Meeting documents

Shared Services Joint Committee
Thursday, 20th September, 2012

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

 Present: Councillor Mr A Bradley (Chorley BC) (in the chair)

Councillors Cllr Hamman (South Ribble BC) and Mr P Mullineaux (South Ribble BC (substitute for Mr C J Clark))
 In attendance: Garry Barclay (Head of Shared Assurance Services), Susan Guinness (Head of Shared Financial Services), Gary Hall (Chief Executive-Chorley BC), Andy Houlker (Senior Democratic Services Officer-South Ribble BC) and Mike Nuttall (Chief Executive-South Ribble BC)
 Public attendance: None
 Other Officers: None

Item Description/Resolution Status Action
12 Apologies for Absence

Apologies for absence were submitted on behalf of Councillors Mr C J Clark (South Ribble BC), Mr S M Robinson (South Ribble BC) and P Wilson (Chorley BC).
13 Declarations of Interest

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

Further to min. no.8, the committee was informed that the council had responded to the auditor?s latest query. The auditor would finalise the annual return by the end of the month and it was not required to be reported to the committee. Also, further to min. no.10(2), reference to the targets of 100% management implementation of audit recommendations had been included in the Performance Management Report (min. no.15).

That the minutes of the meeting held on 18 June 2012 be signed as a correct record.
15 Performance Management Report
Report attached

The committee received a report demonstrating progress in the first quarter of 2012/13 against the key service developments and performance indicators in the Business Improvement Plan. In respect of the key projects 25 out of 28 had been completed or were on track with plans in place to address the remaining 3. Only 7 of the 37 performance measures were ?red? with explanations for each detailed in the report. Full statements on progress on key projects and performance targets as at end of July 2012 were appendices 1 and 2 to the report. There was a discussion around these. The partnership was working well within its approved budget and was currently expected to be an underspend for the year in the sum of ?5000.

In respect of Shared Assurance Services (SAS) all 14 key projects were green, training had been provided to Chorley council?s new Governance Committee and in respect of emergency planning there had also been joint training on hazardous substances. The service had lost a principal auditor (which was currently back filled by the county council) and a longer term solution could be reported to a future meeting. St Catherine?s Hospice had requested the service continue its work next year. The committee commented that following its last meeting in June there had been a couple of instances in both Chorley and South Ribble of flooding and the emergency plans had been implemented, from which lessons had been learned. Over the year there had been a number of incidents and the plans had worked very well (and been good tests). South Ribble had arranged a learning hour for its members on emergency planning, in particular explaining the role of district councils in flooding incidents. It was wondered if this might be a joint event with Chorley, particularly for its members in Croston & western parishes.

Shared Financial Services (SFS) had 11 key projects, three of which were amber and explanations were detailed on page 2/3 of the report. The external audit inspection with regard to the two Councils was nearly complete following regular meetings with the auditors and there were no errors to report in the financial statements.

Turning to performance targets, SAS?s red targets related to the 100% targets for the management implementation of audit recommendations. Based on discussions at the last meeting it was suggested that those no longer be included in the joint committee?s Performance Management Report. In respect of SFS there were two red and two amber targets which were explained on pages 4/5 of the report.

The variations to the approved budget as detailed on page 6 of the report were noted.

That subject to (1) and (2) below, the committee noted the progress being made and looked forward to receiving a further update at the next meeting.
(1) That the feasibility of holding a joint member training session on emergency planning be investigated; and
(2) That the 100% targets relating to the management implementation of audit recommendations no longer be included in future reports to the committee.
16 Forward Plan
Forward Plan (2M/bytes) attached

The committee received its Forward Plan. As there would be no items for the meeting to be held on 3 December 2012 it was agreed to cancel that meeting. The next meeting of the joint committee would now be that to be held on 28 January 2013.

That subject to the above amendment, the committee noted its Forward Plan.

  Published on Tuesday 2 October 2012
The meeting finished at 6.38pm