BOROUGH OF KETTERING

MONITORING AND AUDIT COMMITTEE

Meeting held: 23rd November, 2004.

Present:	Councillors Hales (Chair)
Beale, Burton, Coe, Harrison, J. Henson, Jones, Pote and Tebbutt. 

04.MA.22	APOLOGIES  AND SUBSTITUTIONS

None 

04.MA.23	MINUTES

RESOLVED	that the minutes of the meeting held on 21st September 2004, be approved and signed by the Chair.

04.MA.24	DECLARATIONS OF INTEREST

		None.

04.MA.25	SCRUTINY OF GROUNDS MAINTENANCE (A1)

Members received a report that had been submitted in line with terms of reference agreed at the previous meeting of the Committee in respect of a scrutiny into the Grounds Maintenance service. Details were provided in respect of the following aspects of the Service:-

•	Expenditure in 2003/04
•	Grass Cutting
•	Other Grounds Maintenance Work
•	Highway Verges and Trees
•	Parks, Play Areas and Recreation Grounds
•	Public Opinion Research
•	Association of Public Service Excellence survey and its conclusions

Members discussed the provision of the services in detail, particularly in respect of highway verges and trees.  They were appraised of the resource implications for increasing the number of cuts, particularly in respect of increasing the Council’s fleet of vehicles, and the cost of disposal of clippings. Notwithstanding that, however, it was put to members that if they wished to give serious consideration to increasing the number of annual cuts to highway verges, then this could be done from re-allocating resources from elsewhere within the overall Grounds Maintenance budget.

The contractual arrangements in respect of the tree maintenance service and the demarcations between the Borough Council and the County Council were considered, and options suggested for future provision. Members expressed the view that it was difficult for the public to differentiate who was responsible for which trees. It was also noted that the Borough Council’s service standard was higher than that required of contractors by the County Council in respect of tree maintenance. Members considered the impact on the Borough Council’s service if they took on responsibility for more tree maintenance, and also the impact on staffing and overall efficiencies of not doing any the work on behalf of the County Council. Members also considered the potential for getting other organisations such as Bus Companies, involved in tree maintenance.

Gordon Shorley of Ashley Parish Council attended the meeting to pass views on to the Committee. He considered that the issues around grass cutting and tree maintenance had been covered by the Committee, but suggested that another area for concern was Weed Spraying, where the service currently provided in rural areas was not effective, and was causing problems on both footpaths and highways. He suggested that this could be alleviated by allowing properly trained representatives of Parish Councils to undertake this work. Additionally, problems existed with maintenance of the areas around Council-owned property where the responsibility for carrying out such work was blurred. He also expressed concern regarding the lack of footpath sweeping carried out in Parishes, particularly in the Autumn. The impact of the Litter Warden service in other areas was noted, and members were informed that this service was available to Towns and Parishes in the Borough.

It was noted that it had been suggested that the charges for hiring football pitches should be increased. However, it was also noted that some of the pitches did not possess on site changing facilities, and that there might be a differential in charges depending on the facilities provided.

Members of the Committee also considered the impact of Grounds Maintenance issues on the Housing Revenue Account, particularly in respect of the maintenance of highway verges, extending the programme of hardening them, and providing more shrubs and/or bushes on verges.

The issue of the public’s difficulty in differentiating between the responsibility for the provision of services by either the Borough Council or the County Council, was discussed again, with a view to providing a clearer means for people to identify which organisation provided which service.

Additionally, it was requested that discussions be opened to investigate more flexibility with regard to snow clearing in winter months.

It was also felt that it would be useful to provide a definitive plan for each Parish Council that denoted where the differing areas of responsibilities began and ended. It was noted that it would take some time to provide this in order to ensure that the content was accurate.

Members were appraised of the impact of trading with third parties on the financial resources for the Grounds Maintenance Service. The current situation with regard to in-house and outside maintenance processes was outlined, particularly with a view to the pooling of resources in the future in Northamptonshire.

