Agenda and minutes

Audit and Scrutiny Committee
Monday, 25th February, 2019 1.30 pm

Venue: Conference Room, Plas y Ffynnon, Cambrian Way, Brecon LD3 7HP. View directions

Contact: Julia Gruffydd 

Note: Postponed due to snow 

Media

Items
No. Item

1/19

Correspondence

            To receive and consider the attached Schedule of Correspondence and any recommendations thereon (below).

 

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Minutes:

The Chair welcomed everyone to the meeting and also Helen Cargill from the Authority’s internal auditors, TIAA.  She thanked Steve Gray, the Authority’s new Delivery Director, for attending in the Chief Executive’s place. This meeting replaced the meeting scheduled for 1 February 2019 which was postponed because of the snow.

 

2/19

Declarations of Interest

To receive any declarations of interest from members relating to items on the agenda.  Members’ attention is drawn to the sheet attached to the attendance sheet and the need to record their declarations verbally and in writing, specifying the nature of the interest.

 

If Members have declared an interest in an item please ensure that you inform the Chair when you are leaving the room, so that this can be recorded in the minutes

 

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Minutes:

No declarations of interest were made.

 

3/19

Minutes pdf icon PDF 144 KB

To receive the minutes of the Audit and Scrutiny Committee held on 26 October 2018 and to authorise the Chairman to sign them as a correct record

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Minutes:

RESOLVED:  That the minutes of the Audit and Scrutiny Committee meetings held on 30 July 2018 and 26 October 2018 be approved and the Chair authorised to sign them as a correct record.

 

4/19

Public Speaking Scheme

To give the public an opportunity to address the committee in line with the notice required under the Authority’s Public Speaking Scheme.

 

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Minutes:

There were no requests to speak.

 

5/19

Action Tracking pdf icon PDF 54 KB

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Minutes:

Members reviewed the actions not yet completed from previous meetings of the Authority and Audit and Scrutiny Committee.

 

6/19

Budget Monitoring Q3 2018/19 pdf icon PDF 299 KB

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Minutes:

The Finance Manager presented the Quarter 3 budget monitoring report and advised that since this meeting had been postponed she could say that only one project report was showing ‘red’:  The Black Mountains Land Use Partnership project; where there were issues with the grants claim process. She also advised that some affordable housing commuted sums had been received which would be reserved until the end of the year and noted that this was recorded under the s106 report.

 

There was some discussion about the Black Mountains Partnership and the benefits or otherwise of bracken spraying, which would be continued elsewhere.

 

RESOLVED: That Members note the report.

 

7/19

Corporate Plan Performance Report for Quarter 3 pdf icon PDF 49 KB

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Minutes:

Members reviewed the Quarter 3 performance report and raised some minor issues which were due to formatting problems.

 

RESOLVED:  To review and formally note the contents of the report.

 

8/19

Risk Register Update quarter 3 pdf icon PDF 57 KB

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Minutes:

The IT and Systems Manager presented the Quarter 3 risk register report which had been slightly reformatted in response to comments made at the previous meeting.

 

RESOLVED:  To review and formally note the contents of the report.

 

 

9/19

Internal Audit update and reports pdf icon PDF 141 KB

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Minutes:

Ms Cargill presented the Block 1 and Block 2 internal audit reports and advised that all audits had resulted in positive levels of assurance.  A member suggested that actions arising out of audits needed to be treated judiciously. 

 

It was noted that the member workshop held earlier with internal and external audit had suggested that in future it would be useful to schedule a pre-meeting with internal audit prior to reports being presented to committee; this was standard practice in local authorities and could be very helpful.

 

RESOLVED:

 

a) That Members note progress against the Internal Audit Plan for 2018/19 and the management actions agreed.

 

b) That all outstanding management actions arising from the audits are included in Modern.Gov to enable progress to be monitored.

 

10/19

Audit Performance Certificate 2017/18 pdf icon PDF 41 KB

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Minutes:

Members received the Audit Performance Certificate and Annual Audit Letter for 2017/18.

 

RESOLVED:  That the Committee note the contents of the Certificate and Letter.

 

 

11/19

Compliments/Complaints/Freedom of Information pdf icon PDF 344 KB

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Minutes:

Members received the Quarter 3 summaries.  It was noted that many of the compliments related to front line staff, which showed the importance of working closely with local communities.

 

12/19

Gifts and Hospitality Registers: Members and Officers pdf icon PDF 46 KB

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Minutes:

In line with a recommendation from Internal Audit members reviewed the Gifts and Hospitality Register for members and officers.  This would be brought on an annual basis.

 

13/19

Other Business

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Minutes:

There was no further business.