AUDIT COMMITTEE

AUDIT COMMITTEE

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AUDIT COMMITTEE 6TH JULY 2010 PRESENT: Mr P. Blakemore (Independent Member and Chair) Councillor Hampson (Vice-chair) Councillors Capleton, Harris, Osborne and Walker APOLOGY: Councillor Day The Director of Governance and Procurement attended as Lead Director for the Committee. 12. MINUTES The minutes of the meeting of the Committee held on 15th June 2010 were confirmed as a correct record and signed. 13. DISCLOSURES OF PERSONAL INTEREST No disclosures of personal interest were made. 14. WORK PROGRAMME The Committee’s current work programme was submitted to enable it to consider any amendments and/or additions for future meetings (item 5 on the agenda filed with these minutes). RESOLVED 1. that the issue “Treasury Management and Borrowing under Prudential Guidelines” be amended to “2011/12 Treasury Management Strategy” and reprogrammed for consideration at the Committee’s meeting on 8th March 2011; 2. that the Committee proceeds on the basis of the following work programme, which incorporates all decisions made at this meeting: ISSUE MEETING External Audit Business Ongoing Annual Governance Report 2008/09 21st September 2010 Use of Resources Findings - Management Quarterly Response - Monitoring Implementation of Actions Annual Governance Report 2009/10 21st September 2010 Annually 1 Audit Committee- 6th July 2010 Published – 13th July 2010 Certification of Claims and Returns 8th March ...

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AUDIT COMMITTEE 6TH JULY 2010 PRESENT: MrP. Blakemore (Independent Member and Chair)  CouncillorHampson (Vice-chair) Councillors Capleton, Harris, Osborne and Walker APOLOGY: CouncillorDay The Director of Governance and Procurement attended as Lead Director for the Committee. 12. MINUTES The minutes of the meeting of the Committee held on 15th June 2010 were confirmed as a correct record and signed. 13. DISCLOSURESOF PERSONAL INTEREST  Nodisclosures of personal interest were made. 14. WORKPROGRAMME The Committee’s current work programme was submitted to enable it to consider any amendments and/or additions for future meetings (item 5 on the agenda filed with these minutes). RESOLVED 1. thatthe issue “Treasury Management and Borrowing under Prudential Guidelines” be amended to “2011/12 Treasury Management Strategy” and reprogrammed for consideration at the Committee’s meeting on 8th March 2011; 2. thatthe Committee proceeds on the basis of the following work programme, which incorporates all decisions made at this meeting:ISSUE MEETING External Audit BusinessOngoing Annual Governance Report 2008/0921st September 2010 Use of Resources Findings - ManagementQuarterly Response - Monitoring Implementation of Actions Annual Governance Report 2009/1021st September 2010  Annually 1Audit Committee- 6th July 2010 Published – 13th July 2010
Certification of Claims and Returns (2009/10 Audit) Internal Audit Business Internal Audit Plan – Progress International Financial Reporting Standards (IFRS) – Implementation Progress Risk Management (Risk Register)
Internal Audit Reports – Providing Copies to Cabinet Lead Members Heritable Bank Plc (Iceland) Update Annual IT Health Check (Code of Connection) Confidential Report Internal Audit Plan 2011/12
2010/11 Review of the Effectiveness of Internal Audit (Procedure and Panel Appointment) 2011/12 Treasury Management Strategy
Environmental Audits – Report on Outcomes
2010/11 Statement of Accounts
2010/11 Annual Governance Statement and Review of the Code of Corporate Governance 2010/11 Annual Internal Audit Report
2010/11 Review of the effectiveness of Internal Audit(Feedback from Panel) Members’ Allowances Claimed 2010/2011 Whistle Blowing and Anti-fraud, Corruption and Bribery
8th March 2011 Annually Ongoing 21st September 2010 Quarterly 21st September 2010 Quarterly
21st September 2010 Quarterly - detailed report every six months, exception report quarters in-between. 21st September 2010
7th December 2010 Every Six Months 7th December 2010 Annually 8th March 2011 Annually 8th March 2011 Annually
