Agenda and minutes

None.

None.

Minutes of the meeting held on 23 January 2023, for confirmation.

The minutes of the meeting held on 23 January 2023 were confirmed as a true record and signed by the Chair.

Joint report of the Corporate Director of Finance and Resources, (Nottingham City Council) and the Assistant Director of Finance, Strategic Property & Commissioning, (Leicestershire County Council) 

Lucy Littlefair, Head of EMSS, presented the report which sets out the governance arrangements and terms of reference for the committee, which are required to be reviewed by the committee at least every two years, with an emphasis on the operation and effectiveness of the shared services.

The report does not identify any areas requiring alteration at this time, but members’ consideration is requested.

Members requested clarification around the Quorum wording, and that the gender anomaly of ‘Chairman’ is addressed.

Resolved

1)  toapprove the East Midlands Shared Services Governance Arrangements, as attached to Appendix A to the report, without amendment.

2)  to approve the Joint Committee Terms of Reference as attached as Appendix B to the report, without amendment;

3)  the conduct of meetings and proceedings of the joint committee, as set out in Appendix C to the report, are approved subject to:

a)  clarifying the wording regarding quorum;

b)  addressing the gender references;

c)  the revised ‘conduct of meetings and proceedings’ being submitted to the next meeting of the Committee.

This decision is not subject to call-in.

Reasons for recommendations:

o  Within the Joint Services Agreement, the governance arrangements and terms of reference for the committee are required to be reviewed at least every two years.

Other options considered:

o  None. The review is required, as set out in the terms of reference.

Joint report of the Corporate Director of Finance and Resources, (Nottingham City Council) and the Assistant Director of Finance, Strategic Property & Commissioning, (Leicestershire County Council) 

Lucy Littlefair, Head of EMSS, presented the report which was prepared by NCC Internal Audit, providing an update on progress against the 2022/23 audit plan, and proposes a further plan for 2023/24.

The following points were highlighted questions from members responded to:

a)  Due to complications in providing information, the payroll/IT audits scheduled from 2021/22 were rolled forward into this year’s audit schedule and were completed in June 2022;

b)  It has not been possible to retain the timescales for the 2022/23 audit schedule and so NCC Internal Audit will be unable to provide a Head of Audit Opinion by May 2023, as intended;

c)  Members were assured that there are no legal obligations regarding internal audit timelines and that the timescales proposed for the 20232/4 internal audit plan are achievable;

d)  It is noted that whilst LCC provide financial services to EMSS, responsibility for internal audit functions for EMSS sits with NCC.

Resolved

1)  to note progress against the audit plan for 2022/23;

2)  to approve the EMSS Audit Plan 2023/2024, as attached to the report.

This decision is not subject to call-in.

Reasons for recommendations:

o  To ensure that Joint Committee is assured that EMSS has robust audit arrangements in place.

Other options considered:

o  None as a robust audit plan is a key pillar of the governance and assurance framework for EMSS.

To note that the next proposed meeting date is 19 June 2023, at 10.30am at Loxley House, Nottingham.

Resolved to note that the next proposed meeting date is 19 June 2023, at 10.30am at Loxley House, Nottingham.

To consider excluding the public from the meeting during consideration of the remaining items in accordance with Section 100A of the Local Government Act 1972, under Schedule 12A, Part 1, on the basis that, having regard to all the circumstances, the public interest in maintaining an exemption outweighs the public interest in disclosing the information

Resolved to exclude the public from the meeting during consideration of the remaining items in accordance with Section 100A of the Local Government Act 1972, under Schedule 12A, Part 1, on the basis that, having regard to all the circumstances, the public interest in maintaining an exemption outweighs the public interest in disclosing the information.

Exempt Minutes of the meeting held on 23 January 2023, for confirmation.

The exempt minutes of the meeting held on 23 January 2023, were confirmed as a true record and signed by the Chair.

Joint Report of the Corporate Director of Finance and Resources, (Nottingham City Council) and the Assistant Director of Finance, Strategic Property and Commissioning, (Leicestershire County Council) 

Jill Turner, Business Development Manager, East Midlands Shared Services, presented the report which provides an overview to the performance of the Services for Quarter 3 2022/23, including people, customer, operational and technology priorities for EMSS.

Resolved to approve the recommendations as set out in the report.

Reasons for recommendations

o  As set out in the exempt report.

Other options considered in making recommendations

o  As set out in the exempt report.

Joint Report of the Corporate Director of Finance and Resources, (Nottingham City Council) and the Assistant Director of Finance, Strategic Property and Commissioning, (Leicestershire County Council) 

Susan Baum, Finance Business Partner LCC, presented the report which provides an update on the 2022/23 financial performance.

Resolved to approve the recommendations as set out in the report.

Reasons for recommendations:

o As set out in the exempt report.

Other options considered in making recommendations:

o As set out in the exempt report.