Meeting documents

Audit Committee
Wednesday, 26 June 2013

audit committee

MINUTES of the Meeting held in the Committee Room, Swale House, East Street, Sittingbourne on Wednesday 26 June 2013 from 7:00 pm to 8:21 pm.

Present: Councillor Nicholas Hampshire (Chairman), Councillor Pat Sandle (Vice-Chairman), Councillors Andy Booth, John Coulter, Adrian Crowther, Ed Gent, Harrison and Tony Winckless.

Officers Present: Jennifer Daughtry, Joanne Hammond, Brian Parsons, Mark Radford and Nick Vickers (Swale Borough Council) and Steve Golding and Laura Leka (Grant Thornton).

Also In Attendance: Councillors Duncan Dewar-Whalley and Ghlin Whelan.

94  

minutes

The Minutes of the Meeting held on 18 March 2013 (Minute Nos. 626 - 633) were taken as read, approved and signed by the Chairman as a correct record.

 
95  

declarations of interest

No interests were declared.

 
96  

change to the order of business

The Chairman advised that the Audit Committee Annual Report should be a Part A Report for Recommendation to Council and would therefore be taken as the first item at the meeting.

 
 

part a report for recommendation to council

 
97  

audit committee annual report

This report set out how the Audit Committee discharged its duties during 2012/13.

RECOMMENDED:
(1) That the Audit Committee Annual Report be agreed.
(2) That the Chairman of the Audit Committee presents the report to Full Council to demonstrate how the Committee has discharged its duties.
 
 

part b minutes for information

 
98  

annual governance statement

The Head of Finance introduced the Annual Governance Statement, highlighting the significant governance issues and the key management control issues.

In response to questions from Members regarding the proportion of planning decisions delegated to officers, the Corporate Services Director confirmed that the delegations were set out in the Council's Constitution and any amendments to this would require approval at full Council.

A Member referred to the housing target regarding homelessness, and hoped that the Scrutiny Review would address why this had missed the target by more than five per cent.

In response to a question from a Member regarding the resource base, the Head of Finance advised that reductions in Central Government funding would have a significant impact in future years. The Corporate Services Director explained that it was a volatile financial climate for the Council, and it was important to acknowledge the uncertainties around future income streams.

Members commented on the robustness of the Overview and Scrutiny process and the need to be cautious with regard to potential savings from the joint waste contract.

RESOLVED:

(1) That the Annual Governance Statement be agreed.
 
99  

audit plan 2012/13

The Audit Manager (Grant Thornton) introduced the Audit Plan 2012/13. He took Members through the report and advised that it had been discussed and agreed with Senior Officers.

Members commented that it was comprehensive, easy to read and understandable.

RESOLVED:

(1) That the Audit Plan 2012/13 be agreed.
 
100  

fee letter 2013/14

The Audit Manager (Grant Thornton) outlined the Fee Letter for 2013/14.

RESOLVED:

(1) That the Fee Letter 2013/14 be noted.
 
101  

internal audit annual report 2012/13

This item was considered alongside the Sports Development Investigation later in the meeting.

 
102  

work programme

The Committee reviewed and noted the Work Programme.

RESOLVED:

(1) That the Work Programme be noted.
 
103  

exclusion of the press and public

RESOLVED:

(1) That under Section 100A(4) of the Local Government Act 1972, the press and public be 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 Paragraphs 1, 2 and 7 of Part 1 of Schedule 12A of the Act:

1. Information relating to any individual.
2. Information which is likely to reveal the identity of an individual.
7. Information relating to any action taken in connection with the prevention, investigation or prosecution of crime.
 
 

part b minutes for information

 
104  

internal audit annual report 2012/13 and sports development investigation

The Committee agreed that the reports would be considered together.

The Head of Audit Partnership introduced the Internal Audit Annual Report 2012/13 which set out the work of the Internal Audit Team over the financial year 2012/13, and the opinion of the Head of Audit Partnership in relation to the Council's control environment in the context of the Annual Governance Statement.

The Head of Audit Partnership advised that for 2012/13 the Swale Audit Team had been the best performing of the four partnership teams.

The Head of Audit Partnership then introduced the Sports Development Investigation Report, which the Committee discussed. During the discussion it was agreed that the Head of Finance would provide the Committee with clarification on the basis of the Council's payments process. It was also agreed that a further update report on the investigation would be provided by the Head of Audit Partnership to the Committee at their next meeting in September 2013.

A Member referred to the Grounds Maintenance audit as set out in the Annual Report, and asked whether the performance bond had been located. The Head of Audit Partnership undertook to confirm with the Contracts Team and advise the Member.

RESOLVED:

(1) That the Audit Committee note the Head of Audit Partnership's opinion that substantial reliance can be placed on the overall adequacy and effectiveness of the Council's framework of governance, risk management and control.

(2) That the Audit Committee notes the results of the work of the Internal Audit Team over the period April 2012 to March 2013, as shown in the report and the appendices and that this is the prime source for the Head of Internal Audit's opinion.

(3) That the Audit Committee agrees that the summary of the work and the other matters referred to in this report supports 'the opinion' and that the report can be used to inform the Annual Governance Statement for 2012/13.

(4) That the Audit Committee notes the improvements in control that occur as a result of the audit process.

(5) That the Audit Committee considers the effectiveness of the Internal Audit Service to be extremely satisfactory.

(6) That the Audit Committee notes the result of the investigation carried out by Internal Audit and the action that has been taken by management.
 
105  

record of thanks

The Chairman, Committee Members and Corporate Services Director thanked the Internal Audit Manager for her work and extended their best wishes to her in her new role.

 
All Minutes are draft until agreed at the next meeting of the Committee/Panel

View the Agenda for this meeting

 

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