Agenda and minutes
Venue: Council House (Next to the Civic Centre), Plymouth
Contact: Helen Rickman Email: helen.rickman@plymouth.gov.uk
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DECLARATIONS OF INTEREST Members will be asked to make any declarations of interest in respect of items on this Agenda. Minutes: There were no declarations of interest made by councillors in accordance with the code of conduct. |
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To confirm the minutes of the meeting held on 26 June 2014. Minutes: Agreed that the minutes of the meeting held on 26 June 2014 are confirmed as a correct record.
It was confirmed that the risk matrix had been circulated to councillors. |
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CHAIR'S URGENT BUSINESS To receive reports on business which, in the opinion of the Chair, should be brought forward for urgent consideration. Minutes: The Chair proposed to consider the status report on the Civic Centre in Part II of the meeting, rather than in part I.
In accordance with Section 100(B)(4)(b) of the Local Government Act, 1972, the Chair brought forward the above item for urgent consideration because of the need to inform members).
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AUDIT PLAN 2013/2014 PROGRESS REPORT PDF 182 KB Members will be provided with the Audit Plan 2013/ 2014 Progress Report. Minutes: John Golding (Partner and Engagement Lead) (Grant Thornton) and David Bray (Senior Audit Manager) (Grant Thornton) presented the audit plan 2013/14 – progress report which provided the committee with the progress in delivering the external auditor’s responsibilities.
The Chair on behalf of the Audit Committee took the opportunity to thank Grant Thornton for the good news relating to the issuing of an unqualified value for money conclusion for the year ended 31 March 2014.
In response to questions raised by the committee, it was reported that –
The committee noted the report.
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Members will be provided with the Annual Report to Those Charged With Governance 2013/ 2014 (ISA260 REPORT) including the Value for Money Conclusion. Additional documents: Minutes: John Golding (Partner and Engagement Lead) (Grant Thornton) and David Bray (Senior Audit Manager) (Grant Thornton) presented the annual report to those charged with governance 2013/2014 (ISA260 report) including the value for money conclusion, which highlighted the key matters arising from Grant Thornton’s audit of the Council’s financial statement for the year ended 31 March 2014.
The committee was informed that –
In response to a question raised the auditors confirmed that they were satisfied that the upgrade of the financial system scheduled for April 2015 should address ... view the full minutes text for item 20. |
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Members will be provided with the Certification Plan. Minutes: John Goulding (Partner) (Grant Thornton) and David Bray (Senior Manager) (Grant Thornton) presented the Grant Certification Work Plan for Plymouth City Council.
Members were informed that –
The committee noted the grant certification work plan for Plymouth City Council. |
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CHANGE OF EXTERNAL AUDITORS PDF 167 KB Members will be provided with a report on the Change of External Auditors. Minutes: David Northey (Head of Corporate Strategy) presented the change of external auditors.
Members were informed that –
In response to a question raised by the committee, it was reported that all existing contracts would terminate in 2017; following which the Council would be able to procure/appoint audit services.
A discussion took place regarding the committee’s concerns relating to the appointment of BDO LLP for a period of two years.
The committee agreed that even though the consultation period had closed a further letter will be written to the Audit Commission urging it to reconsider the appointment of BDO LLP. |
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STATEMENT OF ACCOUNTS 13/14 PDF 88 KB Members will be provided with a copy of the Statement of Accounts 2013/2014. Additional documents:
Minutes: David Northey (Head of Corporate Strategy) presented the Statement of Accounts 2013/14, which highlighted the following key areas –
In response to questions raised by the committee, it was reported that –
The Chair took the opportunity to thank staff for their work in preparing the Statement of Accounts 2013/14.
The committee noted the amendments made to the Statement of Accounts for 2013/14 as approved by the auditor and outlined in the report.
The committee agreed the –
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STRATEGIC RISK AND OPPORTUNITY MANAGEMENT REGISTER MONITORING REPORT PDF 95 KB Members will be provided with the Strategic Risk and Opportunity Management Register Monitoring Report. Additional documents: Minutes: David Northey (Head of Corporate Strategy) and Julie Hosking (Risk Management and Insurance Officer) presented the strategic risk and opportunity register monitoring report which summarised the latest formal monitoring exercise completed for the period of March 2014 – August 2014.
