Agenda and minutes
Venue: Warspite Room, Council House. View directions
Contact: Helen Rickman, Democratic Support 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 in accordance with the code of conduct. |
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To confirm the minutes of the meeting held on 13 June 2013. Minutes: The minutes of 13 June 2013 were approved as a correct record.
Under this item the Chair informed the panel that, with reference to minute11, ’Operational Risk Management – Update Report’, an update on the Plymouth and West Devon Records Office had been provided to the Committee via email. |
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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: There were no item’s of Chair’s Urgent Business. |
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ANNUAL REPORT TO THOSE CHARGED WITH GOVERNANCE - INCLUDING THE AUDIT OPINION PDF 293 KB The Council’s external auditor, Grant Thornton, will submit a report. Minutes: Barrie Morris, Director for Grant Thornton, provided the Committee with an update on the ‘Annual Report to Those Charged with Governance – Including the Audit Opinion’. The purpose of the report was to highlight key matters arising from the audit of Plymouth City Council’s financial statements for the year ending 31 March 2013.
The Committee was informed that –
In response to questions raised it was reported that –
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AUDIT PLAN 2012/13 PROGRESS REPORT PDF 180 KB The Council’s external auditor, Grant Thornton, will submit a report. Minutes: Geraldine Daly, Senior Audit Manager for Grant Thornton provided the Committee with the Audit Plan 2012/13 Progress Report. Areas of work including Grant Certification, NNDR, Teachers Pension Return and Housing Benefit Subsidy Claim were still in progress with work expected to be completed between September – November 2013.
PCC Officers confirmed they were aware of emerging issues.
Agreed that the Audit Plan 2012/13 Progress Report is noted.
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VALUE FOR MONEY REPORT - FINANCIAL RESILIENCE PDF 455 KB The Council’s external auditor, Grant Thornton, will provide the Committee with an update on the Value for Money Report – Financial Resilience. Minutes: Geraldine Daly, Senior Manager for Grant Thornton provided the Committee with the Value for Money Report – Financial Resilience. David Bray, Senior Manager for Grant Thornton was introduced to the Committee.
The Committee was informed that –
In response to questions raised it was reported that –
Agreed that the report is noted. |
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AUDIT FEE LETTER 2013/14 PDF 96 KB The Council’s external auditor, Grant Thornton, will provide a verbal update on the progress of the Annual Audit Fee letter and the audit work to be undertaken during 2013 - 2014 and the associated fee. Minutes: Geraldine Daly, Senior Audit Manager for Grant Thornton provided the Committee with the Audit Fee Letter 2013/14.
The Committee was informed that the Audit Commission defines the scale audit fee and this charge was the same as 2012/13.
Agreed that the Audit Fee Letter 2013/14 is noted. |
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STATEMENT OF ACCOUNTS 2012/13 PDF 84 KB The Strategic Finance Manager will provide the Committee with the Statement of Accounts 2012/13. Additional documents:
Minutes: Claire Fisher, Group Accountant, provided the Committee with the Statement of Accounts 2012/13. Members were informed that there was a minor amendment to the layout of the paperwork published regarding the officers remuneration note on page 97 of the agenda pack. The External Auditors had requested the amendment to aid readers’ clarity.
The Committee was informed that –
In response to questions raised it was reported that –
Agreed that –
Under this item the Chair informed the Committee that Claire Fisher, Group Accountant, was due to leave the Council after 24 years’ service; Claire was praised for her hard work ... view the full minutes text for item 25. |
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STRATEGIC RISK AND OPPORTUNITY REGISTER MONITORING REPORT PDF 92 KB The Head of Corporate Risk and Insurance will submit a report on the Strategic Risk and Opportunity Register Monitoring. Additional documents: Minutes: Mike Hocking, Head of Corporate Risk and Insurance, provided the Committee with the Strategic Risk and Opportunity Management Register Monitoring Report.
The Committee was informed that the report provided a summary of the latest formal monitoring exercise for the period March 2013 to August 2013; the total number of strategic risks reported had decreased from 37 to 32 with the addition of one new risk and the deletion of six risks.
In response to questions raised it was reported that –
Agreed that the Audit Committee note and endorse the current position with regard to the Strategic Risk and Opportunity Register. |
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INTERNAL AUDIT - PROGRESS REPORT PDF 295 KB The Committee will be provided with a report on Internal Audit – progress report. Minutes: Dominic Measures, Audit Manager, and David Curnow, Deputy Head of Devon Audit Partnership, provided the Committee with the Internal Audit – progress report.
The Committee was informed that –
Agreed that the report is noted. |
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INTERNAL AUDIT - FOLLOW UP WORK PDF 240 KB The Committee will be provided with a report on Internal Audit – follow up work. Minutes: Dominic Measures, Audit Manager, and David Curnow, Deputy Head of Devon Audit Partnership, provided the Committee with the Internal Audit – Follow Up Work report.
The Committee was informed that –
The Committee was impressed with progress made and encouraged officers in attendance at the meeting to feed this back to members of staff.
Agreed the report is noted. |
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REVIEW OF ROLLING WORKPLAN PDF 46 KB The Committee will review the rolling workplan. Minutes: The Committee noted the rolling workplan.
Agreed that ‘Information Commissioners Audit’ would be included in the rolling workplan for March 2014. |
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The Committee will be provided with an update on ICT services. Minutes: Mel Gwyn, Head of ICT, provided the Committee with an update on ICT.
The Committee was informed that –
In response to questions raised it was reported that –
Agreed that the report is noted and that officers would provide the Committee with the number and changing nature of temporary staff. |
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DATE AND VENUE OF FUTURE AUDIT MEETINGS The following Audit Committee meetings have been scheduled for 2pm in the Council House:
· Thursday 12 December 2013 · Thursday 13 March 2014
A Sub Committee has been scheduled for 23 January 2014 at 2pm.
Treasury Management Training has been scheduled for Monday 9 December 2013, 1.30 – 3pm. Minutes: The Chair confirmed the dates and venues of future meetings namely:
· Thursday 12 December 2013, 2pm in the Council House · Thursday 13 March 2014, 2pm in the Council House · A sub-committee had been scheduled for 23 January 2014, 2pm in the Council House. · Treasury Management Training had been scheduled for Monday 9 December 2013, 1.30 – 3pm in the Council House.
Under this item the Assistant Director for Finance, Efficiencies, Technology and Assets highlighted the importance of the Treasury Management Training. The Democratic Support Officer confirmed that an electronic invite would be sent out to all Members to attend the training in December. |
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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…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 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, as amended by the Freedom of Information Act 2000.
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IM POSITION STATEMENT (E3) The Head of Corporate Risk and Insurance will submit the IM Position Statement. Minutes: The Committee was provided with an update on the IM Position Statement.
Agreed that the update is noted. |