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Joint Committee on Shared Services - 25 April 2017


PRESENT: -  Councillor Hannigan in the chair.

Councillors Patrick (Vice-Chair), Reed and Waltham.

Peter Fijalkowski, Sally Jack and Matthew Nundy also attended the meeting.

The meeting was held at the Civic Centre, Scunthorpe.

42  DECLARATIONS OF DISCLOSABLE PECUNIARY INTERESTS AND PERSONAL OR PERSONAL AND PREJUDICIAL INTERESTS – There were no declarations of disclosable pecuniary interests, personal or personal and prejudicial interests made at the meeting.

43  MINUTES - Resolved - That the minutes of the meeting of thejoint committee held on 23 September 2016, having been printed and circulated amongst the members, be taken as read and correctly recorded and be signed by the chairman.

44  (5)  SHARED SERVICES – SUMMARY REPORT 2016-17 – The Shared Services Officer Board submitted a report that advised the committee of some of the key successes within shared services over the last year.

Members were informed that the shared service progress was satisfactory or better in most areas, and that savings aspirations were being achieved.

The governance surrounding the shared service and the process of performance reporting were good, with regular meetings and updates to the shared services board and joint committee.  However, to ensure performance and activities were maximised, consideration should be given to the usefulness of the performance report moving forward.

Overall, during 2016/2017 the shared services had achieved their savings targets of £1.8m of savings, with between £12m – £15m of savings predicted over the next 9 years

The working relationship built up over the last two years were very  positive, strong and had enabled the delivery of the shared service from its inception to implementation in April 2016.

Overall, the first year of the shared service had been a great success, savings had been achieved and services were running well, providing effective service delivery to and across both organisations.

The report added that after 12 months of operating, a review of the shared services should be undertaken.  The review was important and would enable both councils to build on good practice identified and critically, highlight areas that required improvement.

Resolved – (a) That the success achieved by the shared services during its first operating year be noted; (b) that an Internal Review of shared services be scoped and undertaken, with the aim of providing a sense check after its first operating year, and (c) that the results of the review be reported back to committee for consideration.

45  (6)    SHARED SERVICES PERFORMANCE REPORT – QUARTER 3 – The Shared Services Officer Board submitted a report that highlighted the successes of the shared services for the third quarter of 2016-17 and noted the priorities for the fourth quarter.

Shared services went live on 1 April 2016 for ICT, Internal Audit, Human Resources, Finance and Legal Services.  Procurement and the Print and Design People went live on 1 July 2016.  Local taxation & benefits was already a shared service prior to the 1 April 2016.

In order to determine whether the workstreams were maintaining good levels of service and delivering outcomes for the two councils, each of the individual workstreams had identified a number of performance measures and indicators.

The performance measures would determine how well the individual workstreams were providing their services and the performance indicators would determine whether they were delivering the outcomes for the two council’s and the taxpayers of North Lincolnshire.

The performance of the shared services workstreams was reported quarterly through the Shared Services board and the Joint Committee, along with financial and workforce performance alongside a list of outcomes delivered in the quarter.

The performance of the shared service was set out in Appendix A.

Resolved – That the performance of the shared service be noted.

46 (7)  SHARED SERVICES BUDGETS 2017-20 – The Shared Services Officer Board submitted a report that informed the Joint Committee of the plans to meet the current targets for additional savings from the Shared Services, and provided assurance that robust plans were in place to meet these savings and maintain service delivery.

Significant savings had already been made from the shared services.  There were further savings assumed to flow from shared services over the next three years.  These savings were set out in both councils Medium Term Financial Plans (MTFP).

When the latest Shared Services were formed Terms of Reference were agreed by both councils, the Terms of Reference set out the Governance Framework for the Shared Services. 

As part of these arrangements there was a requirement to “Set annual capital, revenue and staffing budgets for the Shared Services and no later than early December in each year submit these to the Councils for approval as part of the business plan”.

There were significant savings assumptions from the introduction of shared services in 2016/17.  These savings were set out in Appendix 1 of the report.  2016/17 savings were shown as ‘Phase 1’ and were included to show the scale of savings already achieved.  ‘Phase 2’ savings were those to be initiated in 2017/18 and later years.

Resolved – (a)        That the progress made towards meeting the existing budget savings for the various shared services be noted, and(b) that the budget savings for the shared services as set out in appendix 1 be approved.

47 (8)      LOCAL TAXATION AND BENEFITS MANAGEMENT REVIEW 2017-18 – The Shared Services Officer Board submitted a report that advised the joint committee of amendments made to the Local Taxation and Benefits Management structure from 1 April 2017, required in order to achieve budget savings in 2017/18.

The report also advised members of the new Local Taxation & Benefits Service management structure, which had been implemented to support future delivery of the service in North and North East Lincolnshire.

Resolved – That the revised Local Taxation and Benefits management structure be noted.