The committee was advised that –
In response to questions raised by the committee, it was reported that –
The committee noted the report and endorsed the current position with regard to the strategic register and opportunity register. |
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INFORMATION ASSET ANNUAL REPORT PDF 94 KB Members will be provided with the Informatin Asset Annual Report. Minutes: John Finch (Information Governance Manager) presented the information asset annual report which summarised the work that had been undertaken by the Information Lead Officers Group to improve information governance principles across all directorates in order to improve the Council’s information asset.
The committee was informed that –
The committee noted the report. |
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ANNUAL REPORT ON TREASURY MANAGEMENT ACTIVITIES FOR 2013/14 PDF 523 KB Members will be provided with the Annual Report on Treasury Management Activities for 2013/14. Minutes: Zoe Wilkinson (Lead Accountant) presented the annual report on treasury management activities for 2013/14, which highlighted the following main areas –
The committee noted the report.
The committee agreed to refer the Treasury Management annual report for 2013/14 to Full Council to note (as required by CIPFA Treasury Management Code of Practice – note 6 refers). |
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Order of Business With the permission of the Chair, the order of business on the agenda was amended, as set out below in the minutes. |
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REVISED GOVERNANCE ARRANGEMENTS FOR THE TRANSFORMATION PROGRAMME PDF 79 KB Members will be provided with the Revised Governance Arrangements for the Transformation Programme. Minutes: David Trussler (Interim Strategic Director for Transformation and Change) presented the revised governance arrangements for the Transformation programme.
Members were advised that –
The committee noted the report. |
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INTERNAL AUDIT PROGRESS REPORT PDF 421 KB Members will be provided with the Internal Audit Progress Report. Minutes: David Curnow (Deputy Head of Audit Partnership) (Devon Audit Partnership) and Dominic Measures (Audit Manager - Specialist Services) (Devon Audit Partnership) presented the Internal Audit – Progress report which provided a position statement on the audit work undertaken since April 2014 and was based on the work performed to date during 2014/15.
Members were informed that –
In response to questions raised by the committee, it was reported that –
The committee agreed that a report on the History Centre is submitted to the next committee meeting in December 2014.
The committee noted the report.
(Councillor Stark was not present for the remainder of the meeting). |
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INTERNAL AUDIT FOLLOW UP WORK PDF 923 KB Members will be provided with the Internal Audit Follow Up Work Report. Minutes: David Curnow (Deputy Head of Devon Audit Partnership) presented the Internal Audit follow up work report.
The committee was informed that –
In response to a question raised by the committee it was reported that there was no ‘rag’ rating for the pre-paid cards (review process from end to end) as the draft report had only been finalised.
The committee agreed that the contract management – Amey (contract overview) is an agenda item at the next meeting scheduled for December 2014.
The committee noted the report.
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REVIEW OF ROLLING WORKPLAN PDF 47 KB Members will be provided with the 2014/2015 Workplan. Minutes: The committee considered and noted its rolling work programme for 2014/15. |
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STATUS REPORT ON THE CIVIC CENTRE PDF 111 KB Members will be provided with the Status Report on the Civic Centre. Minutes: Please refer to minute 33. |
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EXEMPT BUSINESS To consider passing a resolution under Section 100A(4) of the Local Government Act 1972 to exclude the press and public from the meeting for the following item(s) of business on the grounds that it (they) involve the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act, as amended by the Freedom of Information Act 2000. Minutes: Agreed that under Section 100(A)(4) of the local Government Act, 1972, the press and public are excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of Part 1 of Schedule 12A of the Act, as amended by the Freedom of Information Act 2000. |
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STATUS REPORT ON CIVIC CENTRE (E3) Members will be provided with the Status Report on the Civic Centre. Minutes: Malcolm Coe (Head of Finance), David James (Head of Strategic Development Projects) and James Watt (Head of Land and Property) presented the status report on the Civic Centre.
The report updated the committee on the progress on the renovation project for the Civic Centre.
The committee noted the report. |