Agenda

Audit and Governance Committee
Thursday, 30th July, 2020 6.00 pm

Venue: Virtual meeting

Contact: Democratic Services  Email: democratic.services@bcpcouncil.gov.uk

Media

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.

Election of Chairman of the Audit and Governance Committee

Councillors are asked to elect the Chairman of the Audit and Governance Committee for the 2020/21 Municipal Year.

 

4.

Election of the Vice-Chairman of the Audit and Governance Committee

Councillors are asked to elect the Vice-Chairman of the Audit and Governance Committee for the 2020/21 Municipal Year.

 

5.

Declarations of Interests

Councillors are requested to declare any interests on items included in this agenda. Please refer to the workflow on the preceding page for guidance.

Declarations received will be reported at the meeting.

6.

Confirmation of Minutes pdf icon PDF 337 KB

To confirm and sign as a correct record the minutes of the Meeting held on 12 March 2020.

7.

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/ieListMeetings.aspx?CommitteeID=151&Info=1&bcr=1 

The deadline for the submission of public questions is Thursday 23 July 2020.

The deadline for the submission of a statement is 12.00 noon, Wednesday 29 July 2020.

The deadline for the submission of a petition was Wednesday 15 July 2020.

8.

Review of BH Live Contractual and Governance Arrangements pdf icon PDF 234 KB

This report seeks to explain the relationship between BCP Council and BH Live, who provide a range of leisure, conferencing and Cultural services. The report makes a number of recommendations for improving the contractual and governance arrangements.

Additional documents:

9.

Treasury Management Monitoring Outturn 2019/20 and Update for Quarter 1 2020/21 pdf icon PDF 440 KB

This report sets out the monitoring of the Council’s Treasury Management function for the period 1 April 2019 to 31 March 2020.

 

A surplus of £1.4 million was achieved through higher investment returns and lower borrowing costs.

 

The report also sets out the Quarter One performance for 2020/21 which forecasts a £112,000 underspend caused by higher cash balances than previously assumed reducing the need to borrow in the short term.

 

10.

Governance of Budget Monitoring pdf icon PDF 243 KB

At the request of the Chair of the Audit and Governance Committee this report has been produced to reflect on the recommendation of the COVID-19 - 2020/21 Budget Monitoring report to Cabinet on the 24 June 2020.

Additional documents:

11.

Risk Management – Corporate Risk Register Update pdf icon PDF 310 KB

This report updates councillors on the position of the council’s Corporate Risk Register. The main updates are as follows:

·        The significant changes to the risk landscape faced by the council as a result of the pandemic.

·        An introduction to the COVID-19 Corporate Risk Register created in April 2020.

·        Information on the planned consolidation of the two registers.

 

12.

Establishment of Constitution Review Working Group pdf icon PDF 129 KB

The Audit and Governance Committee is responsible for maintaining an overview of the Council’s Constitution and governance arrangements.

The use of a Working Group for the recent review proved to be effective and the committee is therefore asked to consider the establishment of a permanent Working Group to undertake these responsibilities, recommending changes as appropriate.

13.

Use of Regulation of Investigatory Powers Annual Report (including Report to the Office of Surveillance Commissioner) 2019/20 pdf icon PDF 249 KB

The Council has not made use of RIPA powers during the 2019/20 financial year.

14.

Annual Breaches, Waivers & Exemptions Report 2019/20 pdf icon PDF 195 KB

This report sets out the breaches, waivers and exemptions of Financial Regulations which have occurred during the 2019/20 financial year.

The relatively low number of breaches and lower level of waivers compared to previous years (from legacy Councils) indicate that there was generally a good level of understanding of the Regulations.

 

The Chief Finance Officer, or formally delegated representative, agreed 66 waivers/exemptions totalling £13.8M.

 

Whilst full compliance can never be guaranteed and ‘under-reporting’ is an inherent possibility, arrangements were in place to detect instances of non-compliance. 

An effective and transparent breaches / waivers / exemptions governance process maximises the chances of the Council achieving value for money and complying with UK law (Public Contract Regulations 2015) when procuring goods, services or works.

Additional documents:

15.

Internal Audit - Quarterly Audit Plan Update (to include Audit Charter & Audit Plan for 2020/21) pdf icon PDF 345 KB

This report sets out the Internal Audit Charter and Audit Plan for 2020/21. Approval of these documents by the Audit and Governance Committee is a requirement of the Public Sector Internal Audit Standards (PSIAS).

 

The report also details progress made on delivery of the 2020/21 Audit Plan for the period April to June (inclusive) 2020.  The report highlights that:

·       One audit assignment has been completed (‘Reasonable’ audit opinion);

·       Eleven audit assignments are in progress;

·       Implementation of audit recommendations is satisfactory.

 

 

Significant un-planned time has been spent on COVID 19 NDR Grant verification and fraud prevention work during the first quarter. 

Additional documents:

16.

External Auditor – Audit Plan 2019/20 pdf icon PDF 230 KB

The attached report sets out the work that the Council’s External Auditor, Grant Thornton, plan to undertake for the audit of the Council’s Statement of Accounts in respect of 2019/20.

 

The External Auditor plans to give an opinion on whether the accounts give a true and fair view and whether the Council has made proper arrangements for securing economy, efficiency and effectiveness in their use of resources.

Additional documents:

17.

External Audit - Progress Report & Sector Update pdf icon PDF 245 KB

Grant Thornton plan to commence work on the final draft financial statements during August and September and the outcome of the work will be reported in the Audit Findings Report.

 

Grant Thornton aim to give an opinion on the Statement of Accounts by the statutory deadline of November 30th, 2020 along with their Value for Money Conclusion.

 

Grant Thornton have provided a summary of emerging national issues and developments that may be relevant to the Council.

 

Additional documents:

18.

Audit & Governance Committee Forward Plan (refresh) pdf icon PDF 144 KB

This report sets out the reports to be received by the Audit & Governance Committee for the 2020/21 municipal year.

Additional documents: