Agenda item

Dave Shipton (Finance Strategy Manager) will be present for this item.

(1)       Mr Shipton introduced a report which set out the arrangements for informal consultation about budget options for 2012/15 in advance of Policy Overview and Scrutiny Committees (POSC) budget discussions in November 2011 and January 2012.  This would build on the budget monitoring work of the POSCs and the involvement of Members of POSC was welcomed.   He emphasised that the timescale for developing the budget was tight, especially for POSCs to consider the draft budget at their meetings in January prior to it being approved at County Council on 9 February 2011.   Officers were investigating whether it would be possible to circulate the draft budget to POSC Members prior to the Christmas break, even if this was on an informal basis prior to its launch. 

(2)       The Chairman stated that previously POSCs had set up IMG’s to assist with the development of the budget.  Officers had indicated that this had been a useful exercise and a number of suggestions made by POSC Members had been incorporated in the budget.  He encouraged the other POSC Chairman to support the suggestion that POSC’s set up their own IMG’s to assist with the development of the Budget.   It was important that the IMG’s were established as early as possible so that they could have the maximum opportunity to have an input in to the development of the budget.  

(3)       Reference was made to the two training sessions on the budget that had been arranged by the Acting Corporate Director, Finance and Procurement on 16 June and 5 July 2011, a reminder about these sessions would be placed in the Members Information Bulletin and all Members of the Council were welcome to attend.

(4)       In relation to resources from Democratic Services to support these IMG’s, Mr Sass stated that it would be possible to service these from within existing resources but if POSCs set up any other IMGs it would be necessary to prioritise the support for the IMGs to develop the budget. 

(5)       Comments made by Members included the following;-

• It was difficult for POSCs in assisting with the development of the budget when information on certain key government funding was not available until late in the process.   Mr Shipton stated that there was a need to share more information on provisional grants for 2012/13 and changes in funding, for example, the reallocation of business rates in order to keep the IMGs up to date.
• The national comparative data being based on 2 year old figures was mentioned.  Mr Shipton acknowledged that the comparative data, compiled by CiPFA and known as ‘the Summerset model’, was not as current as he would like.  There was a return that all Local Authorities made to central government which was not published but we could ask for that information as it would be more current.  Officers were working with colleagues in Essex, Surrey and Sussex plus our statistical neighbours to get consistency on the way that information was presented in their budget books to assist with up to date comparisons. 
• It was possible for Members to carry out useful detailed work in relation to the budget within the setting of an Informal Member Group rather than a POSC.
• It should be made clear what the IMG was expected to do and the rules regarding the confidentiality of the information provided should be emphasised.  It was important that the IMG had access to relevant information in order to carry out its work.
• Information on staff numbers (full time equivalents) should be provided to the IMGs. 
• Reference was made to the decision not to use MORI to carry out public consultation workshops on the budget as part of the budget reduction. The importance of these consultation exercises being seen by the public as being independent off KCC was emphasised.  Mr Shipton explained that it was intended to engage MORI every two or three years, rather than every year, to get them to check the County Councils budget consultation process in an advisory capacity rather than to carry out the annual consultation, which would now be carried out in house. 
• It was suggested that the feedback from the public on the budget should be made available earlier in the process. Mr Shipton confirmed that there was no reason why these sessions could not be held in September rather than October and the feedback back from them made available soon afterwards.

 (6)      RESOLVED that (a) an IMG be established for each of the POSCs to assist with the development of the budget, these IMGs to have up to 5 Members and that POSC Chairmen decide how the Membership is to be selected and whether to invite Mr Lees and Mr Cowan (if not represented on the POSC) to attend the meetings of the IMG.  The first meeting of the POSC should be held in July 2011; (b)  the framework, background budget information and timetable for IMGs to consider the 2012/13 and 2012/15 Medium Term Financial Plan be noted.