Agenda and minutes

Apologies for absence were received from Councillors David Nettleton and Karen Richardson.

Any Member who is substituting for another Member should so indicate, together with the name of the relevant absent Member.

The following substitution was declared:

Councillor David Roach for Councillor Karen Richardson.

Members of the public who live or work in the Borough are invited to put one question/statement of not more than three minutes duration relating to items to be discussed in Part 1 of the agenda only.  If a questions is asked and answered within three minutes, the person who asked the question may ask a supplementary question that arises from the reply.

A person who wishes to speak must register at least 15 minutes before the time the meeting is scheduled to start.

There is an overall limit of 15 minutes for public speaking, which may be extended at the Chairman’s discretion.

Public participation had been included within the previous informal discussions and there had been no questions/statements from members of the public.

To confirm the minutes of the meeting held on 4 June 2015 (copy attached).

The minutes of the meeting held on 4 June 2015, were accepted by the Committee as an accurate record and signed by the Chairman.

Report No: PAS/SE/15/017

(For reference purposes, Forest Heath District Council’s Report Number is PAS/FH/15/016)

Further to the joint informal discussions held prior to the meeting with Forest Heath District Council’s Performance and Audit Scrutiny Committee, the Committee formally considered Report No: PAS/SE/15/017.

Members had scrutinised the report in detail and had asked a number of questions to which responses were duly provided.

There being no decision required, the Committee noted the performance indicators and targets being used to measure the Council’s performance for 2015-2016; and reviewed the Balanced Scorecards for Quarter 1, 2015-2016 .

Report No: PAS/SE/15/018

(For reference purposes, Forest Heath District Council’s Report Number is PAS/FH/15/017)

Further to the joint informal discussions held prior to the meeting with Forest Heath District Council’s Performance and Audit Scrutiny Committee, the Committee formally considered Report No: PAS/SE/15/018.

Members had scrutinised the report in detail and had asked a number of questions to which responses were duly provided.

With the vote being unanimous, it was

          RECOMMENDED

That the West Suffolk Risk Management Approach and Principles attached at Appendix 1 and the Supporting Flowchart attached at Appendix 2 to Report No: PAS/SE/15/018, be adopted.

Report No: PAS/SE/15/019

(For reference purposes, Forest Heath District Council’s Report Number is PAS/FH/15/018)

Further to the joint informal discussions held prior to the meeting with Forest Heath District Council’s Performance and Audit Scrutiny Committee, the Committee formally considered Report No: PAS/SE/15/019.

Members had scrutinised the report in detail and had asked a number of questions to which responses were duly provided.

There being no decision required, the Committee noted the contents of the report.

Report No: PAS/SE/15/020

(For reference purposes, Forest Heath District Council’s Report Number is PAS/FH/15/019)

Further to the joint informal discussions held prior to the meeting with Forest Heath District Council’s Performance and Audit Scrutiny Committee, the Committee formally considered Report No: PAS/SE/15/020.

There being no decisions required, the Committee noted the contents of the work programme for 2015-2016.

Report No: PAS/SE/15/021

(Councillor Barry Robbins arrived at 5.45pm, during the consideration of this item)

The Commercial Manager presented Report No: PAS/SE/15/021, which set out The Apex’s financial position for the year ending 2014-2015.  The report included an executive summary, then details on The Apex’s performance, Sodexo catering contract, analysis of budgets and conclusion.

The Apex budget for 2014-2015 had reduced from £742,250 to £671,840.  Increased revenue had contributed to a positive variance of £74,732 against budget at the financial year-end and the outturn figure was £597,108, showing a reduction of £145,142 compared to the 2013-2014 budget.

The Apex continued to be a valuable community asset and more and more non-performance events were taking place which were open to the public.  The Apex management team had been successful in reducing the subsidy over the last financial year, mainly due to increasing revenues from ticket sales.

The Cabinet Member for Leisure, Culture and Heritage commented on the progress made by The Apex over the last year and the work of the team in making The Apex a wonderful venue for Bury St Edmundsl.

The Committee scrutinised the annual performance report in detail and asked a number of questions to which the Cabinet Member and officers duly responded.  These questions and responses covered topics including the venues capacity; increasing the usage of the venue during the day and the progress made in reducing the Council’s subsidy.

There being no decision required, the Committee noted, the Annual Performance Report for The Apex. 

Report No: PAS/SE/15/022

The Committee received Report No: PAS/SE/15/022, which set out the financial performance for the first quarter of 2015-2016 and forecasted outturn position for 2015-2016.

Attached at Appendix A and B to the report was the current forecast position for the year end, which currently showed an underspend of £51,500.  Appendix C to the report set out the Council’s capital financial position for the first three months of 2015-2016, which showed expenditure of £360,000.  The Resources and Performance Team would continue to work with Budget Holders to monitor capital spend and project progress closely for the remainder of the financial year and an updated position would be presented to the Committee on a quarterly basis.  Finally, a summary of the earmarked reserves was attached at Appendix D, along with the forecast year end position for 2015-2016.

The Committee scrutinised the report in detail and asked a number of questions.  In particular discussions were held on the year end variances over £25k in relation to Section 106 costs and building control income / planning income underachievements to which officers duly responded.

There being no decision required, the Committee noted the 2015-2016 year end forecast financial position.

Report No: TMS/SE/15/004 will be considered by the Treasury Management Sub-Committee on 20 July 2015.  The Chairman/Head of Resources and Performance will update the Committee verbally on any issues or recommendations arising from the consideration of this report.

The Committee received Report No: TMS/SE/15/004, which had been considered by the Treasury Management Sub-Committee on 20 July 2015.  The Business Partner (Resources and Performance) provided a verbal update on the Sub-Committee’s consideration of the report, which

(a)         Summarised the Council’s Annual Treasury Management investment activities for the year 2014-2015; and

(b)         Provided a summary of the investment activity for the first three months of the 2015-2016 financial year.

The Sub-Committee had scrutinised the Annual Treasury Management Report 2014-2015 and the Investment Activity for 1 April 2015 to 30 June 2015, and asked a number of questions to which the Head of Resources and Performance had duly responded.  In particular the Sub-Committee suggested that a short paragraph on Sector’s views/opinions on the financial market should be included in future quarterly Treasury Management Reports.

The Performance and Audit Scrutiny Committee considered the report and with the vote being unanimous, it was

          RECOMMENDED

That subject to the approval of full Council, the Annual Treasury Management Report for 2014-2015, attached as Appendix 1 to Report No: TMS/SE/15/004 be approved.