Monday, 24 June 2008 at 6.30pm,

Ryedale House, Malton

 

T Anderson, P Cresswell, Miss C Gaynor, P Hancock and JIngham.

 

Apologies for absence were received from Councillors Hawkinsand Ms Warriner.

 

 

 

The Chairman reported that there was one item to be dealt withat the meeting as a matter or urgency by virtue of Section100(B)(4)(b).

 

 

 

No declarations of interest were received.

 

 

Appendix 1. (PDF, 20k), Annex A. (PDF, 23k) and Annex B. (PDF, 26k)

 

The Corporate Director (S151) submitted a report (previouslycirculated) the purpose of which was for Members to criticallyreview the Annual Governance Statement (AGS) as required under TheAccounts & Audit Regulations 2003 incorporating the Accountsand Audit (Amendment) (England) Regulations 2006.

 

Regulation 4 of the Accounts and Audit Regulations (2003)required audited bodies to conduct a review at least once a year onthe effectiveness of its system of internal control and publish anAGS each year with the Statement of Accounts.

 

The Policy & Resources Committee had adopted the CIPFAframework for producing the AGS. Part of this framework was for theCouncil’s Overview & Scrutiny Committee to consider the AGS’scontent. The document had then to be signed by the Chief Executiveand the Leader of the Council. This emphasised that the documentwas about all corporate controls and was not confined to financialissues.

 

The purpose of the AGS was to provide a continuous review ofthe effectiveness of the organisation’s internal control and riskmanagement systems so as to give assurance on their effectiveness.There was also a need to identify and address weaknesses by theproduction of an action plan.

 

At its most effective, the process of preparing the AGS shouldadd value to the Council’s corporate governance and internalcontrol framework. Consequently, the Corporate Management Teamtogether with other appropriate senior officers had reviewedcontrols in some detail. Also comments, evidence and feedback froma number of internal and external sources had been reviewed in thecompilation of the AGS.

 

The next steps were for the Committee to critically review theAGS and recommend its adoption by the Policy & ResourcesCommittee prior to obtaining an opinion of its robustness from theexternal auditors.

 

The Corporate Director (s151) reported that the AGS should notbe seen as a task at a particular point in time. Therefore, for theprocess to add value to the Council, assurances on theeffectiveness of controls over key risks should be obtainedthroughout the year. This allowed remedial action to take place atthe earliest opportunity, thereby improving the internal controlframework. This was achieved by regular monitoring by thisCommittee.

 

Councillor Clark referred to the control issue of ‘Health andSafety’ and commented that this had been an outstanding item forseveral years and was concerned that the risk of not completingthis and other actions caused a risk of not producing a robustreport. He requested that the Corporate Director (s151) report tothis committee with progress on the items identified in the actionplan on a regular basis. The Corporate Director reported that hewould report to the committee at its future meetings of 9 Octoberand 19 February 2008 and that this requirement would also beincluded in the ‘Annual Governance Action Plan part of theAGS.

 

Councillor Clark raised concerned with regard to the timescaleproposed for a Scrutiny Task Group to consider the review of theCommunity Leisure Limited two year agreement. He queried theproposed target date of 30 September 2008 for the Task Group tohave considered the future service provision and procurementsrequired and also whether the Overview & Scrutiny Committeewere the correct Committee to consider the future agreement. TheCorporate Director (s151) reported that the Overview & ScrutinyCommittee was considering the proposal of a Scrutiny Task Group atits next meeting on 3 July 2008. The Corporate Director (s151)reported that the action was required to be completed promptly as afull procurement exercise, should that be what members recommended,could take a year. Councillor Clark suggested that the action planshould reflect that Overview and Scrutiny had not yet beenrequested nor agreed to undertake the work., The Corporate Directoragreed to make the necessary alterations.

 

Members considered the report in detail and put forwardsuggestions with regard to the content and format. The CorporateDirector (s151) reported that Members comments would be reported tothe Policy & Resources Committee at their meeting on 26 June2008.

 

 

 

 

 

 

 

 

The Corporate Director (s151) submitted a report (previouslycirculated) which provided Members with a summary of the Council’sAccounts for the year 2007/08.

 

The Corporate Director (s151) reported that the purpose of theStatement of Accounts was to give electors, those subject tolocally levied taxes and charges, Members of the Authority,employees and other interested parties clear information about theauthorities finances.

 

The Financial Services Manager reported that the deadline datefor the approval of accounts was 30 June 2008 and that any commentsfrom this Committee were to be reported to Policy & ResourcesCommittee on 26 June 2008.

 

Members suggested that, given the complexity of the accountsformat, member training be arranged. It was agreed that members’comments would be taken on board.

 

Members raised several questions when considering the detailedreport and overall, were satisfied with the proposed Statement ofAccounts 2007/08.

 

 

 

 

The following item was to be considered as a matter of urgencyby virtue of Section 100B of the Local Government Act 1972.

 

 

 

The Chairman reported that the visit to North KestevenDistrict Council regarding Waste Management had now been arrangedfor Friday 11 July 2008 and requested that members notify thePerformance Manager if they wish to attend.