Venue: Council Chamber - County Hall. View directions
Contact: Lisa Richards 01597 826371
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APOLOGIES To receive apologies for absence. Minutes: Apologies for absence were received from County Councillors F Jump, R H Mills and R G Thomas. |
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DECLARATIONS OF INTEREST To receive declarations of interest from Members. Minutes: There were no declarations of interest. |
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DISCLOSURE OF PARTY WHIPS To receive disclosures of prohibited party whips which a Member has been given in relation to the meeting in accordance with Section 78(3) of the Local Government Measure 2011. (NB: Members are reminded that under Section 78 Members having been given a prohibited party whip cannot vote on a matter before the Committee.)
Minutes: There were no declarations of party whips. |
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To authorise the Chair to sign the minutes of the previous meeting. Minutes: The Chair was authorised to sign the minutes of the previous meeting, held on 9 November 2015, as a correct record. |
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Closure of Accounts To receive a presentation by the Professional Lead, Finance. Minutes: The Committee received a presentation on the Closure of Accounts Project by the Professional Lead, Finance.
Issues: · A Working Group of officers had been set up to address concerns arising from the closure of accounts in previous years · There is regular reporting to the S151 Officer and Resources Management Team · Timescales have been shortened and this will support shorter, statutory deadlines which are expected to be introduced in the future · A new WAO Team Leader has been appointed and initial meetings have already taken place regarding the closure of the 2015/16 accounts. Issues discussed have been around consistency, provision of more working papers electronically and the use of estimates · Workshops with key officers from the WAO and Council have been held · Further workshops with service areas have also been held to ensure that all officers have a better understanding of the needs of closing the accounts. Budget management responsibilities have also been reinforced
Discussion: · It was noted that the presentation indicated that expertise may need to be purchased and the Committee sought further information on the nature of the expertise required, where this may be sourced and the cost. The Professional Lead, Finance informed Members that additional support may be required to undertake development work as the Council transforms. This expertise may not be required in the longer term but, assistance may be required in, for example, the development of a Joint Venture Company for Property. · Further clarification was sought regarding using estimates – there may be instances where raw data would be used, for example wages claims for March were not submitted until mid April. It would take time for those claims to be fully processed. · The incoming WAO Engagement Lead informed the Committee that he welcomed the planning that was in place and that it was being shared with the Committee. He believed the use of estimates would become more prevalent as timescales shorten. He also welcomed the recognition that the closure of accounts was not just a function for finance. He was reassured that the planning included the closure of the pension fund accounts
Outcomes: · The Committee will continue to receive regular progress reports on the Closure of Accounts Project
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WAO Minutes: 6.1. Review into the Letting of the Domiciliary Care contract
Documents:
Issues:
County Councillor L Fitzpatrick left the meeting at 10.15am County Councillors G Ratcliffe and W D Powell arrived at 10.15 am
Discussion:
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Review into the Letting of the Domiciliary Care contract PDF 72 KB To consider the WAO review into the letting of the contract and the report of the Strategic Director Resources (S151 Officer). Additional documents: Minutes: 6.1. Review into the Letting of the Domiciliary Care contract
Documents:
Issues:
County Councillor L Fitzpatrick left the meeting at 10.15am County Councillors G Ratcliffe and W D Powell arrived at 10.15 am
Discussion:
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Management Letter - 2014-15 PDF 486 KB To consider the Management Letter for 2014/15. Minutes: 6.2. Management Letter - 2014-15
Documents:
Issues:
Discussion:
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Corporate Assessment To receive a presentation on the forthcoming Corporate Assessment. Minutes: The Committee received a presentation on the expectations of the Corporate Assessment.
