Meeting documents
Shared Services Joint Committee
Thursday, 20th September, 2012
| Date: | Monday 18 June 2012 | Time: | 6.00pm | Place: | Cross Room, Civic Centre, West Paddock, Leyland PR25 1DH |
| Present: | Councillors Mr A Bradley (Chorley BC), Mr C J Clark (South Ribble BC), Mr P Mullineaux (South Ribble BC (substitute for Cllr Hamman)) and Mr S M Robinson (South Ribble 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 | |
|---|---|---|---|---|
| OPEN ITEMS | ||||
| 1 |
Appointment of Chairman UNANIMOUSLY RESOLVED: Councillor Bradley be appointed Chairman for the municipal year 2012/13. (Councillor Bradley took the chair) |
Agreed | ||
| 2 |
Appointment of Vice-chairman UNANIMOUSLY RESOLVED: Councillor Hamman be appointed Vice-chairman for the municipal year 2012/13. |
Agreed | ||
| 3 |
Apologies for Absence Apologies for absence were submitted on behalf of Councillors Mr C P Hamman (South Ribble BC), Mr K Joyce (Chorley BC) and P Wilson (Chorley BC) and Mike Nuttall (Chief Executive-South Ribble BC). |
Noted | ||
| 4 |
Declarations of Interest There were no declarations of interest. |
Noted | ||
| 5 |
Minutes of the Last Meeting Minutes attached UNANIMOUSLY RESOLVED: That the minutes of the meeting held on 26 March 2012 be signed as a correct record. |
Agreed | ||
| 6 |
Overview of Shared Services and the role of the Joint Committee Appendix to the Minutes (232K/bytes) attached The committee received a short presentation providing a recap on the context of why and how the two councils had entered the shared services arrangements and the role of the joint committee. A copy of the presentation is appended to these minutes. UNANIMOUSLY RESOLVED: That the contents of the presentation be noted. |
Noted | ||
| 7 |
Financial & Assurance Shared Services Annual Report 2011/12 Report attached The committee received its outturn report for 2011/12 which covered the third complete financial year of the partnership?s operation. Its 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. It had been another strong year with sizeable service improvements with further efficiencies. The majority of planned service developments and projects had been delivered (33 out of 38) and those not had been included in the Business Improvement Plan (BIP) 2012/13. In respect of the key performance targets (10 out of 20 for shared assurance services and 8 out of 19 relating to shared financial services) whilst the results did not appear particularly good on face value, there were detailed explanations for those targets which had not been met. There was particular discussion on the merits of setting a target of 100% and the scepticism surrounding their achievement. The committee also recognised the partnership?s 2011/12 budget out-turn had an underspend of ?100,000 in preparation for achieving the budgetary savings target set for 2012/13. UNANIMOUSLY RESOLVED: That the Annual Report be accepted and the good progress being made by the partnership was acknowledged and the hard work undertaken appreciated. |
Agreed | ||
| 8 |
Shared Services Annual Audit Return 2011/12 Report (77K/bytes) attached Annual Return 2011-12 (789K/bytes) attached The committee received a copy of the completed Annual Return for the year ended 31 March 2012. This year?s return included re-charges as requested by the external auditor. UNANIMOUSLY RESOLVED: That the Annual Audit Return 2010/11 be approved and signed off. |
Agreed | ||
| 9 |
Consultation on Appointment of External Auditor Letter from Audit Commission attached In conjunction was min. no. 8 above, the committee was advised that the Audit Commission proposed to re-appoint the current auditor (BDO LLP) to audit the Shared Services Annual Return for five years from 2012/13. The committee welcomed the reduction in the audit fee which was brought about by the reduction in the shared services? budget, which is now in a lower banding and also by the overall reduction in external audit fees. UNANIMOUSLY RESOLVED: That the consultation on the appointment of external auditor be noted. |
Agreed | ||
| 10 |
Business Improvement Plan and Budget 2012/13 Report attached This covered the fourth complete financial year of the partnership?s operation and had originally been presented to the committee in January 2012. In light of changes in the committee?s membership it was re-presented and also gave an opportunity to include additional information regarding efficiencies and economies that had been secured to date. It was noted the potential to deliver the Financial Management Information System (FMIS) across the county was on-going although it was acknowledged that there may be a general reluctance to expand shared services at this time. Further to min. no. 7 above, there was a general discussion regarding targets, in particular targets of 100% which would be looked at further at the next meeting. It was noted that in respect of Internal Audit?s targets, the Governance Committee looked at these from a different perspective and would need to be involved. UNANIMOUSLY RESOLVED: 1. That the re-presented Business Improvement Plan 2012/13 incorporating additional information on the efficiencies and economies achieved by the Partnership to date be noted; and 2. That a report on the targets of 100% be presented to the next meeting of the joint committee. |
Agreed | ||
| 11 |
Forward Plan Forward Plan attached The committee received its Forward Plan. Following an enquiry regarding an update on possible changes to shared services it was agreed a report be presented on the current position to the next meeting of the joint committee. During the discussion it was suggested and agreed that the meeting of the joint committee scheduled to be held on Monday 24 September be re-scheduled to Wednesday 20 September 2012. UNANIMOUSLY RESOLVED: That subject to the amendments above, the committee noted its Forward Plan. |
Agreed | ||
The meeting finished at 7.25pm
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