Agenda and minutes
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Contact: Joss Butler Email: joss.butler@surreycc.gov.uk
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APOLOGIES FOR ABSENCE AND SUBSTITUTIONS
Minutes: There were none.
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MINUTES OF THE PREVIOUS MEETING: 26 JULY 2018
To agree the minutes as a true record of the meeting. Minutes: Members highlighted a typing error under minute 41/18, point 9.
Subject to a minor amendment, the Minutes were approved as an accurate record of the previous meeting. |
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DECLARATIONS OF INTEREST
All Members present are required to declare, at this point in the meeting or as soon as possible thereafter (i) Any disclosable pecuniary interests and / or (ii) Other interests arising under the Code of Conduct in respect of any item(s) of business being considered at this meeting NOTES: · Members are reminded that they must not participate in any item where they have a disclosable pecuniary interest · As well as an interest of the Member, this includes any interest, of which the Member is aware, that relates to the Member’s spouse or civil partner (or any person with whom the Member is living as a spouse or civil partner) · Members with a significant personal interest may participate in the discussion and vote on that matter unless that interest could be reasonably regarded as prejudicial. Minutes: Edward Hawkins declared a non-pecuniary interest in item 9 as he was the Surrey County Council (SCC) appointed Director of Halsey Garton Property Investment Ltd.
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QUESTIONS AND PETITIONS
To receive any questions or petitions.
Notes: 1. The deadline for Member’s questions is 12.00pm four working days before the meeting (21 September 2018). 2. The deadline for public questions is seven days before the meeting (20 September 2018). 3. The deadline for petitions was 14 days before the meeting, and no petitions have been received.
Minutes: There were none. |
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RECOMMENDATIONS TRACKER
To review the Committee’s recommendations tracker. Additional documents: Minutes: Witnesses: David John, Audit Manager
Key points raised during the discussion:
1. Action A1/17 – The Chairman confirmed that he had discussed the matter with the Chairman of the Corporate Overview Select Committee and raised the concerns of the Committee. 2. Action A8/18 – The Audit Manager informed the Committee that officers were reassessing the risk register process and that they had been made aware of the Committees concerns. 3. Action 16/18 – the Audit Manager confirmed that he had followed up on the police investigation but had not yet recevied a full response.
Action/Further information to note:
None.
RESOLVED:
That the committee noted the report.
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ANNUAL COMPLAINTS PERFORMANCE REPORT
The purpose of this report is to give the Audit & Governance Committee an overview of the Council’s complaint handling performance in 2017/18 and to demonstrate how feedback from customers has been used to improve services.
Minutes: Witnesses:
Sarah Bogunovic, Customer Relations and Service Improvement Manager
Key points raised during the discussion:
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INTERNAL AUDIT PROGRESS REPORT - QUARTER 1 (01/04/18 - 30/06/18)
The purpose of this progress report is to inform Members of the work completed by Internal Audit between 1 April 2018 and 30 June 2018.
The current annual plan for Internal Audit is contained within the Internal Audit Strategy and Annual Plan 2018-19, which was approved by Audit and Governance Committee on 12 April 2018.
This progress report also includes, at Appendix C, a revised Audit Charter updated following the external assessment of Orbis Internal Audit by the South West Audit Partnership. It contains a revision at paragraph 6 relating to the appointment and removal of the Chief Internal Auditor.
Additional documents: Minutes: Witnesses:
David John, Audit Manager
Key points raised during the discussion:
1. Officers introduced the report and provided Members with a brief summary. Members noted Recommendation B which asked Members to agree the revised Audit Charter following an external assessment of Orbis Internal Audit by the South West Audit Partnership. Following a short discussion, The Committee decided to consider Recommendation B separately where it was agreed. 2. Officers felt positive about the action tracking of the internal audits as each manager was making the changes previously agreed. Due to recent vacancies in the Audit team, it was highlighted that the internal audit plan would need to be reconsidered to priorities which audits the team had the resource to conduct. 3. Members discussed current issues relating to employees not following the correct process when recording transport expense costs. When discussing a solution, Members were reassured that work was being conducted with senior officers to improve the process for reimbursement to make it in line with the current work practices. It was highlighted that it was a Her Majesty's Revenue and Customs (HMRC) policy to evidence fuel purchasing with a full VAT receipt. 4. Members sought clarification on when the review of surplus property would be completed. Following a discussion, it was noted that the new director responsible for Property Services would be reconsidering the property structure and releasing information soon. Members stated that they would follow this up at the next meeting of the Committee. 5. Members expressed that they were pleased with the outcome of the review of Purchasing cards. 6. It was noted that an audit report on Initial Health Assessments would be circulated the following week. 7. A discussion was had regarding the Council’s and School’s compliance to General Data Projection Regulation (GDPR) requirements. Officers stated that they were satisfied actions were being undertaken to comply but they expected more work was needed to be done.
Resolved:
The Audit and Governance Committee:
a. noted the report b. agreed the revision within the Audit Charter at Appendix C of the report.
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EXTERNAL AUDIT PERFORMANCE REPORT 2017/18 AND KEY PERFORMANCE INDICATORS 2018/19
This report provides the Audit & Governance Committee with details of Grant Thornton’s performance during the last 12 months against the Key Performance Indicators (KPIs) previously agreed and approved by this Committee in September 2017 and to agree KPIs for the 2018/19 audit.
Additional documents: Minutes: Witnesses: Nicola O’Connor, Finance Manager Ciaran McLaughlin, Grant Thornton Marcus Ward, Grant Thornton
Key points raised during the discussion:
1. Officers introduced the report and provided Members with a brief Summary. It was noted that the report provided Members with details of Grant Thornton’s performance during the last 12 months against key performance indicators (KPIs) previously agreed by the Committee. 2. Members confirmed that they found the report helpful and would like to continue receiving it annually. 3. Some Members felt that more challenge was needed as year on year Grant Thornton had received 100% on each performance indictor. Officers noted this and highlighted comments in Annex 1 which displayed that improvements could still be made.
Resolved:
The Audit and Governance Committee considered the contents of the report in Annex 1 and approved the proposed KPIs for the 2018/19 audit in Annex 2. |
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ANNUAL AUDIT LETTER 2017/18
The Council’s external auditors, Grant Thornton, are presenting their Annual Audit Letter in respect of the audit year 2017/18 (Annex 1). This report summarises the key messages and findings arising from the work carried out at the Council for the year ended 31 March 2018. Additional documents: Minutes: Witnesses:
Nicola O’Connor, Finance Manager Ciaran McLaughlin, Grant Thornton Marcus Ward, Grant Thornton
Key points raised during the discussion:
1. Officers introduced the item where it was noted that the report summarised the key messages and findings that arose from work carried out for the Council year ending 31 March 2018. 2. Members were informed that the Value For Money (VFM) conclusion would be published within the next month as Grant Thornton were continuing to process the findings. Representatives from Grant Thornton highlighted that it was becoming more common to publish late VFM conclusions as they have become more challenging to complete. 3. Members of the Committee sought clarity on the Council’s position relating to auto-enrolment for County Councillors into the pensions scheme. It was asked whether Councillors should be considered as ‘job holders’ and therefore be entitled to the scheme. Representatives from Grant Thornton stated that this was a legal matter and suggested legal advice was sought.
Resolved:
The Audit and Governance Committee noted the contents of the Annual Audit Letter, |
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DATE OF NEXT MEETING
The next meeting of Audit & Governance Committee will be on 13 December 2018. Minutes: The date of the meeting was noted as 13 December 2018.
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