Issue - meetings

Report of the Interim Chief Executive attached.

RESOLVED (Unanimously):

1.    Cabinet approves the creation of two new posts in Shared Financial Services so that the service can meet its statutory closure of accounts requirements in 2019/20 and provide additional capacity and succession planning for procurement services.

2.    Cabinet notes the Shared Financial and Assurance Services Service Plan 2019/20 in Appendix 1 of the report that was approved at the Joint Committee on 3 June 2019.

3.    Cabinet notes that a more detailed review is to be brought back to the Shared Services Joint Committee to report on progress and make further recommendations for approval at both Councils.

The Cabinet Member (Finance, Property and Assets), Councillor Matthew Tomlinson, presented a report of the Interim Chief Executive that briefed members on a review of, and amendments to, the existing shared services for finance and assurance between Chorley Borough Council and South Ribble Borough Council.

Following meetings between senior officers from both authorities to discuss the issues facing the service, there was a short-term requirement to recruit to a post that will become vacant due to an imminent requirement, as well as creating a new post to support the closure of accounts at both councils.

The report also proposed the creation of a graduate trainee post within procurement to provide the required additional capacity as well as ensuring there is sufficient succession planning within the service.

The long-term ambition is to deliver efficiencies and improve performance, provide resources for growth and support the wider corporate objectives set by both authorities. Other actions within the report had already been factored into the Shared Financial and Assurance Services Service Plan 2019/20 that was appended to the report.

It was proposed by Councillor Matthew Tomlinson, seconded by Councillor Paul Foster, and

Decision made (Unanimously):

1.    Cabinet approves the creation of two new posts in Shared Financial Services so that the service can meet its statutory closure of accounts requirements in 2019/20 and provide additional capacity and succession planning for procurement services.

2.    Cabinet notes the Shared Financial and Assurance Services Service Plan 2019/20 in Appendix 1 of the report that was approved at the Joint Committee on 3 June 2019.

3.    Cabinet notes that a more detailed review is to be brought back to the Shared Services Joint Committee to report on progress and make further recommendations for approval at both Councils.

Reason(s) for the decision:

The Shared Financial Services team has a responsibility to create the draft and final statement of accounts for both Chorley Borough Council and South Ribble Borough Council. A request for retirement has been made, meaning that for 2019/20 there will be no permanent staffing in place to provide the expertise to deliver both Councils statement of accounts. This role is specialised and it is therefore imperative that the service looks to replace this post as soon as possible.

In addition, to provide the necessary staffing resources to close both sets of accounts it is proposed to create a new Senior Financial Accountant role.

The procurement service continues to work at full capacity and has been especially stretched in recent months due to a number of large-scale projects requiring procurement support. The report proposed creating a graduate trainee post within procurement to provide the required additional capacity as well as ensuring there is sufficient succession planning within the service.

Alternative Options Considered and Rejected:

Do nothing – the Council would be at great risk of not meeting its statutory obligations, external agency could be brought in to cover vacant positions, however this would be expensive and would not provide a permanent solution for the service.