Agenda and minutes

Venue: Civic Hall, Leeds, LS1 1UR. View directions

Contact: Phil Garnett (0113 39 51632) 

Items
No. Item

99.

Appeals Against Refusal of Inspection of Documents

To consider any appeals in accordance with Procedure Rule 25 of the Access to Information Procedure Rules (in the event of an Appeal the press and public will be excluded).

 

(*In accordance with Procedure Rule 25, written notice of an appeal must be received by the Head of Governance Services at least 24 hours before the meeting)

Minutes:

There were no appeals against the refusal of inspection of documents.

100.

Exempt Information - Possible Exclusion of the Press and Public

1  To highlight reports or appendices which officers have identified as containing exempt information, and where officers consider that the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons outlined in the report.

 

2  To consider whether or not to accept the officers recommendation in respect of the above information.

 

3  If so, to formally pass the following resolution:-

 

  RESOLVED – That the press and public be excluded from the meeting during consideration of the following parts of the agenda designated as containing exempt information on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the press and public were present there would be disclosure to them of exempt information, as follows:-

 

 

Minutes:

There were no exemptions to exclude the public.

101.

Late Items

To identify items which have been admitted to the agenda by the Chair for consideration

 

(The special circumstances shall be specified in the minutes)

Minutes:

There were no late items submitted to the agenda for consideration.

102.

Declaration of Interests

To declare any personal / prejudicial interests for the purpose of Section 81(3) if the Local Government Act 2000 and paragraphs 8 to 12 of the Members Code of Conduct.

Minutes:

Councillor Driver declared a personal interest in Agenda item 8 – as a Member of  the Leeds City Council Joint Plans Panel and City Centre Plans Panel (Minute No.106 refers)

 

Councillor Driver also declared a person interest in Agenda item 10 – as a Board Member of Belle Isle Tenant Management Organisation. (Minute No. 108 refers)

 

Councillor Lowe declared a personal interest in Agenda item 10 – Internal Audit Report – as a Board Member of West North West Homes.

103.

Apologies For Absence

To receive any apologies for absence from the meeting.

Minutes:

Apologies for absence were received from Councillor J Elliot and Mr G Tollefson.

104.

Minutes of the Previous Meeting pdf icon PDF 61 KB

To confirm as a correct record the minutes of the meeting held on 27th March 2012

 

Minutes:

The minutes of the Corporate Governance and Audit Committee meeting held on 27th March 2012 were approved as a correct record.

105.

Chair's Remarks

To receive any remarks the Chair wishes to make with regards to developments affecting the Committee.

Minutes:

 

The Chair informed the Committee that this would be his last meeting as a Member of the Committee as he was not standing for re-election at the forthcoming elections in May.

 

The Chair gave a detailed update of the latest position with regards to the future appointment of External Auditors. At a recent core city meeting there has been an expression of interest in creating a mutual independent audit appointment panel which would consider the appointment of External Auditors across the core cities.

 

The Chair invited the Chief Officer (Audit and Risk) to comment on a recently received letter from the Audit Commission which will be circulated to Members of the Committee. In summary the letter seeks consultation on the appointment of External Auditors and whether KPMG should be re-appointed for a further five years.

 

Concerns were raised about whether the Audit Commission would have capacity to monitor the contract over the longer term, particularly, in light of the recent government announcements. Members were informed at this point that the Audit Commission are likely to continue to exist in order to oversee any contracts let. Members also discussed the implication of external auditors remaining in position for a number of years and the impact this could have on the relationship with the Council. The Chief Officer (Audit & Risk) explained the arrangements for the rotation of lead partners within audit firms to mitigate any risk of this nature. Members also questioned whether indeed the Council had any choice in practice and what, if any, was the alternative to the reappointment of KPMG. Discussion turned to the arrangements to ensure a value added service from KPMG given the overall length of the contract. It was decided that the consultation response should reflect concerns over the Audit Commission’s arrangements to quality assure the contract.

 

Members also discussed the likely reduction in the audit fee and the Chief Officer (Audit & Risk) explained that the Audit Commission will continue to set the fee scale for the Council and the expectation that the actual fee payable would be within this fee scale, depending on the risks associated with the audit. Members also discussed the scope of the audit and the arrangements whereby the National Audit Office would take over producing the Code of Audit Practice and therefore the definition of the scope.

 

It was agreed that the Chief Officer (Audit & Risk) would respond to the Audit Commission’s consultation and take into account the views expressed by the Corporate Governance and Audit Committee.

 

 

(Councillor W Hyde entered the meeting at 2:30pm during the discussion of this item)

 

 

 

 

106.

Assurances of the process by which planning decisions are taken by the Council pdf icon PDF 159 KB

To receive a report of thee Chief Planning Officer responding to the request of the Committee to set out the arrangements in respect of planning decisions taken by the Council in 2011-12.

Minutes:

 

The Head of Planning Services presented a report of the Chief Planning Officer. The report responded to the request of the Committee to set out the arrangements in respect of planning decisions taken by the Council in 2011/12. The report provided assurances to the Committee as to the operation of the arrangements and processes that are in place, ensuring they are up to date, accountable, transparent, have integrity, and are effective and inclusive.  The report also outlined the arrangements that are in place to underpin the decision making process within the remit of the Chief Planning Officer: which are planning decisions taken by the Plans Panels and planning decisions taken by officers under delegated authority.

