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Contact: Trisha Sutton 01473 432512
Apologies for Absence
Apologies for absence were received from Councillor Goonan.
that the Minutes of the meeting held on 3 September 2013 be signed as a true record.
To Confirm the Dates of the Next Meetings
· Tuesday 11 March 2014
· Tuesday 17 June 2014
· Tuesday 2 September 2014
· Tuesday 9 December 2014
· Tuesday 10 March 2014
34.1. The last of the proposed dates should have been listed as ‘Tuesday 10 March 2015’.
that, subject to the correction above, the meetings of the Audit & Governance Committee be confirmed as printed on the Agenda, to commence at 6.00pm.
To Confirm or Vary the Order of Business
that the Order of Business be confirmed as printed on the Agenda.
Declarations of Interest
There were no declarations of interest.
37.1. Ms Kennedy (PricewaterhouseCoopers) reported that the summary of the External Auditor’s findings of the 2012/13 Audit did not present any additional information from the previous report to Committee.
that the Annual Audit Letter 2012-13, attached at Appendix 1 to the report, be noted.
Mr Hudson (Finance & Procurement Operations Manager) presented
the mid-year Treasury Management Performance report, as required by
the revised CIPFA Code of Practice on Treasury Management, and
highlighted that the Council had received payment of £210,109
from Landsbanki in 2013/14.
Mr Hudson reported that the Council had emergency arrangements in
place with Barclays following Moody’s downgrading of the
Co-op bank, and the new banking contract, to commence from 1 April
2014, was currently out to tender, with 3 bids
received. This would be a joint
procurement with 4 other local authorities.
that the Treasury Management Operations for the period 1 April 2013 to 30 September 2013 be noted.
Mr Hudson reported that the only changes that had been made to the
Anti-Money Laundering Policy and Guidance Notes were in relation to
a change in Mr Hudson’s job title and Ms Martin taking over
the role of Deputy Anti-Money Laundering Officer. These changes were approved by the
39.2. Mr Hudson reported that three cases of suspected money laundering had been reported to the Serious Organised Crime Agency (SOCA), which were in relation to Right to Buy purchases. Mr Hudson confirmed that these sales had been allowed to proceed following advice from SOCA.
that the report be noted;
(ii) that the changes to the Anti-Money Laundering Policy and Guidance Notes be approved.
Councillor Le Grys expressed concern that Contract Standing Orders
were not being complied with in many cases and requested that
processes also be checked for contracts with a value less than
£25,000, as there may be similar issues. Councillor Knowles added that the problems were
not restricted to procurement staff, but appeared to be endemic
throughout the organisation, and asked what was being done to
Ms Martin (Audit Partnership Manager) confirmed that this was a
corporate issue and it had been discussed at a recent Corporate
Management Team (CMT) meeting.
Mr Field (Head of Resource Management) further stated that all
Heads of Service would be seeking improvement as a matter of
urgency. Procurement training was being
progressed, and this course would be mandatory for all officers
with financial responsibility.
Mr Field added that procurement was also included in the
Transformation Programme as a cross-cutting theme.
Councillor Knowles raised concern at the low percentage (8%) of
invoices where the goods received notes agreed with the
invoice. Ms Martin reported that
training reminders had been sent out and this area would be
included in next year’s audit as a compulsory item.
Councillor Le Grys commented that some of the areas of weakness
identified, e.g. ability to become a supplier without all of the
form being completed and non-compliance with Contract Standing
Orders, could leave the Council susceptible to fraud.
Mr Field reported that the issues had been highlighted to CMT, and
added that the Head of Corporate Services was currently reviewing
Contract Standing Orders, Financial Standing Orders and the
Employee Code of Conduct.
Ms Martin reported that an update on the audit recommendations
raised in the Action Plan would be reported to the next
Ms Kennedy reported that this area would be looked at as part of
the next External Audit.
HEARS Income –
Home Emergency Alarm System (613)
40.10. Councillor Goldsmith asked
whether any progress had been made on the new application form for
the HEARS service.
Housing Rents (621)
40.11. Ms Martin reported that
contextual information would be provided in next year’s
report in relation to the Housing Rents Collection Data
Ipswich Market Income
40.12. Councillor Harsant raised
concern about procedures not being followed. Councillor Knowles reported that the Council had
recently taken over responsibility for Ipswich Market and the
issues were being progressed. Ms Martin
reported that an update on the audit recommendations in the Action
Plan would be reported to the next meeting.
Ms Martin reported that the findings of the Internal Audit of the
Joint Museums Service (carried out by Deloitte) and a revised Audit
Protocol had been presented to the Joint Museums
Ms Martin highlighted that certain tests previously requested by
the Audit & Governance Committee in respect of Ipswich Museums
had not been in this Audit Review, but Colchester Borough Council
was currently producing its Audit Plan for 2014/15, and it was
hoped that these tests would be included in next year’s
Internal Audit of the Joint Museums Service.
Councillor Le Grys raised concern that the collections inventory
was not fully up-to-date, as Ipswich Museum had valuable
collections that were loaned out to other museums, as well as
borrowing collections from other organisations.
Councillor Knowles commented that there needed to be consistency
between insurance obligations and operational practices. The
collections could not be replaced, but needed to be insured against
damage and investigation and recovery in the event of
Ms Martin reported that an update would be provided at the next
meeting following discussions with the Finance Manager (Audit &
Governance) at Colchester Borough Council.
that the following documents be noted by the Audit & Governance Committee:
1. The Colchester and Ipswich Museum Service Joint Committee report dated 5 November 2013.
The Colchester & Ipswich Joint Museums Service
– Audit Protocol dated September 2013.
Councillor Lockington left the meeting.
42.1. No further actions were requested in relation to the proposed Work Programme.
that the Audit & Governance Committee Work Programme 2013/14 be noted.
Exclusion of Public
To consider excluding the public (including the Press) from the meeting during consideration of the following item(s) under section 100(A) of the Local Government Act 1972 as it is likely that if members of the public were present during that item there would be disclosure to them of exempt information as defined within paragraphs 1 & 3 of Part 1 of Schedule 12A of the Act.
that the public (including the Press) be excluded from the meeting during consideration of the following item under section 100(A) of the Local Government Act as it would be likely that if members of the public were present during these items there would be disclosure to them of exempt information as defined within paragraphs 1 & 3 of Part 1 of Schedule 12A of the Act.
NOT FOR PUBLICATION
AG/13/21 Status of Internal Audit Recommendations
AG/13/22 Internal Audit Reports - Recently Issued NFP