Agenda and draft minutes
Venue: Conference Room 1a, County Hall, Ruthin
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APOLOGIES Minutes: None received. |
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DECLARATION OF INTERESTS PDF 116 KB Members to declare any personal or prejudicial interests in any business identified to be considered at this meeting. Minutes: Councillor Tony Flynn declared a personal interest in agenda
item 5- Homelessness Prevention Report as he was a landlord of rental property. Councillor Barry Mellor and Councillor Alan James declared a
personal interest in agenda item 7- Internal Audit Update as they were both on
the CCTV Partnership board.
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URGENT MATTERS Notice of items, which in the opinion of the Chair should be considered at the meeting as a matter of urgency pursuant to Section 100B(4) of the Local Government Act 1972. Minutes: No urgent matters were raised. |
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To receive the minutes of the Corporate Governance Committee meeting held on 07 February 2018 (copy enclosed). Minutes: The minutes
of the Corporate Governance Committee held on the 07 February 2018 were
submitted. No matters
arising. RESOLVED
that subject to the
above, the minutes of the Corporate Governance Committee be received and
approved as a correct record. |
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HOMELESSNESS PREVENTION REPORT PDF 134 KB To receive for information (copy enclosed) an update on the progress of the Homelessness Prevention Action Plan to be delivered to Partnerships Scrutiny 03 May 2018. Additional documents: Minutes: Councillor Tony
Flynn declared a personal interest in this agenda item. An information
report was provided by the Service Manager - Community & Business Services
(previously circulated). Councillor Bobby Feeley Lead Member for
Well-being and Independence was in attendance for the item. The Service Manager
(SM) explained the information report was presented to Partnerships Scrutiny on the 3 May 2018 for
debate. The report was presented to Corporate Governance for information and to
assure members that the service had responded to the recommendations received
by Wales Audit Office. Following discussions the SM confirmed – ·
Confirmation
of the upcoming year’s budget had been set ·
Members
had been informed the difference between emergency and temporary accommodation ·
The
report was produced to proactively prevent homelessness in Denbighshire. Work
on preventing homelessness in Denbighshire had started and would continue
alongside the action plan (action plan attached) ·
Work
with other services had continued, relationships with third parties had
continued alongside the action plan The Chair thanked
the Officer and Lead Member for the report and the work that had started on the
action plan. The Chair reminded members that the report went to Partnerships
Scrutiny to be discussed in depth. RESOLVED
that the Corporate Governance receive the information report and note its contents.
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COMPLIANCE WITH DENBIGHSHIRE'S RISK MANAGEMENT POLICY PDF 143 KB To consider a report by the Strategic Planning Team Manager (copy
enclosed) on the Strategic Risk Management Framework used in Denbighshire
County Council. Additional documents:
Minutes: The Strategic
Planning Team Manager (SPTM) introduced the report (previously circulated) to
summarise how the Corporate Risk register was monitored in the authority. A formally updated version of the Corporate Risk Register was agreed at
Cabinet Briefing on 9 April 2018 and was presented to Performance Scrutiny on
the 26 April 2018 for consideration. The Corporate Risk Register was formally
reviewed twice a year by Cabinet and Corporate Executive Team (CET) with any
significant new or escalating risks identified by CET. The SPTM guided members through the report and the attached appendices.
Following discussions the following topics were debated – ·
Universal Credit – The SPTM confirmed a briefing
had been received by all MAG meetings regarding the implementation of the new
Universal credit system. ·
Cyber attacks – The risk of a cyber attack had been
investigated and an update to Risk iii to include cyber risk had been
incorporated. ·
Data Protection – With the implementation of the new
General Data Protection Regulation an update to Risk iv had been amended to
include the new legislation. Work had commenced to reduce this area of risk and
monitoring would continue following implementation. ·
Corporate Boards – Two Corporate Boards had been
established to manage the Corporate Plan. ·
Working with neighbouring authorities – The SPTM
confirmed work had been done on establishing working relationships with
neighbouring authorities. Observations had taken place to establish positive
interactions. The Chair thanked the Strategic Planning Team Manager for the
transparent report. RESOLVED,
that the Corporate Governance Committee
received the report and note its contents. |
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INTERNAL AUDIT UPDATE PDF 101 KB To consider a report by the Chief Internal Auditor (copy enclosed) updating members on Internal Audit progress. Additional documents: Minutes: Councillor Barry Mellor declared a personal
interest in this agenda item (CCTV Report). The Chief Internal Auditor (CIA), introduced
the Internal Audit update report (previously circulated) updating members on the
Internal Audit progress in terms of its service delivery, assurance provision,
reviews completed, performance and effectiveness in driving improvement. The report provided
information on work carried out by Internal Audit since the last committee meeting.
