Meeting documents

Apologies for absence were submitted on behalf of Councillors Mr C J Clark (South Ribble BC) and Mr S M Robinson (South Ribble BC).

There were no declarations of interest.

Further to min. no.16(2), 2 October 2013, there was a general discussion and consensus from members for guidance from the two constituent councils on the future development/direction of shared services and remit of the joint committee.

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UNANIMOUSLY RESOLVED:
1. that the minutes of the meeting held on 2 October 2013 be signed as a correct record; and
2. that for the next meeting of the joint committee on 24 March 2014, guidance/clarity be provided for members regarding the remit and direction of shared services including the Shared Services Joint Committee.
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The committee received a report demonstrating progress to 31 December 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. 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 the end of December 2013 had been attached as Appendices 1 and 2 to the report. There was a discussion around these.

The partnership continued to work well within its approved budget and was as at December expected to achieve an under-spend by the end of the financial year in the sum of ?19,000, an analysis of variations were shown in the report.

In respect of Shared Assurance Services (SAS) 12 out of 13 key projects were green, completed or on track. The committee?s attention was drawn to the one red project which related to the testing of emergency planning communications equipment at both councils which would be carried out in the final quarter 2013/14. Shared Financial Services (SFS) had 11 key projects, one of which was red with an explanation detailed on page 2 of the report. This would be concluded in 2014/15 and was therefore also included in the meeting?s next item, the Business Improvement Plan.

Turning to performance targets, SFS had four ?red? targets detailed on page 4 of the report which were discussed and the explanations given were accepted by the committee. This included whether a target of 100% was realistic for the Statutory Grant Claims and Returns to be submitted on time which the committee concluded it was. In respect of SAS had two ?amber? targets which were marginally below target.

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UNANIMOUSLY RESOLVED:
that the committee noted the progress being made.
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The committee received the Business Improvement Plan & Budget 2014/15 which covered the partnership?s sixth complete financial year of operation. Over this period significant savings and demonstrable service improvements had been achieved and challenging projects and targets had been set for next year.

The main service level successes so far in 2013/14 for both Shared Financial Services and Shared Assurance Services were listed on pages 5/6 of the report. Whilst the majority of original risk issues had been mitigated, the updated risk register detailed in Appendix 1 to the report detailed those where action was still in progress along with emerging risks and opportunities. The current key risks and opportunities were listed on page 6 of the report.
Looking towards 2014/15, Appendices 2 and 3 attached to the report identified the projects and performance targets for the new financial year.

Whilst acknowledging the ?553,000 savings to date, the committee commented that on the current footprint it would be very difficult for the partnership to make further significant efficiencies/savings in the future. Whilst the partnerships new structures had previously been bedding in, there might now be an opportunity to look at other services and the committee looked at and discussed contracts and partnerships at Appendix 4 to the report.

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UNANIMOUSLY RESOLVED:
1) that the joint committee recommends to the Executives of each host authority to adopt the required resources to deliver the Shared Services Partnership in 2014/15; and
2) that the joint committee agreed to delegate the ability to incorporate any residual information or amendments to the Business Improvement Plan and Budget to the Chief Executives of both host authorities in consultation with the Chairman and Vice-Chairman of the Committee.
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The committee received its Forward Plan. Further to min. no.19(2) an item be listed for the next meeting in March. The joint committee was advised that the Exit Management Plan was only reviewed every two years and could be removed from the list of items for 6 October 2014. Also as there were no proposed Service/Business Planning Proposals for 2015/16, this could be removed from the meeting to be held on 9 March 2015. The Business Improvement Plan & Budget 2015/16 should be listed for the meeting to be held on 26 January 2015.

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UNANIMOUSLY RESOLVED:
That the Forward Plan be amended accordingly.
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