Agenda and minutes

Shared Revenues and Benefits Service Joint Committee
Monday, 23rd July 2018 5.00 p.m.

Venue: Lancaster Town Hall

Contact: Julie Grundy, Head of Member Services, Preston City Council 

Items
No. Item

1.

Appointment of Chair and Vice-Chair

Nominations are invited for the position of Chair and Vice-Chair of this Joint Committee for the 2018/19 Municipal Year. 

 

Minutes:

Nominations were invited for the positions of Chair and Vice-Chair of the Shared Revenues and Benefits Service Joint Committee for the 2018/19 Municipal Year.

 

ResolvedThat Councillor Whitehead be appointed as Chair and Councillor Rawlinson as Vice-Chair of this Joint Committee for the 2018/19 Municipal Year.

 

2.

Chair's Announcements

·         Fire Procedures / Mobile Phones / Rest Rooms

·         “Members of the Public, committee members and officers are reminded that under the Openness of Local Government Bodies Regulations 2014, the press and Public may film, audio record, photograph and use social media whilst the meeting is in progress, for Part A items only, and as long as no disruption is caused to the meeting. Anyone filming is asked to focus their attention on elected members rather than other visitors”. (To be read out if visitors present).

 

Minutes:

There were none.

 

3.

Notification of Substitute Members (if any)

Minutes:

There were none.

 

4.

Declarations of Interests

To receive any declarations of interest from Members.

 

Minutes:

There were none.

 

5.

Minutes (Pages 1 - 2) pdf icon PDF 124 KB

To confirm the minutes of the meeting of the Shared Revenues and Benefits Service Joint Committee held on 12 December 2017.

 

Minutes:

Resolved – That the minutes of a meeting of the Shared Revenues and Benefits Service Joint Committee, held on 12 December 2017, be noted and signed as a correct record.

 

6.

Connecting Town Halls - Video Conferencing (Pages 3 - 4) pdf icon PDF 110 KB

Copy letter enclosed.

 

Minutes:

The Head of Shared Service/Deputy Director submitted a letter received from the Ministry of Housing, Communities & Local Government in response to the “Connecting Town Halls” consultation paper.

 

Resolved – That the update be noted.

 

The Chair agreed that the following item of business be considered as an urgent item by reason of the need to approve the Annual Governance Statement which would accompany the Unaudited Statement of Accounts. 

 

7.

Shared Service - Annual Governance Statement 2017/18 pdf icon PDF 538 KB

Report to follow.

 

Minutes:

The Director of Corporate Services (Preston City Council) submitted a report requesting that the Shared revenues and Benefits Service Joint Committee consider and approve the Annual Governance Statement for 2017/18.  The Annual Governance Statement was set out in Appendix A to the report.

 

Resolved – That the Joint Committee approved the following:-

(i)   the appointment of the Director of Corporate Services (Preston City Council) to act as Secretary to the Shared Revenues and Benefits Service Joint Committee; and

(ii)  the Annual Governance Statement for 2017/18, as set out in Appendix A to the report.

 

 

8.

Shared Service - (Unaudited) Annual Statement of Accounts 2017/18 (Pages 5 - 20) pdf icon PDF 423 KB

Report enclosed.

 

Minutes:

 

The City Treasurer/Section 151 Officer (Preston City Council) submitted a report on the preparation of the Revenues and Benefits Shared Services Statement of Accounts.

The Partnership prepared its Annual Accounts and supporting financial statements in accordance with applicable laws and regulations and in line with the Code of Practice on Local Authority Accounting in the United Kingdom (the Code) 2017/18.

 

A query arose about the table of figures for the Revenue Budget outturn on Page 2 of the report.  The figure showed a favourable variance on income for Preston City Council of £1,778,000 and £1,798,000 for Lancaster City Council, however, the narrative on Page 3 read “Preston’s income budget was £20k higher than Lancaster’s”.  The Principal Accountant for Preston City Council agreed to check the figures and re-circulate an amended document for both parties to sign.

 

Resolved – That the Joint Committee approved the Unaudited Revenues and Benefits Statement of Accounts for 2017/18, as set out in Appendix A to the report, subject to confirmation of the income figures for Preston and Lancaster City Councils, on Page 2 of the Statement.

 

9.

Business Plan 2018 - Shared Revenues and Benefits Service (Pages 21 - 46) pdf icon PDF 770 KB

Report enclosed.

 

Minutes:

The Head of Shared Service/Deputy Director submitted a report on the formal shared service arrangement between Lancaster and Preston City Councils, which was entered into with effect from 1 July 2011 to provide a Revenues and Benefits service across both City Council areas.

    

In line with the agreement a refreshed Business Plan for 2018, covering a three year period 2018 – 2021, incorporating the key performance indicators for the service together with ongoing projects and future challenges was submitted for consideration.

 

The Business Plan also contained a financial appraisal of the 2017/18 outturn position and the budget requirement for 2018/19, approved at the previous meeting.  It was noted that the same table of figures queried at minute SRB8 appeared on Page 7 of the Business Plan and would need to be clarified.

 

Resolved - The Joint Committee approved the Business Plan for 2018, subject to confirmation of the income figures for Preston and Lancaster City Councils on Page 7 of the Plan.

 

10.

Date of Next Meeting

To be discussed.

 

Minutes:

The next meeting of the Joint Committee was to be arranged at a later date. 

 

At the close of the meeting, the Head of Shared Service/Deputy Director noted that this would be Nadine Muschamp’s last meeting as she was due to leave Lancaster City Council at the end of August.  He thanked her for all the help and support she had given over the years to him and to the Shared Service.