The CIA guided members through the reports which provided an update as March
2018 on: · Internal Audit reports recently issued · Follow up of previous Internal Audit reports · Progress on Internal Audit work to date 2017-18 · A summary of upcoming Internal Audit projects · Internal Audit Performance standards The following
matters were raised during debate – ·
Financial
Services – The CIA explained to members that several audit reports had been
completed in relation to Financial Services all giving a high assurance. Work
continued on the action points raised by internal audit. Work had been done to
reduce the high percentage of invoices received without a purchase order. The
CIA explained any trends or problematic clusters are guided and supported to
reduce instances of invoices without a purchase order where possible. ·
Managing
the Risk of Fraud – Preventative Measures – The CIA explained an Anti-fraud and
Corruption plan had been developed by Internal Audit and clarified some of the
procedures that were in place to deter fraud. The Monitoring Officer clarified
policies were in place for senior officers to declare interests. Raising the
level of staff awareness of the policies and procedures was required. ·
Travel
& Subsistence – Confirmation from the CIA was given to the committee on the
successful implementation of the new electronic module for processing travel
expenses. The CIA explained that the policy stated that all employees had to
complete a Driving Entitlement Consent Form, within the audit Denbighshire
Staff that used the new system were audited but this did not include
members. ·
CCTV
Partnership Governance – Members raised concerns of the lack of information
submitted by North Wales Police. The Chair confirmed some information had been
submitted to the Partnership board during its meetings. The relationship
between North Wales Police and the CCTV Partnership Board was improving. Discussions
arose regarding a report to the Corporate Governance updating members on the
relationship the County had with third party providers. The CIA confirmed work
had commenced on a report investigating work provided by third parties. RESOLVED that the
Corporate Governance Committee receive the update report and note its contents
and an annual Partnership Assurance report be presented to the Committee at a
later date. |
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At this junction (11:10 a.m.) there was a 10
minute break. Meeting reconvened
at 11:20 a.m. |
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INTERNAL AUDIT STRATEGY PDF 108 KB To consider a
report by the Chief Internal Auditor (Copy enclosed) on the Internal Audit Strategy for 2018-19. Additional documents: Minutes: The Chief Internal
Auditor (CIA), submitted a report (previously circulated) to provide the
committee the Internal Audit Strategy for 2018-19. The CIA guided
members though the report which provided information, the CIA elaborated on – ·
The internal audit plan had a high element of
flexibility allowing work to be completed and prioritised accordingly. ·
Anti-fraud and corruption work remains a high
priority for the Council. Work will continue in this area with reports brought
to Corporate Governance at future meetings. ·
The CIA confirmed Gwynedd CC had completed the
external assessment in March 2018. The result and improvement plan would be
presented to Corporate Governance Committee when received. ·
The introduction of VERTO for recording progress
against agreed actions had potentially reduced the number of days required for
follow- up work. ·
Internal Audit investigate key elements of
services to report back to Corporate Governance Committee with any outcomes
found. The Chair thanked the Internal Audit Officer for the report
and information. He offered his praise in the previous 12 months during all the
changes within the service. RESOLVED, that the
Corporate Governance Committee receive the report and note its contents. |
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INTERNAL AUDIT ANNUAL REPORT PDF 118 KB To consider a
report by the Chief Internal Auditor (Copy enclosed) on the adequacy and effectiveness of the Council’s
framework of governance, risk and control during the year that informs the
‘annual governance statement’. Additional documents: Minutes: The Chief Internal
Auditor (CIA), introduced the Internal Audit Annual report (previously
circulated). A slideshow presentation illustrated to members the work the
Internal Audit had completed during the 2017-2018 period. The report provided
the CIA’s overall opinion of the adequacy and effectiveness of the Council’s
framework of governance, risk and control during the year which informed the
‘Annual Governance Statement’. The CIA had
provided ‘medium assurance’ on the overall adequacy and effectiveness of the
Council’s internal control environment, including its arrangements for
governance and risk management. The CIA referred to the 31 audit opinions
issued during the year and confirmed that 4 identified as low assurance would
be monitored. The Corporate Governance Committee would receive progress reports
from the service to oversee implementation of the agreed improvements. In response to concerns
raised by members regarding the work done in schools, the CIA confirmed work
had been done which included an action plan for schools to implement. Work had
been done on fraud prevention. Work had been completed on Policies and
procedures by the audit team to provide assurance and guidance and prevent
fraud from occurring where possible.
