MINUTES OF A MEETING OF THE AUDIT AND PERFORMANCE COMMITTEE HELD AT COUNTY HALL, NEWPORT, ISLE OF WIGHT ON TUESDAY, 29 MAY 2007 COMMENCED AT 6.00 PM

 

Present :   

 

Cllrs Anne Bishop (Chairman), Jonathan Fitzgerald-Bond, Geoff Lumley, Erica Oulton

 

Also Present:

 

                   Cllrs Vanessa Churchman, Dawn Cousins, Melanie Swan

 

Officers Present :

    

Chris Bentley, Steve Beynon, Barry Cooke, Astrid Davies, George Hook, Alison Lowton, Bernadette Marjoram, Peter Marsden, Heidi Marshall, Geraint Newton, David Price, Ged Richardson, Paul Thistlewood

 

Apologies :

 

Cllrs George Brown, Ivan Bulwer, Mike Cunningham, Mr Joe Duckworth

 

 


The Chairman welcomed Cllrs Geoff Lumley and Erica Oulton as new Members of the Committee.

 

1.                  MINUTES

 

RESOLVED :

 

THAT the minutes of the meeting held on 10 April 2007 be confirmed as a true record.

 

2.                  DECLARATIONS OF INTEREST

 

No interests were declared.

 

3.                  PUBLIC QUESTION TIME

 

No public questions were received.

 

4.                  QUARTERLY FINANCIAL, PERFORMANCE AND RISK MANAGEMENT REPORT – QUARTER 4

 

The Committee considered the performance and risk report for the fourth quarter of the year, to 31 March 2007 and discussed the variances under each Cabinet Member’s remit.

 

The Committee raised concerns about the projected underspend of approximately £6 million and was informed that slippage had occurred due to money being allocated in year one to projects which ran for more than one year. This accounting process was likely to change in the future and the Committee was assured that a narrative would accompany future reports to provide reasons for underspend or overspend.  

 

The projected underspends in the areas of Waste Performance, Efficiency Grant and the Strategic Monitoring Study were also questioned. An explanation would be provided to the Committee in due course.

 

In addition, Members requested further information about Council contingency funds and were advised that this information would be circulated in due course.

 

The Committee questioned the projected overspend in the Business Transformation Unit and staffing costs in the call centre and was informed that Council had invested money in the call centre which had resulted in an overspend. This issue would be addressed by the new Director of Customer Services when the post had been filled.  

 

Some gaps in the performance data were identified and the Committee requested that these be completed. Members also commented on the usefulness of some of the indicators requesting that the information be revised for future meetings.  

 

The Committee agreed to defer recommendation (ii) in the report to the next meeting.

 

RESOLVED :

 

i.              THAT the anticipated outturn of the revenue and capital budget for 2006-07 be noted

 

ii.            THAT a narrative to explain the reasons for any underspend or overspend accompany future reports.

 

iii.          THAT reasons for the underspend in the areas of Waste Performance and Efficiency Grant and the Strategic Monitoring Study be provided to the Committee.

 

iv.           THAT the Committee be provided with information on the Council’s contingency fund(s).

 

v.             THAT the strategic risks being actively managed by the Directors Team shown at Appendix 3 be noted.

 

vi.           THAT the Committee consider making recommendations to the Cabinet on how to improve performance at the next meeting.

 

5.                  PROPERTY DISPOSALS/CAPITAL RECEIPTS PRGRAMME

 

The Committee reviewed the latest position of the property disposal and capital receipt programme and requested clarification on some areas.

 

RESOLVED:

 

THAT the Committee note the ongoing work related to the Property Capital Receipts Programme.

 

6.                  LOOKED AFTER CHILDREN

 

The Committee had requested further information from the Cabinet Member regarding Looked After Children during the meeting held on 13 February 2007. The report under consideration had been provided by the Director of Children’s Services and Members were invited comment about receiving regular updates.

 

Members were concerned that the number of Looked After Children had risen by 17% since 2003. The Director informed Members that a thorough review of Looked After Children would be undertaken, at the request of the Cabinet Member for Children’s Services, to address this issue.

 

RESOLVED:

 

THAT the report be noted and a regular update report be provided to the Committee throughout the financial year.

 

7.                  INTERNAL AUDIT OUTCOMES REPORT

 

The Committee reviewed the internal audit results for the last two months with further explanations being provided as requested. Following a brief debate about each of the audits it was

 

RESOLVED:

 

THAT the report be noted.

 

8.                  DRAFT STATEMENT ON INTERNAL CONTROL 2006-07

 

The Committee reviewed the draft Statement on Internal Control for 2006-07. Concern was raised regarding the system in place to monitor homes registered to pay Council tax, in particular with regard to holiday homes returning to full time occupancy.    

 

The statement would be re-submitted to the Committee on 12 June 2007 for approval. 

 

RESOLVED:

 

THAT the draft statement on internal control 2006-07 be submitted to the Committee on 12 June for approval.

 

9.                  NEWPORT HARBOUR – HARBOUR DUES

 

The Committee had requested further information regarding the Newport Harbour income at the meeting on 14 November 2006.

 

The Committee asked questions and requested more detailed information on the break down of the income and expenditure for Newport Harbour.

 

RESOLVED:

 

THAT the report be noted and further information be provided to the Committee on the break down of income and expenditure for Newport Harbour.

 

10.             MEMBERS QUESTION TIME

 

No questions were asked.

 

 

CHAIRMAN