Meeting documents

Shared Services Joint Committee
Monday, 26th March, 2012

Place: Cross Room, Civic Centre, West Paddock, Leyland PR25 1DH

 Present: Councillor Mr C P Hamman (in the chair)

Councillors Mr C J Clark(South Ribble BC), Mr K Joyce (Chorley BC), Mr S M Robinson (South Ribble BC) and Mr G Russell (Chorley BC)
 In attendance: Garry Barclay (Head of Shared Assurance Services), Susan Guinness (Head of Shared Financial Services), Gary Hall (Chief Executive-Chorley BC) and Andy Houlker (Senior Democratic Services Officer-South Ribble BC)
 Public attendance: None
 Other Officers: Councillor Mr D B Forrest (South Ribble BC)

Item Description/Resolution Status Action
25 Apologies for Absence

Apologies for absence were submitted on behalf of Councillor P Wilson (Chorley BC)and Mike Nuttall (Chief Executive-South Ribble BC).
26 Declarations of Interest

There were no declarations of interest.
27 Minutes of the Last Meeting
Minutes attached

That the minutes of the meeting held on 23 January 2012 be signed as a correct record.
28 Performance Management Report
Performance Management Report attached

The committee received a report demonstrating progress to 31 January 2012 against the key service developments and performance indicators in the 2011/12 Business Improvement Plan. 34 out of 38 key projects had been completed or were on track with plans in place to address the remaining. 15 out of 39 performance measures were ?red? with mitigating reasons for each. It was noted that many of these indicators were outside the direct control of shared services. Full statements on progress on key projects and performance targets as at the end of January 2012 were appendices 1 and 2 to the report. There was a discussion around those.

It was acknowledged and agreed that in the instances where performance appeared off-track but this was because of timing, in future these be re-profiled to take account of this.

Whilst discussing the report which included business continuity/emergency planning, the committee enquired about the apparent incident in Chorley last week. It was confirmed that Chorley had received notification of an incident on Friday morning and to invoke the emergency plan with residents evacuated to a local rest centre. The county council had co-ordinated all the agencies/services and its Chief Executive had subsequently thanked both Chorley and South Ribble borough councils for a well-executed plan. The committee was also informed that this year?s emergency plan simulation exercise would relate to a nuclear incident.
In respect of promoting business continuity to local businesses, it was anticipated that the new national guidance would transfer the role of individual councils to the local resilience forum.

The committee appreciated that whilst shared financial services targets were now on track, it would not now be possible to achieve them all because some had slipped at the start of the year when the new financial management information system was implemented.

In anticipation of a possible question at either Chorley or South Ribble borough councils it was wondered if it was possible to separate the data between the two councils. It was confirmed it was. However, there was relatively little between the two and anything serious at either council would have been flagged up.

That the committee noted the progress being made and looked forward to receiving the yearend report at its Annual Meeting on 18 June 2012.
29 Shared Financial Services
Shared Financial Services attached
Shared Financial Services - App 1 attached
Shared Financial Services - App 2 attached

The committee received for information an end of project report and a summary of the implementation review for the new Financial Management Information System (FMIS). It was felt an appropriate time to update members and identified in one place what had been achieved, including the presentation at the Civica Conference.

It was appreciated that the results of re-structuring of the service and implementation of the new FMIS only became apparent when put into practise. The shared services between the two councils had been relatively new with a new head of service and this had been a large project across both councils. This had been a success with very good customer feedback.

It was confirmed that reference to ?the council? under point 17 should read ?the partnership?.

Councillor Forrest in the audience asked if the disappoint with the display facility had been resolved and did individual councils really need a separate licence. The issue had been with the budget module and Civica had been informed it was not very functional to the councils. However, the supplier was committed to resolving this at an early stage. In respect of licences, these were integral to software suppliers and each local authority was separate (shared services was not recognised). If the partnership was deemed by both councils not to be working there was an exit strategy in place. However, it was working and the partnership had to date saved in excess of ?500,000 across both councils.

That the report be noted and the Head of Shared Financial Services and her teams be congratulated.
30 Forward Plan
Forward Plan attached

The committee received its Forward Plan. It was suggested that it might be a little late to consider the sole item scheduled for the meeting on 3 December 2012 and that this item be considered at the meeting on 24 September 2012.

That subject to the Service/Business Planning Proposals for 2013/14 being considered at the meeting on 24 September 2012, the committee noted its Forward Plan.
31 Exclusion of Press and Public

RESOLVED: that the press and public be excluded from the meeting during the consideration of the following item of business as they involve the discussion of information which was defined as exempt from publication under paragraph 4 respectively of Part I of Schedule 12A of the Local Government Act 1972.
32 Shared Services

The committee received a report outlining proposals for a further review of shared financial services. The successful implementation of the new Financial Management Information System (FMIS) and the innovative delivery model enabled on-going opportunities to change processes and review how customer needs were met.

The proposals:
? provided for effective succession planning for key and critical roles;
? achieved budgetary savings by matching staffing resources to the service?s work programme thus maintaining value for money; and
? realigned staffing resources to best address demands within the partnership to meet the financial challenges facing both councils in achieving robust and sustainable balanced budget positions within the Medium Term Financial Strategies whilst protecting front line services.

That the proposed amendments to Shared Financial Services detailed in the report be approved and be recommended to the Cabinet/Executive of both Chorley and South Ribble borough councils.

  Published on Tuesday 10 April 2012
(The meeting finished at 4.33pm)