 

Members discussed the report in detail. Consideration was given to monitoring the decisions made by officers in relation to planning and the best way of achieving assurance that decisions made were correct.

 

it was considered that those Members not on the Plans Panels should receive more training with regards to planning so that they can better advise on queries received from constituents.

 

RESOLVED – The Committee resolved to:

 

(a)  note the contents of the report;

(b)  receive a report on planning decisions on an annual basis; and

(c)  refer the matter of Member training to the Head of Scrutiny and Member Development for further consideration with the Chief Planning Officer.

107.

Annual Statement on Community Engagement pdf icon PDF 108 KB

To receive a report of the Assistant Chief Executive (Customer Access and Performance)  providing assurance to the Committee on the Council’s ability to support residents’ involvement in decision making and the development of services.

 

Minutes:

The Chief Officer (Leeds Initiative and Partnerships) presented a report of the Assistant Chief Executive (Customer Access and Performance). The report provided assurance to the Committee on the Council’s ability to support residents’ involvement in decision making and the development of services. The report considered the effectiveness of governance controls currently in place for these arrangements as well as progress in 2011/12 and key improvements planned for 2012/13.

 

Members considered the report and expressed the view that they felt that Members needed to have greater involvement in this process, with Executive Members, Area Committees, Scrutiny Boards and individual Ward Members having a key role to play, in ensuring appropriate engagement activity is undertaken and is taken into account in the decision making process

 

Members also felt that following consultation of local people it was essential to act upon their views.

 

RESOLVED – The Committee resolved to note the contents of the report.

108.

Internal Audit Report pdf icon PDF 58 KB

To receive a report of the Director of Resources providing a summary of internal audit activity for the period November 2011 – March 2012.

 

Additional documents:

Minutes:

 The Head of Internal Audit presented a report of the Director of Resources. The report provided a summary of internal audit activity for the period to March 2012 and highlighted the incidence of any significant control failings or weaknesses.

 

The Head of Audit took Members through the key issues in section 2 of the Internal Audit report March 2012 attached at Appendix 1 of the report.

 

Members sought further clarification of audit findings relating to the procedures in ALMOs which ensure that the date of registration is consistently documented within the housing allocation process. Members felt that they would like this area exploring in greater detail in the next Internal Audit report;

 

Members explored issues relating to potential cheque fraud and whether this was a major problem which needed more resources to look in to it.

 

Members also asked questions of the Head of Internal Audit in relation to sampling techniques for audit testing and assurance levels given by the Internal Audit service.

 

RESOLVED – The Committee resolved to:

(a)  note the work undertaken by Internal Audit during the period covered by the report; and

(b)  that the Head of Internal Audit further explore the date of registration issues raised and report back within the next scheduled Internal Audit report to the Committee.

 

(Councillor Lowe left the meeting during the consideration of this item at 3:35pm)

 

109.

Update on Changes to Accounting Practice impacting on the 2011/12 Accounts. pdf icon PDF 94 KB

To receive a report of the Director of Resources outlining the major changes to legislation and accounting practice which will impact on the 2011/12 accounts.

Minutes:

The Principal Finance Manager presented a report of the Director of Resources. The report outlined the major changes to legislation and accounting practice which will impact on the 2011/12 accounts.

 

RESOLVED – The Committee resolved to note the impact of the new accounting and legislative requirements on the Council’s 2011/12 accounts.

 

110.

Financial Procedure Rules pdf icon PDF 76 KB

To receive a report of the Director of Resources  informing the Committee of the rationale behind the current update of FPRs.

 

Minutes:

The Principal Audit Manager presented a report of the Director of Resources. The report informed Members of the rationale behind the current update to the Financial Procedure Rules.

 

RESOLVED – The Committee resolved to:

 

(a)  note the contents of the report; and

(b)  request a report in a years time to ensure the revised FPRs have achieved what they set out to do.

 

111.

Corporate Governance and Audit Committee pdf icon PDF 57 KB

To receive a report of the Director of Resources which provides and overview of the work completed by the Committee over the 2011/12 municipal year.

Additional documents:

Minutes:

The Governance Officer presented a report of the Director of Resources. The report presented the Committee’s Annual report to Members.

 

The Committee explored whether the annual report might be received by Executive Board to further promote the work of the Committee.

 

RESOLVED – The Committee Resolved to:

 

(a)  note the contents of the report; and

(b)  ask the Chief Officer Audit and Risk and the Head of Governance Services to bring forward a further refined work programme for consideration at the first meeting of the municipal year in July.

 

112.

Work Programme pdf icon PDF 54 KB

To receive a report of the Director of Resources notifying and inviting comment from the Committee on the work programme.

Additional documents:

Minutes:

The Director of Resources submitted a report notifying Members of the work programme.

 

The Committee reviewed its forthcoming work programme.

 

RESOLVED  - The Committee resolved to note the work programme.

 

At the close of business, the Chair expressed his thanks for the support of Members and Officers throughout the municipal year 2011/12.

 

Members responded by thanking Cllr Driver for Chairing the Committee’s meetings over the last two municipal years and for all his hard work in guiding the Committee.  Members and Officers also wished Cllr Driver a happy retirement from public office.