Management presented the report and answered Members’ questions on it.
RESOLVED
(1) That the progress made in 2008/09 against the original Action Plan attached as Appendix A to Paper H215 and the inclusion of new targets introduced (bearing in mind that, as a ‘live document’, new targets will also be introduced during 2009/10) be noted.
(2) That the original target of £150,000 savings over the period of the Strategy (2008-2011) be retained, and that a ‘stretch’ target of £300,000 be introduced.
(3) That the Procurement Task Group continue to monitor delivery of the Action Plan in 2009/10.
The Director of Corporate Services reported that the “Councillor Call for Action” (CCfA) was introduced under Section 119 of the Local Government and Public Involvement in Health Act 2007 (the Act), and is to come into force on 1 April 2009.
The Act enables any Member of the Council to refer to an Overview and Scrutiny Committee any Local Government matter or any crime and disorder matter which affects their Ward.
It was noted that the guidance on the CCfA has only just been issued, and that a report on the proposals as to how the process is to be managed at Babergh will be submitted to the next meeting of the Committee.
RESOLVED
That the position be noted.
The Committee adjourned for refreshments between 11.15 a.m. and 11.40 a.m.
The business of the meeting was concluded at 1.25 p.m.
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