Agenda and minutes

Audit Committee
Wednesday, 30th January, 2019 10.00 am

Venue: Civic Centre, Hanbury Road, Pontypool, NP4 6YB

Contact: Jacquelyn Tranter  Senior Business Support Officer - Democratic Services

Items
No. Item

1.

Welcome and Apologies / Croeso ac Ymddiheuriadau

Presented By: Chair

Minutes:

1.1  The Chair welcomed everyone to the meeting.

 

1.2  Apologies for absence were received form Councillor Glyn Caron and Mr. John Baker.

 

1.3  In noting Mr. Baker’s apologies, the ACER informed members that Mr. Baker had indicated that due to work commitments he has decided to resign his role as the committee’s lay member.

 

1.4  The ACER commented that Mr Baker has been a very active contributor to the Audit Committee since his appointment seven years ago and has assisted significantly in the development of the Committee.

 

1.5  The ACER explained that the Committee is required to appoint a lay member through a recruitment process that will take some time to conclude. Following discussion with the ACER, Mr Baker agreed to remain as the lay member of the Audit Committee until the Council AGM which allows time to complete an effective recruitment process.

 

1.6 The ACER confirmed that work will commence around recruiting a new lay member with the intention of having arrangements in place by the AGM.

 

1.7 The Committee approved this course of action.

 

1.8 Mr Baker specifically asked for his apologies to be conveyed to the Chair and Committee

 

2.

Declarations of Interest / Datganiadau o Fuddiant

Presented By: Monitoring Officer

Minutes:

2. Councillor Stuart Ashley declared a personal interest when raising a question in agenda item 8, as Chair of the Allotment Group.

3.

Confirmation of Audit minutes - 10/10/18 / Cadarnhau cofnodion y Y Pwyllgor Archwilio - 10/10/18 pdf icon PDF 270 KB

Presented By: Chair

Minutes:

3. The minutes of the meeting held on 10th October 2018 were confirmed as an accurate record.

 

4.

Grant Thornton: Certification of Grants and Returns 2017-18 / Grant Thornton: Ardystio Grant a Chyfrifon 2017-18 pdf icon PDF 370 KB

Minutes:

4.1       JM, presented a report and outlined work carried out by Grant Thornton in relation to certifying individual claims and returns.

4.2       The committee were pleased to note that following the certification work it was concluded that the Council had adequate arrangements in place for the submission of its claims, however there is always scope to further strengthen these arrangements in future. Work is continuing with the Council to support these improvements in 2018-19.

4.3       JM commented that overall the report was clean, positive and pleasing.

4.4       The ACER acknowledged the work of the HoFS and his team for this high calibre, clean audit report and the continued improvements being made assisted by Grant Thornton.

 

 

5.

Annual Performance Report - Wales Audit Office Certificate of Compliance / Tystysgrif Cydymffurfio Swyddfa Archwilio Cymru pdf icon PDF 219 KB

Additional documents:

Minutes:

5.1       The Committee noted the Auditor General’s Certificate of compliance for the Council’s 2017/18 Annual Performance Report.

 

6.

Capital Strategy 2019/20 - 2021/22 / Strategaeth Gyfalaf 2019/20 - 2021/2022 pdf icon PDF 376 KB

Additional documents:

Minutes:

6.1       The HoFS presented a report on the Council’s Capital Strategy which provided a high level overview of how capital expenditure, capital financing and treasury management activities are recognised within the Council’s medium term financial plan.

 

6.2       In accordance with the requirements of the CIPFA Code of Practice on Treasury Management and the CIPFA Prudential Code for Capital Finance in Local Authorities, the following was also reported:

(i)         Prudential Indicators for 2019/20 to 2021/22

(ii)        Treasury Management Strategy – including the Council’s Investment Strategy and Minimum Revenue Provision Statement.

 

6.3       The HoFS explained aspects of the report and answered members’ queries.

 

6.4       The committee noted the report.

7.

Internal Audit - Public Sector Internal Audit Standards Verbal Update / Archwilio Mewnol - Diweddariad Safonau Archwilio Mewnol y Sector Gyhoeddus

Minutes:

7.1       The HoIA informed the Committee that a report would be presented at a future meeting in relation to the six recommendations made as part of the external assessment carried out to determine the level of compliance with the Public Sector Internal Audit Standards (PSIAS).

 

7.2       The committee noted the update.

8.

Internal Audit Operational Plan - Quarterly Update / Cynllun Archwilio Mewnol - Diweddariad Chwarterol pdf icon PDF 310 KB

Additional documents:

Minutes:

8.1       The HoIA provided an update on the progress made to date against the Operational Plan for 2018/19. The progress in terms of jobs completed and planned to date was outlined and it was noted the position was positive and targets should be achieved by the end of the year.

 

8.2       Significant high-priority issues were highlighted as follows:

·         Play-schemes – DBS checks were not in place for a sample of casual employees and volunteers at the time of the audit;

·         West Mon Comprehensive School – high priority recommendation relates to retention of DBS documentation for supply teachers;

·         Ysgol Gymraeg, Cwmbran - high priority recommendation relates to retention of DBS documentation for supply teachers;

·         Building Control – only 3 of the agreed recommendations had been implemented at the time of the follow up audit.

 

8.3       Councillor Stuart Ashley declared a personal interest as Chair of the Allotment Group.

8.4       In response to a query he raised in respect of the Council’s Allotments, the HoIA confirmed that issues had been addressed in respect of the 2 of the agreed 5 recommendations.

 

8.5       The Committee noted the report.

 

 

9.

Date and Time of Next Meeting / Dyddiad ac Amser y Cyfarfod Nesaf

Minutes:

9.1       The date of the next meeting was noted as 27th March 2019.