Agenda

Audit and Governance Committee
Thursday, 10th October, 2019 6.00 pm

Venue: Committee Suite, Civic Centre, Poole BH15 2RU. View directions

Items
No. Item

1.

Apologies

To receive any apologies for absence from Councillors.

2.

Substitute Members

To receive information on any changes in the membership of the Committee.

 

Note – When a member of a Committee is unable to attend a meeting of a Committee or Sub-Committee, the relevant Political Group Leader (or their nominated representative) may, by notice to the Monitoring Officer (or their nominated representative) prior to the meeting, appoint a substitute member from within the same Political Group. The contact details on the front of this agenda should be used for notifications.

 

3.

Declarations of Interests

Councillors are required to comply with the requirements of the Localism Act 2011 and the Council's Code of Conduct regarding Disclosable Pecuniary Interests.

Councillors are also required to disclose any other interests where a Councillor is a member of an external body or organisation where that membership involves a position of control or significant influence, including bodies to which the Council has made the appointment in line with the Council's Code of Conduct.

Declarations received will be reported at the meeting.

4.

Confirmation of Minutes pdf icon PDF 207 KB

To confirm and sign as a correct record the minutes of the Meeting held on 25th July 2019.

5.

Public Issues

To receive any public questions, statements or petitions submitted in accordance with the Constitution. Further information on the requirements for submitting these is available to view at the following link:-

https://democracy.bcpcouncil.gov.uk/documents/s2305/Public%20Items%20-%20Meeting%20Procedure%20Rules.pdf 

The deadline for the submission of public questions is 3rd October 2019.

The deadline for the submission of a statement is 12.00 noon, 9th October 2019.

The deadline for the submission of a petition is 12.00 noon, 9th October 2019.

6.

Independent Investigation and Response to a Deputation regarding Kinson Community Centre pdf icon PDF 187 KB

This report is a continuation of the full report provided to Audit and Governance Committee on 25th July 2019. The committee at that time requested that a further report was presented which provided Members with the full investigation reports relating to these complaints. The investigation reports are attached as appendices to this report. In addition, the committee requested that officers seek a formal response from KCA regarding both the findings of the complaint investigations and also to the Council’s response to their deputations, which were all fully outlined in the report of 25th July 2019.

The report summarises the position and reiterates the commitment to fostering positive relationships with KCA, in particular, through mediation which was a key recommendation from the independent investigations.

Additional documents:

7.

Local Government and Social Care Ombudsman Annual Reports 2018/19 pdf icon PDF 783 KB

The Local Government and Social Care Ombudsman (LGSCO) provides an independent and impartial service to investigate complaints about Councils, or actions taken by another body on behalf of the Council.

The LGSCO prepare an annual report for local authorities summarising the numbers of enquiries they have received, the number of investigations they have undertaken and the decisions they have made.

For 2018/19 there were three individual reports for the legacy councils of Bournemouth, Christchurch and Poole.

There was a reduction in the number of enquiries received by the LGSCO from 2017/18 across the three legacy councils, but the number of upheld complaints rose slightly.

However, there are no major concerns relating to the LGSCO findings.

8.

Treasury Management Monitoring report for the period April to August 2019 pdf icon PDF 171 KB

This report sets out the monitoring of the Council’s Treasury

Management function for the period 1 April 2019 to 31 August 2019.

9.

BCP Council Investment to Support the One Dorset Pathology Unit pdf icon PDF 251 KB

A report on a BCP Council investment to support the One Dorset Pathology Unit was presented to Cabinet on 11th September 2019.

The report requested Cabinet to recommend to Council approval of a £14.9m investment, extend the Councils schedule of approved counterparties for investments, delegate further terms of the investment to the Chief Finance Officer and authorise the Monitoring Officer to draw up and enter a suitable legal agreement.

The report to Cabinet also requested that the Audit & Governance Committee be asked to consider the report and make any further recommendations for Council consideration

10.

