Agenda and draft minutes

Venue: Committee Rooms 1 & 2 - Deanes. View directions

Contact: Democratic Services Team 

Link: Video Recording

Items
No. Item

1/19

Apologies for absence and substitutions

Minutes:

Apologies were received from Councillors O Cubitt and J Westbrook.

Councillor J Vaux was replaced by Councillor V Rowland.

Councillor D Potter was replaced by Councillor S Grant.

 

2/19

Declarations of interest

Minutes:

There were no declarations of interest.

 

3/19

Urgent matters

To consider any items of business, other than those shown on this agenda and which, by reason of special circumstances to be stated at the meeting, in the opinion of the Chairman, should be considered at the meeting as a matter of urgency.

 

Minutes:

There were no urgent matters.

 

4/19

Appointment of Vice-Chair

To appoint a Vice-Chair of the Audit and Accounts Committee for the 2019/20 Municipal year.

Minutes:

Councillor G Falconer was appointed as Vice-Chair of the Audit and Accounts Committee for the 2019-20 municipal year.

 

5/19

Minutes of the meeting held on 25 March 2019 pdf icon PDF 322 KB

The Chair will move that the minutes of the meeting be signed as a correct record. The only part of the minutes that can be discussed is their accuracy.

Minutes:

The minutes of the meeting held on the 25 March 2019 were confirmed as a correct record and signed by the Chair.

 

6/19

Summary of Investment Income 2018/19 pdf icon PDF 108 KB

Contact Officer: Phillip Hood

The attached table provides a summary of investment income budgets for 2018/19 and the final position, which was overall additional income of £0.193M.

Minutes:

The Chair introduced the report which provided the Committee with a summary of the investment income budgets for 2018/19 and the final position.

 

Resolved: The Committee notes the Summary of Investment Income 2018/19 report.

 

7/19

Draft Property Investment Strategy Annual Report for year end - quarter 4 2018 pdf icon PDF 304 KB

Contact Officer: Charles Hawkeswood

This attached report shows the activity within the council’s Property Investment Strategy Annual for the 12 months for the year ending 31 March 2019.

Additional documents:

Minutes:

The Executive Director of Finance and Resources introduced the report which updated the Committee on the activity within the council’s Property Investment Strategy over the 12 months for the year ending 31 March 2019.

 

Questions were raised in relation to the Eli Lilly development as it involved both the Invest to Grow Fund and the Property Investment Strategy. The Head of Financial Services confirmed that whilst the building was under construction it was covered by the Invest to Grow Fund and after the building was built it would be the Property Investment Strategy. 

 

Reference was made to 1.7 of the report where it stated that the Cabinet Member for Regeneration and Property had commissioned a housing investment strategy report due to be presented to Cabinet in July 2019. Members questioned whether the Committee would have an opportunity to review the report before it would be discussed at Cabinet. The Chair confirmed that the Cabinet Member had been due to present a report on Residential Investment at the meeting but he had not been available and would ensure that the report would be brought to the next meeting instead.

 

Members also raised concerns regarding the process for the Property Investment Strategy and the requirements that were followed when decisions were made on any potential investments. The Executive Director confirmed that Property Investment had been audited but that she would discuss the issue with the Chief Internal Auditor to determine the best way of providing members with assurances of the process and an opportunity to review the criteria.

 

Resolved: The Committee note the Draft Property Investment Strategy Annual Report.

8/19

Treasury Management Annual Report 2018/19 pdf icon PDF 304 KB

Contact Officer: Dean Pletts

The purpose of this report is to present the Treasury Management Annual Report 2018/19 that will be reported to Council on 18 July 2019.

Additional documents:

Minutes:

The Head of Financial Services introduced the report which presented the Committee with the Treasury Management Annual Report for 2018/19 which would be reported to Council on 18 July 2019.

 

Clarification was sought in regard to 1.1 of the report and the change in government regulations on accounting for pooled funds. The Head of Financial Services explained that the regulations prevented the Council from taking the capital gain from investments and showing it as income on the revenue account.

 

Resolved: The Committee notes the Treasury Management Annual Report.

 

9/19

Invest to Grow Strategy Annual Report 2018/19 pdf icon PDF 218 KB

Contact Officer: Phillip Hood

The purpose of this report is to present the draft Invest to Grow Fund Annual Report 2018/19 that will be reported to Cabinet on 9 July 2019.

Additional documents:

Minutes:

The Head of Financial Services introduced Mr J Bahsoon from CBRE who introduced the report which presented the Committee with the draft Invest to Grow Fund Annual Report 2018/19 which would be reported to Cabinet on 9 July 2019.

 

The Committee discussed the report and made reference to the fact that the future of the fund would be under review. Some Members felt that some of the fund should be used to fund regeneration within the Borough. Members stressed the importance of having a flexible fund so that decisions could be made quickly when a potential investment opportunity arose.

 

Members agreed that the challenges that the fund had faced, listed in the report, should be taken forward and considered in relation to the Councils other investment strategies.

