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Agenda and draft minutes

Five Councils Corporate Services Joint Committee - Monday, 28th October, 2019 4.00 pm

Venue: Hurstwood Room, Public Service Plaza, Civic Centre Road, Havant, Hampshire PO9 2AX. View directions

Contact: James Harris, Democratic Services Deputy Team Leader 

Items
No. Item

1.

Election of Chairman for 2019/20

To appoint a councillor to represent the host authority as its Chairman for the 2019/20 municipal year.

Minutes:

Resolved that Cllr Lulu Bowerman, Havant Borough Council, be elected as Chairman of the Five Councils Corporate Services Joint Committee for 2019/20.

 

2.

Election of Vice-Chairman for 2019/20

To appoint a councillor to represent the 2020/21 host authority as its Vice Chairman for the 2019/20 municipal year.

Minutes:

Resolved that Cllr Ros Wyke, Mendip District Council, be elected as Vice-Chairman of the Five Councils Corporate Services Joint Committee for 2019/20.

3.

Apologies for Absence and Notification of Substitutes

Minutes:

Apologies for absence had been received from Cllr David Turner, South Oxfordshire District Council.

 

Cllr Liz Leyshon was in attendance as the second representative from Mendip District Council.

4.

Chairman's Announcements

Minutes:

The Chairman welcomed all present and encouraged further information exchange meetings between committee members.

5.

Declarations of Interest

Minutes:

There were no declarations of meetings.

6.

Minutes of the Previous Meeting pdf icon PDF 61 KB

Minutes of the 5th February 2018 meeting, attached.

Minutes:

The minutes of the meeting held on 5 February 2018 were agreed as an accurate record.

7.

Agreement of the Host Authority for 2019/20

Minutes:

Resolved that Havant Borough Council continue as the host authority for 2019/20.

8.

Budget 2020/2021 pdf icon PDF 67 KB

Minutes:

The Client Relationship Director introduced the report and explained that the figures had been ratified by the S151 Officers of each authority within the partnership. 

 

In accordance with its Terms of Reference, the committee was required to agree a draft budget for the following year by 30 November.

 

RESOLVED that the following draft budgets for 2020/21 be AGREED and proposed to the Authorities where they will be considered and processed through each individual authority’s governance routes:

 

     I.        The contract budget for 2020/2021 is determined as follows:

 

2020/2021

South

         

£4,114,953

Vale

£3,843,317

Mendip

£4,765,982

Hart

£2,375,134

Havant/EHDC

£7,349,894

Total

£22,449,279

 

    II.        The Client Team Budget is proposed as follows:

 

 

Budget

Staff Costs (Business Case)

£715,748

Travel

£12,000

Training

£6,500

DSE and Eye tests

£650

Professional Fee’s

£1,000

Total

£735,248

 

9.

Capita Performance September 2019 pdf icon PDF 130 KB

Minutes:

The Client Relationship Director introduced the report and explained the performance for each element of the contract.

 

In response to questions it was confirmed that any scrutiny of the contract would be carried out locally by the overview and scrutiny function of each partner authority and that the minutes of any such meeting and those of the joint committee formed a good evidence base to record the thoughts of members.

 

The committee was concerned that the KPI’s did not necessarily reflect the actual performance of the services and that further monitoring below KPI level could be explored.  The committee did however appreciate that this could have a cost implication.

 

The committee requested that its disappointment be recorded at the number of service areas that were delivering unacceptable levels of performance. 

 

The committee recognised the long term remaining for the contract and requested that suggestions for service improvement be considered at a future meeting of the committee.