Agenda and minutes

Members are asked to declare any interest and the nature of that interest which they may have in any of the items under consideration at this meeting.

There were no declarations of interest.

The Chairman to report on any requests to submit petitions or to address the meeting.

There were none.

The Chairman to advise whether they have agreed to any item of urgent business being admitted to the agenda.

There was no urgent business.

To confirm as a correct record the Minutes of the meeting of the Committee held on 27 October 2008.

The Minutes of the meeting held on 27 October were approved as a correct record and signed by the Chairman.

Report of Strategic Director – Customer Service and Resources

Summary

The external auditor will provide Members of the Committee with reports on:-

Opinion Audit 2007/08; and Use of Resources 2007/08

Recommendations

The Committee is Recommended to consider and accept Final Accounts Report 2007/08; and the Use of Resources Report 2007/08

The Committee considered a report of the Strategic Director Customer Service and Resources which sought approval of the Final Accounts Report 2007/08 and the Use of Resources Report 2007/08. The Audit Commission commented that the accounts showed a significant improvement on previous years. The Use of Resources Report 2007/08 showed that the authority had improved performance in every KLOE and that the Council had consolidated its performance in a number of areas.

The Committee were praised for their work around challenging the accounts of the Council and were advised to take that work forward in to next year and maintain their timetable of challenge and questioning.

The members discussed a number of key issues from the Final Accounts report including: the cheque payment run, car parking cash receipts and the reassessment of the classification of Woodgreen Leisure Centre.

Resolved

That the Final Accounts Report 2007/08 and the Use of Resources Report 2007/08 be accepted.

Report of Interim Chief Internal Auditor

Summary

The purpose of this report is to provide the Committee with a report summarising progress made against the internal audit plan for 2008/09 which is being presented to this meeting for approval.  

Recommendations

The Accounts, Audit and Risk Committee is recommended to consider this progress report and to make any comment that it considers necessary.

The Committee considered a report of the Interim Chief Internal Auditor which summarised the progress made against the internal audit plan for 2008/09. The Committee were advised that 45% of the plan had been completed and that the remainder would be completed by the end of the financial year.

The Interim Chief Internal Auditor expressed his thanks to the Finance Team for their support and co-operation in completing the audit plan.

Resolved

That the progress of the internal audit plan 2008/09 be noted.

Report of Strategic Director – Customer Service and Resources and Head of Exchequer

Summary

To update the Committee on the management of the Council’s Strategic Risks in accordance with the approvedrolling reporting Cycle.

Recommendations

The Accounts, Audit and Risk Committee is recommended to:
consider and approve the reports relating to the management of the strategic risks in Cycle 2 and F01.0398 from Cycle 3 , set out in section 5.3 of this report, reporting any concerns arising to the Executive.

The Committee considered a report of the Strategic Director Customer Service and Resources and the Head of Exchequer which provided an update on the management of the Council’s strategic risks (cycle 2) in accordance with the approved rolling cycle of reporting. Strategic Risk No. FO1.0398, ‘Failure to adapt to the economic issues and pressures in the District’ was brought forward from Cycle 3 for consideration by the Committee in light of the current economic situation.

The report set out the results of the quarterly review/scoring exercise which showed that there were 2 strategic risks with a red gross risk score, 4 with amber gross risk scores and all 6 strategic risks had an amber net risk score.

The Committee considered reports of the Strategic Director Planning, Housing and Economy on Strategic Risk No. FO1.0398, ‘Failure to adapt to the economic issues and pressures in the District’, and Strategic Director Environment and Community on Strategic Risk No.s FO1.0355 , ‘Failure to demonstrate continuous improvement and to meet pubic expectations for a cleaner District’ and FO1.0350 ‘Failure to deliver fair and equitable access to services to everyone.’

Of particular concern to the members was the impact of the drop in interest rates on the Council’s investments and Officers advised that Council was determined to reduce the reliance on investment income and that significant progress had been made towards achieving a balanced budget.

Resolved

(1)   That the reports relating to the management of strategic risks in Cycle 2 and FO1.0398 from Cycle 3 be approved.

(2)   That Strategic Risk No. FO1.0398 ‘Failure to adapt to the economic issues and pressures in the District be considered again at the March meeting of the Committee.

Report of Strategic Director – Customer Service and Resources and Head of Exchequer

Summary

To provide Members of the Accounts, Audit and Risk Committee with an updated Risk Management Strategy for the Council for 2009 -2010.

Recommendations

The Accounts and Audit Committee is recommended to endorse the updated Risk Management Strategy and to recommend it to the Executive for adoption.

The Committee considered a report of the Strategic Director Customer Service and Resources and the Head of Exchequer which sought endorsement of the updated Risk Management Strategy for the Council for 2009/10. The updated Risk Management Strategy reflected current practices and the advances the Council had made in seeking to further embed risk and opportunity management.

Members of the Committee requested regular reporting on amendments to the risk register, Officers undertook to investigate the report capability of the risk register system to determine if such a report was possible.

Resolved

To that the updated Risk Management Strategy by endorsed and recommended to the Executive for adoption.

Report of Strategic Director – Customer Service and Resources and Head of Exchequer

Summary

To update the Committee on the progress being made by the Risk Management Working Group (RMWG).

Recommendations

The Accounts, Audit and Risk Committee is RECOMMENDED to:
consider and approve the report relating to the embedding work of the Risk Management Working Group, reporting any concerns arising to the Executive.

The Committee considered a report of the Strategic Director Customer Service and Resources and the Head of Exchequer which updated members on the progress of the Risk Management Working Group.

Resolved

That the report relating to the embedding work of Risk Management Working Group be noted.

a) Internal Audit Tender Process and Closedown Planning Update – Chief Accountant to report

b) Overview and Scrutiny – Chairman to report

c) Accounts, Audit and Risk Committee member Training – Chairman to report

The Committee received the following verbal updates:

(a)   Internal Audit Tender Process and Closedown Planning Update

The Strategic Director Customer Service and Resources and the Chief Accountant reported that a mini closedown of accounts was planned for December and that the main closedown timetable would be brought to the March meeting of the Committee. The Committee were also advised on the timetable for the internal audit tender process.

(b)  Account Audit and Risk Committee member Training

The Chairman reported that a training session for members of the Committee on International Financial Reporting Standards had been arranged for 21 January starting at 5.30pm.