Agenda and minutes

To receive any apologies for absence.

Apologies were received by Councillor Churchill who was substituted by Councillor Knight.

In accordance with the Members’ Code of Conduct, Members are requested to declare any interests orally at the start of the meeting and again immediately before consideration of the matter. Members are reminded to specify the agenda item number to which it refers and whether the interest is of a personal or prejudicial nature. Members are also reminded of the requirements of Section 106 of the Local Government Finance Act 1992 that they should declare and not vote on specified matters if they are two months or more in arrears with their Council Tax payments.

There were no declarations of interest on this occasion.

To consider and approve the minutes of the meeting held on 9 February 2012 – attached.

Resolved: That the minutes of the meeting of the meeting held on 9 February 2012 be signed by the Chairman as a correct record.

To provide an update on the process for refreshing the Community Plan and the development of the Corporate Plan for 2012/13.

Report of the Assistant Director, Commissioning, Corporate Policy and Strategy attached.

Ms M Skinner, Assistant Director, Commissioning, Corporate Policy and Strategy provided the Committee with an update on the Corporate and Community Plans. She highlighted the process by which the plans had been refreshed and refocused on the commissioning priorities of the Council. The implications of the Equalities Act 2011 had also been incorporated.

The Committee considered the importance of keeping the budget and corporate plan under constant review and the potential to delegate some budgetary elements through village plan areas to enable local prioritisation. Mechanisms for resolution were considered in situations where a village area may wish to proceed with a project which may conflict with corporate priorities or impact upon neighbouring village areas.

A number of questions were raised about how success would be measured against the cross cutting themes identified as part of the Richmond Partnership event in July 2011. The Cabinet Member for Performance commented that there was firm commitment to progress the themes and that the role of Community Links Officers would support this area of development.  He noted that the service priorities listed within the Corporate Plan for 2012/13 were ambitious but achievable and a range of quantitative and qualitative measures would be put in place to measure success.

A discussion took place around the communication platforms being utilised to ensure staff and stakeholders were aware of and committed to the Council’s corporate direction.

Ms Skinner provided a brief overview of the Strategic Planning Framework and the Committee acknowledged the key links between the four identified elements of evidence, priorities, planning and delivery.

The Committee was reminded of the opportunity to receive a further update on progress related to the Community Plan as part of the End of Year Corporate Plan Review report due to be considered in June 2012.

Resolved:

1. That the Committee note the process for refreshing the Community Plan.
2. That progress and the next steps in the development of the Corporate Plan 2012/13 are noted, including the draft priorities scheme.

This report gives details of some of the learning points arising out of the implementation of the shared legal service with the London Borough of Merton and provides an update regarding the HR and Audit shared services being progressed with the Royal Borough of Kingston upon Thames.

Report of the Director of Finance and Corporate Services attached.

Mr Paul Evans, Head of Legal Shared Services, Mrs Alix Wilson, Joint Head of Internal Audit and Risk Management and Mrs June Hall, Corporate Head of Human Resources, provided an update for the Committee on the shared services programmes relating to legal services, internal audit and investigations and human resources.

Mr Evans outlined the success in the initial establishment the Legal Shared Services Team in September 2011. He noted the uniqueness of the service and the ambitious nature of the project. In considering lessons learned, he noted that clear communication with Service Managers was essential and that an ICT solution to support shared and mobile working was crucial. A detailed project plan had been developed to embed the arrangements in future years, develop and share expertise amongst lawyers and ensure identified efficiencies were achieved as part of the shared service.

He noted the Shared Legal Services Team was being assessed for Lexcel Accreditation in the coming weeks and work was being undertaken with both Authorities to ensure services provided to both authorities were tailored to the requirements of Services Managers. A hard charging model would be operated by the Shared Service from 1 April 2012.

Mrs Wilson provided a brief update on the progress of the Shared Internal Audit and Investigations Service. She noted that that key motivator for the shared service had been increased resilience, greater staff expertise and capacity with financial savings being a resultant benefit. Project management experience had been drawn upon from across the authority to assist in delivery of the project within the specified timescale.

Mrs Hall explained the importance of communication and team building whilst proposals for shared services were being implemented and the importance of managing staff well during such periods. She noted that additional project management support had been brought into the team to support the development of the shared service and that the shared service would be responsible for delivering and supporting the Human Resources Policies and Procedures of each individual authority.

The Committee questioned the capacity to further expand the Legal Shared Service. In response, Mr Evans noted that the existing model of delivery may accommodate a further one or two authorities without increasing costs. Further expansion beyond that may reduce capacity to deliver a tailored service in line with each Council’s corporate priorities and would require a different delivery model.

Resolved: That the Committee:

1. Note the report.
2. Note the proposals to establish a Shared Internal Audit and Investigations Service with the Royal Borough of Kingston Upon Thames from 1 June 2012.

This report presents an update on performance during Quarter Three 2011/12, with key performance indicators and programmes/projects grouped by Corporate Priority to provide a consolidated view of progress towards each priority.

Reports of the Assistant Director, Commissioning, Corporate Policy and Strategy attached.

The Committee considered the Corporate Performance Report for the period Quarter Three, 2011/12. Ms M Skinner, Assistant Director Commissioning, Corporate Policy and Strategy introduced the report and presented the key highlights to the Committee.

In responding to questions from the Committee, the Cabinet Member for Performance highlighted some of the activity being undertaken to monitor underperformance within priority areas.

Resolved: That the Committee:

1. Note the quarterly performance report for the third quarter 2011/12.
2. Note the work of the Environment, Sustainability and Community Overview and Scrutiny Committee in monitoring Performance Indicators ENV 157b and 157c.
3. Continue to review the indicator PG 0842 within quarterly monitoring reports and consider the appropriateness of more in depth monitoring following completion of the procurement exercises related to provision of transport services.
4. Receive detailed notes with regard to indicator ENV 195 a-c for information.
5. Note the future consideration of progress against indicator PG 0830 – Children’s Shared Services by the Education and Children’s Services Overview and Scrutiny Committee in May 2012.
6. Note the update from the Director of Finance and Corporate Resources regarding the VAT and NNDR issues highlighted with regard to indicator PG 0786 and the action being undertaken to lobby the Government regarding the matter.
7. Receive an update report with regard to indicator HR 002 as part of the Staff Survey Report to be considered by the Committee in April 2012.
8. Continue to receive the London Performance Dashboard as provided by London Councils as part of future Quarterly Performance Monitoring Reports.

To receive a verbal update from the Assistant Director of Finance and Corporate Services.

The Committee considered an update on ICT provision from Mr Mike Gravatt, Assistant Director of Finance and Corporate Services. He informed Members of progress and timescales regarding the renegotiation of an extension to the existing ICT contract with SERCO. He highlighted the importance of flexibility within the contract to ensure delivery of the Council’s Commissioning intentions and Priority Programmes.

The draft ICT Strategy and ICT Investment Strategy would be considered by Cabinet in May 2012.

Resolved: That the update be noted.

This report gives details of the proposed work programme and an update on the Advertising and Sponsorship Task Group.

Report of the Head of Democratic Services attached.

The Committee considered its Work Programme for the coming year.

Resolved:

1. That the Work Programme be noted.
2. That an introductory session on changes to local government finance be added to the Work Programme for April 2012 and an invitation extended to all Members of the Council to attend.
3. That a report be received by the Committee in June 2012 regarding Council Tax Benefit proposals
4. That a report be considered at a future meeting of the Committee regarding the budget development timeline and opportunities for scrutiny including reference to the Medium Term Financial Strategy.