8th March 2011 Annually (prior to it being agreed by Council). Last considered July 2010. 8th March 2011(if audits completed, otherwise July 2011). Annually June 2011 Annually, prior to consideration by Council in June.June 2011 Annually
June 2011 Annually June 2011 Annually June 2011 Annually July 2011 Annually
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Audit Committee- 6th July 2010 Published – 13th July 2010
Reasons 1. Theexisting report listed on the programme no longer existed following the Council’s adoption of the new Treasury Management Strategy in April 2010. It remained appropriate for the Committee to consider the Treasury Management Strategy on an annual basis, but the 2010/11 Strategy had been agreed in April 2010 and consideration of that by the Committee in September 2010, as currently programmed, would not be useful.Therefore, the following year’s Strategy should be programmed for consideration prior to it being agreed by Council.2. TheCommittee considered its programme and amended it to ensure it considered matters appropriate and necessary to its role in a useful and timely manner. 15.INTERNATIONAL FINANCIAL REPORTING STANDARDS (IFRS) - IMPLEMENTATION PROGRESS A quarterly report of the Chief Executive was submitted on how the implementation of IFRS at the Council was progressing (item 5 on the agenda filed with these minutes). The Head of Financial Services attended to assist the Committee. RESOLVEDthat the position be noted. Reason The Committee was content with the current position and had no areas of concern or actions that it wished to include as part of its decision. 16. HERITABLEBANK PLC (ICELAND) - UPDATE A six monthly report of the Chief Executive was submitted on the position with the amount repaid to the Council by the administrators of the Bank (item 6 on the agenda filed with these minutes). The Head of Financial Services attended to assist the Committee. RESOLVEDthat the position be noted. Reason The Committee was content with the current position and had no areas of concern or actions that it wished to include as part of its decision.
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Audit Committee- 6th July 2010 Published – 13th July 2010
17. ENVIRONMENTALAUDITS – REPORT ON OUTCOMES An annual report of the Director of Housing and Health was submitted on the outcomes of the recertification audit for the Council’s ISO 14001 Environmental Management System and future work in this area (item 7 on the agenda filed with these minutes). The Director of Housing and Health and the Sustainable Development Officer attended to assist the Committee. RESOLVED1. thatthe outcomes be noted; 2. thatthe Committee’s consideration of this matter next year be programmed for 8th March 2011 (if the audits have been completed, otherwise July 2011). Reason 1. TheCouncil had been successful in passing the recertification audit and had retained its ISO 14001 certification of its Environmental Management System for another three years.The Committee was content with that position and had no areas of concern or actions that it wished to include as part of its decision. 2. TheCommittee wished its annual consideration of this matter to be undertaken as soon as possible after the audits have been completed. 18. EXTERNALAUDIT – ANNUAL GOVERNANCE REPORT 2008/09 – USE OF RESOURCES – MANAGEMENT RESPONSE – MONITORING IMPLEMENTATION A quarterly report of the Director of Governance and Procurement was submitted outlining progress towards implementing the actions proposed in response to areas for improvement outlined in the External Auditor’s Use of Resources assessment (item 8 on the agenda filed with these minutes). The Head of Performance and Audit attended to assist the Committee.RESOLVEDthat progress be noted and the removal of the completed actions from future monitoring reports to the Committee approved. Reasons The Committee was content with the current position and had no areas of concern or actions that it wished to include as part of its decision.Once actions had been completed it was no longer necessary to monitor them.
