Agenda and minutes

The Chair welcomed Mrs Anne Seex, the Local Government Ombudsman to the meeting. The Chair also made reference to his recent attendance, with the Chief Officer (Audit and Risk) at a Core Cities meeting of Audit Committee Chairs and Audit Chief Officers.

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 Chief Democratic Services Officer at least 24 hours before the meeting)

There were no appeals against refusal 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 those 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.

There were no resolutions 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 added to the agenda.

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 point, however Councillor Driver declared a personal interest during consideration of the item in relation to the External Audit and Publication of the Accounts 2007/08 (minute 41 refers).

To confirm as a correct record the minutes of the meeting held on 30^th June 2008.

RESOLVED – That the minutes of the Corporate Governance and Audit Committee meeting held on 30^th June 2008 be approved as a correct record.

Further to minute 24 (Annual Report on Risk Management Arrangements 2007/08) it was noted that:

(a)  A meeting is in the process of being scheduled with the Leader of Council to discuss  Governance issues emerging from the Committee’s work programme

(b)  Work was currently in progress to establish a Business Continuity Management Plan for Eastmoor Secure Unit and further updates would be submitted to this Committee.

Councillor Iqbal arrived at 2.05 pm

To note the minutes of the Standards Committee meetings held on 1^st July 2008 and 14^th July 2008.

RESOLVED – Members resolved to note the minutes of the Standards Committee meetings held on 1^st July and 14^th July 2008.

Councillor Elliott arrived at 2.10 pm prior to the commencement of the item and Councillor Taggart arrived at 2.25 pm during consideration of the item.

To receive a report of the Chief Customer Services Officer presenting the key findings of Leeds City Council’s Annual Letter from the Local Government Ombudsman for 2007/08.

The Corporate Customer Relations Manager submitted a report discussing the findings of the Local Government Ombudsman’s (LGO) Annual Letter, a copy of which was appended to the report, and considering what service or performance improvement may be required.

The Local Government Ombudsman (LGO), Anne Seex, was present at the meeting to comment on the letter and respond to any questions from Members.

Members had a detailed discussion with the LGO particularly in relation to:

(a)  The improved quality of responses provided by this authority

(b)  The reduced number of complaints received by Leeds City Council

(c)  The process for dealing with premature complaints

(d)  The relationship between the LGO and Standards Committee

RESOLVED –

(a)  That the performance information and issues raised within the report be noted.

(b)  That the Head of Governance Services liaise the Head of Scrutiny and Member Development with a view to raising with Scrutiny Board Chairs the use of information contained in the Ombudsman’s Annual Letter to identify possible areas of scrutiny.

To receive a report of the Chief Customer Services Officer providing an update on the complaints received by the Local Government Ombudsman between May and July 2008 and on the changes introduced by the Ombudsman during the same period.

The Corporate Customer Relations Manager submitted a report updating Members on complaints received from the Local Government Ombudsman (LGO) for the period May to June 2008 and considering the performance information and any issues raised within the report.

The Local Government Ombudsman was also present for this item.

Members noted that the number of complaints were down compared to last year and that there was a significantly improved response time due to the response times on Education Leeds cases received during this period.

RESOLVED – That the performance information in relation to Ombudsman complaints and the response times in relation to Education Leeds complaints be noted.

To receive a report of the Director of Resources presenting the results of the self–assessment exercise carried out by officers in relation to the Comprehensive Area Assessment Use of Resources Key Lines of Enquiry for 2008/09.

Further to minute 94 of the meeting held on the 19^th March 2008 the Director of Resources submitted a report summarising the results of the self assessment and providing a mechanism by which members can monitor and support the Council’s progress towards achieving a satisfactory outcome for the Use of Resources Assessment in 2009.

Members noted that a number of recent officer workshops had been held and these had identified areas where the Council were already in a strong position.  Members felt that it would be helpful if Members were involved in future workshops, where appropriate.

Members also noted that there were some areas that will require a great deal of work to achieve the necessary standard by the end of 2008/09 particularly in relation to:

·  establishing a corporate approach to value for money and the generation of efficiencies

·  partnerships

·  involvement of stakeholders in commissioning

·  the ability to effectively link finance, performance and risk information for both officers and members

·  ensuring systems are in place to secure data

RESOLVED –

(a)  That the results of the self assessment be noted.

(b)  That a further report on this matter be submitted to the January 2009 meeting of the Committee

(c)  That officers note the views of this Committee in respect of Member involvement in any future Use of Resources workshops.

To consider the report of the Director of Resources advising of any amendments to the Statement of Accounts for 2007/08 which have been agreed with the Council’s external auditors.

The Director of Resources submitted a report informing Members of amendments to the approved accounts which have been agreed with the Council’s external auditors.

Adrian Lythgo and Alison Ormston from KPMG were present.

Members noted the comments in relation to charitable donations, schools in deficit, bad debt provision and the technical adjustment in respect of the treatment of premiums and discounts held on the  balance sheet from previous debt rescheduling.

RESOLVED –

(a)  That the report of the Council’s external auditors on the 2007/08 accounts  be received and the amendment made to the accounts noted.

(b)  That on the basis of assurances received it was agreed that the Chair sign the management representation letter on behalf of the Committee.

(Councillor Driver declared a personal interest during discussion of this item as a Governor of South Leeds High School)

To receive a report of the Assistant Chief Executive (Corporate Governance) notifying and inviting comment from the Committee upon the work programme for the remainder of the 2008/2009 municipal year.

The Assistant Chief Executive (Corporate Governance) submitted a report notifying Members of the draft work programme for 2008/09.

RESOLVED – That the draft work programme for the remainder of the municipal year be noted.