Members were requested to consider several possible ways forward. It was noted that the introduction of any service improvements would need to introduced by way of a phased approach. Having considered the options, and formulated others, it was 

RESOLVED	that the Committee recommends that the following courses of action be implemented in respect of enhancements to the Grounds Maintenance Service:- 

a)        Items for immediate action;

•	Discussions be commenced with the County Council in respect of measures to better identify areas of responsibility, particularly in respect of Parishes;

•	The Tenants Forum be requested for its views on discontinuing the collection of grass clippings from Council Housing communal areas;

•	Investigate the feasibility of householders maintaining areas adjacent to their own homes if they so request.

•	Negotiations be commenced with the County Council with a view to examining the feasibility of suitably accredited representatives of Town/Parish Councils being able to undertake Weed Spraying in their areas;

b)        Items for referral to the Policy and Improvement 
           Committee

•	Policy and Improvement Committee be requested to consider increasing charges for the hire of football pitches, taking into account the lack of provision of changing facilities at some locations;

			c)        Items for referral to the Executive

•	In view of its effectiveness, the Litter Warden Service be increased;

•	The Executive be informed that in order to afford more verge cutting the Council should consider:-

o	Reducing the number of shrub, rose and seasonal bedding areas and replacing them with lower maintenance soft landscaping;

o	Looking in to the potential for sponsorship of some of the bedding areas;

o	Transferring the responsibility for Bowling Greens to Clubs to maintain, thus saving mowing and other costs; ensuring that Service Level Agreements for this service include open access to these facilities;

o	Better integration of cleansing activities;

o	Extending the areas of verge hardening which would reduce verge mowing, improve residents’ parking, improve the street scene and reducing the risk of injury from ruts;

Prior to the conclusion of their consideration of this item, members thanked Richard Haisman, the outgoing Head of Environmental Care, for  his work on this item and on behalf of the Council.

04.MA.26	SCRUTINY OF EXTERNAL COMMUNICATIONS AND PUBLIC RELATIONS (A2)

Members received a report that requested them to set the terms of reference for the ‘one-off’ scrutiny by the Committee of the Council’s External Communications and Public Relations service, that would take place in January 2005. Members were also requested to agree which stakeholders it would be appropriate to invite to participate in the scrutiny.

A list of possible stakeholders who could be invited, possible information to be considered, and a structure for addressing the issue, was provided. 

Members endorsed the submitted list of possible stakeholders to be invited to contribute either in person or in writing to the scrutiny, and also the list of information to be sought. Additionally, it was felt that it would be useful to be provided with the following additional information:-

•	Amount of column inches/air-time devoted to the Council;
•	Identify what the Council is trying to communicate, and to whom;
•	Consider the cost of external provision as part of the scrutiny

It was suggested that it might be appropriate for the meeting of the Committee that considers this item to be held at a venue other than the Municipal Offices.

RESOLVED  	that 

the list of stakeholders and possible information to be provided  included in the submitted report, and also those items raised in discussion on the item, be endorsed and brought forward as part of the scrutiny.

(NB: Councillor Harrison left the meeting after consideration of this item)

04.MA.27	AFFORDABLE HOUSING IN RURAL AREAS (A3)
	
	A report was submitted that updated members on progress made by the Rural Housing Enabler researching into rural housing needs, and delivering new affordable housing in villages in the Borough.

	Members received 	details of the key aims of the post of Rural Housing Enabler, funding arrangements of the post and key achievements in the Borough to date, along with an update into ongoing activities.

	Members were informed that research was being undertaken into a package of initiatives that would include provision for people in rural areas who were currently private tenants who were unable to afford to stay in their existing accommodation, and would address the future needs in respect of type of accommodation, location and meeting the varying needs of tenants.

	It was also recognised that the Committee would need to scrutinise ancillary items such as Care and Repair provision, and Bus Subsidies in conjunction with this item.

RESOLVED		that the report be noted.

04.MA.28	REVIEW OF THE INTERNAL AUDIT PLAN (A4)

	A report was submitted that provided an update of the internal audit resources available to meet the approved 2004/05 audit plan. It also proposed a revision to the Plan based on resources available and provided an update on Risk Management initiatives. The Council’s Responsible Finance Officer was satisfied  that the Plan met the needs of the Council. 

