Home > Your Council > Agenda and minutes





Agenda and minutes

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

Contact: Democratic Services  020 8207 7558

Items
No. Item

294.

Membership, Communications and Apologies

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

 

(b)            Apologies for absence.

Minutes:

There were no changes to the membership of the Committee.

 

The Chairman welcomed Mr D De Smet from SIAS and Mr R Bissessur from Grant Thornton to their first meeting of the Committee.

 

There were no apologies for absence.

 

295.

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 Member had an interest to declare in relation to the items of business on the agenda for the meeting.

 

296.

Minutes pdf icon PDF 45 KB

To confirm and sign the minutes of the meeting of the Committee held on 11 July 2013.

 

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

 

Minutes:

RESOLVED that the minutes of the meeting held on 11 July 2013 be approved and signed as a correct record, subject to the word ‘Action’ being inserted after ‘The’ in the second paragraph of minute number 24.

 

297.

Anti fraud pdf icon PDF 34 KB

This report provides the Committee with information on the performance of the Anti-Fraud Team between April and September 2013.

 

Minutes:

The Committee received information on the performance of the Anti-Fraud Unit between 1 June 2013 to 31 August 2013. A total of £175,387 in overpayments had been identified by the Unit so far in 2013/14.

 

The Committee was pleased to note the performance of the Anti-Fraud Team and asked that future reports include information on the recovery of debt over an extended period.

 

RESOLVED that

 

(1)       the information contained in the report of the Investigating Officer be noted, and

 

(2)       officers report to the next meeting of the Audit Committee with information on the recovery of a debt over a number of years, to show the time taken for a typical debt to be discharged.

 

298.

Risk Management update pdf icon PDF 62 KB

This report reviews and updates the Strategic Risks and proposes new strategic risks.

 

Additional documents:

Minutes:

The Risk Manager submitted a report which updated the Council’s list of strategic risks and proposed new strategic risks. Workforce Capacity and Reclamation of the Mound were identified as new risks.

 

The Chairman suggested that the risk associated with the Mound Project be reviewed at the Committee’s April 2013 meeting. He also proposed that a thorough review of the External Financial Pressures strategic risk be undertaken in the final quarter of 2014 or the first quarter of 2015.

 

RESOLVED that

 

(1)       the deletion of Data Protection & Information Management; Efficiency & Effectiveness and Governance & Reputation as strategic risks, be approved;

 

(2)       Workforce Capacity and Reclamation of the Mound Project be approved as new strategic risks, and

 

(3)       a review of the risk associated with the Reclamation of the Mound Project be undertaken at the 1 April 2014 meeting of the Committee and a detailed review of the External Financial Pressures risk be undertaken either in the final quarter of 2014 or the first quarter of 2015.

 

299.

Internal Audit Progress report pdf icon PDF 239 KB

This report provides information on progress made by SIAS in delivering the 2013/14 Internal Audit Plan, findings for the period 1 April to 13 September 2013, proposed amendments to the approved Audit Plan and the implementation status of previously agreed Audit recommendations.

 

Minutes:

The Shared Internal Audit Service (SIAS) submitted a report to the Committee detailing progress made by SIAS on: delivery of the Council’s 2012/13 and 2013/14 Internal Audit Plans as at 13 September; findings for the period 1 April to 13 September 2013; proposed amendments to the Audit Plan; status of audit recommendations and an update on performance management information as at 13 September 2013.

 

The Committee noted that 39% of the Audit Plan had been delivered.

 

RESOLVED that the information contained in the Shared Internal Audit Service progress report (A/13/28) be noted.

 

300.

SIAS Annual report 2012/13 pdf icon PDF 2 MB

This report looks back at the first full year of operation since creation of the SIAS partnership in July 2011, highlights key areas of success in the year, describes the performance of the partnership during 2012/13 and looks ahead to the future developments that will continue to deliver the partners’ vision.

 

Minutes:

The Committee received the Shared Internal Audit Service Annual report 2012/13, and noted contribution made by the Service to efficiency in member authorities. The Annual report highlighted the vision of the Service to provide for resilience, efficiency, access to specialisms, high standards of customer service and career development opportunities for its employees.

 

Members commented that the 2012/13 financial performance of the Service was commendable, and noted that two other Hertfordshire authorities had now joined the Partnership.

 

RESOLVED that the Shared Internal Audit Service Annual report 2012/13 be noted.

 

301.

External Audit Recommendations - Officers update pdf icon PDF 34 KB

This report advises Members of progress made with the implementation of recommendations made by the Council’s external auditors.

 

Additional documents:

Minutes:

Report A/13/30 by the Senior Finance Officer provided an update on progress made implementing the agreed recommendations of the Council’s external auditors. The meeting noted that a lot of work was underway on I.T. security.

 

RESOLVED that the information contained in Report A/13/30 be noted.

 

302.

External Auditors' Findings pdf icon PDF 441 KB

This report highlights the key matters arising from the audit of the financial statements for the year ended 31 March 2013. It is also used to report Grant Thornton’s audit findings to management and those charged with governance in accordance with the requirements of International Standard on Auditing 260 (ISA).

 

Minutes:

Grant Thornton, the Council’s external auditors, submitted a report on their audit findings for the year ended 31 March 2013. The meeting noted that all the outstanding work listed in the report had been completed. The External Auditors thanked the finance staff for the high standard of papers they had been provided with.

 

The meeting noted that based on a review of the Council’s arrangements to secure economy, efficiency and effectiveness in its use of resources, Grant Thornton had given the Council an unqualified value for money conclusion. The external auditors had also given an unqualified opinion on the Council’s financial statements, and had found no internal control weaknesses

 

RESOLVED that the Grant Thornton audit findings for 2012/13 be noted.

 

303.

Approval of Annual Governance Statement pdf icon PDF 46 KB

This report includes the Council’s Annual Governance Statement 2012/13 for approval by the Committee.

 

Additional documents:

Minutes:

The Director of Resources presented the Council’s Annual Governance Statement for 2012/13. She drew attention to the importance of good governance and the Statement would be part of the Annual Financial report. The Committee noted that the Statement would also be considered by the Executive, where amendments may be made, before being signed off by the Chief Executive and the Leader of the Council.  

 

 RESOLVED that

 

(1)       the Annual Governance Statement (AGS) be approved and it be recommended that the Executive notes the statement, which will form part of the Annual Financial Report reported to Council on 20 November 2013.

 

(2)      the Action Plan associated with the AGS be noted.

 

 

304.

Approval of Statement of Accounts for 2012/13 pdf icon PDF 50 KB

This report includes the Council’s Statement of Accounts 2012/13 for approval by the Committee following completion of the external audit.

 

Additional documents:

Minutes:

The Director of Resources presented information on the Council’s Statement of Accounts for 2012/13 to the Committee. The draft Statement of Accounts had been before the Committee in July and since no material changes had been made.  

 

The Chairman thanked the Director of Resources and the Finance team for the production of the accounts, which again had secured an unqualified opinion from the Council’s external auditor.

 

RESOLVED that

 

(1) the Statement of Accounts 2012/13 be approved, as required by the Accounts and Audit (England) Regulations 2011, and

 

(2) the contents of the Letter of Representation 2012/13 to be provided to the auditors, be noted.

 

305.

Date of Next Meeting

The next meeting of the Committee is scheduled to take place on … at 7.30pm in the Civic Offices, Elstree Way, Borehamwood.

Minutes:

Noted that the next meeting of this Committee would take place on 13 January 2014.