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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, 12 AUGUST 2008
PRESENT: Mr D M Busby – Chairman
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Mrs J Antill
Mr D G Grutchfield
Mr B Riley |
Mr C A Roberts
Mr L H Young |
Mr J C Brand, Mr H N Todd and Mr D M Walton were unable to be present.
23 - Declaration of Interests
24 - Minutes
25 - Petitions
26 - Questions from Members
27 - 2007/08 Annual Internal Audit Report
28 - Finance and Performance Management - Quarterly Report
29 - The Council's Annual Report
30 - Annual Monitoring of Formal Complaints
31 - Significant Business Risks Refresh
32 - Work Plan
None declared.
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RESOLVED
That the Minutes of the meeting held on 24 June 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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The Director of Finance submitted a report (Paper H86) setting out the outcomes of the work undertaken by the Internal Audit Team during 2007/08.
The report gave an indication as to whether key systems of internal control are operating soundly and any areas where there are significant weaknesses.
The Director of Finance reported that the Head of Internal Audit’s opinion on the summary of assurance ratings from the 2007/08 audit reviews, as contained in Appendix B to Paper H86 had been updated since the report had been prepared. As a result there were only two systems where the opinion remained as not acceptable in the Auditor’s opinion; these were cash and bank and e-claims. Appendix C to Paper H86 would be updated to reflect the changes referred to in the auditor’s revised opinion.
During consideration of this report members raised concerns as to the amount of recommendations that were ongoing or outstanding at June 2008. It was agreed that any high risk recommendations not completed would be reported to the September Committee meeting and that any other outstanding recommendations would be reported to the November meeting.
It was noted that the Audit Commissions Use of Resources Assessment for 2007 on the “Internal Control” theme gave Babergh District Council an overall score for the theme of 2 which is an “adequate” performance. Members were keen to improve that score to 3 “performing well” and if this was not achieved then a report would be submitted to the November meeting indicating how such a score could be achieved.
It was also noted that the Annual Audit Customer Satisfaction Survey (as outlined in paragraph 5.16 of Paper H86) would be included in next years annual report.
RESOLVED
(1) That the position regarding internal audit work in 2007/08 and the conclusion that the Council’s overall internal control arrangements provide an acceptable level of assurance be noted.
(2) That in relation to the adequacy and effectiveness of Internal Audit, the areas for development set out in Appendix D to Paper H86 be approved.
(3) That, as a result of concern relating to the number of audit recommendations made during 2007/08 not fully completed as at the 30 June 2008, a report be submitted to the September meeting of the Overview and Scrutiny (Stewardship) Committee relating to any high risk recommendations not completed and that any other recommendations that are still outstanding not being completed be the subject of a report to the November meeting.
(4) That information be provided to the Committee as to how the overall theme score for the Audit Commission’s Use of Resources Assessment for 2007 on Internal Control can be increased from 2 to 3.
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The Director of Corporate Services and the Director of Finance submitted a joint report (Paper H85) providing an integrated picture of the significant issues relating to Finance and Performance Management in the first quarter of 2008/09.
In the ensuing discussion the following were among the points noted:-
Appendix C to Paper H85 should include the figure 21 under the Q1 column relating to CAST with a subsequent increase to the total to 3851.
There is likely to be significant additional investment and recycling income as a result of higher surplus funds and interest rates and the decision not to proceed with the third bin project. The Strategic Financial Planning Task Group would be requested to consider whether this should be utilised to support the Medium Term plans and the Strategic Plan priority outcomes.
In respect of BV218b, the % of abandoned vehicles removed within 24 hours, it was agreed that the possibility of introducing a charge for the removal of abandoned vehicles would be investigated. Given the high scrap values being achieved investigations would also be undertaken into the “tidying-up” of areas, getting rid of old vehicles etc at no cost to residents/owners.
In respect of BV10, the % of Non-Domestic Rates collected in the year, an update will be included in the next quarterly report.
Due to the concerns as to the current economic climate and increase in inflation the possible detrimental effect upon the services that the Council provides was to be monitored.
Members then scrutinised the financial and performance information set out in Paper H85 and its appendices.
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 the Strategic Financial Planning Task Group be requested to investigate the implications of the economic downturn on the Council and its citizens through the budget process and the medium term action plans.
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The Director of Corporate Services and the Director of Finance submitted a report (Paper H83) recommending that the Council publishes an Annual Report in line with the Audit Commission’s Use of Resources Key Lines of Enquiry (KLOE).
A copy of a draft annual report which, when completed, will be submitted to Council was attached as an Appendix to Paper H83. A copy of the draft revised Appendix 2 to Paper H83 which had been circulated to Members prior to the meeting was also referred to.
A verbal update was given as to the key areas for inclusion within the financial information section of the annual report. It was agreed that an updated annual report be circulated to Members who would then have an opportunity to make comments prior to the report being finalised for submission to Council.
The meeting also discussed how best to publicise the completed document. It was agreed that the annual report be primarily distributed by electronic means avoiding any unnecessary waste of resources.
RESOLVED
That the Director of Corporate Services, in consultation with the Chairman of the Overview and Scrutiny (Stewardship) Committee, be authorised to make final amendments to the draft annual report, attached as Appendix 2 (revised) to Paper H83 for submission to the Council.
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The Director of Corporate Services submitted a report (Paper H84) concerning complaints about the Council in 2007/08, whether received by the Council or by the Local Government Ombudsman.
RESOLVED
That the report on the annual monitoring of complaints submitted as Paper H84 be noted.
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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 – Chairman
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Mrs J Antill
Mr D G Grutchfield
Mr B Riley |
Mr C A Roberts
Mr L H Young |
The Director of Finance submitted a report (Paper H87) updating Members on the results of a strategic risks refresh exercise that has been undertaken, which has examined the current issues and challenges facing the Council.
The Committee were requested to agree to a revision to the Council’s significant business risks register (paragraph 5.9) which included a new risk theme No.10 relating to Local Response to National Issues.
The Committee, whilst accepting the basis of the report had concerns that themes No.1 (Local Government Review) and No.4 (Political and Management Leadership) had moved downwards in the risk ratings.
RECOMMENDED TO STRATEGY COMMITTEE
(1) That the significant business risk register is updated to reflect the outcomes of the latest strategic risk refresh set out in and summarised in the appendices to Paper H87.
(2) That Management Action Plans for each risk above the tolerance line are monitored by the Overview and Scrutiny (Stewardship) Committee on a quarterly basis.
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The Director of Corporate Services submitted a report (Paper H88) which provided details of the Committees anticipated work for the remainder of 2008/09, including items that may be the subject of Call-in procedures.
RESOLVED
That the Work Plan submitted as Paper H88 be noted.
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The Committee adjourned for refreshments between 11.20 a.m. and 11.40 a.m.
The business of the meeting was concluded at 2.25 p.m.
............................................................................ Chairman
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