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, 5 JUNE 2007
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PRESENT: Mr D M Busby – Chairman
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Mr J C Brand
Mrs J R B Cave
Mr D G Grutchfield
Ms J A Jenkins |
Mr C A Roberts
Mr D M Walton
Mr G S White
Mr L H Young |
RESOLVED
That Mr J C Brand be elected Vice Chairman of the Overview and Scrutiny (Stewardship) Committee for the ensuing year.
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Mr G S White declared a personal interest in respect of the item referred to in Minute No. 6 below by virtue of the fact that his son is an employee of PKF, the new auditors.
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RESOLVED
That the Minutes of the meeting held on 20 March 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 presented a report (Paper G19) concerning the Audit Commission’s Audit and Inspection letter for 2005/06 and the Audit and Inspection Plan for 2007/08 which were attached as Appendices A and B to the report.
He explained that Appendix A summarised Babergh’s performance and the improvements it had made in 2005/06, and what could be done to improve further. Appendix B had been produced by the Council’s new Auditors, PKF.
Mr Kevin Sharman, Audit Manager of the District Audit was in attendance at the meeting, together with Mr Mark Woodall, Performance Specialist from the Audit Commission.
Representatives of PKF were in attendance at the meeting as follows:-
Mr David Eagles, Partner
Ms Zoe Thompson, Audit Manager
It was noted that Ms Edwina Child would continue to act as Relationship Manager.
Mr Sharman presented the Audit and Inspection Annual letter for 2005/06 (Appendix A to Paper G19) and Mr Eagles presented the Audit and Inspection Plan for 2007/08 (Appendix B to Paper G19).
In the ensuing discussion the following were among the points noted:-
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Three key uses of resource risks had been identified by PKF. These were: effective partnership working around the health inequality agenda; effective partnership working with the Local Area Agreement (LAA); and performance management of Third Sector activity funded by the Authority. It was noted that because of the nature of these risks, it was likely that the two Overview and Scrutiny Committees would need to work more closely to fulfil their scrutiny roles.
RESOLVED
(1) That the key issues from the Audit Commission Audit and Inspection Letter for 2005/06 be noted as set out in Appendix A to Paper G19.
(2) That the arrangements and coverage of the Audit and Inspection Plan for 2007/08 be noted as set out in Appendix B to Paper G19.
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The Head of Finance presented a report (Paper G20) concerning the outcomes of the Audit Commission’s 2006 Use of Resources Assessment and indicating improvement opportunities and areas where Babergh needed to strengthen arrangements further in 2007 and 2008 in relation to the effective use of resources. It was noted:
Members recognised that in the current situation it would be very difficult to achieve level 4. However, they requested information on what actions would need to be taken to achieve level 4 over the life of the Council. Officers were also asked to e-mail information to Members about those Councils that had achieved level 4.
RECOMMENDED TO STRATEGY COMMITTEE
(1) That the outcomes of the 2006 Use of Resources Assessment be noted as set out in Paper G20.
(2) That in relation to the 2007/08 Assessment the Committee note the improvement opportunities and approve the Action Plan relating to these as set out in Appendix A to Paper G20.
(3) That Officers report back to the Overview and Scrutiny (Stewardship) Committee in due course on progress on this and on the outcomes of the 2007 Assessment. In addition, that Officers report to that Committee on actions that would need to be taken to achieve level 4 over the life of the Council.
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The Head of Finance presented a report (Paper G21) concerning the results of a comprehensive review of the Strategic Risks agreed in May 2005.
He explained that the 28 risks identified in 2005 had now been reduced to nine broad themes, as summarised in Appendix A to Paper G21.
It was noted that attempts to arrange a Risk Management Workshop for Members had so far been unsuccessful. It was agreed to try to arrange one on the afternoon of a day scheduled for an Overview and Scrutiny (Stewardship) Committee meeting later in 2007, with Members of the Overview and Scrutiny (Community Services) Committee and the Strategy Committee being invited to attend.
RECOMMENDED TO STRATEGY COMMITTEE
(1) That the nine Significant Business Risk themes and risk scores as set out in Paper G21 and as summarised in the Appendices to that Paper, be agreed subject to any revision arising from the Members’ Workshop to be arranged later in 2007.
(2) That the Overview and Scrutiny (Stewardship) Committee monitor the key elements of the Management Action Plans for each risk on a quarterly basis.
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The Head of Finance presented a report (Paper G22) explaining the need for a Member Group to review the 2006/07 Statement on Internal Control (SIC) and supporting evidence, and inviting Members to comment on Sections 4 to 6 of the SIC attached as Appendix 1 to Paper G22.
RESOLVED
(1) That a Member Group be formed to review the Statement on Internal Control for 2006/07 and supporting evidence.
(2) That for the year 2007/08 Mr J C Brand and Ms J A Jenkins be appointed to the Member Group referred to in Resolution (1) above.
(3) That the position on the adequacy and effectiveness of Internal Audit be noted as set out in Paper G22.
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The Head of Corporate Services submitted a report (Paper G23) setting out the position regarding the Council’s performance with respect to BV12, the average number of sick days per member of staff. The Human Resources and Organisational Development Manager presented the report and answered Members’ questions on it.
It was noted that the figures for the past four years were fairly consistent, and compared well with other authorities. Efforts were being made to improve the management of sickness and to deal with any issues regarding stress-related illness.
Members agreed that the target set for BVPI 12 should be changed from 6.5 days to 8.34 days, in line with the National Upper Quartile figures. They noted that the HR Panel would monitor performance on this target.
RESOLVED
That the target set for BVPI 12 be revised in line with the National Upper Quartile figures.
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The Head of Corporate Services submitted a report (Paper G24) setting out the 2006/07 end of year figures for the nationally set Best Value Performance Indicators (BVPIs), and Local Performance Indicators (LPIs) set by Babergh which were included in the 2006/07 Corporate Plan. The Policy and Communications Manager and the Senior Policy and Performance Officer presented the report and answered Members’ questions on it.
In the ensuing discussion the following were among the points noted;
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The Corporate Plan for 2006/07 contained a total of 146 BVPIs and key LPIs. Table 1 of Paper G24 showed that 54.8% of all PIs reached or exceeded target, 37.7% were below target, and final data was still required for 11 PIs.
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The Government had announced its intention to make changes to the Performance Management framework from April 2008. It was not yet clear exactly what the new arrangements would be, but the number of BVPIs relating to District Councils was likely to decrease. Local PIs would probably become more significant, and there would be a new emphasis on the performance of LAAs.
RESOLVED
That the variations against the 2006/07 BVPIs and LPIs be noted as set out in Paper G24.
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The Head of Corporate Services submitted a report (Paper G18) 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:
RESOLVED
That the Work Plan submitted as Paper G18 be noted.
NOTE: The Committee adjourned for refreshments between 11am and 11.20am.
The business of the meeting was concluded at 12.50pm
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Chairman
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