Venue: Cross Room, Civic Centre, West Paddock, Leyland
Contact: Andy Houlker
Items
No. |
Item |
11. |
Appointment of Chairman
Minutes:
UNANIMOUSLY
RESOLVED:
Councillor Hamman be appointed Chairman
for the municipal year 2011/12.
(Councillor Hamman took the chair)
|
12. |
Appointment of Vice-chairman
Minutes:
UNANIMOUSLY
RESOLVED:
Councillor Joyce be appointed vice-chairman for the municipal year
2011/12.
|
13. |
Apologies for Absence
Minutes:
An apology for absence was submitted on behalf
of Councillor Mr P Wilson (Chorley BC).
|
14. |
Declarations of Interest
Members are requested to indicate at this
stage in the proceedings any items on the agenda in which they
intend to declare an interest. Members are also reminded that if
the interest is prejudicial they may make representations on the
item but then must leave the meeting whilst the item is
discussed.
Minutes:
There were no declarations of interest.
|
15. |
Minutes of the Last Meeting
Minutes:
It was noted that
under min. no.31 (Business Improvement Plan & Budget 2011/12)
there was an action to agree any minor amendments with the new
Chairman of the committee.
UNANIMOUSLY RESOLVED:
That the minutes of the meeting held on 24 January 2011 be signed
as a correct record.
|
16. |
Financial & Assurance Shared Services Annual Report 2010/11 PDF 303 KB
Minutes:
The committee received
its outturn report for 2010/11 which covered the second complete
financial year of the partnership's operation.
The committee's attention was drawn to the number of areas in
highlights and achievements on page 5 and areas of success from
last year on page 6 of the report.
The majority of planned service developments and projects had been
delivered (28 out of 34) and those not had been included in the
Business Improvement Plan (BIP) 2011/12.
The committee noted with interest that this shared services
partnership was the first to use a combined financial management
system for the constituent councils. As a result system's provider
(Civica) had kept a close interest and
assisted the councils in the project. It was also noted that
significant ongoing savings could be made by using a common
platform which reduced separate licence fees. Also whilst the
budgeted cost of implementation had been circa £300,000, the
actual expenditure was circa £100,000. It was a suggested
that this innovation should be publicised by the partnership not
Civica.
The 2010/11 BIP had 41 performance indicators and using the traffic
light system, the year-end out-turn position was shown on page 8 of
the report. This showed those on target (Green) were 10 out of 14
for Shared Assurance Services and 18 out of 27 for Shared Financial
Services (details were in the appendix to the report).
The committee was informed that the follow-up process for
percentage of agreed management action implemented on time was to
be strengthened to provide more information to the councils'
respective Audit and Governance Committees.
In respect of Shared Financial Services the dip in staff
satisfaction was felt largely due to it being conducted when the
service was being re-structured. Also three responses represented
10%. In respect of the period-end closure (75% out of 100%) those
exceeding the target were no more than two or three days. During
the discussion, the committee was informed that the target relating
to credit notes (Chorley BC only) was not being carried forward
into next year.
Whilst it was initially thought the cost associated with the
re-structuring of Shared Financial Services was an over spend
during 2010/11, this was carried out after the budget had been set
and was in fact undertaken within the 2010/11 budget. During the
discussion the committee was informed that it was important report
additional/new items against the year's original budget and not to
revise it.
The shared services partnership had now operated for two full years
and had been proved to work and was developing well with motivated
staff and deliver projects. It was now appropriate for the
partnership to look at the next phase, involving the councils'
Revenues and Benefits Services contributing to additional savings.
The committee was very appreciative of the partnership staff's
achievement in their professional approach, overcoming obstacles
and making the partnership a success. The initial work (Phase 1)
regarding the work on the Revenues and Benefits Services had been
completed and work was ongoing ...
view the full minutes text for item 16.
|
17. |
New External Audit Arrangements
|
17a |
Appointment of External Auditor PDF 79 KB
Additional documents:
Minutes:
The committee was
informed that whilst the councils' shared services had previously
been subject to a full audit of accounts a new ‘lighter'
touch regime was now to be applied for 2011/12. This was
essentially due to the threshold for smaller relevant bodies being
increased from £1M to £6.5M which were subject to a
limited audit. Also the Audit Commission had now appointed BDO LLP
as the shared services' external auditor for a two year period
starting with the audit of the 2010/11 financial statements. This
new approach would save about £4000 per annum.
UNANIMOUSLY RESOLVED:
That the information be noted.
|
17b |
Shared Services Annual Audit Return 2010/11 PDF 82 KB
Additional documents:
Minutes:
In conjunction with
the new audit regime mentioned in (a) above, the committee received
a copy of the completed Annual Return for the year ended 31 March
2011. Whilst the committee welcomed the concept of a limited audit
for shared services, it was very disappointed that an external
auditor had been imposed (without question) despite previously
understanding it would be able to procure its own external auditor.
Whilst there was an annual saving the fee (approximately
£3000) had also been imposed for what was a very limited
amount of work (no site visits etc). It was felt that the Audit
Commission be informed of the committee's disappointment with the
arrangements and process.
The committee was informed that the reason there was a difference
in the figures in Section 1(6) compared to the Annual Report (min.
no.6) was the inclusion of employee related insurance.
UNANIMOUSLY RESOLVED:
That subject to officers being given delegated authority to express
the committee's comments, the Annual Audit Return 2010/11 be
noted.
|
18. |
Forward Plan PDF 99 KB
Minutes:
The committee received
a copy of the Forward Plan.
In view of the close proximity of the committee's meetings on 26
September and 17 October 2011, the meeting in October be cancelled
and its business be dealt with on 26 September. In stead of being
an item for discussion at a future meeting, it was felt more
appropriate for the Project Initiation Document relating to the
Revenues and Benefits Services to be circulated to members of the
committee. Also that the agenda for the next meeting 26 September
2011 include an item relating to the councils' Shared Revenues
& Benefits Services.
UNANIMOUSLY RESOLVED:
1. That the committee's Forward Plan be amended in line with the
comments expressed; and
2. That a copy of the Project Initiation Document relating to the
Revenues and Benefits Services be circulated to members of the
joint committee. The committee received a copy of the Forward
Plan.
In view of the close proximity of the committee's meetings on 26
September and 17 October 2011, the meeting in October be cancelled
and its business be dealt with on 26 September. In stead of being
an item for discussion at a future meeting, it was felt more
appropriate for the Project Initiation Document relating to the
Revenues and Benefits Services to be circulated to members of the
committee. Also that the agenda for the next meeting 26 September
2011 include an item relating to the councils' Shared Revenues
& Benefits Services.
UNANIMOUSLY RESOLVED:
1. That the committee's Forward Plan be amended in line with the
comments expressed; and
2. That a copy of the Project Initiation Document relating to the
Revenues and Benefits Services be circulated to members of the
joint committee.
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