Agenda and minutes

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)

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

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:-

There were no exemptions to exclude the public.

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

(The special circumstances shall be specified in the minutes)

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

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.

There were no declarations made at this part or any other part of the meeting.

To receive any apologies for absence from the meeting.

Apologies for absence were received form Councillors A Lowe and P Grahame.

To Confirm as a correct record the minutes of the meeting held on 23^rd January 2011.

The minutes of the Corporate Governance and Audit Committee held on 23^rd January 2012 were approved as a correct record.

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

The Chair updated the Committee on February’s Core Cities Audit Chair’s meeting and highlighted the importance of the Core City authorities working with one another, learning from one another and, in the present circumstances, making a joint approach to the DCLG to ensure that any changes it seeks to make in our audit arrangements are of the highest possible quality and make the best use of the resources available to us.. . Members’ attention was drawn to a newsletter has been produced to highlight key issues which is being circulated to the Audit Committees of all eight Core City authorities.

The Chair invited the Chief Officer (Audit and Risk) to provide further details on the DCLG’s latest proposals for the audit of local authorities. The Committee were informed discussions are ongoing regarding the possibility of Core Cities forming a panel from their own Audit Committee members who might act as independent external members in the appointment of external auditors to authorities other than their own, thus minimising costs and making maximum use of the specialist knowledge and understanding of the financial systems of big-city authorities. Audit Committee Chairs are to meet again to discuss this option.

To receive a report of the Chief Procurement Officer and Chief Officer PPPU informing the Corporate Governance and Audit Committee of progress with respect to the Transforming Procurement Programme.

The Chair welcomed this important and timely paper and invited the Senior Executive Manager (Project and Technical Management)  to present the report of the Chief Officer (PPPU and Procurement). The report informed the  Committee of progress made with respect to the Transforming Procurement Programme and described the systematic approach being taken to ensure that procurement practice across the Council can achieve the highest possible standards.

Members sought assurances in respect of the current procurement procedures and the extent to which they are fit for purpose.

While recognising the ever-present need to maximise value-for-money, members highlighted the importance of the Council’s purchasing power in achieving wider social benefits, particularly in how the local economy and local employment can be supported.  Members urged officers to examine all available methods whereby businesses of all sorts and sizes local to Leeds could be supported and encouraged to tender for Leeds City Council contracts.

Members asked that further awareness training on procurement be arranged for Members and that regular progress reports be brought to this Committee with regards to the transformation of procurement.

RESOLVED – The Committee resolved to:

(a)  note the contents of the report;

(b)  request a training session take place for all Councillors on  procurement activities; and

(c)  request regular reports updating the Committee on the transformation of procurement.

(Councillor N Taggart entered the meeting during discussion of this item at 2:36pm)

To receive a report of the Director of Resources establishing whether the procurement policies and procedures in place at the Council are fit for purpose and help achieve value for money. The report specifically relates to Procurement Unit and the Public Private Partnership Unit.

The Procurement, Governance and Regulations Manager presented a report of the Director of Resources. The report informed the Committee of the procurement policies and procedures that are in place at the Council and whether these are fit for purpose.

Members sought assurance  in respect of the extent to which  off contract spend is being managed and endeavours made to ensure value for money is achieved.

Members also challenged the risks to the City Council and to Members should there be a failure to comply with Contract Procedure Rules. Members were informed by the Chief Officer (Audit and Risk) that non compliance with Contract Procedure Rules was a risk featured on the Resources Directorate risk register, and as such was regularly reviewed.

Members stressed the importance of continuing to monitor compliance with Contract Procedure Rules and requested that regular reports be submitted to this Committee.

RESOLVED – The Committee resolved to:

(a)  note the contents of the report; and

(b)  request regular update reports on developments in monitoring compliance with Contract Procedure Rules.

To receive a report of the Director of Resources informing the Committee of the recently published DCLG Code of Recommended Practice for Council Transparency on the 29^th September 2011. The code specifies that authorities should build and maintain an inventory of the public data that they hold, but in addition the code proposes information that should be published as a minimum. This paper sets out what is currently being published by the Council, and what steps are being taken to move to full compliance with the code.

The Chief Officer (Financial Management) presented a report of the Director of Resources. The report set out what information was currently published by the Council in relation to the DCLG Code of Recommended Practice for Council Transparency. The report also informed the Committee of what steps are being taken to move to full compliance with the code.

Members considered the report and discussed what requests for information were being received by the Council and whether compliance with the Code of Recommended Practice might lead to a reduction in the number of Freedom of Information requests dealt with by the Council.

RESOLVED – The Committee resolved to note:

(a)  the new Code of Recommended Practice for Council Transparency; and

(b)  the Council’s progress towards implementing the requirements of the code.

To receive a report of the Director of Resources informing the Committee of KPMG’s audit plan for the audit of the Council’s accounts and Value for Money arrangements.

The Principal Financial Manager presented a report of the Director of Resources which informed the Committee of KPMG’s audit plan for the audit of the Council’s accounts and Value for Money arrangements. The attached KPMG report at Appendix 1 highlighted the risk based approach to the audit and the main risks identified by KPMG for 2011/12. The report also provided the Committee with a summary of the action undertaken.

Steve Clark and Heather Garrett of KPMG were in attendance for this item.

RESOLVED – The Committee resolved to:

(a)  agree the external audit plan; and

(b)  note the action taken by officers to manage the risks identified.

To receive a report of the Director of Resources informing members on the result of the work KPMG have carried out on the certification of grant claims in respect of 2010/11.

The Principal Financial Manager presented a report of the Director of Resources. The report informed the Committee on the result of the work KPMG have carried out on the certification of grant claims in respect of 2010/11.

Members discussed the report and considered the reasons why some claims had been qualified and others required audit adjustments.

RESOLVED – The Committee resolve to note the results of the 2010/11 audit of grants and returns.

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

The Director of Resources submitted a report notifying Members of the Work Programme.

The Committee reviewed its forthcoming work programme and were informed of changes made to the work programme which have been made since the last meeting, to ensure that it is aligned to the Annual Governance Statement.

The Committee also noted the work that is ongoing to compare its work programme with the work programmes of the other Core Cities.

RESOLVED - The Committee resolved to note the work programme.