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Audit Committee- 6th July 2010 Published – 13th July 2010
19. RISKMANAGEMENT (RISK REGISTER) A quarterly report of the Director of Governance and Procurement was submitted setting out the position with the 2009/10 Strategic and Operational Risk Registers (at 31st March 2010) and progress with the 2010/11 Strategic and Operational Risk Registers (item 9 on the agenda filed with these minutes). The Head of Performance and Audit attended to assist the Committee.Further to an operational risk relating to Building Control stated in the report, he agreed to arrange for information on the outcome of the redeployment of Building Control staff (to undertake HMO inspections) to be sent to Councillor Osborne as soon as possible. RESOLVEDthat the report be noted. Reason Having considered the report, the Committee had no areas of concern or actions that it wished to include as part of its decision. 20.CIPFA CONSULTATION – ROLE OF HEAD OF INTERNAL AUDIT A report of the Director of Governance and Procurement was submitted updating the Committee on CIPFA’s consultation on the draft statement regarding the role of the Head of Internal Audit in public sector organisations (item 10 on the agenda filed with these minutes). The Head of Performance and Audit attended to assist the Committee. RESOLVEDthat the suggested responses to the consultation questions, as set out in the report, be agreed. Reason The Committee considered those responses to be appropriate and useful for submission to CIPFA for consideration. 21. WHISTLEBLOWING AND ANTI-FRAUD AND CORRUPTION An annual report of the Director of Governance and Procurement was submitted to provide information on the operation of the Anti-fraud and Corruption Strategy and Whistle-blowing Policy during 2009/10 and suggest updates to the Strategy and Policy in light of the Bribery Act 2010 (item 11 on the agenda filed with these minutes). The Head of Performance and Audit attended to assist the Committee.
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Audit Committee- 6th July 2010 Published – 13th July 2010
RESOLVED1. thatthe report be noted; 2. thatthe revisions to the Strategy and Policy, as set out in appendix 1 and 2 to the report, be approved. Reasons 1. Havingconsidered the information on the operation of the policies and the instances where they had been applied during 2009/10, the Committee had no areas of concern or actions that it wished to include as part of its decision. 2. Toensure that the Council’s Anti-fraud and Corruption Strategy and Whistle-blowing Policy were updated in light of the provisions of the Bribery Act 2010. 22.INTERNAL AUDIT PLAN – PROGRESS A report of the Director of Governance and Procurement was submitted summarising progress against the 2010/11 Internal Audit Plan and audits from the 2009/10 Plan which had not been completed at year end, together with key findings from final audit reports and follow-up work completed since the previous progress report (item 12 on the agenda filed with these minutes). The Committee’s work programme stated that, on this occasion, the report would include an update on progress on Planned Actions resulting from the IT Health Check 2009.That update had been included as a separate report later on the agenda for this meeting as it included exempt information. The Head of Performance and Audit attended to assist the Committee. RESOLVED 1. thatthe progress set out in the report be noted; 2. that,in respect of the one lap-top which has not yet been provided by its user for the installation of encryption software, it be noted that the Vice-chair has agreed to collect the lap-top from that user and return it to the Council for encryption. Reasons 1. Theinformation in the report is necessary to the Committee’s role of monitoring audit work in the Council.
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Audit Committee- 6th July 2010 Published – 13th July 2010
2. Toensure that information security issues arising from non-encrypted lap-tops are appropriately dealt with. 23. EXEMPTINFORMATION RESOLVEDthat members of the public be excluded from the meeting for the consideration of the following item on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972. 24. INTERNALAUDIT - PROGRESS (IT HEALTH CHECK) An exempt report of the Director of Governance and Procurement was submitted setting out progress on implementing the recommendations arising from the IT Health Check 2009 (item 14 on the agenda, filed in the Indexed Minute Book). The Head of Performance and Audit attended to assist the Committee.Further to the report, he agreed to check what information should have been included in the “ref.” column of the Planned Actions table and to report that to members of the Committee if it was information which the Committee needed to be aware of. However, it was likely that that information was either sequential reference numbers or electronic links to original documents. RESOLVEDthat the progress set out in the report be noted. Reason The Committee needed to be kept informed of progress in improving IT security arrangements following the IT Health Check.Having considered that progress, the Committee had no areas of concern or actions it wished to include as part of its decision. Notes: 1. Noreference may be made to these minutes at the Council meeting on 13th September 2010 unless notice to that effect is given to the Head of Democratic Services by five members of the Council no later than five working days following the publication of the minutes. 2.These minutes are subject to confirmation as a correct record of the Committee’s decisions (at the next meeting of the Committee).
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Audit Committee- 6th July 2010 Published – 13th July 2010