Issues: · Corporate Assessments were no longer required in England but were still required in Wales under the 2009 Measure · The Assessment will consider the Authority’s performance and capacity to improve · A number of factors will be considered including regulators’ reports, the closing of accounts etc. to assess whether the Authority has delivered its priorities and improved outcomes for its citizens · Governance and accountability will be key · Members will be interviewed to ensure there is clarity surrounding their role · Audit Committee will be assessed to ensure that it links to key risk areas and acts on recommendations made · External challenge is also required and KPMG have been engaged to assist with this process · A Member Seminar will be arranged in due course
Discussion · Members requested that they be fully briefed particularly members of the Audit Committee · The Chair was of the opinion that the work programme must be adequate going forward and more challenging · The Audit Committee should undertake a self-assessment in preparation for the Corporate Assessment · The Portfolio Holder for Finance advised the Committee that he would be assuming responsibility for performance from 9 February
Outcome: · A Member Seminar be arranged to brief all members · The Corporate Assessment be an agenda item for every Audit Committee during 2016
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To consider the report of the Business Continuity and Risk Management Officer. Additional documents: Minutes: Documents: · Update report on risk management · Heat Map · Risk Register · Risk Assessment Matrix
Issues:
Discussion:
County Councillor T J Van Rees declared a personal and prejudicial interest and left the meeting whilst reference was made to the County Farms Estate
Outcome:
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Treasury Management PDF 165 KB To consider the report of the Portfolio Holder for Finance. Minutes: Documents: · Q3 report of the Portfolio Holder for Finance · Credit Rating List (confidential appendix)
Issues: · Constantly changing market · Treasury Management Strategy reviewed annually · Concern that the Chancellor’s targets might slip and the corresponding effect this may have on the Council’s revenue position
Discussion: · The Portfolio Holder confirmed that there is £205K identified for invest to save from the revenue budget. Any increase would come from revenue but there were much closer ties between revenue and capital budgets going forward. Some projects were being considered for capital funding to achieve service ambitions, such as investment to change street lighting to LED which could potentially deliver the required savings without any streetlights having to be permanently turned off. Another project which may be considered would be investment in baling equipment for recyclates. · The Portfolio Holder was asked to clarify the position regarding the £5M ‘other’ included in the debt maturity schedule. The Committee was informed that this was a loan with another local authority.
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Delegated Authority to the Chair of Audit Committee PDF 57 KB To consider the report of the Strategic Director, Resources. Minutes: Document: · Report of the Strategic Director, Resources (S151 Officer)
Issues: · Outstanding issues relating to the 2014/15 accounts have resulted in the certificate of completion not being issued by the WAO · Although the accounts have been closed and approved by the Audit Committee, it is necessary to reapprove the accounts given the time that has elapsed · Proposal to authorise the Chair to reapprove the accounts · If there were to be any changes to the accounts, and this is unlikely, a full meeting of the Audit Committee would be called
Outcome: · That the Chair be given delegated authority to reapprove the 2014/15 accounts to enable the efficient delivery of the certificate of completion by the WAO
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Scrutiny of Local Authority Holding and Utilising of Reserves PDF 536 KB To consider Welsh Government guidance for Members on scrutinizing reserves. Minutes: Document: · Welsh Government Guidance for Local Elected Members – Scrutiny of Local Authority Holding and Utilising of Reserves
Issues: · This was brought forward to raise awareness of Audit Committees · Reserves are currently an issue of interest to the Minister · A risk assessment around reserves will be part of the budget process for the first time
Outcomes: · Further development regarding the use of reserves will be provided to the Committee
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WORKING GROUPS |
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Finance Scrutiny Panel PDF 49 KB To receive the scrutiny summary report. Minutes: Document: · Srutiny Summary report
Issues: · The Finance Scrutiny Panel and been involved throughout the autumn in scrutinizing the budget setting process. This culminated in a presentation to the Members’ Budget Seminar in December. · The future role of the Finance Scrutiny Panel, and other Audit Committee working groups, will be discussed with the Strategic Director and Portfolio Holder for Finance to consider whether improvements can be introduced |
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To consider the forward work programme and whether any additional items should be included. Minutes: Document: · Work Programme
Outcome: · That the work programme be approved subject to the inclusion of items raised during the meeting: o Reserves o Domiciliary Care Action Plan o Self-Assessment of Audit Committee |
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Joint Chairs Steering Group PDF 79 KB To receive the notes of meetings of the Joint Chairs Steering Group held on 22 November 2015 and 22 January 2016. Additional documents: Minutes: Documents: · Notes of meetings held on 20 November 2015 and 22 January 2016:
Outcome: · That the notes be received |