Meeting documents

Shared Services Joint Committee
Wednesday, 2nd October, 2013

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

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

Councillors Mr A Bradley (Chorley BC), Mr C J Clark (South Ribble BC), Mr P Leadbetter (Chorley BC) and Mr P J Smith (South Ribble BC) (as substitute for Councillor S M Robinson)
 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 W Bennett (South Ribble BC) and an officer

Item Description/Resolution Status Action
10 Apologies for Absence

Apologies for absence were submitted on behalf of Councillors Mr M Crow (Chorley BC), Mr S M Robinson (South Ribble BC) and Mike Nuttall (Chief Executive-South Ribble BC).

11 Declarations of Interest

There were no declarations of interest.

12 Minutes of the Last Meeting
Minutes attached

That the minutes of the meeting held on 13 June 2013 be signed as a correct record.

13 Performance Management Report
PMR Report attached
PMR Appendix 1 attached

The committee received a report demonstrating progress to the end of August 2013 against the key service developments, performance indicators and budget in the Business Improvement Plan.

In respect of the key projects 27 out of 29 had been completed or were on track with plans in place to address the remaining 2 which were scored as Amber within the Red/Amber/Green performance measurement categories. There were only 4 ?red? performance measures out of the 29 and explanations for each were detailed in the report. Full statements on progress on key projects and performance targets as at end of August 2013 had been attached as Appendices 1 and 2 to the report. There was a discussion around these.

The partnership was working well within its approved budget and was as at August expected to achieve an underspend by the end of the financial year in the sum of ?18,000.

In respect of Shared Assurance Services (SAS) all 13 key projects were green, completed or on track. The committee?s attention was drawn to the postponement of one SAS project (appointment of a new Insurance Broker). The current contract had been extended by 12 months and enable to new broker appointment to the lead-up to the main tender for insurance policies terminating in 2015. This would benefit the councils by the service proposal being better targeted to support this tender process.

Shared Financial Services (SFS) had 10 key projects, two of which were amber and explanations were detailed on page 3 of the report which would be on track by the end of the financial year.

Turning to performance targets, SFS had four ?red? targets and SAS had two ?amber? targets which were detailed on page 4 of the report. These were discussed and the explanations given were accepted by the committee. The committee also agreed that the target relating to ?over/(underspends) within 1% of manageable/cash revenue budget? was not a true measure of performance and that this measure not be included in the next Business Improvement Plan (BIP).

1. That subject to (2) below, the committee welcomed the progress being made and looked forward to receiving a further update at the next meeting; and
2. That the performance target measure ?over/(underspends) within 1% of manageable/cash revenue budget? not be included in the new Business Improvement Plan (BIP).

14 Exit Management Plan (amended)
Exit Management Plan Report attached

Further to min. no.8, 13 June 2013, as requested the Exit Management Plan (EMP) was re-presented with additional information. In particular the committee discussed the outline Partnership Dissolution Plan appended to the report.

That the presented Exit Management Plan (EMP) be approved.

15 Financial & Assurance Shared Services Annual Return 2012/13
Annual Return (836K/bytes) attached

The external auditor?s (BDO LLP) certificate and opinion 2012/13 and the Issues Arising Report for the shared services had only recently been received and after the agenda had been published. It had therefore been circulated at the meeting.

The Issues Arising Report drew two items to the committee?s attention that had been identified during BDO LLP?s audit of the annual return for 2012/13. These related to the bank account and risk assessment. In respect of the bank account this referred to the entry in item 8 in section 1 of the annual return. The report was for information and clarification that the shared services arrangements were not overdrawn in actual cash terms. No action was required. The second matter regarding the risk assessment (considered as part of the Business Improvement Plan) advised the committee that whilst it had been agreed/approved, it had not been specifically resolved as ?adopted?. The committee should in future ensure the risk assessment was recorded as ?adopted? to avoid any criticism it had not complied with the Accounts and Audit Regulations 2011.

There was a general discussion on the points raised by the external auditor. The committee knew it was not overdrawn in actual cash terms but had had to complete item 8 of the standard annual return form. The committee agreed in future to amend the resolution of the risk assessment in line with the advice from the external auditor.

That the Financial & Assurance Shared Services Annual Return 2012/13 be approved and the Issues Arising Report be adopted.

16 Forward Plan
Forward Plan attached

The committee received its Forward Plan. Whilst referring to the item ?Business Improvement Plan & Budget 2014/15?, it was wondered if this only related to current arrangements or also potential wider matters as originally envisaged when the councils? created the shared services arrangements.

1. That the items listed in the Forward Plan be noted; and
2. That an additional item be submitted to the next meeting of the committee regarding an update on potential wider collaborative arrangements.


  Published on Tuesday 15 October 2013
The meeting finished at 6.40pm