Agenda and draft minutes

Venue: Norfolk Room, Conference Suite, Elizabeth House, Dereham

Contact: Democratic Services  01362 656870

Items
No. Item

18/20

Minutes (Agenda item 1) pdf icon PDF 116 KB

To confirm the minutes of the meeting held on 16 January 2020.

Minutes:

Subject to the following amendments, the Minutes of the meeting held on 16 January 2020 were confirmed as correct record and signed by the Chairman.

 

a)    Q3 Strategic Risk Report (Minute No. 7/20)

 

General Data Protection Implementation (4th paragraph):

 

…the new Executive Manager for People & Innovation now had ‘a’ voice…..

 

b)    Follow up on Internal Audit Recommendations (Minute No. 9/20)

 

BRK1709: Licensing & Business Support:

 

The date of the Taxi Licensing Policy was due to go to the Licensing Committee meeting in March 2020, not March 2019.

19/20

Actions arising from the Minutes (if any) (standing item) (Agenda item 2)

Minutes:

None.

20/20

Apologies (Agenda item 3)

To receive apologies for absence.

Minutes:

Apologies of absence were received from Councillors Clarke and Grey.

21/20

Urgent Business (Agenda item 4)

To note whether the Chairman proposes to accept any item as urgent business, pursuant to Section 100(B)(4)(b) of the Local Government Act 1972.

Minutes:

None.

22/20

Declaration of Interests (Agenda item 5)

The duties to register, disclose and not to participate for the entire consideration of the matter, in respect of any matter in which a Member has a disclosable pecuniary interest are set out in Chapter 7 of the Localism Act 2011.  Members are also required to withdraw from the meeting room as stated in the Standing Orders of this Council.

 

Minutes:

None.

23/20

Non-members wishing to address the meeting (Agenda item 6)

To note the names of any non-members wishing to address the meeting.

Minutes:

None present.

24/20

Training (Standing item) (Agenda item 7)

To note if there are any training issues/ requests.

Minutes:

The Vice-Chairman, Councillor Robert Kybird had attended the recent training session specifically for Chairmen and Vice-Chairmen of Governance & Audit Committees; the content of which had been shared with the Chairman.

 

The recruitment problems in respect of auditors was highlighted.  The timetable for the delivery of audits had been affected – many were now running until the end of September for the statutory accounts and the audit reports would not be released until all audits had been completed.  A statement from E&Y would be forthcoming and advice would be provided.

 

This was a national problem.

25/20

Strategic and Annual Internal Audit Plans 2020/21 (Agenda item 8) pdf icon PDF 66 KB

Report of Faye Haywood, Head of Internal Audit.

 

Additional documents:

Minutes:

Faye Haywood, the Internal Audit Manager presented the Strategic and Annual Audit Plans that were periodically reviewed in March each year.

 

The overarching objective of the Strategic Internal Audit Plan was to provide a comprehensive programme of review work over the next 3 years, with each year providing sufficient audit coverage to provide annual opinions that could be used to inform the organisation’s Annual Governance Statement.

 

The report contained:

 

·         the Internal Audit Strategy, which was a strategic high level statement on how the internal audit service would be delivered and developed in accordance with the charter and how it linked to the organisational objectives and priorities;

·         the Strategic Internal Audit Plan, which detailed the plan of work for the next 3 financial years; and

·         the Annual Internal Audit Plan, which detailed the timing an purpose of each audit agreed for inclusion in 2020/21.

 

Members were informed that there were no changes to the charter or the strategy but the contract had been extended.  For now it was business as usual and the most important part was the intended plan of work for 20/21.

 

Attention was drawn to Appendix 3 of the report, the Annual Internal Audit Plan,  where each area was highlighted and explained.

 

Appendix 3 detailed the areas being reviewed by Internal Audit in 2020/21, the number of days for each review, the quarter during which the audit would take place and a brief summary/purpose of the review and highlights of those audit reviews which would be jointly undertaken with South Holland DC.

 

The Vice-Chairman asked if the Locality Programme Management audit area would include the Market Town Initiative as the funding was a single opportunity use.  The Internal Audit Manager explained that a sample would be picked out of the Locality Programme and could certainly be put forward as one to look at.

 

In respect of safeguarding, a joint review would be undertaken examining compliance with the related legislation to ensure that adequate policy and procedures were in place.

 

The Contact Centre would also be reviewed and carried out jointly to examine the processes for call handling and performance monitoring to establish best practice between the two Councils.

 

Licensing and Corporate Health & Safety was last reviewed in 2016/17.  In respect of Licensing, the review would be carried out at both Councils and assurance would be provided that fees were being regularly reviewed and renewals were enforced in key areas as appropriate.  As far as Corporate Health & Safety was concerned, the review would cover arrangements for reporting health & safety related incidents and near misses; the reporting of these would provide assurance that the Policy was being followed to keep staff safe.

 

There had been a number of recommendations in relation to housing needs, allocation, homelessness and housing register following both audits carried out in 2016/17 and 2018/19 where both had been given a limited assurance opinion.  However, a further review in 2020/21 would provide assurance that all recommendations raised in previous reviews were now well embedded and the framework  ...  view the full minutes text for item 25/20

26/20

Work Programme (Agenda item 9) pdf icon PDF 46 KB

A copy of the Committee’s work programme is attached.  The Committee is asked to consider whether any additions, deletions or amendments to the programme are required.

Minutes:

There was some discussion as to whether the 5th June meeting would take place due to the corona virus outbreak.

 

It was agreed that the date for the next meeting on 5 June 2020 would remain as scheduled but the 2019-20 unaudited financial statements should be emailed to Members if the meeting was to be postponed. 

 

It was agreed that the Chief Accountant would be asked if this would be possible.

 

It was noted that there was no need for the Internal Audit reports to be discussed at the June meeting as they did not include any statutory deadlines.

 

Mr Plaskett asked why the strategic risks had not been included on the work programme for future meetings.  This would be raised with the Corporate Innovation & Performance Manager.  Members felt that the risk report should be on the work programme for the next meeting in June.

27/20

Next Meeting (Agenda item 10)

To note the arrangements for the next meeting on Friday, 5 June 2020 at 10am in the St George’s Room.

Minutes:

The arrangements for the next meeting on 5 June 2020 were noted.