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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, 17 JULY 2007
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PRESENT: Mr D M Busby – Chairman
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Mr J R B Cave
Mr D G Grutchfield
Ms J A Jenkins
Mr J A B Long |
Mr C A Roberts
Mr D M Walton
Mr G S White
Mr L H Young |
Mr J C Brand was unable to be present.
It was noted that in accordance with Council Procedure Rule No. 5, a substitute was in attendance as follows:-
Mr J A B Long (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 5 June 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 G46) setting out the outcomes of the work undertaken by the Internal Audit Team during 2006/07. Appendices 1 and 2 of the report summarised the reviews undertaken and the recommendations made. Doug Bacon, Audit Manager, presented the report and answered Members’ questions on it.
In the ensuing discussion the following were among the points noted:
- Based on the work undertaken during 2006/07, it could be concluded that key systems of internal control were operating soundly and that there had been no fundamental breakdown of controls. It was also noted that satisfactory arrangements were in place to ensure the effective, efficient and economic operation of the Council’s financial affairs. Members were reminded that this was intended to provide reasonable assurance regarding the operation of the Council’s internal control environment.
- With reference to paragraph 5.23, it was noted that the Members of the Statement on Internal Control Group had asked officers to obtain information about those authorities which had achieved an overall score of 3 in the Audit Commission’s Use of Resources Assessment for 2006 on the internal control theme, with the aim of learning from their procedures.
- In relation to paragraph 1 of Appendix 2, it was noted that the Internal Audit Team had reviewed the mechanics of maintaining the Asset Register and made no recommendations for improvement. The Council’s management of its assets would be the subject of a report to the Strategy Committee at its meeting on 27 September 2007. This would include an Action Plan which, once approved, would be monitored by one of the Overview and Scrutiny Committees.
- In relation to paragraph 2 of Appendix 2, it was noted that Internal Audit had reviewed procedures which posed a risk of possible benefit fraud and had made no recommendations for improvement. Members requested information about the number of benefit fraud cases investigated during the year, and their outcomes. It was agreed to add this to the Committee’s Work Plan (see Minute No. 21 below).
- With reference to paragraphs 4, 9 and 15 of Appendix 2, officers were asked to circulate the Action Plan to Members of both Overview and Scrutiny Committees. It was agreed to ask the Housing Panel to monitor the Action Plan relating to void housing works and to consider current procedures relating to redecoration allowances.
RESOLVED
That the position regarding Internal Audit work in 2006/07 as set out in Paper G46 be noted.
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The Head of Finance submitted a report (Paper G47) concerning possible ways of improving the Council’s management of Capital and Revenue Budgets, and of increasing Member awareness and understanding of the issues involved. Homira Javadi, Corporate Finance Manager presented the report and answered Members’ questions on it.
It was agreed that the early warning system referred to in paragraph 5.7(a) should include clear strategies for dealing with variances before the end of each financial year, and that the wording of paragraph 5.7(a) should be amended accordingly.
Members noted that it was envisaged that larger capital projects would be closely monitored by the appropriate Task Group or Panel, but that the overall position and the progress on net revenue expenditure would be monitored by the Overview and Scrutiny (Stewardship) Committee.
It was also noted that a further report on Revenue and Capital Budget Management would be considered at the meeting of the Overview and Scrutiny (Stewardship) Committee scheduled for 29 August 2007.
RECOMMENDED TO STRATEGY COMMITTEE
(1) That Members consider the issues set out in paragraph 5.5 of Paper G47.
(2) That the suggested approach and framework for improving the management of capital and revenue budgets as set out in Section 5.7 of Paper G47 be approved, subject to the following amendment:
The last sentence of paragraph 5.7(a) to be amended to read “Clear strategies for dealing with variances before the year end.”
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The Head of Finance submitted a report (Paper G48) setting out proposals for 2007/08 relating to Member Working Groups dealing with Service and Financial Planning (SFP) and the Corporate Plan.
It was noted that the SFP Group would consider issues relating to the production of a new Capital Strategy and Asset Management Plan. It was agreed that the Group should report back to the Overview and Scrutiny Committees on this matter.
RESOLVED
(1) That two Members of each Overview and Scrutiny Committee be appointed to serve on the SFP Group, and that for 2007/08 Mr J C Brand and Ms J A Jenkins be appointed as the Overview and Scrutiny (Stewardship) Committee representatives on the Group.
(2) That one Member from each of the Overview and Scrutiny Committees serving on the SFP Group be invited to join the Corporate Plan Working Group, and that for 2007/08 Ms J A Jenkins be appointed as the Overview and Scrutiny (Stewardship) Committee’s representative on the Group.
(3) That the Strategy Committee’s proposal that two Strategy Committee Members serve on the SFP Group be endorsed.
(4) That the role and activities of the SFP Group in relation to setting the 2008/09 Budget be approved as set out in paragraphs 4.10 and 4.11 of Paper G48.
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The Head of Corporate Services submitted a report (Paper G49) which provided details of the Committee’s anticipated work for the remainder of 2007/08, including items that may be the subject of call-in procedures.
The following were among the points noted:-
- The Finance, Risk and Performance Management Quarterly Report scheduled for 29 August 2007 would include a progress report on Customer Access.
- At the meeting on 29 August 2007 Members would receive a report on Benefit Fraud as referred to in Minute 18 above.
- It was planned to hold a Risk Management Seminar in the afternoon of 29 August 2007 after the conclusion of the Committee’s meeting.
- At its meeting on 9 October 2007, the Committee would receive a report from the Customer Access and Service Transformation (CAST) Group on business process re-engineering (BPR), including topics outside the scope of the CAST programme where it was felt business process engineering benefits or efficiency gains would result in better performance or improved service.
- In addition, it was hoped to bring to the meeting scheduled for 9 October 2007 a report on a review of the Council’s Rate Relief Policy.
- The review of Call-In Procedures scheduled for 29 January 2008 might form part of a wider review of the Constitution, if it were decided to review the Council’s governance arrangements.
RESOLVED
That the Work Plan submitted as Paper G49 be noted.
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The business of the meeting was concluded at 11.15 am
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Chairman
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