Commitment by all authorities to reduce the level of fraudulent
activities had been agreed. Members asked for
assurance that return investments had been investigated and audited. The CIA
confirmed sample checks had been completed in areas to monitor findings and
returns. Following
discussion it was- RESOLVED, that the
Chief Internal Audit’s Annual Report and overall ‘opinion’ be received and its
contents noted. |
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DRAFT ANNUAL GOVERNANCE STATEMENT PDF 108 KB To consider a report by the Chief Internal Audit or (copy
enclosed) which provides
the draft self-assessment report on the Council’s governance and improvement
arrangements for 2017/18. Additional documents: Minutes: The Chief Internal
Auditor (CIA), guided members through the draft annual Governance Statement
(previously circulated). The report provided
the draft self- assessment report on the Council’s governance and improvement
arrangements for 2017-18 and afforded the Committee the opportunity to comment
on the first draft of the ‘Annual Governance Statement’. The CIA explained
to members the importance of the report, stating the draft report had been
presented to SLT, Corporate Directors and Wales Audit Office for comments. The CIA highlighted
the seven key principals to the Corporate Governance Framework. It was
explained the fundamental function of good governance in the Council to ensure
outcomes are achieved. The CIA stated there had been no significant issues to
report with all amendments included in appendix A (copy attached).The CIA asked
members for comments and any amendments to be directed to her to review and
adjust where necessary. The Chair thanked
the Audit team for the transparent report and encouraged members to thoroughly
read through the report and contact the CIA with any questions or amendments. RESOLVED, that
the Corporate Governance Committee: I.
Receives the report and notes its contents
and Any amendments or questions directed to the CIA within 2 weeks. |
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WAO ANNUAL AUDIT PLAN PDF 235 KB To receive a report from the Wales Audit Office (copy enclosed) on the 2018 Annual Audit Plan for Denbighshire County Council. Minutes: The Wales Audit Office (WAO) representative (AV) introduced
the report which incorporated the 2018 Audit Plan – Denbighshire County
Council. The report set out the planned programme of work for both the WAO’s
financial audit performance audit programme and the performance audit work
programme. The report provided details of the fee for the work, the audit team
and the timetable of work. A summary of the contents of the 2018 Audit Plan –
Denbighshire County Council was provided, which included – ·
Audit of accounts ·
Performance audit ·
Certification of grant claims and returns ·
Fee, audit team and timetable ·
Future developments to the audit work The WAO representative provided the committee with an overview
of the contents of the report. During discussions the following matters were
raised – ·
Some discussion focused on the streamlining of
assurance arrangements by rolling out the ‘Summary Schedule of Certified Welsh
Government Grants’ to all unitaries. This WAO
representative said further information would be provided to the committee at a
later date. ·
The WAO officer explained that aspects of risks
are investigated and complete risk assessments of complex areas. ·
Explanation was given to the methods used in
circulating invitations to seminars and workshops. WAO representative (GB)
informed members of the method to sign up to the WAO newsletter to receive
information of training and publication of reports. RESOLVED that the
Corporate Governance Committee receive the report and note its contents. |
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CORPORATE GOVERNANCE COMMITTEE WORK PROGRAMME PDF 208 KB To consider the committee’s forward work programme (copy enclosed). Minutes: The Corporate
Governance Committee’s Forward Work programme (FWP) (previously circulated) was presented for
consideration. The Committee confirmed the Corporate
Governance FWP subject to the following amendments:- 6
June 2018 - ·
External assessment- Gwynedd County Council’s Chief
Audit Executive- Report and Improvement plan 11 July 2018 - ·
Annual
SIRO report 26 Sept 2018 – ·
WAO
Annual Audit enquiries ·
Update
on Public Conveniences Audit report 21 Nov 2018 – ·
Annual
third party assurance report RESOLVED that, subject to the above, the Corporate
Governance Committee approved the Forward Work Programme. |
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EXCLUSION OF PRESS AND PUBLIC RESOLVED
that under Section 100A of the Local Government Act 1972, the Press and Public
be excluded from the meeting for the following items of business on the grounds
that it involved the likely disclosure of exempt information as defined in Paragraph
14 of Part 4 of Schedule 12A of the Local Government Act 1972. |
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INTERNAL AUDIT REPORT - PUBLIC CONVENIENCES To consider a confidential report by the Chief Internal Auditor (copy attached) providing details of a recent Internal Audit report on Public Conveniences that received a ‘Low’ Assurance rating. Additional documents:
Minutes: The Chief Internal Auditor
(CIA), introduced the confidential report (previously circulated) providing
members with details of the Internal Audit report on Public Conveniences that
had received a ‘Low’ assurance rating. The Lead Member for Finance, Corporate Plan
and Performance with the Lead Officer – Contracts and Facilities (LO) guided
members through the Audit report. The LO gave members some background
information and provided the Corporate Governance Committee will assurance that
work had begun on the recommendations from the audit. The Chair thanked the officers for providing
the report and for clarifying members concerns. RESOLVED that the Corporate Governance
note the contents of the report and an update report be provided in the
September Corporate Governance Committee meeting. |
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The meeting concluded at 13:10 p.m. |