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Agenda and minutes

Venue: Committee Rooms A and B, Civic Offices, Elstree Way, Borehamwood

Contact: Democratic Services  020 8207 7558

Items
No. Item

115.

Membership

To receive details of any changes in membership of the Committee notified since the agenda was printed.

Minutes:

There were no changes.

116.

Communications and Apologies

(a)            Communications (if any) relating to business on the agenda.

 

(b)            Apologies for absence.

Minutes:

There were none.

117.

Declarations of Interest

Members are required to declare any disclosable pecuniary interests they or their spouse/partner have in any matter which is to be considered at this meeting.  Members must also declare any other pecuniary or non-pecuniary interests they have in any matter to be considered at this meeting. The responsibility for declaring an interest rests solely with the member concerned.

 

Members must clearly state to the meeting the existence and nature of any disc losable pecuniary interest, other pecuniary interest or non-pecuniary interest and the agenda item(s) to which it/they apply.

 

Disclosable Pecuniary Interests are prescribed by the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 as follows;

 

Employment, office, trade, profession or vocation

 

Any employment, office, trade, profession or vocation carried on for profit or gain.

 

Sponsorship

 

Any payment or provision of any other financial benefit (other than from the relevant authority) made or provided within the relevant period in respect of any expenses incurred by a member in carrying out duties as a member, or towards your election expenses. This includes any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992.

 

Contracts

 

Any contract which is made between the relevant person (and a body in which the relevant person has a beneficial interest) and the relevant authority— (a) under which goods or services are to be provided or works are to be executed; and (b) which has not been fully discharged.

 

Land

 

Any beneficial interest in land which is within the area of the relevant authority.

 

Licences

 

Any licence (alone or jointly with others) to occupy land in the area of the relevant authority for a month or longer.

 

Corporate tenancies

 

Any tenancy where (to the member’s knowledge) - (a) the landlord is the relevant authority; and (b) the tenant is a body in which the relevant person has a beneficial interest.

 

Securities

 

Any beneficial interest in securities of a body where - (a) that body (to the member’s knowledge) has a place of business or land in the area of the relevant authority; and (b) either (i) the total nominal value of the securities exceeds £25,000 or one hundredth of the total issued share capital of that body; or (ii) if the share capital of that body is of more than one class, the total nominal value of the shares of any one class in which the relevant person has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

 

In cases of disclosable pecuniary interest, Members must withdraw from the meeting room while the matter is being considered.

 

Minutes:

No Members had an interest to declare in relation to the items of business on the agenda for the meeting.

118.

Minutes pdf icon PDF 37 KB

To confirm and sign the minutes of the meeting of the Committee held on 1 April 2014 and 11 June 2014.

 

In accordance with the Constitution, no discussion shall take place upon the minutes, except upon their accuracy.

 

Additional documents:

Minutes:

RESOLVED that the minutes of the meetings held on 1 April 2014 and 11 June 2014 be confirmed and signed.

119.

Presentation of the 2013/14 Statement of Accounts pdf icon PDF 192 KB

This report presents the Council’s Statement of Accounts for 2013/14 for recommendation for external audit. The presentation will incorporate a training session including material provided by Grant Thornton to support Members in reviewing and approving the financial statements.

 

A full version of Appendix 1 and 2 of this report can be viewed on the website and a hard copy is available from Democratic Services.

 

Additional documents:

Minutes:

The Committee considered Report A/14/14 and received a detailed presentation from Officers (attached as Appendix A). A number of points were raised including:

-        the final dividend from Heritage had not been received, so even some of the outstanding £52k may come back. Interest on the £1m could only be claimed up to the point the bank went into liquidation;

-        an internal Officer Group had been established to oversee the timely spend of S106 monies thus avoiding having to return the monies;

-        various options were being considered to maximise business rates retention; and,

-        ‘Note b’ on page 13 of the Statement would read better if moved to page 7.

 

The Committee thanked Officers for a detailed presentation and for achieving another year with a surplus.

 

RESOLVED that:

i)                 the draft Statements of Accounts 2013/14 (Appendix 1 of the report) be noted  and be submitted for external audit after ‘note b’ on page 13 is moved to page 7 so that readers can better track the £188k surplus;

ii)               authority be delegated to the Chief Finance Officer in consultation with the Leader of the Council and the Finance and Property Portfolio Holder, to make any appropriate minor changes to the Statement of Accounts prior to its approval by the external auditors.

