Agenda and minutes

Audit & Governance Committee - Tuesday 9th December 2014 6.00 pm

Venue: Orwell Room, Grafton House. View directions

Contact: Trisha Sutton  01473 432512

Items
No. Item

34.

Apologies for Absence

Minutes:

There were no apologies for absence.

35.

Unconfirmed Minutes of the Meeting held on 2 September 2014 pdf icon PDF 43 KB

Minutes:

Resolved:

 

that the Minutes of the meeting held on 2 September 2014 be signed as a true record.

36.

To Confirm the Dates of the next Meetings

·         Tuesday 3 March 2015

·         Tuesday 2 June 2015

·         Tuesday 1 September 2015

·         Tuesday 8 December 2015

·         Tuesday 1 March 2016

 

Minutes:

Resolved:

 

that the dates of future meetings be confirmed as printed on the Agenda, with meetings to commence at 6pm.

37.

To Confirm or Vary the Order of Business

Minutes:

It was requested that Agenda Item 13 (report AG/14/22) be considered prior to Agenda Item 6 (report AG/14/17) and this was agreed.

 

Resolved:

 

that, subject to Agenda Item 13 being considered before Agenda Item 6, the Order of Business be confirmed as printed on the Agenda.

38.

Declarations of Interest

Minutes:

There were no declarations of interest.

39.

Exclusion of Public

Minutes:

Resolved:

 

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 1972 as it is likely that if members of the public were present during this item there would be disclosure to them of exempt information falling within Paragraph 3 of Schedule 12A of the Act.

 


 

NOT FOR PUBLICATION

 

40.

AG/14/22 Internal Audit - Recently Issued Report - 660 Ipswich Museums

41.

Re-admittance of Public

42.

AG/14/17 External Audit - Annual Audit Letter 2013/14 pdf icon PDF 39 KB

Additional documents:

Minutes:

42.1.     Mr Rickett (PricewaterhouseCoopers) reported that the findings of the audit for 2013/14 indicated a relatively clean audit, which was a credit to the Council.  Mr Rickett added that the certification fees were likely to be nearer to the 2012/13 figure once finalised.

42.2.     Councillor Goldsmith asked whether the Property Services contract (page 6 of the audit letter) had been signed. Mr Rickett commented that it had been signed but not by the contract date; however, the auditors were happy with the management response given in this instance.

42.3.     In response to Councillor Knowles, Mr Rickett reported that the certification work was a requirement of the DWP, and that the previous fees estimate of £37,200 was based on the assumption of a clean audit.

42.4.     Mr Hanson expressed concern that there had not been only one individual responsible for the control of bank accounts.  Mr Rickett commented that the audit had identified instances of bank accounts being opened that had not been notified to the Finance Team and therefore not included on the bank reconciliation. The Operations Manager Finance & Procurement reported that these bank accounts had been set up to collect payments for Payzones at Post Offices, with the monies then being transferred into the Council’s central account.  Since the findings, there was now just one Santander collection account set up for this purpose and just one officer responsible for the administration of bank accounts.

Resolved:

 

that the Annual Audit Letter 2013/14, as attached at Appendix 1 to the report, be noted.

43.

AG/14/18 Treasury Management Performance 2014/15 pdf icon PDF 118 KB

Minutes:

43.1.     The Operations Manager Finance & Procurement reported that a target had been set to increase investment income by £200k per annum, to be phased in over 3 years.

43.2.     Mr Hanson commented that it would be helpful to include the previous year’s figures in paragraphs 5.1-5.3.

43.3.     In response to Councillor Phillips, the Operations Manager Finance & Procurement reported that King and Shaxson was a private finance company, who act as facilitators, enabling the Council to access counterparties that were not normally in the market.

Resolved:

 

that the Treasury Management Operations for the period 1 April 2014 to 30 September 2014 be noted.

44.

AG/14/19 Review of IBC Corporate Risk Register 2014/15 pdf icon PDF 70 KB

Additional documents:

Minutes:

44.1.     The Operations Manager Performance & Projects reported that the previously agreed Corporate Risk Register 2014/15 had recently been revised by the Corporate Management Team as part of its monthly monitoring process.

Resolved:

 

that the updated Corporate Risk Register (CRR) 2014/15, as attached at Appendix 1 of the report, be agreed.

45.

AG/14/20 Internal Audit - Status of Recommendations pdf icon PDF 93 KB

Minutes:

45.1.     The Audit Partnership Manager reported that one of the overdue high priority recommendations had now been completed, leaving a total of just 5 high priority recommendations to be addressed, which were being rigorously pursued by the Audit and Corporate Management Teams.

45.2.     Councillor Leeder asked whether there was any trend in where the overdue recommendations were arising. The Audit Partnership Manager reported that the number of overdue recommendations were very low in comparison to other authorities, and did not consider it necessary to highlight a particular service area; it was expected that the remaining 5 high priority recommendations would be completed by the end of the municipal year.

45.3.     The Audit Partnership Manager confirmed that the revised target date for the recommendation relating to the Procurement Audit report (576) should have been 04/01/2015.

45.4.     In response to Mr Hanson, the Audit Partnership Manager reported that the amount of missing income at the Regent was less than £200, but it was the principle of internal control that was more the issue.

45.5.     Councillor Phillips asked why Ipswich Buses Ltd were to be contacted in relation to the Car Park Management Audit report (539).  The Operations Manager Finance & Procurement reported that the cash collection contract had been taken out to tender and had been won by Ipswich Buses Ltd.  The outsourcing of this function enabled Parking Enforcement Officers to dedicate more time to actual enforcement and issuing of tickets.

Resolved:

 

that the Status of Internal Audit Recommendations report be noted.

46.

AG/14/21 Audit & Governance Committee Future Work Programme 2015/16 pdf icon PDF 41 KB

Additional documents:

Minutes:

46.1.     The Audit Partnership Manager reported that the report to the next meeting would contain the full Work Programme for 2015/16 and invited suggestions for inclusion.

Resolved:

 

that the Audit & Governance Committee Future Work Programme 2015/16 be noted.

47.

Exclusion of Public

To consider excluding the public (including the Press) from the meeting during consideration of the following items 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 3 of Part 1 of Schedule 12A of the Act.

Minutes:

Resolved:

 

that the public (including the Press) be excluded from the meeting during consideration of the following items under section 100(A) of the Local Government Act 1972 as it is likely that if members of the public were present during these items there would be disclosure to them of exempt information falling within Paragraph 3 of Schedule 12A of the Act.

 


 

NOT FOR PUBLICATION

 

48.

Unconfirmed Exempt Minutes of the meeting held on 2 September 2014

49.

Internal Audit report - Council Tax (655) - Verbal Update