Shared Services Joint Committee Minutes

Apologies for absence were submitted on behalf of councillors Hamman (SRBC) and Leadbetter (CBC).

There were no declarations of interest.

RESOLVED (unanimously):

that the minutes of the meeting held on 30 June 2014 be approved as a correct record, subject to the inclusion of Councillor Clark's apologies, and signed by the chairman.

The Heads of Shared Assurance and Financial Services presented the progress made so far against the key service developments and performance indicators in the 2014/15 Business Improvement Plan (BIP) and set out the Partnership's projected out-turn financial position to the end of this financial year.

Work was ongoing with both Councils' insurance broker Jardine Lloyd Thompson on extending the current Long Term Agreements (LTA's) for insurance including the consideration of various options for self-insurance and varying excess levels; recommendations would be brought to both Cabinets for approval in due course.

Over the course of one year the Internal Audit Team could expect to receive in the region of 40 completed customer satisfaction questionnaires in respect of audit assignments conducted across both authorities.

The one red target in the Financial Services Area related to the submission of statutory grant claims and returns. Two of the four claims submitted late were in respect of the Whole of Government Accounts and their lateness was caused solely by the unrealistic deadlines set.

The vast majority of the projected underspend had arisen mainly due to vacant posts and maternity leave, with the latter being self-contained within the Risk team, thereby resulting in an efficiency saving.

RESOLVED (unanimously):
That the report be noted.

The Head of Shared Financial Services presented the report which set out performance against the Joint Procurement Strategy 2009 to 2014 and presented the updated strategy for 2015 to 2018.

Members congratulated the Procurement team on their achievements in relation to procurement over the last five years and agreed that the strategy had been good news all round.

Other authorities had shown some interest in the partnership's financial information system and it was fair to say that payroll also presented the partnership with some potential net cost reduction opportunities. Although there may still be some additional efficiencies to be made in the future it was likely that other authorities would benefit more from an expanded partnership at this stage than we perhaps would.

RESOLVED (unanimously):
That the report be noted.

The Head of Shared Financial Services presented the report which provided an update for members on the Financial Systems Development Plan and the work undertaken by the team.

The committee noted that the team had exceeded its target in relation to paying suppliers within ten days and discussed whether this was reflected down the supply chain and whether we had any supply chain controls in place. Although there were mixed views among members on how prescriptive we could be, it was felt that we should lead by example and consider building this into documentation provided to suppliers outlining what was expected of them. With this in mind, the Head of Shared Financial Services undertook to examine relevant data to ascertain what was possible in this regard.

RESOLVED (unanimously):
1)That the report be noted, and
2) consideration be given to how suppliers might be encouraged to mirror our own prompt payment practices.

The Head of Shared Financial Services requested that this item be withdrawn as discussions were still ongoing with the external auditors about the final audit opinion.

RESOLVED (unanimously):
That this item be withdrawn.

Following the discussion under the previous item it was agreed that the Financial & Assurance Shared Services Annual Return 2013/14 - certificate & opinion would be taken to the next meeting.

The committee discussed whether now was an opportune time for a report to be brought to the committee outlining each authority's financial contribution to the partnership. Although it was generally considered that the split was fair and appropriate, it was acknowledged that it would be appropriate to bring a statement to a future meeting for the purposes of transparency and public accountability.

RESOLVED (unanimously):
That the forward plan be amended as outlined above.