Action by: Director of Resources

120.

Anti-Fraud Unit - 2014/15 progress report pdf icon PDF 54 KB

This report provides the Committee with information on the performance of the Anti-Fraud Team between April 2014 and June 2014.

 

Minutes:

Report A/14/13 was presented to the Committee.

 

RESOLVED that the update report be noted.

121.

Annual Governance Statement pdf icon PDF 44 KB

This report explains how the Council has maintained sound governance during the 2013/14 financial year, how it meets various legislative requirements and identifies any significant governance issues.

 

Additional documents:

Minutes:

Report A/14/16 was presented to the Committee.

 

RESOLVED that:

i)                 the Council’s Draft Annual Governance Statement (AGS) and Action Plan be approved;

ii)               the Action Plan associated with the AGS be noted;

iii)              subject to any changes required prior to their signing, the AGS be included in the Statement of Accounts 2013/14.

Action by: Director of Resources

122.

2013/14 Annual Assurance Statement and Internal Audit Annual Report pdf icon PDF 421 KB

This report provides Internal Audit’s overall opinion on the adequacy and effectiveness of the Council’s control environment. It also summarises the performance of the Internal Audit Service during 2013/14, discloses Internal Audit’s conformance with the Public Sector Internal Audit Standards and includes the Audit Charter.

 

Minutes:

Report A/14/15 was presented to the Committee.

 

The Chief Finance Officer assured the Committee that the scope and resources for internal audit were subjected to no inappropriate limitations in 2013/14.

 

RESOLVED that:

i)                 the Annual Assurance Statement and Internal Audit Annual Report be noted;

ii)               the results of the self-assessment, as required by both the Public Sector Internal Audit Standards and the Quality Assurance and Improvement Programme, be noted;

iii)              the Shared Internal Audit Service Charter be accepted;

iv)             the assurance from the Chief Finance Officer, that the scope and resources for internal audit were subject to no inappropriate limitations in 2013/14, be noted.

Action by: Shared Internal Audit Service (C Wood)

123.

Shared Internal Audit Service (SIAS) progress report pdf icon PDF 228 KB

This report provides information on progress made by SIAS in delivering the 2014/15 Internal Audit Plan; findings for 1 April to 4 July 2014 period; proposed amendments to the approved Audit Plan and the implementation status of previously agreed Audit recommendations.

 

Minutes:

Report A/14/17 was presented to the Committee and the following changes since the publication of the report were highlighted:

-        the 23% stated at para 2.1 and 2.13 was now 26%; and,

-        the Final Audits Issued listed at para 2.2 had increased by one – Disabled Facility Grant.

 

RESOLVED that the Internal Audit Progress Report be noted and the amendments to the Audit Plan as at 4 July 2014 be approved.

Action by: Shared Internal Audit Service (C Wood)

124.

Risk Management Progress and Update report pdf icon PDF 57 KB

This report reviews and updates the Strategic Risks and progress against the Risk Management Strategy. An annual report on risk and opportunities management at HBC during the financial year 2013/14, as outlined in the Council’s Risk Management Strategy, is attached to this report.

 

Additional documents:

Minutes:

Report A/14/18 was presented to the Committee.

 

RESOLVED that:

i)                 the deletion of the Reclamation of the Mound risk, following the successful completion of the project, be noted;

ii)               the addition of the new Section 106 risk as a new Strategic Risk be noted;

iii)              the reduction in the assessment of the Affordable Social Housing Risk be noted;

iv)             the annual report on Risk & Opportunities Management be noted;

v)               the risk management actions arising from the recommendations made in the Shared Internal Audit Service report on Corporate Governance and Risk Management be noted.

Action by: Shared Internal Audit Service (C Wood)

125.

Date of Next Meeting

The next meeting of the Committee is scheduled to take place on 23 September 2014 at 7.30 p.m. in the Civic Offices, Elstree Way, Borehamwood.

 

Minutes:

The next meeting was scheduled for 23 September 2014. Councillor Morris submitted his apologies for this meeting.

Appendix A - Presentation pdf icon PDF 895 KB