Meeting documents

Apologies for absence were received from Mrs M Aston, Mr T Egleton and Mr A Oxley.

To declare any personal and prejudicial interests

There were no Declarations of Interest.

of the meeting held on 6 November 2007, to be confirmed as a correct record.

The Minutes of the Meeting of the Committee held on 6 November, 2007, were confirmed, subject to the amendment of the penultimate sentence on page 1 to read "A corporate underspend had also been carried over from last year because procurement savings had not been made".  

Purpose:

The Performance and Resources Overview & Scrutiny Committee (P&R OSC) agreed to look at opportunities to improve the Medium Term Planning (MTP) process.  Analysis of the responses from Heads of Service will enable the committee to draw some early indications for recommendations.

Contributors:

All members of the Performance & Resourses OSC

Frank Downes: Cabinet Member for Resources

Ian Trenholm: Strategic Director – Resources Portfolio

Jackie Yates: Head of Finance

Report:

Analysis of HoS responses to MTP questionnaires

The Committee received and discussed an Analysis of the Responses from Heads of Service on the Medium Term Planning Process. Frank Downes, Cabinet Member for Resources, Ian Trenholm, Strategic Director Resources, and Jackie Yates, Head of Finance, attended the Meeting and responded to Members’ questions.

Following detailed discussion of all the issues the Committee agreed :-

-          that the MTP process should be reviewed, via a majority group member, a member of the opposition and two Heads of Service, with a view to slim lining the process to avoid wasting time ;

-          that Heads of Service should demonstrate an adequate skills set. Currently, it is felt that some Heads of Service are not confident about the budgetary management process;

-          that trend data  should be provided ;

-          that, with regard to consultation, the proformas have reported an    inconsistency of who Heads of Service consult throughout the year ;

-          that there is a need for Heads of Service to be more forward looking  over the three  period

-          that there needs to be clarity of the additional budget allocated in year one (how was this money used in years two and three)

-          that MTP decisions should be justified by aligning them to priorities in the corporate plan

-          that the budget should be refreshed alongside the Corporate Plan refresh ensuring that priorities are taken into consideration at this stage.

Purpose:

Round table discussion to identify and agree the committee’s approach to the January budget meetings.  To consider the question:

"Is the proposed budget settlement adequate to deliver the Council priorities defined in the Corporate Plan?"

To agree the principles to be applied in the budget examination to cover areas and method for investigation and members involved.

Contributor:

All members of the Performance & Resourses OSC

Context:

The Committee has asked each Cabinet Member to attend a one hour meeting in January to discuss their priorities and budget.

Reports:

1. Excerpt from Corporate Plan refresh 2007 detailing focus for performance priorities 2007/08 (additional document to follow)
2. Quarter 2: Quarterly Budget Monitoring Report – September 2007
3. Quarter 2: Corporate Performance Report – September 2007
4. Timetable of meetings

The Committee discussed their approach to scrutiny of the Budget and how they should approach the January meetings. Members discussed some possible questions and approaches. The report from the exercise (Examination of the Budget in Public) needed to go to Cabinet on 4^th February and to Council on 21^st February.

It was agreed :-

-          that members would confirm any suggested questions to Cheryl Powell as soon as possible ;

-          that the Committee wishes to work together on the exercise but with

the possibility of groups of two members asking a Cabinet member a series of questions and becoming experts on a particular Portfolio.

8 January 2008 in Mezzanine Room 2 (time to be confirmed)

Tuesday 8 January 2008 at 1.30 pm  in Mezzanine Room 2.