Minutes - SERVICE PROVISION SCRUTINY and AUDIT COMMITTEE - 7 February 2008

Item 3

BOROUGH OF POOLE

SERVICE PROVISION SCRUTINY AND AUDIT COMMITTEE

7 FEBRUARY 2008

The meeting commenced at 7.00pm and concluded at 8.40pm.

Present:

Councillor Haines (Chairman) Councillors Brooke, Burden, Chandler, Clements, Dion, Eades, Martin and Rampton.

Also Attending: Councillors Mason and Sorton

Members of the public present: 0

SPS55.08 APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillor Gregory.

SPS56.08 DECLARATIONS OF INTEREST

Councillor Haines declared a personal interest in Item 4 Creditors Payments due to a business connection through employment with Broadstone School

Councillor Brooke declared a personal interest in Item 4 Creditors Payments due Governorship of Broadstone School

SPS57.08 MINUTES

RESOLVED that consideration of the Minutes of the Meeting held on 22 January 2008 be confirmed as a correct record.

SCRUTINY COMMITTEE

SPS58.08 CREDITORS PAYMENTS

The Head of Exchequer introduced her Report relating to payment of creditors invoices during the period April – September 2007, giving details of each Unit’s performance.

It was felt that a number of ‘disputed’ invoices were not correctly identified and so showed as being paid late. Where staff were not aware of procedures it was understood that training had been given. Poole remained in the top quartile for unitary council.

Service Provision Scrutiny and Audit Committee - 6 March 2008 1 During general discussion Members made reference to aspects of the Report including;

 The need for comparative figures to enable identification of trends  Schools are largely responsible for their own budgets  All Unit Heads aware of performance

Recommended that the report be made on an Annual basis including quarterly figures for comparison with any serious developments in the interim reported to the Committee.

SPS59.08 PLANNED REVIEWS . Taking Advice? – The Use of Consultants by the Borough of Poole

The Committee considered the Head of Legal and Democratic Services’ Report relating to proposals for the methodology for the scrutiny of the use of consultants by the Council.

In response to members’ questions, the Principal Scrutiny Support Officer, stated that;

 Equalities issues had been highlighted as a Council priority in the delivery of all services  It was not intended that the scrutiny should cover normal short-term cover during staff recruitment.

During general discussion Members made reference to aspects of the scrutiny including;

 Experience of use of consultants to produce reports that did not add anything to local knowledge  Benefit of the use of the spread of skills across the Authority  How decisions to employ consultants are made  Use of Councillors expertise

Recommended that a politically balanced Task and finish group of three Members (Two Conservative and one Liberal Democrat) be appointed (nominations to be sought from Group Leaders) to consider the methodology of a scrutiny of the use of consultants.

. Meeting Obligations? – The Use of Section 106 Agreements

The Committee considered the Head of Legal and Democratic Services’ Report relating to proposals for the methodology for the scrutiny of the use of Section 106 Agreements by the Council.

The Chairman expressed concerns regarding the capacity of the committee and Officers to contend with a further scrutiny at this time, bearing in mind the scrutiny already taking place.

2 Service Provision Scrutiny and Audit Committee - 6 March 2008 Members were reminded that changes were planned to the requirements for developer contributions and a scrutiny after these changes would be more beneficial.

RECOMMENDED THAT scrutiny of the use of Section 106 Agreements be retained in the scrutiny programme but not be pursued at this time.

SPS60.08 WORKING PARTIES

. CUSTOMER FIRST – THE FIRST PHASE

The Committee noted the Report of the Chairman of the Customer First Working Party on progress made by the Working Party, areas of agreement and areas brought to the Committee for consideration.

The Working Party recommended that the scrutiny examine;

 The establishment of Customer first and delivery against the original plans  The transfer of staff and possible ‘back-fill’  Meeting user groups

The Working Party asked the Committee to consider;

 Media  Partners  Residents’ Associations  Area Committees

During general discussion Members expressed views including;

 Gathering views through the Poole Opinion Panel  BME groups  Members experiences  Disabilities group  Residents Associations  Area Committees  Poole Forum

. COUNCIL GRANTS – ARE THEY HELPING?

The Committee noted the report of the Chairman of the Working on progress made by the Working Party. The Working Party had agreed upon an approach to be taken in its work and was currently awaiting further information to inform further considerations.

The Chief Auditor offered to assist with this and other reviews by making available to Working Parties any Audit Reports or other material available through the Internal Audit Plan. He agreed to send documentation regarding Grants to the Principal Scrutiny Support Officer.

Service Provision Scrutiny and Audit Committee - 6 March 2008 3 AUDIT COMMITTEE

SPS61.08 INTERNAL AUDIT – STATEMENT ON THE SYSTEM OF INTERNAL CONTROL 2006/07: DETAILED ACTION PLAN TO ADDRESS SIGNIFICANT INTERNAL CONTROL ISSUES

The Committee noted the Chief Auditor’s Report relating to the detailed action plan.

In response to Members’ questions, including re Cipfa Guidance on Audit Committees, the Chief Auditor clarified details of his report and undertook to email the Principal Scrutiny Support Officer further information for all Members.

SPS62.08 ITEMS FOR INFORMATION

The Committee received the following items that had been circulated for information only;

a. Committee Work Plan (Scrutiny) b. Committee Work Plan (Audit)

CHAIRMAN

4 Service Provision Scrutiny and Audit Committee - 6 March 2008