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 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 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 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 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.

Councillor Driver declared a personal interest in Agenda item 8 (Minute 48) and Agenda item 10 (Minute 50) as a Member of Aire Valley Homes ALMO.

Councillor Lowe declared a personal interest in Agenda item 8 (Minute 48) and Agenda item 10 (Minute 50) as a Member of West North West Homes ALMO.

To receive any apologies for absence from the  meeting.

Apologies were received from Councillor T Hanley and Councillor J  Lewis.

To receive the minutes of the previous meeting held on 29^th July 2010.

RESOLVED  - The minutes of the Corporate Governance and Audit Committee meeting held on 29^th July 2010 be approved as a correct record.

To receive a report of the Director of Resources requiring the Committee to approve the Council’s final audited Statement of Accounts and consider any material amendments recommended by the auditors.

The Chief Officer (Financial Management) presented a report of the Director of Resources which followed on from the Committee’s approval of the Council’s 2009/10 accounts, subject to external audit review, at the meeting held on 23^rd June 2010. This report required the approval of the Council’s final audited Statement of Accounts and consideration of any material amendments by the external auditors.

Also in attendance for this item were auditors from KPMG as follows: Mr M McDonagh, Ms A Ormston and Mr S Bradford. Mr M McDonagh presented the KPMG report to the Committee detailing the reasons behind the unqualified opinion given by KPMG on the accounts.

Members sought further assurance from the representatives from KPMG on the information contained within the accounts, specifically:

• the valuations given to the Council’s  fixed assets and the methods used to value assets;
• the difference in the value of assets between 2009 and 2010; and
• the processes used by KPMG to form their opinions on the accounts of the Council, specifically;

1.  the method by which KPMG have reached their opinion on the Annual Governance Statement.

RESOLVED – The Committee resolved to:

• note the amendments made to the Accounts;
• approve the final 2009/10 Statement of Accounts; ask the Chair to acknowledge the approval on behalf of the Committee by signing the appropriate section within the statement of responsibilities on page 1 of the Accounts; and
• give approval to the Chair to sign the management representation letter  on behalf of the Committee.

(Councillor Campbell and Councillor Kirkland entered the meeting at 10.17am during the discussion of this item)

To receive a report for the Assistant Chief Executive (Corporate Governance) providing an introduction and commentary to the Council’s Final Annual Governance Statement for 2010.

The Head of Governance Services presented a report of  the Assistant Chief Executive (Corporate Governance) which provided an introduction and commentary to the Council’s Final Annual Governance Statement.

Members discussed what action should be taken to review the areas for improvement, in particular the improvements identified by the Chief Procurement Officer in relation to compliance with Contract Procedure Rules

RESOLVED – The Committee resolved to:

• approve the Final Annual Governance Statement;
• authorise the Chair of the Corporate Governance and Audit Committee to sign the statement on behalf of the Committee;
• recommend that the Leader of Council, Chief Executive and Assistant Chief Executive (Corporate Governance) sign the document; and
• seek further assurances with regard to the control arrangements in place to ensure compliance with Contract Procedure Rules across Directorates, particularly whether they are fit for purpose, how the arrangements are communicated and what the issues and risks are in terms of the arrangements being embedded;
• seek a further report on the arrangements in place within Strategic Landlord/ALMO’s to ensure that the improvements identified within the report are implemented.

To receive a  report of the Deputy Chief Executive and the Director of Resources providing members with emerging issues following the announcement on 13^th August 2010 by the Communities and Local Government Secretary, Eric Pickles, that the Audit Commission is to be disbanded.

The Chief Officer (Audit and Risk) presented a report of the Deputy Chief Executive and Director of Resources. The report provided the Committee with an update on the emerging issues following the announcement on 13^th  August 2010 by the Secretary of State for Communities and Local Government, that the Audit Commission is to be disbanded.

Members particularly discussed how the void to be left by the Audit Commission would be filled specifically in terms of the consequences for Audit Commission staff, which companies would be in a position to undertake the external audit work done by the Audit Commission and how the new companies would be held accountable for the work they undertake.

Members also raised the issue of impartiality, if in the future auditors were to be appointed to undertake the work previously done by the Audit Commission.

RESOLVED  - Members resolved to:

• note the initial implications of the decision to disband the Audit Commission and receive further details as appropriate from the Chief Officer (Audit and Risk);
• receive a further update on the impact of disbanding the Audit Commission has on the assurance framework is assessed and reported to the Committee; and
• receive the Future Issues information identified by the Audit Commission. This information to be circulated to all Members of the Committee.

(Councillor Taggart entered the meeting during the discussion of this item at 11.15am)

To receive a report of the Strategic Landlord advising the Committee on the ALMO/ BITMO  Assurance Framework.

The Housing Policy and Monitoring Manager presented a report of the Head of Strategic Landlord the report advised the Corporate Governance and Audit Committee ALMO / BITMO framework.

Also in attendance was the Principal Audit Manager (Audit and Risk).

Members discussed the report and considered it to be a case study of good practice.

RESOLVED  - Members resolved to receive an annual report from Strategic Landlord Group on the assurances given for ALMOs and BITMO in managing the housing service through the Assurance Framework.

To receive a report of the Assistant Chief Executive (Policy, Planning and Improvement) detailing any security breaches that the Council has been subject to and the work done to reduce the impact and mitigate against such attempts.

The Project Manager (Planning Policy and Improvement) presented a report updating the Committee on any security breaches that the Council has been subject to and the work done to reduce the impact and mitigate against such attempts.

Members sought further assurances with regard to  the security arrangements for ‘PDA’ devices which have been issued to officers and Members

Members also challenged the reasons behind the Council’s use of specific brands of software.

RESOLVED  - The Committee resolved to:

• note the contents of the report; and
• receive a report detailing the security arrangements in place for PDA devices issued by the Council.

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 municipal year.

The Assistant Chief Executive (Corporate Governance) submitted a report notifying Members of the draft work programme for 2010/11.

The Committee resolved to note the draft work programme for the remainder of 2010/11.