Emergency Planning and Business Continuity Update pdf icon PDF 324 KB

BCP Council has effective emergency planning and business continuity arrangements in place in accordance with the Civil Contingencies Act 2004 (CCA).

BCP Council has used risk/planning assumptions to prepare as far as is practical for any impacts of the United Kingdom leaving the EU. These risks/planning assumptions are not a prediction of what may happen but reflect a responsible organisation preparing for reasonable worst-case scenarios. 

BCP Council has worked with Local Resilience Forum partners to collaborate and coordinate activities.

11.

Internal Audit Plan Update - April to September 2019/20 pdf icon PDF 497 KB

This report details progress made on delivery of the 2019/20 Audit Plan for the period 1 July to 30 September 2019.  The report highlights that:

·         Three audit assignments have been completed (two ‘Reasonable’ and one ‘Partial’ audit opinions);

·         Thirty-three audit assignments are in progress;

·         The implementation of audit recommendations by management is satisfactory;

·         Two Whistleblowing investigations are on-going. 

 

12.

Risk Management – Corporate Risk Register Update pdf icon PDF 110 KB

This report updates Members on the position of the Council’s Corporate Risk Register following the quarterly review by the Corporate Management Board.

The main changes are as follows:

·         No new risks have been added to the Council’s Corporate Risk Register during the quarter;

 

·         There have no changes to risks scores during the quarter; Each of the risks have been reviewed including the Actions Completed and the Actions Proposed.

13.

Update on the BCP Council Local Code of Governance pdf icon PDF 473 KB

The Local Code of Governance needs on-going updates to keep pace with the changes to BCP governance arrangements following adoption of BCP specific policies, arrangements and procedures. 

14.

External Audit - Audit Finding Reports 2018/19 for Bournemouth and Poole Legacy Councils pdf icon PDF 177 KB

The attached reports set out the updated findings of the Councils’ External Auditor following their audit of Bournemouth and Poole legacy Councils’ Statement of Accounts 2018/2019. The key points to note are that Grant Thornton have provided an unqualified opinion on the financial statements for Bournemouth and Poole legacy Councils; and that Grant Thornton were satisfied that, in all significant respects, the Bournemouth and Poole legacy Councils had proper arrangements in place to secure economy, efficiency and effectiveness in its use of resources, and therefore have issued unqualified value for money conclusions. 

Additional documents:

15.

External Audit - Annual Audit Letter Year Ending 31 March 2019 for the three legacy Councils (Bournemouth, Christchurch and Poole Councils) pdf icon PDF 178 KB

The attached reports summarise the key findings arising from the work of the Councils’ external auditor at the three legacy Councils for the year ending 31 March 2019. The key points to note are that Grant Thornton provided an unqualified opinion on the financial statements for each of the three legacy Councils; and that Grant Thornton were satisfied that, in all significant respects, the three legacy Councils had proper arrangements in place to secure economy, efficiency and effectiveness in its use of resources (unqualified VFM conclusion). 

Additional documents:

16.

External Audit - External Audit Reform pdf icon PDF 151 KB

To ensure that Audit & Governance Committee are informed of national developments on external audit reform.

Additional documents:

17.

Review of the Constitution and future Audit and Governance Committee Programme. pdf icon PDF 88 KB

To set out a process for review of the Constitution and to identify and consider priorities for the Committee over the forthcoming Forward Plan period.

18.

Forward Plan 2019/20 pdf icon PDF 179 KB

This report sets out the core reports to be received by the Audit & Governance Committee for the 2019/20 financial year in order to enable it to fulfil its terms of reference.

19.

Annual Report of Internal Audit Counter Fraud Work and Whistleblowing Referrals 2018/19 pdf icon PDF 232 KB

This report details counter fraud work carried out by Internal Audit to provide assurance on the legacy Councils response to combating fraud & corruption.

Internal Audit have investigated all allegations of suspected fraud or irregularity in a proportionate manner.

The following number of whistleblowing referrals for the three legacy Councils were received and investigated by Internal Audit during 2018/19.

Additional documents: