Agenda and draft minutes

Standards and Audit Committee
Wednesday, 28th November, 2018 2.00 pm

Venue: Committee Room 2, Town Hall, Rose Hill, Chesterfield

Contact: Amanda Clayton  01246 34 5273

Items
No. Item

34.

Apologies for Absence

Minutes:

An apology for absence was received from Councillor Tidd.

35.

Declarations of Members' and Officers' Interests relating to Items on the Agenda

Minutes:

No declarations were received.

36.

Minutes pdf icon PDF 51 KB

Minutes:

RESOLVED –

 

The Minutes of the previous meeting of the Standards and Audit Committee held on 26 September, 2018 were approved and signed by the Chair as a correct record.

 

37.

OSD Property Safety Inspections Progress Update pdf icon PDF 61 KB

Additional documents:

Minutes:

The Responsive Repairs Manager provided an update on the progress of implementing the recommendations in the Limited Assurance audit report on ‘OSD Property Safety Inspections’ issued on 16 May, 2018.

 

The committee considered a detailed implementation schedule that listed the actions that had been taken against each recommendation.  Examples were provided of the work that had already been undertaken and members were satisfied the recommendations had been implemented.

 

The Committee thanked the Responsive Repairs Manager for attending.

 

* RESOLVED –

 

That the updates be noted.

 

38.

Local Government Act 1972 - Exclusion of Public

To move “That under Section 100(A)(4) of the Local Government Act 1972 the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Act".

Minutes:

*RESOLVED –

 

That under Section 100(A)(4) of the Local Government Act 1972 the public be excluded from the meeting for the following item of business on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Act.

 

39.

Verbal Update on Procurement

Minutes:

The Assistant Director - Customers, Commissioning and Change explained that small incremental improvements had been made to the procurement process but the outstanding problems had not yet been resolved.

 

It was reported that there were 3 areas to focus on;

·        Increasing capacity

·        Improving the contractual position of the council

·        Improving the processes of the council

 

An interim procurement specialist had been employed to look at what the council’s specification should be in the future. It was recommended that there be a procurement lead in each service area.

 

A review of the management structure in the Customers, Commissioning and Change Service had been carried out and the proposals included a manager with a focus on procurement.

 

The Assistant Director reported that the NHS had paused the wholly owned subsidiary process but that a decision would be made in January. The NHS were stabilising their staffing and so the same staff member would be in place until mid-2019.

 

A Contract Compliance Register was now in place and the Council was working with the NHS on systems and processes.

 

The Committee thanked the Assistant Director for attending and offered the support of the committee if necessary to ensure continuous improvement.

 

*RESOLVED –

 

1.That the update be noted.

 

2.That a further update be given at the April 2019 meeting.

40.

Local Government Act 1972 - Re-admission of Public

That after consideration of an item / items containing exempt information, the public be re-admitted to the meeting.

Minutes:

*RESOLVED –

 

That after consideration of items containing exempt information, the public be re-admitted to the meeting.

 

41.

Summary of Internal Audit Reports Issued pdf icon PDF 88 KB

Additional documents:

Minutes:

The Internal Audit Consortium Manager presented a report summarising the internal audit reports issued during the period 1 September 2018 to 23 October 2018, in respect of reports issued relating to the 2018/19 internal audit plan.

 

It was noted that eight reports had been issued during this period and had been given the following levels of assurance:

 

·        ‘Substantial Assurance’ – 4

·        ‘Reasonable Assurance’ – 3

·        ‘Limited Assurance’ – 1

 

The Environmental Services Manager attended to discuss the Limited Assurance audit report on ‘Outdoor Facilities Income’ issued on 22 October, 2018.

 

The Environmental Services Manager confirmed that all recommendations had been accepted and that a new Principal Green Spaces Officer would be taking up their post the following week with a brief to implement these recommendations as soon as possible.

                                                

The Committee thanked the Environmental Services Manager for attending.

 

 

* RESOLVED –

 

That the report be noted.

42.

Local Government Act 1972 - Exclusion of Public

Minutes:

*RESOLVED –

 

That under Section 100(A)(4) of the Local Government Act 1972 the public be excluded from the meeting for the following item of business on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Act.

 

43.

S106 write offs and unapplied contributions

Minutes:

The Development Management and Conservation Manager presented a report responding to recommendations made in a recent Internal Audit Report.

 

The report outlined arrangements for the collection or writing off of old s106 agreement payments and for the use of unspent funds received by the Council.

 

The Development Management and Conservation Manager assured the committee that procedures are now in place to process and monitor any s106 funds.

 

The Committee thanked the Development Management and Conservation Manager for attending.

 

* RESOLVED –

1.     That the report be noted.

 

44.

Local Government Act 1972 Re-admission of public

Minutes:

*RESOLVED –

 

That after consideration of items containing exempt information, the public be re-admitted to the meeting.

 

45.

Annual Audit Letter 2017/18 pdf icon PDF 1 MB

Minutes:

The Annual Audit Letter from Mr Tony Crawley of KPMG had been received for the year 2017/18.

 

The Annual Audit Letter summarised the outcome from the external auditor’s work at the Council during 2017/18, including reference to:

 

·        The unqualified conclusion on the authority’s arrangements to secure value for money;

·        The unqualified opinion on the authority’s financial statements;

·        The review of the Annual Governance Statement; and

·        Confirmation of the audit fee for 2017/18 as £52,445 excluding VAT.

 

It also gave a summary of reports issued during 2018, which included:

 

·        Certification of Grants and Returns;

·        External Audit Plan;

·        Auditor’s Report;

·        Report to Those Charged with Governance; and

·        Annual Audit Letter for 2017/18.

 

* RESOLVED –

 

That the Annual Audit Letter for 2017/18 be received.