 

Resolved: The Committee notes the Invest to Grow Strategy Annual Report.

 

10/19

Annual Governance Statement - June 2019 pdf icon PDF 258 KB

Contact Officer: Ann Greaves

It is a requirement of the Accounts and Audit Regulations 2015 that the council prepares an Annual Governance Statement (AGS).

Additional documents:

Minutes:

The Legal Services Manager introduced the report which provided the Committee with the Annual Governance Statement for 2018/19.

 

The Chair stated that as in the report, project risks were regularly reviewed by the Corporate Performance Board. The Committee were interested in reviewing the minutes or decisions of the meetings.

 

Resolved: The Committee approves the draft Annual Governance Statement for 2018/19.

 

11/19

Local Code of Corporate Governance 2019/20 pdf icon PDF 238 KB

Contact Officer: Ann Greaves

Every council is required to prepare a Local code of Corporate Governance which has to be reviewed and adopted annually. 

Additional documents:

Minutes:

The Legal Services Manager introduced the report which provided the Committee with the Local code of Corporate Governance for 2019-20.

 

Resolved: The Committee approves the Local Code of Corporate Governance for 2019/20.

 

12/19

Internal Audit Progress Report (March-May 2019) pdf icon PDF 375 KB

Contact Officer: Richard Bevan

This report is to inform members of the Audit and Accounts Committee of the work completed by the Internal Audit Team during the period March - May 2019 and the current position with outstanding audit recommendations.

Additional documents:

Minutes:

The Senior Auditor introduced the report which informed the Committee of the work completed by the Internal Audit Team during the period March - May 2019 and the current position with outstanding audit recommendations.

 

Following questions raised by the Committee, the Chief Internal Auditor agreed to circulate the governance arrangements for the procurement of property acquisitions by the Property Investment Panel. 

 

Reference was also made in relation the governance arrangement’s for GDPR compliance.

 

The Chair proposed that due to the confidential nature of certain information contained within the agenda item, the Committee pass a resolution that by virtue of paragraph 3 of Schedule 12A of the Local Government Act 1972, the public be excluded from the meeting.    

 

On resumption of the open session, the Chair confirmed that the Committee had discussed, made comment and questioned the information contained in the confidential appendix.

 

Resolved: The Committee notes the Internal Audit Progress Report.

 

13/19

Fraud Update Report - Protecting the Public Purse pdf icon PDF 403 KB

Contact Officer: Paul Gundry

To inform the committee of the work that has been carried out during 2018/19 to protect the public purse.

Additional documents:

Minutes:

The Chief Internal Auditor introduced the report which informed the Committee of the work that had been carried out during 2018/19 to protect the public purse.

 

The Committee congratulated the Internal Audit team on their hard work.

 

Resolved: The Committee notes the Fraud Update Report.

 

14/19

Internal Audit Annual Report 2018/19 pdf icon PDF 453 KB

Contact Officer: Paul Gundry

This report is to inform members of the Chief Internal Auditor’s annual opinion on the effectiveness of the council’s risk management, control and governance processes for 2018/19.

Additional documents:

Minutes:

The Chief Internal Auditor introduced the report which informed the Committee of the Chief Internal Auditor’s annual opinion on the effectiveness of the council’s risk management, control and governance processes for 2018/19.

 

The Committee congratulated all officers across the Council for their hard work.

 

Resolved: The Committee notes the Internal Audit Annual Report.

 

15/19

Requests made under the Freedom of Information Act 2000 and Environmental Information Regulations 2004 pdf icon PDF 308 KB

Contact Officer: Jackie Tatam

This report has been produced following the concerns raised by a member of the public into the procedure followed when dealing with requests made under the Freedom of Information Act (FOI) and Environmental Information Regulations (EIR).

Additional documents:

Minutes:

The Committee agreed that as the Scrutiny Committee had not yet provided their comments, the item should be withdrawn.

 

Resolved: The report is withdrawn.

 

16/19

Viewing of Social Networking Sites and RIPA Inspection Update pdf icon PDF 326 KB

Contact Officer: Jackie Tatam

This report provides Members of the Committee with a summary of the viewing of social networking sites by officers in an investigatory capacity.

Minutes:

The Chair introduced the report which provided the Committee with a summary of the viewing of social networking sites by officers in an investigatory capacity.

 

Resolved: The Committee notes the Viewing of Social Networking Sites and RIPA Inspection Update report.

 

17/19

Audit and Accounts work programme pdf icon PDF 105 KB

The Committee is asked to note and review it’s work programme.

Additional documents:

Minutes:

The Chair introduced the work programme and gave a brief overview of the items that would be included on the agenda for the upcoming meetings.

 

The Executive Director of Finance and Resources confirmed that the Annual RIPA report and review of the policy would be brought to the September meeting of the Committee, she also confirmed that the Housing Investment report would be brought to the July meeting.

 

Questions were raised in relation to the Corporate Risk Register and whether it would review issues such as Senior Staff turnover as mentioned in a recent newspaper article. The Chief Internal Auditor confirmed that staffing was covered in the report.