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 JUNE 2008
Quick Links
- 11 - Substitutes
- 12 - Declaration of Interests
- 13 - Minutes
- 14 - Petitions
- 15 - Questions from Members
- 16 - Annual Audit and Inspection Plan 2008/09
- 17 - Annual Governance Statement 2007/08
- 18 - 2007/08 Financial Outturn and Statement of Accounts
- 19 - 2007/08 End of Year Finance and Performance Management Report
- 20 - Key Performance Indicator Basket 2008/09
- 21 - Customer Service - Opportunities for Improvements
- 22 - Work Plan
PRESENT: Mr D M Busby – Chairman
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Mr D G Grutchfield
Mr B Riley
Mr C A Roberts
Mrs C A Todd |
Mr H N Todd
Mr D M Walton
Mr L H Young |
Mrs J Antill and Mr J C Brand were unable to be present.
11 SUBSTITUTES
It was noted that in accordance with Council Procedure Rule No.5 a substitute was in attendance as follows:-
Mrs C A Todd (substituting for Mrs J Antill)
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None declared.
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RESOLVED
That the Minutes of the meeting held on 13 May 2008 be confirmed and signed as a correct record.
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None received.
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None received.
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Mr David Eagles, Partner, and Ms Zoe Thompson, Manager, of the Council’s auditors PKF were in attendance at the meeting and presented their report (Paper H52) on the Annual Audit and Inspection Plan for 2008/09.
It was noted that the plan is based on the Audit Commission’s risk based approach to planning and the requirements of the Comprehensive Performance Assessment. It reflects audit and inspection works specified by the Audit Commission, current national risks relevant to Babergh’s local circumstances and local risks and improvement priorities.
Areas where specific additional work have been planned were set out in detail in Appendix A to Paper H52 and this included a follow up to the Leisure Trust report issued in 2007/08. There were also a number of key developing issues where it may be necessary to carry out work at a later stage and these were identified in Section 4 of Paper H52.
Members of the Committee then questioned the representatives from PKF.
During the course of discussion of this matter it was noted that a brief report on the progress of PKF’s work programme would be submitted to a future meeting of the Committee.
RESOLVED
That the Annual Audit and Inspection Plan 2008/09 as set out in Paper H52 be noted.
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The Director of Finance submitted a report (Paper H54) requesting the Committee to consider the proposed Annual Governance Statement which will be included with the 2007/08 statement of accounts and to appoint two members to review the Statement and the supporting evidence, including a review of the adequacy and effectiveness of internal audit.
During the consideration of this item a number of minor amendments to the Governance Statement were outlined. These would be incorporated, together with a reference to Partnerships and Communication with Ward Members/Parishes on relevant issues, by the Director of Finance who would also make any further amendments that are felt to be necessary.
It was noted that the Council meeting on 26 June 2008 will approve the Statement of Accounts for 2007/08 which will include the Annual Governance Statement.
RESOLVED
(1) That, subject to the Director of Finance being authorised to make any minor amendments required, the Annual Governance Statement attached as Appendix A to Paper H54 be approved subject to further review by the two members referred to in (2) below.
(2) That Mr D G Grutchfield and Mr C A Roberts (with Mr B Riley as reserve) be appointed as the two members to review the 2007/08 Annual Governance Statement and the adequacy and effectiveness of Internal Audit, based on the supporting evidence.
(3) That it be noted that the findings of the review will be considered by this Committee alongside the Annual Internal Audit report at its meeting on 12 August 2008.
(4) That the Chairman of the Strategy Committee be authorised to sign the Annual Governance Statement 2007/08 on behalf of that Committee.
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The Director of Finance submitted a report (Paper H53) providing an overview of the provisional financial outturn for 2007/08 compared to the approved budget and other key financial information. The Committee were requested to scrutinise the report, draft statement of accounts and the expenditure variations compared to budget and treasury management performance for 2007/08.
During the course of discussion of this item it was agreed that:-
5.10 of Paper H53 – the Committee was of the view that there should not be an earmarked reserve to help with additional capacity to deal with work relating to the local government review.
Page 30 of the Statement of Accounts – the Medium Term Planning Task Group be provided with a breakdown of publicity expenditure for further investigation and that a report be submitted to this Committee in due course.
Page 44 of the Statement of Accounts – further investigation to be taken relating to creditors.
The Committee requested that thanks be expressed to the appropriate officers in respect of the compilation of the Statement of Accounts.
It was noted that the Council at its meeting on 26 June 2008 would be requested to approve the Statement of Accounts.
RESOLVED
(1) That the position on budget carry forward requests be noted as referred to in paragraph 5.5 and 5.8 of Paper H53, subject to these being considered further by the Strategy Committee to establish if there is any scope for redirection to other key projects or priorities.
(2) That it be noted that Strategy Committee will also consider the potential use of the net general fund underspend/savings in 2007/08 for key projects or other priorities, including establishing an earmarked reserve to provide additional capacity to deal with work relating to local government review.