	It was noted that the changes to Consortium Audit would have no further financial implication for the Council, and that any changes to the timetable could be accommodated without anything being carried over to the next year. The cost arrangements were being reviewed currently, but it was felt that cost benefits were still being provided to the Council by Consortium Audit undertaking the service.

The changes that had been made to the Internal Audit Plan had made it more realistic, and Members noted that the initiative in respect of the review of Project Management would take place later in the year.

	In respect of the deferral of the work on Outside Bodies, it was considered that this would take longer than first envisaged. Consequently, the terms of reference would be reviewed so that it could be carried out next year. It was suggested that it might be valuable to do an audit this year on an outside body as a pilot scheme, if it could be accommodated.

It was noted that completed figures for the Plan would be provided to the next meeting of the Committee, and would be provided from then on in the Key performance Indicator Booklet.

		RESOLVED		that:-

i)	the revised Internal Audit Plan for 2004/05 is approved; and

ii)        the current position in relation to
           Risk Management is noted.

04.MA.29	KETTERING LEISURE VILLAGE (A5)

A report was submitted that provided an update on Kettering Leisure Village (KLV) issues and development plans for the future, and which sought approval for re-drafted terms of reference and reporting arrangements for its Liaison Group, and also that of Kettering Community Leisure Limited (KCLL).

	RESOLVED		that from January 2005 :-

i)	Both liaison groups are abolished;

ii)	regular meetings be set up to discuss forward planning and business critical issues between KLV and KCLL and the Portfolio Holder and Senior Oficers;

ii)	A report be submitted to this Committee on a half yearly basis setting out the performance of both service providers and indicating future direction, giving all members an opportunity to understand and engage with their work; 

iii)	Any problems arising from regular monitoring that cannot be resolved with the service providers be immediately brought to the attention of this Committee by the Officers; and

iv)	An annual opportunity be provided for KLV and KCLL to attend the Committee to discuss plans and performance.

04.MA.30	MONITORING AND AUDIT WORK PROGRAMME 2004/05 (A6)

Members received a copy of the Committee’s Work Programme for 2004/05. The following additional items were to be included :-

•	Review of Kettering Borough Training Scrutiny (including provision for an annual update)
•	Care and Repair scrutiny
•	Partnership Working scrutiny
•	Bus Subsidy scrutiny

04.MA.31	DISTRICT AUDITOR’S REPORT (A7)

Members received a report from the Council’s external auditors, the Audit Commission concerning an issue in respect of financial governance at the Council.

The report referred to a technical accounting issue where the opinion of the external auditor conflicted with that of the Council’s Responsible Finance Officer. A detailed breakdown of the issue and the conflicting views were provided. Members expressed their disappointment that a representative of the Audit Commission was not at the meeting to present the report.

Additionally, members noted that, due to outstanding objections, certain sets of the Council’s Accounts had yet to be signed off. In view of the above, it was

	RESOLVED 	that :-

i)	the Committee formally receive and note the report of the External Auditor; 

ii)	the actions taken by the Council’s Responsible Finance Officer be endorsed; and

iii)	a letter be sent to the District Auditor in respect of his non-attendance at the meeting, and also with regard to the failure to sign-off the accounts as detailed in his report.

04.MA.32	PERFORMANCE MANAGEMENT DATA
		
Members had received the Key performance Information Booklet for November 2004.

Further information was provided in respect of the following points, or comments made :-

•	Details were provided in respect of the situation with regard to the Development Services Budget for the year to date;

•	The situation in respect of long-term sickness was noted;

•	The impact on falling Council House sales on the Housing Revenue account figures was noted;

•	The table showing General Fund Savings Options was incomplete. A further more informative report would be submitted;

•	Members welcomed the inclusion of Corporate Priority updates;

•	It was noted that the e-government report had been updated, and all major projects were on target. Indications of target dates would be included in the next booklet;

•	The improvement in the Development Control indicators was noted.

(The meeting started at 7.00pm and ended at 9.19pm)

Signed________________________________________________
Chair

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