ITEM BV3BEST VALUE COMMMITTEE – 26 MAY 2004
Minutes
of the Meeting commencing at 10.00 am and finishing at 2.30 pm
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Apology from |
Temporary Appointments |
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Councillor Hudson |
Councillor Hodgson |
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Councillor Wilmshurst |
Councillor Belson |
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Ms F. Ryan |
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The Minutes of the meeting of the Committee held on 14 April 2004 were approved and signed subject at Minute 27/04 ‘Update report on Financial Control Within the Social & Health Care Directorate’ to the addition after the final bullet point of the following sentence:
‘Mr Burns told members that he was minded to qualify the Council’s Statement of Accounts for 2002/03.’
Minute 25/04 – Fire Service Command & Control: Mr Hurren was asked to submit a written report on the current position on regional proposals to the next meeting.
Minute 26/04(c) – Internal and external audit functions seminar: Mr Bellew asked members to let him know quickly their availability on a range of dates in September / October for the seminar.
(Agenda Item 5)
At the last meeting the Committee resolved to consider at this meeting a revision of its terms of reference (Minute 26/04(b)) in the light of the District Auditor’s recommendation that they should be expanded ‘to include:
Regulations under the Local Government Act 2000 made the determination of the budget for any given activity a function of the full Council. The Committee could make recommendations via the Executive on the discharge of its functions, as already stated in the current terms of reference. However, in order to give greater emphasis to the Committee’s audit function and highlight it more effectively the Committee considered revision of the terms of reference as they related to the Council’s internal audit provisions in the Council’s Constitution. The Committee also considered a suggestion that audit matters be dealt with by a separate Council committee.
RESOLVED: (on a motion by Councillor Bryden seconded by Councillor Margaret Godden and carried by 6 votes to 2) to RECOMMEND the Council to:
(a) revise the Committee’s terms of reference as they relate to the Council’s internal audit provisions in the Council’s Constitution as follows (changes are shown in brackets)
"(Systematically) monitor the performance and effectiveness of (Internal Audit Services) processes within the Council, including:
and draw to the attention of the Corporate Governance Scrutiny Committee any issues which in the Committee’s view would benefit from a scrutiny review or further investigation."
(b) amend the Committee’s title to ‘Best Value & Audit Committee’.
(Agenda Item 6)
The Committee considered a report (BV6) which contained the draft Strategic Plan 2004/05 to 2006/07 and described issues which had an impact on the implementation of the Plan.
Due to the current concerns about control weaknesses, it was considered prudent to keep the Strategic Plan as a draft at this stage.
The report also referred to two recent developments in the control framework, namely a pilot to develop a framework to obtain manager assurance on control, and the timetable for the production of the Statement on Internal Control.
RESOLVED: (on a motion by Councillor Bryden seconded by Councillor Viney and carried by 7 votes to 1) to:
(Agenda Item 7)
The Head of Finance reported on the progress made in implementing recommendations made by Internal Audit following their reviews of the Council’s key financial systems. The outcomes of the strategic review by Robson Rhodes, Accountants of financial management across the authority should be available in September or October 2004. Mr Gray also circulated a paper (a copy of which is attached to the signed Minutes) which updated the Committee on the setting of a corporate framework for the payroll and creditor systems.
Resolved: to receive the update report.
(Agenda Item 8)
The Committee had before them report (BV8) which considered further progress made in addressing the financial control issues within the Social & Health Care Directorate. A management review and an associated review of Social & Health Care financial records were under way.
Resource officers undertook to notify the Chair, Deputy Chair and 3rd Group Spokesperson as to whether other County Councils’ Statements of Accounts had been the subject of qualified opinion.
RESOLVED: to note the report and endorse the action already taken and proposed.
(Agenda Item 9)
The Committee considered a report (BV9) on implementation of the Domiciliary Care for Older People Best Value Review. It was considered that the benefits of the review had been fully achieved. The improvement actions had been achieved or amended to reflect new agendas with any issues relating to cost, volume and efficiency feeding into the new tender round this autumn. Overall, the outcomes continued to have a very strong influence on the development of the Home Support Service.
RESOLVED:
(Agenda Item 10)
The Committee considered a report (BV10) on implementation of the Support for Older People Best Value Review. While the cross cutting review had presented clearly issues and complexities in respect of its implementation, it was considered that future actions and progress could be monitored through the Oxfordshire Plan priorities and the work on social inclusion and equalities.
RESOLVED:
(Agenda Item 11)
The Committee considered a report (BV11) on implementation of the Best Value Review ‘Promoting Independence in Older People’. The actions within the review had been completed apart from focused performance targets relating to promoting independence which was reflected in Social & Health Care service plans. There was no corporate priority however and it was suggested that the only area to move this forward would be as part of the Best Value Performance Plan, if considered a priority.
RESOLVED:
(Agenda Item 12)
Mr Hodgson reported that the scoping document for the Children’s Services Best Value Review would be brought for Committee consideration on 23 June 2004.
Toward the end of the review process, probably in October/November 2004, a workshop would be arranged for members on the outcome of the work undertaken after the 23 June meeting through to October 2004 in the 11 priority areas.
The Chair of the Social & Health Care Scrutiny Committee was invited to attend the Committee on 23 June during consideration of that item.
RESOLVED: to receive the report and note the position.
(Agenda Item 13)
The Committee considered a report (BV13) on the outcome of the Heritage Services Best Value Review. Mr Brown introduced the report, highlighted the consultation process and drew attention to the key findings, in particular the resources in terms of operating costs and success in raising external funding. He thanked those involved with the review. Councillor Ferriman endorsed Mr Brown’s comments.
Mr Brown and Councillor Ferriman then responded to members’ questions and comments including ‘professional’ and amateur users and access to heritage services, marketing, links with other reviews such as faith schools and the cultural strategy, the expansion of the store at Standlake, exploration of income generation and the legal ownership of images.
RESOLVED: to:-
(Agenda Item 14)
The Council had a legal obligation under the Best Value legislation (Section 5 of the Local Government Act 1999) to develop an annual Best Value Review Programme that was published as part of the Best Value Performance Plan (the Oxfordshire Plan).
In recent years the Best Value legislation had moved away from the original vision of a 5-year rolling programme of all major services. The requirements now allow authorities the freedom to create review programmes that met their specific needs and priorities and amend them to meet changing circumstances.
The Committee considered a report (BV14) which proposed how a ‘core’ Best Value Review Programme might be developed for 2004 to 2008.
RESOLVED: to:
in the Chair
Date
of signing 2004
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