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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, 18 NOVEMBER 2008
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 C A Roberts
Mr H N Todd
Mr D M Walton
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Mr L H Young was unable to be present.
43 - Declaration of Interests
44 - Minutes
45 - Petitions
46 - Questions from Members
47 - Finance and Performance Management - Quarterly Monitoring Report
48 - External Audit Governance Report - Management Action Plan
49 - Update on 2007/08 Outstanding Internal Audit Recommendations
50 - Workplan
None declared.
RESOLVED
That the Minutes of the meeting held on 30 September 2008 be confirmed and signed as a correct record.
None received.
None received.
The Director of Corporate Services and the Director of Finance submitted a joint report (Paper H143) providing an integrated picture of financial and performance management information for the second quarter of 2008/09.
Homira Javadi, Corporate Finance Manager outlined the financial implications and financial information contained in paragraphs 3 and 6 of Paper H143.
Janice Rees, Policy and Communications Manager outlined the key information, performance information and next steps detailed in paragraphs 5, 7 and 8 of Paper H143 and, along with the Director of Finance and the Head of Customer Services, answered various questions from Members.
It was noted that the cost of the concessionary bus fare scheme will be well below budget this year despite there being a significant increase in the uptake of bus passes.
In respect of BV2a, it was also noted that the Council is now in a position to self assess under the Local Government Equality Standard as Level 2 and that work is continuing in this area.
In the ensuing discussion the following were among the points raised:-
· With regard to abandoned vehicles, Members expressed concern regarding the proposed batching of vehicle collections and felt that the Council should continue to deliver a 24-hour response time.
· It was suggested that Officers look into the possibility of engaging a third party to carry out trade waste collection.
· With regard to the information contained in the Appendices to Paper H143, it was suggested that future reports include the previous year’s comparative quarterly data.
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 issues set out in paragraph 8 of Paper H143 be considered further by the relevant Overview & Scrutiny Committee by reports submitted to their next meetings.
The Director of Finance submitted a report (Paper H144) asking Members to consider and approve the Management Action Plan attached as Appendix A relating to issues raised by the external auditor in the Annual Governance Report which was submitted to the Committee on 30 September 2008.
Members noted that the issues outlined in paragraph 3.58 of the auditors’ report attached as Appendix B to Paper H113 will also be included in the Management Action Plan.
It was also noted that discussions are still ongoing with PKF with regard to the issues raised by them in their Annual Governance Report and future relationships with them.
Members requested that in future, where possible, they be provided with any relevant technical information prior to the meeting.
RESOLVED
(1) That, subject to the inclusion of the issues detailed in paragraph 3.58 of Paper H113, the Management Action Plan set out in Appendix A to Paper H144 be approved.
(2) That a report on the progress of the ongoing discussions with PKF be submitted to the January 2009 meeting of the Committee.
The Director of Finance submitted a report (Paper H145) updating Members on the progress made in implementing key recommendations agreed with Managers relating to 2007/08 audit reports.
Elfreda Walker, Audit Manager presented the report and the Corporate Finance Manager, Information Management and Technology Manager and Head of Customer Services answered Members questions. This included a number of challenging questions on whether the courses of action proposed were appropriate and confirmation being sought that the Audit Manager was satisfied with these. The Committee supported the proposed approach on all issues covered by the report.
It was noted that since the report had been prepared, the recommendation regarding the cheque ordering process had been fully implemented.
RESOLVED
That the progress made on implementing the 2007/08 Internal Audit recommendations as detailed in Appendices A and B of Paper H145 be noted.
The Director of Corporate Services submitted a report (Paper H146), which provided details of the Committee’s 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 H146 be noted.
The Committee adjourned for refreshments between 11.25 a.m. and 11.45 a.m.
The business of the meeting was concluded at 12.35 p.m.
............................................................................ Chairman
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