Agenda and minutes
Venue: Council House, Plymouth
Contact: Helen Wright Email: helen.wright@plymouth.gov.uk
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To Note the Appointment of the Chair The Committee will be asked to note the appointment of the Chair for the municipal year 2016/2017. Minutes: The committee noted the appointment of Councillor Sam Leaves as Chair for the forthcoming municipal year.
The committee agreed that Councillor Sam Davey is appointed as Vice Chair for this particular meeting.
The Chair took the opportunity to welcome Councillor Dr Mahony to this meeting of the committee. |
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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: Councillor Sam Leaves declared a personal interest as she was employed by NEW Devon CCG. |
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To confirm the minutes of the meeting held on 24 March 2016. Minutes: Agreed that the minutes of the meeting held on 24 March 2016 are confirmed as a correct record subject the correct spelling of ‘Greg’ Rubins. |
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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 items of Chair’s urgent business. |
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Order of Business With the permission of the Chair the order of business was amended as set out below in the minutes. |
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Annual Report on Treasury Management Activities for 2015/16 PDF 960 KB The Committee will receive the Annual Report on Treasury Management Activities for 2015/16. Minutes: Chris Flower (Lead Accountant) presented the annual report on Treasury Management Activities for 2015/16; the Council was required to formally report on its treasury management activities for the year and to agree the changes to its Treasury Management Strategy to comply with the Code of Practice for Treasury Management.
The report –
The main areas of questioning from Members related to –
The committee noted the report. |
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Internal Audit - Annual Audit Report 2015/16 PDF 41 KB The Committee will receive the Internal Audit - Annual Audit report 2015/16. Additional documents: Minutes: Robert Huchtins (Head of Devon Audit Partnership) presented the Internal Audit – annual report 2015/16. The report summarised the work undertaken during 2015/16, reviewed the performance and effectiveness of the Internal Audit service and provided an audit opinion on the adequacy of internal controls; the work had provided an objective and relevant assurance and contributed to the effectiveness and efficiency of the governance, risk management and internal process.
Members were informed that –
The main areas of questioning from Members related to –
Andrew Hardingham (Assistant Director for Finance) undertook to liaise with Councillor Pengelly regarding the audit programme of work (minute 6 (c) refers).
The committee agreed that under Section100A(4) of the Local Government Act 1972 to exclude the press and public 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 1 of Part 1 of Scheduled 12A of the Act, as amended by the Freedom of Information Act 2000.
A brief discussion took place regarding an individual member of staff in relation to fraud prevention and detection.
(The meeting moved back into Part I)
The committee agreed –
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Risk and Opportunity Management - Annual Report PDF 157 KB The Committee will receive the Risk and Opportunity Management Annual report. Additional documents: Minutes: Mike Hocking (Head of Assurance) provided the risk and opportunity management annual report.
Members were informed that –
The main areas of questioning from Members related to –
The committee noted the annual report. |
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Operational Risk and Opportunity Management - Update Report PDF 214 KB The Committee will receive an update report on the Operational Risk and Opportunity Management. Minutes: Mike Hocking (Head of Assurance) provided an update on the operational risk and opportunity management update which highlighted the following key areas -
The main areas of questioning from Members related to -
The committee agreed that the risk management eLearning course should be promoted across the authority and that the number of individuals who had completed the course should be reported back to a future meeting.
The committee noted and endorsed the current position with regard to the operational risk and opportunity management.
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Information Governance - Annual Report PDF 174 KB The Committee will receive the Annual Information Governance report. Minutes: John Finch (Information Governance Manager) presented the Information Governance annual report.
Members were informed that the report provided a summary of the work that had been undertaken by the Information Lead Officers Group (ILOG) to improve governance principles across all directorates, in order to improve the Council’s information asset.
The main area of questioning from Members related to the reasons why there had been an increase in the number of breaches.
The committee noted the report and endorsed the current position with regard to the action of the Information Lead Officers Group.
The committee welcomed the fact that members of staff were confident in reporting minor breaches and requested that a communication was sent out to staff regarding the reporting of breaches on behalf of the committee.
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Surveillance, Covert Activities and the Regulation of Investigatory Powers Act 2000 (RIPA) PDF 97 KB The Committee will receive the Surveillance, Covert Cctivities and the Regulation of Investigatory Powers Act 2000 (RIPA) report. Minutes: John Finch (Information Governance Manager) presented the surveillance, covert activities and the Regulation of Investigatory Powers Act 2000 (RIPA). The report highlighted the following key areas -
The main areas of questioning from Members related to the –
John Finch (Information Governance Manager) undertook to –
The committee –
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Statement of Accounts 2015/16 PDF 351 KB The Committee will receive an update on the Statement of Accounts 2015/16. Additional documents: Minutes: Andrew Hardingham (Assistant Director for Finance) advised the committee that due to an administrative error the Annual Governance Statement 2015/16 had not been published with the Statement of Accounts 2015/16 but that these reports needed to be considered together.
Carolyn Haynes (Acting Lead Accountant for Technical Finance) and Mike Hocking (Head of Assurance Services) presented the Statement of Accounts 2015/16 together with the Annual Governance Statement 2015/16.
Members were informed that –
The main areas of questioning from Members related to the level of resources available to complete the accounts within the restricted deadline and concerns that the level of expertise within the department had been reduced due to staff changes.
The committee noted the process adopted for the production of the 2014/15 Annual Governance Statement and agreed -
The committee noted the report and the authorised for issue date (1 June 2016) for the draft Statement of Accounts.
The Chair, on behalf of the committee, took the opportunity to thank members of staff for their work in providing the Statement of Accounts 2015/16 by the deadline. |
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External Audit Progress Report PDF 61 KB The Committee will receive the External Audit Progress report . Minutes: Matthew Hepenstal (BDO) presented the external audit progress report which provided an update on the audit work for 2016/17. The following key points were highlighted –
The committee noted the progress of the external auditor’s work. |
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External Audit Planning Letter 2016/17 PDF 62 KB The Committee will receive the External Audit Planning Letter 2016/17. Minutes: Matthew Hepenstal (BDO) presented the external audit planning letter 2016/17 which set out the planned work for 2016/17. The report highlighted the following key areas –
The committee noted the report. |
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Review of Rolling Work Plan 2016/17 PDF 48 KB The Committee will review its Rolling Work Plan for 2016/17. Minutes: The committee considered and noted its rolling work programme 2016/17 with the following amendments –
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