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The Director of Finance and the Director of Corporate Services submitted a joint report (Paper H55) providing an integrated picture of the significant issues relating to financial and performance management for the year ended 2007/08.
It was noted that the format follows that of the Corporate Plan to show the linkages to the Council’s corporate priorities.
It was noted that since the report had been prepared further information had become available on BVPI 64 (Private dwellings returned to occupation) and this would need to be included within the exceptions.
The Committee was requested to scrutinise the financial and performance information set out in Paper H55 and its appendices. Concerns were raised relating to the target of 700 new affordable homes by 2009 (LPI 41) and whether a review of the homelessness strategy should be undertaken. They requested that the Housing Panel investigate these matters further.
RESOLVED
(1) That the key points and action to be taken relating to the variations against the 2007/08 Budget, Best Value Performance Indicators and Local Performance Indicators as outlined in Paper H55 and its appendices be noted.
(2) That the Housing Panel be requested to investigate as to whether it is necessary to review the homelessness strategy as a matter of urgency and whether the target of 700 new affordable homes by 2009 should be revised.
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The Director of Corporate Services submitted a report (Paper H56) requesting the Committee to determine whether they wish to continue with the principal of Overview and Scrutiny Committees scrutinising a key basket of indicators on a quarterly basis and if so, which performance indicators they wish to include in the basket.
A discussion then ensued as to which key performance indicators should be included and these are referred to in the decision below. Members also requested that, where appropriate, the performance be expressed through values rather than as percentages.
Members were aware that the Overview and Scrutiny (Community Services) Committee at its meeting on 1 July 2008 were also to consider the report.
RESOLVED
(1) That a key basket of indicators for quarterly scrutiny of performance be continue to be used.
(2) That subject to the inclusion of any indicators identified by the Overview and Scrutiny (Community Services) Committee the following performance indicators be included in the initial basket for 2008/09:-
PI Code Definition of Indicator
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NI 154 |
Net additional homes provided |
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NI 157 |
Processing of planning applications as measured against targets for ‘major’, ‘minor’ and ‘other’ application types |
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NI 158 |
% decent council homes |
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BV 63 |
Energy efficiency of local housing stock |
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BV 64 |
Private dwellings returned to occupation |
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BV 212 |
Average time to relet local authority housing |
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LPI 15 |
No. of affordable rent agreements secured |
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LPI 41a |
The cumulative total number of completed affordable units of accommodation in the affordable housing delivery pipeline (1 April 2004 and 31 March 09) |
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LPI 42 |
The number of formal homeless presentations |
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LPI 44 |
Local authority housing – repairs and maintenance – proportion of urgent repairs to non-urgent repairs |
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New LPI |
% of planning decisions determined as delegated items |
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NI 192 |
Household waste recycled and composted |
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NI 195 |
Improved street and environmental cleanliness (levels of graffiti, litter, detritus and fly posting) |
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BV 218b |
% of abandoned vehicles removed within 24 hours |
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New LPI |
% Trade waste recycled or composted |
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BV 10 |
The % of Non Domestic Rates collected in the year |
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LPI 18 |
Percentage of telephone calls answered (enquiry resolved) at point of contact |
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NI 179 |
Value for Money – total net value of ongoing cash-releasing value for money gains that have impacted since the start of the 2008/09 financial year |
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BV 2a |
The level of the Equality Standard for Local Government to which the authority conforms |
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LPI 12a |
% of capital expenditure achieved on the Housing Revenue Account |
The meeting was adjourned for lunch at 1.15 p.m. and resumed at 1.45 p.m. when the following Members were present:-
Mr D M Busby – Chariman
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Mr D G Grutchfield
Mrs C A Todd |
Mr H N Todd
Mr D M Walton |
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The Director of Corporate Services and the Head of Customer Services submitted a joint report (Paper H57) outlining a proposed approach to addressing customer satisfaction issues raised by a general user satisfaction survey in 2006/07.
Attached to the report as Appendix 1 was an action plan which set out the measures, resources and timescales required to address the problems and issues identified.
Members were aware that the Overview and Scrutiny (Community Services) Committee at its meeting on 1 July 2008 were also to consider the report.
RESOLVED
(1) That the approach taken to improve customer service be endorsed and the action plan outlined at Appendix 1 to Paper H57 be agreed.
(2) That the CAST board be requested to monitor the action plan, bringing significant variances to the Committees attention.
(3) That the definition of a “complaint” as set out in Paragraph 5.2 of Paper H57 be approved for adoption as the standard for service monitoring purposes.
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The Director of Corporate Services submitted a report (Paper H58) which provided details of the Committees anticipated work for 2008/09, including items that may be the subject of Call-in procedures.
RESOLVED
That the Work Plan submitted as Paper H58 be noted.
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The Committee adjourned for refreshments between 11.20 a.m. and 11.35 a.m.
The business of the meeting was concluded at 2.25 p.m.
Chairman
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